Document management system and method

• US 7,146,367 B2
• Filed: 05/31/2002
• Issued: 12/05/2006
• Est. Priority Date: 05/14/2002
• Status: Active Grant

• Current Assignee: Conduent Business Services, LLC (Conduent, Inc.)
• Original Assignee: Advectis, Inc. (Xerox Holdings Corp.)
• Inventors: Shutt, Michael J.
• Primary Examiner(s): Gaffin, Jeffrey
• Assistant Examiner(s): NGUYEN, CAM LINH T
• Application Number:
  US10/160,478
• Publication Number:
  US 20030217034A1
• Time in Patent Office: 1,649 Days
• Field of Search: 707/9, 707/3, 707/1, 707/100, 705 35- 38
• US Class Current: 709/217
• CPC Class Codes: G06F 16/93 Document management systems
• CPC Class Codes: G06F 21/6218 to a system of files or objects, e.g. local or distributed file system or database
• CPC Class Codes: G06Q 10/10 Office automation; Time management
• CPC Class Codes: Y10S 707/99931 Database or file accessing
• CPC Class Codes: Y10S 707/99933 Query processing, i.e. searching
• CPC Class Codes: Y10S 707/99939 Privileged access

Abstract

A system for managing data items at an electronic data repository with respect to a plurality of parties includes an electronic data repository and a computer processor programmed to receive data items from parties remote from the repository and from each other. The program stores the received data items in the repository. It provides each remote party access only to those data items within one or more data item sets corresponding to the remote party. The program prohibits any remote party from modifying any data item in the repository, and from deleting any data item from the repository, while the data item is part of a data item set of another remote party. A first remote party may access data items in a set corresponding to a second remote party, responsively to the second remote party.

Claims

1. A system for managing data items at an electronic data repository with respect to a plurality of parties, the system comprising:

an electronic data repository; and

a computer processor programmed to

receive a plurality of data items (received data items) from one or more parties of a plurality of parties remote from the repository and remote from each other,

store the received data items in the repository, and

for each first remote party of the plurality of remote parties,

provide the first remote party access to said received data items that are within a data item set corresponding to the first remote party,

prohibit the first remote party from modifying a first data item of the received data items in the repository, and from deleting the first data item from the repository, while the first data item is part of a data item set of another remote party of the plurality of remote parties, and

responsively to the first remote party, permit a second remote party of the plurality of remote parties access, in a data item set corresponding to the second remote party, to first data items that are in the data item set corresponding to the first remote party, and thereafter permit a third remote party of the plurality of remote parties access to the first data items responsively to the second remote party.

2. The system as in claim 1, wherein the programmed processor applies a categorization of the received data items within each data item set corresponding to each remote party of the plurality of remote parties.

3. The system as in claim 2, wherein definition of the categorization applied within a first said data item set is selectable through the programmed processor by the remote party to which the first data item set corresponds.

4. The system as in claim 2, wherein the programmed processor maintains a map that correlates the categorization applied within the data item set corresponding to the first remote party to the categorization applied within the data item set corresponding to the second remote party and wherein the programmed processor applies the first data items in the data item set corresponding to the first remote party to the data item set corresponding to the second remote party according to the map.

5. The system as in claim 4, wherein the second remote party defines the map.

6. The system as in claim 5, wherein the map is predefined.

7. The system as in claim 4, wherein received data items subsequently stored in the data item set corresponding to the first remote party are automatically applied to the data item set corresponding to the second remote party.

8. The system as in claim 7, wherein the programmed processor applies received data items in the data item set corresponding to the first remote party to data item sets corresponding a plurality of said second remote parties according to the map.

9. The system as in claim 7, wherein the programmed processor applies received data items in the data item set corresponding to the first remote party to a data item set corresponding to a single said second remote party according to the map.

10. The system as in claim 1, wherein, responsively to a fourth remote party of the plurality of remote parties, the programmed processor defines types of data items of the received data items that are needed to complete a first data item set corresponding to the fourth remote party, and wherein the programmed processor notifies the fourth remote party when all the needed types of data items are stored in the repository for the first data item set.

11. The system as in claim 1, wherein, responsively to a fourth remote party of the plurality of remote parties, the programmed processor defines types of data items of the received data items that are needed to complete a first data item set corresponding to the fourth remote party, and wherein the programmed processor notifies the fourth remote party if the needed types of data items are not stored in the repository for the first data item set by a predefined time.

