HK1055811B

HK1055811B - Apparatus and method for digital filing

Info

Publication number: HK1055811B
Application number: HK03107919.0A
Authority: HK
Inventors: W. Irons Steven
Original assignee: 影像标记公司
Priority date: 1999-11-08
Filing date: 2000-11-08
Publication date: 2009-12-11

Description

Apparatus and method for digital archive related applications

This application is a currently pending U.S. patent application filed 12/27 of 1998 and having a continuation of serial No. 09/001,228.

Technical Field

The present invention relates generally to document management, and more particularly to systems and methods for retrieving, imaging, storing and retrieving paper-based documents.

Background

While most modern computer systems can be used for business, educational, and entertainment purposes, today the most widespread use of computers involves processing information. Word processing, page design, databases, spreadsheet and desktop publishing applications are all used to produce and disseminate information throughout the society. The increased value of computer systems and computer networks, such as the internet, have constituted vast repositories of information for a vast majority of our population. Indeed, as widely discussed in mass media, modern computer systems have brought our world into the "information age".

One of the fronts of the information age introduced by these ubiquitous computer systems is the emergence of a "paperless" society. Theoretically, computers can free the world from a flood of paper that generally impedes the circulation and management of information. Computer-based systems with advanced information processing capabilities could conceivably exchange electronic information instantaneously from one location to another without the need for "copies". Indeed, many businesses have employed targeted computer systems in order to eliminate or at least greatly reduce the seemingly endless flow of paper into and out of the office. Reducing the burden of paper-based information has been a broad goal. The fact is, however, that today we have more paper-based information than ever before, the labor cost of processing documents, the storage complexity of documents, and the interdependent copies in our society.

In fact, dream in paperless society remains a line of faint eosin in the exhausted eye of contemporary information workers. A ream of paper continues to be stacked on a work bench and fills the filing cabinet to overflow the offices around the world. Even more likely, the increasing number of computers has exacerbated the rapidly growing paper stream of our society. In information systems for the public, computers have caused an increasing number of people to continuously produce increasing amounts of paper, which must be read and processed somewhere in order to be utilized.

It is estimated that businesses worldwide generate 2 trillion pages of documents each year. In addition, despite the proliferation of computer systems and computer users, it is estimated that less than 25% of the information used in the world today is available in computer access formats. The office staff spends an average of 10% -40% of the time querying the information, many of which are paper-based. And each $ 1 a paper document is spent producing, $ 10 is spent processing and storing that document. In the event that these merchants cannot effectively manage paper-based information, the paperwork driving the real world of most merchants and institutions is slowly choking on some of these output because these merchants cannot manage paper-based information as effectively as possible.

In view of this problem, attempts have been made to better manage and control paperwork that flows into the information stream on a daily basis. Some of the solutions previously implemented are based on the idea of surrounding the direct generation, storage, and access of electronic images in a computer system, while completely bypassing the copy. This solution is only significant if a company or organization is able to fully achieve tight control over the generation and use of the entire document and thus in some cases effectively reduce paper flow. However, most of the paper load in a certain establishment is directly due to the paper-based documents produced from an external source. This means that most merchants and institutions, regardless of their internal architecture, still accept and process paper-based information.

Other known solutions include document imaging systems that can scan paper-based documents and store/recover the resulting electronic image. Although many different document image systems have been commercialized since the end of the 80's 20 th century, none have gained wide acceptance. While the determinable burden of paper information storage, access and management is well known and subject to consistent reprimation, document imaging systems have not been widely accepted as an alternative to conventional document cabinets. Present document imaging systems take up less than 1% of paper archive. File cabinets continue to fill up, bench paper stacks continue to grow, and many business processes and benches remain paper-germane. International Data Corporation (IDC) estimated that U.S. commerce spent $ 250-350 billion dollars in archiving, storing, and restoring files in 1977. This figure is close to $ 1000 billion when calculating the paper management cost for the total life cycle, as estimated by International Data Company (IDC).

Despite the problems and expense associated with paper, a key reason for continuing preference for paper-based document management over electronic document imaging systems is a fundamental obstacle to the large-scale adoption of imaging technology in the workplace. Basically, the lack of an efficient, cost-effective, adaptable method to drive paper through the scanning and retrieval process continues to thwart most institutional attempts to employ a wide-spread document imaging approach. The lack of a simple, office-automation platform for image capture and retrieval remains a major barrier to widespread use of document imaging.

Document capture (scan and retrieve) subsystems are typically the most expensive, labor intensive, time consuming, and error prone part of traditional document imaging approaches. To be effective, the paper to digital conversion system must address at least the following activities: merging the files; scanning and preparing a file; carrying out batch processing on files; scanning a file; controlling the scanning quality; pre-commit image cache; searching a file; updating a database; and permanent image storage. Conventional document imaging systems create an input assembly line of process workers, hardware, software, and related network activities to accomplish these tasks. They require network caching and in-process image transmission, a search station with a large screen monitor that facilitates keystrokes on the screen, and ergonomic control of the entire file input process. The expensive integrated systems developed for these requirements typically institute a rigorous approach to targeted, high volume, organized paper flow. Because custom document input subsystems prove to be correct and built for targeted business applications, they do not adapt well to other, diverse document imaging needs, smaller workgroup archiving systems, or specific archiving systems. Unfortunately, the diverse, smaller workgroup archives and the particular archiving system represent a large number of paper archives. The document input assembly line paradigm does not match well with many existing paper transports and archiving patterns established in most businesses and institutions.

For example, most conventional document imaging systems operate a central input device with dedicated scanning and retrieval equipment and personnel. In this scenario, paper-based documents are collected into an "imaging" section where document imaging workers identify, batch, organize, prepare, scan, and retrieve the documents. While such a system is effective for imaging large, organized paper streams, it is intuitively opposite to the use and natural flow of files in most offices, and therefore cannot be applied. Most office workers receive a paper-based document on their desk and wish to use it, and then archive it so that they or their colleagues can quickly retrieve the document when necessary. The original user of a document is usually the most qualified person to retrieve. The central control and configuration of the document draws office staff from their information sources and separates into two entities.

In addition, many of these conventional document imaging systems also require expensive new equipment and training of new personnel in order to be able to truly manage and process the incoming paper-based documents. This requirement adds a cost barrier that many organizations cannot overcome. In addition, many currently utilized document imaging systems use proprietary software for the purpose of generating, storing, and using document images. These systems, by design, limit readers' access to electronic images within the proprietary document imaging system and thus reduce the possibility of exchanging documents with other systems and external entities that may need to access certain documents.

The challenges of adopting and implementing paper-to-digital image methods are not limited to the mechanics and technology of the document image capture method. Conventional document imaging techniques also introduce significant changes to the overall document flow in the user's desktop and business processes. As previously mentioned, in a maximum-size document imaging environment, end-users are out of the full imaging/retrieval process and do not control their own document flow or configuration. Since solutions to the problem from paper to digital documents are truly effective, end users must feel agreeable and must accept the new method. The use of coefficients by users is important because, although the burden associated with handling paper is inherent and recognized, the changes involved in using and implementing document imaging systems are widely spread and can be explosive.

In general, the successful implementation of the approach from paper to digital documents, and the subsequent successful adoption by users, relies heavily on proposing at least the following basic questions:

is there a significant increase in the cost and effort involved in image input methods as opposed to conventional paper archiving? If so, is it worth increasing the cost for use?

Can the system blend with and take full advantage of traditional paper during the life of the information and can the user make a preference for each medium (paper and image)?

Can the electronic solution improve the existing paper information management method that is activated when the paper arrives at the workstation?

Is the user easy to learn and adapt to new ways of archiving (digital)?

As a departure point, will the new system display the distance from the existing paper methods and office automation resources?

Once these problems are successfully located, an acceptable solution can be developed and adopted. However, without better systems and methods for overcoming the significant limitations of existing document retrieval, imaging, storage, retrieval and processing systems, the world will increasingly rely on older, continually decreasing productivity solutions.

Disclosure of Invention

In accordance with a preferred embodiment of the present invention, an apparatus and method for a digital filing system is disclosed. In this regard, digital archiving refers to the efficient management of paper-based information from information received through the desktop of the retrieval, scanning, image storage, and image restoration processes. Using a system that combines many existing office resources, the preferred embodiment of the present invention provides for the smooth and efficient retrieval, imaging, storage, retrieval and management of paper-based documents, their conversion into electronic documents. The proposed system and method implements a desktop approach to digital archiving that can be utilized by each worker. Uniquely, the digital filing system of the present invention also allows a user to retrieve and mark documents prior to scanning/imaging using a dedicated desktop marking mechanism or pre-printed marks, where each mark contains a globally unique document identifier. Most preferred embodiments of the present invention utilize individual pre-printed indicia dispensed from an "eject" dispensing mechanism. Alternatively, a desktop label printer or desktop labeling mechanism may be included to generate the label as desired.

By providing individuals with the ability to quickly and conveniently control the identification, retrieval, and storage of paper-based documents on their desks, the images of these documents can be effectively assimilated by almost any work environment. By indexing paper-based documents prior to scanning, a document manifest is created at the earliest possible time, in an effort to extend the integrity and image control of the document. The pre-scan retrieval provides the necessary information for generating a globally unique file identifier prior to the scanning and storage activities and for using the information contained in the pre-printed label to carry this information through the scanning process. This simplifies subsequent scanning and storage procedures, reduces system and operating costs, improves integrity and security, and enables file repository transfer and easy access by non-proprietary methods for open image archiving systems. This approach also enables virtually and logically independent retrieval, scanning, and storage operations. Finally, because the system eliminates the dependence on traditional proprietary software, the configuration cost is substantially reduced over previously employed methods.

Drawings

Preferred embodiments of the present invention will hereinafter be described in conjunction with the appended drawings, wherein like designations denote like elements, and:

FIG. 1 is a block diagram of a digital archive device for retrieving, imaging, storing and retrieving documents in accordance with a preferred embodiment of the present invention;

FIG. 2 is a block diagram of a computer suitable for use with the apparatus of FIG. 1;

FIG. 3 is a perspective view of a desktop document indicia printing mechanism according to a preferred embodiment of the present invention;

FIG. 3a is a perspective view of a desktop document marking mechanism according to a preferred embodiment of the present invention;

FIG. 3b is a perspective view of a desktop label dispenser for dispensing pre-printed labels according to a preferred embodiment of the present invention;

FIG. 3c is a perspective view of a desktop label dispenser for dispensing pre-printed labels according to a preferred embodiment of the present invention;

FIG. 3d is a perspective view of a desktop label dispenser for dispensing pre-printed labels in accordance with another preferred embodiment of the present invention;

FIG. 3e is a perspective view of a desktop label dispenser for dispensing pre-printed labels in accordance with another preferred embodiment of the present invention;

FIG. 4 is an exemplary mark generated by the desktop marking printer of FIG. 3 or the document marking mechanism of FIG. 3 a;

FIG. 4a is an exemplary mark dispensed by the desktop mark dispenser of FIGS. 3c, 3d and 3 e;

FIG. 4b is an exemplary mark dispensed by the desktop mark dispenser of FIG. 3 b;

FIG. 4c is a perspective view of a pad of pre-printed indicia dispensed by the dispenser shown in FIG. 3 b;

FIG. 4d is a perspective view of a roll of pre-printed indicia dispensed by the dispenser shown in FIGS. 3d and 3 e;

FIG. 5 is a generalized illustration of a file naming and tagging convention in accordance with a preferred embodiment of the present invention;

FIG. 6 is a specific illustration of a file naming and labeling convention in accordance with a preferred embodiment of the present invention;

FIG. 6a is a specific illustration of a marker according to a preferred embodiment of the present invention;

FIG. 7 is a flow chart for processing a paper-based document according to a preferred embodiment of the present invention;

FIG. 7a is a flow chart of processing a paper-based document according to another preferred embodiment of the present invention;

FIG. 7b is a flow chart of processing a paper-based document according to another preferred embodiment of the present invention;

FIG. 8 is a screen shot of a user interface for storing files using a digital filing system in accordance with a preferred embodiment of the present invention;

FIG. 9 is a screen shot of a user interface for restoring files using a digital filing system in accordance with a preferred embodiment of the present invention;

FIG. 10 is a block diagram of an image retrieval and storage system according to a preferred embodiment of the present invention;

fig. 11 is a perspective view of a folding outbask according to a preferred embodiment of the present invention;

FIG. 12, FIG. 13 and FIG. 13a are simplified views of a user interface that can dynamically change the size of digital images of paper-based documents and rotate the images in accordance with a preferred embodiment of the present invention;

figure 14 is a sketch representing the function of an automatic rotation mechanism in accordance with a preferred embodiment of the present invention;

FIG. 15 is a sketch of an audit/action mechanism suitable for use with the preferred embodiment of the present invention; and

FIG. 16 is a screen shot of a user interface for synchronizing globally unique file identifiers according to a preferred embodiment of the present invention.

