Document management systems and methods

A computer implemented method for managing documents includes the steps of: creating a document profile that includes fields of attributes of a document and generating a unique identifier for the document. The unique identifier includes at least a first portion including information descriptive of an attribute of the document and at least a second portion including an automatically generated number. The method preferably further includes the step of storing the document profile for the document.

FIELD OF THE INVENTION

The present invention relates to systems and methods for management of documents and particularly, to systems and methods for management of documents over a network of computers in which a user can gain access to the information repository from a computer having access to the network.

BACKGROUND OF THE INVENTION

The ability to gain timely access to important information on a computer, and, more particularly, on a computer network, is a necessity in today's competitive market. As the number of digital documents continues to grow, such access will only gain in importance.

Document management systems automate document management on computer networks and facilitate location and sharing of documents in workgroups without requiring knowledge of, for example, the DOS filename or physical location of a document. A document management system may also provide system administration functions by establishing criteria that are used to, for example, determine storage location and/or determine document archival actions. Furthermore, security criteria can be assigned to limit unauthorized access to documents.

Document management systems typically store critical information required to access a document in a document “profile.” The profile may include document attributes or information about the document such as the document type, the author, the creation date, the access rights, etc. The profile information is stored in a database and is used to retrieve the document via a search or query without the user having to remember, for example, the DOS filename and storage location (for example, server\volume:directory\filename). Profiling thus provides quick access to documents.

In addition to locating documents from the information stored in the document profile, a number of document management systems also index document text allowing users to perform full-text searches to find documents. Such full-text searches can require somewhat lengthy searches in large databases.

Although a number of computer implemented document management programs or systems are currently available, it remains desirable to develop improved document management systems and methods.

SUMMARY OF THE INVENTION

The present invention provides a computer implemented method for managing documents including the steps of creating a document profile that includes fields of attributes of a document and generating a unique identifier corresponding to the document (that is, corresponding preferably to the document profile and the associated document content). The unique identifier includes at least a first portion including information descriptive of an attribute of the document and at least a second portion including an automatically generated number. The method preferably further includes the step of storing the document profile for the document. In one embodiment the first portion is descriptive of the author of the document. The second portion is preferably a sequentially generated number that is unique for the first portion. That is, there may be many documents having the same first portion (for example, the initials of the author), but each document identifier having the first portion preferably has a unique number for the first portion.

The present invention also provides a computer implemented method for managing documents including the steps of creating a document profile and selecting a predefined document template for the document during creation of the document profile. The document template defines the format of the document. Preferably, the document profile is stored before any information is entered into a content of the document.

The present invention also provides a computer implemented method for managing documents including the steps of creating a document profile and linking the document profile to a file type that is not created within the document management system. As used herein, the phrase file type refers to generally any stored information that can be read or used by an associated software application. The file type may, for example, be a word processing document, a spreadsheet document, a database record (for example, an email message) or a URL link. Selecting the link from the document profile preferably launches or switches to the software application associated with the file type.

The present invention also provides a method for managing documents including the steps of creating a document profile, storing the document profile, and creating an email message including a link to the document profile so that a recipient of the message can access the document associated with the document profile. Preferably, the email message is created from within the document management system. That is, the user of the document management system can create the email without having to exit the document management system and switch to an email program.

The present invention also provides a method for managing documents including the steps of creating a document profile, storing the document profile, and creating an email message including a copy of the document from within the document management system so that a recipient of the message can access the copy of the document.

The present invention also provides a method for managing documents including the step of defining user access permission for a document profile or an associated document content in the document profile. The step of defining user access permission preferably includes the step acquiring the identity of the user from a source external to the document management system. The source of the identity of the user may, for example, be an operating system security system or a database security system.

The present invention also provides a method for managing documents including the steps of creating at least one document profile that includes fields of attributes of an associated document content and storing the document profile in a database. The method also includes the steps of storing the document content external to the database in a file system of a first storage device and replicating the document content from the first storage device to a second storage device.

As clear to one skilled in the art, any two or more of the above-identified methods of the present invention can be practiced in a single document management system. The present invention also provides a machine readable medium having stored thereon data representing sequencing of instructions for carrying out the above methods, which, when executed by a computer system (as known in the art), cause the computer system to perform the steps of the method(s).

