Apparatus and method for digital filing

• US 6,427,032 B1
• Filed: 11/08/1999
• Issued: 07/30/2002
• Est. Priority Date: 12/30/1997
• Status: Expired due to Term

• Current Assignee: Imagetag, Inc. (enChoice, Inc.)
• Original Assignee: Imagetag, Inc. (enChoice, Inc.)
• Inventors: Irons, Steve W., Hiatt, Donald W., Tapernoux, Tom S., Wright, Mark F.
• Primary Examiner(s): CHOULES, JACK M
• Application Number:
  US09/436,130
• Time in Patent Office: 995 Days
• Field of Search: 707/1, 707/104.1, 382/306
• US Class Current: 382/306
• CPC Class Codes: G06F 16/93 Document management systems
• CPC Class Codes: G06F 16/9574 of access to content, e.g. by caching
• CPC Class Codes: G06V 10/245 by locating a pattern; Special marks for positioning
• CPC Class Codes: G06V 30/10 Character recognition
• CPC Class Codes: H04N 1/00127 Connection or combination of a still picture apparatus with another apparatus, e.g. for storage, processing or transmission of still picture signals or of information associated with a still picture
• CPC Class Codes: H04N 1/00204 with a digital computer or a digital computer system, e.g. an internet server programmed control between transmitter and receiver or between image input and image output device H04N1/32561
• CPC Class Codes: H04N 1/00244 with a server, e.g. an internet server fax-servers or the like for store and forward H04N1/324
• CPC Class Codes: H04N 1/00326 with a data reading, recognizing or recording apparatus, e.g. with a bar-code apparatus arrangements for the associated working of recording or reproducing apparatus with related apparatus G11B31/00
• CPC Class Codes: H04N 1/00334 with an apparatus processing barcodes or the like arrangements for sensing record carriers G06K7/00
• CPC Class Codes: H04N 1/2166 for mass storage, e.g. in document filing systems information retrieval G06F16/00
• CPC Class Codes: H04N 1/2175 with local image input
• CPC Class Codes: H04N 1/2179 Interfaces allowing access to a plurality of users, e.g. connection to electronic image libraries
• CPC Class Codes: H04N 1/2187 with image input from a plurality of different locations or from a non-central location, e.g. from one or more users
• CPC Class Codes: H04N 1/32128 attached to the image data, e.g. file header, transmitted message header, information on the same page or in the same computer file as the image for information embedded in the image H04N1/32144
• CPC Class Codes: H04N 1/4406 Restricting access, e.g. according to user identity mechanisms actuated y cards, PIN or the like in apparatus for dispensing G07F7/08
• CPC Class Codes: H04N 2201/0081 Image reader H04N2201/0091 - H04N2201/0094 take precedence
• CPC Class Codes: H04N 2201/0087 Image storage device
• CPC Class Codes: H04N 2201/3222 of processing required or performed, e.g. forwarding, urgent or confidential handling
• CPC Class Codes: H04N 2201/3274 Storage or retrieval of prestored additional information
• CPC Class Codes: Y10S 707/99945 Object-oriented database structure processing
• CPC Class Codes: Y10S 707/99948 : Application of database or data structure, e.g. distributed, multimedia, or image

Abstract

According to the preferred embodiments of the present invention, an apparatus and method for a digital filing system is disclosed. In this context, digital filing refers to the efficient management of paper-based information from its receipt at the desktop through an indexing, scanning, image storage, and image retrieval process. The preferred embodiments of the present invention provide for easy and effective indexing, imaging, storing, retrieving and managing of paper-based documents, transforming them into electronic documents using a system which incorporates many existing office resources. The proposed system and method implements a desktop solution for digital filing, which can be made available to each worker. Uniquely, the digital filing system of the present invention also allows users to index and label documents prior to scanning/imaging by using either a dedicated desktop labeling mechanism or pre-printed labels. The most preferred embodiments of the present invention utilize individual pre-printed labels that are dispensed one at a time from a “pop-up” dispensing mechanism. Each of the pre-printed labels contains a globally unique document identifier which is affixed to the lead page of a paper-based document. The globally unique file name or identifier is synchronized with a computerized database so that the digital image of the paper-based document and index information associated with the digital image can be stored and retrieved when the document is subsequently scanned.

Claims

1. An apparatus comprising:

at least one processor;

a memory coupled to the at least one processor;

at least one digital image of a paper-based document, the digital image comprising an image which includes an image of a pre-printed label, the at least one digital image residing in the memory; and

a digital filing application residing in the memory and being executed by the at least one processor, the digital filing application extracting a globally unique identifier from the image of the pre-printed label and using the globally unique identifier to link the digital image to a database record which was created prior to the creation of the digital image.

