Document management system for transferring a plurality of documents

• US 8,127,217 B2
• Filed: 01/09/2009
• Issued: 02/28/2012
• Est. Priority Date: 04/19/2002
• Status: Expired due to Fees

• Current Assignee: Kabushiki Kaisha Toshiba (Toshiba Corporation), Toshiba Tec Corporation (Toshiba Corporation)
• Original Assignee: Kabushiki Kaisha Toshiba (Toshiba Corporation), Toshiba Tec Corporation (Toshiba Corporation)
• Inventors: Koppich, George, Babu, Lenin, Byington, Carl
• Primary Examiner(s): Hong, Stephen
• Assistant Examiner(s): Velez-Lopez, Mario M
• Application Number:
  US12/351,305
• Publication Number:
  US 20100088581A1
• Time in Patent Office: 1,145 Days
• Field of Search: 715/200, 715/202, 715/203, 715/204, 715/201, 713/175
• US Class Current: 715/200
• CPC Class Codes: G06F 16/93 Document management systems

Abstract

The subject application is directed to managing electronic documents in associated data storage areas. User identification is received and indicia of data storage areas is displayed. Storage selection is received from the user to store incoming electronic documents. A storage area is then designated in accordance with the received selection and identification data. A shadow data storage area associated with the designated area is created and an access code associated with the designated area is determined. An input of incoming document systems is associated with the shadow area based upon the selection data. Documents are received, in their native formats, from the systems into the shadow storage area. The access code is then associated with each incoming document in the shadow data storage area. A log of history for each document is generated. The documents and logs are routed into the designated area from the shadow area.

Claims

1. A method for managing a plurality of electronic documents in an associated plurality of data storage areas comprising the steps of:

receiving user identification data representative of an identity of an associated user;

displaying, on an associated data display, indicia corresponding to each of a plurality of displayed data storage areas;

receiving, from an associated user, storage selection data representative of a user selected storage area, selected from the plurality of displayed data storage areas, for a plurality of incoming electronic documents;

designating, in accordance with received storage selection data and user identification data, a data storage area from the selected displayed data storage area adapted for storage of the plurality of incoming electronic documents;

creating a shadow data storage area associated with the designated data storage area;

determining an access code associated with the designated storage area;

associating an input of a plurality of incoming document systems with the shadow data storage area in accordance with the storage selection data wherein the document systems include at least two different systems selected from a group consisting of image generating devices, electronic mail servers, Internet servers, and document management systems;

receiving a plurality of electronic documents, each in its native format, from the plurality of associated document systems into the created shadow data storage area after completion of the step of designating;

associating the determined access code with each of the plurality of incoming electronic documents in the shadow data storage area in accordance with an output of the access code determining step;

generating a log associated with each of the plurality of incoming electronic documents corresponding to a history associated therewith; and

routing, into the designated data storage area from the shadow data storage area, the plurality of received electronic documents and each log associated therewith.

2. The method of claim 1, wherein the access code is associated with at least one of the group consisting of the user, a storage area, and a document system.

3. The method of claim 2, further comprising the steps of:

tracking access of at least one of the stored electronic documents subsequent to the storage thereof; and

updating the log associated with the access of the at least one stored electronic document in accordance with an output of the tracking step.

4. The method of claim 3, further comprising the steps of:

receiving authentication data from at least one additional user;

determining at least one authorized data storage area in accordance with received authentication data; and

displaying, on the associated data display, indicia corresponding to the at least one authorized displayed data storage area.

5. The method of claim 4, wherein the authentication data includes at least one of the group consisting of user account data and administrator account data.

6. The method of claim 3, further comprising the steps of:

receiving selection data from the at least one additional user corresponding to at least one selected storage area;

prompting the at least one additional user for an access code associated with the at least one selected storage area;

validating the access code; and

retrieving at least one stored electronic document from the at least one selected storage area in accordance with the received access code.

7. The method of claim 1, wherein the selected data storage area is selected from the group consisting of a private repository folder, a network repository folder, and an electronic mail inbox.

8. A system for managing a plurality of electronic documents in an associated plurality of data storage areas comprising:

means adapted for receiving user identification data representative of an identity of an associated user;

display means adapted for displaying, on an associated data display, indicia corresponding to each of a plurality of displayed data storage areas;

means adapted for receiving, from an associated user, storage selection data representative of a user selected storage area, selected from the plurality of displayed data storage areas, for a plurality of incoming electronic documents;

means adapted for designating, in accordance with received storage selection data and user identification data, a data storage area from the selected displayed data storage area adapted for storage of the plurality of incoming electronic documents;

means adapted for creating a shadow data storage area associated with the designated data storage area;

means adapted for determining an access code associated with the designated storage area;

means adapted for associating an input of a plurality of incoming document systems with the shadow data storage area in accordance with the storage selection data wherein the document systems include at least two different systems selected from a group consisting of image generating devices, electronic mail servers, Internet servers, and document management systems;

means adapted for receiving a plurality of electronic documents, each in its native format, from the plurality of associated document systems into the created shadow data storage area in accordance with an output of the designating means;

means adapted for associating the determined access code with each of the plurality of incoming electronic documents in the shadow data storage area in accordance with an output of the access code determining means;

means adapted for generating a log associated with each of the plurality of incoming electronic documents corresponding to a history associated therewith; and

routing means adapted for routing, into the designated data storage area from the shadow data storage area, the plurality of received electronic documents and each log associated therewith.

9. The system of claim 8, wherein the access code is associated with at least one of the group consisting of the user, a storage area, and a document system.

10. The system of claim 9, further comprising:

means adapted for tracking access of at least one of the stored electronic documents subsequent to the storage thereof; and

means adapted for updating the log associated with the access of the at least one stored electronic document in accordance with an output of the tracking means.

11. The system of claim 10, further comprising:

means adapted for receiving authentication data from at least one additional user;

means adapted for determining at least one authorized data storage area in accordance with received authentication data; and

display means adapted for displaying, on the associated data display, indicia corresponding to the at least one authorized displayed data storage area.

12. The system of claim 11, wherein the authentication data includes at least one of the group consisting of user account data and administrator account data.

13. The system of claim 10, further comprising:

means adapted for receiving selection data from the at least one additional user corresponding to at least one selected storage area;

means adapted for prompting the at least one additional user for an access code associated with the at least one selected storage area;

means adapted for validating the access code; and

means adapted for retrieving at least one stored electronic document from the at least one selected storage area in accordance with the received access code.

14. The system of claim 8, wherein the selected data storage area is selected from the group consisting of a private repository folder, a network repository folder, and an electronic mail inbox.