Managing electronic data with identification data

An improved approach for managing and sending electronic data which allows one to access electronic data corresponding to a hardcopy document is provided. For example, when the hardcopy bearing a visible image is output, an identification image corresponding to identification data identifying the document is added to the visible image. The identification data can be recognized from the identification image, and used to retrieve various information in a database corresponding to the document.

TECHNICAL FIELD

This disclosure relates to systems, apparatuses and methodologies for managing electronic data, and in particular, an approach wherein an identification image identifying specific electronic data is added to a visible image corresponding to the specific electronic data is printed.

BACKGROUND

In the current information age, it has often been discussed that proliferation of information technology can lead to a paperless society. However, in practice, many people still rely on hardcopy documents for assorted reasons.

For example, there are many instances in which the preparation of a document involves input from multiple individuals simultaneously. In such circumstances, while an electronic working document (for example, generated using application software such as Word, Excel, PowerPoint, Notepad, PhotoEditor, Photoshop, etc.) can be circulated by electronic mail to multiple recipients, the working documents may additionally be distributed in hardcopy form, or a recipient may print the electronic document. In any event, hand-annotation can be applied on the hardcopy, to propose changes thereto and/or to indicate other comments. Such approach (that is, hand-annotating comments on a hardcopy) is still preferred by many. Accordingly, electronic document and corresponding hardcopy continue to co-exist in an office environment in many (and perhaps, most) instances.

In order to update the working document in accordance with the hand-annotated comments, it is typically necessary to identify the version and location of the working document, especially when there are multiple versions of the document. Although some software applications allow the user to specify that a document indicator (such as file name, date and time of creation or last modification, etc.) is to be automatically placed on the document output (for example, hardcopy), such indicators alone may not uniquely identify a location of the document data corresponding to the hardcopy, particularly when multiple versions of the document exist and/or are not in a centralized repository.

In addition, in some instances, a uniform resource locator (URL) is provided to identify a location of such content. However, a URL can consist of a long string of characters and/or symbols, and it can be a burden to a user to reproduce the URL read from the hardcopy, since even a single typographical error when specifying or typing the URL will thwart access to the desired content.

There remains a need for an improved tool that allows a user to readily reference, search for, and/or obtain electronic data corresponding to a hardcopy document.

SUMMARY

The disclosure provides tools (in the form of systems, apparatuses and methodologies) for managing and sending electronic data which allow one to access document (and/or other) data, if available, corresponding to a hardcopy document or other content (such as video, audio, still image, graphics, multi-media files, etc.).

In an aspect of the present disclosure, identification data (for example, a string of numbers and/or characters) corresponding to specific document data or other content is stored in an identification data storage part. The identification data identifies the corresponding document or other content, and thus each document or content can have its own unique identification.

In another aspect of the present disclosure, when a visible image of a document is output (for example, by a printing device), an identification image (for example, a bar code) is added to the visible image based on identification data corresponding to the document or content. The identification data can be recognized from the identification image, and can be used to access and retrieve information in the information management database corresponding to the document or content, to be sent to an authorized destination to allow the destination to access the data for the specific document or content. Various information can be stored in the information management database for each document or content.

For example, electronic data stored in the information management database for a specific document or content can include, in addition to the above-mentioned identification data, a uniform resource locator (URL) indicating a location of data for the specific document or content, information indicating data type (or format) of the data, receiver address information identifying destinations to which the specific data identified by the identification data is authorized to be sent, distribution authorization data identifying users having authorization to distribute the specific data identified by the identification data, URL or other indication of additional attachments associated with the specific data, etc.

The data management tools of this disclosure may be a computer program product stored in or on a program storage medium (such as optical disks, magneto-optical disks, floppy diskettes, ROMs, RAMs, EPROMs, EEPROMs, FLASH memory, any type of media suitable for storing electronic instructions, etc.) readable by a computer and tangibly embodying a program of instructions executable by the computer.

DETAILED DESCRIPTION

In describing examples and exemplary embodiments illustrated in the drawings, specific terminology is employed for the sake of clarity. However, this disclosure is not intended to be limited to the specific terminology so selected and it is to be understood that each specific element includes all technical equivalents that operate in a similar manner.

