Defining a uniform subject classification system incorporating document management/records retention functions

• US 6,185,576 B1
• Filed: 10/21/1998
• Issued: 02/06/2001
• Est. Priority Date: 09/23/1996
• Status: Expired due to Term

• Current Assignee: Acacia Patent Acquisition LLC (Acacia Research Corporation)
• Original Assignee: Lowrie Mcintosh
• Inventors: McIntosh, Lowrie
• Primary Examiner(s): Von Buhr, Maria N.
• Application Number:
  US09/176,394
• Time in Patent Office: 839 Days
• Field of Search: 707/200, 707/202-204, 707/206, 705/2, 705/3
• US Class Current: 1/1
• CPC Class Codes: G06F 16/30 of unstructured textual data document management systems G06F16/93
• CPC Class Codes: G06F 16/38 Retrieval characterised by using metadata, e.g. metadata not derived from the content or metadata generated manually
• CPC Class Codes: G06F 16/93 Document management systems
• CPC Class Codes: Y10S 707/99953 Recoverability

Abstract

An interlingual mechanism to achieve uniformity when classifying anything by subject. Using generic terminology in an especially oriented hierarchical structure, it directs the user to a single classification. The system captures acronyms, vernacular and industry-specific, as well as foreign terms, into a thesaurus that can be modified and appended as classification needs change. The system “learns” as synonyms are added to “family groups”, capturing differences in individual perception. Searching for an entity is quickly successful by reversing the process. To ask the system for the location of any item, a descriptive term is entered that the individual believes best describes the object in question. If this entry results in a “hit”, all information pertaining to the item is then available to query. If the entry term does not find a match in the generic structure, the system will search the synonym data base for a match. By arranging “generic terms” in a classified format, the system provides a single location for each record series and enables linking all relevant administrative document management functions and legal retention requirements. Selective and timely purging of documents is thus made possible, greatly facilitating the management of information for both current and prospective use.

Claims

1. A computer implemented method for enabling individuals in an enterprise to uniformly classify documents comprising the steps of:

a) assigning to a document to be classified a class code selected from a set of predetermined class codes from a class database, each of said class codes representing a class, said class database arranged in a hierarchy of classes from general to specific utilizing a hierarchically structured methodology using terms in current use by the enterprise wherein at least one of said class codes has at least one associated synonym stored in a synonym database;

b) assigning a document type to said document;

c) assigning a retention period to each of said classes and each of said document types, said retention period being associated with its corresponding class and corresponding document type in said class database and determined by governmental requirements;

d) storing the class code and document type as part of a record in a document database.

2. The method defined by claim 1 wherein each of said class codes is selected from terms used in business and government.

3. The method defined by claim 1 wherein said document type is one of official, informational, vital and sensitive.

4. The method defined by claim 1 further comprising the steps of:

a) assigning to said document a media type and location;

b) storing the media type and location assigned to said document as part of said record in said document database.

5. The method defined by claim 1 further comprising the steps of:

a) searching said document database by class code and

b) generating a display showing matching records.

6. The method defined by claim 1 further comprising the steps of:

a) receiving a term as a search parameter; and

b) searching said document database using said search parameter by class code and generating a display showing records in said document database where said search parameter matches the class code, and if no matching records are found, searching said synonym database and generating a display showing records in said document database having a class code associated with a synonym which matches said search parameter.

7. The method defined by claim 1 wherein said synonym database is customizable at a user workstation for use by a user at said user workstation.

8. The method defined by claim 1 further comprising the step of:

assigning to a user a user access code based on said user'"'"'s position within at least one of a chart of accounts and an organization chart.

9. The method defined by claim 8 further comprising the steps of:

a) assigning an organization name to said document;

b) comparing the class code and the organization name assigned to the document to the user'"'"'s access code;

c) permitting the user access to said document if the class code and the organization name match the user'"'"'s access code and preventing said user from accessing said document if the class code and the organization name do not match the user'"'"'s access code.

10. The method defined by claim 1 wherein said document type serves as a modifier to the assigned class code.