Systems, processes, and products for storage and retrieval of physical paper documents, electro-optically generated electronic documents, and computer generated electronic documents

[0002] The present application is a continuation-in-part of U.S. application Ser. No. 08/882,833, filed Jun. 26, 1997, now U.S. Pat. No. 6,236,767, which claims the benefit of U.S. Provisional application No. 60/020,902, filed Jun. 27, 1996.

[0003] Not Applicable

[0004] 1. Field of the Invention

[0005] The present invention relates to systems, processes and products for the storage and retrieval of documentary information, including: physical paper documents; corresponding electro-optically generated electronic documents, e.g. digital images produced by scanning or photography; and computer generated electronic documents, e.g. digital text produced by word processing and/or digital graphics produced by computer aided design.

[0006] 2. The Prior Art

[0007] Numerous systems and processes have been proposed for the storage and retrieval of documentary information. Traditional practices over the centuries, of course, have involved storage and retrieval by manually accessing indexed arrangements of original papers and “hard copies” in folders, boxes, shelving and cabinets. Later practices have involved photographically reducing the original papers to produce indexed miniaturizations in microfilm spools or microfiche sheets, storing the spools or sheets in indexed containers, folders or other physical repositories, and retrieving images or hard copies of the miniaturizations by optical projection or photographic reproduction.

[0008] Now there are a proliferation of proposals for digital computer systems that opto-electronically scan original papers: to create electronic representations in computer memory; to store digital records of these representations in magnetic and/or optical media; and to retrieve images or hard copies corresponding to these records electro-magnetically or electro-optically.

[0009] Recent advances in low cost computer architecture, particularly, faster clock speeds, higher resolution displays, and denser storage media, have generated discussions of whether or not a “paperless office” is possible, and, indeed, what is the meaning of “paperless office.”

[0010] Furthermore, in many cases, reference to original papers or other original physical documents, even if infrequent, may be essential. For example, original physical documents may be required or desired: (1) in litigation where specific rules of evidence pertain; (2) as backup in the event that lost or faulty images are discovered later; (3) in major commercial, financial and insurance dealings where physical signatures may be important or merely may be perceived to be important; (4) in Internet transactions where the parties do not meet legal requirements for dispensing with paper records or do not agree to do so; (5) as backup for technical graphics, precision photographs, medical diagnostics, and the like, where differences in resolution between images and originals may become significant; (6) as backup in the event of corruption of electronic files; (7) as complete copies of voluminous treatises in which only the table of contents and/or other selected portions have been imaged for convenience; and (8) in large organizations, where careful planning requires the periodic destruction of selected corresponding paper and electronic records that may bear dates prior to some legally mandated or permitted threshold, or where unnecessary paper proliferation may become a source of confusion.

[0011] Much confusion has been encountered in the implementation of systems that are based on: original paper documents themselves; imaged electronic documents of the type that are created by scanning or photographing paper documents and the like; and computer generated electronic documents of the type that are created by word processors and the like. This confusion compounds a variety of conflicts, among which are: whether to store bit maps based on simple scanning, or text resulting from optical character recognition, or both; whether or not to mix optically generated electronic documents and computer generated electronic documents; whether or not the storage of optically generated electronic image files should mirror the storage of the original paper documents; whether or not an original paper filing system should be retained without change; whether or not a system is so sophisticated that computer literate professional level operators and/or supervisors are required; and whether or not a system is so rudimentary that even entry level operators may be sufficiently trustworthy.

[0012] The foregoing problems are greatly magnified in networked systems, where difficulties may be encountered particularly in standardizing, at disparate locations, the storage and retrieval of original physical paper documents, and, sometimes, hard paper copies of electro-optically generated and computer generated documents. There is a requirement for systems: in which the physical filing of paper documents is radically simplified; in which access to infrequently needed paper documents is precisely indicated; and in which optically generated electronic documents and computer generated electronic documents are clearly differentiated.