Referring now to the drawings, wherein like reference numerals designate identical or corresponding parts throughout the several views,FIG. 1shows a block diagram of a system for managing electronic data, in an example of the present disclosure. System10includes network11, user terminal12, printer13, digital copier14, multi-function device (MFD)15, other printing device16a, print server16b, scanner17, database server18and database or data storage19.

As shown inFIG. 1, the system10can include plural printing devices which are connected to the network (such as digital copier14, MFD15, etc.) or connected to a terminal (for example printer13connected to user terminal12) or a server (for example, printing device16aconnected to print server16b). The terms “printer” and “printing device” are used hereinafter generically to include any output device having a printing or plotting functionality, and include multi-function devices having a copy and/or scanning functionality in addition to the printing or plotting functionality.

Each printing device typically has a print engine and a communication interface that are otherwise conventional, and therefore, a detailed description of such conventional aspects are omitted in the interest of clarity and brevity (so as not to mask the novel aspects of the subject matter of this disclosure). Any terminal connected to the network11can (assuming an appropriate print driver or print application is accessible from the terminal) print to any of the printing devices. On the other hand, access to the printing devices and/or capabilities thereof can be controlled through access right management. For example, the volume of printing by a specific user on a specific printing device, or on the collection of printing devices, may be limited.

On the other hand, features and/or information in the printout generated by the printing device are generally controlled by software, firmware and/or commands (for example, in a print job) received from a user terminal (remotely through the network11) or user interface (local). Such capability likewise are conventional unless otherwise discussed below.

In addition, several components of the system10, such as digital copier14, MFD15and scanner17, have scanning functionality. The scanning functionality can include document scanning functionality (that is, scanning document and outputting document image data) and optionally bar code reading functionality. Such document scanning and bar code scanning functionalities are conventional, unless otherwise discussed herein, and a detailed description of such conventional aspects are omitted in the interest of clarity and brevity.

A multi-function device (MFD) which includes scanning and printing functions (and additionally can serve as a user terminal for entering, saving and accessing electronic data) will be discussed below with reference toFIG. 2.

MFD20includes a controller21and various elements connected to the controller21by an internal bus29. The controller21controls and monitors operations of the MFD20. The elements connected to the controller21include network interface22, user interface23, scanner engine24, output part or print engine25, and memory/storage26.

Memory/storage26can include, for example, random access memory, read-only memory, hard disk drive, portable storage media drive such as for optical discs, magnetic discs, magneto-optical discs, etc., semiconductor memory cards, combinations of storage media, etc.

Program code instructions for the MFD20can be stored in memory/storage26and executed by the controller21to carry out the instructions. Such instructions can include instructions in connection with performing specified functions (such as print and scan processing), to enable the MFD to interact with the user terminals and the database server18(as well as perhaps other external devices) through the network interface22, and to control interactions with users through the user interface23.

The user interface23includes one or more display screens that display information allowing the user of the MFD to interact with the MFD. The display screen can be any of various conventional displays (such as a liquid crystal display, a plasma display device, a cathode ray tube display, etc.), but is preferably equipped with a touch sensitive display (for example, liquid crystal display), and configured to provide a GUI (graphical user interface) based on information input by an operator of the MFD, so as to allow the operator to conveniently take advantage of the services provided by the system. The display screen does not need to be integral with, or embedded in, a housing of the MFD, but may simply be coupled to the MFD by either a wire or a wireless connection. The user interface23may include keys and/or buttons (such as graphical keys or buttons, or other graphical elements, of a GUI on a touchscreen display) for inputting information or requesting various operations. Alternatively, the user interface23and the display screen may be operated by a keyboard, a mouse, a remote control, voice recognition, or eye-movement tracking, or a combination thereof.