Detailed Description

In a digital archive system, the present invention provides a simple and efficient way to store and retrieve files. Using the preferred embodiments of the present invention, an integrated system for storing, managing, and retrieving digital images of paper-based documents can be achieved.

Digital filing systems and methods of the present invention provide a complete solution for retrieving documents, imaging/scanning documents, storing documents, and retrieving documents. By implementing the present invention, users can quickly and conveniently manage paper-based documents in any business environment. The digital filing process involves receiving a paper-based document, retrieving the document at a user workstation, attaching a globally unique document identifier to the document, imaging/scanning the document, extracting the globally unique document identifier from the indicia, and electronically storing the document with the document identifier contained in the indicia and user-provided retrieval information. This method enables imaging of general documents using public office facilities and is suitable for various preferences of paper-based document disposition.

In addition, additional benefits can be obtained by applying a pre-printed, globally unique document identifier to the paper-based document prior to scanning. For example, all paper-based documents can become self-managing in the image processing cycle from the present scanning moment. This allows the retrieval, scanning, storage, and recovery processes to be physically and logically separated. Finally, in the case of pre-printed indicia, the nature of the globally unique file identifier allows the indicia to be attached to different types of files without any predetermined relationship between the file, the file content, and the pre-printed indicia. As an alternative to the most preferred embodiment of the present invention, a batch cover sheet containing a globally unique document identifier may be printed and used with a paper-based document to accomplish the same purpose.

Referring now to fig. 1, a digital filing system 100 according to a preferred embodiment of the present invention includes: a computer 200; a desktop marker dispenser 202; an optional folding out basket 203; a document input mechanism 110; an image storage mechanism 130; and a communication connection 120. Taken together, digital filing system 100 provides office workers with a way to retrieve, store, and manage paper-based documents, regardless of their origin.

Desktop label dispenser 202 is a specialized device that is capable of dispensing pre-printed labels that will typically contain a computer-readable file identifier and/or a bar code along with corresponding human-readable information (i.e., eye-recognizable content). The document identifiers may be implemented as bar codes, which in the most preferred embodiment are pre-printed on the indicia contained in the desktop indicia dispenser 202, and those bar codes are compatible with certain industry-adopted bar code standards such as: inter 2 of 5, code 39, code 138, PDF417, or other high density symbology. Alternatively, a proprietary or custom bar code symbology may be used.

Various marker dispensers are further described below in conjunction with fig. 3b, 3c, 3d, and 3 e. Alternatively, a desktop label printer or desktop labeling mechanism (shown in fig. 3 and 3 a) may be used to print the labels as desired. If a desktop label printer or desktop labeling mechanism is used to generate globally unique file identifiers and/or labels containing globally unique file identifiers, it may replace desktop label dispenser 202 shown in FIG. 1 and may be connected using any serial, parallel, industry standard, or other computer. On the other hand, in certain preferred embodiments of the present invention, the desktop label dispenser 202 may be used in conjunction with a desktop label printer or a desktop labeling mechanism. The use of a desktop label printer or a desktop label mechanism is described below in conjunction with fig. 3 and 3 a. Regardless of the method used to create the indicia, each indicia will contain a globally unique document identifier that identifies the paper-based document to which the indicia is applied. A preferred embodiment of one representative marker is further described below in conjunction with fig. 4, 4a, and 4 b.

Folding out basket 203 is an optional accessory that can be effectively used with system 100. The folding out basket 203 is provided as a physical desktop storage and staging location for retrieving, storing and transporting paper-based documents after they have been retrieved and marked by a user. For batch scanning at predetermined time periods or on a desired basis, paper-based documents are staged in a folding basket during the present time and then transported to a central scanning location. The folding-out basket 203 is described in more detail below in conjunction with fig. 11. In addition to folding out basket 203, additional system components such as collection and storage boxes/bins may be provided. These collection and storage boxes can hold paper-based documents stored in the multi-fold basket 203 and enable their use for transport and archiving after they are imaged using the system 100.

Document input mechanism 110 is any type of device capable of scanning and imaging a document. For paper-based documents, flatbed scanners, drum scanners, digital copiers, facsimile machines, multifunction copiers ("mopiers"), and the like, are all examples of document input mechanisms 110 used in various embodiments of the present invention. The purpose of the document input mechanism 110 is to scan/image paper-based documents, as well as to create computer files containing digital images of the paper-based documents. This file is then stored in image storage mechanism 130. In addition, digital transmission such as e-mail, facsimile, etc. can also be considered as various forms of the document input mechanism 110. If the document is already a digital image, there is no need to scan the document and the image may be stored according to the method described below with reference to FIG. 7, FIG. 7a or FIG. 7 b.

Image storage mechanism 130 represents a large-scale secondary storage for storing images scanned/imaged by document input mechanism 110. Various components such as hard disk drives, recordable CD-ROM/DVD drives and music boxes, tapes, and other devices known to those skilled in the art may be used to implement image storage mechanism 130. Digital document images captured by document input mechanism 110 may be transferred to image storage mechanism 130 via communication connection 120. The digital file images stored in image storage mechanism 130 may be transferred to computer 200 via communication connection 120. Image storage mechanism 130 may comprise a removable, transportable image storage medium such as a magneto-optical medium, a DVD disk, or a CD-ROM disk.

The communication connection 120 may be any suitable computer communication connection or communication mechanism, whether now known or later developed, including a hardwired connection, an internal or external bus, a telephone access connection via modem or high speed T1 line, infrared or other wireless communication, computer network communication over the internet or an internal network (e.g., "intranet") via a wired or wireless connection, or any other suitable connection between a computer and a computer component. It should be noted that the communication connection 120 portion may be a dial-up telephone connection, a broadcast cable transmission line, a digital subscriber line, a one-wire line, or similar common access medium. Computer 200 is further described below in conjunction with FIG. 2.

In operation, the paper-based document is accepted by the user system 100. The user will use the system 100 to retrieve the document. Retrieving a file is the process of assigning "metadata" whereby the file and/or the content of the file is described and a computer is used to capture the metadata. The metadata, or retrieved information, is stored in a record in the image retrieval database at the retrieval point. The system 100 generates or coordinates a globally unique image file identifier of a paper-based document at the time of its retrieval. Since the system 100 tracks each unique document identifier, it can be preprogrammed with a series of preprogrammed document identifiers. This sequence will exactly match the pre-printed marking sequence. Thus, a user can load indicia containing a globally unique document identifier in the indicia dispenser 202 into a paper-based document. Because the system 100 tracks file identifiers, the file identifiers on the tags can be matched with the file identifiers of the next sequence utilized by the system 100.

Since the two file identifiers match, typically by indexing, the globally unique file identifier is used to efficiently connect the file image to the database, facilitating the retrieval of subsequent file images. Alternatively, the computer 200 communicates with a desktop marking printer, which produces a marking of a paper-based document that contains a globally unique document identifier and any other descriptive information for authenticating the document, or prints the globally unique document identifier directly onto the document using a desktop marking mechanism. In any case, software associated with the system 100 provides the ability to "automatically add" file identifiers, automatically generating or synchronizing the next identifier with the next identifier printed on the pre-printed label.

After the globally unique document identifier has been added to the first page of the paper-based document, the document may be stored in folding basket 203 until ready to be introduced into system 100 using document input mechanism 110. In certain preferred embodiments of the present invention, rather than loading a globally unique document identifier on the first page only, a separate identifier may be loaded on each page of the paper-based document prior to scanning. When the paper-based document is later scanned, an image of the paper-based document (containing a globally unique document identifier) is generated and a predetermined document identifier is extracted. After imaging/scanning, the paper-based documents are stored in a default storage location, such as the image repository of image storage mechanism 130, with pre-generated document identifiers being the basis for naming the image documents, thereby linking the document images to the database records in the image index. In certain embodiments of the present invention, the globally unique file identifier will be the file name, or will constitute the basis for generating a file name for naming the digital image of the paper-based document.

Communication connection(s) 120 provide communication between components of system 100 and enable transfer of file images between devices. In this manner, a user can quickly and conveniently gain access to the electronic image of the paper-based document. Examples of communication connection 120 include a Local Area Network (LAN), an intranet, or the Internet. The connection provided by communication connection 120 may also be wireless. Communication connection(s) 120 logically connect together the physical components of system 100 regardless of their physical proximity. This is particularly important because in many preferred embodiments of the present invention, it is contemplated that computer 200, file input mechanism 110, and image storage mechanism 130 may be geographically remote and that the retrieval process, scanning/imaging process, and storage process will occur sequentially but will operate independently. By marking the document prior to scanning, and by pre-establishing the image identifier and including the identifier in the mark, this approach eliminates the need for any other communication or direct connection between the retrieval, scanning, and storage processes.

When and because of necessity, paper-based document images carry the information necessary for the linking retrieval, scanning, and storage processes. In addition, once the paper-based document is scanned, a more secure process can be provided to the digital image of the paper-based document by associating or assigning a certain set of pre-printed indicia containing a unique document identifier to an individual or group of individuals. By examining the relationships between identifiers extracted from a digital image, the "ownership" of the digital image can be established without further human intervention. Access to the digital images may then be controlled as desired.

As previously mentioned, while it is originally contemplated that incoming paper-based documents may be processed, it is also contemplated that incoming electronic documents (e-mail, documents downloaded from the Internet, etc.) may also be retrieved and stored with system 100. In the case of electronic documents, scanning/imaging of the document need not be performed. In the case of electronic documents, a mark containing a globally unique document identifier can be printed directly on the first page of the document. The document identifier can then be used to link the document image to a database containing document image metadata when the document is subsequently scanned. This is particularly useful in situations like delivery receipts, where invoices are made by a company, delivered, signed at the time of delivery, and then returned to the point of origin for proof of delivery.

Referring now to FIG. 2, a computer 200 consistent with a preferred embodiment of the present invention is an IBM compatible personal computer system. However, those skilled in the art will appreciate that the methods and apparatus of the present invention apply equally to any computer system, regardless of whether the computer system is a complicated multi-user computing apparatus or a single user, such as a personal computer or a workstation. In particular, it is contemplated that a handheld computer or handheld computing device may implement all or substantially all of the functionality described in connection with the computer 200.

Computer 200 suitably includes at least one Central Processing Unit (CPU) or processor 210, a main memory 220, a memory controller 230, a secondary memory interface 240, and a terminal interface 250, all connected by a system bus 260. It is noted that various modifications, additions, or deletions may be made to the computer 200 illustrated in FIG. 2, such as the addition of a cache memory or other peripheral device, while remaining within the scope of the present invention. For example, computer 200 will also include a monitor or other display device (not shown) connected to system bus 260. Alternatively, it is contemplated that the computer 200 may be a terminal without a CPU connected to a network as a Network Computer (NC). In that case, the responsiveness and functionality of CPU 210 will be assumed to be performed by some other device on the network. FIG. 2 is not an exhaustive illustration of any particular computer system or configuration, but it simply depicts the salient features of one preferred embodiment of the computer system 200.

The processor 210 performs the computing and control functions of the computer 200 and may comprise a single integrated circuit, such as a microprocessor, or may comprise any suitable number of integrated circuit devices and/or circuit boards to cooperate in performing the functions of the processor. Processor 210 typically executes and runs under the control of an operating system 222 within a main memory 220.

The secondary storage interface 240 allows the computer 200 to store and retrieve information from secondary storage devices, such as the image storage mechanism 130, a magnetic disk drive (e.g., hard or floppy disk), or an optical storage device (e.g., CD-ROM). One suitable storage device is a Direct Access Storage Device (DASD) 270. As shown in FIG. 2, DASD270 may be a floppy disk drive that can read programs and data from floppy disks 280. It is important to note that: while the invention has (and will continue to be) described in terms of a fully functional computer system, those skilled in the art will appreciate that the various mechanisms of the invention are capable of being distributed as a program product in a variety of forms, and that the invention applies equally regardless of the particular type or location of signal carrier used to actually carry out the distribution. Examples of signal carriers include: recordable type media such as floppy disks (e.g., disk 280) and CD-ROMS and transport type media such as digital and analog communications connections, including wireless communications connections.

