Key module interface for a document entry system

Abstract: Document entry system 10 receives user documents 10D containing document data for distribution and storage throughout a user network 10N. Controller 10C controls the operation of the document entry system. Document scanner 10S has a document port 10P for receiving the user documents to be entered by the user. The document scanner is responsive to the controller for scanning the document data on the documents, and providing electronic document data for distribution and storage throughout the user network. Controller display 12 is responsive to the controller for displaying operational information about the document entry system to the user. Portable key module 14 contains user module data which defines distribution parameters and storage parameters for the electronic document data. Key module reader 15 has a module port for reading the module data on the key module and transferring the module data to the controller to effect the distribution and storage of the electronic document data. User response device 16 is connected to the controller for permitting the user to initiate operation of the document entry system in response to the module data. In addition, the user response key may initiate the distribution and storage of the electronic document data parameters throughout the user network.

Description: This invention relates to entering documents into a system for scanning, distribution, and storage throughout a network, and more particularly to such a system with a key module interface. Currently users must place documents to be scanned into an entry tray of the document entry station, and manually enter an identification password into a keypad control panel. The user must then interface with a multilevel selection menu to select a particular operation, document destination, and storage attributes. This menu interface typically requires additional information such as telephone numbers for facsimile distribution and pathnames (or folder names) for storage distribution. The user must make these additional entries through the control panel which takes time and requires concentration. Errors made by users unfamiliar with the selection menu or the distribution information or the control panel may cause additional delays. Meanwhile a queue of waiting users collects behind the slow user. Automatic teller machines (ATMs) and other financial transaction stations employ a card identification device for authorizing access to the users account information in order to make deposits and withdrawals. However, the ATM does not perform any transaction tasks upon receipt of the user ID card, except identify the owner of the card and instruct the user to enter a five digit secret code number as further identification. That is, the ATM card does not enable the ATM to perform the transaction automatically. Further, the ATM does not scan documents nor distribute data for storage throughout a user network. It is known from WO94/03994 to provide a system for scanning documents and sending the scanned data as a facsimile over a telephone network. The system is controlled by predetermined commands recognised from symbols carried on one of the documents being scanned. Aspects of the present invention are set out in the appended claims. An embodiment of the invention provides a document entry system with a key module interface which requires minimal user time, training, and concentration and which is self-directed by the module data contained on the key module. Preferably the system has a key module interface which employs user menus. One aspect of the present invention provides a document entry station for receiving user documents containing document data and for distributing and storing the data throughout a user network. A controller is responsive to the user for controlling the operation of the document entry station. A document scanner has a document port for receiving the user documents. The scanner scans the document data thereon to provide electronic document data for distribution and storage. A controller display presents the operational status of the document entry station and operating instructions for the document entry station to the user. A portable key module contains user module data having a parameter part and a program part. The parameter part defines distribution parameters and storage parameters for the electronic document data. The program part enables user operation of the document entry station. A key module reader reads the module data on the key module and transfers the module data to the controller. The module data then directs the controller to permit user operation of the document entry station. A user response device permits the user to make user entries to the controller during user operation of the document entry station. Embodiments of the present invention will now be described with reference to the accompanying drawings, in which: FIGURE 1A is a block diagram of a general embodiment of the document entry system and the key module; FIGURE 1B is a schematic representation of the memory contents of the key module of the system of Figure 1A; FIGURE 2A is a block diagram of a self-directed embodiment of the document entry station and the key module; FIGURE 2B is a schematic representation of the memory contents of the key module of the station of Figure 2A; FIGURE 3 is a sectional view of the key module detector of Figure 2A employing an electric detection switch; FIGURE 4 is a sectional view of the key module detector of Figure 2A employing an optical detection switch; FIGURE 5 is a flow chart showing the operation of system 10 of Figure 1A; and FIGURE 6 is a flow chart showing the operation of key module reader 25 of Figure 2A. The elements of the embodiments of the invention are designated by two digit reference