12. The system as in claim 1, wherein, responsively to a fourth remote party of the plurality of remote parties, the programmed processor monitors predetermined data items of the received data items, and wherein the programmed processor notifies the fourth remote party when each of the monitored data items is stored in the repository.

13. The system as in claim 1, wherein, after permitting the second remote party access to the first data items in the data item set of the first remote party, the programmed processor automatically applies data items in the data item set corresponding to the first remote party to the data item set corresponding to the second remote party.

14. The system as in claim 1, wherein

when the programmed processor permits the second remote party access to the first data items in the data item set corresponding to the first remote party, the programmed processor applies the first data items in the data item set corresponding to the first remote party to the data item set corresponding to the second remote party,

the programmed processor permits each first remote party to exclude selected received data items from the data item set corresponding to the first remote party, and

exclusion from the data item set corresponding to the first remote party of a said selected received data item that has been applied to the data item set corresponding to the second remote party does not exclude the applied selected received data item from the data item set corresponding to the second remote party.

15. A system for managing documents at an electronic data repository, where the documents relate to a transaction involving a plurality of parties having different roles in the transaction, the system comprising:

an electronic data repository; and

a computer program configured to

receive a plurality of documents (received documents) from one or more parties of a plurality of parties that are involved in the transaction and that are remote from the repository and from each other,

store the received documents in the repository, and

for each first remote party of the plurality of remote parties,

define, responsively to instructions from the first remote party, a document set corresponding to the first remote party, wherein the document set includes one or more predetermined types of the received documents,

permit the first remote party access to said received documents that are within the document set corresponding to the first remote party,

prohibit the first remote party from modifying any first document of the received documents in the repository, and from deleting the first document from the repository, while the first document is part of a document set of another remote party of the plurality of remote parties, and

responsively to the first remote party, permit a second remote party of the plurality of remote parties access, in a document set corresponding to the second remote party, to first documents that are in the document set corresponding to the first remote party, and thereafter permit a third remote party of the plurality of remote parties access to the first documents responsively to the second remote party.

16. The system as in claim 15, wherein the computer program maintains a map that correlates the document set corresponding to the first remote party to the document set corresponding to the second remote party and wherein the computer program applies the received documents in the document set corresponding to the first remote party to the document set corresponding to the second remote party according to the map.

17. The system as in claim 16,

wherein, responsively to each first remote party, the computer program applies a categorization of the predetermined types of the received documents within the document set corresponding to the first remote party,

wherein the map defines a correspondence between the categorization of the predetermined types of received documents within the document set corresponding to the first remote party and the categorization of the predetermined types of received documents within the document set corresponding to the second remote party, and

wherein the computer program applies one or more received documents included in the document set corresponding to the first remote party to the document set corresponding to the second remote party according to the map.

18. The system as in claim 16, wherein, following initially applying the received documents in the document set corresponding to the first remote party to the document set corresponding to the second remote party according to the map, the computer program automatically applies received documents subsequently stored in the document set corresponding to the first remote party to the document set corresponding the second remote party according to the map.

19. The system as in claim 15, wherein

after the computer program permits the second remote party access to the first documents in the document set corresponding to the first remote party, the computer program applies the first documents in the document set corresponding to the first remote party to the document set corresponding to the second remote party,

the computer program permits each first remote party to exclude selected received documents from the document set corresponding to the first remote party, and

exclusion from the document set corresponding to the first remote party of a said selected received document that has been applied to the document set corresponding to the second remote party does not exclude the applied selected received document from the document set corresponding to the second remote party.

20. The system as in claim 15, wherein a fourth said remote party comprises a plurality of non-remote entities, and

wherein the computer program defines, responsively to the fourth remote party, access rights among the non-remote entities by which the non-remote entities access the received documents within a document set corresponding to the fourth remote party.

21. A system for collecting data items at an electronic data repository from a plurality of parties, with each of the parties having access to the data items from the repository, the system comprising:

means for storing data items in an electronic format;

means for receiving a plurality of data items (received data items) from one or more parties of a plurality of parties remote from the repository and from each other;

means for storing the received data items in the repository;

means for providing each first remote party of the plurality of remote parties access to said received data items that are within a data item set corresponding to the first remote party;

means for prohibiting the first remote party from modifying any first data item of the received data items in, and from deleting the first data item from, the repository while the first data item is part of a data item set of another remote party of the plurality of remote parties; and

means for permitting, responsively to the first remote party, a second remote party of the plurality of remote parties access, in a data item set corresponding to the second remote party, to first data items that are in the data item set corresponding to the first remote party, and thereafter permitting a third remote party of the plurality of remote parties access to the first data items responsively to the second remote party.