2. The apparatus of claim 1 wherein the digital filing application links the digital image to the record by using at least a portion of the globally unique document number to create a file name for the digital image.

3. The apparatus of claim 2 wherein the at least a portion of the globally unique document number is the file name for the digital image.

4. The apparatus of claim 1 further comprising a communication link coupled to the at least one processor.

5. The apparatus of claim 3 wherein the communication link comprises a computer network.

6. The apparatus of claim 3 wherein the digital filing application transfers the digital image of the paper-based document to an image repository via the communication link.

7. The apparatus of claim 3 wherein the computer network is the internet.

8. The apparatus of claim 3 wherein the computer network is an intranet.

9. The apparatus of claim 1 further comprising a desktop label dispenser which dispenses a plurality of pre-printed pop up labels, one at a time and wherein each of the plurality of pre-printed pop up labels is printed with a globally unique document identifier.

10. The apparatus of claim 9 wherein each of the plurality of labels is placed on one of a plurality of paper-based documents and indexed using the digital filing application.

11. The apparatus of claim 1 further comprising a folding out basket.

12. The apparatus of claim 1 wherein the digital filing application further comprises:

an auto-rotate mechanism, wherein the auto-rotate mechanism automatically rotates the at least one digital image for display using the image of the pre-printed label to determine a correct display orientation;

an audit/action mechanism, wherein the audit/action mechanism performs at least one notification function; and

a security mechanism, wherein the security mechanism controls access to the at least one digital image by referencing the globally unique identifier.

13. The apparatus of claim 12 wherein the at least one verification function performed by the audit/action mechanism comprises sending a verification notice to a user regarding the at least one digital image.

14. The apparatus of claim 12 wherein the correct display orientation is an orientation which displays an eye legible portion of the at least one digital image in an orientation which is identical to an eye legible portion of the pre-printed label.

15. The apparatus of claim 12 wherein the security mechanism controls access to the at least one digital image by referencing the globally unique identifier and comparing it to a record in a database to determine access.

16. The apparatus of claim 12 further comprising a user interface for dynamically resizing and rotating the at least one digital image using an eye-legible portion of the pre-printed label.

17. The apparatus of claim 12 wherein the audit/action mechanism executes at least one filing instruction at the time the at least one digital image of a paper-based document is created.

18. The apparatus of claim 17 wherein the least one filing instruction is an e-mail instruction which is initiated at the time at least one digital image of a paper-based document is created.

19. The apparatus of claim 17 wherein the least one filing instruction is an export instruction.

20. The apparatus of claim 1 wherein the globally unique identifier comprises a number represented as a machine-readable bar code on the label.

21. An apparatus comprising:

at least one processor;

a memory coupled to the at least one processor;

at least one digital image of a paper-based document, the at least one digital image containing an image of a pre-printed label, the at least one digital image residing in the memory; and

a digital filing application residing in the memory and being executed by the at least one processor, wherein the digital filing application extracts a globally unique identifier from the image of the pre-printed label and uses the globally unique identifier to link the digital image to a database record which was created prior to the creation of the digital image, the digital filing application further comprising;

an auto-rotate mechanism; and

a user interface which dynamically resizes the at least one digital image, the user interface being activated by using a mouse.

22. The apparatus of claim 21 wherein the auto-rotate mechanism automatically rotates the at least one digital image for display using the image of the pre-printed label to determine a correct display orientation.

23. The apparatus of claim 21 wherein the correct display orientation is an orientation which displays an eye legible portion of the at least one digital image in an orientation which is identical to an eye legible portion of the pre-printed label.

24. The apparatus of claim 21 wherein the globally unique identifier comprises a number represented as a bar code on the label.

25. An apparatus comprising:

at least one processor;

a memory coupled to the at least one processor;

at least one digital image containing an image of a pre-printed label, the at least one digital image residing in the memory; and

a digital filing application residing in the memory and being executed by the at least one processor, the digital filing application further comprising an audit/action mechanism;

wherein the digital filing application extracts a globally unique identifier from the image of the pre-printed label and uses the globally unique identifier to link the digital image to a database record which was created prior to the creation of the digital image; and

wherein the audit/action mechanism executes at least one filing instruction.

26. The apparatus of claim 25 wherein the least one filing instruction is an e-mail instruction.

27. The apparatus of claim 25 wherein the least one filing instruction is an export instruction.

28. The apparatus of claim 25 wherein the globally unique identifier comprises a number represented as a bar code on the label.