The memory controller 230 is responsible for moving the required information from the main memory 220 and/or to the processor 210 through the secondary memory interface 240, using a processor (not shown) separate from the processor 210. Although the memory controller 230 is shown as a separate entity for illustrative purposes, in fact, those skilled in the art will appreciate that portions of the functionality provided by the memory controller 230 may in fact reside in circuitry associated with the processor 210, the main memory 220, and/or the secondary memory interface 240.

Terminal interface 250 allows system administrators and computer programmers to communicate with computer system 200, normally through a programmable workstation. Although FIG. 2 depicts computer 200 as having only a single main processor 210 and a single system bus 260, it should be understood that the present invention applies equally to computer systems having multiple processors and multiple system buses. Likewise, although the system bus 260 of the preferred embodiment is a typically hard-wired, multi-drop bus, any connection is contemplated as being usable in a computer-related environment to support bi-directional communication.

Main memory 220 suitably contains an operating system 222, a web browser 225, a digital filing application 227, and an image retrieval database 228. The term "memory" as used herein refers to any storage location in the virtual memory space of computer 200. It should be understood that main memory 220 will not necessarily contain all of the portions of all of the mechanisms shown. For example, portions of the operating system 222 may be loaded into an instruction cache (not shown) for execution by the processor 210, while other files may be stored entirely on a magnetic or optical disk storage device (not shown). Further, while image retrieval database 228 is shown to reside in the same memory location as operating system 222, it should be understood that main memory 220 may comprise multiple disparate memory locations.

The operating system 222 contains software for running and controlling the computer 200. The operating system 222 is typically executed by the processor 210. The operating system 222 may be a single program or, alternatively, a collection of programs that collectively perform the functions of any typical operating system, the functions of which are well known to those skilled in the art.

The web browser 225 can be any web browser software application that is generally known or later developed. Examples of suitable web browsers include Microsoft Internet Explorer and Netscape Navigator. It is anticipated that other vendors will develop web browsers suitable for use in various preferred embodiments of the present invention.

Image repository 226 may be any type of computer archive or storage structure known to those skilled in the art. In the most preferred embodiment of the invention, image repository 226 is simply a directory or sub-directory, or a series of directories or a series of sub-directories, which contain a series of images each having a globally unique file identifier taken from a pre-printed label or, alternatively, generated and assigned as described below in connection with fig. 5 and 6. In a preferred embodiment of the present invention, image repository 226 may be Structured Query Language (SQL) that is compatible with storing database files containing image records. In another preferred embodiment of the present invention, image repository 226 is a directory of images on a DVD or CD-ROM disc that can be easily transferred from one geographic location to another.

In a preferred embodiment of the present invention, digital filing application 227 works in conjunction with web browser 225 to provide the various functions of the present invention, including a user interface and retrieval tools for preparing documents for subsequent scanning/imaging and electronic filing. Alternatively, digital archive application 227 may be a stand-alone program product that does not use web browser 225 for additional functionality and runs on an office intranet in conjunction with any typical network operating system, such as Windows NT.

Digital archive application 227 also incorporates standard database management tools to provide record management capabilities (add, modify, delete, etc.) for image repository 226 and image retrieval database 228, as well as various management applications. In addition, as shown in FIG. 2, digital filing application 227 also incorporates an automatic rotation mechanism 223 audit/action mechanism 224, and a security mechanism 221. Automatic rotation mechanism 223 is discussed in conjunction with fig. 14, and review/action mechanism 224 is discussed in conjunction with fig. 15.

For use with images stored in image database 226, image search database 228 is preferably a Structured Query Language (SQL) compatible database file capable of storing information, including the name of the file being searched. In addition, the image retrieval database 228 may be physically located in a location other than the main memory 220. For example, image retrieval database 228 may be stored on an external hard drive (not shown) coupled to computer 200, possibly through secondary storage I/F240. Alternatively, using a web browser, image repository 226 and image retrieval database 228 may each be stored at different, remote locations, which may be accessed via the Internet.

It should be noted that the images or images of image repository 226 may be loaded into main memory 220 and/or a storage location (not shown) of a cache system for viewing by digital archive application 227 and/or web browser 225. As with a typical web browser, previously viewed images can be rescaled with a "back" or "forward" button. This functionality would be available for viewing images using digital archive application 227, as the present invention works with a standard web browser. Any other standard image viewer may be utilized if a web browser is not used. Since these images will be stored in an industry standard format such as portable file format (PDF) or Tagged Image File Format (TIFF), those skilled in the art will recognize many options for examining images, including readily available system software and a viewer downloadable from the Internet. Additionally, the use of PDF and TIFF is not exclusive and it is contemplated that various types of image formats may be used in various preferred embodiments of the present invention. Most preferred embodiments of the present invention also use the title of the digital image file to store index information about the digital image. In this manner, a complete restoration of the image index database 228 may result from the reconstruction of the image repository 226.

Referring now to FIG. 3, a desktop label printer 310 is shown in accordance with a preferred embodiment of the present invention. In a first preferred embodiment, the desktop label printer 310 generates a bar code and eye-recognizable information on a linerless label stock 311. The linerless label holder 311 can then be separated into individual labels that are then manually applied to the paper-based document, which is scanned and stored using the system 100 of fig. 1. In another preferred embodiment of the present invention, the desktop label printer 310 is a standard printer and prints the entire document with the barcode information contained in the printed document. This is particularly useful when a company or institution is preparing paper-based documents. These files will be written and imaged at a later date. For example, if a company prints an invoice with a globally unique document identifier printed thereon, the invoice can be issued, signed, and then returned to the company using a delivery driver. Upon receipt, the paper-based invoice can be scanned with the system 100 and automatically archived using the method of the present invention.

Referring now to fig. 3a, a preferred embodiment of the desktop marking mechanism 320, directly prints and applies a mark to a paper-based document (like an electronic stapler). As shown in fig. 3a, the desktop marking mechanism 320 has an opening 330 for receiving a paper-based document or paper-based document sheet. The user can insert paper into the opening 330 and the desktop marking mechanism 320 will apply the printed marks directly to the paper. In yet another alternative preferred embodiment of the desktop marking mechanism 320, the marking information (bar code and eye-recognizable content) is printed directly on the paper-based document without a separate mark. The contents of all labeled barcodes and eye-identifiable information described in connection with fig. 3, 3a, 3b, 3c, 3d, 3e, 4a, 4b, 4c, and 4d are discussed below in connection with fig. 5, 6, and 6 a.

Referring now to fig. 3b, a desktop label dispenser 360 for dispensing pre-printed labels according to a preferred embodiment of the present invention comprises: a portion 362 containing a label; selectively removable adhesive bond 364; and a pre-cut, individual, pop-up marked shim 366. The dispensing indicia portion 312 dispenses individual indicia from the pads 366 one at a time in an ejecting manner. A single pop-up marker 420 from a typical pop-up marker pad 366 is shown in fig. 4 b. Fig. 4c shows a side view of pop-up marker pad 366. In most preferred embodiments of the invention, selectively removable adhesive engagement portion 364 is a piece of double-sided adhesive tape or other suitable mechanism for securing indicia-containing portion 362 to a table top or other similar surface.

Referring now to fig. 3c, a desktop indicia dispenser 370 for dispensing indicia in accordance with an alternative preferred embodiment of the present invention comprises: a housing portion 372; a reel 374 without liner markings; and a cutting edge 376. When the dispenser is used to dispense individual indicia from the marking roll 374, the user grasps the free end of the marking roll 374 and uses the cutting edge 376 to separate the individual indicia from the marking roll 374. In use, this is very similar to the action used to dispense a piece of clear plastic tape from a standard tape dispenser.

Referring now to fig. 3d, a desktop indicia dispenser 380 for dispensing indicia in accordance with an alternative preferred embodiment of the present invention comprises: a cassette 386 and a flag roll 388. The marking roll 388 comprises a backing 384 and a series of individual pre-cut, pre-printed markings 382. A box 386 is used to store and dispense individual pre-cut, pre-printed indicia 382 from the indicia roll 388.

Referring now to fig. 3e, a desktop label dispenser 380 for dispensing labels compatible with another preferred embodiment of the present invention includes: a label-containing portion 398; a dispensing slit 396; pick up the slot 394; and a roll of individual, pre-cut, pre-printed indicia 392 disposed on a backing 399. In use, the marking containing portion 398 contains the marked roll 392 and the backing 399 that is fed first through the dispensing slot 396 and then through the pick up slot 392. When the backing 399 is pulled down, a single marking 392 is displayed between the dispensing slit 396 and the pick-up slit 394. The user can remove the indicia 392 displayed on the backing 399 and load it into a file.

Referring now to fig. 4, a marked sample 400 produced by the tabletop marking mechanism 202 is illustrated. As shown in FIG. 4, the indicia 400 has two separate portions, an eye-identifiable information portion 410 and a computer-readable bar code portion 420. The eye-recognizable information portion 410 provides convenience to the user of the system 100 and provides basic information about the paper-based documents or how certain paper-based documents are to be processed. The computer readable portion 420 is used to house, transmit, and store the file identifiers used when the scanned images are stored in the image storage mechanism 130 of FIG. 1.

The information contained in the two different parts may be the same and the information in the two different parts may be different for security reasons. It should be noted that the use of typical bar code symbologies in encoding document identifiers presupposes the use of many different types of indicia. This includes digital information representing shadows in the image (2d bar code symbol representation) or any other indicia that can represent a large amount of information in digital format. In many preferred embodiments, the pre-printed document identifier will simply be a globally unique number that represents the cross-scan 2 or code 39 in a conventional bar code symbol representation such as 5. It is also noted that the bar code or machine readable label portion may include additional information in addition to the document identifier used when storing the digital image of the paper-based document. For example, information about the configuration of the file or index data attached to the file may be contained in the barcode.

Referring now to FIG. 4a, a sample preprinted indicia 410 is shown, representative of the types of indicia dispensed from the desktop indicia dispensers 370, 380, and 390. The desktop label dispensers 370, 380, and 390 dispense individual labels of the roll that are sequentially numbered with the label. As with the indicia shown in FIG. 4, the exemplary indicia 410 comprises two separate portions, an eye-identifiable information portion 412 and a computer-readable bar code portion 414.

In connection with the most preferred embodiment of the pre-printed indicia used in the present invention, a cross-scan 2 bar code symbol representation in 5 is utilized to represent the file identifier of the digital image to be generated in the future. When using pre-printed indicia, digital filing application 227 is synchronized with the barcode number on the pre-printed indicia. In the event that the user accidentally destroys the indicia, digital filing application 227 allows the user of system 100 to smoothly add or subtract numbers used as file identifiers to maintain synchronization. Since the preprinted barcode numbers on the indicia are in lockstep order, the digital file identifiers generated by the digital archive application 227 and the numbers on the preprinted indicia advance in front-to-back order once the digital archive application 227 has synchronized with the first preprinted indicia. Once the roll and marker shims have been consumed, they can be loaded with new roll and marker shims and synchronized again with the digital filing application 227.

Referring now to fig. 4b, an exemplary pre-printed mark 420 dispensed by the desktop mark dispenser 360 (shown in fig. 3) is shown. The indicia 420 is typical of a single indicia dispensed by the shim 366, as shown in FIG. 4 c. As shown in fig. 4b, the indicia 420 contains an eye-recognizable information portion 424 and a computer-readable bar code portion 426 printed on a cellulose acetate or similar film product 422. Indicia 420 is preferably made up of opaque portions 425 and transparent portions 428. An eye-legible information portion 424 and a computer-readable bar code portion 426 are printed on the opaque portion 425. In the most preferred embodiment of the present invention, the surface of transparent portion 428 is adapted to be written one at a time. This enables the user to make notes about the application to the paper-based document.

Referring now to fig. 4c, the shim 366 is comprised of a series of individual indicia 420. The individual indicia 420 are adhesively bonded together so that they form the structure of the folding fan. When a user pulls the first marker 420 from the dispenser, the second marker 420 is pulled into the dispensing position in a pop-up manner by the force that moves the first marker 420. Similarly, when the second marker 420 is pulled from the dispenser, the third marker 420 is pulled into the dispensing position. In this manner, each individual mark 420 in the shim 366 can be assigned and applied to a document one at a time.

