EP1889187A1 - Devices and methods allowing a user to manage a plurality of objects in particular paper documents - Google Patents
Devices and methods allowing a user to manage a plurality of objects in particular paper documentsInfo
- Publication number
- EP1889187A1 EP1889187A1 EP06763342A EP06763342A EP1889187A1 EP 1889187 A1 EP1889187 A1 EP 1889187A1 EP 06763342 A EP06763342 A EP 06763342A EP 06763342 A EP06763342 A EP 06763342A EP 1889187 A1 EP1889187 A1 EP 1889187A1
- Authority
- EP
- European Patent Office
- Prior art keywords
- objects
- managing
- location information
- indexing
- archived
- Prior art date
- Legal status (The legal status is an assumption and is not a legal conclusion. Google has not performed a legal analysis and makes no representation as to the accuracy of the status listed.)
- Withdrawn
Links
Classifications
-
- G—PHYSICS
- G06—COMPUTING; CALCULATING OR COUNTING
- G06F—ELECTRIC DIGITAL DATA PROCESSING
- G06F16/00—Information retrieval; Database structures therefor; File system structures therefor
- G06F16/90—Details of database functions independent of the retrieved data types
- G06F16/93—Document management systems
Definitions
- the field of the invention is that of archiving, filing and more generally the management of a group of objects.
- the related field of the invention is that of the management of information and / or documentary collections.
- the invention relates to a method and / or device allowing a user to manage a plurality of objects.
- the invention applies to all kinds of objects including paper documents, photographs and their electronic images obtained by digitization, and electronic documents of all types (text, tables, images, ).
- a first technique which consists in classifying the objects according to a hierarchical tree structure comprising classes, subclasses, etc.
- This first known technique was the only one available before the advent of computers. In the context of document management, the implementation of this technique amounts to classifying documents in cabinets, folders, sub-folders, folders, filing cabinets, ... or for electronic documents in directories, sub-directories, etc.
- this first technique objects can be found from the knowledge of the receptacle in which they were classified.
- a variant of this first technique consists in first making a copy of the document in digital format, so as to allow digital management of documents and to keep a copy in electronic format.
- a second technique which consists in placing the objects within the same receptacle without ordering them and in using a computer search tool based on indexing means, for example of the full text type, to enable find them.
- a first disadvantage of the first known technique is that the time spent on the classification of objects is important.
- a second disadvantage of the first known technique is that to find an object it is necessary to remember its existence, and its characteristics and then find its location.
- a third disadvantage of the first technique is that it is often necessary to know the principle of classification to find the object.
- a disadvantage of the second known technique is the difficulty in finding the location of physical objects.
- an object of the invention is thus to provide a management technique of a plurality of objects to adapt to the diversification of the characteristics of the objects of an object group to manage.
- Another object of the invention is to provide a technique for automatic indexing of objects without human intervention.
- Another object of the invention is to provide a technique enabling the user, after having reached and used an object or having consulted a document, to simply store it without having to remember the original location.
- Another object of the invention is to provide a technique allowing a fully automated and computerized management of the objects to be managed.
- Yet another object of the invention is to provide a technique that simplifies the use of the same database by several users by completely harmonizing the classification methods.
- Yet another object of the invention is to provide a technique implementing search tools with a more user-friendly and intuitive interface. 4. Description of the invention
- the invention thus relates to a device for managing a plurality of objects.
- a device for managing a plurality of objects.
- Such a device comprises means for archiving at least one of said objects comprising: means for obtaining at least one specific reference to said at least one object;
- each archived object of a data tuple comprising said at least one reference of said object, said at least one location information and said at least one indexing attribute of said object.
- a specific physical reference is obtained for each object, previously applied to the object (for example using an endorser) or, where appropriate, calculated and attributed and affixed by the device to the object.
- This reference may especially be RFDD chip type, barcode, fingerprint, magnetic strip, or a self-adhesive label and be applied manually on the object, entered via a keyboard, or be read by a reader integrated in such a device.
- Information about the location is also known (position in a ferry of storage, position on a shelf, placement in a drawer ...) of an object associated with its reference and its indexing attributes.
- the tuple provided by the storage means makes it possible to recognize and keep a trace of an object when it is extracted or consulted.
- the objects concerned by the invention may comprise several sub-objects and thus allow the management of a batch of sub-objects.
- the reference obtained may be associated with, or may be treated as information of beginning and / or finalization of the object, such as when the object is a paper document with several sheets.
- the device also makes it possible to manage a set of electronic objects and elements
- said association means also make it possible to associate with said at least one reference additional information belonging to the group comprising: information on the origin of said object; information on the rights associated with said object; information on said indexing means; and said at least one stored tuple further comprises said at least one additional information.
