Secure access of electronic documents and data from client terminal

• US 9,209,975 B2
• Filed: 10/15/2008
• Issued: 12/08/2015
• Est. Priority Date: 10/15/2008
• Status: Expired due to Fees

• Current Assignee: Ricoh Americas Corporation (Ricoh Company Limited), Ricoh Company Limited
• Original Assignee: Ricoh Americas Corporation (Ricoh Company Limited), Ricoh Company Limited
• Inventors: Uchida, Yuki, Yoon, Chin, Harrison, James
• Primary Examiner(s): GEORGANDELLIS, ANDREW C
• Application Number:
  US12/251,880
• Publication Number:
  US 20100095354A1
• Time in Patent Office: 2,610 Days
• Field of Search: 726/4
• US Class Current: 1/1
• CPC Class Codes: G06F 16/93 Document management systems
• CPC Class Codes: G06F 21/6227 where protection concerns the structure of data, e.g. records, types, queries
• CPC Class Codes: H04L 63/08 for authentication of entities cryptographic mechanisms or cryptographic arrangements for entity authentication H04L9/32
• CPC Class Codes: H04L 63/10 for controlling access to devices or network resources
• CPC Class Codes: H04L 9/32 including means for verifying the identity or authority of a user of the system or for message authentication, e.g. authorization, entity authentication, data integrity or data verification, non-repudiation, key authentication or verification of credentials

Abstract

An improved approach for secure access of electronic documents and data is provided.

Claims

1. A system for secure access of electronic data, said system comprising:

a document database;

a management service configured to manage access to the document database and receive user credential information and receive a document retrieval request through a network, perform user authentication by using the user credential information, and if said user credential information was authenticated, transmit, in response to said document retrieval request, an authorization key and a pointer indicating a physical address of a requested document in said document database;

a multi-function apparatus shared by a plurality of users and configured for secure access of electronic data corresponding to electronic documents in the document database, the multi-function apparatus including;

a user interface including a touch screen display to display user interface screens provided for each authorized user amongst the plurality of users, upon login and authentication of the authorized user, to request retrieval of an electronic document stored in the document database, to request a print operation to print the retrieved document locally, to request a scan operation to scan an input document locally, and to upload one or more scanned document images to the document database;

a scanner engine including hardware to scan a hard copy of the input document and generate a document image from the scanned document, to perform the scan operation, and upload the document image to the document database after receiving the upload instruction from the user via the user interface locally;

a database management part configured to retrieve specified data from the document database, the database management part being separated by at least a network from the management service that manages access to the document database, each of the network, the management service and the document database being external to the multi-function apparatus;

a document request part configured to transmit user credential information and transmit the document retrieval request by the user through the network to the management service;

an authorization processing part configured to (i) intercept from said management service, in a case that said user credential information is authenticated by said management service, an authorization key and a pointer indicating a physical address of a requested document in said document database, and (ii) automatically transmit to the database management part, user authentication information, said pointer, said authorization key and a specified request to retrieve the requested document;

a printer engine including hardware to perform a print operation by printing a hard copy of the retrieved document retrieved from the document database after receiving the print instruction from the user via the user interface locally; and

a data monitor part that monitors for access events of accesses of electronic documents stored, or to store, in said document database, and when an access of a specific document stored, or to store, in said document database occurs, the data monitor part captures access event metadata corresponding to the access of the specific document and transmits the access event metadata through the network to the management service, to cause the management service to update, based on the access event metadata corresponding to the access of the specific document, a metadata record maintained for the specific document,

wherein the access event metadata corresponding to the access of the specific document and transmitted by said data monitor part to the management service includes a hyperlink to the specific document after the access,

wherein image data corresponding to the scan operation and the print operation and metadata maintained for said image data are stored in the document database and are retrievable from the document database upon user authentication performed on the user interface by a user who has access to said image data and said metadata, and

wherein said database management part compares the user authentication information and the authorization key with access credentials associated with the requested document, and if the specified request to retrieve the requested document is authenticated based on the comparison, said database management part retrieves from said document database the requested document indicated by the pointer and transmits the retrieved document to said document request part.

2. The system as claimed in claim 1, wherein said management service maintains searchable metadata corresponding to properties of the electronic documents stored in said document database.

3. The system as claimed in claim 2, wherein said user interface is configured for user entry of the user credential information and for user entry of a search request, and said document request part transmits the user credential information and the search request to the management service.

4. The system as claimed in claim 3, wherein when said management service receives the search request and the user credential information from said document request part, said management service performs user authentication and if said user credential information is authenticated, said management service searches, based on said search request, the metadata maintained for the electronic documents stored in said document database and transmits search results to the document request part.

5. The system as claimed in claim 4, wherein when said management service receives said document retrieval request, transmitted by said document request part based on user selection of one or more documents from said search results, said management service generates the authorization key for accessing the selected document and generates the pointer based on a hyperlink maintained in the metadata for the selected document.

6. The system as claimed in claim 3, wherein said document request part receives from the management service search results for the search request from the document request part, and forwards the search request results to the user interface for display to the user.

7. The system as claimed in claim 6, wherein said document request part forms said document retrieval request, based on user selection of one or more documents in said search results through said user interface.

8. The system as claimed in claim 3, wherein said user authentication information transmitted by said authorization processing part to said database management part is based on the user credential information received through the user interface.

9. The system as claimed in claim 1, wherein said document request part outputs the retrieved document through the user interface.