Abstract:
A work flow and communication system, particularly suited for an office environment, uses small, low-cost digital memo cards to convey a spoken message from a speaker to an associate. The speaker selects one of the cards and activates its record function and then speaks a message relevant to a particular business matter to record the message on the card. The card is then coupled via the attachment member to an office object that is associated with the business matter subject of the message. The office object is conveyed to the associate who can then play back the recorded message on the dictation card.

Description:
CROSS-REFERENCE TO RELATED APPLICATIONS  
       [0001]    This application is a continuation of U.S. application Ser. No. 09/443,821, filed Nov. 19, 1999, which claims the benefit of U.S. provisional application Ser. No. 60/109,278, filed Nov. 20, 1998. 
     
    
     
       STATEMENT OF FEDERALLY SPONSORED RESEARCH/DEVELOPMENT  
         [0002]    Not applicable.  
         BACKGROUND OF THE INVENTION  
         [0003]    This invention relates to the field of portable voice recorders and in particularly to lightweight, inexpensive dictation cards that can be secured to papers, files or other such business documents.  
           [0004]    Virtually every field of business requires the interaction and cooperation of co-workers, partners and associates to perform tasks. There are times in which co-workers cannot be in direct communication with each other, such as when one colleague is undertaking another matter or out of the office. As such, information, instructions and questions may have to be communicated by leaving a message containing such information that the recipient will receive at a later time.  
           [0005]    There are a number of well-known ways to provide a message for someone. For example, one can write the information on a piece of paper or notepad and deliver the message to the recipient&#39;s desk. Adhesive backed notepads can be used to attach notes to documents in an office environment. Preparing a note can be time consuming, however, and quickly prepared notes are often illegible. Further such notes require access to a writing implement and a writing surface which are not always available. Still another way to send a message is via electronic mail. However, this is only possible if the recipient has an email account, and the sender must know the account address and be at a computer terminal.  
           [0006]    Still another means is to leave a verbal message. For example, one can communicate the information to an assistant of the intended recipient who will relay the message upon his or her return. Alternatively, one can leave a voice mail message via the telephone. This is a convenient and reliable method, however, it requires access to a telephone as well as a preexisting voice mail account. Still another way to leave verbal messages is by using a dictation machine.  
           [0007]    Dictation machines are well known and typically consist of a recording apparatus that can be used to convert speech to electric signals suitably transferred to a storage medium, such as a magnetic tape. Initially, these machines were large desktop tape recorders. Technological advancements reduced their size allowing them to be held easily within one hand. The development of micro-cassette tape cartridges further reduced the size of the dictation machines. Such micro-cassette dictation cards are commonly used today by doctors and lawyers to dictate reports and memoranda for transcription by an assistant or secretary.  
           [0008]    Digital dictation machines in which the speech is stored in a memory module, rather than a tape medium, are also well known. These digital devices are typically the same size as micro-cassette dictation device such that they are portable and can be hand-held. These devices eliminate the need for a tape, however, the amount of storage space is limited to the storage capacity of the memory module. Thus, when the memory is at full capacity, no additional dictation can be stored until the memory is cleared. Moreover, since the memory is permanently fixed on board the device, the entire device must be given to a transcriptionist, rather than merely one of many low cost cassette tapes. Additionally, because these devices are typically quite costly, one is unlikely to have a spare or backup device.  
           [0009]    Some of these concerns are remedied by more sophisticated digital devices that can be interfaced with a computer to download the dictation and store it as a file on the computer. The file can then be sent electronically to a transcriptionist or processed by a speech-to-text engine. However, such sophisticates devices are costly and require access to a high-speed computer system. Further, none of the aforementioned dictation devices are particularly well suited for recording and distributing multiple, short-length notes.  
           [0010]    Moreover, it is often desired to attach the message to a letter, file or other document. Common digital dictation devices are too large and heavy to attach to a paper or file. And, although it is true that tapes can be removed from their dictation machines and conveyed along with a document or file, they do not have a built-in attachment member for attaching the tape to the document or file. Moreover, common paper clips and adhesives are ineffective in properly securing the tape in place. Consequently, the tape may be lost or disassociated with a particular file or documents.  
         BRIEF SUMMARY OF THE INVENTION  
         [0011]    The present invention generally provides a system of communication, especially a system of improving work flow and communication between associates in a business environment.  
           [0012]    Specifically, the present invention provides a communication system for conveying a spoken message from a speaker to a recipient. The speaker says the spoken message, which contains subject matter relevant to a particular matter. The message is recorded onto a portable dictation card having on-board digital record and playback capabilities. An attachment member of the dictation card is attached to a portable object associated with the relevant matter. The object is conveyed to the recipient who activates the dictation card to play back the message.  
           [0013]    As mentioned, a preferred use of the present system in a business or office environment in which the recipient is a business or office associate and the message and object both pertain to a particular business matter or issue.  
           [0014]    One purpose of this invention, therefore, is to increase productivity and communication in an office, home or industrial work environment. By relieving the message sender of the time consuming chore of putting his/her thoughts or message into writing his/her productivity has been enhanced.  
           [0015]    The system is preferentially practiced with multiple essentially identical dictation cards, which are preferably stored in a cradle in an edge-wise orientation. The system can thus include providing the speaker with a plurality of digital dictation units of which the speaker selects one for recording a message.  
           [0016]    The system can also include uncoupling the dictation card from the object and either retaining it, returning it to speaker or disposing of it. If the card is retained or returned, the system can also include clearing the message from the memory of the dictation card after playback so that the obsolete message is deleted and the card&#39;s memory is maximized for new messages.  
           [0017]    Each card is preferably small, lightweight and low-cost, having a thickness of no more than 5 mm and weighing no more than 2 ounces. The attachment member of each card is preferably a paper receiving device, a clip, a magnet or an adhesive, such as a low-tack adhesive. Each card is portable and has an on-board battery powering digital record and playback circuitry, including record and playback control buttons, a microphone, an analog-to-digital converter, a processor, a memory module, and an output device, which can be an audio speaker or an electronic display panel, in which case the card also includes a speech to text system for converting the recorded message to a text message shown on the display.  
           [0018]    Another purpose of this invention is to increase the accuracy of communication between parties. The message giver can leave a detailed explanation of his/her intentions with the attached papers or object, and not be limited to a small writing area of the typical sticky note. The exact message can be communicated along with voice inflections or in clear text.  
           [0019]    Yet another purpose of this device is to make recorded voice communication inexpensive and common. It has the ability to change and simplify the way we do business and communicate. In addition it will greatly improve the accuracy of message content since the recipient is hearing the message in the sender&#39;s own words.  
           [0020]    These and other objects, advantages and aspects of the invention will become apparent from the following description. In the description, reference is made to the accompanying drawings which form a part hereof, and in which there is shown a preferred embodiment of the invention. Such embodiment does not necessarily represent the full scope of the invention and reference is made therefore, to the claims herein for interpreting the scope of the invention. 
       