In a preferred embodiment, the user interface23provides a graphical user interface (GUI) so as to allow an operator of the MFD to interact conveniently with services provided on the MFD, or with the MFD serving as terminal for accessing electronic data or other content through the network11. For example, a browser (such as Internet Explorer™, Netscape Navigator™, a proprietary browser, etc.) may be provided on the MFD so that the operator can use browsing operations to access the database or storage19through the database server18in system10. In addition, the operator can use the browser to access and print a document or other electronic data from storage19or another content source. As another example, the operator can scan a document, and use the browser to upload the image data from scanning of the document to the storage19(and specify additional information associated with the image). In addition, the operator can use the browser to specify attachments to be associated with the saved document. Additional user interface features are described infra.

The MFD can have any or all of the functions of similar devices conventionally known, such as for sending and receiving e-mails with attachments, editing images, accessing FTP files, surfing the Web, sending a fax, etc.

Printer engine25, scanner engine24, network interface22and print server16bare conventional (unless indicated otherwise herein), and therefore, a detailed description of such conventional aspects are omitted in the interest of clarity and brevity.

The network11can be a local area network, a wide area network or any type of network such as an intranet, an extranet (for example, to provide controlled access to external users, for example through the Internet), the Internet, etc., or a combination thereof. Further, other communications links (such as a virtual private network, a wireless link, etc.) may be used as well for the network11. In addition, the network11preferably uses TCP/IP (Transmission Control Protocol/Internet Protocol), but other protocols can also be used. How devices can connect to and communicate over the network11is well-known in the art and is discussed for example, in “How Networks Work”, by Frank J. Derfler, Jr. and Les Freed (Que Corporation 2000) and “How Computers Work”, by Ron White, (Que Corporation 1999), the entire contents of each of which are incorporated herein by reference.

The user terminal12can be any computing device, including but not limited to a personal, notebook or workstation computer, a kiosk, a PDA (personal digital assistant), a mobile phone or handset, another information terminal, etc., that can communicate with the printer13and/or through the network11with other printing devices. Although only one user terminal is shown inFIG. 1, it should be understood that the system10can include a plurality of user terminal devices (which can have similar or different configurations).

An example of a configuration of the user terminal (for example, as a computer) is shown schematically inFIG. 3. InFIG. 3, computer30includes a controller (or central processing unit)31that communicates with a number of other components, including memory32, display33, keyboard (and/or keypad)34, other input/output (such as mouse, touchpad, stylus, microphone and/or speaker with voice/speech interface and/or recognition software, etc.)35, network interface36, print driver37and application software38, by way of a internal bus39.

The memory32can provide storage for program and data, and may include a combination of assorted conventional storage devices such as buffers, registers and memories [for example, read-only memory (ROM), programmable ROM (PROM), erasable PROM (EPROM), electrically erasable PROM (EEPROM), static random access memory (SRAM), dynamic random access memory (DRAM), non-volatile random access memory (NOVRAM), etc.].

The network interface36provides a connection (for example, by way of an Ethernet connection or other network connection which supports any desired network protocol such as, but not limited to TCP/IP, IPX, IPX/SPX, or NetBEUI) to network11.

Print driver37and application software38are shown as components connected to the internal bus39, but in practice are typically stored in storage media such as a hard disk or portable media, and/or received through the network11, and loaded into memory32as the need arises.

The computer/terminal30may be configured (such as through the print driver37or application38) to have a plurality of print modes, such as PDL mode, image mode, etc. In the PDL mode, the terminal communicates a print job to the printing device by utilizing a page description language (PDL) (for example, PostScript, etc.) and including one or more commands (for example, PCL, PJL, etc.), in a format which can be processed by the printing device. In image mode, the information terminal converts the print job into bitmap data and transmits the bitmap data to the printer device. In any event, the print job is communicated from the terminal via one or more packets through the network. Each packet includes in its header the network address (for example, IP address, Mac address, etc.) of the sending terminal.

When a document is printed (that is, a visible image corresponding to the document is applied to recording medium, such as paper) in the system10ofFIG. 1, a document identification image, such as a barcode or another symbolic or graphical representation, corresponding to identification data uniquely assigned within the system to such document is preferably added to the visible image. As discussed further infra, the identification data is stored along with location information indicating a location in storage wherein electronic data corresponding to the document is saved to an identification data storage part of an information management database maintained by the database server18, and can be used as an index to obtain such information from the information management database.

