CONFERENCE DATA MANAGEMENT

• US 20140150059A1
• Filed: 11/27/2012
• Published: 05/29/2014
• Est. Priority Date: 11/27/2012
• Status: Active Grant

• Current Assignee: Ricoh Company Limited
• Original Assignee: Ricoh Company Limited
• Inventors: Uchida, Yuki, Tanaka, Shun
• Granted Patent: US 8,955,048 B2
• Time in Patent Office: Days
• US Class Current: 726/3
• CPC Class Codes: G06F 16/4393 Multimedia presentations, e.g. slide shows, multimedia albums
• CPC Class Codes: G06F 16/90 Details of database functions independent of the retrieved data types
• CPC Class Codes: G06Q 10/10 Office automation; Time management
• CPC Class Codes: H04L 63/08 for authentication of entities cryptographic mechanisms or cryptographic arrangements for entity authentication H04L9/32

Abstract

Tools are provided for conducting a conference/meeting and/or obtaining, managing and archiving conference/meeting data. For example, a conference application can be provided through a network to a registrant or participant of the conference. The conference application allows the registrant or participant to access conference data (such as presentation slides, conference materials, other posted content, etc.), save comments, files, other content, etc., make revisions to the conference data, and share data with other registrants or participants of the conference.

Claims

1. A conference management apparatus for managing conference data corresponding to a specific meeting in a conference database, the conference management apparatus comprising:

an invitation notification part that causes an electronic notification to be transmitted to each specific invitee amongst plural invitees, to invite the specific invitee to the specific meeting and request the specific invitee to respond to the invitation; and

a conference data distribution part that adds to the conference database, for said each specific invitee, a conference data folder for access only by the specific invitee,

wherein the conference data distribution part analyzes responses by the invitees to the invitation to the specific meeting, and for each particular invitee who registers to attend the specific meeting, inserts a copy of the conference data in the conference data folder for the particular invitee, and upon receiving a request to distribute additional conference data, places a copy of said additional conference data in the conference data folder maintained in the conference database for the particular invitee who registered to attend the specific meeting.

2. The conference management apparatus of claim 1, further comprising

a conference management user interface configured for entry of conference information and for setting a distribution policy,

wherein the conference data distribution part distributes the conference data according to the distribution policy.

3. The conference management apparatus of claim 2, wherein in a case that the conference management user interface has not been operated to set the distribution policy, the conference data distribution part distributes the conference data according to a default policy, and under the default policy, when a non-attending invitee indicates, in response to the electronic notification, that the non-attending invitee cannot attend the specific meeting, the conference data distribution part inserts a copy of the conference data in the conference data folder maintained in the conference database for the non-attending invitee.

5. The conference management apparatus of claim 1, further comprising

a conference management user interface configured for entry of conference information and for setting an access control policy,

wherein the conference data distribution part controls access to the conference data folder according to the access control policy, and

wherein in a case that the conference management user interface has not been operated to set the access control policy, the conference data distribution part controls access to the conference data folder according to a default policy, and under the default policy, when an unresponsive invitee has not responded to the electronic notification, the unresponsive invitee is not permitted access to the conference data folder maintained in the conference database for the unresponsive invitee.

6. The conference management apparatus of claim 1, further comprising

a conference application part that provides a conference application through a network, the conference application including

an authentication part that authenticates a request received through the network from a requesting terminal to register as an invitee to the specific meeting, and

a registration user interface that allows, upon authentication of the request to register from the requesting terminal, the requesting terminal to register for the specific meeting as a registrant,

wherein the conference data distribution part permits the registrant to access the conference data folder, including uploading one or more of notes and additional data to the conference data folder.

7. The conference management apparatus of claim 6, further comprising

a data access user interface for the registrant to set or modify a folder access policy governing access by others to the conference data folder maintained in the conference database for the registrant.

8. The conference management apparatus of claim 6, further comprising

a data distribution user interface for the registrant to specify data to be distributed to other registrants.