- additional information belonging to the group comprising: information on the origin of said object; information on the rights associated with said object; information on said indexing means; and said at least one stored tuple further comprises said at least one additional information.
- Other information including the recipient (s) of the document and the name of the user who saved the document can also be associated with the reference.
- said at least one reference constitutes one of said attributes associated with said at least one object. Such a reference can then be significant for the user.
- said at least one reference or at least one of said references is distinctive.
- Each object can be individually marked.
- said location information associated with said at least one successively obtained reference for objects archived successively by the archiving means define successive archival locations.
- the objects are placed one after the other and have location information that follow each other, which makes it easy to determine their location.
- This embodiment of archiving is particularly advantageous in the case of paper documents, for example by stacking documents.
- said characterization means are computer means belonging to the group comprising: scanner; equipment for optical character recognition.
- the creation of the triplet is done automatically.
- An electronic version of the paper document or photographic image is then obtained. This also makes it possible to identify attributes, or keywords, in the document that makes it possible to obtain or fill in a reference for the object if necessary.
- such a device comprises means for storing said objects in which each object is stored, according to the location information associated with said at least one reference assigned to said object.
- specific storage locations are provided.
- the storage means may comprise one or more zones.
- said storage means comprise at least two zones in which at least one object can be placed, each zone being associated with a distinct zone identifier, and in that said at least one reference is furthermore associated with a information relating to a zone identifier.
- each zone is associated with: a receptacle in which objects are stored; and / or at least one interlayer each defining at least one sub-area in which objects are stored.
- An insert can also contain information concerning a group of documents of the same nature that it delimits (for example a set of invoices issued by the same energy supplier), or a time stamp indication to delimit for example the set archived documents the same day.
- the spacers are recognized as such by the device, either automatically (for example by means of an RFID chip or a barcode affixed to the interlayer) or by the provision of information to that effect by the user. Once the tab is recognized, the device increments the counter associated with the marking tabs.
- At least one zone further comprises a receptacle belonging to the group comprising: sealed container; safe ; dump; mill.
- a receptacle belonging to the group comprising: sealed container; safe ; dump; mill.
- such a device comprises: means for importing n-tuples of data associated with objects archived by another device of the same nature as said device; means for concatenating said n-tuples of imported data with the n-tuples of data associated with objects archived by said device.
- such a device comprises deletion means for a given object of said stored tuple.
- the invention also relates to a device for managing a plurality of objects, each of said objects being associated with a n-tuple comprising at least one reference, at least one location information and at least one indexing attribute, and including means for unpacking at least one of said objects comprising: means for searching and / or selecting said at least one object by said attributes being indexed thereto; means for obtaining said at least one location information of said at least one desired and / or selected object.
- unarchiving means being able to extract an object from the archiving means or, in the case of a set of paper documents, to be able to consult a document without removing it from its location.
- searching means being able to extract an object from the archiving means or, in the case of a set of paper documents, to be able to consult a document without removing it from its location.
- the preceding device comprises autonomous means belonging to the group comprising:
- the delivery means may be implemented for example by a robot and the pointing means by a laser pointer.
- said autonomous delivery means comprise means for recording said delivery.
- said objects belong to the group comprising:
- the invention applies in particular to the management of paper documents and electronic documents.
- the digital and / or analog recording media concerned by the invention are of any type and in particular optical media (compact disc, DVD), hard disks, flash memories, vinyl records, cassettes.
- the invention also relates to a method for managing a plurality of objects, including a step of archiving at least one of said objects comprising: a step of obtaining at least one specific reference to said at least one object ; a step of associating with said at least one reference of at least one archive location information of said at least one object; a step of characterizing a plurality of descriptive attributes associated with said at least one object; a step of indexing said at least one object making it possible to select at least one of said attributes, said indexing attribute; a storage step for each archived object of a data tuple comprising said at least one reference of said object, said at least one location information and said at least one indexing attribute of said object.
- such a method comprises a step of unarchiving at least one of said objects comprising: a step of searching and / or selecting said at least one object by virtue of said attributes being indexed to it; a step of obtaining said at least one location information of said at least one sought and / or selected object.
- a method making it possible to manage a plurality of objects further comprises: detection means that an object to be archived has already been archived by said means of archiving; replacement means, activated in the event of positive detection by said detection means, of the data tuple comprising said at least one reference, said at least one location information and said at least one indexing attribute of said object already archived by a new tuple including new location information.
- an object unarchived or extracted for example for consultation if it is a paper document can be relocated to any location and new location information is automatically assigned to it. It should be noted that then the other data in the tuple remain unchanged.
- the invention also relates to a computer program product comprising program code instructions for executing at least one step of the preceding methods and corresponding backup means. 5.
- Figures Other characteristics will appear on reading the description of a particular embodiment and the diagram of the accompanying FIG. 1 illustrating in schematic form the elements of a management system of a paper document base according to the invention.
