Document management system for searching scanned documents

• US 8,028,231 B2
• Filed: 03/20/2007
• Issued: 09/27/2011
• Est. Priority Date: 12/27/2000
• Status: Expired due to Term

• Current Assignee: TractManager, Inc. (VCS Holdco LLC)
• Original Assignee: TractManager, Inc. (VCS Holdco LLC)
• Inventors: Rizk, Thomas A., Jeffery, Scott R.
• Primary Examiner(s): Hong; Stephen S
• Assistant Examiner(s): ROBINSON, MARSHON L
• Application Number:
  US11/688,765
• Publication Number:
  US 20080046417A1
• Time in Patent Office: 1,652 Days
• Field of Search: 715/200, 715/205, 715/210, 715/236, 715/710, 715/716, 707/E17.008, 707/E17.114
• US Class Current: 715/710
• 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 in a computing system of creating a searchable collection of paper documents, wherein the paper documents are separately characterized by document characterization parameters, the method comprising:

receiving document characterization parameters associated with a plurality of paper documents;

optically scanning the plurality of paper documents to generate a plurality of digitally-encoded images of the paper documents;

performing optical character recognition on the plurality of digitally-encoded images of the paper documents to generate searchable text corresponding to the plurality of paper documents;

associating the document characterization parameters with the plurality of digitally-encoded images of the paper documents;

storing the document characterization parameters, the plurality of digitally-encoded images, and the searchable text in association with each other as a plurality of digital documents that are organized by a relational database, wherein the plurality of digital documents may be searched by applying a search query against the searchable text or the document characterization parameters in order to identify one or more of the plurality of digitally-encoded images corresponding to paper documents responsive to the search query;

generating a graphical interface to permit a user to search for a digital document and to select a particular digital document; and

generating a graphical document summary page for the selected digital document that displays two or more of the received document characterization parameters associated with the selected digital document and allows a user to;

edit the selected digital document;

edit the received document characterization parameters associated with the selected digital document;

add one or more links to notes, wherein the notes are attached to the selected digital document, and wherein each link is displayed in conjunction with a date on which a note was created; and

identify other related digital documents that are associated with a common document characterization parameter,

wherein the common document characterization parameter is one of the two or more characterization parameters displayed on the graphical document summary page for the selected digital document,

wherein the user initiates the identification of the other related digital documents by selecting the displayed common document characterization parameter, and,

wherein the other related digital documents are identified by utilizing the relational database.

2. The method of claim 1, wherein receiving document characterization parameters associated with the plurality of paper documents comprises:

receiving a paper definition document containing, in machine-readable form, the document characterization parameters of an associated paper document; and

machine-reading the paper definition document to extract the document characterization parameters.

3. The method of claim 1, further comprising:

comparing a first document characterization parameter with a second document characterization parameter; and

if the first document characterization parameter matches the second document characterization parameter, associating each of the digital documents associated with the first and second document characterization parameters with each other.

4. The method of claim 1, wherein the plurality of paper documents comprise at least one contract.

5. The method of claim 1, wherein the plurality of paper documents comprise at least one lease, employment contract, purchasing agreement, permit, or article of incorporation.

6. The method of claim 1, further comprising displaying indicia pertaining to the identified one or more digitally-encoded images responsive to the search query.

7. The method of claim 6, further comprising:

receiving a selection by a user of an indicia pertaining to one of the identified one or more digitally-encoded images responsive to the search query; and

displaying the selected digitally-encoded image.

8. The method of claim 7, further comprising restricting the display of the selected digitally-encoded image based on the identity of the user.

9. The method of claim 8, wherein the identity of the user is determined by authentication information received from the user.

10. The method of claim 7, further comprising displaying at least some of the document characterization parameters in conjunction with the selected digitally-encoded image.

11. The method of claim 7, further comprising identifying a term in the selected digitally-encoded image that is associated with a second digitally-encoded image corresponding to a different paper document.

12. The method of claim 11, wherein the identified term is hyperlinked to the second digitally-encoded image.

13. The method of claim 1, wherein the search query is specified by a text string.

14. The method of claim 1, wherein the search query is specified by a pull-down menu.

33. The method of claim 1, wherein the one or more links to notes are displayed in chronological order of the date on which a note was created.

