Documents management using remote document location and retrieval

• US 8,994,534 B2
• Filed: 07/02/2010
• Issued: 03/31/2015
• Est. Priority Date: 07/02/2010
• Status: Expired due to Fees

• Current Assignee: Imicrodata Corporation
• Original Assignee: Zmicrodata Corporation
• Inventors: Zhu, Shengbo, Huang, Su Shiong
• Primary Examiner(s): Negron, Daniell L
• Assistant Examiner(s): Barakat, Mohamed
• Application Number:
  US12/803,712
• Publication Number:
  US 20120001758A1
• Time in Patent Office: 1,733 Days
• Field of Search: 340/570, 340/572.1, 340/815.4, 340 91- 917
• US Class Current: 340/572.8
• CPC Class Codes: G06Q 10/10 Office automation; Time management
• CPC Class Codes: G16H 10/60 for patient-specific data, e.g. for electronic patient records

Abstract

A documents management system with remote location and retrieval of documents contained in file folders positioned in file drawers in a collection of file cabinets. Each document has an RFID tag containing a document identifier and the contents of the document stored in a read-only memory. Each file folder has a circuit containing a unique identifier for that folder. Each file cabinet has a control unit which searches for a specific file folder in response to receipt of a file folder request from a source. If the folder is found, each cabinet has an R.F. reader which searches for a specific document in response to receipt of a document request from the source. If the document is found, the R.F. reader extracts the document contents and transmits them to the source.

Claims

1. A method of remotely locating and retrieving a document physically located in a file folder in a file cabinet in a document storage system having a host computer, a master list of documents, file folders in which individual documents are registered, and file cabinets in which file folders are located, each file cabinet having a control unit, said method comprising the steps of:

(a) using the host computer to designate a document to be found;

(b) transmitting a file folder request from the host computer directly to the control unit of the file cabinet in which the file folder containing the document is located according to the master list;

(c) using the control unit to locally search the file cabinet for the file folder identified in the request;

(d) using the control unit to transmit a file folder found signal directly to the host computer when the file folder is found;

(e) transmitting a document identifier signal from the host computer directly to the control unit of the file cabinet containing the found file folder;

(f) using the control unit to locally search the found file folder for the document specified by the document identifier signal; and

(g) using the control unit to transmit the contents of the found document directly to the host computer when the document specified by the document identifier signal has been found so that physical presence of a human operator at the file cabinet location is not necessary to remotely retrieve the found document to the location of the host computer.

2. The method of claim 1 wherein the step (a) of using is performed by keyboard entry of the document designation information into the host computer containing the master list.

3. The method of claim 1 wherein the step (b) of transmitting said file folder request is performed over a communication link.

4. The method of claim 3 wherein the communication link is a wireless link.

5. The method of claim 1 wherein the step (c) is performed by the control unit using an R.F. search technique.

6. The method of claim 5 wherein the R.F. search technique includes the step of generating R.F. signals having a frequency matching the frequency of a crystal located in the file folder identified in the request.

7. The method of claim 1 wherein the step (c) is performed by the control unit using an address matching search technique.

8. The method of claim 7 wherein the address matching search technique includes the step of generating address signals having an address value matching the value of an address stored in a decoder circuit located in the file folder identified in the request.

9. The method of claim 1 wherein each document includes an RFID tag with a read-only-memory containing a document identifier and an electronic version of the document;

and wherein the step (f) is performed by the control unit by generating R.F. document tag interrogation signals containing the document identifier.

10. A document management system for enabling remote location and retrieval of documents, said system comprising:

a host computer;

a plurality of file cabinets having a plurality of file drawers;

a plurality of file folders located in said file drawers;

a plurality of documents located in said plurality of file folders, each document having an RFID tag containing a document identifier and an electronic copy of the contents of the document;

each file cabinet having a control unit for receiving file folder request signals directly from said host computer, performing a file folder search in response to receipt of said file folder request signal, and sending a response directly to said host computer indicating the result of the file folder search;

each file folder having a circuit responsive to a search initiated by said file folder request signal for generating a response signal when the file folder request signal matches the identity of the file folder;

each file cabinet further including an RFID reader for receiving a document request signal directly from said host computer, performing a document search in response to receipt of a document request signal, and sending the contents of a found document directly to said host computer so that physical presence of a human operator at the file cabinet location is not necessary to remotely retrieve the found document to the location of the host computer.

11. The system of claim 10 wherein said control unit includes an R.F. signal generator for generating search signals having a frequency component;

and wherein said file folder circuit has a crystal with a specific resonant frequency so that said response signal is generated when the frequency component of a search signal matches the resonant frequency of the crystal.

12. The system of claim 10 wherein said control unit includes an address encoder for generating a file folder address signal in response to the receipt of said file folder request signal;

and wherein said file folder circuit has an address decoder containing a unique address so that said response signal is generated when the address signal generated by said address encoder matches the unique address.