[0013] In order to maintain clarity, the present application adopts the following definitions:

[0014] (I) physical documents (sometimes abbreviated to physical files) are defined herein as actual paper documents or actual photographs or the like, of the type that are directly visually perceptible.

[0015] (II) electronic image documents (sometimes abbreviated to image documents or image files) are defined herein as electronic files of the type that are generated electro optically by scanning or photographing physical documents such as actual paper documents, photographs, and the like. In one form, these electronic image documents are bitmap documents.

[0016] (III) electronic work documents (sometimes abbreviated to work documents or work files) are defined herein as electronic files of the type that are generated in a computer by a word processor program, a spreadsheet, a computer aided design program, or the like. In one form, these electronic work documents are PostScript documents. 5PostScript is a page description language originated by Adobe Systems, Inc.

[0017] (IV) electronic documents (sometimes referred to as electronic files) include electronic image documents and electronic work documents.

[0018] The primary object of the present invention is to provide, for the storage and retrieval of original physical documents (printed paper and photographic presentations) electronic image documents (electro-optically generated electronic documents), and electronic work documents (computer generated electronic documents): systems, processes and products, which facilitate the use of electronic documents rather than physical documents whenever feasible or acceptable, but which also facilitate the use of physical documents rather than electronic documents whenever necessary or preferred. The result is less organizational confusion and emotional frustration, and more creative use of time and resources. The systems, processes and products of the present invention are particularly advantageous in connection with simultaneously archiving and later simultaneously disposing of corresponding physical and electronic documents.

[0019] More specifically, the present invention contemplates the following features.

[0020] (1) Electronic image documents and electronic work documents, which may be completely unrelated in form or content, are acquired or produced to provide one or more real time sequences of electronic documents in one or more real time sequences of date/time instances. (2) Acquired or produced physical documents, for ultimate convenience, simply are added to the front (or the back) of one or more cumulative physical stacks. (3) The resulting electronic records, with assured precision, uniquely identify the physical locations of the physical documents and the electronic locations of the electronic documents, both in terms of their associated date/time instances. (4) In effect, these date/time instances guarantee that virtual sets of related physical documents may be conveniently accessed and physically retrieved, and that corresponding sets of related electronic documents may be immediately displayed and suitably presented. (5) Also, pursuant to any particular archive policy, these date/time instances can guarantee the joint disposal of corresponding physical and electronic documents that have been received and/or created prior to any selected date.

[0021] For a fuller understanding of the nature and objects of the present invention, reference is made to the following specification, which is to be taken in connection with the accompanying drawings wherein:

[0022] FIG. 1 illustrates a system embodying the present invention;

[0023] FIG. 1ais a flow diagram of the system of FIG. 1.

[0024] FIG. 2 illustrates a graphical user interface displaying a form with date/time indexing features and a window that presents thumbnail displays of images and views, the entries of which fall within a specific date/time interval;

[0025] FIG. 3 illustrates a graphical user interface displaying a form with date/time indexing features and an imaging window that displays a blow-up view corresponding to one of the thumbnail views of FIG. 2, the entries of which fall within a specific date/time interval;

[0026] FIG. 4 illustrates labels that are affixed to a first stream of primary and secondary repositories in accordance with the present invention;

[0027] FIG. 5 illustrates a file folder of the first stream having visual indicia specifying a date/time interval that bounds a sequence of physical paper documents of the type corresponding to the thumbnail images of FIG. 2;

[0028] FIG. 6 illustrates a box of the first stream having visual indicia specifying a date/time interval that bounds a sequence of file folders of the type corresponding to the file folder of FIG. 5;

[0029] FIG. 7 illustrates labels that are affixed to a second stream of primary and secondary repositories in accordance with the present invention;

[0030] FIG. 8 illustrates a file folder of the second stream having visual indicia specifying a date/time interval that bounds a sequence of physical paper documents of the type corresponding to the thumbnail images of FIG. 2;