Referring now to fig. 4d, another preferred embodiment of a single roll of pre-printed indicia 460 is shown. The roll 460 is typical of the type of marking from the marking dispensers 380 and 390 that can be dispensed. The roll 460 includes a backing 464 and a series of individual pre-printed, pre-cut indicia 460 wound on an optional core 466. Optional core 466 is used to provide stability to roll 460 during dispensing operations and can be sized as desired. The indicia 462 may be printed on any suitable pressure sensitive adhesive-backed paper. The label 462 may utilize a repositionable or permanent adhesive, as desired for the application.

Referring now to FIG. 5, a general depiction of the contents of tag 500 is depicted in accordance with a preferred embodiment of the present invention. As shown in fig. 5, the tag 500 includes a unique file number that can be used to associate a scanned image with an image file name or can become the actual image name after the file is scanned, and may include the following: a software serial number field 510; a security field 520; a retrieval date field 530; a user identification field 540; and a file calculator field 550. The software serial number field 510 is used to authenticate a unique customer. It is contemplated that each copy of a software program product that maintains features of the present invention will have a unique serial number associated with it. This will provide a unique code to authenticate each user of the system 100, which when concatenated with other numbers will ensure that each file number will be globally unique. This is important because it is expected that third party vendors will provide storage for images and that vendors must have a trusted method of uniquely authenticating, isolating, securing, and storing images from a variety of clients. Another preferred embodiment of the present invention would use a serial number or unique client identification number to identify each client in the database on the internet.

When using pre-printed indicia, individual users of the system 100 will be given a range of numbers and will provide identical numbers without pre-printed indicia. On the other hand, different tokens may be used by different users, and the number of one token can thus be distinguished from the same number generated with a different token. In the case of a pre-printed number, the only piece of information to be printed on the indicia would be the numerical file identifier. Other information shown in FIG. 5 can also be stored in the image index database 228 and accessed by querying the unique file identifier contained in the tag.

Security field 520 is used to provide various security features, such as a user-established code to ensure that a company-owned document establishes a document number under the control or guard of the company. In addition, the security field 520 can be customized and shaped to provide internal security measures, thereby limiting access to sensitive images. The retrieval date field 530 provides the date on which the file was retrieved by the system 100 user. The user ID field 540 is used to identify which user retrieved the stored file. The authentication of the user is typically determined by the system by registering the ID. File counter field 550 is used to track the number of files retrieved by the user on a certain date.

Referring now to FIG. 6, a specific example of a tag 600 having field components corresponding to FIG. 5 is illustrated. As shown in fig. 6, the software serial number field 610 contains "TAL 123456". This authenticates a particular client and can accurately locate the licensed digital archive application software that issued that particular file number. As shown in FIG. 6, security field 620 contains a security code "4697" that describes the user-defined security mode for accessing this particular file. The retrieval date field 630 contains "97292," which is the Julian date representing the date of the retrieval session (i.e., 10/19 of 1997). The user ID field 640 contains a user authentication number "0023". This indicates that user 0023 is the user who retrieved the file. The document calculator field 650 contains "0021" which indicates that the 21 st document retrieved by the user on this date is generating this particular label. To generate the image storage file name, a file name extension portion is added to the number shown in fig. 6. To accommodate the image file format and convention, a unique file name is required for each individual page of a multi-page file, and an optional pagination field is also added to the numbers shown in FIG. 6. In addition, other fields for other purposes may also be added. It is contemplated that various additional fields will be developed for a particular processing environment.

Referring now to FIG. 6a, a specific example of a simplified marker 880 is illustrated. As shown in fig. 6a, the eye-recognizable portion 882 contains a numerical value 001001001. This value is substantially the same as the bar code number represented by bar code portion 884. In this embodiment, only the number contained in the eye-legible portion 882 and bar code portion 884 is used as the unique document identifier for the digital image of the paper-based document to which the indicia 880 is attached.

Referring now to FIG. 7, a method 700 of processing a file according to a preferred embodiment of the present invention is illustrated. As shown in FIG. 7, the method starts when a file arrives at the user's desktop (step 710). When the user is ready to retrieve the file, the user will trigger the digital filing application 227 to retrieve the file (step 712). This step is shown as an optional step, as the user may have triggered the software prior to the arrival of the file on the desktop. While digital archiving application 227 may be a stand-alone package, in another preferred embodiment, digital archiving application 227 is a program on a web browser that, when invoked, automatically sends a web browser, such as a Windows IE, and works directly with the web browser to retrieve, mark, and retrieve files. Digital archive application 227 may also be implemented as a JAVA applet or an insert into a web browser that is triggered from within the web browser.

Upon triggering the digital archive application 227, the user is able to access the user interface and specify archive parameters, methods, and indices for the retrieved files (step 714). The archive parameters can include the location where the digital image should be stored, as well as metadata describing the file that categorizes the content of the file for later retrieval and retrieval. In addition, the retrieving operation may include the step of indicating processing instructions for the digital image of the paper-based document. These processing instructions may include items such as "e-mail" file images, or instructions to output the digital images and related indexing information to another software program. These processing instructions are stored in the image index database 228 and "hung" until such time as the paper-based document is scanned. Once the document has been scanned, the unique document identifier is used to locate the correct record in the image index database 228 and to perform the appropriate processing instructions. It should be noted that the actual storage location of image index database 228 and/or image repository 226 may be a local hard drive on the user's computer system, a network storage device of the user's location, or some storage location in a physically and/or geographically disparate location. Any storage location accessible by the system 100 may be used. This is particularly important for internet and internet applications. Since the images are stored at remote locations, automatic backup and security features can be successfully implemented.

Next, the digital archive application 227 will identify a globally unique file identifier that will ultimately be used to generate an image file name for the file (step 716), according to the convention described above with respect to FIG. 5, FIG. 6, or FIG. 6 a. In the case of pre-printed indicia, the digital archive application 227 synchronizes with the pre-printed indicia, while the image file name produced by the digital archive application 227 is sequentially next barcode number on the next pre-printed indicia. In the case of pre-printed marks, the desktop mark dispenser's marks are restored and added to the file (step 718). In addition to serving as a document identifier for the document, the document identifier is used to create a database record with an archiving index and archiving instructions and uses the indicia to match a digital image of the paper-based document with the appropriate archiving index and instructions.

As described above, a mark may also be generated by the desktop marking mechanism 202 and thereafter applied to the document by the user or directly applied to the document by the desktop marking mechanism 202. Regardless of how the marking of this marking process is generated, the user tells the system 100 how to save the file and how the archive instructions are "tagged" onto the file. Once a document has been tagged or marked, the document is catalogued and becomes an intelligent, self-managing document in connection with the system 100, whether the marking is pre-printed or printed on demand.

After the document is retrieved and marked, the document can be optionally stored in a folding basket and thereafter awaited for scanning/imaging (step 720). Next, the paper-based document is scanned or imaged using a scanning subsystem (step 722), thereby generating an electronic image of the document. Following the scanning process, the indicia is decoded by the scanning subsystem and the previously generated/published file identifier is extracted from the indicia (step 724). The process of decoding the indicia from the indicia and extracting the file identifier can be accomplished in a number of different ways. Most preferred embodiments of the present invention use a method by which the image of the paper-based document is used to create a small image for processing. The tile image is searched for spare data blocks of the bar code. Each data block is then processed to determine the content of each unique object within the data block. One variation of this particular methodology is described in great detail in U.S. patent No. 5557091, which is hereby incorporated by reference. Those skilled in the art will recognize that there are many other, similar, methods that may be suitable. The method actually used is not as important as the ability of the method to accurately and reliably decode a digital image and extract a document tag from a digital image of a paper-based document.

Using the instructions associated with the indicia, and using the previously generated file identifier, the file image is electronically processed and may be archived at a specified location on image storage mechanism 130 (step 726). In addition, the actual stored name may also include additional filename extensions such as. GIF or. pdf to identify the type of image that has been stored. The paper-based document's archival index and instructions are either contained in a bar code or in a database record identified by a document identifier printed on a pre-printed label that is in turn affixed to the paper-based document. Regardless of how the mark is created, a globally unique identifier printed on the mark is used to attach the digital image of the paper-based document to the indexing and processing information associated with the paper-based document. The file identifier extracted from the tag can be used directly as the file name or, on the other hand, as part of the last file name, or as an index into a database containing the actual file name.

Rules of operation, color coding the folder, eye-recognizable tag content, or other user-defined method will determine the distribution of the original paper-based documents after scanning (e.g., return of sender in folder, destruction of document collection, etc.) (step 728). After the image is stored, the file image may optionally be restored by the user for review, printing, editing, etc. (step 730). Alternatively, if the paper-based document has been retained, it can be restored using the document organization scheme (step 730). As shown by the dashed arrows in fig. 7, the user can repeat this retrieval and marking process for additional paper-based documents and then immediately scan the segmented documents in batches. Additionally, step 730 may be repeated for the number of files or file images desired.

To restore the file image, the user will invoke the digital archive application 227, either alone or in conjunction with the web browser 225, and use the user interface to select the desired file image. The digital filing application 227 queries the image index database 228 and locates document images in the image repository 226 for the desired document image using the previously generated unique document number. This is the same as the number printed on the label which is added to the paper document. Pdf, the digital archive application 227 and/or web browser 225 will use an extension of the image file name (e.g.,. gif.pdf) to identify the software support necessary to display the image. Software support for displaying images, faxing, printing, compositing, etc. can be provided directly by the digital archive application 227 or the web browser 225, or alternatively by the web browser 225 invoking other, third-party application software programs necessary for support. This process can be repeated, as indicated by the arrows in fig. 7, for each file accepted by the user, if desired.

A system set-up allows a user to specify default locations for image repository 226, such as a primary system secondary storage location, a centralized storage location, or a tertiary storage location. In addition, when the system 100 is first installed, system parameters can be set to work with images in any standard image file format, such as TIFF or PDF. Alternatively, the scanning/imaging software can be configured to output any standard image file format and use a default scanning mode, such as TIFF. While the system 100 originally had various default configurations, the user could override these defaults and arbitrarily select different image formats for scanning/imaging documents and/or storing document images. If desired, the system 100 will automatically write the appropriate file name extension based on the user selected image file format, or a default file format run by the user without overloading.

Referring now to FIG. 7a, a method 701 of processing a file according to another preferred embodiment of the present invention is illustrated. As shown in FIG. 7, the method begins when a file arrives at the user's desktop (step 740). Unlike previous implementations, the user will typically add a tag to the file before retrieving the file (step 742), although the user may retrieve the file and then add the tag as long as the unique identifier on the tag is synchronized with the unique identifier of that file in the system 100. As explained above, the mark may be generated by the system software and printed directly on the document using the desktop marking mechanism, printed on a marking tray on an as needed basis, and then loaded into the document, or may simply be extracted from the desktop mark dispenser and added to the document. Regardless of how the mark is created, it will contain a unique document identifier that is synchronized with the record in the image index database 228 associated with the paper-based document into which the mark has been placed.

After the document is marked, the document can optionally be stored in a folding basket for subsequent scanning/imaging (step 744). The scanning or imaging of the document is then performed with the scanning subsystem (step 746), thereby generating an electronic image of the document. Following the scanning process, the barcode portion of the indicia is decoded by the scanning subsystem and the previously issued/generated document identifier is extracted from the barcode (step 748). Using the instructions printed on or associated with the indicia, the document image is electronically archived at the designated location on image storage mechanism 130 using the previously generated document identifier (step 750). In addition, the actual stored name may also include an additional file name extension such as a. GIF or. pdf to identify the type of image that has been stored. As discussed above, since the pre-printed indicia and associated document identifier can be associated with or assigned to a particular individual, the digital images of the paper-based documents can be sorted and sent instructions to the appropriate document writer without further human intervention. Archive indexing and processing instructions can be added to the digital image at a later time, as explained below in connection with step 756. In addition, this allows for centralized control and management of all document identifiers, in which case they can always be physically located. Indeed, in a preferred embodiment of the present invention, all file identifiers are managed by a single database, and all file identifiers are assigned and controlled by a single location.

When the user is ready to retrieve a previously tagged and scanned file, the user will trigger the digital filing application 227 to retrieve the file (step 752). While digital archive application 227 may be a stand-alone software package, in another preferred embodiment, digital archive application 227 is a program on a web browser that, when invoked, automatically sends a web browser, such as microsoft internet explorer, and works directly with the web browser to retrieve, mark, and retrieve files. Digital archive application 227 may also be implemented as an insert in a JAVA applet or web browser.

