Document management system

• US 20060217999A1
• Filed: 03/14/2006
• Published: 09/28/2006
• Est. Priority Date: 03/15/2005
• Status: Abandoned Application

• Current Assignee: Océ-Technologies B.V. (Canon Inc.)
• Original Assignee: Océ-Technologies B.V. (Canon Inc.)
• Inventors: Weyers, Robert, Brand, Roeland K., Martin, Igor L.H., Collard, Rene F.A., Bilderbeek, Manuel, Mullender, Matthijs F., Willems, Teun K.J.
• Application Number:
  US11/374,018
• Publication Number:
  US 20060217999A1
• Time in Patent Office: Days
• US Class Current: 705/9
• CPC Class Codes: G06F 16/93 Document management systems
• CPC Class Codes: G06Q 10/0637 Strategic management or analysis, e.g. setting a goal or target of an organisation; Planning actions based on goals; Analysis or evaluation of effectiveness of goals
• CPC Class Codes: G06Q 10/10 Office automation; Time management

Abstract

A method and a system for managing a plurality of administrative files of various different categories stored in a file storage facility. Each of the files allow for amending, such as by putting therein one or more documents of various different nature. The method includes assigning a pre-structured format to each applicable file category. Each pre-structured format accommodates a set of document entries. Each of the document entries is distinguished according to a predetermined nature of the document entry. The method also includes assigning a content form to each file for listing a set of document entries in a list, and upon amending a file on account of a particular document, indicating in the list the amending by at least a presence indicator.

Claims

1. A method for managing a plurality of administrative files of various different categories, comprising the steps of:

storing the files in a file storage facility;

facilitating amending of the stored files by putting therein one or more documents of various different nature;

assigning a pre-structured format to each of the file categories, wherein each format accommodates a set of document entries, each of the set of document entries being distinguished according to a predetermined nature of the document entry;

assigning a content form to each of the file categories for listing a respective set of document entries in a list; and

upon amending a respective file category on account of a particular document, indicating the amending in said list by at least a presence indicator.

2. The method as claimed in claim 1, wherein the amending is further indicated in the list by a presentation of any one of an amending instant and an amending person or department.

3. The method as claimed in claim 1, wherein the pre-structured format further contains file metadata including a file identifier and any one of a creation instant, a creating entity, an owner entity and a currently handling entity, and an entity is a person or a department.

4. The method as claimed in claim 1, further comprising the step of allowing transferring of a file from one entity to another entity.

5. The method as claimed in claim 4, wherein the transfer of a particular file is effected through communicating one or more applicable links pertaining to that file as stored in the file storage facility, without necessitating transfer of the complete file.

6. The method as claimed in claim 4, wherein circular transfers containing a chain of three or more entities are inhibited.

7. The method as claimed in claim 4, wherein a change of ownership between entities is effected by sending an e-mail including an associated file link between the entities.

8. The method as claimed in claim 1, wherein the amending of a file is limited to a pre-selected set of persons or departments, but file inspection is open to further pre-selected persons or departments outside said pre-selected set.

9. The method as claimed in claim 1, wherein entering of a document into a file category is effected through either scanning and digitizing, or direct entering of a digital document, the method further including the steps of:

comparing a current list of entered documents in said file category with a list amended by an entity handling the file in association with entering a document; and

automatically updating the file content accordingly.

10. The method as claimed in claim 1, wherein entry, by a handling entity, of a document into a particular file permanently tags an identifier of said handling entity to said document.

11. The method as claimed in claim 1, wherein, upon completion of a file, said method further comprising the step of signalling a customer accordingly and/or archiving the file in question, while suppressing further appearance of the file in a list of current files.

12. The method as claimed in claim 1, further comprising the steps of automatically analyzing various particulars of actual workflows involving respective file types and automatically proposing handling steps based on said analysis.

13. A computerized administrative file handling system comprising:

at least one user workstation; and

a file managing module, said file managing module including a file storage facility for managing of a plurality of administrative files of various different categories stored in the file storage facility, said file managing module being capable of facilitating amending of the stored files by putting therein one or more documents of various different nature through the at least one user workstation,

wherein the file managing module is further capable of;

assigning a pre-structured format to each of the file categories, wherein each format accommodates a set of document entries, each of the set of document entries being distinguished according to a predetermined nature of the document entry;

assigning a content form to each of the file categories for listing a respective set of document entries in a list;

displaying a respective content form on a workstation screen;

allowing amendments to be made to a file through manipulation of the respective content form; and

upon an amendment being made to a file on account of a particular document, indicating the amending in said list by at least a presence indicator.

14. The system according to claim 13, wherein said file managing module is capable of maintaining metadata for each file category, the metadata including a file identifier and any one of a creation instant, a creating entity, an owner entity and a currently handling entity, and an entity is a person or department.

15. The system according to claim 14, wherein said file managing module is capable of allowing transferring of ownership and/or handling of a file from one entity to another entity.

16. The system according to claim 13, further comprising a scanner for scanning and digitizing documents, wherein said file managing module is capable of comparing a scanned list document with a current list corresponding to said content form, the scanned list having at least one marking applied to it, and automatically updating a file content with an equally scanned document accordingly.

17. The system according to claim 13, wherein said file managing module is capable of detecting manipulation of the content form displayed on a workstation screen and allowing importing or deleting of a file in accordance with a detected manipulation.

18. The system according to claim 13, wherein said file managing module is capable of automatically analyzing various particulars of actual workflows involving respective file types and automatically proposing handling steps based on the analysis.