Document management system

• US 6,957,384 B2
• Filed: 12/27/2000
• Issued: 10/18/2005
• Est. Priority Date: 12/27/2000
• Status: Expired due to Term

• Current Assignee: TractManager, LLC (VCS Holdco LLC)
• Original Assignee: TractManager, LLC (VCS Holdco LLC)
• Inventors: O'Gwen, Gary L., Hornsby, Ben Allen, McBryde, Kelley E., Powell, Warren Coleman, Rizk, Thomas A., Jeffery, Scott R.
• Primary Examiner(s): Bashore, William
• Assistant Examiner(s): Tran, Quoc A.
• Application Number:
  US09/748,105
• Publication Number:
  US 20020083090A1
• Time in Patent Office: 1,756 Days
• Field of Search: 715/500, 715/501.1, 715/511, 715/512, 715/513, 715/522, 715/530, 345/777, 345/733, 345/814, 705/1, 705/4, 705/7, 705/9, 705/37, 707/3, 707/10, 707/100, 707/104.1, 709/206, 709/219, 709/238, 704/9, 358/1.15, 382/186, 434/350, 434/118
• US Class Current: 715/202
• CPC Class Codes: G06F 16/93 Document management systems
• CPC Class Codes: G06F 16/9562 Bookmark management
• CPC Class Codes: G06Q 10/10 Office automation; Time management
• CPC Class Codes: Y10S 707/99933 Query processing, i.e. searching

Abstract

A method for storing, organizing and providing remote electronic access to documents. A cover sheet including a standard set of identification data characterizing each document is developed and stored. A digital version of each document is created and stored by scanning each contract. Each digital version includes a scanned image and a searchable text file, wherein the text is overlaid with the image. An index of bookmarks identifying sections of the digital version of each document is generated. Selected fields of information are captured from the digital version of the document. The documents are organized and cross-referenced in a database that includes the captured information and additional information related to each document. Designated parties are alerted of critical dates associated with each document. Remote electronic access to the documents is provided over the internet.

Claims

1. A method for storing, organizing and providing remote electronic access to contracts, the method comprising:

storing a customized set of identification data for characterizing a set of contracts, wherein each identification data in the customized set of identification data corresponds to contract information;

converting a specific contract and a customized document profile form for the specific contract to an electronic file, wherein the electronic file includes an image of the specific contract;

processing the electronic file, wherein a searchable text file of the specific contract is overlaid with the image of the specific contract;

reading the customized document profile form, wherein the customized document profile form includes the customized set of identification data for selection;

determining whether at least one identification data is selected on the customized document profile form;

if so, creating a document record for the specific contract that includes the specific information corresponding to the at least one identification data in a database of document records for contracts; and

associating the electronic file with the document record in the database; and

limiting access to the set of contracts and specific information related to the set of contracts;

wherein the access is limited bared on an amount of information that a user may access;

an ability to print at least a one of the contracts in the set of contracts and the specific information for the at least one of the contracts;

an ability to attach and edit the specific information for the at least one of the contracts; and

an ability to create, edit or delete a user.

2. The method according to claim 1, further comprising:

assigning the document record for the specific contract a reference number.

3. The method according to claim 1, wherein the customized set of identification data on the document profile form represents contract information of a type including a contracting entity type, a contract related site type, a contract type, a contract related department type, an authorized users type and a responsible parties type.

4. The method according to claim 1, further comprising:

linking information to the document record of the specific contract, the linked information including at least one of;

vendor information, notes concerning the contract, related documents, party information, user selected critical dates, assets related to the contracts, and selected terms of the contract.

5. The method according to claim 1, further comprising:

limiting access of access of users to the contracts and related information.

6. The method according to claim 1, wherein the access is further limited is base on an ability to create and edit a contract summary page for at least a one of the contracts.

7. The method according to claim 1, further comprising:

searching the database.

8. The method according to claim 1, further comprising providing remote access to the database.

9. The method according to claim 8, wherein providing remote access to the contracts comprises:

displaying a contract attribute search page comprising lists of alternatives for each type of identification data in the customized set of identification data;

selecting at least one alternative for each type of identification data in the customized set of identification data; and

initiating the search.

