Automated system and method for matching an item of business property to a recipient

An automated system (10) for matching an item of business property to a recipient includes an inventory database (32) containing inventory data (34) concerning the item. A match module (30) is coupled to the inventory database (32) and receives allocation data (14) for the item. The match module (30) generates match data (180) for the item and associates the match data (180) with the inventory data (34). The match module (30) receives an item request (33) containing request data (152) and matches the item to the recipient associated with the item request (33) using the match data.

TECHNICAL FIELD OF THE INVENTION 
This invention relates in general to the field of data communications, and 
more particularly to an automated system and method for matching an item 
of business property to a recipient. 
BACKGROUND OF THE INVENTION 
Many organizations allocate selected items of business property according 
to the needs of the organization and the characteristics of the item and 
recipient. It is often desirable to allocate these items in response to 
information provided by a submitter. For example, a submitter might 
provide information concerning an excess item to match the item to another 
individual, group, department, site, or other recipient within or outside 
the organization. 
As organizations become larger and more complex to serve a variety of 
customer and internal requirements, organizations may match items of 
business property to recipients using various techniques. A known 
technique for matching an excess item of business property to a recipient 
uses manual submission, authorization, and request matching processes that 
are often relatively slow and laborintensive. Information communicated by 
hard copy, facsimile, or telephone in connection with such techniques may 
be illegible, inaccurate, misdirected, delayed, or even lost. In addition, 
authorization for the matching may be obtained and request matching 
performed inadequately, improperly, or not at all. Furthermore, 
information concerning excess items may not be maintained in a location 
that allows access by potential recipients. As a result, matching an item 
to a recipient may require several days, causing consequent backlogs and 
undesirable delays. Moreover, organizations using such techniques may have 
little flexibility to support customer or internal time and space 
constraints. 
SUMMARY OF THE INVENTION 
In accordance with the present invention, the disadvantages and problems 
associated with systems and methods for matching an item of business 
property to a recipient have been substantially reduced or eliminated. 
In accordance with one embodiment of the present invention, an automated 
system for matching an item of business property to a recipient includes 
an inventory database containing inventory data concerning the item. A 
match module is coupled to the inventory database and receives allocation 
data for the item. The match module generates match data for the item and 
associates the match data with the inventory data. The match module 
receives an item request containing request data and matches the item to 
the recipient associated with the item request using the match data. 
Important technical advantages of the present invention include providing 
an automated system and method for matching an item of business property 
to a recipient that incorporates automatic submission, authorization, and 
request matching processes to give organizations the ability to match 
items in an efficient, timely, and accurate manner. The present invention 
decreases the transaction time for matching each item and may further 
decrease manpower requirements associated with the matching process. The 
present invention also enhances the ability of the organization to respond 
to customer requirements and external or internal equipment needs and 
storage constraints. Other technical advantages are readily apparent to 
one skilled in the art from the following figures, descriptions, and 
claims.

DETAILED DESCRIPTION OF THE INVENTION 
FIG. 1 illustrates an exemplary automated system 8 for matching an item of 
business property to a recipient. System 8 includes matching system 10 and 
routing system 12. Matching system 10 receives allocation and 
authorization information for an excess or otherwise available item from 
routing system 12 and matches the item to a recipient associated with an 
item request. The item may be any tangible piece of equipment or other 
business property owned, leased, managed, maintained, or otherwise under 
the control or supervision of the organization or for which the 
organization may be responsible. In one embodiment, the item is an excess 
item that, although operable, is not needed by a particular individual, 
group, department, or site with which the item is presently associated or 
for which there is a higher priority elsewhere within or outside the 
organization. 
Allocation refers generally to any suitable process for physically 
transferring an item from one or more individuals, groups, departments, or 
sites within an organization to a recipient within or outside the 
organization. Allocation of an item may be in the form of transfer within 
the organization, disposal, employee gift, donation, sale, or any other 
disposition suitable for the needs of the organization. Matching refers 
generally to any suitable process for finding, locating, identifying, 
associating, assigning, choosing, or otherwise determining a recipient to 
which an item may be allocated in some suitable manner. 
Routing system 12 receives allocation data 14 for the item from a submitter 
13 and routes allocation data 14 to a coordinator 20 and one or more 
authorizers 22, 24, or 26 for authorization of the allocation. Allocation 
data 14 may include any information suitable for authorizing the 
allocation of the item and matching the item to a recipient. Submitter 13 
may be autonomous or operated by an employee, manager, supervisor, 
executive, or any other person associated with the organization that 
desires to allocate the item. Authorizers 22, 24, and 26 may be autonomous 
or operated by any persons such as managers, supervisors, or executives 
that have the authority to and may authorize allocation of the item, 
depending on the value or other characteristics of the item. Coordinator 
20 may be autonomous or operated by any person within the organization, 
such as a manager or supervisor, suitable to coordinate the operations of 
routing system 12. In one embodiment, coordinator 20 selects a particular 
authorizer 22, 24, or 26. 