numerals in the above figures. The first digit indicates the figure in which that element is first disclosed or is primarily described. The second digit indicates like structures throughout the figures. Reference numerals are followed by a letter indicate a sub-portion or related feature of that element. GENERAL SYSTEM (Figures 1A and 1B) Document entry system 10 receives user documents 10D containing document data for distribution and storage throughout a user network ION. Controller 10C controls the operation of the document entry system. Document scanner 10S has a document port 10P for receiving the user documents to be entered by the user. The document scanner is responsive to the controller for scanning the document data on the documents, and providing electronic document data for distribution and storage throughout the user network. The operation of system 10 is shown in the flow chart of Figure 5. The user network may be any suitable collection of computer stations such as a local area network (LAN) or a wide area network (WAN). The data transmission device of the network may have any suitable electronic format such as facsimile (fax), electronic mail (E-mail), file transfer, remote access, etc. Controller display 12 is responsive to the controller for displaying operational information about the document entry system to the user. Portable key module 14 contains user module data which defines distribution parameters and storage parameters for the electronic document data. The module data stored on key module 14 has a description section 14D and a value section 14V (see Figure 1B). The description section defines the nature of distribution and storage task to be accomplished by the document entry system (such as distribution of files and storage in archival memory), or the type of data within the key module (such as user identification data). The value section defines the particulars of the distribution parameters and storage parameters, such as memory addresses, file pathnames, network addresses, distribution telephone numbers, folder names, number of documents, database name, or user ID data. Key module reader 15 has a module port for reading the module data on the key module and transferring the module data to the controller to effect the distribution and storage of the electronic document data. User response device 16 is connected to the controller for permitting the user to initiate operation of the document entry system in response to the module data. The user response device may be a single user key for initiating the transfer of the module data to the controller. In addition, the user response key may initiate the distribution and storage of the electronic document data parameters throughout the user network. SELF-DIRECTED STATION (Figures 2A and 2B) Self-directed document entry station 20 receives user documents 20D containing document data for distributing and storing the document data throughout a user network. Controller 20C is responsive to the user for controlling the normal operation of the document entry station. Document scanner 20S has a document port 20P for receiving the user documents, and is responsive to the controller for scanning the document data thereon to provide electronic document data for distribution and storage throughout the user network. Controller display 22 is responsive to the controller, and may be a suitable graphic or alpha-numeric imaging device for displaying the operational status of the document entry station to the user and for displaying system information and user instructions from the document entry station to the user. The operational status displayed may include system busy, system ready, or system in standby. The system information may include items such as the amount of free memory space, the number of documents under processing, the number of active users, and the number of print jobs waiting. The user instructions may include insert documents to be scanned, enter required pathnames, enter required telephone numbers, and user elections. Portable key module 24 contains user module data having a parameter part 24P, a program part 24D, a file part 24F, and an identification part 24ID (as schematically shown in Figure 2B). The parameter part 24P of the module data defines distribution parameters and storage parameters for the electronic document data. The program part 24D enables user operation of the document entry station for receiving and scanning the user documents and for distributing and storing the electronic document data. The file part 24F contains user files to be distributed and stored throughout the user network. The identification part 24ID contains user identification data for identifying the user as the key module reader 25 reads and transfers the module data to the controller. The module data contained in the key module may be stored in any suitable memory medium such as a magnetic strip, an optical memory, or a magnetic disk memory. Key module reader 25 reads the module data on the key module and transfers the module data to the controller which configures the controller to permit user operation of the document entry station. User response device 26 may be a suitable alpha-numeric key panel, a touch panel or track ball, for permitting the user to make user entries to the controller during user operation of the document entry station. A key module detector detects the presence of the key module, and for signaling the presence of the key module to the controller. The operation of key module reader 25 is shown in the flow chart of Figure 6. Each user may carry a small portable key module database such as a 3.5" disk which is inserted into a module port. The key module database transfers the user's ID data to the document entry station. The user ID data may include related administrative information such as