After triggering the digital filing application 227, the user can access the record of the paper-based document digital image (step 754) to inspect, print, and/or indicate additional filing parameters and index the inspected document (step 756). It should be noted that the actual storage location of image index database 228 and/or image repository 226 may be a local hard drive on the user's computer system, a network storage device at the user's location, or some storage location at a different location, actually and/or geographically. Any storage location accessible by the system 100 may be used. This is particularly important for internet and internet applications. Automatic support and security features can be successfully implemented by virtue of images stored at remote locations.

As before, the digital archive application 227 generates or assigns a file identifier that will ultimately be used to generate the image filename for the file in accordance with the conventions described above with respect to FIGS. 5, 6, and 6 a. On the other hand, in the pre-printed indicia case, the digital archive application 227 is synchronized with the pre-printed indicia, and the image file name produced by the digital archive application 227 is the next barcode number in order on the next pre-printed indicia. Once a document has been tagged or marked, the document is catalogued and becomes an intelligent self-managing document connected to the system 100, regardless of whether the marking is pre-printed or printed on demand.

As shown by the dashed arrow lines in fig. 7a, the user can repeat the recovery and retrieval process for as many additional paper-based documents or document images as needed. To restore the file image, the user will invoke the digital archive application 227, either alone or in conjunction with the web browser 225, and use the user interface to select the desired file image. The digital filing application 227 queries the image index database 228 and locates document images in the image repository 226 for the desired document image using the previously generated unique file name. This is queried by the name and/or identifier printed on the label that is applied to the paper document. Pdf, the digital archive application 227 and/or web browser 225 will use an extension of the image file name (e.g.,. gif) to identify the software support necessary to display the image. Software support for displaying images, faxing, printing, compositing, etc. can be provided directly by the digital archive application 227 or the web browser 225, or alternatively by the web browser 225 invoking other, if necessary, supporting application software programs. This process can be repeated, if necessary, for each file accepted by the user, as indicated by the arrow in figure 7 a.

As described above, a system set-up allows a user to specify default locations for image repository 226, such as the second storage location or the third portion storage location of the host system. In addition, when the system 100 is first installed, system parameters can be set to work with images in any standard image file format, such as TIFF or PDF. Alternatively, the scanning/imaging software can be configured to output any standard image file format and use a default scanning mode, such as TIFF. While the system 100 originally had various default configurations, the user could override these defaults and arbitrarily select different image formats for scanning/imaging documents and/or storing document images. If desired, the system 100 will automatically write the appropriate file name extension based on the user selected image file format, or a default file format run by the user without overloading.

Referring now to FIG. 7b, a method 702 of processing a file according to another preferred embodiment of the present invention is illustrated. All basic features and methods of operation are similar or identical to the steps described above in connection with fig. 7 and 7 a. As shown in step 776 of fig. 7b, this preferred embodiment of the present invention allows digital archiving application 227 to generate and/or synchronize a Uniform Resource Locator (URL) with any given file. Using this variation of the invention, a user can automatically paste paper-based documents to the World Wide Web (WWW), as shown in steps 784 and 786.

When using this particular embodiment of the invention, for a digital image of a web-based document, the Uniform Resource Locator (URL) printed on the indicia becomes at least a part of the URL, or becomes an index indicator of the digital image of the web-based document. This means that when the paper-based document is scanned (step 782), the barcode is decoded and the URL or the portion of the URL is extracted from the indicia (step 784). The digital filing application 227 can then automatically generate a web page and can use the URL information on the label to name the URL of the digital image of the paper-based document. The URL is also stored in the image index database 228. By selecting the link instruction for the desired document, the user can be directed to the appropriate page number on the world wide web. For example, if the URL information contained in the indicia is 100100100100, the URL of the digital image or paper-based document may behttp://www..imagestorage.com/100100100.URLOr the URL's index, is then assigned to the paper-based document, the pre-printed indicia is loaded into the paper-based document and the web page is then generated, and the paper-based document is scanned. As explained above, the pre-printed file identifier may be used as a URL, or as a pointer to a URL index associated with a unique identifier printed on the pre-printed mark.

In any case, to restore a digital image of a paper-based document, a user would invoke the digital filing application 227, either alone or in conjunction with the web browser 225, and use the user interface to select the desired document. The digital filing application 227 queries the image index database 228 and locates the paper-based document image of the world wide web using the unique URL previously assigned to the desired document. This URL is directly or indirectly related to URL information printed on pre-printed indicia added to the paper file. Additional software support for image display, faxing, printing, compositing, etc. can be provided directly by the digital archive application 227 or web browser 225 or, alternatively, by the web browser 225 invoking other, if necessary, support application software programs. This process can be repeated for each document accepted by the user, as indicated by the arrow in figure 7b, if desired.

It will be apparent to those skilled in the art that the particular sequence of events illustrated in fig. 7, 7a and b may be implemented in an almost limitless number of combinations and sequences. Some steps may be eliminated, additional steps may be added, and many steps may be shuffled. The particular combinations and sequences shown in fig. 7, 7a and 7b are for illustrative purposes only and should not be considered as limiting.

It should be noted that several significant changes to conventional document image processing systems have been employed in the method of the present invention. According to several of the most preferred embodiments of the present invention, paper-based documents are retrieved as needed and then physically marked with an index instruction (with a file name, i.e., a globally unique number or URL) that links them prior to scanning. At least a portion of the indicia contains a computer-or machine-readable image file name that is used by the digital archive application 227 and is stored in the image index database 228. The document identifier printed on the bar code label is used by the scanning subsystem to identify and associate or name the digital image of the paper-based document as its document image is written into image repository 226 and to associate the image with metadata stored in image index database 228, thereby completing the input process. This eliminates the need for extensive hardware, software, network integration, and system and user methods necessary to index after scanning. For example, image retrieval stations with large view monitors, network and local image repository and cache management, image input process data movement, scan-index run scheduling, image retrieval jobs, and update-write-commit activities need not employ the preferred embodiments of the present invention.

The present invention does not require a post-scanning process for updating the file with image storage location indicators, or for creating an intermediate look-up table for that purpose, using the predefined document identifier and using it as a linking instruction between the image index database 228 and the document images contained in the document image repository 226. The preprinted document identifier is used to represent or associate it with the last image file name and that file name/identifier associated with a paper-based document other than the conventional file-barcoding strategy that uses only barcoding data to indicate the database record containing the additional, relevant indexing information. These methods, or the present invention, retrieve part of the unique strategy of documents prior to scanning, making it possible to implement common document imaging approaches, i.e. "digital archiving".

This method also allows the user to initiate control, i.e., the user desktop, when a file is about to be received. In addition, the stepwise approach of the conventional monolithic imaging approach has been isolated and separated into separately realizable components in many different ways. The operations of retrieving, scanning, and storing files can be physically, temporarily, and/or logically separated or disconnected. This enables the best performing components to be assembled and to fulfill the needs of the user of the system for best service. Finally, this compartmentalized digital archiving method also provides a way for third party service providers to become foreign to the retrieval process. The dispensing of the last document received from the beginning and the conversion of the paper-based document into a digital image are maintained by the user in control of the document.

For example, the retrieved and tagged document can be scanned at a third party service provider location, where the scanning subsystem will know how to de-name the image file printed on the barcoded information on the document tag. Since these third party vendors will not logically be part of a proprietary system, the document input mechanism will not logically connect with the computer system that retrieved the document. To return to the originating system, the digital image of the paper-based document can be written to a removable, transportable image storage medium (CD-ROM, DVD, etc.), and an image index database 228 resident at the originating system will know how to access the image on the document identifier. And/or the image can actually be stored on a third party service provider device, such as an internet service provider, because the image restoration request is based on a web browser, applying internet conventions, standard client server methods, and querying a file number that identifies the file owner at the specified location and is consistent with the globally unique image file name/identifier. Further, the image storage mechanism 130 is generally logically connected to the computer 200 at the time of image scanning or image storage, and is connected only at the time of image restoration. Using a pre-printed globally unique identifier is in direct contrast to conventional monolithic file imaging systems or past hybrid exotic services and is possible because the user of system 100 retrieves the files prior to file scanning and the system generates a stored file name/identifier for each file.

Digital archiving application 227 can be provided in a single-user product and in a networked form. For web formats, the image repository 226 and the image index database 228 may reside on a server connected to any network, intranet, or internet. For a web-formed environment, the digital archive application 227 is downloaded from the network and the image, file numbers, while the image index database records are all passed through the network connection and standard network interactions.

In addition, by implementing the user interface of the digital filing system as a web browser plug-in or JAVA applet, the standards, usability, functionality, and features of the web browser can be leveraged and can provide great advantages. For example, an imaging kernel that has been used by a web browser to view images can be used to image an on-screen visual representation of a document. An imaging file may be stored using industry standard image formats known to those skilled in the art or later employed in the industry. Since most standard web browsers already can read and display these various image formats, or automatically invoke other resources (i.e., third party document viewer web browser plug-ins) to display these standard image formats, no proprietary mechanisms for image display, printing, faxing, e-mail, etc. need to be developed or provided.

By building an open image file storage system where the image index is managed and maintained by a standard SQL database, the images are easily imported into and exported from a more advanced storage system when needed. Digital images are easily transferred from one hardware/software platform to another because the images are stored in a non-proprietary format and can be accessed through standard software packages. This feature allows users and third party applications (document management systems, workflow systems) to easily access or change the image repository storage device, or simply transfer document images between systems as the user's needs change. The use of unique document identifiers also ensures that documents of different systems can be incorporated into a single image repository while maintaining unique identity for each document.

Moreover, significant benefits can be realized by separating the retrieval operation from the scanning and storing operation, and separating the scanning operation from the retrieving and storing operation. In particular, commercial third-party service providers such as Kinkos who are expected to provide service centers at various locations throughout the country^RAnd AlphaGraphics^RWill enter the document scanning market. The user can retrieve and add a tag to the batch of documents and then transmit the batch of retrieved documents to the third party scanning service provider. The service provider scans previously retrieved documents and stores digital images of the documents on recordable, transportable media (i.e., CD-ROM, DVD, etc.). The third party scanning service provider's software is an extension of the digital archive application 227 and will, therefore, be able to name the digital images using the globally unique file identifier contained in each file barcode section 420. When the transportable medium is reintroduced to the site of a user of the system 100, the image index database 228 can locate the scanned image with a file identifier that is now associated with or is the name of the image file. As an alternative to the transmission medium, the transfer from one scanning service provider to the user site can be done by any known communication line image. This exotic scanning approach allows the user to implement digital archiving without incurring the expense of obtaining a dedicated scanning subsystem. Third party scanning can also be used for outdated file conversion for large numbers of existing files.

Another important aspect of the present invention is the independence of the files marked with the file identifier and the additional identifier. In various preferred embodiments of the present invention, there is no predetermined or pre-established relationship between any given token and any given file. The tags can be assigned to any random file with any desired instruction without observing any specific protocol regarding the contents of the file.

This is a strict contract for most known digital filing systems, which rely on a predetermined relationship between the document and the indicia. For example, many systems have specified that a tag must be mounted on a file in order to use the information contained on the tag during file storage/retrieval. While useful in some very organized archiving applications, this requirement is too stringent and organized for many specific archiving systems. Thus, the method of the present invention does not rely on such artificial limitations of associating digital images with paper-based documents. While the file identifier on the pre-printed mark is used to attach any given pre-printed mark to any given file, it is only necessary to attach the pre-printed mark to the file and "synchronize" the file identifier used by the digital archive application 227 with the file identifier printed on the pre-printed mark. If the same file is scanned or imaged more than once, each subsequent image is "retrofitted" or appended to the database with the new number. This allows the history of the documents generated to be used as an information store, as paper-based documents are transported through multiple stages.

Finally, third party document image storage providers are able to allocate storage space for the user's document images without worrying about the details of retrieval and scanning. Facsimile machines, or similar machines for this particular purpose instead, can be used to scan and transmit images to third party image storage providers. The image can be transmitted over a standard dial-up line (like the facsimile transmissions of today), a dedicated communication line or the internet. Users will be able to rent or lease storage space for their document images and will not need to make expensive resource investments in the physical equipment and computer equipment necessary to archive large numbers of digitized images. Using web browser 225 and digital archive application 227, the user can navigate to the desired storage location and access the stored image files, regardless of where they are actually stored. This allows merchants to quickly and affordably employ digital archiving approaches without incurring the normal expense of image storage systems. The accessible image database can be generated widely on the basis of reliable cost.

