Method, system, and apparatus for scanning and importing documents

• US 8,688,744 B2
• Filed: 09/09/2008
• Issued: 04/01/2014
• Est. Priority Date: 09/09/2008
• Status: Active Grant

• Current Assignee: Applied Systems Incorporated
• Original Assignee: Applied Systems Incorporated
• Inventors: Williams, Meredith A., Cronin, Michael B., Ustinov, Tracy E., Beal, Matthew R., Mahaffey, Charles O.
• Primary Examiner(s): LU, KUEN S
• Application Number:
  US12/207,449
• Publication Number:
  US 20100091317A1
• Time in Patent Office: 2,030 Days
• Field of Search: 707/802
• US Class Current: 707/802
• CPC Class Codes: G06F 16/93 Document management systems
• CPC Class Codes: G06Q 10/10 Office automation; Time management

Abstract

The system, method, and apparatus provides a device for scanning documents and importing and forwarding scanned documents based on document identifiers. Documents are received and reviewed for entry into the document management system. An identifier is associated with each document based on the level of available information about the document. An identifier is assigned to each document. Each document with its assigned identifier is scanned. Documents are then imported into the document management system or forwarded to a recipient for additional review. Separator identifiers may be used to increase efficiency. Further, the system may allow certain users to use reporting functions to access information about the document management system and the recipients of documents.

Claims

1. A method for scanning and importing documents into a document management system, comprising:

receiving a first document for entry into the document management system;

determining the first document provides first sufficient information for the first document to be imported into the document management system;

associating a first identifier with the first document, the first identifier providing importing information to the document management system, wherein the first identifier is selected based on the first sufficient information;

receiving a second document for entry into the document management system;

determining the second document provides insufficient information for the second document to be imported into the document management system;

associating a second identifier with the second document, the second identifier providing recipient information to the document management system, wherein the second identifier is selected from a plurality of different recipients based on the insufficient information;

scanning the first identifier, the first document, the second identifier, and the second document;

importing the first document into the document management system based on the first identifier; and

forwarding the second document to a recipient based on the second identifier, wherein the second document is not imported into the document management system until the recipient provides second sufficient information for the second document to be imported into the document management system.

2. The method of claim 1, further comprising:

receiving the second document at an inbox associated with the recipient; and

importing the second document into the document management system from the inbox.

3. The method of claim 2, wherein an inbox administrator views reports on inbox statistics of the recipient.

4. The method of claim 1, further comprising:

associating a third identifier with the second document, the third identifier providing importing information to the document management system, wherein the third identifier is selected based on the second sufficient information;

scanning the third identifier and the second document; and

importing the second document into the document management system based on the third identifier.

5. The method of claim 1, wherein the first sufficient information includes at least one of a client number and a client name.

6. The method of claim 1, wherein the insufficient information includes at least one of an employee name and a department.

7. The method of claim 1, wherein the first identifier is a barcode.

8. A method for scanning and importing documents into a document management system, comprising:

providing a plurality of identifiers, the plurality of identifiers comprising;

a plurality of full information identifiers, wherein a full information identifier provides information to import a document into the document management system;

a plurality of partial information identifiers, wherein a partial information identifier provides information to forward a document to a recipient, wherein the recipient is selected from a plurality of different recipients based on the partial information identifier, and the second document is not imported into the document management system until the recipient provides second sufficient information for the second document to be imported into the document management system;

a separator identifier, wherein the separator identifier indicates that a new document will be scanned;

reviewing a first document and a second document to be imported into the document management system;

associating a first document with a first identifier, the first identifier being one of a full information identifier and a partial information identifier;

assigning the first identifier to the first document;

associating a second document with a second identifier, the second identifier being one of a full information identifier and a partial information identifier;

determining whether the second identifier is the same as the first identifier;

assigning to the second document one of the second identifier and the separator identifier, wherein the separator identifier is assigned to the second document if the second identifier is the same as the first identifier; and

scanning the assigned first identifier, the first document, the assigned one of the second identifier and the separator identifier, and the second document.

9. The method of claim 8, wherein the plurality of identifiers include a plurality of barcodes.

10. The method of claim 8, wherein the plurality of full information identifiers includes at least one of a client number and a client name.

11. The method of claim 8, wherein the plurality of full information identifiers includes at least one of an employee name and a department.

12. The method of claim 8, wherein assigning the first information identifier includes printing the first information identifier and attaching the first information identifier to the first document.

13. The method of claim 8, wherein the separator identifier is assigned to the second document.

14. The method of claim 8, wherein the separator identifier is assigned to a third document.

15. The method of claim 8, wherein the second identifier is a partial information identifier.

16. The method of claim 15, further comprising:

receiving second document at an inbox associated with a first recipient; and

importing the second document into the document management system from the inbox.

17. The method of claim 16, wherein an inbox administrator views reports on inbox statistics of the first recipient.