Routing system 12 includes mail servers 16 and 18, coordinator 20, and 
authorizers 22, 24, and 26. Although at least a portion of allocation data 
14 is provided by submitter 13, allocation data 14 may also be generated 
by coordinator 20, one or more authorizers 22, 24, and 26, mail servers 16 
and 18, routing system 12, or any combination of the above. Routing system 
12 may be any electronic mail or other communications system operating on 
one or more computers or other processing devices. Routing system 12 may 
include OFFICE VISION MAIL, LOTUS NOTES, MICROSOFT MAIL, an interactive 
web page, or any other suitable communications application or tool. 
Routing system 12 includes all hardware and/or software appropriate to 
receive, transmit, send, forward, reply to, store, archive, and otherwise 
communicate messages concerning the item between submitter 13, coordinator 
20, and authorizers 22, 24, and 26 using mail servers 16 and 18. 
Mail servers 16 and 18 are coupled to and interact with each other and with 
submitter 13, coordinator 20, and authorizers 22, 24, and 26 to 
communicate information for authorizing allocation of the item, as an 
excess item or otherwise. Mail servers 16 and 18 are computers or other 
processing devices that manage communications between submitter 13, 
coordinator 20, authorizers 22, 24, and 26, and matching system 10. Mail 
servers 16 and 18 may also manage communications between routing system 12 
and a network or other resource external to routing system 12 and matching 
system 10, using any suitable wireline or wireless link. Submitter 13, 
coordinator 20, and authorizers 22, 24, and 26 may be any logical entities 
in hardware and/or software, such as miniframes or personal computers, 
that send and receive information using mail servers 16 and 18. Although 
only mail servers 16 and 18, submitter 13, coordinator 20, and authorizers 
22, 24, and 26 are discussed, the present invention contemplates more or 
fewer mail servers, submitters, coordinators, and authorizers, at one or 
more locations depending on the item, allocation data 14 for the item, the 
organization, or any other suitable factor. 
In operation of routing system 12, submitter 13 provides a first portion of 
allocation data 14 for the item using an input form residing on components 
of routing system 12, such as mail servers 16 and 18. Routing system 12 
generates a second portion of allocation data 14 according to the routing 
of allocation data 14 and the authorization for the allocation. Routing 
system 12 may provide submitter 13 with one or more opportunities to 
select the manner in which the item is allocated, for example, by transfer 
within the organization as an excess item. Routing system 12 may provide 
an input form to submitter 13 based on this selection or may provide 
submitter 13 with a single input form that is suitable for more than one 
type of allocation. 
Submitter 13 may provide allocation data 14 for more than one item, using a 
single input form or multiple input forms. Where more than one item is to 
be matched to a recipient, routing system 12 may process allocation data 
14 for each item in a serial fashion, in a prioritized order, more or less 
simultaneously, or in any other suitable manner. The relationship between 
allocation data 14 and the input form residing on components of routing 
system 12 is discussed more fully below in connection with FIG. 2. 
Matching system 10 includes a match module (MATCH) 30 that is coupled to 
mail server 18, a request database 31, one or more priority parameters 
(PP) 48, an interface (I/F) 36, and a communications module (COMM) 46. 
Interface 36 and communications module 46 are each coupled to and interact 
with communication parameters (CP) 38. Interface 36 is coupled to and 
interacts with an inventory database 32 and a database management system 
(DBMS) 33 associated with inventory database 32. Communications module 46 
also interacts with one or more requesters 40, 42, and 44 from which 
matching system 10 may receive one or more item requests. In general, 
matching system 10 receives allocation data 14 for an item from routing 
system 12 and an item request from a requester 40, 42, or 44, and matches 
the item to a recipient associated with the item request in some suitable 
manner. 
Inventory database 32 contains inventory data 34 corresponding to items 
that the organization may wish to allocate at some time during the life of 
the items or organization. Inventory database 32 may also contain 
inventory information concerning items the organization may not wish to 
allocate, for whatever reason. Inventory database 32 may include one or 
more databases or files at a single or multiple locations, internal or 
external to matching system 10, that contain any inventory, tracking, or 
other information concerning the items that may be relevant to matching 
the items to recipients, as excess items or otherwise, using matching 
system 10. The inventory data 34 for each item may be identified by a 
unique item number assigned to the item by the organization or otherwise. 
