Document management systems and methods

• US 7,810,027 B2
• Filed: 05/01/2006
• Issued: 10/05/2010
• Est. Priority Date: 08/23/1999
• Status: Expired due to Fees

• Current Assignee: Resource Consortium Limited, LLC
• Original Assignee: Mary M. Bendik
• Inventors: Bendik, Mary M.
• Primary Examiner(s): HUYNH, CONG LAC T
• Application Number:
  US11/414,827
• Publication Number:
  US 20060195778A1
• Time in Patent Office: 1,618 Days
• Field of Search: 715/200, 715/255, 715/752
• US Class Current: 715/255
• CPC Class Codes: G06F 16/93 Document management systems
• CPC Class Codes: G06F 40/134 Hyperlinking
• CPC Class Codes: G06F 40/186 Templates
• CPC Class Codes: G06Q 10/10 Office automation; Time management
• CPC Class Codes: Y10S 707/99931 Database or file accessing

Abstract

A computer implemented method for managing documents includes the steps of: creating a document profile that includes fields of attributes of a document and generating a unique identifier for the document. The unique identifier includes at least a first portion including information descriptive of an attribute of the document and at least a second portion including an automatically generated number. The method preferably further includes the step of storing the document profile for the document.

Claims

1. A method for managing documents in a computer implemented document management system, comprising:

creating a document profile that comprises fields of attributes of a document for each of the documents;

generating a unique identifier for each of the documents, the unique identifier comprising at least a first portion including information descriptive of a distinguishing characteristic of the document and at least a second portion including an automatically generated number, the unique identifiers being viewable by users of the document management system so that a group of the unique identifiers comprising a common first portion can be identified by the common first portion and distinguished from other unique identifiers comprising a different first portion; and

storing the document profile for each of the documents.

2. The method of claim 1 wherein the first portion is descriptive of the author of the document.

3. The method of claim 2 wherein the second portion is a sequentially generated number unique for the first portion.

4. The method of claim 2 wherein the unique identifier is generated before the document content is entered.

5. The method of claim 1 wherein the second portion is a sequentially generated number unique for the first portion.

6. The method of claim 1 further comprising requiring selection of a predefined document template from a set of predefined document templates for the document during creation of the document profile, the document template defining the format of the document and a software application to use for generation of the document.

7. The method of claim 1 further comprising creating a link in the document profile to a file type that is not created within the document management system.

8. The method of claim 1 further comprising creating an email message via a messaging system external to the document management system comprising a link to the document profile using a selector within the document management system so that a recipient of the message can access the document associated with the document profile if the recipient has appropriate authorization to access the document associated with the document profile.

9. The method of claim 1 further comprising creating an email message via a messaging system external to the document management system comprising a copy of the document using a selector within the document management system so that a recipient of the message can access the copy of the document.

10. The method of claim 1 further comprising defining user access permission in the document profile, wherein defining user access permission comprises acquiring the identity of the user from a source external to the document management system.

11. The method of claim 10 wherein the source of the identity of the user is an operating system security system or a database security system.

12. A method for managing documents in a computer implemented document management system, comprising:

creating a document profile that comprises fields of attributes of the document;

storing the document profile; and

creating an email message via a messaging system external to the document management system comprising a link to the document profile using a selector within the document management system so that a recipient of the message can access the document associated with the document profile.

13. The method of claim 12 wherein the email message comprises a link to the document profile is created from within the document management system.

14. A method for managing documents in a computer implemented document management system, comprising:

creating a document profile that comprises fields of attributes of the document;

storing the document profile; and

creating an email message via a messaging system external to the document management system comprising a copy of the document using a selector within the document management system so that a recipient of the message can access the copy of the document.

15. A method for managing documents in a computer implemented document management system comprising:

for each document, creating a document profile that comprises fields of attributes of an associated document content;

storing the document profile in a database;

creating document content associated with the document profile;

storing the document content external to the database in a file system of a first storage device upon activating a save function;

setting in the document management system a system variable for at least a second storage to which the document content is to be automatically written when the save function is activated to provide redundancy;

automatically writing the document content to the second storage device upon activating a save function.

16. A computer implemented document management system, the computer including a processing unit and a storage device, the document management system comprising:

a module to create a document profile to be stored in a database in the storage device for a plurality of documents, the document profile comprising fields of attributes of an associated document;

a module to generate a unique identifier for each of the documents, the unique identifier comprising at least a first portion comprising information descriptive of a distinguishing characteristic of the associated document and at least a second portion comprising a number generated by the unique identifier generation module, the unique identifier being viewable by users of the document management system so that a group of the unique identifiers comprising a common first portion can be identified by the common first portion and distinguished from other unique identifiers comprising a different first portion.

17. The document management system of claim 16 wherein the document profile creation module comprises a module to require selection of a predefined document template from a set of predefined document templates for the document during creation of the document profile, the document template defining the format of the document.

18. The document management system of claim 16 wherein the document profile creation module comprises a module to link the document profile to a file type that is not created within the document management system.

19. The document management system of claim 16 further comprising a module to create an email message via a messaging system external to the document management system comprising a link to the document profile using a selector within the document management system so that a recipient of the message can access the document associated with the document profile.

20. The document management system of claim 16 further comprising a module to create an email message via a messaging system external to the document management system comprising a copy of the document using a selector within the document management system so that a recipient of the message can access the copy of the document.

21. The document management system of claim 16 further comprising a module to define user access permission in the document profile by acquiring the identity of the user from a source external to the document management system.