Document Information Acquisition and Notification of Duplicate Document Storage

• US 20100171993A1
• Filed: 01/05/2009
• Published: 07/08/2010
• Est. Priority Date: 01/05/2009
• Status: Active Grant

• Current Assignee: International Business Machines Corporation
• Original Assignee: International Business Machines Corporation
• Inventors: Pichetti, Luigi, Longobardi, Giuseppe
• Granted Patent: US 8,284,418 B2
• Time in Patent Office: Days
• US Class Current: 358/403
• CPC Class Codes: G06F 16/93 Document management systems

Abstract

Mechanisms for document information acquisition and notification of duplicate document storage are provided. The mechanisms convert a physical hard copy document to an electronic form of the document and generates a first digital fingerprint of the electronic form of the document. The mechanisms further retrieve one or more second digital fingerprints for previously stored electronic forms of documents. The first digital fingerprint is compared to the one or more second digital fingerprints. Storage of the electronic form of the document is controlled based on results of comparing the first digital fingerprint to the one or more second digital fingerprints.

Claims

1. A method, in a data processing system, for storing an electronic form of a physical hard copy document, comprising:

converting the physical hard copy document to an electronic form of the document;

generating a first digital fingerprint of the electronic form of the document;

retrieving one or more second digital fingerprints for previously stored electronic forms of documents;

comparing the first digital fingerprint to the one or more second digital fingerprints; and

controlling storage of the electronic form of the document based on results of comparing the first digital fingerprint to the one or more second digital fingerprints.

2. The method of claim 1, wherein controlling storage of the electronic form of the document based on results of comparing comprises:

determining whether a same physical hard copy document has been previously stored in an electronic form in a storage location of a storage device associated with the data processing system; and

providing a prompt requesting user input to either confirm storage of the electronic form of the document or cancel storage of the electronic form of the document in response to a determination that the same physical hard copy document has been previously stored in an electronic form in a storage location of a storage device associated with the data processing system.

3. The method of claim 1, wherein generating the first digital fingerprint comprises:

analyzing data values, generated during the conversion of the physical hard copy document to the electronic form of the document, corresponding to one or more predetermined portions of the physical hard copy document; and

utilizing these data values to generate a digital fingerprint representation of the electronic form of the document.

4. The method of claim 3, wherein the one or more predetermined portions are one or more of a pre-selected portion of the physical hard copy document upon which optical character reading analysis is to be performed on an alphanumeric identifier, a predetermined portion of the physical hard copy document where identification characters are provided, a predetermined portion of the physical hard copy document where a bar code is provided, or a predetermined portion of the physical hard copy document where an identifier of the physical hard copy document is imprinted on the surface of the physical hard copy document.

5. The method of claim 3, wherein the one or more predetermined portions are specific to a category of physical hard copy documents in which the physical hard copy document is classified, and wherein the physical hard copy document is capable of having any of a plurality of different categories of physical hard copy documents, each category of physical hard copy documents having a specific predetermined portion from which a fingerprint for physical hard copy documents classified in that category is to be generated.

6. The method of claim 5, further comprising receiving a category identifier of the category of the physical hard copy document, wherein generating a first digital fingerprint of the electronic form of the document comprises:

performing a lookup operation, in a predetermined portions data structure, of the category identifier to thereby identify at least one of the one or more predetermined portions of the physical hard copy document to analyze, or a manner by which to analyze the one or more predetermined portions, to generate the first digital fingerprint; and

generating the first digital fingerprint based on results of the lookup operation.

7. The method of claim 5, wherein retrieving one or more second digital fingerprints for previously stored electronic forms of documents comprises retrieving the one or more second digital fingerprints from a database corresponding to the category of physical hard copy documents corresponding to the physical hard copy document converted to the electronic form of the document.

8. The method of claim 1, wherein controlling storage of the electronic form of the document based on results of comparing the first digital fingerprint to the one or more second digital fingerprints comprises:

determining a degree of matching between the first digital fingerprint and each of the one or more second digital fingerprint;

identifying at least one of the one or more second digital fingerprints having a degree of matching that is equal to or greater than a predetermined threshold, the at least one second digital fingerprint being associated with a previously stored electronic document;

presenting an option to a user identifying the electronic form of the document and the previously stored electronic document of the document and requesting an input from the user to control storage of the electronic form of the document;

receiving a user input in response to presenting the option; and

controlling storage of the electronic form of the document based on user input in response to presenting the option.

9. The method of claim 8, wherein the user input specifies at least one of storing the electronic form of the document, storing a link to the previously stored electronic document in a target storage location to which the electronic form of the document was going to be stored, or storing the electronic form of the document in the target storage location and replacing the previously stored electronic document with a link to the target storage location.