Inventory database 32 supports a DBMS 33 that manages access to the 
resources of inventory database 32. Inventory database 32 may be more or 
less permanent or may be a temporary file created by extracting inventory 
information from more permanent files for matching system 10 to use in 
matching items to recipients and in updating the more permanent files to 
reflect such matching. Inventory database 32 may include fixed or 
removable storage media at one or more locations or processing devices, 
such as random access memory (RAM), read only memory (ROM), magnetic 
computer disks, CD-ROM, or any other volatile or non-volatile memory. 
Match module 30 receives allocation data 14 from mail server 18. Match 
module 30 identifies the first portion of allocation data 14 provided by 
submitter 13 and generates match data for the item for transmission to 
inventory database 32. The match data represents the first portion of 
allocation data 14, in whole or in part, and may duplicate some or all of 
the first portion of allocation data 14. For example, the first portion of 
allocation data 14 might include the name, location, telephone number, 
facsimile number, network address or other information concerning a person 
to contact if the item is desired by another individual, group, 
department, site, or other recipient within the organization. The 
corresponding match data might include some or all of the identical 
information or representations of that information. As discussed below, 
matching system 10 may associate the match data for the item with the 
inventory data 34 for the item in inventory database 32. 
Match module 30 transmits the match data for the item to inventory database 
32 using interface 36. Interface 36 may be any mechanism suitable to allow 
match module 30 and inventory database 32 to communicate information with 
one another. For example, interface 36 may include the appropriate 
hardware and software to communicate using a direct connection to a public 
switched telephone network, a connection through a local area network 
(LAN), wide area network (WAN), or other network, or any other suitable 
communications connection to access one or more databases or files at one 
or more locations. Interface 36 may also include protocol conversion and 
some data processing capabilities that allow interface 36 to facilitate 
data communications between match module 30 and inventory database 32. 
Interface 36 accesses communication parameters 38 to communicate 
information with inventory database 32. For each database or file included 
in inventory database 32, communication parameters 38 maintain access 
information that may include, without limitation: a username, a password, 
a telephone number, communication port settings, database specifications, 
library and file names, directory paths, library and file paths, protocol 
information, and any other information suitable for accessing inventory 
database 32 and communicating information between match module 30 and 
inventory database 32. 
Inventory database 32 receives the match data from match module 30 and 
interface 36. In one embodiment, inventory database 32 and its associated 
DBMS 33 associate the match data for the item with the inventory data 34 
corresponding to the item. In combination, the match data and associated 
inventory data for the item may be referred to as availability data 35. 
The existence of the match data or the existence of availability data 35, 
which represents the association of the match data with inventory data 34 
for the item, may indicate to matching system 10 that the item is 
available for matching to a recipient. Matching system 10, in conjunction 
with inventory database 32 and its associated DBMS, may also associate an 
availability indicator 37 with availability data 35, the match data, or 
inventory data 34 for the item to indicate the availability of the item. 
Matching system 10 may populate one or more databases or files in one or 
more locations, internal or external to matching system 10, with match 
data, inventory data 34, or availability data 35 for items that are 
available for matching to a recipient. Matching system 10 might then 
access one or more of these databases or files to match items to 
recipients rather than searching inventory database 32 in its entirety to 
identify excess or otherwise available items. The present invention 
contemplates indicating the availability of an item for matching to a 
recipient in any suitable manner using the match data, inventory data 34, 
or availability data 35 for the item stored in inventory database 32 or 
other suitable data repository. 
Communications module 46 is coupled to and interacts with an electronic 
mail system or other suitable communications system, which may include 
routing system 12, to communicate item requests and other information 
between match module 30 and one or more requesters 40, 42, and 44. 
Communications module 46 may include appropriate hardware and software to 
communicate using a direct connection to a public switched telephone 
network, a connection through a local area network (LAN), wide area 
network (WAN), or other network, or any other suitable communications 
connection. Further, communications module 46 may include protocol 
conversion and data processing capabilities that allow communications 
module 46 to facilitate data communications between match module 30, 
requesters 40, 42, and 44, and other selected persons or devices. 
Communications module 46 may also access one or more communications 
parameters 38 to facilitate such communications. Although only requesters 
40, 42, and 44 are discussed, the present invention contemplates more or 
fewer request stations, depending on the need or desire for items, the 
particular organization, and other suitable factors. 
Match module 30 receives item requests 33 from requesters 40, 42, and 44 
and may prioritize or order item requests 33 using one or more priority 
parameters 48. Priority parameters 48 may include, without limitation: 
priority rankings for some or all of the individuals, groups, departments, 
sites, or other recipients within or outside the organization that may 
communicate an item request 33 to matching system 10; priority rankings 
for different types of items or items of different qualities or values; 
the date the item request 33 was generated or submitted; the date the item 
is needed or desired, if not immediately; an urgency parameter provided by 
the requester with the item request 33; or any other prioritization or 
ordering information. 