accounting, billing matters, and security clearance. Physical possession of a key module provides the first line of security against unauthorized access into the document entry station. In addition, the traditional password/keypad logic security may also be employed. Further, the key module may display the employee's identification (with security photo) on the cover for general security measures. The program part of the module data from the key module may be self-directing for automatically operating the document entry station after the reader has transferred the module data to the controller. The program part may be self-terminating for automatically terminating the program at the end of the self-directed operation. In addition, the program part may be self-ejecting for automatically ejecting the key module from the key module detector after termination by the module data. The program part may include user macro programs which simulate user entries for automatically operating the document entry station. The parameter part of the module data may include user menus for assisting the user in operation of the document entry station. The key module transfers the user's personal document entry interface program into the station which reprograms the control panel to suit the user's needs and experience. The regular controller program becomes a default program for non-key users, or users without a personal program. The personal menu displayed on the panel monitor is the user's own customized menu tailored to fit the user's most frequent operations. The menu selections are conveniently labeled with the user's own words and icons. Presenting the user with a user friendly, well known selection menu, promotes interface efficiency and saves time in the document entry user queue. The document entry system may be self-functioning by the insertion of the key module. The document entry system is programmed to immediately access any key module insertions and search for an operation execute file containing all of steps of the user's mission (or missions). The 3.5" disk key module is compatible with work station PCs. The user may setup a key module operation file with "canned" instructions in advance at his work station. The user's work station is generally a more comfortable and productive environment than the document entry user queue. The user is sitting (not standing) with all reference material close at hand, without a backed-up user queue or other performance pressure. Untrained personnel may pick-up a key module with canned instructions from a highly trained work station employee, carry the key module to the nearest document entry station, insert the key module, wait for program completion and key module ejection, and return the key module to the higher-priced employee. Due to the "insert and forget" feature, the untrained person is not required to interface with the document entry station control panel or press any keys or make and selection decisions. Interfacing with the system requires minimal user time, training, and concentration. The key module may also function as a portable data base containing electronic documents to be faxed or filed. A user with only a laptop computer looking for a "hook-up" (or anyone without a printer) may electronically transfer files to the document entry system for processing. This paper-free approach is faster than hard copy scanning which requires about three seconds per page. KEY MODULE DETECTOR (Figures 3 and 4) A key module detector detects the presence of the key module, and for signaling the presence of the key module to the controller. The key module detector may be self-functioning for automatically detecting the presence of the key module, and for automatically signaling the controller after detecting the key module. The key module detector may be an electrical detector switch 37 (see Figure 3) having a key module absent position and a key module present position. Key module 34 is inserted into key module reader 35 at port 35P by the user causing the key module detector switch to move from the key module absent position (shown in Figure 3) to the key module present position. The change in positions signals the presence of the key module to the controller by an INTERRUPT control voltage (+5). Drive hub 35D engages the fully inserted key module and rotates the magnetic disk therein. Read heads 35H read the module data on the key module for transfer to the controller in response to a READ command from the controller. The key module reader may be responsive to the key module detector or otherwise self-functioning for automatically reading the module data on the key module after the key module detector has detected the key module. Alternatively, the key module detector may be an optical detector switch 47 formed by a light source 47S and a light sensor 47D. The optical detector switch has a key module absent condition (shown in Figure 4) and key module present condition. When in the key module absent condition the light source is in optical communication with the light sensor. When in the key module present condition the light source is not in optical communication with the light sensor. The key module is inserted into key module reader 45 at port 45P by the user disrupting the optical communication. The disruption causes the key module detector switch to change from the key module absent condition to the key module present condition, and to signal the presence of the key module to the controller. Clearly various changes may be made in the structure and embodiments shown herein without departing from the concept of the invention. Further, features of the embodiments shown in the various figures may be employed with the embodiments of the other figures. Therefore, the scope of the invention is to be determined by the terminology of the following claims.