10. The method according to claim 1, wherein providing remote access to the contracts comprises:

displaying a contract search page comprising a contract text keyword search text entry box;

entering text in the text entry box; and

initiating the search.

11. The method according to claim 8, wherein providing remote access to the contracts comprises:

displaying a contract filter page including a contract attribute search page comprising lists alternatives for each member of the standard set of identification data and including a contract search page comprising a contract text keyword search text entry box;

selecting at least one alternative for each member of the standard set of identification data and/or entering text in the text entry box; and

initiating the search.

12. The method according to claim 8, wherein providing remote access to the contracts comprises:

displaying a list of categories of contract information;

selecting a category; and

displaying contracts that fall within the selected category.

13. The method according to claim 12, further comprising:

selecting one of the displayed contracts; and

displaying information about the selected contract.

14. The method according to claim 13, wherein the categories of contract information include at least one of:

a contract number, a contract type, a contract signatory, an other signatory, a responsible party, a contract vendor, a contracting entity, a contracting department, a contract site, a contracting group, a contract note original date, a contract expiration date, expiration of contracts for a specified user, automatically renewing contracts, a critical date, contract status, of and an other contracting party, wherein all contracts having the same contract information for the selected category are displayed.

15. The method according to claim 14, wherein the displayed information comprises a contract page comprising information from the document record for the selected contract.

16. The method according to claim 15, wherein the contract page comprises regions displaying a set of fixed contract summary information and a changeable set of information, and user actionable regions for changing the changeable information.

17. The method according to claim 16, wherein details regarding information on the contract page may be accessed through active links on the contract page, wherein the active links comprise the information of which details are sought.

18. The method according to claim 17, wherein one of the links is to the electronic file.

19. The method according to claim 1, further comprising:

predefining a level of access of a user;

verifying a name and a password for the user; and

permitting the user to access in accordance with the level of access of the user.

20. The method according to claim 1, further comprising:

providing information about the specific contract on a single printable page.

21. The method according to claim 1, further comprising:

generating a new document record for a new contract utilizing the document record as a template.

22. The method according to claim 1, further comprising:

providing remote electronic access over the internet to a contract being negotiated;

providing entry of comments concerning the contract by a user; and

providing remote electronic access over the internet to a contract commented on by the user.

23. A computer program product for performing a process of storing, organizing and providing remote electronic access to documents, comprising:

a computer readable medium; and

computer program instructions, recorded on the computer readable medium, executable by a processor, for performing the steps of;

storing a customized set of identification data for characterizing a set of contracts, wherein each identification data in the customized set of identification data corresponds to contract information;

reading a customized document profile form for a specific contract, wherein the customized document profile form includes the customized set of identification data for selection and wherein the customized document profile form and the specific contract is converted into an electronic file;

determining whether at least one identification data is selected on the customized document profile form;

if so, creating a document record for the specific contract that includes the specific information corresponding to the at least one identification data in a database of document records for contracts; and

associating the electronic file with the document record in the database; and

limiting access to the set of contracts and specific information related to the set of contracts;

wherein the access is limited based on an amount of information that a user may access;

an ability to print at least a one of the contracts in the set of contracts and the specific information for the at least one of the contracts;

an ability to attach and edit the specific information for the at least one of the contracts; and

an ability to create, edit or delete a user.

24. A system for performing a process of for storing, organizing and providing remote electronic access to documents, comprising:

a processor operable to execute computer program instructions; and

a memory operable to store computer program instructions executable by the processor, for performing the steps of storing a customized set of identification data for characterizing a set of contracts, wherein each identification data in the customized set of identification data corresponds to contract information;

reading a customized document;

profile form for a specific contract, wherein the customized document profile form includes the customized set of identification data for selection and wherein the customized document profile form and the specific contract is converted into an electronic file;

determining whether at least one identification data is selected on the customized document profile form;

if so, creating a document record for the specific contract that includes the specific information corresponding to the at least one identification data in a database of document records for contracts; and

associating the electronic file with the document record in the database, and

limiting access to the set of contracts and specific information related to the set of contracts;

wherein the access is limited based on an amount of information that a user may access;

an ability to print at least a one of the contracts in the set of contracts and the specific information for the at least one of the contracts;

an ability to attach and edit the specific information for the at least one of the contracts; and

an ability to create edit or delete a user.