10. The method of claim 1, wherein the data processing system is a digital furniture device.

11. A computer program product comprising a computer recordable medium having a computer readable program recorded thereon, wherein the computer readable program, when executed on a computing device, causes the computing device to:

convert a physical hard copy document to an electronic form of the document;

generate a first digital fingerprint of the electronic form of the document;

retrieve one or more second digital fingerprints for previously stored electronic forms of documents;

compare the first digital fingerprint to the one or more second digital fingerprints; and

control storage of the electronic form of the document based on results of comparing the first digital fingerprint to the one or more second digital fingerprints.

12. The computer program product of claim 11, wherein the computer readable program causes the computing device to control storage of the electronic form of the document based on results of comparing by determining whether a same physical hard copy document has been previously stored in an electronic form in a storage location of a storage device associated with the computing device, and providing a prompt requesting user input to either confirm storage of the electronic form of the document or cancel storage of the electronic form of the document in response to a determination that the same physical hard copy document has been previously stored in an electronic form in a storage location of a storage device associated with the data processing system.

13. The computer program product of claim 11, wherein the computer readable program causes the computing device to generate the first digital fingerprint by:

analyzing data values, generated during the conversion of the physical hard copy document to the electronic form of the document, corresponding to one or more predetermined portions of the physical hard copy document; and

utilizing these data values to generate a digital fingerprint representation of the electronic form of the document.

14. The computer program product of claim 13, wherein the one or more predetermined portions are one or more of a pre-selected portion of the physical hard copy document upon which optical character reading analysis is to be performed on an alphanumeric identifier, a predetermined portion of the physical hard copy document where identification characters are provided, a predetermined portion of the physical hard copy document where a bar code is provided, or a predetermined portion of the physical hard copy document where an identifier of the physical hard copy document is imprinted on the surface of the physical hard copy document.

15. The computer program product of claim 13, wherein the one or more predetermined portions are specific to a category of physical hard copy documents in which the physical hard copy document is classified, and wherein the physical hard copy document is capable of having any of a plurality of different categories of physical hard copy documents, each category of physical hard copy documents having a specific predetermined portion from which a fingerprint for physical hard copy documents classified in that category is to be generated.

16. The computer program product of claim 15, wherein the computer readable program further causes the computing device to receive a category identifier of the category of the physical hard copy document, and wherein the computer readable program causes the computing device to generate a first digital fingerprint of the electronic form of the document by:

performing a lookup operation, in a predetermined portions data structure, of the category identifier to thereby identify at least one of the one or more predetermined portions of the physical hard copy document to analyze, or a manner by which to analyze the one or more predetermined portions, to generate the first digital fingerprint; and

generating the first digital fingerprint based on results of the lookup operation.

17. The computer program product of claim 15, wherein the computer readable program causes the computing device to retrieve one or more second digital fingerprints for previously stored electronic forms of documents by retrieving the one or more second digital fingerprints from a database corresponding to the category of physical hard copy documents corresponding to the physical hard copy document converted to the electronic form of the document.

18. The computer program product of claim 11, wherein the computer readable program causes the computing device to control storage of the electronic form of the document based on results of comparing the first digital fingerprint to the one or more second digital fingerprints by:

determining a degree of matching between the first digital fingerprint and each of the one or more second digital fingerprint;

identifying at least one of the one or more second digital fingerprints having a degree of matching that is equal to or greater than a predetermined threshold, the at least one second digital fingerprint being associated with a previously stored electronic document;

presenting an option to a user identifying the electronic form of the document and the previously stored electronic document of the document and requesting an input from the user to control storage of the electronic form of the document;

receiving a user input in response to presenting the option; and

controlling storage of the electronic form of the document based on user input in response to presenting the option.

19. The computer program product of claim 18, wherein the user input specifies at least one of storing the electronic form of the document, storing a link to the previously stored electronic document in a target storage location to which the electronic form of the document was going to be stored, or storing the electronic form of the document in the target storage location and replacing the previously stored electronic document with a link to the target storage location.

20. An apparatus, comprising:

a processor; and

a memory coupled to the processor, wherein the memory comprises instructions which, when executed by the processor, cause the processor to;

convert a physical hard copy document to an electronic form of the document;

generate a first digital fingerprint of the electronic form of the document;

retrieve one or more second digital fingerprints for previously stored electronic forms of documents;

compare the first digital fingerprint to the one or more second digital fingerprints; and

control storage of the electronic form of the document based on results of comparing the first digital fingerprint to the one or more second digital fingerprints.