Method and system to convert paper documents to electronic documents and manage the electronic documents

• US 20060059162A1
• Filed: 08/11/2005
• Published: 03/16/2006
• Est. Priority Date: 12/27/2000
• Status: Active Grant

• Current Assignee: TractManager, Inc. (VCS Holdco LLC)
• Original Assignee: TractManager, Inc. (VCS Holdco LLC)
• Inventors: Rizk, Thomas A., Jeffery, Scott R.
• Granted Patent: US 10,114,821 B2
• Time in Patent Office: Days
• US Class Current: 1/1
• CPC Class Codes: G06F 16/93 Document management systems
• CPC Class Codes: G06F 40/10 Text processing natural language analysis G06F40/20; semantic analysis G06F40/30; processing or translation of natural language G06F40/40
• CPC Class Codes: G06F 40/103 Formatting, i.e. changing of presentation of documents automatic justification G06F40/189; automatic line break hyphenation G06F40/191
• CPC Class Codes: H04N 1/00 Scanning, transmission or reproduction of documents or the like, e.g. facsimile transmission; Details thereof

Abstract

A method for storing, organizing and providing remote electronic access to documents. A coversheet including a standard set of identification data characterizing each document is developed and stored. A digital version of each document is created and stored by scanning each contract. Each digital version includes a scanned image and a searchable text file, wherein the text is overlaid with the image. An index of bookmarks identifying sections of the digital version of each document is generated. Selected fields of information are captured from the digital version of the document. The documents are organized and cross-referenced in a database that includes the captured information and additional information related to each document. Designated parties are alerted of critical dates associated with each document. Remote electronic access to the documents is provided over the internet.

Claims

1. A method for converting a paper document to a digital version of the paper document, the method comprising:

storing a set of identifiers for characterizing a type of document, wherein each identifier in the set of identifiers corresponds to information related to the type of document;

converting a paper document of the type of document to an electronic file, wherein the electronic file includes an image of the paper document;

processing the electronic file, wherein a searchable text file of the paper document is overlaid with the image of the paper document; and

determining whether at least one identifier is designating on the document profile form having the set of identifiers for characterizing the type of document;

if so, creating a document record for the paper document in a database that includes the information corresponding to the at least one identifier designated on the document profile form;

associating the electronic file with the document record in the database; and

limiting a user'"'"'s access to the electronic file and the document record based on the user'"'"'s access level.

2. The method according to claim 1, further comprising:

assigning the document record a reference number.

3. The method according to claim 1, wherein the set of identifiers on the document profile form represents document information of a type including at least one of:

a contracting entity type, a contract related site type, a contract type, a contract related department type, an authorized users type and a responsible parties type.

4. The method according to claim 1, further comprising:

linking information to the document record of the specific document, the linked information including at least one of;

vendor information, notes concerning the contract, related documents, party information, user selected critical dates, assets related to the contracts, and selected terms of the contract.

5. The method according to claim 1, wherein access includes at least one of:

an ability to create, an ability to edit, an ability to print, an ability to attach information, an ability control a user'"'"'s access, and an ability to add.

6. The method according to claim 1, further comprising searching the database.

7. The method according to claim 1, further comprising providing remote access to the database.

8. The method according to claim 1, further comprising displaying the document record.

9. The method according to claim 1, further comprising:

verifying a name and a password for a user; and

permitting the user to access in accordance with the level of access defined for the user.

10. A computer program product for performing a process of storing, organizing and providing remote electronic access to documents, comprising:

a computer readable medium; and

computer program instructions, recorded on the computer readable medium, executable by a processor, for performing the steps of;

storing a set of identifiers for characterizing a type of document, wherein each identifier in the set of identifiers corresponds to information related to the type of document;

converting a paper document of the type of document to an electronic file, wherein the electronic file includes an image of the paper document;

processing the electronic file, wherein a searchable text file of the paper document is overlaid with the image of the paper document;

determining whether at least one identifier is designating on the document profile form having the set of identifiers for characterizing the type of document;

if so, creating a document record for the paper document in a database that includes the information corresponding to the at least one identifier designated on the document profile form;

associating the electronic file with the document record in the database; and

limiting a user'"'"'s access to the electronic file and the document record based on the user'"'"'s access level.

11. The computer program according to claim 10, further comprising computer program instructions for performing the step of:

assigning the document record a reference number.

12. The computer program product according to claim 10, wherein the set of identifiers on the document profile form represents document information of a type including at least one of:

a contracting entity type, a contract related site type, a contract type, a contract related department type, an authorized users type and a responsible parties type.

13. The computer program product according to claim 10, further comprising computer program instructions for performing the steps of:

linking information to the document record of the specific document, the linked information including at least one of;

vendor information, notes concerning the contract, related documents, party information, user selected critical dates, assets related to the contracts, and selected terms of the contract.

14. The computer program product according to claim 10, wherein access includes at least one of:

an ability to create, an ability to edit, an ability to print, an ability to attach information, an ability control a user'"'"'s access, and an ability to add.

15. The computer program product according to claim 10, further comprising computer program instructions for searching the database.

16. The computer program product according to claim 10, further comprising computer program instructions for providing remote access to the database.

17. The computer program product according to claim 10, further comprising computer program instructions for displaying the document record.

18. The computer program product according to claim 10, further comprising computer program instructions for:

verifying a name and a password for a user; and

permitting the user to access in accordance with the level of access defined for the user.

19. A system for performing a process of for storing, organizing and providing remote electronic access to documents, comprising:

a processor operable to execute computer program instructions; and

a memory operable to store computer program instructions executable by the processor, for performing the steps of;

storing a set of identifiers for characterizing a type of document, wherein each identifier in the set of identifiers corresponds to information related to the type of document;

converting a paper document of the type of document to an electronic file, wherein the electronic file includes an image of the paper document;

processing the electronic file, wherein a searchable text file of the paper document is overlaid with the image of the paper document; and

determining whether at least one identifier is designating on the document profile form having the set of identifiers for characterizing the type of document;

if so, creating a document record for the paper document in a database that includes the information corresponding to the at least one identifier designated on the document profile form;

associating the electronic file with the document record in the database; and

limiting a user'"'"'s access to the electronic file and the document record based on the user'"'"'s access level.

20. The system according to claim 19, further comprising the memory operable to store computer program instructions executable by the processor, for performing the steps of:

assigning the document record a reference number.

21. The system according to claim 19, wherein the set of identifiers on the document profile form represents document information of a type including at least one of:

a contracting entity type, a contract related site type, a contract type, a contract related department type, an authorized users type and a responsible parties type.

22. The system according to claim 19, further comprising the memory operable to store computer program instructions executable by the processor, for performing the steps of:

linking information to the document record of the specific document, the linked information including at least one of;

vendor information, notes concerning the contract, related documents, party information, user selected critical dates, assets related to the contracts, and selected terms of the contract.

23. The system according to claim 19, wherein access includes at least one of:

an ability to create, an ability to edit, an ability to print, an ability to attach information, an ability control a user'"'"'s access, and an ability to add.

24. The system according to claim 19, further comprising the memory operable to store computer program instructions executable by the processor, for performing the steps of searching the database.

25. The system according to claim 19, further comprising the memory operable to store computer program instructions executable by the processor, for performing the steps of providing remote access to the database.

26. The system according to claim 19, further comprising the memory operable to store computer program instructions executable by the processor, for performing the steps of displaying the document record.

27. The system according to claim 19, further comprising the memory operable to store computer program instructions executable by the processor, for performing the steps of:

verifying a name and a password for a user; and

permitting the user to access in accordance with the level of access defined for the user.