ORGANIZATIONAL USAGE DOCUMENT MANAGEMENT SYSTEM

• US 20070174347A1
• Filed: 04/02/2007
• Published: 07/26/2007
• Est. Priority Date: 11/17/2003
• Status: Active Grant

• Current Assignee: Xerox Corporation (Xerox Holdings Corp.)
• Original Assignee: Xerox Corporation (Xerox Holdings Corp.)
• Inventors: Manchala, Daniel, Orlov, Leonid, Wenn, John
• Granted Patent: US 8,515,923 B2
• Time in Patent Office: Days
• US Class Current: 1/1
• CPC Class Codes: G06F 16/93 Document management systems

Abstract

A document repository management system for an institution having a defined organization is provided. The document repository management system has (a) a first database containing an organization chart and organizational chart information including information identifying individuals in the defined organization, (b) a second database containing accessible documents, (c) programs for controlling requested access to each document of the accessible documents in the second database, and (d) programs for mapping, to the organization chart and the organizational chart information of the first database, each requested access to each document of the accessible documents, thereby enabling efficient management of the document repository based on historical tracking of actual usage of each document by individuals and groups on the organization chart.

Claims

1. A document repository management (DRM) system for an institution having a defined organization, the DRM system comprising:

(a) a first database containing an organization chart and organizational chart information including information identifying individuals on said organization chart;

(b) a second database containing accessible documents;

(c) means for controlling requested access to each document of said accessible documents in said second database; and

(d) means for mapping, to said organization chart and said organizational chart information of said first database, each said requested access to said each document of said accessible documents, thereby enabling efficient management of the document repository based on historical tracking of actual usage and treatment of each document by individuals and groups on said organization chart.

2. The DRM System of claim 1, wherein said second database includes document treatments that can be selected.

3. The DRM System of claim 1, wherein said organizational chart information includes information identifying departments within said organization chart.

4. The DRM System of claim 1, wherein said organizational chart information includes information identifying departments within said defined organization, and groups within each department of said departments.

5. The DRM System of claim 1, wherein said organizational chart information includes information identifying a geographical location for each group within said organization chart.

6. The DRM System of claim 1, wherein said organizational chart information includes information identifying a title for each individual of said individuals within said organization chart.

7. The DRM System of claim 1, wherein said second database includes metadata on each document of said accessible documents.

8. The DRM System of claim 1, wherein said means for controlling access to each document of said accessible documents includes a pre-authorization code for each individual based on membership in said organization chart.

9. The DRM System of claim 1, wherein said means for controlling access to each of said accessible documents includes a pre-authorization code for each individual based on reporting positions within said organization chart.

10. The DRM System of claim 1, wherein said means for controlling access to each of said accessible documents includes a pre-authorization code for each individual on a basis of departments within said organization chart.

11. The DRM System of claim 1, wherein said means for controlling access to each of said accessible documents includes a pre-authorization code for each individual on a basis of groups within departments in said organization chart.

12. The DRM System of claim 1, wherein said means for controlling access to each of said accessible documents includes a pre-authorization code for each individual based on permitted possible treatments of each said accessible document.

13. The DRM System of claim 1, wherein said means for mapping includes means for identifying, summarizing and tracking each said requested access in terms of a name of a pre-authorized individual in said organization chart.

14. The DRM System of claim 1, wherein said means for mapping includes means for identifying, summarizing and tracking each said requested access for a particular document as part of a count of all requested accesses for said particular document within each group of individuals in each department in said organization chart.

15. The DRM System of claim 1, wherein said means for mapping includes means for identifying, summarizing and tracking each said requested access for a particular document as part of a count of all requested accesses for said particular document within each department within said organization chart.

16. The DRM System of claim 1, wherein said means for mapping includes means for identifying, summarizing and tracking each said requested access in terms of locations identified within said organization chart.

17. The DRM System of claim 1, wherein said means for mapping includes means for identifying, summarizing and tracking each said requested access in terms of positions and titles within said organization chart.

18. The DRM System of claim 1, including means for displaying an organizational chart of said defined organization, and data on requested accesses for said each document of said accessible documents.

19. The DRM System of claim 1, wherein said organization chart includes organizational levels including department levels, group levels within said department levels, and an individual'"'"'s level.

20. The DRM System of claim 1, wherein said organization chart data includes title information for each department and group leader position.

21. The DRM System of claim 7, wherein said metadata includes document title information.

22. The DRM System of claim 7, wherein said metadata includes document code information.

23. The DRM System of claim 7, wherein said metadata includes document authorship information.

24. The DRM System of claim 7, wherein said metadata includes date of authorship information.

25. The DRM System of claim 7, wherein said metadata includes information on date of document reposition.

26. The DRM System of claim 19, wherein said graphical chart includes two types of data at each department and at each group level.

27. A method of managing documents and records in a document repository of an institution having a defined organization, the method comprising:

(i) maintaining a first database containing an organization and organizational chart information including information identifying individuals on said defined organization;

(ii) maintaining a second database containing accessible documents;

(iii) controlling requested access to each document of said accessible documents in said second database; and

(iv) mapping, to said organization chart and said organizational chart information, each said requested access to said each document of said accessible documents, thereby enabling efficient management of the document repository based on historical tracking of actual usage and treatment of each document by individuals and groups within said organization chart.

28. The method of claim 27, wherein maintaining said first database includes periodically updating said organizational chart information to reflect changes in any location, position and title information on individuals within said organization chart.

29. The method of claim 27, wherein maintaining said second database includes adding and subtracting documents and editing documents and document metadata.

30. The method of claim 27, wherein maintaining said second database includes periodically updating document access pre-authorization based on changes in any location, position and title of individuals within said organization chart.