Automatic indexing of printed documents

• US 8,064,089 B2
• Filed: 10/04/2006
• Issued: 11/22/2011
• Est. Priority Date: 10/04/2006
• Status: Active Grant

• Current Assignee: Xerox Corporation (Xerox Holdings Corp.)
• Original Assignee: Xerox Corporation (Xerox Holdings Corp.)
• Inventors: McCue, Daniel L. III, Revankar, Shriram V. S.
• Primary Examiner(s): Zimmerman; Mark K
• Assistant Examiner(s): SINGH, SATWANT K
• Application Number:
  US11/542,717
• Publication Number:
  US 20080083823A1
• Time in Patent Office: 1,875 Days
• Field of Search: 358 11- 118, 235/475, 235/375, 340/825.49, 340/572.3, 340/5.8, 340/572.1, 707/5, 707/2
• US Class Current: 358/1.16
• CPC Class Codes: G06Q 10/08 Logistics, e.g. warehousing, loading or distribution; Inventory or stock management
• CPC Class Codes: G06Q 10/10 Office automation; Time management

Abstract

A system for automatically indexing printed documents comprising a database for maintaining indexing data indicative of the identity and location of the documents, a processor interfacing with the database, the processor producing a document file containing both a printable content and an RFID taggable content, a printing device for printing the documents including a controller, an RFID tag writer and an RFID tag dispenser, wherein the controller directs the printable content to the printing device and the taggable content to the RFID writer, a plurality of file folders for retaining the tagged documents, an RFID tag attached to each of the file folders and a storage unit for storing the plurality of tagged file folders.

Claims

1. A system for automatically indexing printed documents comprising, in combination:

a database for maintaining indexing data indicative of the identity and location of said documents;

a processor interfacing with said database, said processor creating a document file containing both a printable content and an RFID taggable content;

a printing device for printing said documents including;

a controller and a first RFID tag writer, wherein said controller directs said printable content to said printing device and said taggable content to said first RFID tag writer;

an RFID tag attached to at least one of said documents;

an RFID tag reader, located external to the printing device, for selectively addressing and reading said RFID tag;

a second RFID tag writer, located external to the printing device, for selectively addressing and changing said indexing data stored in said RFID tag, said RFID tag reader and said second RFID tag writer embedded in a storage unit for said documents; and

a separate RFID tag attached to a file folder to identify the file folder, where the taggable content is indicative of the identity and location of the document when placed inside the file folder,

wherein said processor is configured to verify correct placement of the document in the file folder.

2. A system according to claim 1, further including an RFID tag dispenser for attaching said RFID tag to at least one of said documents.

3. A system according to claim 2, wherein said RFID tag dispenser is embedded within said printing device.

4. A system according to claim 3, wherein said printing device has an output and wherein said RFID tag dispenser is located ahead of said output.

5. A system according to claim 1, further comprising a storage unit for storing tagged printed documents and file folders for retaining said documents, wherein said storage unit comprises an enclosure defined by an outer perimeter and including means for retaining said documents and said file folders within said perimeter.

6. A system according to claim 5, wherein said storage unit is one of:

a cabinet, a box, a bookcase, bookshelves, stacked file trays and a room or section of a room formed by dividers.

7. A system according to claim 6, wherein said storage unit is a cabinet having at least one drawer for retaining said file folders and printed documents.

8. A system according to claim 7, wherein said cabinet is composed of metal.

9. A system according to claim 5, wherein said RFID tag reader is embedded within said storage unit.

10. A system according to claim 9, further including means enabling two-way communications between said database and said RFID tag reader embedded within said storage unit.

11. A system according to claim 5, wherein said second RFID tag writer is embedded within said storage unit.

12. A system according to claim 11, further including means enabling two-way communications between said database and said RFID tag reader embedded within said storage unit.

13. A storage unit for storing a printed document having an RFID tag attached thereto, said storage unit comprising, in combination:

an outer enclosure;

an RFID tag reader embedded within said enclosure for addressing and reading said RFID tag;

an RFID tag writer embedded within said enclosure for addressing and installing or changing data stored within said RFID tag;

a two-way communications device, disposed within said enclosure, for wirelessly receiving and transmitting data between a remote database and said RFID tag; and

a warning device, separate from said RFID tag reader and attached to said enclosure, for indicating an erroneously installed document.