Referring now to FIG. 8, a user interface 800 for retrieving paper-based documents, and restoring and managing images of paper-based documents, in accordance with a preferred embodiment of the present invention, is illustrated. The user interface 800 is one example of a user interface (GUI) that illustrates a preferred embodiment of the present invention. As with other GUIs, user interface 800 makes extensive use of buttons, icons, and windows. Those skilled in the art will readily recognize that various changes are possible to user interface 800. This particular embodiment is disclosed for purposes of example and illustration only and should not be construed as limiting any process.

As shown in FIG. 8, a user of the system 100 can use the interface 800 to specify the desired file storage category (cabinets) and sub-category (drawers) in the image repository 226. The user interface 800 interacts with the system-level security component of the digital archive application 227 to limit access to sensitive files and to allow only users of the system 100 to access appropriate files. All of the cases utilized by a given user list the directories in the case display area 840 and are represented by appropriate icons. Each cabinet contains one or more drawers and the drawers of a given cabinet are viewed by moving a mouse or other device that indicates the desired cabinet icon and clicking on the icon representing the desired cabinet. The cabinets and drawers are references to logical storage areas within image index database 228 and/or image repository 226. In addition, various drawers and/or cabinets may be configured to automatically output digital images and related information to other computer systems.

The tab display area 830 shows the interface items that the user currently opens, which can include both drawers and cabinets, as well as search features, profiles regarding the status of various files, system security settings, etc. Each individual mark displayed in the mark display area 830 represents a separate screen "window" and the various windows can be displayed by clicking on the represented mark. Alternatively, certain display windows may be cleared by clicking on the appropriate screen icon, such as the standard window "close box" icon.

The new file area 860 is a representative icon that will allow the user to view the newly scanned icon for evaluation and quality control purposes. In the example of user interface 800, the user clicks on the screen icon representing new file area 860 and a new tab window displaying the user's most recently imaged file will be displayed for evaluation. Likewise, the drawer display 870 allows a user to access a given window by clicking on an icon representing the desired drawer. When the user clicks on a given drawer icon in the drawer display area 870, a new markup window can be displayed that displays the files contained in that drawer. Once the file directory is displayed, the user can view any given file by clicking on the icon representing the desired file.

The announcement display area 850 displays an announcement directory that relates to various files and to the behavior that occurs by the user or system for those files. Each announcement presented in the announcement display area 850 provides feedback to the user concerning the status of the files and activities performed on the various files, such as scanning and e-mail. With the cabinet and drawer, the user can click on the desired announcement and the announcement will expand into a window on the screen for evaluation by the user.

Referring now to FIG. 9, a user interface 900 is shown for a window of typical indicia for a typical drawer named "invoice". In this example, the user may have selected the invoice drawer by clicking on the appropriate drawer icon of drawer display area 870. On the other hand, a user clicking on an icon of the chest display area 840 may have selected a particular chest containing an invoice drawer. In either case, upon selection, a branding window newly named "invoice drawer" is displayed and all of the individual files contained in the invoice drawer are presented in the file display area 940. Each row of the file display area 940 represents a single file and the user can view any digital image of any file contained in the invoice drawer by clicking anywhere on the row of the desired file. A series of icons on each file line provides visual feedback to the user regarding the status of each file, such as whether the file has been scanned and whether there are additional activities related to a given file, such as e-mail, pending announcements, etc. As before, the indicia display area 830 presents one indicia for each window that is now open, and clicking on the appropriate indicia can display the new window.

As shown in FIG. 9, a paper-based document 920 to be retrieved, stored and imaged is used in the system 100. Files entered into the system can be retrieved using the index field displayed in index display area 910. Each individual index field has a corresponding index name that is displayed in the adjacent index field in the index field name display area 930. Using the predetermined index fields for the files in the selected cabinets and folders, the user can add any additional desired index information. It should be noted that the index fields contained in index display area 910 are typically transformed from drawer to drawer, and that the user can determine the index field for each drawer. Once the paper-based document has been retrieved, a new document identifier is generated/synchronized with the pre-printed indicia on the user's desktop, in which case a new row representing the paper-based document 920 appears in the document display area 940. The system 100 tracks a set or series of unique file identifiers for each user. Whenever a user is online in the system 100 and retrieves a new file, the system 100 can identify the next file identifier that should be used for that user. The user simply verifies that the unique identifier on the pre-print is the same as the file identifier expected by the system 100. If necessary, the user can interact with the system 100 and resynchronize with the next expected file identifier in the system 100 to match the file identifier on the next pre-printed mark. FIG. 16 shows a sample user interface for synchronizing a computer expected file identifier with an actual tag containing the file identifier. As further described in connection with FIG. 7 above, once the document identifier on the indicia is synchronized with the document identifier in the system 100, the appropriate indicia is applied to the paper-based document and the document can be scanned as desired whenever desired. Thus, when the file 820 is post-scanned, the system 100 will store the digital image and query the digital image for recovery using the previously generated/synchronized file identifier.

In most preferred embodiments of the present invention, fast entry techniques are programmatically implemented to speed up the retrieval process. Most preferred embodiments of the present invention will provide voice recognition features for data selection and entry, thus enabling users to quickly and conveniently retrieve documents. It should be noted that the visual display illustrated on FIG. 9 allows the user to select a logical location for storing the image of the paper-based document 820, but the digital filing application 227 will control the actual storage location of the digital image of the document 820.

Referring now to FIG. 10, a retrieval and storage system 1000 in accordance with a preferred embodiment of the present invention is illustrated. As shown in fig. 10, the image search database 228 contains a series of records 1010. When a user retrieves the paper-based documents contained in image repository 226 using the naming convention explained above in connection with fig. 5 and 6, each record 1010 contains a unique document number generated by system 100. The unique document number for each record 1010 is stored in field 1011 and, in this example, acts as a pointer to the particular image 1020 stored in the image repository 226. As illustrated in FIG. 10, the name stored in field 1011 of each record 1010 is nearly identical to the corresponding image file name stored in image repository 226. In the most preferred embodiment, the only difference between the file number and the corresponding image file name is the additional file name extension (. GIF) for the image in image repository 226 indicating that the queried file is a TIFF file. As illustrated in FIG. 10, the record 1010 may also contain additional fields for storing other information about the image of the paper-based document. These other fields may include the date and time of document retrieval, scan marks indicating whether the paper-based document has been scanned or imaged, document indexing information, user-defined comments, and the like. In addition, not all embodiments of the present invention will make full use of these specified fields.

Referring now to fig. 11, the folding-out basket 203 according to the preferred embodiment of the present invention includes: a file stand portion 1110; a hinge portion 1150; an expandable file storage portion 1120 having two side portions 1130; a ribbed connection portion 1160 and a selectively removable connector portion 1140. In most preferred embodiments, the folding out basket 203 will be mounted adjacent to the computer 200 to facilitate the configuration of the paper-based documents received by the user. The folding out basket 203 is most preferably constructed of a light, yet load-bearing material such as stiff elastic, carbon or thin, semi-stiff plastic. The objective is to make a folding basket 203 that is light and strong.

In the most preferred embodiment of the present invention, the file rack portion 1110 is connected at one end to the deployable file storage portion 1120 with a ribbed connecting portion 1160. A selectively removable connector portion 1140 is used to selectively connect the ends of the document holder portion 1110 and the deployable document storage portion 1120 opposite the ends connected by the ribbed connecting portion 1160.

To use the folding out basket 203, the user will selectively connect the detachable connector portion 1140 between the document holder portion 1110 and the deployable document storage portion 1120. Selectively connecting the detachable connector portion 1140 has two primary functions. First, it acts in conjunction with the file holder portion 1110 and the deployable file storage portion 1120 to form a pyramid-like structure, thereby preventing the bottom of the file holder portion 1110 and the bottom of the deployable file storage portion 1120 from separating from one another, and selectively attaching the removable connector portion 1140 provides stability to the file holder portion 1110. Second, the selectively detachable connector portion 1140 will serve as a closure mechanism to enable a user to securely transfer a document 1170 that has been loaded into the expandable document storage portion 1120.

After installation, the user will load one or more documents 1170 onto the document holder portion 1110 as the bottom of the documents 1170 ride against the flap portion 1150. As depicted in fig. 7, 7a, and 7b, the user will retrieve each file 1170 consistent with a preferred embodiment of the present invention. After loading the markup on the file 1170, the user will load the file 1170 into the expandable file storage portion 1120. The expandable document storage portion 1120 resembles a bag and is capable of accepting documents 1170 into the interior space of the expandable document storage portion 1120. In the most preferred embodiment, the side portions 1130 secured to the side walls of the document storage portion 1120 include accordion-like pleats that allow the expandable document storage portion 1120 to accommodate documents of various thicknesses, as well as a plurality of documents 1170.

Once all documents 1170 have been retrieved and loaded into the deployable document storage portion 1120, the document holder portion 1110 can be rotated using the ribbed attachment portion 1160 as a fulcrum so that the ribbed attachment portion 1160 folds over the opening of the document storage portion 1120. The flap portion 1150 can then be connected to the document storage portion 1120 using the selectively attachable detachable connector portion 1140, thereby securing the document 1170 inside the deployable document storage portion 1120. The ribbed connecting portion 1160 provides flexibility in covering the opening of the deployable document storage portion 1120 as the ribs can accommodate various thicknesses of the deployable document storage portion 1120. The user can then use folding basket 203 to transport documents 1170 to the scanning/imaging location for input into system 100. The exact size of the folding basket 203 will be determined based on the type, number, and size of the sheets to be sorted and stored in the folding basket 203.

Any sleeves and receivers (not shown) may be attached to the front or back of the document holder portion 1110 or attached to the inside or outside of the deployable document storage portion 1120. These optional sleeves and receivers may be used to store user authentication cards and/or any specific instructions that a user may request to include in order to process a file 1170 such as a unique processing specification or routing information. In addition, pre-printed "special treatment" cover sheets can be included in the outer/inner sleeve/receiver for establishing the scanning program for each particular scanning job.

Referring now to fig. 12, 13 and 13a, a user interface for dynamically changing the size of the digitally displayed images of paper-based documents and rotating them is illustrated. As shown in fig. 12, a document has been retrieved and scanned using the system 100 and the page numbers of the paper-based document are displayed on a computer monitor 1201 in the form of a series of small icons. The first portion 1230 and the second portion 1235 represent two different locations on the monitor screen. To dynamically change the size of one of the small icons 1205 to zoom in on the selected small icon 1205, the user places a cursor 1210 over the selected small icon 1205 at a first location 1230. The user then moves the "click and drag" cursor down to a second location 1235. As shown in FIG. 12, as the user moves the cursor 1210 from a first position 1230 to a second position 1235, the selected small icon 1205 increases in size as the mouse moves down.

Similarly, as shown in FIG. 13, the process can be reversed by starting at a first location 1240 and moving the cursor up to a second location 1245, thus reducing the size of the selected small icon. In a further variation of the preferred embodiment, the user simply "clicks" on the small icon and the full-size digital image will be displayed. This is particularly useful for evaluating the quality of the image.

Referring now to FIG. 13a, there is illustrated a user interface for rotating a digital image of a paper-based document according to a preferred embodiment of the present invention. In most preferred embodiments of the present invention, lateral movement of the cursor 1210 in the horizontal direction will rotate the digital image by 90 °. For example, clicking on digital image 1206 in a first position and then dragging left in a horizontal direction will turn digital image 1206 90 ° left. Similarly, clicking on digital image 1206 in a first position and then dragging it to the right in a horizontal direction will turn digital image 1206 90 to the right. The combination of these click and drag motions will enable the user to quickly and easily change the size of digital images 1206 and rotate them.

Referring now to fig. 14, the function of automatic rotation mechanism 223 (shown in fig. 2) in accordance with a preferred embodiment of the present invention is illustrated. Because most scanning devices accept paper-based documents in various orientations relative to the scanner feed path, it is possible to scan the document in four basic orientations. For files with portrait orientation, these various orientations are illustrated in FIG. 14 by files 1450 and 1455. Most commercial scanning devices will accept a paper-based document in any of the four orientations shown by document 1450 and document 1455. However, these scanning devices typically display the scanned paper-based document based on how its digital image is scanned. This means that in three of the four scanning orientations, the digital image of the paper-based document will be displayed such that the eye-recognizable content is rotated out of the normal reading position when the content appears on the computer monitor. While this problem can be corrected in a post-scan operation, this additional step is not successful and is generally undesirable.