[0031] FIG. 9 illustrates a box of the second stream having visual indicia specifying a date/time interval that bounds a sequence of file folders of the type corresponding to the file folder of FIG. 8;

[0032] FIG. 10 illustrates a plurality of stacks of boxes that are organized pursuant to one application of the system of the present invention;

[0033] FIG. 11 illustrates a table of a relational database that supports the system, process and product of FIG. 1;

[0034] FIG. 12 illustrates another table of the relational database referred to in FIG. 11;

[0035] FIG. 13 illustrates a further table of the relational database referred to in FIGS. 11 and 12;

[0036] FIG. 14 represents an electronic diagram that indicates relationships among the tables of FIGS. 11, 12 and 13;

[0037] FIG. 15 illustrates an electronic query based upon the electronic diagram of FIG. 14; and

[0038] FIG. 16 illustrates another electronic query based upon the electronic diagram of FIG. 14.

[0039] As shown in FIGS. 1 and 1a, the illustrated embodiment of the present invention comprises a master system 25 that includes a physical system 30 and an electronic system 32. The physical and electronic systems share a scanner 34 and a printer 36. Scanner 34 processes random sequences of paper documents 38 to produce sequences of electronic image documents 27 in sequences of date/time instances. In the present embodiment, scanner 34 processes two document streams 29 and 31 to produce two streams of electronic image documents 33 and 35. Physical documents 29 and electronic image documents 33 of the first stream are archived permanently. Physical documents 31 and electronic image documents 35 of the second stream are archived for limited date/time periods.

[0040] In the first document stream 29, date/time sequences of physical folders 42 store date/time sequences of paper documents 38 from the scanner 34, and date/time sequences of boxes 44 in turn store date/time sequences of folders 42. In the second document stream 31, date/time sequences of physical folders 46 store date/time sequences of paper documents 38 from the scanner 34, and date/time sequences of boxes 48 in turn store date/time sequences of physical folders 46. The destination of folders 42 and boxes 44 of the first stream 29 is location 37, designated Location A. The destination of folders 46 and boxes 48 of the second stream 31 is location 39, designated Location B. The physical folders and boxes typically are constructed from inexpensive materials, for example, cardboard, plastic or the like.

[0041] As is shown in FIG. 4, the physical visual indicia are in the form of pressure sensitive labels 52 and 54, which are removably mounted on the plastic coated faces of carrier sheets 56 and 58, respectively. As shown in FIG. 5, when label 52 is peeled from carrier sheet 56 and applied to folder 42, printed indicia 60 and 62 indicate the start and finish of the range of date/time instances of the paper documents therewithin, and additionally their physical destination, Location A. As shown in FIG. 6, when label 54 is peeled from carrier sheet 58 and applied to box 44, printed indicia 64 and 66 indicate the start and finish of the range of date/time instances of the folders therewithin, and additionally their physical destination, Location B.

[0042] As is shown in FIG. 7, the physical visual indicia are in the form of pressure sensitive labels 70 and 72, which are removably mounted on the plastic coated faces of carrier sheets 74 and 76, respectively. As shown in FIG. 8, when label 70 is peeled from carrier sheet 74 and applied to folder 46, printed indicia 78 and 80 indicate the beginning and ending of the range of date/time instances of the paper documents therewithin, and additionally the physical destination, location B 37, of the relevant document stream. As shown in FIG. 9, when label 72 is peeled from carrier sheet 76 and applied to box 48, printed indicia 82 and 84 indicate the beginning and ending of the range of date/time instances of the folders therewithin, and additionally the physical destination, location B 37, of the relevant document stream.

[0043] As shown in FIG. 10, distinguishably marked boxes 44 and 48 are stored on shelves 50 and 51 in physical locations A and B, respectively. Location A receives those physical documents that are to be archived permanently, and location B receives those documents that are to be archived for limited periods of time.