29. An apparatus comprising:

at least one processor;

a memory coupled to the at least one processor;

at least one digital image containing an image of a pre-printed label, the at least one digital image residing in the memory; and

a digital filing application residing in the memory and being executed by the at least one processor, the digital filing application comprising a security mechanism;

wherein the digital filing application extracts a globally unique identifier from the image of the pre-printed label and uses the globally unique identifier to link the digital image to a database record which was created prior to the creation of the digital image; and

wherein the security mechanisn controls access to the at least one digital image.

30. The apparatus of claim 29 wherein the security mechanism controls access to the at least one digital image by referencing the unique identifier from the image of the pre-printed label.

31. The apparatus of claim 29 wherein the globally unique identifier comprises a number represented as a bar code on the label.

32. An apparatus comprising:

at least one processor;

a memory coupled to the at least one processor;

at least one digital image containing an image of a pre-printed label, the at least one digital image residing in the memory; and

a digital filing application residing in the memory and being executed by the at least one processor, the digital filing application comprising;

an auto-rotate mechanism;

an audit/action mechanism; and

a security mechanism;

wherein the digital filing application extracts a globally unique identifier from the image of the pre-printed label and using the globally unique identifier to link the digital image to a database record which was created prior to the creation of the digital image;

wherein the auto-rotate mechanism automatically rotates the at least one digital image for display using the image of the pre-printed label to determine a correct display orientation;

wherein the audit/action mechanism parses the database record and executes at least one post-scan processing instruction; and

wherein the security mechanism controls access to the at least one digital image.

33. The apparatus of claim 32 wherein the least one post-scan processing instruction is an e-mail instruction.

34. The apparatus of claim 32 wherein the least one post-scan processing instruction is an export instruction.

35. The apparatus of claim 32 wherein the globally unique identifier comprises a number represented as a bar code on the label.

36. A method comprising the steps of:

dispensing at least one pre-printed label from a label dispenser, the pre-printed label containing a globally unique identifier;

affixing the at least one pre-printed label to a paper-based document;

indexing the paper-based document using a digital filing application, thereby creating a record in a database describing the paper-based document;

scanning the paper-based document to create a digital image of the paper-based document;

extracting the file name from the pre-printed label;

storing the digital image in a file, using the globally unique identifier to name the digital image and to link the digital image to the record in the database.

37. The method of claim 36 further comprising the step of de-speckling and de-skewing the digital image of the paper-based document.

38. The method of claim 36 further comprising the step of using an auto-rotate mechanism to automatically rotate the digital image, based on the orientation of the pre-printed label.

39. The method of claim 36 further comprising the step of using a security mechanism to control access to the digital image.

40. The method of claim 39 wherein the step of using a security mechanism to control access to the digital image of the paper-based document comprises the steps of:

assigning a series of pre-printed labels to a specific user, were each of the pre-printed label contains a globally unique identifier;

comparing the globally unique identifier associated with the digital image with a list of globally unique identifiers assigned to a user requesting access to the digital image;

verifying that the globally unique identifier is assigned to the specific user when access to the digital image is requested and allowing access only in those cases where the globally unique identifier is assigned to the specific user requesting access to the digital image.

41. The method of claim 36 further comprising the steps of:

using an audit/action mechanism to indicate a post-scan operation for the digital image of the paper-based document, prior to scanning the paper-based document; and

linking the indicated post-scan operation to the record for the at least one index for the paper-based document using the globally unique identifier contained in the pre-printed label, prior to scanning the paper-based document.

42. The method of claim 41 wherein the step of using an audit/action mechanism to indicate a post-scan operation for the digital image of the paper-based document comprises the step of creating an e-mail instruction for the digital image of the paper-based document prior to scanning the paper-based document.

43. The method of claim 36 further comprising the step of using a folding out basket to stage and store the paper-based document.

44. The method of claim 43 wherein the step of using a folding out basket to stage and store the paper-based document comprises the steps of:

placing the paper-based document on a document stand portion of the folding out basket while the document is being indexed;

placing the paper-based document in a document storage portion of the folding out-basket after affixing the at least one pre-printed label to the paper-based document; and

transporting the paper-based document to a scaning device using the folding out basket.

45. The method of claim 36 wherein the step of dispensing at least one pre-printed label from a label dispenser, the pre-printed label containing a globally unique identifier comprises the step of dispensing at least one pre-printed label with a bar-coded number printed on the at least one pre-printed label from the label dispenser.