14. A storage unit according to claim 13, further including a two-way communications device between a remote database and said RFID tag writer embedded within said storage unit.

15. A storage unit according to claim 13, wherein said storage unit has retained within said enclosure a plurality of documents and a plurality of file folders, and the file folders are selected from:

bi-fold, side-tab, expandable and tri-fold file folders, binders, jackets, dockets, envelopes, boxes, cartons and clips.

16. A storage unit according to claim 13, wherein said enclosure is one of:

a cabinet, a box, a bookcase, bookshelves, stacked file tray and a room or section of a room formed by dividers.

17. A storage unit according to claim 13, wherein said outer enclosure is composed of metal.

18. A storage unit according to claim 16, wherein said enclosure is a cabinet having at least one drawer for retaining file folders and a plurality of printed documents.

19. A storage unit according to claim 18, wherein said enclosure is a cabinet having a plurality of drawers for retaining said printed documents and file folders and wherein the warning device is attached to at least one of said drawers for indicating an erroneously installed document.

20. A method for automatically indexing printed documents, comprising:

creating a printable content for said documents;

compiling a database including indexing data indicative of the identity and location of said documents;

creating an RFID taggable content containing said indexing data;

merging said printable and taggable contents into a document file;

communicating said document file to a printer;

processing said document file to separate said printable and taggable content;

directing said printable content to said printer and said taggable content to an RFID tag writer;

printing said printable content onto at least one of said documents;

inserting a pointer into said taggable content directed to said indexing data stored in said database;

writing said taggable content to at least one RFID tag including a tag memory, so that said RFID tag is associated with a document and has stored therein the pointer directed to the indexing data for that document

attaching the RFID tag to the document; and

attaching a separate RFID tag to a file folder to identify the file folder, where the taggable content is indicative of the identity and location of the document when placed inside the file folder; and

verifying correct placement of the document in the file folder,

wherein the tag memory is insufficient to store the indexing data, so that at least a portion of the indexing data is not stored in the tag memory but is stored in the database.

21. A method according to claim 20, further including the step of associating said RFID tag with said at least one of said documents before said printable content is printed.

22. A method according to claim 21, wherein said RFID tag is embedded within said at least one of said documents.

23. A method according to claim 22, further including the step of communicating data between said database and said RFID reader via a wireless transmission device associated with said storage unit.

24. A method according to claim 22, further including the step of writing data to said RFID tags while in said storage unit.

25. A method according to claim 24, wherein said RFID tags are written to by an RFID writer attached to said storage unit.

26. A method according to claim 24, further including the step of communicating data between said database and said RFID writer via a wireless transmission device associated with said storage unit.

27. A method according to claim 20, further including the step of associating said RFID tag with said at least one of said documents at substantially the same time that said printable content is printed.

28. A method according to claim 27, wherein said RFID tag is attached to said one of said documents by an RFID tag dispenser associated with said printer.

29. A method according to claim 28, wherein said printer has an output and wherein said RFID tag is attached to said one of said documents by said RFID dispenser ahead of said output.

30. A method according to claim 20, further including the step of associating said RFID tag with said at least one of said documents after said printable content has been printed.

31. A method according to claim 30, wherein said RFID tag is embedded within said at least one of said documents.

32. A method according to claim 30, wherein said RFID tag is attached to said at least one of said documents.

33. A method according to claim 32, wherein said printer has an output and wherein said RFID tag is attached to said one of said documents by an RFID tag dispenser located after said output.

34. A method according to claim 20, wherein said pointer is a URL.

35. A method according to claim 20, further including the step of storing the RFID tagged documents in a storage unit.

36. A method according to claim 35, wherein said storage unit comprises an enclosure defined by an outer perimeter and including means for retaining said printed documents within said enclosure.

37. A method according to claim 36, wherein said enclosure is one of:

a cabinet, a box, a bookcase, bookshelves, stacked file retainer and a room or section of a room formed by dividers.

38. A method according to claim 35, further including the step of reading said RFID tags while in said storage unit.

39. A method according to claim 38, wherein said RFID tags are read by an RFID reader attached to said storage unit.