In one embodiment, match module 30 stores item requests 33 using request 
database 31 in a queued, ordered, or other suitable arrangement according 
to the prioritization of item requests 33. Request database 31 may include 
fixed or removable storage media at one or more locations or processing 
devices, such as random access memory (RAM), read only memory (ROM), 
magnetic computer disks, CD-ROM, or any other volatile or non-volatile 
memory. The relationship between stored item requests 33 and availability 
data 35 is discussed more fully below with reference to FIG. 3. 
Match module 30 searches inventory database 32 to identify one or more 
items that are available for matching, as indicated by the existence, 
content, or association with inventory data 34 of match data, availability 
data 35, availability indicators 37, or any combination of these or other 
suitable indicia of availability. In general, match module 30 attempts to 
satisfy item requests 33 by matching such available items to requesters 
40, 42, and 44 or other recipients associated with the stored and queued, 
prioritized, or ordered item requests 33. Match module 30 may search 
inventory database 32 for one or more items to satisfy each item request 
33, may search inventory database 32 for one or more items to satisfy a 
particular item request 33, may search inventory database 32 periodically 
for items to satisfy some or all of the item requests 33, or may search 
inventory database 32 in any other suitable manner to match excess or 
otherwise available items to recipients. 
For example, match module 30 might receive an item request 33 from 
requester 42 for a computer of a specified type and having a specified 
value that is available for immediate allocation. In response, match 
module 30 might prioritize the item request 33 according to one or more 
priority parameters 48, store the item request 33 using request database 
31 in a queued or other ordered arrangement according to the 
prioritization, subsequently select the item request 33 according to its 
queued or ordered position, and search inventory database 32 in some 
suitable manner to match an item to a recipient associated with the item 
request 33. 
In one embodiment, match module 30 searches inventory database 32 for match 
data, availability data 35, or availability indicators 37. Each time match 
data, availability data 35, or an availability indicator 37 is identified, 
match module 30 determines whether the corresponding item satisfies the 
particular item request 33 by comparing the request data contained in the 
item request 33 to the inventory data 34, match data, or availability data 
35 for the item. As discussed above, match module 30 may also search a 
database, file, or other data repository that contains inventory data 34, 
match data, availability data 35, or any combination of the above, whether 
or not extracted from inventory database 32, for each excess or otherwise 
available item. In this case, match module 30 might not to need determine 
the availability of the corresponding items before determining whether one 
or more items satisfy the particular item request 33 by comparing the 
request data associated with the item request 33 to the inventory data 34, 
match data, or availability data 35 for the item. 
Match module 30 may search inventory database 32 or other suitable data 
repository to identify excess or available items serially, more or less 
simultaneously, or in any other suitable manner. Match module 30 may 
search for an item that is to become available at some known or unknown 
date in the future. If two or more stored item requests 33 are satisfied 
by the same item, match module 30 may match the item to the recipient 
associated with the item request 33 having the highest priority, as 
assigned by match module 30 according to priority parameters 48 upon 
receiving the item request from requester 40, 42, or 44. The present 
invention contemplates matching an excess or available item to a recipient 
in any suitable manner according to the item, allocation data 14, 
inventory data 34, match data, or availability data 35 for the item, the 
request data associated with one or more item requests 33, one or more 
priority parameters 48, or any other suitable factors or combination of 
factors. 
Matching system 10 may operate on one or more computers 50 that are 
integral to or separate from the hardware and software that support the 
components of routing system 12, interface 36, communications module 42, 
and requesters 40, 42, and 44. Computer 50 may include an input device 52, 
such as a keypad, touch screen, microphone, or other device that can 
accept information. An output device 54 may convey information associated 
with the operation of matching system 10, including digital or analog 
data, visual information, or audio information. Both input device 52 and 
output device 54 may include fixed or removable storage media, such as 
magnetic computer disks, CD-ROM, or other suitable media to both receive 
output from and provide input to matching system 10. Computer 50 may have 
a processor 56 and an associated volatile or non-volatile memory to 
execute instructions and manipulate information in accordance with the 
operation of matching system 10. 
In operation, routing system 12 receives allocation data 14 for an item 
from submitter 13 and routes allocation data 14 to coordinator 20 and one 
or more requesters 22, 24, and 26. If allocation of the item is 
authorized, allocation data 14 is transmitted to matching system 10 and 
match module 30. Match module 30 identifies the first portion of 
allocation data 14 and generates match data that wholly or partially 
represents the first portion of allocation data 14. Match module 30 
transmits the match data to inventory database 32 using interface 36 and 
communication parameters 38. Inventory database 32 associates the match 
data with inventory data 34 for the item, possibly in the form of 
availability data 35, and may also associate an availability indicator 37 
with the inventory data 34, match data, or availability data 35 for the 
item. 