The functionality for adding the identification image may be embodied in the print driver, the application software and/or a printing device. For example, the print driver or application may be configured with one or more parts for obtaining the identification data and communicating the identification data to the printing device, and the printing device may be configured to generate the identification image based on the identification data from the print driver or application. In another example, the print driver or application obtains the identification data, generates the identification image and transmits the identification image along with the visible image to the printing device, with or without having added the identification image in the visible image.

Additional aspects or components of the computer30are conventional (unless otherwise discussed herein), and in the interest of clarity and brevity are not discussed in detail herein. Such aspects and components are discussed, for example, in “How Computers Work”, by Ron White (Que Corporation 1999), and “How Networks Work”, by Frank J. Derfler, Jr. and Les Freed (Que Corporation 2000), the entire contents of each of which are incorporated herein by reference.

FIG. 4shows an exemplary constitution of a database server. InFIG. 4, server40includes a controller (or central processing unit)41that communicates with a number of other components, including memory42, hard disk43, keyboard44, display45, network interface46, user management table47, information management table48and search function49, by way of a system bus400.

The database server may be a special-purpose device (such as including one or more application specific integrated circuits or an appropriate network of conventional component circuits) or it may be software-configured on a conventional personal computer or computer workstation with sufficient memory and processing capabilities, as will be appreciated to those skilled in the relevant arts. Further, if adequate storage, processing and communication capabilities are included, the computing device can double as a database server and as a print server (which in many respects can be configured similarly).

In server40, controller41, memory42, hard disk43, keyboard44, display45, network interface46and search function49are conventional, and therefore in order to avoid masking the inventive aspects of this disclosure, such conventional aspects will not be discussed in detail herein.

The controller41executing program code instructions controls server operations, including maintaining user management table47and information management table48to store various information and data and provide various services to authenticated users.

The information and data maintained by the server40may be retrieved on demand by a user (or a manager, an administrator, etc.) who is properly authenticated. For example, an information request from a user may entail specifying a URL (uniform resource locator) or other identification uniquely identifying document or other content for which data is stored in the database19. Such identification information along with user information (identifying the user requesting the information) are processed to authenticate the user as having authorization to access the information, and then, if the user has access rights to the requested information, send the requested information or data to a specified destination, for example, allow the user to retrieve or download the information, e-mail the requested information to a destination e-mail address (such as specified by the user or associated with the user as indicated in the database), print the requested information at a specified printing device, etc.

The requested information or data is not limited to documents (for example, application files, document images, etc.) but rather can be virtually any type of content, for example, video and/or audio, multi-media files, etc.

As shown inFIG. 4, the database server40includes a network interface46for communications through a network, such as communications through the network11with the MFP15or terminal12inFIG. 1. The terminal12or MFP15can interact (exchange data) with the server via the network11, so as to benefit from a number of services provided by the server. For example, a request to search for and retrieve a document (or other content) or a request to store a document scanned by a scanner device (in, for example, digital copier14, MFP15, scanner17, etc.) can be sent from the terminal12or MFP15to the server. As another example, the terminal12or MFP15can transmit to the server a document, file, data, etc., to be deposited in the database, and other information may be communicated as well, such as, for example, user identification, password, the name of the person sending the document, the name of the author of the document, the date and time of the scanning, the version of the document, the serial number and/or location of the image capture device, etc.

The database server40is configured to receive electronic data (for example, corresponding to a scanned document) through the network interface46from a network-connected device (for example, terminal12, MFD15, another scanning device, etc.), and process the received document, file, data, other content, etc., including uploading the received document, file, data, other content, etc., to the store or database19.

Additional services that can be provided by the server40are described in commonly-owned U.S. Pat. Nos. 7,401,125, 7,142,690, 7,734,715, 7,246,158, 7,149,784, 7,117,247, 7,720,758, and 7,194,433, the entire contents of each of which are incorporated herein by reference.

Some methods which can be used with the system ofFIG. 1, for example, are described below.