In fig. 14, the paper-based document 1450 is a text or graphic document with a portrait reading orientation in a standard view, and a mark 1451 is mounted in the upper right corner of the document 1450. The orientation of the eye-recognizable content on the indicia 1451 matches the reading orientation of the text or graphics printed on the document 1450. There are various possible orientations of the paper-based document 1455 for guiding the paper-based document onto the scanner feed path. In one standard scanning operation, each of the four orientations will produce a different orientation of the digital image of the paper-based document.

The automatic rotation mechanism 223 will determine the orientation of the content on the indicia that can be visually identified and automatically rotate and orient the scanned image when necessary to display the digital image in the proper reading orientation, regardless of the orientation of the paper-based document or the relationship between the document and the scanner feed path. In particular, most tags will have a digital barcode somewhere on them. The system 100 can read the bar code and determine the most significant digits on the mark and the least significant digits of the bar code printed on the mark, thereby determining the orientation of the content on the mark that is eye-recognizable. In addition, other forms of indicia bearing text that is eye-only recognizable to the content can be read using OCR techniques, which automatically rotate the digital image based on the orientation of the eye-recognizable content. Since the reading orientation of the indicia 1451 typically matches the reading orientation of the text and graphics on the paper-based document 1450, the resulting digital image 1440 will appear in the optimal reading orientation regardless of the orientation of the paper-based document being scanned.

In the most preferred embodiment of the present invention, automatic rotation mechanism 223 uses the most significant number of the bar code printed on indicia 1451 to determine the correct orientation of digital image 1440. In the same manner, a transversely laid out paper-based document 1475 can be displayed with the digital image 1470 having the correct orientation, regardless of the orientation of the document 1475 and the feed path of the document 1480 relative to the scanner. This again assumes that the eye on the indicia 1476 on the paper-based document 1475 is able to identify the reading orientation of the content as matching the reading orientation of the text and/or graphics printed on the paper-based document 1475. In yet another preferred embodiment of the invention, the user may also specify the selection of a particular orientation and rotation.

Referring now to FIG. 15, a conceptual view of a review/action mechanism in accordance with a preferred embodiment of the present invention is illustrated. Since the various preferred embodiments of the present invention are specifically designed for a pre-scan search mode of operation, there are certain advantages that can increase productivity and increase overall system integrity. In particular, using the review/action mechanism 224, many previously unavailable system capabilities and tracking displays can be developed.

As shown in fig. 15, the censorship/action mechanism 224 can be triggered and used to provide functions such as notification, authentication, error handling, email, and input/output capabilities for users of the system 100. These functions are particularly important to maintaining system integrity when multiple users are retrieving, scanning, and restoring files. Each of these specific elements is described below. Implementation of these various functions is possible because the unique pre-scan retrieval method of the present invention allows the system 100 to propose and maintain a file manifest before generating any digital image. Once the digital image is generated, the system 100 can use the previously generated manifest to verify such performance or to identify points of failure within the system. The results are very reliable for the user of the system 100. The review/action mechanism 224 continuously analyzes the various databases storing information relating to the digital images of the paper-based documents and performs any designated post-scanning operations or instructions.

The announcement is system generated information that provides feedback to the user regarding the status of the paper-based document and the creation of digital images using the system 100 of FIG. 1. Because each unique file identifier is assigned to an individual user, the system 100 can generate information for an individual user whenever a file having indicia belonging to a particular user is scanned. Once the file is scanned, various notifications can be "stored" with system 100 and authenticated for later execution. For example, once a user has retrieved a paper-based document according to a preferred embodiment of the present invention, the notification capability of the inspection/institution 224 can send a message to the user when the paper-based document is scanned and a digital image is ready to be produced for viewing. Likewise, using management-by-exception theory, if a predetermined amount of time has expired and the paper-based document has not been scanned, the notification capability of the review/action mechanism 224 can send a message to the user for this purpose and the user can take appropriate action. Those skilled in the art will recognize that there are many other, similar types of notifications that can be generated by the review/action mechanism 224. These additional notifications include e-mail verification, file retention information, etc. Before scanning a file, it is important to note that all of these actions can be "queued" for execution. The unique file identifier allows a storage action to be performed when it is scanned for the correct file.

In addition to the announcement, the censorship/action mechanism 224 can provide authentication functionality for the system 100. For example, in the case of certain very preferred documents, the user may specify that the authentication information should be generated as soon as the paper-based document is scanned. This would allow a user to track important documents through the system 100 and verify that the documents are available and secure.

In addition to the above-described functionality, the error handling capabilities of the audit/action mechanism 224 give more confidence as to the integrity of files stored in the system 100. For example, the documents can be retrieved prior to scanning, and the review/action mechanism 224 can verify the characteristics of the paper-based documents and compare them to the actual documents received by the scanning subsystem. For example, a user may specify that a document has 10 pages during retrieval. When the document is later scanned, the scanning subsystem can "count" the actual scanned page numbers and send a message to the user if the page number count is incorrect. Additionally, if any file identifiers are synchronized with the system 100 and not displayed, a warning can be generated to the user that the file is missing.

Another important function of the audit/action mechanism 224 is to generate an e-mail message containing a digital image of the paper-based document being imaged with the system 100. The user may specify that the digital image of any given paper-based document can be sent to another individual using the e-mail message. This can occur before or after the document scan. If the file has not been scanned when the user specifies an email action, the review/action mechanism 224 will store the relevant email address, recipient, and other important data and "que" the email to be sent. Once the paper-based document is actually scanned, the review/action mechanism 224 will attach the digital image of the paper-based document to the e-mail and send it out using standard e-mail protocols.

It is recognized that the review/action mechanism 224 allows for simple input and output of images, which need to work within the parameters and limitations of existing systems. The most preferred embodiment of censorship/action mechanism 224 uses extensible markup language (XML) to perform these functions. For example, a user may wish to send a digital image of system 100 to a file management system. The user can specify an output destination before or after the document scanning. As with e-mail, if the paper-based document has not been scanned, the review/action mechanism 224 will retain the relevant output information and output a digital image as the paper-based document is scanned.

Another important feature of digital filing applications is the functionality provided by the security mechanism 221 shown in fig. 2. Security mechanism 221 provides security assurance for digital images of paper-based documents stored in image repository 226. A user of the system 100 can specify how secure the image should be, and the system 100 will only allow authorized users to access the stored image. Since the documents can be retrieved prior to scanning, it is possible to specify the required level of security before a digital image of a given paper-based document is created. This is much more secure than commercial systems that use a scanning and then retrieval methodology. If the paper-based document is scanned prior to retrieval, the image must be cached and utilized in the system for later retrieval. This means that the images are stored in a manner that is content-secure. This security feature is very important for images contained in sensitive materials. Since each globally unique identifier on each pre-printed label can be assigned to an individual user, the security mechanism 221 can provide security assurance for the digital image of the paper-based document by querying the globally unique identifier printed on each pre-printed label as the document is scanned. The security mechanism 221 can control access to a desired image by verifying a user identification for a user who requires access and comparing it to a registered owner of a globally unique identifier contained in the document image.

As described above, the present invention provides an apparatus and method for a digital filing system. The preferred embodiments of the present invention provide for the smooth and efficient retrieval, imaging, storage, retrieval and management of paper-based documents, converting them into electronic documents using a system that combines many office resources. The proposed system and method implements a desktop approach for digital archiving that can be utilized by each worker. In one embodiment of the invention, individuals have full control over electronic storage and file restoration of their standard desktop using a dedicated digital archive application or a standard web browser application. Uniquely, the digital filing application of the present invention also allows a user to retrieve and mark documents using a dedicated desktop marking mechanism or pre-printed marks prior to scanning/imaging.

One of the more important parts of the present solution is the maintenance of globally unique identifiers. The integrity of the document image is ensured by controlling the supply of pre-printed indicia. In addition, collating numbers, logos, holograms, and other secure printing techniques may be used to verify the origin of the preprinted indicia and to maintain the integrity of the digital archiving process.

It is possible to receive any document from any source and to attach pre-printed indicia to the document using a globally unique identifier, without any regard for the pre-defined relationship between the document and the pre-printed indicia. The file and the indicia are "synchronized" by the digital archive application 227 when the indicia is loaded into the file and associated with the information by printing on the pre-printed indicia. In addition, multiple digital file images from multiple sources can be combined into a single database without concern for which system produced which digital image. Since each is unique, there will never be any duplication. While the present invention has been particularly shown and described with reference to preferred embodiments thereof, it will be understood by those skilled in the art that various changes in form and details may be made therein without departing from the spirit and scope of the invention.

Claims

1. An apparatus for file management, the apparatus comprising:

at least one processor;

a memory coupled to the at least one processor;

a scanner for generating a digital image of at least one scanned paper-based document, wherein the at least one scanned digital image comprises an image containing pre-printed indicia and is present in the memory; and

a digital filing application residing in the memory and executed by the at least one processor, the digital filing application analyzing a document image of the paper-based document for a unique document identifier, the digital filing application extracting the unique document identifier from the pre-printed marked image and using the analyzed unique document identifier to link the digital image of the scanned paper-based document to a record of the paper-based document in an image index database, wherein the record was created prior to said linking.

2. The apparatus of claim 1, further comprising a communication connection coupled to the at least one processor.

3. The apparatus of claim 1, wherein the digital archive application module connects the digital image to the record using at least a portion of the globally unique file number for generating a filename for the digital image.

4. The apparatus of claim 3, wherein at least a portion of the globally unique document number is a filename of the digital image.

5. The apparatus of claim 4, wherein the communication connection comprises a computer network.

6. The apparatus of claim 4, wherein the digital filing application module transmits the digital image of the paper-based document to the image repository via a communication link.

7. The apparatus of claim 5 wherein the computer network is the internet.

8. The apparatus of claim 5, wherein the computer network is an intranet.

9. The apparatus of claim 1, further comprising a desktop marker dispenser that dispenses the plurality of pre-printed pop-up markers one at a time, and wherein each of the plurality of pre-printed pop-up markers is printed with a globally unique file identifier.

10. The apparatus of claim 9, wherein each of the plurality of indicia is loaded onto one of the plurality of paper-based documents and indexed using a digital filing application.

11. The apparatus of claim 1, further comprising a folding out basket.

12. The apparatus of claim 1, wherein the digital archive application module further comprises:

an automatic rotation mechanism, wherein the automatic rotation mechanism automatically rotates the at least one displayed digital image using the image of the pre-printed mark for determining a correct display orientation;

an audit/action mechanism, wherein the audit/action mechanism performs at least one announcement function; and

a security mechanism, wherein the security mechanism controls access to the at least one digital image by querying for a globally unique identifier.

13. The apparatus of claim 12 wherein the at least one authentication function performed with the audit/action mechanism includes sending an authentication notice to a user concerning the at least one digital image.

14. The apparatus of claim 12, wherein the correct display orientation is an orientation that displays the eye-recognizable portion of the at least one digital image in an orientation equivalent to the eye-recognizable portion of the pre-printed label.

15. The apparatus of claim 12, wherein the security mechanism controls access to the at least one digital image by querying a globally unique identifier and comparing it to records in a database.

16. The apparatus of claim 12, further comprising a user interface that employs pre-printed indicia portions that are eye-recognizable to dynamically change the size of at least one digital image and rotate it.

17. The apparatus of claim 12, wherein the audit/action mechanism executes the at least one filing instruction at the time of the digital image generation of the at least one paper-based document.

18. The apparatus of claim 17, wherein the at least one archiving instruction is an e-mail instruction that is initiated when the digital image of the at least one paper-based document is created.

19. The apparatus of claim 17, wherein at least one of the archiving instructions is an output instruction.

20. The apparatus of claim 1, wherein the globally unique identifier comprises a bar code representing a machine-readable code on the label.

21. An apparatus for file management, the apparatus comprising:

at least one processor;

a memory coupled to the at least one processor;

a scanner for generating a digital image of at least one paper-based document, wherein said at least one digital image contains a digital image of a pre-printed indicia image and is present in the memory; and

a digital archive application module residing in the memory and executed by the at least one processor, wherein the digital archive application module extracts the globally unique file identifier from the pre-printed marked image and uses the globally unique file identifier to link the digital image to a database record, the record generated prior to generation of the digital image, the digital archive application module further comprising:

an automatic rotation mechanism; and

a user interface for dynamically changing the size of at least one digital image, the user interface being activated with a mouse.