Match module 30 receives item requests 33 from requesters 40, 42, and 44 
using communications module 46. Match module 30 prioritizes item requests 
33 according to one or more priority parameters 48 and stores item 
requests 33 using request database 31 in a queued or other ordered 
arrangement according to the prioritization. Match module 30 searches 
inventory database 32 or other suitable data repository to identify excess 
or otherwise available items that satisfy the item requests 33. Match 
module 30 matches the items to recipients associated with the item 
requests 33 accordingly. If match module 30 is unable to match an item to 
a recipient, the item may be allocated by disposal, employee gift, 
donation, sale, or in some other suitable manner. 
FIG. 2 illustrates an input form 100 residing on routing system 12 and 
containing allocation data 14 for an excess or otherwise available item. 
Although only one item is discussed, input form 100 may contain allocation 
data 14 for a single item or for multiple items in any suitable form. In 
one embodiment, input form 100 contains first portion 102 of allocation 
data 14 that is provided by the submitter and may include, without 
limitation: a recipient identifier 104 that corresponds to an intended or 
preferred recipient within the organization; an item number 106 that the 
organization may assign to the item; a location identifier 108 setting 
forth the location of the item; an item type 109 that generally or 
specifically describes the technology, use, or function to which the item 
may pertain; a manufacturer identifier 110; a manufacturer part number 
112; a serial number 114 for the item; a net book or other value 
associated with the item 116; a contact identifier 118; contact 
communications information 120 such as a telephone number, facsimile 
number, network address, or other suitable identifier; a projected 
availability date for the item 122; an authorizer identifier 124, if a 
preferred authorizer exists; and any other identification, allocation, or 
other suitable information concerning the item. 
As discussed above in connection with FIG. 1, first portion 102 of 
allocation data 14 is received from submitter 13 and routed to coordinator 
20 and a particular authorizer 22, 24, or 26 for authorization of the 
allocation, as an excess item or otherwise. Input form 100 may also 
contain a second portion 126 of allocation data 14 that is generated by 
coordinator 20, one or more of the authorizers 22, 24, and 26, or 
components of routing system 12 such as mail servers 16 and 18, according 
to the routing of first portion 102 of allocation data 14 and the 
authorization for the allocation. The present invention contemplates some 
or all of first portion 102 and second portion 126 of allocation data 14 
being identical, first portion 102 including some or all of second portion 
126, second portion 126 including some or all of first portion 102, or any 
other suitable relationship between first portion 102 and second portion 
126. 
Second portion 126 of allocation data 14 may include, without limitation: a 
submitter identifier 128; a coordinator identifier 130; an authorizer 
identifier 132; communications information 134 concerning submitter 13, 
coordinator 20, or authorizer 22, 24, or 26 such as a telephone number, 
facsimile number, network address, or other suitable identifier; an 
authorization date 136; an authorization time 138; time and date 
information 140 concerning the generation or provision of allocation data 
14 by submitter 13; a routing history 142 setting forth some or all of the 
components or persons, including submitter 13, coordinator 20, and 
authorizer 22, 24, or 26, who have received or handled allocation data 14; 
a unique transaction number 144 assigned to the item by routing system 12; 
and any other suitable tracking or other information concerning the item. 
First portion 102 and second portion 126 of allocation data 14 are 
communicated to match module 30 by mail server 18 and received by match 
module 30 for further processing. 
FIGS. 3a and 3b illustrate an exemplary relationship between a stored item 
request 33, shown in FIG. 3a, and availability data 35 for a particular 
excess or available item, shown in FIG. 3b. Although item request 33 is 
discussed as expressing a need or desire for only one item, item request 
33 may express a need or desire for a single item or for multiple items in 
any suitable form. In one embodiment, item request 33 contains request 
data 152 that is provided by the requester 40, 42, or 44 and may include, 
without limitation: an item identifier 154 for a particular desired item 
that is assigned by the manufacturer, the organization, or in some other 
manner, if the requester 40, 42, or 44 knows of such an item; an item type 
156 that generally or specifically describes the technology, use, or 
function to which the desired item may pertain; one or more manufacturer 
identifiers 158 that indicate acceptable, preferred, or desirable 
manufacturers of the desired item, if any; one or more specifications 160 
indicating a minimum, maximum, or range of capabilities or features the 
desired item may or must provide, if any; a value parameter 162 indicating 
a threshold or range of monetary or other values the desired item may or 
must possess, if any; an allocate date 164 indicating the date by which 
the desired item may or must be matched or allocated to the recipient, if 
any; an urgency parameter 166 indicating a level of urgency associated 
with the item request 33, if any, according to some suitable scale; and 
any other suitable information concerning a request to match an excess or 
otherwise available item to a recipient. 