For example, a method for managing new or modified documents, data or other content to be saved is discussed below with reference toFIGS. 4 through 7.

Document, data and/or other content can be generated and/or modified through use of any software application (for example, MS Word, Excel, PowerPoint, Notepad, PhotoEditor, PhotoShop, etc.) (step S51). The user typically uses the application, or a browsing function provided by the system, to select a destination (such as a user-selected folder) to save the document, data and/or other content in the database or storage19(step S53). The server (FIG. 4) automatically creates a unique identification for the document, data and/or other content, uses the identification in creating a URL (uniform resource locator) for the document, data and/or other content, and updates the information management table48to reflect the file name, identification and URL of the document, data and/or other content, in the database19(step S55). The user can specify destination e-mail addresses (“Receiver E-mail Address”) to which the document, data and/or other content can be transmitted (step S57). For example, a destination e-mail address can be manually input. On the other hand, it is preferable to present the user with a list of candidate addresses, such as retrieved from the user management table (see, for example,FIG. 7), from which the user can select a destination e-mail address, without manually typing the address.

As mentioned supra, multiple documents, data and/or content can have the same file name. The respective unique identifications, however, can be utilized to distinguish multiple documents, data and/or content having the same file name. The URL (with identification embedded therein) can be used to identify a location of a specific document, data and/or content, and can be used in a communication such that a recipient of the communication can request to access the document, data and/or content utilizing the URL. On the other hand, the communication can also (or alternatively) include the file name of the specific document, data and/or content, so that the recipient can readily grasp, from the file name, the nature of the document, data and/or content.

In addition, other information can be added to the information management table48as well. For example, file extension information may be added, and subsequently used to readily identify a type of the document, data or content and/or select an appropriate icon for the document, data or content.

Further, the document, data and/or content can include multiple parts.FIG. 8shows an example of such a document, that is, meeting minutes. The cover page of the meeting minutes provides a summary (such as date, attendee and agenda of the meeting). Such information is not confidential and can be accessible to anyone without limit. On the other hand, the subsequent pages may contain confidential detailed meeting minutes with diagrams, photos, graphs, etc., used in the meeting. Such confidential information can be posted in the database as one or more attachments to, but separate from, the cover page. Thus, anyone using the URL in the information management table can access the cover page. One or more additional URLs corresponding to the attachments are also stored in the information management table. When a user uses the URLs corresponding to the attachments to request access to the attachments, the user can be prompted for authentication information and access can be contingent on authentication of the user as someone having authorization to access such confidential information.

As another example, the URL registered in the information management table may indicate the location of a publicly available poster, still image (see File Name “Movie_top.jpg”) or trailer for a movie or video, and the movie or video is an attachment that a user can request by using the Attachment URL. Access to the movie or video may be contingent on authentication, with or without electronic payment.

After the document, data and/or other content is saved (and the information management table is updated), a user may request to print or distribute such document, data and/or other content, and/or print or distribute associated content.

A method for managing electronic data to be printed, in another example of this disclosure, will now be described with reference toFIG. 9.

In the example ofFIG. 9, as a pre-condition to access to information in the database/storage part19and/or in the information management table, the user will need to be authenticated. As an initial step of the method, it is checked whether the user has logged in (step S91), either on the local terminal or to the system serviced by, for example, the server (FIG. 4). If the user has logged in (step S91, YES), the log-in information is used to authenticate the user (step S92), for example, by comparing to the information in the user management table (FIG. 7).

Although the user management table in the example ofFIG. 7stores logon name and password information, and such information can be used for user authentication, other techniques for authenticating the user can be used as well. For example, user authentication can entail the user swiping an access card through a card reader, with such access card including user identification information, to enable the management server to identify and authenticate the user. As another example, one or more biometrics means (such as comparing fingerprints, palm prints, voice or speech, retinas or irises, facial expressions or features, signature, etc.) may be used.