22. The apparatus of claim 21, wherein to determine the correct display orientation, the automatic rotation mechanism automatically rotates the at least one displayed digital image using the image of the pre-printed indicia.

23. The apparatus of claim 21 wherein the correct display orientation is an orientation that displays the eye-recognizable portion of the at least one digital image in an orientation equivalent to the eye-recognizable portion of the pre-printed label.

24. The apparatus of claim 21, wherein the globally unique identifier comprises a bar code number representing the indicia.

25. An apparatus for file management, the apparatus comprising:

at least one processor;

a memory coupled to the at least one processor;

a scanner for generating at least one digital image containing an image of the pre-printed mark, wherein said at least one digital image is present in the memory; and

a digital archive application residing in the memory and executed by the at least one processor, the digital archive application further comprising an audit/action mechanism;

wherein the digital archive application module extracts a globally unique file identifier from the pre-printed marked image and uses the globally unique file identifier to link the digital image to a database record, the record being generated prior to generation of the digital image; and

wherein the censorship/action mechanism executes at least one archiving instruction.

26. The apparatus of claim 25 wherein at least one of the archiving instructions is an e-mail instruction.

27. The apparatus of claim 25, wherein at least one of the archiving instructions is an output instruction.

28. The apparatus of claim 25 wherein the globally unique file identifier comprises a bar code number representing a mark on the document.

29. An apparatus for file management, the apparatus comprising:

at least one processor;

a memory coupled to the at least one processor;

a scanner for generating at least one digital image containing an image of the pre-printed indicia, said at least one digital image being present in the memory; and

a digital archive application module residing in the memory and executed by the at least one processor, the digital archive application module including a security mechanism;

wherein the security mechanism controls access to the at least one digital image.

30. The apparatus of claim 29, wherein the security mechanism controls access to the at least one digital image by querying a unique identifier of the pre-printed label image.

31. The apparatus of claim 29, wherein the globally unique file identifier comprises a bar code number representing a mark on the document.

32. An apparatus for file management, the apparatus comprising:

at least one processor;

a memory coupled to the at least one processor;

a scanner for generating at least one scanned digital image containing an image of the pre-printed indicia, wherein said at least one digital image is present in the memory; and

a digital filing application residing in the memory and executed by the at least one processor, the digital filing application comprising:

an automatic rotation mechanism;

a review/action mechanism; and

a safety mechanism;

wherein the digital filing application analyzes a document image of a paper-based document having a unique document identifier, the digital filing application extracting the unique document identifier from the pre-printed marked image and using the analyzed unique document identifier to link the scanned digital image to a record of the paper-based document in a previously generated image index database;

wherein the automatic rotation mechanism automatically rotates the at least one displayed digital image using the image of the pre-printed indicia to determine the correct display orientation.

Wherein the review/action mechanism analyzes the database records and executes at least one post-scan processing instruction; and

33. The apparatus of claim 32, wherein at least one post-scan processing instruction is an email instruction.

34. The apparatus of claim 32, wherein at least one post-scan processing instruction is an output instruction.

35. The apparatus of claim 32, wherein the globally unique file identifier comprises a barcode number on a representative label.

36. A method for file management, the method comprising the steps of:

assigning a pre-printed label of at least one label dispenser, the pre-printed label containing a globally unique identifier;

attaching at least one pre-printed mark to the paper-based document;

retrieving the paper-based document using a digital filing application, thereby creating a record in a database describing the paper-based document;

scanning the paper-based document to generate a digital image of the paper-based document;

extracting a file name from the pre-printed mark;

storing a file of the digital image, naming the digital image using a globally unique identifier, and connecting the digital image to a record in a database.

37. The method of claim 36, further comprising the step of eliminating digital image mottling and distortion of the paper-based document.

38. The method of claim 36, further comprising the step of automatically rotating the digital image using an automatic rotation mechanism based on the orientation of the pre-printed mark.

39. The method of claim 36, further comprising the step of controlling access to the digital image using a security mechanism.

40. The method of claim 39, wherein the step of controlling access to the digital image of the paper-based document using the security mechanism comprises:

assigning a series of pre-printed indicia to a particular user, each pre-printed indicia containing a globally unique identifier;

comparing the globally unique identifier associated with the digital image to a list of globally unique identifiers assigned to users requesting access to the digital image;

when accessing a digital image, a globally unique identifier assigned to a particular user is checked and access is only allowed if the globally unique identifier is assigned to a particular user requesting access to the digital image.

41. The method of claim 36, further comprising the step of:

prior to scanning the paper-based document, indicating a post-scanning operation of the digital image of the paper-based document using an audit/action mechanism; and

the post-scanning operation of the indication is attached to the record of the at least one index of the paper-based document using the globally unique identifier contained in the pre-printed indicia prior to scanning of the paper-based document.

42. The method of claim 41 wherein the step of indicating a post-scanning operation of the digital image of the paper-based document using an audit/action mechanism comprises: a step of generating an e-mail order of a digital image of the paper-based document prior to scanning of the paper-based document.

43. The method of claim 36, further comprising the step of using a folding basket to grade and store the paper-based documents.

44. The method of claim 43, wherein the step of using a folding basket to collate and store paper-based documents comprises the steps of:

placing the paper-based document in a document holder portion of a folding basket while the document is being retrieved;

placing the paper-based document in a document storage portion of a folding basket after attaching at least one pre-printed mark to the paper-based document; and

a folding basket is used to transport paper-based documents to a scanning device.

45. The method of claim 36, wherein the step of dispensing at least one preprinted indicia of the indicia dispenser, the preprinted indicia containing the globally unique identifier comprises the step of dispensing at least one preprinted indicia with a barcode number printed on the at least one preprinted indicia of the indicia dispenser.

46. A method of processing a digital image, the method comprising the steps of:

a) attaching machine-readable pre-printed indicia to the paper-based document, wherein the pre-printed indicia contains a globally unique document identifier;

b) indexing the paper-based document with at least one index value;

c) creating a record in a computerized database containing at least one index value of the paper-based document using the globally unique document identifier contained in the pre-printed mark;

d) scanning the paper-based document, thereby creating a digital image of the paper-based document, including a digital image of the pre-printed bar code, and analyzing the scanned image;

e) processing a digital image of a paper-based document to extract the globally unique identifier from the image of the pre-printed mark; and

f) storing the digital image of the paper-based document in a computerized image repository, and associating at least one index value with the digital image of the paper-based document using a globally unique identifier extracted from the pre-printed label.

47. The method of claim 46, further comprising the step of:

the digital image of the paper-based document is removed of mottling and distortion.

48. The method of claim 46, further comprising the step of:

the digital image of the paper-based document is automatically rotated according to the orientation of the pre-printed indicia.

49. The method of claim 46, further comprising the step of:

indicating a post-scanning operation of the digital image of the paper-based document prior to scanning the paper-based document; and

50. The method of claim 49 wherein the step of indicating a post-scanning operation of the digital image of the paper-based document comprises the step of forming an electronic mail message for transmitting the digital image of the paper-based document over a computer network.

51. The method of claim 49 including the step of performing a post-scanning operation indicative of a digital image of the paper-based document.

52. The method of claim 46 wherein the step of dispensing the preprinted indicia of the at least one indicia dispenser comprises the step of dispensing at least one preprinted indicia bearing a barcode number printed on the at least one preprinted indicia of the indicia dispenser.

53. A method of processing a digital image, the method comprising the steps of:

attaching a pre-printed label to the paper-based document, wherein the pre-printed label contains a globally unique identifier;

retrieving the paper-based document with at least one index value;

creating a record in a computerized database using the globally unique identifier contained in the pre-printed mark, the record containing at least one index value of the paper-based document;

indicating a post-scanning operation of the digital image of the paper-based document prior to scanning the paper-based document;

attaching an indicated post-scan operation to a record of at least one index of the paper-based document prior to scanning of the paper-based document using a globally unique identifier contained in the pre-printed indicia;

scanning a paper-based document;

generating a digital image of the paper-based document, including the digital image in the pre-printed bar code;

eliminating spots and distortion of the digital image of the paper-based document;

controlling access to the paper-based document digital image;

processing the paper-based document digital image to extract a filename from the image in the pre-printed indicia;

automatically rotating the digital image of the paper-based document according to the orientation of the pre-printed indicia;

storing a digital image of the paper-based document in a computerized image repository, using a globally unique identifier extracted from the pre-printed marking, thereby linking the at least one index value and the indicated post-scan operation with the paper-based document digital image; and

the indicated post-scan operation is performed.

54. The method of claim 53 wherein the step of dispensing the preprinted indicia of the at least one indicia dispenser comprises the step of dispensing at least one preprinted indicia bearing a barcode number printed on the at least one preprinted indicia of the indicia dispenser.

55. A method of digital archiving, the method comprising the steps of:

generating an index record in a database, the index record being identified with a globally unique identifier;

storing a plurality of data describing the paper-based document in the index record;

attaching a pre-printed label having a globally unique document identifier to a paper-based document;

generating a digital image of the paper-based document using the scanned paper-based document, analyzing the scanned image;

extracting a globally unique file identifier from the token; and

the digital image is connected to an index record in a database using a globally unique file identifier.

56. The method of claim 55, further comprising the step of accessing the digital image using the globally unique file identifier.

57. The method of claim 55, further comprising, prior to attaching the indicia having the globally unique document identifier to the paper-based document, the step of extracting the indicia from a pop-up dispenser that dispenses the indicia one at a time.

58. The method of claim 55 wherein the globally unique file identifier comprises a bar code number printed using a standard bar code symbology.

59. The method of claim 58 wherein the standard bar code symbology corresponds to 5 symbology insert 2.

60. The method of claim 58 wherein the standard bar code symbology corresponds to the code 39 symbology.

61. The method of claim 58 wherein the standard barcode symbology corresponds to a PDF417 symbology.

62. A method for digital management of paper-based documents, the method comprising the steps of:

receiving a paper-based document;

attaching a pre-printed label having a globally unique identifier to the paper-based document;

generating records in a paper-based document image index database;

storing a globally unique identifier of the paper-based document in the record, thereby synchronizing the record in the image index database with the paper-based document;

scanning the paper-based document and generating a digital image of the paper-based document;

extracting a globally unique identifier from the token; and

to link images to records in an image index database, digital images in an image repository are stored using globally unique identifiers.

63. The method of claim 62 wherein the step of attaching the indicia to the paper-based document includes the steps of dispensing a single pop-up indicia of a desktop indicia dispenser and loading the indicia into the paper-based document.

64. The method of claim 62, further comprising the step of restoring the images of the image repository using an interface on a web browser.

65. The method according to claim 62, wherein the step of storing the image in an image repository includes the step of transmitting the image to the image repository over the Internet.

66. The method of claim 62 wherein the step of storing the images in an image repository includes the step of transferring the images to a CD-ROM disk.

67. The method of claim 62 wherein the step of storing the images in an image repository includes the step of transferring the images to a DVD disk.

68. A method of retrieving, storing, and retrieving a digital image of a paper-based document, the method comprising the steps of:

a) receiving a paper-based document;

b) extracting a single mark from a desktop mark dispenser, the mark preprinted with a globally unique identifier;

c) attaching a label to the paper-based document;

d) retrieving the paper-based document using a digital filing application on a web browser;

e) generating a paper-based file record in an image index database;

f) storing a globally unique identifier of the paper-based document in the record, thereby synchronizing the record in the image index database with the paper-based document;

g) indicating a post-scanning operation of the paper-based document;

h) scanning the paper-based document and the label attached to the document using a facsimile machine, thereby generating a digital image of the paper-based document including a labeled image;

i) transmitting the digital image to an image database through the internet;

j) extracting a globally unique identifier from the paper-based document digital image;

k) storing the digital image in an image repository using the globally unique identifier to produce a connection to the record and the digital image;

l) attaching an extension to the file name to indicate the graphic format of the digital image;

m) eliminating spots and distortion of the digital image of the paper-based document;

n) performing a post-scanning operation of the indication of the paper-based document;

o) automatically rotating the digital image of the paper-based document according to the orientation of the pre-printed mark;

p) controlling access to the digital image using the globally unique identifier to determine an access privilege for the digital image;

q) generating a URL and a web page using the globally unique identifier to display a digital image of the paper-based document; and

r) recovering the digital image on the internet using an application on a web browser.