As discussed above in connection with FIG. 1, match module receives each 
item request 33 from requester 40, 42, or 44 using communications module 
46, assigns a priority to the item request 33 according to one or more 
priority parameters 48, and stores the item request 33 using request 
database 31 in a queued, prioritized, ordered, or other suitable 
arrangement. In addition to request data 152 provided by the requester 40, 
42, or 44, the stored item request 33 may also contain matching 
information 168 generated by the particular requester 40, 42, or 44, by 
communications module 46, by match module 30, by request database 31, or 
by any combination of the above. The present invention contemplates some 
or all of request data 152 and matching information 168 being identical, 
the request data 152 including some or all of the matching information 
168, the matching information 168 including some or all of the request 
data 152, or any other suitable relationship between request data 152 and 
matching information 168. 
Matching information 168 may include, without limitation: a requester 
identifier 170; one or more recipient identifiers 172 corresponding to 
recipients to which a desired item may be matched or allocated, possibly 
including the requester 40, 42, or 44; communications information 174 
concerning one or more requesters 40, 42, or 44 or recipients, in any 
combination, such as a telephone number, facsimile number, network 
address, or other suitable identifier; time and date information 176 
concerning the generation or provision of request data 152; a unique item 
request number 178 assigned to the item request 33 by matching system 10; 
and any other suitable tracking, matching, or other information concerning 
the item request 33. 
Referring to FIG. 3b, availability data 35 includes match data 180 for the 
item generated by match module 30 and representing some or all of the 
allocation data 14 for the item, for example, and not by way of 
limitation: item type 109, manufacturer identifier 110, manufacturer part 
number 112, contact identifier 118, contact communications information 
120, projected availability date 122, and any other suitable allocation 
data 14. In one embodiment, match data 180 is associated with inventory 
data 34 for the item contained in inventory database 32, and the 
associated match data 180 and inventory data 34 are referred to as 
availability data 35. 
For each item the organization may wish to allocate in some manner during 
the life of the item or organization, inventory data 34 may include, 
without limitation: a net book or other value associated with the item 
182; a fixed asset identifier 184 indicating whether the item is a fixed 
asset of the organization; a location identifier 186 indicating the 
location of the item; a previous location identifier 188 indicating one or 
more previous locations of the item, if any; a purchase date 190 for the 
item; a purchase cost 192 for the item; and any other suitable tracking, 
identification, or other information concerning the excess or otherwise 
available item. As discussed above in connection with FIG. 1, availability 
indicator 37 may also be associated with some or all of availability data 
35, match data 180, or inventory data 34 in some suitable manner. 
FIG. 4 is a flowchart of an exemplary method for matching an item of 
business property to a recipient. The method begins at step 200, where 
submitter 13 provides first portion 102 of allocation data 14. Routing 
system 12 may receive allocation data 14 from submitter 13 at any suitable 
location, mail server 16 being an exemplary location. Routing system 12 
receives allocation data 14 at step 202 and routes allocation data 14 to 
coordinator 20 at step 204 using mail server 16. Submitter 13 may provide 
allocation data 14 that instructs routing system 12 to route allocation 
data 14 to coordinator 20 or routing system 12 may route allocation data 
14 to coordinator 20 automatically using allocation data 14 and one or 
more specified parameters. 
Coordinator 20 receives allocation data 14 at step 206 and, at step 208, 
selects a particular authorizer 22, 24, or 26 to authorize allocation of 
the item, as an excess item or otherwise. For example, if the item relates 
to a particular technology, is under the control or supervision of a 
particular individual, group, or department, or is located or associated 
with a particular area or site within the organization, coordinator 20 may 
select a particular authorizer 22, 24, or 26 that is most suitable for the 
item, such as authorizer 22. Submitter 13 or coordinator 20 may provide 
allocation data 14 that instructs routing system 12 to route allocation 
data 14 to authorizer 22 or routing system 12 may route allocation data 14 
to authorizer 22 automatically using allocation data 14 and one or more 
specified parameters. At step 212, routing system 12 informs one or more 
appropriate components of routing system 12 or persons within the 
organization, such as submitter 13 or an operator of submitter 13, that 
allocation data 14 has been routed to authorizer 22. 
Authorizer 22 receives allocation data 14 at step 214. At step 216, 
authorizer 22 or an operator of authorizer 22 may authorize allocation of 
the item, as an excess item or otherwise, using allocation data 14 and one 
or more specified parameters. For example, authorizer 22 might authorize 
the allocation if authorizer 22 determines that the item is an excess item 
suitable for transfer to another individual, group, department, site, or 
other recipient within the organization. Alternatively, if authorizer 22 
determines that the item should not be considered an excess item at step 
216, authorizer 22 may inform submitter 13, coordinator 20, or other 
appropriate components or persons, and may further provide a 
recommendation or other suitable information concerning alternate 
disposition methods at step 218. Submitter 13 or an operator of submitter 
13 might also be given one or more opportunities to select an alternate 
method of disposition for the item before the method ends. 