22. A computerized method for managing data items at an electronic data repository with respect to a plurality of parties, the method comprising:

receiving a plurality of data items (received data items) from one or more parties of a plurality of parties remote from the repository and from each other;

storing the received data items in the repository in an electronic format; and

for each first remote party of the plurality remote parties,

providing the first remote party access to said received data items that are within a data item set corresponding to the first remote party,

prohibiting the first remote party from modifying a first data item of the received data items in the repository, and from deleting the first data item from the repository, while the first data item is part of a data item set of another remote party of the plurality of remote parties, and

permitting, responsively to the first remote party, a second remote party of the plurality of remote parties access, in a data item set corresponding to the second remote party, to first data items that are in the data item set corresponding to the first remote party, and thereafter permitting a third remote party of the plurality of remote parties access to the first data items responsively to the second remote party.

23. The method as in claim 22, including applying a categorization of the received data items within each data item set corresponding to each remote party of the plurality of remote parties.

24. The method as in claim 23, wherein each first remote party defines a said categorization of the received data items within each data item set corresponding to the first remote party.

25. The method as in claim 23, wherein the permitting step includes applying the first data items in the data item set corresponding to the first remote party to the data item set corresponding to the second remote party according to a map that correlates the categorization of received data items within the data item set of the first remote party to the categorization of received data items within the data item set corresponding to the second remote party.

26. The method as in claim 23, including applying a map between the categorization of received data items within the data item set corresponding to the first remote party and the categorization of received data items within the data item set corresponding to the second remote party, and wherein the permitting step includes applying the received data items of the data item set corresponding to the first remote party to the data item set corresponding to the second remote party according to the map.

27. The method as in claim 22, including

responsively to a fourth remote party of the plurality of remote parties, defining types of data items of the received data items that are needed to complete a first data item set corresponding to the fourth remote party, and

automatically notifying the fourth remote party when the needed types of data items are stored in the repository for the first data item set.

28. The method as in claim 22, including,

responsively to a fourth remote party of the plurality of remote parties, defining types of data items of the received data items that are needed to complete a first data item set corresponding to the fourth remote party, and

automatically notifying the fourth remote party if the needed types of data items are not stored in the repository for the first data item set by a predefined time.

29. The method as in claim 22, including, after the permitting step, automatically applying data items in the data item set corresponding to the first remote party to the data item set corresponding to the second remote party.

30. The method as in claim 22,

including permitting each first remote party to exclude selected received data items from the data item set corresponding to the first remote party, and

wherein exclusion from the data item set corresponding to the first remote party of a said selected received data item that has been applied to the data item set corresponding to the second remote party does not exclude the applied selected received data item from the data item set corresponding to the second remote party.

31. The method as in claim 22, wherein the providing step includes providing the data items to each remote party in PDF format.

32. The method as in claim 22, wherein the providing step includes providing each first remote party access to the data items over the Internet.

33. The method as in claim 22, wherein

the permitting step includes applying the first data items in the data item set corresponding to the first remote party to the data item set corresponding to the second remote party,

each first remote party is permitted to exclude selected received data items from the data item set corresponding to the first remote party, and

wherein exclusion by the first remote party from the data item set corresponding to the first remote party of a selected received data item that has been applied to the data item set corresponding to the second remote party in the applying step does not exclude the applied selected received data item from the data item set corresponding to the second remote party.

34. The method as in claim 22, wherein the repository includes an SQL database.

35. Within a transaction involving a plurality of parties having different roles in the transaction, a computerized method for managing documents related to the transaction and controlling access to the documents, the method comprising:

receiving a plurality of documents (received documents) relating to the transaction from one or more parties of a plurality of parties that are involved in the transaction;

storing the received documents in an electronic data repository, wherein said one or more parties are remote from the repository and from each other, wherein the documents are applied to one or more document sets corresponding to respective remote parties, and wherein each said document set includes one or more predetermined types of said received documents; and

for each first remote party of the plurality of remote parties,

providing the first remote party access to said received documents that are within a document set corresponding to the first remote party,

prohibiting the first remote party from modifying any first document of the received documents in, and from deleting the first document from, the repository while the first document is part of a document set of another remote party of the plurality of remote parties, and

permitting, responsively to the first remote party, a second remote party of the plurality of remote parties access, in a document set corresponding to the second remote party, to first documents in the document set corresponding to the first remote party, and thereafter permitting a third remote party of the plurality of remote parties access to the first documents responsively to the second remote party.

