Document management system having automatic notifications

• US 8,539,334 B2
• Filed: 08/21/2007
• Issued: 09/17/2013
• Est. Priority Date: 12/27/2000
• Status: Active Grant

• Current Assignee: TractManager, Inc. (VCS Holdco LLC)
• Original Assignee: TractManager, Inc. (VCS Holdco LLC)
• Inventors: Jeffery, Scott R., Rizk, Thomas A.
• Primary Examiner(s): Hong, Stephen
• Assistant Examiner(s): Vaughn, Gregory J
• Application Number:
  US11/842,945
• Publication Number:
  US 20070283267A1
• Time in Patent Office: 2,219 Days
• Field of Search: 715/200, 715/221, 715/222, 715/223, 715/226, 715/230, 715/243, 715/254
• US Class Current: 715/226
• CPC Class Codes: G06F 16/22 Indexing; Data structures therefor; Storage structures
• CPC Class Codes: G06F 16/345 Summarisation for human users
• CPC Class Codes: G06F 16/93 Document management systems
• CPC Class Codes: G06F 16/9562 Bookmark management
• CPC Class Codes: G06Q 10/10 Office automation; Time management

Abstract

A method for storing, organizing and providing remote electronic access to documents. A cover sheet including a standard set of identification data characterizing each document is developed and stored. A digital version of each document is created and stored by scanning each contract. Each digital version includes a scanned image and a searchable text file, wherein the text is overlaid with the image. An index of bookmarks identifying sections of the digital version of each document is generated. Selected fields of information are captured from the digital version of the document. The documents are organized and cross-referenced in a database that includes the captured information and additional information related to each document. Designated parties are alerted of critical dates associated with each document. Remote electronic access to the documents is provided over the internet.

Claims

1. A system for automatically generating one or more alerts from dates contained in a digitally-stored document that is scanned from a physical document, the system comprising:

a memory storing computer-executable instructions of;

a receiving component for receiving a plurality of digitally-encoded images generated by optically scanning a physical document that includes one or more dates;

an optical character recognition component to analyze the plurality of digitally-encoded images of the document and generate searchable text corresponding to the document;

a docketing component to programmatically analyze the searchable text to identify the one or more dates included in the physical document, store the identified one or more dates in association with the digitally-encoded images of the document, and receive an indication of a user that should receive an alert regarding the stored one or more dates; and

a notification component for automatically sending the user an alert for at least one of the stored one or more dates, at a predetermined interval of time prior to the occurrence of the at least one date, wherein the alert reminds the user of the upcoming date as well as provides an indication of the document that is associated with the date; and

a processor for executing the computer-executable instructions stored in the memory.

2. The system of claim 1, wherein the document is a contractual document.

3. The system of claim 2, wherein the at least one date is an expiration date associated with the contractual document.

4. The system of claim 1, wherein the document includes a coversheet.

5. The system of claim 1, wherein the notification component further sends the user a second alert for the at least one date, the second alert being sent at a second time prior to the occurrence of the at least one date.

6. The system of claim 1, wherein the notification component further sends the user a final alert for the at least one date, the final alert being sent on the at least one date.

7. The system of claim 1, wherein the notification component further sends the user a plurality of alerts for the at least one date, the plurality of alerts being sent at designated times prior to the occurrence of the at least one date.

8. The system of claim 7, wherein the plurality of alerts are sent at regular intervals.

9. The system of claim 7, wherein the plurality of alerts are sent with increasing frequency as the at least one date approaches.

10. The system of claim 7, wherein the designated times may be specified by a user.

11. The system of claim 1, wherein the docketing component receives an indication of one or more additional users that should receive an alert associated with the stored one or more dates, and the notification component sends the one or more additional users an alert for at least one of the stored one or more dates.

12. A method in a computing system of automatically generating one or more alerts from dates contained in a digitally-stored document that is scanned from a physical document, the method comprising:

optically scanning a physical document that includes one or more dates to generate a plurality of digitally-encoded images of the document;

performing optical character recognition on the plurality of digitally-encoded images of the document to generate searchable text corresponding to the document;

analyzing the searchable text to identify the one or more dates included in the physical document;

storing the identified one or more dates in association with the digitally-encoded images of the document;

receiving an indication of a user that should receive an alert regarding the stored one or more dates; and

automatically sending the user an alert for at least one of the stored one or more dates, at a predetermined interval of time prior to the occurrence of the at least one date, wherein the alert reminds the user of the upcoming date as well as provides an indication of the document that is associated with the date.

13. The method of claim 12, wherein the document is a contractual document.

14. The method of claim 13, wherein the at least one date is an expiration date associated with the contractual document.

15. The method of claim 12, wherein the document includes a coversheet.

16. The method of claim 12, further comprising sending the user a second alert for the at least one date, the second alert being sent at a second time prior to the occurrence of the at least one date.

17. The method of claim 12, further comprising sending the user a final alert for the at least one date, the final alert being sent on the at least one date.

18. The method of claim 12, further comprising sending the user a plurality of alerts for the at least one date, the plurality of alerts being sent at designated times prior to the occurrence of the at least one date.

19. The method of claim 18, wherein the plurality of alerts are sent at regular intervals.

20. The method of claim 18, wherein the plurality of alerts are sent with increasing frequency as the at least one date approaches.

21. The method of claim 12, wherein the designated times may be specified by a user.

22. The method of claim 12, wherein the searchable text is analyzed by a user to identify one or more dates in the document.

23. The method of claim 12, wherein the searchable text is programmatically analyzed to identify one or more dates in the document.

24. The method of claim 12, further comprising:

receiving an indication of one or more additional users that should receive an alert associated with the stored one or more dates; and

sending the one or more additional users an alert for at least one of the stored one or more dates.

25. A non-transitory computer-readable medium containing instructions for execution on a computer that automatically generate one or more alerts from dates contained in a digitally-stored document that is scanned from a physical document by:

receiving a plurality of digitally-encoded images generated by optically scanning a physical document that includes one or more dates;

performing optical character recognition on the plurality of digitally-encoded images of the document to generate searchable text corresponding to the document;

programmatically analyzing the searchable text to identify the one or more dates included in the physical document;

storing the identified one or more dates in association with the digitally-encoded images of the document;

receiving an indication of a user that should receive an alert regarding the stored one or more dates; and

automatically sending the user an alert for at least one of the stored one or more dates, at a predetermined interval of time prior to the occurrence of the at least one date, wherein the alert reminds the user of the upcoming date as well as provides an indication of the document that is associated with the date.

26. The non-transitory computer-readable medium of claim 25, wherein the document is a contractual document.

27. The non-transitory computer-readable medium of claim 26, wherein the at least one date is an expiration date associated with the contractual document.

28. The non-transitory computer-readable medium of claim 25, further comprising sending the user a second alert for the at least one date, the second alert being sent at a second time prior to the occurrence of the at least one date.

29. The non-transitory computer-readable medium of claim 25, further comprising sending the user a plurality of alerts for the at least one date, the plurality of alerts being sent at designated times prior to the occurrence of the at least one date.

30. The non-transitory computer-readable medium of claim 29, wherein the plurality of alerts are sent at regular intervals.

31. The non-transitory computer-readable medium of claim 29, wherein the plurality of alerts are sent with increasing frequency as the at least one date approaches.

32. The non-transitory computer-readable medium of claim 29, wherein the designated times may be specified by a user.

33. The non-transitory computer-readable medium of claim 25, further comprising:

receiving an indication of one or more additional users that should receive an alert associated with the stored one or more dates; and

sending the one or more additional users an alert for at least one of the stored one or more dates.