If authorizer 22 authorizes the allocation at step 216, routing system 12 
communicates allocation data 14 for the excess or otherwise available item 
to matching system 10 at step 220 and may inform one or more appropriate 
persons or components of this fact at step 222. Match module 30 receives 
allocation data 14 from mail server 18 at step 224. At step 226, match 
module 30 identifies first portion 102 of allocation data 14. Match module 
30 generates match data 180 for the item at step 230 for communication to 
inventory database 32. As discussed above, match data 180 represents first 
portion 102 of allocation data 14, in whole or in part, and may duplicate 
some or all of first portion 102 of allocation data 14. 
At step 232, match module 30 communicates some or all of the match data 180 
to inventory database 32 using interface 36 and communication parameters 
38. The present invention contemplates match module 30 communicating 
allocation data 14 to inventory database 32 directly instead of, or in 
addition to, communicating match data 180 that represents allocation data 
14. Match module 30 generating match data 180 may include match module 30 
merely communicating allocation data 14, in whole or in part, to inventory 
database 32. 
Inventory database 32 receives match data 180 for the excess item from 
match module 30 and, at step 234, associates match data 180 with the 
inventory data 34 for the item. The associated match data 180 and 
inventory data 34 may be referred to as availability data 35. At step 236, 
match module 30 may receive an item request 33 from a requester 40, 42, or 
44 using communications module 46. If no item request 33 is initially 
received at step 236, the method waits until an item request 33 is 
received at step 236. The present invention contemplates match module 30 
receiving and processing one or more item requests 33 at any time, whether 
or not matching system 10 is currently processing one or more other item 
requests 33 or routing system is processing allocation data 14 for one or 
more items. 
Once an item request 33 is received at step 236, match module 30 may search 
inventory database 32 at step 240 to identify one or more excess or 
otherwise available items that may satisfy the item request 33 and may 
therefore be suitable for matching to a recipient associated with the item 
request 33, as discussed more fully below. Match module 30 may search 
inventory database 32 each time an item request 33 is received; may search 
inventory database 32 after a specified number of item requests 33 have 
been received; may search inventory database 32 after a specified period 
has elapsed following a previous search, for example, one or more days, 
weeks, months, or other suitable period; or in any other suitable manner. 
Matching system 10 may also alter a regular, usual, or typical search 
framework according to the priority of the item request 33 or for any 
other reason. 
If match module 30 does not search inventory database 32 at step 240, match 
module 30 prioritizes the item request 33 at step 242 using one or more 
suitable priority parameters 48. At step 244, match module 30 stores the 
item request 33 using request database 31 in a queued, prioritized, or 
other ordered arrangement according to one or more other prioritized and 
stored item requests 33. At step 246, match module 30 selects a particular 
item request 33 from request database 31, for example: the first item 
request 33 in the queue; the item request 33 provided, generated, or 
stored longest ago; the item request 33 provided, generated, or stored 
most recently; the highest priority item request 33 that is not the first 
item request 33 in the queue; or any other suitable item request 33. At 
step 248, match module 30 searches inventory database 32 to identify one 
or more excess or otherwise available items that may satisfy the selected 
item request 33 and that may therefore be suitable for matching to a 
recipient associated with the selected item request 33. 
If match module 30 searches inventory database 32 at step 240 or at step 
248, the method proceeds to step 249, where the requester 40, 42, or 44 or 
other appropriate components or persons may be informed that matching 
system 10 is attempting to match an item to the selected item request 33. 
At step 250, match module 30 may identify an excess item by identifying 
match data 180, availability data 35, or an availability indicator 37 that 
corresponds to the item. If match module 30 does not identify any excess 
or available items at step 250, the requester 40, 42, or 44 or other 
appropriate persons or components may be informed at step 252. If there 
are other item requests 33 in the queue or other ordered arrangement at 
step 254, the method returns to step 246, where match module 30 may again 
select a particular item request 33 from request database 31. If there are 
no other item requests 33 at step 254, the method returns to step 236, 
where match module 30 waits until another item request 33 is received. 