36. The method as in claim 35,

wherein each first remote party defines a categorization of the predetermined types of the received documents within each document set corresponding to the first remote party,

including maintaining a map that defines a correspondence between the categorization of the predetermined document types within the document set corresponding to the first remote party and the categorization of the predetermined document types within the document set corresponding to the second remote party, and

wherein the permitting step includes applying one or more received documents included in the document set corresponding to the first remote party to the document set corresponding to the second remote party according to the map.

37. The method as in claim 36, wherein, following initially applying the one or more received documents included in the document set corresponding to the first remote party to the document set corresponding to the second remote party according to the map, subsequent received documents stored in the document set corresponding to the first remote party are automatically applied to the document set corresponding to the second remote party according to the map.

38. The method as in claim 35, wherein a fourth said remote party includes a plurality of non-remote entities, and

wherein the fourth remote party defines access rights among the non-remote entities by which the non-remote entities access the received documents within a document set corresponding to the fourth remote party.

39. The method as in claim 35, wherein the permitting step includes applying the received documents in the document set corresponding to the first remote party to the document set corresponding to the second remote party,

wherein the first remote party of the plurality of remote parties is permitted to exclude selected received documents from said document set corresponding to the first remote party, and

wherein exclusion from the document set corresponding to the first remote party of a selected received document that has been applied to the document set corresponding to the second remote party in the applying step does not exclude the applied selected received document from the document set corresponding to the second remote party.

40. Within a transaction involving a plurality of parties having different roles in the transaction, a computerized method for managing documents related to the transaction and controlling access to the documents, the method comprising:

(a) providing an electronic data repository;

(b) receiving a plurality of documents (received documents) relating to the transaction from one or more parties of a plurality of parties remote from the repository and from each other and having a role in the transaction;

(c) storing the received documents in electronic form in the repository; and

(d) for each first remote party of the plurality of remote parties,

defining a document set corresponding to the first remote party, wherein the document set includes one or more predetermined types of the received documents and wherein the first remote party defines a categorization of the one or more predetermined of the received document types within the document set corresponding to the first remote party,

providing each first remote party access to said received documents that are within the document set corresponding to the first remote party, organized by the categorization defined by the first remote party,

prohibiting any first remote party from modifying any first document of the received documents in, and from deleting the first document from, the repository while the first document is part of a document set of another remote party of the plurality of remote parties,

maintaining a map that defines a correspondence between the categorization of the one or more predetermined types of the received documents within the document set corresponding to a first remote party and the categorization of the one or more predetermined types of the received documents within a document set corresponding to a second remote party of the plurality of remote parties,

following the maintaining step and responsively to the first remote party, applying one or more received first documents included in the document set corresponding to the first remote party to the document set corresponding to the second remote party according to the map, and

responsively to the second remote party, applying the one or more received first documents to a document set corresponding to a third remote party of the plurality of remote parties.

41. The method as in claim 40, wherein each first remote party is permitted to exclude selected received documents from said document set corresponding to the first remote party, and

wherein exclusion from the document set corresponding to the first remote party of a selected received document that has been applied to the document set corresponding to the second remote party in the applying step does not exclude the applied selected received document from the document set corresponding to the second remote party.

42. A computerized method of sharing documents relating to a mortgage transaction involving a plurality of parties having different roles in the transaction, the method comprising:

(a) providing an electronic data repository;

(b) receiving a plurality of documents (received documents) relating to the mortgage transaction from one or more parties of a plurality of parties that are remote from the repository, are remote from each other and have a role in the mortgage transaction;

(c) wherein each first remote party defines types of documents applicable to a document set corresponding to the first remote party;

(d) storing the documents received at step (b) in electronic form in the repository;

(e) applying each received document to one or more said document sets according to the document types defined at step (c);

(f) prohibiting any first remote party from deleting any first received document from the repository while the first document is part of a document set of another remote party of the plurality of remote parties;

(g) providing each first remote party access to said received documents that are within the document set corresponding to the first remote party;

(h) responsively to the first remote party, applying one or more first documents in the document set corresponding to the first remote party to a document set corresponding to a second remote party of the plurality of remote parties; and

(i) responsively to the second remote party, applying the one or more first documents to a document set corresponding to a third remote party of the plurality of remote parties.