46. A method of processing digital images, the method comprising the steps of:

a) affixing a machine-readable pre-printed label to a paper-based document, wherein the pre-printed label contains a globally unique identifier;

b) indexing the paper-based document with at least one index value;

c) creating a record in a computerized database containing the at least one index value for the paper-based document using the globally unique identifier that is contained in the pre-printed label;

d) scanning the paper-based document, thereby creating a digital image of the paper-based document, including a digital image of the pre-printed bar code;

e) processing the digital image of the paper-based document to extract the globally unique identifier from the image of the pre-printed label; and

f) storing the digital image of the paper-based document in a computerized image repository, using the globally unique identifier extracted from the pre-printed label to link the at least one index value with the digital image of the paper-based document.

47. The method of claim 46 further comprising the step of:

de-speckling and de-skewing the digital image of the paper-based document.

48. The method of claim 46 further comprising the step of:

automatically rotating the digital image of the paper-based document, based on the orientation of the pre-printed label.

49. The method of claim 46 further comprising the steps of:

indicating a post-scan operation for the digital image of the paper-based document, prior to scanning the paper-based document; and

linking the indicated post-scan operation to the record for the at least one index for the paper-based document using the globally unique identifier contained in the pre-printed label, prior to scanning the paper-based document.

50. The method of claim 49 wherein the step of indicating a post-scan operation for the digital image of the paper-based document comprises the step of establishing an e-mail message to send the digital image of the paper-based document over a computer network.

51. The method of claim 49 further comprising the step of executing the indicated post-scan operation for the digital image of the paper-based document.

52. The method of claim 46 wherein the step of dispensing at least one pre-printed label from a label dispenser comprises the step of dispensing at least one pre-printed label with a bar-coded number printed on the at least one pre-printed label from the label dispenser.

53. A method of processing digital images, the method comprising the steps of:

affixing a pre-printed label to a paper-based document, wherein the pre-printed label contains a globally unique identifier;

indexing the paper-based document with at least one index value;

creating a record in a computerized database containing the at least one index value for the paper-based document using the globally unique identifier that is contained in the pre-printed label;

indicating a post-scan operation for the digital image of the paper-based document, prior to scanning the paper-based document;

linking the indicated post-scan operation to the record for the at least one index for the paper-based document using the globally unique identifier contained in the pre-printed label, prior to scanning the paper-based document;

scanning the paper-based document;

creating a digital image of the paper-based document, including a digital image of the pre-printed bar code;

de-speckling and de-skewing the digital image of the paper-based document;

controlling access to the digital image of the paper-based document;

processing the digital image of the paper-based document to extract the file name from the image of the pre-printed label;

automatically rotating the digital image of the paper-based document, based on the orientation of the pre-printed label;

storing the digital image of the paper-based document in a computerized image repository, using the globally unique identifier extracted from the pre-printed label, thereby linking the at least one index value and the indicated post-scan operation with the digital image of the paper-based document; and

executing the indicated post scan operation.

54. The method of claim 53 wherein the step of dispensing at least one pre-printed label from a label dispenser comprises the step of dispensing at least one pre-printed label with a bar-coded number printed on the at least one pre-printed label from the label dispenser.

55. A method for digital filing comprising the steps of:

creating an index record in a database, the index record being identified by a globally unique document identifier;

storing a plurality of data describing a paper-based document in the index record;

affixing a pre-printed label bearing the globally unique document identifier to a paper-based document;

creating a digital image of the paper-based document by scanning the paper-based document;

extracting the globally unique document identifier from the label; and

linking the digital image to the index record in the database using the globally unique document identifier.

56. The method of claim 55 further comprising the step of accessing the digital image using the globally unique document identifier.

57. The method of claim 55 further comprising the step of extracting the label from a pop-up dispenser that dispenses labels one at a time, prior to affixing the label bearing the globally unique document identifier to the paper-based document.

58. The method of claim 55 wherein the globally unique document identifier comprises a bar-coded number printed using a standard bar code symbology.

59. The method of claim 58 wherein the standard bar code symbology conforms to the interleaved 2 of 5 symbology.

60. The method of claim 58 wherein the standard bar code symbology conforms to the code 39 symbology.

61. The method of claim 58 wherein the standard bar code symbology conforms to the PDF 417 symbology.

62. A method comprising the steps of:

receiving a paper-based document;

affixing a label which is pre-printed with a globally unique identifier to the paper-based document;

creating a record in an image index database for the paper-based document;

storing the globally unique identifier for the paper-based document in the record, thereby synchronizing the record in the image index database with the paper-based document;

scanning the paper-based document and creating a digital image of the paper-based document;

extracting the globally unique identifier from the label; and

storing the digital image in an image repository using the globally unique identifier to link the image to the record in the image index database.