If match module 30 identifies an excess or available item at step 250, 
match module 30 determines whether the item satisfies the selected item 
request 33 at step 256. In one embodiment, match module 30 compares some 
or all of the request data 152 provided by the requester 40, 42, or 44 
with some or all of the match data 180, inventory data 34, or availability 
data 35 for the item that is contained in inventory database 32 or another 
suitable data repository. For example, match module 30 might search for 
fields in availability data 35, such as item type 109, manufacturer 
identifier 110, or manufacturer part number 112, that duplicate, match, 
resemble, are similar to or substantially similar to, or otherwise 
correspond to one or more fields in request data 152, such as item type 
156, manufacturer identifier 158, and specifications 160. This comparison 
may indicate whether the item is suitable to satisfy the particular item 
request 33. 
Where some or all of the compared fields are similar but not identical, 
match module 30 may determine whether the item is sufficiently 
satisfactory for the item request 33 using one or more specified 
parameters that are internal or external to match module 30. The present 
invention contemplates any suitable person within the organization to 
replace or combine with the functions and operation of match module 30. If 
the particular excess or available item satisfies the item request 33, 
match module 30 matches the item to the requester 40, 42, or 44 or other 
recipient associated with the item request 33 at step 258. At step 260, 
one or more appropriate components or persons, including submitter 13, 
coordinator 20, and authorizer 22, may be informed that the item has been 
matched to the recipient. 
Instead of, or in addition to, matching the item to the item request 33 at 
step 258, the present invention contemplates match module 30 notifying the 
requester 40, 42, or 44 or other recipient of a potential match for the 
item request 33 using communications module 46. Match module 30 might 
provide a list or other information concerning one or more items that are 
potential matches for the item request 33, and allow the requester 40, 42, 
or 44 or other recipient to select one or more of the potentially matched 
items in some suitable manner. The requester 40, 42, or 44 or other 
recipient might have a limited or unlimited time during which to select an 
item for a match, and other recipients to which the item may be 
potentially matched might have an opportunity to select the item for a 
match during some or all of this selection period. Once a requester 40, 
42, or 44 or other recipient associated with the item request 33 selected 
a potentially matched item, appropriate components or persons might be 
informed of the match at step 260 in the manner discussed above. 
Match module 30 deletes the satisfied item request 33 from request database 
31 at step 262. At step 264, match module 30 may cause inventory database 
32 and its associated DBMS 33 to update inventory database 32 with new 
inventory data 34 for the matched item, for example, a new item location 
108 or the name of the recipient to which the item was matched. At step 
266, match module 30 may cause inventory database 32 and its associated 
DBMS to delete match data 180, inventory data 34, availability data 35, or 
any combination of the above from inventory database 32 or from one or 
more databases, files, or other data repositories containing information 
concerning the item, and the method returns to step 254. The present 
invention contemplates deleting the satisfied item request 33 from request 
database 31, updating inventory database 32 with new inventory data 34, 
and deleting match data 180 and other information from inventory database 
32 in any relative order, before, during, or after components or persons 
are informed of the match at step 260. 
If the particular item does not satisfy the selected item request 33 at 
step 256, but one or more other excess or available items have been 
identified at step 257 as a result of searching inventory database 32 at 
step 248, the method returns to step 256, where a determination is made 
whether another excess or available item satisfies the selected item 
request 33. If no other excess or available items have been identified at 
step 257, the requester 40, 42, or 44 and one or more other appropriate 
components or persons may be informed at step 268. The method then returns 
to step 254. The method continues in this manner until each item request 
33 has been suitably addressed. System 8 may operate more or less 
continuously to receive and process item requests 33 from requesters 40, 
42, and 44 and allocation data 14 from one or more submitters 13 or may 
pause at one or more suitable points for any amount of time and for any 
suitable reason. 
In one embodiment, if an excess or otherwise available item is matched to a 
requester 40, 42, or 44 or other recipient, submitter 13 or the recipient 
may initiate the physical transfer of the item to the recipient using some 
or all of the allocation data 14, match data 180, inventory data 34, 
availability data 35, request data 152, matching information 168, or any 
suitable combination of this or other information. An item request 33 may 
expire if not satisfied within some specified period after the item 
request 33 is received, for example, several weeks, and the requester 40, 
42, or 44 notified of the expiration before or after the expiration period 
concludes. The length of the expiration period might be the same for all 
item requests 33, might depend on the priority assigned to the item 
request 33, or might be determined using any other suitable factor. If an 
excess or otherwise available item is not matched to a requester 40, 42, 
or 44 or other recipient within a specified period of time, the item may 
be allocated by disposal, employee gift, donation, sale, or in any other 
suitable manner. The present invention contemplates system 8 or any 
suitable person initiating the allocation of the item by one of these 
alternate disposition methods. 
Although the present invention has been described with several embodiments, 
a plethora of changes, substitutions, variations, alterations, 
transformations, and modifications may be suggested to one skilled in the 
art, and it is intended that the present invention encompass such changes, 
substitutions, variations, alterations, transformations, and modifications 
as fall within the spirit and scope of the appended claims.