43. A computer readable carrier including a computer program that causes a computer to manage and control access to documents at an electronic data repository used by a plurality of parties to a transaction, the computer program causing the computer to perform the steps of:

(a) receiving a plurality of documents (received documents) from one or more parties of a plurality of parties remote from the repository and from each other;

(b) storing the received documents in the repository in an electronic format;

(c) for each first remote party of the plurality of remote parties,

providing the first remote party access to received documents within a document set corresponding to first the remote party, wherein said document set includes one or more predetermined types of said received documents,

prohibiting the first remote party from modifying any first document of the received documents in the repository, and from deleting the first document from the repository, while the first document is part of a document set of another remote party of the plurality of remote parties, and

permitting, responsively to the first remote party, a second remote party of the plurality of remote parties access, in a document set corresponding to the second remote party, to first documents that are in the document set corresponding to the first remote party, and thereafter permitting a third remote party of the plurality of remote parties access to the second documents responsively to the second remote party.

44. The carrier as in claim 43,

wherein the computer program defines a categorization of the predetermined types of the received documents within the document set corresponding to the first remote party,

wherein the computer program maintains a map that defines a correspondence between the categorization of the predetermined document types within the document set corresponding to the first remote party and the categorization of the predetermined document types within the document set corresponding to the second remote party, and

wherein, in the permitting step, the computer program applies one or more received documents included in the document set corresponding to the first remote party to the document set corresponding to the second remote party according to the map.

45. The carrier as in claim 44, wherein, following initially applying the one or more received documents included in the document set corresponding to the first remote party to the document set corresponding to the second remote party according to the map, the computer program automatically applies received documents subsequently stored in the document set corresponding to the first remote party to the document set corresponding to the second remote party according to the map.

46. The carrier as in claim 43, wherein the permitting step includes applying the received documents in the document set corresponding to the first remote party to the document set corresponding to the second remote party,

wherein each first remote party is permitted to exclude selected received documents from the document set corresponding to the first remote party, and

wherein exclusion from the document set corresponding to the first remote party of a said selected received document that has been applied to the document set corresponding to the second remote party does not exclude the applied selected received document from the document set corresponding to the second remote party.

47. A computerized method of sharing documents relating to a mortgage transaction involving a plurality of parties having different roles in the transaction, the method comprising:

(a) providing an electronic data repository that is accessible by a plurality of parties that are remote from the repository, are remote from each other and have a role in the mortgage transaction;

(b) receiving one or more documents relating to the mortgage transaction from one or more said remote parties;

(c) storing the documents received at step (b) in electronic form in the repository;

(d) permitting access to the received one or more documents by a first said remote party having a first role in the mortgage transaction;

(e) prohibiting any said remote party from modifying any document in the repository received from a remote party at step (b) and to which access is permitted at step (d); and

(f) responsively to the first remote party, permitting access by a second said remote party to one or more documents received from said first remote party at (b), wherein the second remote party has a second role in the mortgage transaction subsequent to the first role.

48. The method as in claim 47, including permitting, responsively to the second remote party, access by a third said remote party to one or more said documents received from the first remote party at (b), wherein the third remote party has a third role in the mortgage transaction subsequent to the second role.

49. The method as in claim 48, including applying a categorization of the received documents to which each remote party has access.

50. The method as in claim 49, wherein each remote party of the plurality of remote parties defines a said categorization of the received documents to which the remote party has access.

51. The method as in claim 47, including

responsively to a third said remote party, defining types of documents of the received documents that are needed to complete a first document set corresponding to the third remote party, and

automatically notifying the third remote party when the needed types of documents are stored in the repository for the first document set.

52. The method as in claim 47, including,

responsively to a third said remote party, defining types of documents of the received documents that are needed to complete a first document set corresponding to the third remote party, and

automatically notifying the third remote party if the needed types of documents are not stored in the repository for the first document set by a predefined time.