The present invention also provides a computer implemented document management system including a module to create a document profile to be stored in a database in the storage device and, for example, a module to generate a unique identifier for the document. The unique identifier preferably includes at least a first portion including information descriptive of an attribute of the document and at least a second portion including a number generated by the unique identifier generation module.

The document profile creation module preferably further includes a module to select a predefined document template for the document during creation of the document profile. The document profile creation module preferably also includes a module to link the document profile to a file type that is not created within the document management system on an existing document profile.

The document management system preferably further includes a module to link an email message having a link to the document profile so that a recipient of the message can access the document associated with the document profile. The document management system also preferably includes a module to email a message comprising a copy of the document from within the document management system so that a recipient of the message can access the copy of the document.

The document management system preferably further includes a module to define user access permission in the document profile by acquiring the identity of the user from a source external to the document management system.

The present invention and its attendant advantages will be further understood by reference to the following detailed description and the accompanying drawings.

DETAILED DESCRIPTION OF THE INVENTION

The present invention provides for management of documents over, for example, a wide area network in which a user can gain access to the information: repository from generally any computer having access to the network. Preferably, access to the documents is enabled via either a dedicated document management interface or via the use of a browser such as Microsoft® Internet Explorer® or Netscape® Navigator®.

In the document management program or system of the present invention, each document10(seeFIG. 1) preferably comprises two parts, a document content20and a document profile30. Document content20is the actual information contained within document10and can, for example, include BLOB, text, graphics, video and/or audio information. Document profile30includes attributes of the document including, for example, the title, the author, the office location, the document number, the type of document, and the date created. Document content20and document profile30may be stored together or separately.

FIG. 2illustrates an embodiment of a document management system of the present invention. In general, the document management system is executed by a computer60that includes a storage device62(for example, a compact disk or a hard drive as known in the art) and a processing unit64. In the embodiment ofFIG. 2, an operating system110and the document management system are both stored on a hard drive62.

In this embodiment, operating system110includes a file system120that may contain document content20which are stored as individual files as known in the art. File system120also contains a database40that preferably includes document profiles30associated with document content20and security information. Preferably, document profile30contains security settings for each document profile30and a corresponding document content20. A document profile30can, for example, be made public so that it is viewable/accessible by all users of the document management system. Access to document profile30can also be limited to a user or group(s) of users. Likewise, document content20can be made public or private. In the case that a particular document content20′ is made private, document content20′ is preferably stored as an object within database40rather than in file system120of operating system110.

File system120is preferably a conventional computer-implemented file system such as provided, for example, in the Microsoft® Windows® operating system, the IBM® OS400 operating system, the UNIX® operating system or the Apple® Macintosh® operating systems. Database40is preferably a conventional structural information system storing information as a set of records and attributes or fields.

Security information50represents access control information to determine whether a particular user has permission rights to access the document management system and document profiles30and/or document contents20. Document manager130accesses document profile30and document-content20and allows a client computer140access to document10formed by the combination of document content20and document profile30if permitted by security monitor50and the security information within document profile30.

As described above, operating system100may include, for example, the Windows operating system family (for example, Windows NT®, Windows 98° or Windows 95°). Operating system100preferably contains a conventional operating system security160. System security160is built into conventional operating system100. For example, in the case of Microsoft Windows NT, a built in security system is provided which requires entrance of a password for a user to log into the system and thereby gain access to files and to the network. Similarly, many other conventional operating systems require a password or access code to allow a user operating client computer system140to log on. Preferably, operating system security160or another existing security feature (as provided, for example in Lotus Domino® server) is used by document manager130of the present invention to identify users and access permissions of such users. In that regard, security manager150of document manager130may connect to and operate in conjunction with operating system security160or, for example, the Central Administration Address Book of Lotus Domino, to identify users who may access the document management system as well as document profiles30and document contents20thereof.

