System and method for controlling the storage and destruction of documents

• US 20060285147A1
• Filed: 06/17/2005
• Published: 12/21/2006
• Est. Priority Date: 06/17/2005
• Status: Active Grant

• Current Assignee: Pitney Bowes Incorporated (Böwe Systec AG)
• Original Assignee: Pitney Bowes Incorporated (Böwe Systec AG)
• Inventors: Wolfman, G. Jonathan, Singer, Benjamin
• Granted Patent: US 7,551,300 B2
• Time in Patent Office: Days
• US Class Current: 358/1.140
• CPC Class Codes: H04N 1/32122 in a separate device, e.g. in a memory or on a display separate from image data
• CPC Class Codes: H04N 2201/218 Deletion of stored data; Preventing such deletion
• CPC Class Codes: H04N 2201/3214 of a date
• CPC Class Codes: H04N 2201/3221 of a job number or identification, e.g. communication number
• CPC Class Codes: H04N 2201/3246 of data relating to permitted access or usage, e.g. level of access or usage parameters for digital rights management [DRM] related to still images

Abstract

This invention relates to a method and system that only destroys documents that a party wants destroyed. The system also maintains a record of destroyed documents and saved documents. The foregoing may be accomplished by: placing information directly on a document that uniquely identifies the document; placing information in a database that uniquely identifies the document in which information was placed, and the date, if any, in which the document is scheduled to be destroyed; scanning the placed information on documents that are going to be destroyed; attempting to destroy the document; and checking in the database to determine whether or not the document should be destroyed, whereby if the database indicates the document should be destroyed, the document is destroyed, and if the database indicates that the document should not be destroyed, the document is not destroyed.

Claims

1. A method for managing documents, comprising the steps of:

(a) placing information directly on a document that uniquely identifies the document;

(b) placing the information in a database and the date if any in which the document is scheduled to be destroyed;

(c) scanning the placed information on documents; and

(d) checking in the database to determine whether or not the document should be destroyed as the document enters a awaits destruction.

2. The method of claim 1, further including the step of:

changing the information in the database that indicates the date which the document is scheduled to be destroyed.

3. The method of claim 1, further including the steps of:

(a) scanning the document to read the contents of the document; and

(b) storing the information read from the document in the database with the information that uniquely identifies the document.

4. The method of claim 1, further including the steps of:

displaying the information in the database. device, whereby if the database indicates the document should be destroyed, the document is destroyed and if the database indicates that the document should not be destroyed, the document is not destroyed.

5. The method of claim 1, wherein the unique information is selected from the group consisting of:

alphanumeric characters, a bar code, a two dimensional bar code, glyphs, and an Anoto pattern.

6. The method of claim 1, wherein the unique information is affixed to a label that is affixed to the document.

7. The method of claim 1, wherein the unique information is selected from the group consisting of:

an invisible ink and black fluorescent ink.

8. The method of claim 1, wherein the document is destroyed by a shredder.

9. The method claimed in claim 1, wherein the information placed in the database indicates the date that the document should be destroyed.

10. The method claimed in claim 1, wherein the information placed in the database indicates the occurrence of an event that will trigger the shredding of the document.

11. A system for managing documents, said system comprising:

(a) a document having a unique code affixed thereto that uniquely identifies the document;

(b) a database that stores the code and the date, if any, in which the document is scheduled to be destroyed;

(c) a scanner that reads the code affixed to the document;

(d) means for attempting to destroy the document; and

(e) means for checking in the database whether or not the document should be destroyed, as the document enters the destroying means, whereby if the database indicates the document should be destroyed, the document is destroyed and if the database indicates that the document should not be destroyed, the document is not destroyed.

12. The system claimed in claim 11, wherein the unique code is selected from the group consisting of:

alphanumeric characters, a bar code, a two dimensional bar code, glyphs, and an Anoto pattern.

13. The system claimed in claim 11, wherein the unique code is affixed to a label that is affixed to the document.

14. The system claimed in claim 11, wherein the unique code is printed with an ink selected from the group consisting of:

an invisible ink and black fluorescent ink.

15. The system claimed in claim 11, wherein the document is destroyed, by a shredder.

16. The system claimed in claim 11, further comprising:

means for changing the information in the database that indicates the date which the document is scheduled to be destroyed.

17. The system claimed in claim 11, further comprising:

means for displaying the information in the database.

18. The system claimed in claim 17, wherein said displaying means is a computer display.

19. The system claimed in claim 11, wherein the database indicates the date that the document should be destroyed.

20. The system claimed in claim 11, wherein the database indicates the occurrence of an event that will trigger the shredding of the document.