In any event, if the user is not authenticated (step S92, NO), an error message is displayed at the user end (step S93) and/or the user is requested to re-enter log-in information (not shown). On the other hand, if the user is authenticated (step S92, YES), the user is allowed to select document, data and/or other content to be accessed in the database or storage19(FIG. 1). If the user requests printing of the selected data (step S95, YES), the URL or identification of the selected data is converted to a barcode (using any of the conventional techniques known in the art), and the bar code image is added to the printing data (for example, bitmap data, image data of a format suitable for printing by the print engine of the printing device, etc.) (step S96), and then the data is printed, with the barcode image appearing on the printout (step S97).

For example, the cover page of the meeting minutes in the example ofFIG. 7did not include a barcode thereon, and when printed after the method ofFIG. 9is applied, the printout includes a barcode image101(FIG. 10).

Before or after the cover page is printed, the user may be notified regarding the availability of attachments, if it is determined based on authentication information that the user is authorized to access the attachments.

A method for managing electronic data to be distributed, in another example of this disclosure, will now be described with reference toFIG. 11.

As with the example ofFIG. 9, an authentication process is performed (steps S101through S103). If the user is authenticated (step S102, YES), the user is permitted to send data, such as image data from scanning of a hardcopy, to the server (for example,FIG. 4) (step S104). The server processes the received image data to determine whether a barcode image can be recognized (step S105), utilizing conventional barcode recognition techniques. If no barcode image is recognized (step S106, NO), an error message, or a message indicating that no barcode was recognized in the received image data, is displayed at the user end (step S107) and/or the user is requested to re-scan the document (not shown).

On the other hand, if a barcode was recognized (step S106, YES), the barcode information is converted to an identification or URL and the identification/URL is compared to the information in the information management database to determine whether there is a match and identify the matched document (step S108). If no match is found (step S109, NO), an error message, or a message indicating that no data corresponding to the received document was found in the system, is displayed at the user end (step S110) and/or the user is requested to re-scan the document (not shown).

If a match is found (step S109, YES), it is determined whether the user is authorized to distribute the document electronically (step S111). If the user is not authorized to distribute the document electronically (step S111, NO), an error message, or a message indicating that the user is not authorized to distribute the document electronically, is displayed at the user end (step S110).

If the user is authorized to distribute the document electronically (step S111, YES), the user is allowed to send an e-mail to the user's e-mail address (determined, for example, by referencing the user management table, see, for example,FIG. 7) and/or to one or more of the authorized destinations (“Receiver E-mail Address” inFIG. 6).

A method for managing electronic data to allow selection of a destination to which data is to be distributed, in another example of this disclosure, will now be described with reference toFIGS. 12 and 13.

In order to facilitate selection of destinations to which data is to be sent, a list of candidate destinations, corresponding to “Receiver E-mail Address” data inFIG. 6, can be displayed at the user end (step S121), such as shown inFIG. 13. The user can select one or more of the candidate destinations (step S123), and the selection is shown inFIG. 13by the “X” in the checkbox. When the user presses the Send button131, the document is sent to the selected destinations (step S135).

In another example (FIG. 14), in addition to displaying the list of candidate destinations (step S141) and allowing the user to select one or more of the candidate destinations (step S143), the user can be allowed to specify a type of attachment information to be include in the e-mail (step S145), and the e-mail is sent upon the user pressing the Send button (step S147), in accordance with the attachment settings, if any.

For example, the user may be permitted to specify that the attachment(s) of the matched entry in the information management table are to be attached to the e-mail to be transmitted to each of the selected destination, or specify that the e-mail will include the URL corresponding to the attachment, as shown inFIG. 15a. As another example, such settings may be made for each individual selected destination. Thus, as shown inFIG. 15b, the attachment may be attached to the e-mail to one selected destination, while the e-mail to another selected destination merely includes a URL to the attachment.

As another aspect of the example ofFIG. 11, the user can access (assuming the user is authorized) the attachment once the document has been scanned and the system recognizes the barcode thereon and identifies the document. In such approach, the document may be, for example, a still image photograph (such as shown inFIG. 16, for example) which the user is happy to have, but would also like to access associated content, such as a video that is identified in the information management table as an attachment to the photograph. Since the barcode was added to the still image photograph, the photograph can be readily and automatically identified, and the information associated with the photograph and stored in the information management table can be retrieved. Accordingly, the user possessing such still image photograph can access a slew of electronic data associated with the document.