Other document management systems typically require an administrator to create users or user tokens within those document management systems. Using an existing user list such as provided in a Lotus address book prevents duplicative labor and simplifies administration of the document management system. In use of the document management system of the present invention, a user is typically first required to log on to the operating system as determined by operating system security160. The user may also be required to log onto a particular server such as the Lotus Domino server. A user permitted access to the document management system as determined by security monitoring150may then use the document management system. Whether the user has access to a particular document profile30and corresponding document content20, is determined by security information established in document profile30.

One embodiment of a network architecture200suitable for use with the document management system of the present invention is set forth inFIG. 3. In this embodiment, a corporate network or intranet210comprises, for example, two servers220and230on a local area network215in a main: office. A number of client computer systems (not shown) are also preferably connected to network215. Network210is preferably connected to another network235via a router250and a firewall260. Network235is an extranet comprising an extranet server240. The term “extranet” is used herein to describe a shared secure repository of information that is accessible from outside of intranet210(for example, over the Internet). Placing extranet server240on separate network235and isolating it from intranet210assists in protecting the network resources of intranet210.

As known in the art, firewall260comprises a system designed to prevent unauthorized access to or from intranet210. Firewall260can be implemented in hardware or software, or in a combination of both. Firewall260prevents unauthorized Internet users from accessing intranet210. All messages entering or leaving intranet210pass through firewall260, which examines each message and blocks those that do not meet specified security criteria.

Local area network215is preferably connected to other local area networks in the intranet via router250. InFIG. 3, local area network215is connected to one other local area network270in a branch office via router250and branch office router280using, for example, frame relay protocol or asynchronous transfer mode (ATM).

Extranet235is preferably connected to the Internet via firewall260and an Internet router290using, for example, frame relay or ATM. Internet router290may be connected to an Internet gateway300and a web server, a DNS server, and a mail server310at an Internet Service Provider (ISP) to provided connection to the Internet.

In one embodiment discussed herein, the database architecture of the document management system of the present invention utilizes or is built upon Lotus Domino® server, Lotus Notes® Application Development. Tools and Lotus® Script language. Other architectures are possible, however. Information regarding the use of these Lotus tools is provided, for example, inLotus Notes Application Development I and II, Release 5, Lotus Development Corporation (1999);Lotus Notes Programmer's Guide, Release5, Lotus Development Corporation (1999),Lotus Domino Administering the Domino System, Release 5, Lotus Development Corporation, (1999);Lotus Domino Managing Domino Databases, Release 5, Lotus Development Corporation (1999); andLotus, Domino Configuring the Domino Network, Release 5, Lotus Development Corporation (1999), the disclosure of which are incorporated herein by reference.

Lotus Domino also facilitates access to information through a browser, making the information available to a user from anywhere via, for example, the Internet. Web-based access through a browser is automatically enabled by Lotus Domino without additional hardware or software. A database created in a Domino environment is, therefore, a browsable database. To access documents through the Internet in an environment other than Lotus Domino typically requires running an additional server (for example, Microsoft IIS) and a knowledge of HTML or Java to design an interface for a user to search or view the existing document database.

The integrated services of a Lotus Domino enterprise environment also simplify hardware requirements as compared to other architectures. For example, the hardware for the document management system of the present invention may comprise a single server to perform intranet/extranet and Internet- or web-based database functions with the use of Lotus Domino. Moreover, disaster recovery may, for example, be achieved through two inherent redundancy features: (1) replication, which is a scheduled process and (2) clustering, which is a real-time process.

Other server/client environments typically require separate software/hardware components to create full-text indexes and query capabilities. The Lotus Domino environment does not require these additional components. Full-text indexes are built by turning on the full-text index option inherent in Lotus Domino as illustrated in box350ofFIG. 4A. Query capabilities are provided through a standard search bar or query by example form as illustrated screen360ofFIG. 4B, which does not require the purchase of an SQL server.

As will be appreciated by one skilled in the art, however, all the functionality provided by Lotus Domino is available using other servers. For example, Microsoft NT Server can be used in conjunction with an indexing server such as Verity® and a searching server such as Microsoft SQL®. Internet applications can be provided by, for example, Microsoft IIS server, which enables/facilitates web access when used in connection with, for example, an HTML or JAVA front-end program to access the back-end database.