[0044] In one embodiment of the present invention, the different documents of the sequential batches are separated by slip sheets, which are imprinted with applicable date/time instances by printer 36. The integrity of any designated stack is maintained by monitoring the physical storage and retrieval of any processed document to and from that stack.

[0045] As shown in FIG. 1, electronic system 32 includes a workstation 86 and an electronic storage 88. Workstation 86 is operatively connected to scanner 34 for transmission to the scanner of control signals that synchronize the production of date/time instances, and that receive, from the scanner, data signals representing electronic image documents and their date/time identifiers. Workstation 86 is operatively connected to electronic storage 88 for transmission to and retrieval from electronic storage 84 of control and data signals that represent electronic documents, and their date/time identifiers.

[0046] As shown in FIG. 2, electronic image documents 33 and 35 are assembled by electronic system 32 as a date time sequence of electronic image documents 41. Also, under the control of any of a variety of word processor, fax, computer aided design (CAD), and e-mail programs, computer 86 produces a date/time sequence of electronic work documents 43. Electronic image documents 42 and electronic work documents 43 are assembled by electronic system 32 as a date/time sequence of electronic documents 47. Electronic documents 45 are assembled by electronic system 32 in a relational database 47, to be described in detail below. Electronic work documents 43 include electronic image documents in any of various bitmap, vector, text or other formats, such as the PDF (Portable Document Format) format promulgated by Adobe Systems, Inc., or the XML (Extensible Markup Language) format promulgated by Microsoft Corporation, among others.

[0047] As shown in FIGS. 2 and 3, workstation 86 can present the electronic documents 45, generated by scanner 34 and computer 86, as thumbnail views 90 or blow-up views 92. Workstation 86 is operatively connected to printer 36 for transmission to and receipt from the printer of control signals, and for the production of visual materials. These visual materials include labels 52, 54, 70 and 72, as well as read-outs of logical sets of records that are retrieved from relational database 47.

[0048] Relational database 47 includes tables, which are Shown in FIGS. 11, 12 and 13. The fields of these tables are described in the following schedules.

[0049] As will be seen in FIG. 14, the following relational links exist among Tables 1, 2 and 3 of FIGS. 11, 12 and 13, above. The Entity_Code MANY (secondary) field of Table 1 is linked to the Entity_Code ONE (primary) field of Table 2. The Project_No MANY (secondary) field of Table 1 is linked to the Project_No ONE (primary) field of Table 3.

[0050] Preferably, a date/time instance value in the Entry_Date/Time field of Table 1 is automatically generated by the system during scanning or computer generation. In one form, this value is in terms of year, month, day, hour, minute, second, and fractions of second, i.e., yy, mm, dd, hh, nn, ss, ff. In another form, this value is in terms of year, month, day, hour, minute and sequential integers, i.e., yy, mm, dd, hh, nn, ii. The timing is arranged so that each electronic document (image or work) is uniquely identified at the moment of its acquisition or creation by entry of a date/time instance or a date/time instance that includes an integer.

[0051] The system, processes and products of the present invention operate as follows. Electronic image documents 41 and electronic work documents 43 are acquired or produced to provide one or more real time sequences of electronic documents 45 in one or more real time sequences of date/time instances 52, 54, 70, 72. Acquired or produced physical documents simply are added to the front (or the back) of one or more cumulative physical stacks 29, 31. The resulting electronic records, as shown in Tables 1, 2 and 3 (FIGS. 11, 12 and 13), uniquely identify the physical locations of the physical documents 38 and the electronic locations of the electronic documents 45, both in terms of their associated date/time instances. These date/time instances guarantee that virtual sets of related physical documents 38 may be readily located and conveniently retrieved, and that corresponding sets of related electronic documents 45 may be immediately displayed and suitably reported. Pursuant to any particular archive policy, these date/time instances guarantee the joint disposal of corresponding physical and electronic documents, which are scheduled for disposal on any selected archival termination date.