- the invention thus relates to a device for managing a plurality of objects.
- this document management system 10 comprises:
- characterization means also called scanner, 11;
- OCR character recognition tool
- means 42 for generating document storage location information; means 18 for storing, in a database 9, n-tuples each comprising a document reference, an archive location information and attributes (in particular indexing attributes); automatic storage means 43 connected to a receptacle 12, also called filing tray; indexed search means 15 making it possible, during a phase of unarchiving or consulting a previously archived document, to find the desired document from a search based on one or more indexing attribute of this document;
- means 17 for exporting associated with file compression means enabling the user to export in a compressed form the documents determined in a virtual document holder, notably in the form of a zip file.
- Scanner 11 is used to scan documents. It should be noted that without departing from the scope of the invention a fax machine or a photocopier having this functionality can also be implemented.
- This device also comprises in a non-illustrated variant: downloading means enabling the user to download specified documents from the documents in the list of documents; - means of sending by email; annotation means for annotating all the documents; means for saving the images of all the documents on a remote server.
- system further comprises second storage means for storing in the database 9 information concerning the paper documents, including a history of the scans made, a history of consultations and exports made by the user.
- the user can quickly archive documents, have instant access to content and quickly to the physical document.
- FIG. 1 The operation of the system of FIG. 1 is now presented in more detail when a paper document is being archived.
- the document is scanned, then a character recognition is carried out using suitable OCR software in order to obtain a plurality of descriptive attributes of the document.
- We index the document by selecting some attributes called indexing attributes.
- a reference is generated which is affixed to the document (for example by gluing a label bearing this reference).
- Archive location information for this document is also generated.
- a tuple specific to the document to be archived and including the aforementioned reference, the aforementioned archive location information and the aforementioned indexing attributes is stored in the database.
- the document, after its labeling is stored automatically in the tray 12 for example by simple stacking in chronological order.
- the document 20 to be archived already includes a reference (for example on a label stuck on this document).
- reference generator 41 and means 44 for affixing references are replaced by means for reading the reference already present on the document. These reading means use for example the results of the character recognition performed on the document.
- the user can introduce a colored interlayer and / or cardboard and / or numbered in the filing tray.
- These dividers structure the stack of documents (or volume) into several parts (or chapters) composed of several pages.
- These tabs may contain some fields such as a title, these fields will structure the final binder.
- These tabs may also contain keywords or attributes that will be added as comments to the scanned paper documents afterwards.
- the search engine 19 displays the search results as a list of documents.
- the user can: send documents by mail, the system keeping track of this action; download or delete documents, the system keeping track of this action.
- the user can consult the original.
- the user can ask the system for the physical location of the document.
- the system indicates the physical location of the document (for example "volume 2, page 75 (between tabs 5 and 6)"),
- the system keeps track that this user has had access to the physical document. If the user wishes to extract the document, it specifies it, and the software keeps track of it. After extraction, the document can be:
- such a device comprises a backup module of a copy of its database.
- such a device comprises a module for editing a summary of the folder which highlights the different parts, or chapters, possibly separated by the dividers, the various pages, possibly accompanied their comments and / or a summary of their content.
- a device according to the invention can manage several receptacles simultaneously, in particular to direct objects of different sizes, of different origin or different authors in specific receptacles.
- the different receptacles or trays can be the different drawers of the same set.
- the device according to the invention comprises the elements belonging to the group comprising: recognition means for informing the computer system of the bin where the object is located; interface with accounting software, or address book; robot for automatically changing the receptacles of the storage means; means of communication with a computer system relocated by a network; means for exporting n-tuples in various forms, in particular in the form of a table of contents or system representation (of the mind mapping type, with recognition of key concepts); means for remote interrogation via SMS, PDAs or electronic voice syntheses.
- the device is placed directly downstream of a fax machine or a printer without departing from the scope of the invention.