Several system variables of the document management system of the present invention are preferably set by, for example, a network administrator during installation of the system. Preferably, the installation process includes answering a few queries or requests for information to set up system parameters through variables that define, for example, the location of document files and templates. The system variables setup process may be initiated by selecting Set System Variable from Actions menu370of screen375as illustrated inFIG. 5A. The answer to a first query preferably defines how an organization desires to store its documents as illustrated by query box380of screen385inFIG. 5B. Several options are preferably provided. Documents may, for example, be stored by Author/Document Type, Client/Matter, or Client/Matter/Document Type. The answer to a second query preferably defines the path where “public” document contents20are to be stored in file system120. The answer to a third query preferably defines a mapped drive to identify the path of the document storage. A template directory and a mapped drive for the template directory are also preferably defined by the network administrator in response to other queries.

Setting these variables enables an administrator and/or a user to select any operating system/file system to store documents and templates. Documents and templates stored in file system120are preferably linked to database40in a manner so that any operating system and/or mapped drive can be used to store the documents and templates.

Unlike prior document management systems, the document management system of the present invention preferably provides for replication of all data in database40as well as all document contents20or other document management system date stored externally from database40to a secondary server to provide for redundancy. Although some current document management systems allow storage of documents external to the database thereof, these document management systems enable replication/redundancy of only documents and other data stored within the database. Preferably, the user/administrator of the document management system of the present invention is queried as to whether replication/redundancy is desired during the process of setting the system variables. If replication/redundancy is desired, another query is preferably made to set the drive mapping and path of the secondary server on which replicated documents are to be stored.

Preferably, the replication process takes place during Profile-New, -Edit, -Copy and -Save functions. During any of these functions, the document management system of the present invention preferably checks for the newest or most current version based on date and copies the most newest version to the replicated server. If for some reason the replicated server is not available, the document management system preferably marks the profile for replication to occur after the replicated server is once again available.

Defining templates within a document management system is a another unique function of the document management system of the present invention. The system administrator or other person of the document management system of the present invention can set up templates based on software application and a document type (for example, letter, memorandum, budget, etc.) under the create menu90as illustrated in screen392ofFIG. 6A. As illustrated in screen393ofFIG. 6B, the administrator can define, among other things, a template name in field394, a relative path for the template in field395and an application associated with the template in field396. Preferably, the administrator is provided with a menu for each choice as illustrated by application menu397inFIG. 6B.

The user is thereby preferably presented with a pre-defined formatted document template that ensures compliance with company policy and consistent formatting in generating documents. All templates may include, for example, the company name/logo and a footer including a unique document identifier. The document template is preferably chosen by the user when completing document profile30and does not require the user to first launch the associated application. Such templates are discussed in further detail below.

Any number of parameters for organizing documents or identifying documents can be included in the document management system. For example, lawyers typically identify particular tasks with a particular client and a particular matter for that client. For example, the client may be NewCo, Inc. and the matter may the NewCo, Inc. vs. OldCo, Inc. litigation. Client/Matter definitions preferably comprise unique alpha/numeric code and/or names. For example, the above client can be represented by a unique client name (for example, “NewCo, Inc.” as well as a unique client number (for example, 20001). Likewise, the matter can be represented by a unique name (for example, “NewCo, Inc. vs. OldCo, Inc.”) as well as a unique number (for example, 00001). This information can be typed into the document management system manually (by selecting Client-Matter in Create menu390) or be imported electronically (from, for example, an existing database such as a billing system or other document management system) through, for example, an ASCII import/export.

A user or system administrator preferably also defines particular library that, for example, includes an office location and a Universal Resource Locator (URL) associated to each office specifying the name of the server and the path of the document storage as defined above to facilitate access to the database via the Internet.