Likewise, once the system recognizes a barcode in the image data and identifies the document, the URL associated with the document can be retrieved and can be utilized to retrieve the source file of the document. Thus, the user can download the source file and, utilizing appropriate application software, modify the document.

In another example, the hardcopy may simply be a collection of images or graphics representing respective content, plus in addition a bar code. Thus, the user can recognize from the hardcopy the content generally associated with the hardcopy and available for access.FIG. 17shows such a graphical summary170of the content associated with barcode171, including graphical element173indicating associated textual content (for example, a Word file), graphical element174indicating associated graphical presentation (for example PowerPoint file) or other content (for example an Excel file), and graphical element175indicating associated video, audio and/or multi-media content.

Another exemplary embodiment of this disclosure in which the content to be saved is not a document per se but other content (such as movie, photograph, etc.) will now be described.

In a method for managing electronic data to be saved, in such other exemplary embodiment (FIG. 18), a photo or movie file is uploaded from an external source (step S181), such as a digital video recorder or camera, a network connection, etc. For example, the user may have edited the file using a photo or video editor application.

The user specifies a file (for example, image data file or another file) to be printed from the database, and URLs to any attachments to be associated with the content are saved in the information management table (step S183). A destination to save the file in the database is selected (step S185). The server automatically creates a unique identification for the file, uses the identification in creating a URL for the file, and updates the information management table48to reflect the file name, identification and URL of the file (step S187). The user specifies destination e-mail addresses to which the file (or URL thereof) and attachments can be transmitted (step S189).

In the exemplary embodiment ofFIG. 18, the information management table is used in a similar manner as the previous embodiments. However, when a user requests print in association with the file, if the file is a movie, the movie file of course is not printed, but rather another file specified by the user in step S183is printed and a barcode corresponding to the identification assigned to the movie file is added to the printout. The same user or another user with such printout can later scan the bar code to access the movie as well as any attachments. Likewise, the user can e-mail the URL of the file to a destination, and the destination end can requests access to the movie file and/or attachments.

Such capabilities allow the user who uploaded and saved the content in the database to control access to the uploaded content without being bothered when the other person requests access.

In another exemplary embodiment (FIG. 19), when the user generates or modifies a file to be saved (step S191), the user adds images of attachments to the file (step S193). Steps S195, S197and S199inFIG. 19are similar to steps S185, S187and S189inFIG. 18.

When the file is printed, the hardcopy includes the images representing the attachments, plus in addition a bar code. Thus, the user can recognize from the hardcopy the attachments available for access.FIG. 17shows such a graphical summary170of the content associated with barcode171, including graphical element173indicating associated textual content (for example, a Word file), graphical element174indicating associated graphical presentation (for example Powerpoint file) or other content (for example an Excel file), and graphical element175indicating associated video, audio and/or multi-media content.

A method for managing electronic data to be distributed, in another example when the file has multiple attachments, will now be described with reference toFIGS. 20 and 21.

As with other exemplary embodiments described above, a list of candidate destinations are preferably displayed (step S201), in order to facilitate selection of destinations. The user can select one or more of the candidate destinations and the e-mail is transmitted to the user-selected destinations (step S203).

In addition, the user is prompted to select the content to be transmitted, including selecting whether the original document is to transmitted or a URL thereof (step S205) and selecting all or any attachments to be include in the e-mail (step S207). An example of a user interface that can be presented for the user to select the content to be transmitted is shown inFIG. 21. However, such user interface can be modified to reflect one or more features of the user interfaces shown inFIGS. 15aand15b.

The e-mail is sent upon the user pressing the Send button (step S209), in accordance with the settings applied in steps S203, S205and S207.

The above-mentioned embodiments and examples are illustrative, and many variations can be introduced on these embodiments without departing from the spirit of the disclosure or from the scope of the appended claims. For example, elements and/or features of different illustrative embodiments may be combined with each other and/or substituted for each other within the scope of this disclosure and appended claims.