9. The conference management apparatus of claim 1, further comprising

a conference application part that provides a conference application through a network, wherein the conference application includes

an invitee authentication part that authenticates a request received through the network from a participant terminal to participate in the specific meeting, and

a delegation user interface that allows a non-attending invitee to delegate participation to a delegate in place of the non-attending invitee, including a delegate notification address.

10. The conference management apparatus of claim 9, wherein the conference data distribution part, upon the conference management apparatus receiving the delegation of the delegate in place of the non-attending invitee, adds to the conference database a delegated participant folder for access only by the delegate and inserts a copy of the conference data in the delegated participant folder for the delegate.

11. The conference management apparatus of claim 9, wherein

the invitation notification part, upon the conference management apparatus receiving the delegation of the delegate in place of the non-attending invitee, transmits an electronic notification requesting the delegate to register for the specific meeting, and

the conference data distribution part, upon the delegate registering for the specific meeting in place of the non-attending invitee, adds to the conference database a delegated participant folder for access only by the delegate and inserts a copy of the conference data in the delegated participant folder for the delegate.

12. The conference management apparatus of claim 11, wherein

the conference data distribution part, upon the delegate registering for the specific meeting in place of the non-attending invitee, inserts a copy of the conference data in the folder maintained in the database for the non-attending invitee.

13. The conference management apparatus of claim 1, further comprising

a data archiving part that archives, at approximately a scheduled meeting time of the specific meeting, the conference data and, for said each specific invitee, data in the conference data folder of the specific invitee, maintained in the conference database for the specific meeting, at said scheduled meeting time, as pre-meeting data,

wherein said pre-meeting data is prohibited from change thereto, after the data is archived at said scheduled meeting time.

4. The conference management apparatus of claim wherein in a case that the conference management user interface has not been operated to set the distribution policy, the conference data distribution part distributes the conference data according to a default policy, and under the default policy, when a non-attending invitee indicates, in response to the electronic notification, that the non-attending invitee cannot attend the specific meeting, the conference data distribution part inserts a link to the conference data in the conference data folder for the non-attending invitee.

14. A system for managing conference data corresponding to a specific meeting, the system comprising:

a conference database that captures the conference data for the specific meeting; and

a conference data management part that adds to the conference database, for each specific invitee amongst plural invitees, a conference data folder for access only by the specific invitee,

wherein the conference data management part analyzes responses by the invitees to an electronic invitation to the specific meeting, and for each particular invitee who registers to attend the specific meeting, inserts a copy of the conference data in the conference data folder for the particular invitee, and upon receiving a request to distribute additional conference data, places a copy of said additional conference data in the conference data folder maintained in the conference database for the particular invitee who registered to attend the specific meeting.

15. The system of claim 14, wherein the conference data management part automatically distributes the conference data according to a distribution policy which specifies whether and how the conference data is to be distributed to the invitees.

16. The system of claim 14, wherein the conference data management part automatically distributes the conference data according to a distribution policy that specifies whether a copy of the conference data is to be inserted in the conference data folder of an invitee, a link to the conference data is to be inserted in the conference data folder, or access by the invitee to the conference data is not to be permitted, depending on invitee status.

17. The system of claim 14, wherein

the conference data management part archives a version of the conference data at a scheduled meeting time of the specific meeting in the conference database as pre-meeting data, and

the pre-meeting data is prohibited from being modified after the pre-meeting data is archived at the scheduled meeting time.

18. The system of claim 14, wherein for each one of the responses by the invitees delegating participation in the specific meeting to a delegate in place of the invitee, the conference data management part adds to the conference database a delegated participant folder for access by only the delegate and inserts a copy of the conference data in the delegated participant folder for the delegate.

19. The system of claim 14, wherein for each one of the responses by the invitees delegating participation in the specific meeting to a delegate in place of the invitee, the conference data management part inserts a copy of the conference data in the conference data folder maintained for the invitee in the conference database.

20. The system of claim 14, wherein the conference data management part, by request of the particular invitee, distributes data specified by the particular invitee to other invitees from the conference data folder maintained in the conference database for the particular invitee.