FIG. 7illustrates a screen capture showing a preferred embodiment of a navigator300of the document management system of the present invention or panes. Navigator300is preferably divided into three sections. A folder/view identifying pane310on the left side of navigator300preferably includes graphical representations of folders for organization of information and graphical representations for exhibiting predefined views for illustrating information (for example, a list of document profiles). In the embodiment ofFIG. 7, for example, document profiles can be organized and viewed by author, by client-matter or by library. Other views can be defined by the user or an administrator. Such views are preferably continually updated and an index built with every newly created document. A second section of navigator300comprises an action bar320with dynamic buttons as known in the art to enable the user to perform a task or function. A third section of navigator300is a view pane330in which a view chosen in folder/view identifying pane310is presented. InFIG. 7, the By Author view340has been selected in folder/view identifying pane310, and the document profiles are arranged by author in view pane330. View pane330preferably includes pre-defined field sort buttons332,334,336and338which enable ascending or descending sort functions base on the fields or attributes below the view pane buttons. For example, the document profiles listed inFIG. 7can be sorted by document number, library, date/time and document title or name using field sort buttons332,334,336and338, respectively. Below field sort buttons332,334,336and338is a list of documents profiles that pertain to the selected view.

Action bar320may, for example, include a Document button322that when pressed exhibits a drop down menu allowing a user to Edit, View, or Print a document or documents corresponding to a selected (highlighted) document profile or profiles. A Profile button324is preferably provided to allow a user to Create, Copy, Edit, Print, or View a selected document profile via, for example, a drop down menu. A Mail button326is preferably provided to allow a user to mail a Link to Document, to mail a Copy of Document, or to Switch to a mail program in Notes (or another application) via a pull down menu.

Choosing to mail a Link to Document enables the user to automatically, from within the document management system, create an email message including a link to the profile record. The user is preferably switched to an email program to mail the link. The recipient of the email message can work on/edit the database record from their mail system. Choosing to mail a Copy of Document copies the external file corresponding to document content20from file system120to an email message. Preferably, the user is switched to the email program/system and to the email with the selected document selected. The recipient of the email message can edit the copy of the document. However, the document in the database record will remain unchanged.

Choosing to Switch to Notes (or another application or functionality—for example, Switch to Microsoft Outlook) serves a number of purposes. For example, it conveniently enables a user to switch to their mail, calendar or other features at any time while working in the document management system. It also operates with the Notes link field on the document profile screen which is described in connection with document profiles below.

Document profile30is a very important function of the document management system of the present invention. As described above, document profile30includes the key fields of information or attributes that a user utilizes to define an associated document content20. A document10can be located via text searching capabilities using the fields defined in associated document profile30. An embodiment of a document profile screen400is illustrated inFIGS. 8 and 9.

Document profile screen400preferably appears as soon as a document is created so that document attribute fields (including a unique document identifier generated by the document management system) are established before the user enters data into document content20.

Document profile30preferably includes any number of attribute fields to suitably identify/define associated document content20. Like other document management systems, a unique document identifier/number is preferably generated by the document management system of the present invention. Unlike other document management systems, however, the unique document identifier comprises a numeric portion410(seeFIG. 7) generated by the document management system of the present invention and one or more information portions420(for example, prefix(es) and/or suffix(es)) that assist in identifying documents by providing information about the document. For example, a preferably unique document identifier prefix may comprise a user's initials (typically entered at log on for example, John J. Doe would enter “JJD”). The document identifier will thus comprise the user's initials followed by, for example, a number unique for that individual (preferably, a sequential number generated by the document management system starting, for example, with the number one). For example, the first document as created by John J. Doe would have the document identifier jjd1. The document identifier preferably appears in a document identifier/number field405on document profile screen400. A user may, for example, be required to enter the user's login initials when a document profile is created as illustrated by query box408ofFIG. 8.

In this embodiment, a second user will have a document identifier prefix that comprises the user's initials (typically entered at log on—for example, Jane L. Smith would enter “JLS”). The document identifier for the second user will thus comprise the second user's initials followed by a sequential number generated by the document management system starting with the number one. The first document created by Jane L. Smith would have the document identifier jls1, while the twenty-first such document would have the document identifier jls21.

The unique document identifier of the present invention easily identifies how to locate a document without having to perform a search. A user can simply, for example, go directly to the By Author view discussed above in connection withFIG. 7and locate the document corresponding to the identifier jjd1without a query-by-example search that is necessary with other document management systems. The sequential number portion of the document identifier also serves as a productivity measure based on the number of documents a user generates. All other document management systems require a report writer function to produce these types of statistics.