Landscapes
- Engineering & Computer Science (AREA)
- Databases & Information Systems (AREA)
- Theoretical Computer Science (AREA)
- Business, Economics & Management (AREA)
- General Business, Economics & Management (AREA)
- Data Mining & Analysis (AREA)
- Physics & Mathematics (AREA)
- General Engineering & Computer Science (AREA)
- General Physics & Mathematics (AREA)
- Information Retrieval, Db Structures And Fs Structures Therefor (AREA)
- Processing Or Creating Images (AREA)
Abstract
Description
Claims
Applications Claiming Priority (2)
Application Number | Priority Date | Filing Date | Title |
---|---|---|---|
FR0505410A FR2886429B1 (en) | 2005-05-27 | 2005-05-27 | SYSTEM FOR USER TO MANAGE A PLURALITY OF PAPER DOCUMENTS |
PCT/EP2006/062685 WO2006125831A1 (en) | 2005-05-27 | 2006-05-29 | Devices and methods allowing a user to manage a plurality of objects in particular paper documents |
Publications (1)
Publication Number | Publication Date |
---|---|
EP1889187A1 true EP1889187A1 (en) | 2008-02-20 |
Family
ID=35432035
Family Applications (1)
Application Number | Title | Priority Date | Filing Date |
---|---|---|---|
EP06763342A Withdrawn EP1889187A1 (en) | 2005-05-27 | 2006-05-29 | Devices and methods allowing a user to manage a plurality of objects in particular paper documents |
Country Status (5)
Country | Link |
---|---|
US (1) | US20090077127A1 (en) |
EP (1) | EP1889187A1 (en) |
JP (1) | JP2008546068A (en) |
FR (1) | FR2886429B1 (en) |
WO (1) | WO2006125831A1 (en) |
Families Citing this family (4)
Publication number | Priority date | Publication date | Assignee | Title |
---|---|---|---|---|
US9635196B2 (en) | 2010-08-31 | 2017-04-25 | Xerox Corporation | System for enabling scan-to-email functionality |
CN102737061B (en) * | 2011-04-14 | 2015-06-03 | 中兴通讯股份有限公司 | Distributed ticket query management system and method |
EP3457299B1 (en) * | 2017-09-15 | 2021-06-09 | Neopost Technologies | Method for augmented reality assisted document archival |
CN116595238B (en) * | 2023-07-17 | 2023-09-19 | 三土电子有限公司 | User archive data analysis processing method based on RFID technology |
Family Cites Families (15)
Publication number | Priority date | Publication date | Assignee | Title |
---|---|---|---|---|
WO2001013279A2 (en) * | 1999-08-17 | 2001-02-22 | Ptfs, Inc. | Word searchable database from high volume scanning of newspaper data |
US20010049674A1 (en) * | 2000-03-30 | 2001-12-06 | Iqbal Talib | Methods and systems for enabling efficient employment recruiting |
JP2002055976A (en) * | 2000-08-11 | 2002-02-20 | Canon Inc | System and method for document management |
WO2002041170A2 (en) * | 2000-11-16 | 2002-05-23 | Interlegis, Inc. | System and method of managing documents |
WO2002095627A1 (en) * | 2001-05-19 | 2002-11-28 | Papercomp, Inc. | Storage-retrieval of paper and electronic documents |
AU2002355530A1 (en) * | 2001-08-03 | 2003-02-24 | John Allen Ananian | Personalized interactive digital catalog profiling |
US7007231B2 (en) * | 2002-01-07 | 2006-02-28 | Chi Hung Dang | Document management system employing multi-zone parsing process |
JP2003242158A (en) * | 2002-02-15 | 2003-08-29 | Fujitsu Ltd | System, program and method for managing document |
US20050144189A1 (en) * | 2002-07-19 | 2005-06-30 | Keay Edwards | Electronic item management and archival system and method of operating the same |
US7506250B2 (en) * | 2002-09-03 | 2009-03-17 | Ricoh Company, Ltd. | Techniques for determining electronic document information for paper documents |
JP2004227462A (en) * | 2003-01-27 | 2004-08-12 | Apolloservice Co Ltd | Document management device, document management method and document management program |
JP2004310144A (en) * | 2003-02-18 | 2004-11-04 | Ricoh Co Ltd | Document management system and method |
WO2005006138A2 (en) * | 2003-06-30 | 2005-01-20 | Idocuments, Llc | Worker and document management system |
JP2005067749A (en) * | 2003-08-21 | 2005-03-17 | Okamura Corp | Book storage managing system |
CA2479033C (en) * | 2003-09-25 | 2013-10-08 | Viewpointe Archive Services, Llc | Centralized check image storage system |
-
2005
- 2005-05-27 FR FR0505410A patent/FR2886429B1/en not_active Expired - Fee Related
-
2006
- 2006-05-29 WO PCT/EP2006/062685 patent/WO2006125831A1/en active Application Filing
- 2006-05-29 US US11/915,688 patent/US20090077127A1/en not_active Abandoned
- 2006-05-29 EP EP06763342A patent/EP1889187A1/en not_active Withdrawn
- 2006-05-29 JP JP2008512850A patent/JP2008546068A/en active Pending
Non-Patent Citations (1)
Title |
---|
See references of WO2006125831A1 * |
Also Published As
Publication number | Publication date |
---|---|
WO2006125831A1 (en) | 2006-11-30 |
US20090077127A1 (en) | 2009-03-19 |
FR2886429A1 (en) | 2006-12-01 |
JP2008546068A (en) | 2008-12-18 |
FR2886429B1 (en) | 2007-08-10 |
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