Claims: A document entry system (10,14) comprising a document entry station (10) for receiving user documents containing document data and for electronically distributing and storing the document data throughout a user network (10N), the document entry station comprising: controller means (10C) for controlling the operation of the document entry station; document scanner means (105) having a document port (10P) for receiving the user documents (10D), and responsive to the controller means for scanning the document data thereon to provide electronic document data for distribution and storage throughout the user network; and controller display means (12) responsive to the controller means for displaying operational information to a user; characterised by the system further comprising: portable key module means (14) containing module data (14V, 14D) which defines distribution parameters and storage parameters for the electronic document data; and wherein the document entry station comprises a key module reader means (15) having a module port for reading the module data on the key module means and transferring the module data to the controller to effect the distribution and storage of the electronic document data. The document entry system of claim 1, wherein the document entry station further comprises: user response means (16) connected to the controller means for permitting the user to initiate operation of the document entry station in response to the module data. The document entry system of claim 2, wherein the user response means is a single user key (16) for initiating the transfer of the module data to the controller. The document entry system of claim 2, wherein the user response means is a single user key (16) for initiating the distribution and storage of the electronic document data parameters throughout the user network. The document entry system of any one of claims 1 to 4, wherein the module data includes: descriptions (14D) of the distribution parameters of the document data and descriptions of the storage parameters for the document data; and values (14V) for the distribution parameters and values for the storage parameters. A document entry system as claimed in claim 1 wherein: the module data comprises a parameter part (24P) which defines distribution parameters and storage parameters for the electronic document data, and a program part (24D) for enabling user operation of the document entry station for receiving and scanning the user documents and for distributing and storing the electronic document data; the document entry station further comprising user responsive means (26) for permitting the user to make user entries to the controller during user operation of the document entry station; whereby the controller means is responsive to the user for controlling the operation of the document entry station. The document entry system of claim 6, wherein the document entry station further comprises: key module detector means (27) for detecting the presence of the key module means, and for signalling the presence of the key module means to the controller. The document entry system of claim 7, wherein the key module detector means is self-functioning for automatically detecting the presence of the key module means, and for automatically signalling the controller after detecting the key module means. The document entry system of claim 8, wherein the key module detector means further comprises: an electrical detector switch (37) having a key module absent position and a key module present position; and a key module port (35P) into which the key module means is insertable by the user to cause the key module detector switch to move from the key module absent position to the key module present position, and to signal the presence of the key module means to the controller. The document entry system of claim 8, wherein the key module detector means further comprises: an optical detector switch formed by a light source means (47L) and a light sensor means (47D); the optical detector switch having a key module absent condition in which the light source means is in optical communication with the light sensor means, and having a key module present condition in which the light source means is not in optical communication with the light sensor means; and a key module port (45P) into which the key module means is insertable by the user to disrupt the optical communication for causing the key module detector switch to change from the key module absent condition to the key module present condition, and to signal the presence of the key module means to the controller. The document entry system of claim 8, wherein the reader means is responsive to the key module detector means, and is self-functioning for automatically reading the module data on the key module means after the key module detector means has detected the key module means. The document entry system of any one of claims 6 to 11, wherein the program part of the module data from the key module means is self-directing for automatically directing the operation of the document entry station after the reader means has transferred the module data to the controller. The document entry system of claim 12, wherein the program part of the module data from the key module means is self-terminating for automatically terminating the self-directed operation of the document entry station. The document entry system of claim 13, wherein the program part of the module data from the key module means is self-ejecting for automatically ejecting the key module means from the key module detector means after termination by the key module means. The document entry system of claim 12, wherein the program part of the module data from the key module means includes user macro programs for simulating user entries for automatically operating the document entry station. The document entry system of claim 15, wherein the module data comprises a file part in addition to the parameter part and the program part, which file part contains user files for distribution and storage throughout the user network. The document entry system of any one of claims 6 to 16, wherein the controller display means is an alpha-numeric display for displaying the operational status of the document entry station to the