An office field412preferably identifies the location/library in which a document is stored. Choices for office field412and several other fields described below are preferably provided through a pull down menu. An author field415identifies the author of the document. As with office field412, a pull down menu is preferably provided to allow selection of an author. The menu is, for example, preferably generated using the Central Administration Address Book that is utilized for other Lotus applications. As discussed above, there is only one place to maintain a user list and the security associated with authentication in this manner. Many other systems require the user to have separate address books (i.e. one for e-mail, one for the operating system, one for document management, etc.).

A title field422is provided to enable the user to define a preferably descriptive title for the document. A document type field425is preferably provided and serves two purposes. First, document type field425identifies the application software that is being requested. Second, the type/template of document generated is also identified. For example, the application may be indicated as Microsoft Word 97® and the document type may be indicated a “Letter,” which indicates that the user is selecting to create a letter using Microsoft Word 97. Moreover, as discussed above, a template is preferably associated with the type of document (LETTER in this example) that has a unique set of formatting instructions already in place for the creation of a document, providing improved productivity and consistency. A pull down menu is preferably provided for selection of a document type.

A client name field430and a corresponding client number field435may be provided with associated pull down menus. Likewise a matter name field440and a corresponding matter number field445are preferably provided with associated pull down menus. The client identifier fields430and435and the matter identifier fields440and445are preferably related to each other in a parent/child relationship. Preferably, the client identifier is the parent and the matter identifier is the child. Therefore, specific matter identifiers only appear based on the specific client selected. As discussed above, these fields may be populated by an ASCII imported file that is preferably updated periodically (for example, daily), from, for example, a billing system or program using an agent program provided in the document management system of the present invention. The agent program preferably specifies the import schedule and the action to be taken.

A security or restrict read access field450is preferably provided to define document security. Preferably, only individual(s) and/or group(s) selected/displayed in security field450can see that the document profile exists. In general, other document management systems are limited to defining groups or types of security. Likewise, a second security field455enables restriction access/editing privileges to document content20. If nothing is entered in security field450or security field455, document profile30and document content20will be public. As discussed above, the document management system of the present invention enables integration with the security system of, for example, the Central Administration Address Book of Lotus Domino to identify potential users and groups of users.

A comments field460is preferably provided to enable entrance of unlimited comments to enhance full-text search capabilities.

An add. docs (additional documents) field465(for example, a rich text field) is preferably provided to enable any number of multiple documents or any other file type (for example, document files, database records, or URL links) to be included on a single document profile. Other document management systems do not enable multiple documents to be contained on a single document profile. Additional document field465enables a user to attach file types and links that are external to the document management system (that is, file types that were not created within the document management system and that do not have an associated profile). Such documents may, for example, be related to the main document (that is, the document for which the document profile has been created). Other document management systems require the user to link only document profiles through a related document feature.

An email/other field470(preferably, a rich text field) enables the user to link email messages (typically, a database record) and/or any other type of database file, view, folder, calendar entry, to-do item, etc. to the document profile. No other document management system allows for this type of relationship/linking between the document profile of the document being created and other types of documents or files that are associated with, for example, a matter and/or project. Other document management systems require the user to organize separate document profiles into folders and do not allow for other, external file types to be linked to the document profile.

A create document button475is preferably provided on document profile screen400to launch or invoke the application specified in type field425and creates a file in the operating system based on the predefined system variables that were selected by the administrator upon setup of the database. The document management system of the present invention is the only document management system that automatically passes the unique document identifier, the title and the author to the external application upon document creation. Other document management systems assign a temp file number and require the user to save the file and then return to the document management system to obtain the unique document identifier.

Although optimized for 32-bit applications, the document management system of the present invention is preferably not limited to 32-bit applications. The document management system can preferably launch any type of file format. A number of other document management systems do not allow 16-bit applications to be integrated into the system.

The details of four forms (Client/Matter, Document Profile, Document Template and Library) and script associated therewith of one embodiment of the present invention are set forth in the Appendix hereto.

Although the present invention has been described in detail in connection with the above examples, it is to be understood that such detail is solely for that purpose and that variations can be made by those skilled in the art without departing from the spirit of the invention except as it may be limited by the following claims.