15. A system for creating a searchable collection of paper documents, wherein the paper documents are separately characterized by document characterization parameters, the system comprising:

a receiver for receiving document characterization parameters associated with a plurality of paper documents and a plurality of digitally-encoded images of the plurality of paper documents;

an optical character recognition (OCR) component for performing OCR on the received plurality of digitally-encoded images to generate searchable text corresponding to the plurality of paper documents;

a storage component for storing the received document characterization parameters, the received plurality of digitally-encoded images, and the generated searchable text in association with each other as a plurality of digital documents that are organized by a relational database;

a search component for receiving a search query and applying the search query against the stored searchable text or the stored document characterization parameters in order to identify one or more of the plurality of digitally-encoded images corresponding to paper documents responsive to the search query; and

a graphical interface component for;

generating a graphical interface to permit a user to search for a digital document and to select a particular digital document; and

edit the selected digital document;

edit the received document characterization parameters associated with the selected digital document;

add one or more links to notes, wherein the notes are attached to the selected digital document, and wherein each link is displayed in conjunction with a date on which a note was created; and

identify other related digital documents that are associated with a common document characterization parameter,

wherein the common document characterization parameter is one of two or more displayed characterization parameters that are associated with the selected digital document,

wherein the user initiates the identification of the other related digital documents by selecting the displayed common document characterization parameter, and,

wherein the other related digital documents are idnetified by utilizing the relational database.

16. The system of claim 15, wherein receiving document characterization parameters associated with the plurality of paper documents comprises:

receiving a paper definition document containing, in machine-readable form, the document characterization parameters of an associated paper document; and

machine-reading the paper definition document to extract the document characterization parameters.

17. The system of claim 15, wherein the storage component further:

compares a first document characterization parameter with a second document characterization parameter; and

if the first document characterization parameter matches the second document characterization parameter, associates each of the digital documents associated with the first and second document characterization parameters with each other.

18. The system of claim 15, wherein the plurality of paper documents comprise at least one contract.

19. The system of claim 15, wherein the plurality of paper documents comprise at least one lease, employment contract, purchasing agreement, permit, or article of incorporation.

20. The system of claim 15, further comprising a display component for displaying indicia pertaining to the identified one or more digitally-encoded images responsive to the search query.

21. The system of claim 20, further comprising a navigation component for receiving a selection by a user of an indicia pertaining to one of the identified one or more digitally-encoded images responsive to the search query;

wherein the display component displays the digitally-encoded image pertaining to the selected indicia.

22. The system of claim 21, wherein the navigation component restricts the display of the selected digitally-encoded image based on the identity of the user.

23. The system of claim 22, wherein the identity of the user is determined by authentication information received from the user.

24. The system of claim 21, wherein the display component displays at least some of the document characterization parameters in conjunction with the selected digitally-encoded image.

25. The system of claim 21, wherein the navigation component further identifies a term in the selected digitally-encoded image that is associated with a second digitally-encoded image corresponding to a different paper document.

26. The system of claim 25, wherein the identified term is hyperlinked to the second digitally-encoded image.

27. The system of claim 15, wherein the search query is specified by a text string.

28. The method of claim 15, wherein the search query is specified by a pull-down menu.

34. The system of claim 15, wherein the one or more links to notes are displayed in chronological order of the date on which a note was created.

29. A computer-readable medium containing instructions for execution on a computer to create a searchable collection of paper documents, wherein the paper documents are separately characterized by document characterization parameters, by:

receiving document characterization parameters associated with a plurality of paper documents;

optically scanning the plurality of paper documents to generate a plurality of digitally-encoded images of the paper documents;

performing optical character recognition on the plurality of digitally-encoded images of the paper documents to generate searchable text corresponding to the plurality of paper documents;

associating the document characterization parameters with the plurality of digitally-encoded images of the paper documents;

storing the document characterization parameters, the plurality of digitally-encoded images, and the searchable text in association with each other as a plurality of digital documents that are organized by a relational database, wherein the plurality of digital documents may be searched by applying a search query against the searchable text or the document characterization parameters in order to identify one or more of the plurality of digitally-encoded images corresponding to paper documents responsive to the search query;

generating a graphical interface to permit a user to search for a digital document and to select a particular digital document; and

generating a graphical document summary page for the selected digital document that displays two or more of the received document characterization parameters associated with the selected digital document and allows a user to;

edit the selected digital document;

edit the received document characterization parameters associated with the selected digital document;

add one or more links to notes, wherein the notes are attached to the selected digital document, and wherein each link is displayed in conjunction with a date on which a note was created; and

identify other related digital documents that are associated with a common document characterization parameter,

wherein the common document characterization parameter is one of the two or more characterization parameters displayed on the graphical document summary page for the selected digital document,

wherein the user initiates the identification of the other related digital documents by selecting the displayed common document characterization parameter, and,

wherein the other related digital documents are identified by utilizing the relational database.

30. The computer-readable medium of claim 29, further comprising displaying indicia pertaining to the identified one or more digitally-encoded images responsive to the search query.

31. The computer-readable medium of claim 30, further comprising:

receiving a selection by a user of an indicia pertaining to one of the identified one or more digitally-encoded images responsive to the search query; and

displaying the selected digitally-encoded image.

32. The computer-readable medium of claim 31, further comprising restricting the display of the selected digitally-encoded image based on the identity of the user.

35. The computer-readable medium of claim 29, wherein the one or more links to notes are displayed in chronological order of the date on which a note was created.