DOCUMENT MANAGEMENT SYSTEM AND METHOD

• US 20120209803A1
• Filed: 02/15/2012
• Published: 08/16/2012
• Est. Priority Date: 02/15/2011
• Status: Active Grant

• Current Assignee: Robert E. Napierala II
• Original Assignee: Robert E. Napierala II
• Inventors: Napierala, Robert E. II
• Granted Patent: US 8,548,941 B2
• Time in Patent Office: Days
• US Class Current: 707/608
• CPC Class Codes: G06F 16/93 Document management systems

Abstract

A document management system allows designation of process owners, approvers, trainers and users of specified documents. The system automatically notifies designated participants of documents to be created, documents awaiting approval, training required, training schedules, and tests. Notifications of approved documents are automatically sent to designated users and trainers for scheduling and tracking user training. The system accommodates requests for document revisions and justifications and allows custom reports to be created and tracked. The system allows for the creation of custom tests that are linked to documents and graded automatically to be used as a final phase of training.

Claims

1. A method of managing electronic documents in a database, comprising:

a. designating a process owner for creating and maintaining a document in the database,

b. designating an approver for approving the document,

c. designating a user of the document,

d. assigning a status of the document and electronically delivering the document to the process owner and approver,

e. upon approval of the document by the document approver, adding the document to a controlled document list of the database and allowing electronic access to the document on the controlled document list by the user, provided that the user has been assigned a role that allows access, and creating a record of the approval of the document,

f. designating a trainer for the document,

g. establishing a list of users required to be trained to use the document,

h. creating a training method for the document, and

i. creating a training record for recording data concerning users trained to use the document.

2. The method of claim 1 wherein the document the assigned status of the document is uncontrolled prior to the approval, and the document is electronically labeled as uncontrolled.

3. The method of claim 1 further comprising the step of electronically notifying the trainer and user if training is required for use of the document.

4. The method of claim 3 further comprising the step of electronically scheduling training for the user.

5. The method of claim 3 further comprising the step of electronically setting a time deadline for training the user.

6. The method of claim 4 further comprising the steps of requiring the user to confirm training, creating a first test to confirm training of the user, and requiring the user to take the first test as a prerequisite to the user confirming training.

7. The method of claim 6 further comprising the steps of notifying the user and the trainer in the event the user unsuccessfully takes the first test, and scheduling additional training for the user.

8. The method of claim 7 further comprising the step of creating a second test for the document, and requiring the user to take the second test in the event that the user unsuccessfully takes the first test.

9. A method of managing electronic documents in a database, comprising:

a. designating a process owners for creating and maintaining a document in the database,

b. designating an approver for approving the document,

c. designating a user of the document,

d. assigning a status to the document,

e. electronically delivering the document to the process owner and approver,

f. upon approval of the document by the document approver, adding the document to a controlled document list of the database and allowing electronic access to the document on the controlled document list by the user, provided that the user has been assigned a role that allows access, and creating a record of the approval of the document,

g. electronically attaching to the document a suggestion for modifying the document,

h. electronically notifying the process owner that a suggestion for modifying the document has been made,

i. revising the document,

j. electronically tracking justifications for revisions to the document, and

k. tracking all revision levels of the document.

10. The method of claim 9 further comprising the steps of requiring approval of all revisions to the document, electronically notifying the approver that a revision has been proposed for the document, and tracking the approval of the revised document.

11. The method of claim 10 further comprising the steps of electronically notifying the trainer that the user requires training of the revised document, electronically scheduling the user training, and tracking the training of the user for use of the revised document.

12. A method of managing electronic documents in a database, comprising:

a. designating a process owner for creating and maintaining a document in the database,

b. designating an approver for approving the document,

c. designating a user of the document,

d. assigning a status to the document,

e. electronically delivering the document to the process owner and approver,

f. establishing a system homepage for the process owner,

g. establishing a system homepage for the approver,

h. establishing a system homepage for the trainer,

i. establishing a system homepage for the user,

j. creating a note document electronically attached to the document,

k. wherein at least one of the process owner, approver, trainer, and user may input information into the note document, and upon the addition of information into the note document, an indicator appears on the homepage of at least one of the process owner, approver, trainer, and user.

13. The method of claim 12 wherein the homepage of at least one of the process owner, approver, trainer, and user includes a document navigation tree including the document, and wherein upon the addition of information into the note document, an indicator appears in the navigation tree adjacent the document.

14. The method of claim 13 wherein the indicator appears when the homepage is refreshed.

15. The method of claim 12 wherein additional information may be added to the note document in response to information in the note document.

16. The method of claim 12 wherein the note document includes the author of the information input into the note document and the time period that the information was input into the note document.

17. The method of claim 12 wherein the navigation tree is automatically created upon the uploading of the document and updated upon the uploading of a second document.

18. The method of claim 12 further comprising the step of creating a software display navigation window having an icon for the document, wherein the icon includes one of a shadow or color identifier indicating that access to additional documents in the database relating to the document are available by clicking the icon.

19. The method of claim 12 further comprising the step of creating an organization home page accessible by all document database users in the organization, wherein both the organization home page and the homepage of at least one of the process owner, approver, trainer, and user are accessible from icons on the document database.