user and for displaying operational instructions from the document entry station to the user. The document entry system of any one of claims 6 to 17, wherein the user response means is an alpha-numeric key panel. The document entry system of any one of claims 6 to 18, wherein the user response means is touch panel. The document entry system of any one of claims 6 to 19, wherein the module data contained in the key module means is stored in a magnetic strip. The document entry system of any one of claims 6 to 20, wherein the module data contained in the key module means is stored in an optical memory. The document entry system of any one of claims 6 to 21, wherein the module data contained in the key module means is stored in a magnetic disk memory. The document entry system of any one of claims 6 to 22, wherein the parameter part of the module data includes user identification data for identifying the user as the reader means reads and transfers the module data to the controller. The document entry system of any one of claims 6 to 23, wherein the parameter part of the module data includes a user menu for assisting the user in operation of the document entry station. A document entry station (10) for use in a system as claimed in any one of the preceding claims, the document entry station comprising: controller means (10C) for controlling the operation of the document entry station; document scanner means (105) having a document port (10P) for receiving the user documents (10D), and responsive to the controller means for scanning the document data thereon to provide electronic document data for distribution and storage throughout the user network; and controller display means (12) responsive to the controller means for displaying operational information to a user; characterised by further comprising: a key module reader means (15) for receiving in use a portable key module means (14) containing module data (14V, 14D) which defines distribution parameters and storage parameters for the electronic document data; and having a module port for reading the module data on the key module means in use and transferring the module data to the controller to effect the distribution and storage of the electronic document data. A method of electronically distributing document data in which user documents received at a document entry station are scanned and distributed for storage via a user network, the method comprising the steps of: receiving the user documents in a document scanner means via a document port thereof; scanning the user documents to provide electronic document data; displaying operational information to a user; and distributing and storing the electronic data via the network; characterised by the method further comprising: receiving a portable key module means in a key module reader means via a module port thereof; reading module data from the key module means, the module data defining distribution parameters and storage parameters for the electronic data; and controlling the distribution and storage of the document data using the module data. The method of claim 26, wherein control of the document entry station: permits the user to initiate operation of the document entry station in response to the module data by actuating a user response means (16) A method as claimed in any of claims 26 and 27, wherein the module data includes: descriptions (14D) of the distribution parameters of the document data and descriptions of the storage parameters for the document data; and values (14V) for the distribution parameters and values for the storage parameters. A method as claimed in claim 26 wherein: the module data comprises a parameter part (24P) which defines distribution parameters and storage parameters for the electronic document data, and a program part (24D) for enabling user operation of the document entry station for receiving and scanning the user documents and for distributing and storing the electronic document data; the document entry station further being controlled to permit the user to make user entries for controlling the operation of the document entry station. A method as claimed in claim 29 comprising detecting the presence of the key module means, signalling the presence of the key module means to a controller of the document entry station. A method as claimed in claim 30, wherein a program part of the module data from the key module means automatically directs the operation of the document entry station after the module data has been transferred the module data to the controller. A method as claimed in claim 31, wherein the program part of the module data from the key module means automatically terminates the self-directed operation of the document entry station. A method as claimed in claim 32, wherein the program part of the module data from the key module means automatically controls ejection of the key module means from the key module detector means after termination by the key module means. A method as claimed in claim 31, wherein the program part of the module data from the key module means includes user macro programs for simulating user entries for automatically operating the document entry station. A method as claimed in claim 34, wherein the module data comprises a file part in addition to the parameter part and the program part, which file part contains user files for distribution and storage throughout the user network. A method as claimed in any of claims 26 to 35, wherein the display step uses an alpha-numeric display for displaying the operational status of the document entry station to the user and for displaying operational instructions from the document entry station to the user. A method as claimed in any of claims 26 to 36, wherein the parameter part of the module data includes user identification data which identifies the user as the reader means reads and transfers the module data to the controller. A method as claimed in any of claims 26 to 37, wherein the parameter part of the module data includes a user menu which assists the user in operation of the document entry station.

Inventors: KRTOLICA BORIS, MELEN ROGER D, KRTOLICA, BORIS, MELEN, ROGER D.
Applicants: CANON KK, CANON KABUSHIKI KAISHA
Application year: 1996
Main classification: H04N1
IPC codes: G06K17, H04N1, G06K19