63. The method of claim 62 wherein the step of affixing a label to the paper-based document comprises the step of dispensing a single pop-up label from a desktop label dispenser and placing the label on the paper-based document.

64. The method of claim 62 further comprising the step of retrieving the image from the image repository using a web browser-based interface.

65. The method of claim 62 wherein the step of storing the image in an image repository comprises the step of transferring the image to the image repository via the Internet.

66. The method of claim 62 wherein the step of storing the image in an image repository comprises the step of transferring the image to a CD-ROM disk.

67. The method of claim 62 wherein the step of storing the image in an image repository comprises the step of transferring the image to a DVD disk.

68. A method for indexing, storing, and retrieving a digital image of a paper-based document, the method comprising the steps of:

a) receiving the paper-based document;

b) extracting a single label from a desktop label dispenser, the label being pre-printed with a globally unique identifier;

c) affixing the label to the paper-based document;

d) indexing the paper-based document using a web browser-based digital filing application;

e) creating a record in an image index database for the paper-based document;

f) storing the globally unique identifier for the paper-based document in the record, thereby synchronizing the record in the image index database with the paper-based document;

g) indicating a post scan operation for the paper-based document;

h) using a fax machine to scan the paper-based document and the label affixed to the document, thereby creating a digital image of the paper-based document which includes an image of the label;

i) transferring the digital image to an image repository via the internet;

j) extracting the globally unique identifier from the digital image of the paper-based document;

k) storing the digital image in the image repository using the globally unique identifier to create link to the record and the digital image;

l) appending an extension to the file name to indicate the graphical format of the digital image;

m) de-speckling and de-skewing the digital image of the paper-based document;

n) executing the indicated post-scan operation for the paper-based document;

o) automatically rotating the digital image of the paper-based document, based on the orientation of the pre-printed label;

p) controlling access to the digital image using the globally unique identier to determine access privileges for the digital image;

q) creating a URL and a web page to display the digital image of the paper-based document using the globally unique identifier; and

r) retrieving the digital image over the internet using a web browser-based application.

69. A program product comprising:

a digital filing application which decodes at least one digital image of a paper-based document and which extracts a globally unique identifier from a label image contained within the at least one digital image and which uses the globally unique identifier to name and link the at least one digital image to a record in a database, wherein the record in the database was created at a point in time prior to the creation of the at least one digital image; and

signal bearing media bearing the digital filing application.

70. The program product of claim 69 wherein the digital filing application is implemented as a web browser based application.

71. The program product of claim 69 wherein the signal bearing media comprises recordable media.

72. The program product of claim 69 wherein the signal bearing media comprises transmission media.

73. The program product of claim 69 wherein the digital filing application further comprises:

an auto-rotate mechanism;

an audit/action mechanism; and

a security mechanism.

74. The program product of claim 73 wherein the auto-rotate mechanism automatically rotates the at least one digital image for display using the image of the pre-printed label to determine a correct display orientation.

75. The program product of claim 73 wherein the audit/action mechanism executes at least one filing instruction.

76. The program product of claim 73 wherein the security mechanism controls access to the at least one digital image.

77. The program product of claim 69 wherein the digital filing application uses the globally unique identifier to create a URL and a web page to display the at least one digital image.

78. The program product of claim 69 wherein the digital filing application further comprises:

an auto-rotate mechanism, wherein the auto-rotate mechanism automatically rotates the at least one digital image for display using the image of the pre-printed label to determine a correct display orientation;

an audit/action mechanism, wherein the audit/action mechanism executes at least one filing instruction; and

a security mechanism, wherein the security mechanism controls access to the at least one digital image.

79. A desktop label dispenser comprising:

a label dispensing portion;

a pad of individual pop-up labels wherein each of the labels comprises a globally unique pre-printed identifier which is placed on a paper-based document to link the paper-based document to a digital image of the paper-based document that is created at a time subsequent to a time when an index record is created in a database, using the globally unique pre-printed identifier as a link to the index record.

80. The desktop label dispenser of claim 79 wherein the label dispensing portion dispenses the individual labels one at a time in a pop-up fashion.

81. A desktop label dispenser comprising:

a label dispensing portion;

a pad comprised of a plurality of individual labels wherein each of the labels comprises a globally unique pre-printed identifier that can be used as a URL and wherein each of the plurality of labels is placed on one of a plurality of paper-based documents to link each of the plurality of paper-based documents to one of a plurality of digital images of the paper-based documents that are displayed on a plurality of World Wide Web pages using the globally unique pre-printed identifiers as the links to the plurality of World Wide Web pages.

82. The desktop label dispenser of claim 81 wherein the label dispensing portion dispenses the individual labels one at a time in a pop-up fashion.