    
    
     BRIEF DESCRIPTION OF THE SEVERAL VIEWS OF THE DRAWINGS  
       [0021]    [0021]FIG. 1 is a front elevational view of a first embodiment of the thin profile digital dictation card of the present invention having an adhesive attachment member;  
         [0022]    [0022]FIG. 2 is a side plan view of the dictation card of FIG. 1;  
         [0023]    [0023]FIG. 3 is a back perspective view of the dictation card of FIG. 1;  
         [0024]    [0024]FIG. 4 is a block diagram of the electronic circuitry of the dictation card of FIG. 1;  
         [0025]    [0025]FIG. 5 is a simplified flow chart of a preferred communication system using the dictation card of FIG. 1;  
         [0026]    [0026]FIG. 6 is a second embodiment of the dictation card of the present invention having a clip attachment member;  
         [0027]    [0027]FIG. 7 is a third embodiment of the dictation card of the present invention having a magnet attachment member;  
         [0028]    [0028]FIG. 8 is a fourth embodiment of the dictation card of the present invention in which it is integral with a file folder;  
         [0029]    [0029]FIG. 9 is a fifth embodiment of the dictation card of the present invention having a solar panel, speech recognition engine and an electronic display;  
         [0030]    [0030]FIG. 10 is an alternate embodiment of the dictation card of FIG. 9 having additional control capabilities; and  
         [0031]    [0031]FIG. 11 is cradle for containing one or more dictation cards of the present invention. 
     
    
     DETAILED DESCRIPTION OF THE INVENTION  
       [0032]    Referring to FIGS.  1 - 3 , the dictation card of the present invention is referred to generally by the reference numeral  10 . The dictation card  10  includes a preferably low-cost plastic housing  12  having a front  14 , a back  16 , sides  18  and  20  and top  22  and bottom  24  ends. The front  14  and back  16  of the housing  12  are broad, planar surfaces that are joined by the narrow sides  18 ,  20  and ends  22 ,  24  to define a small, thin-profile package approximately the size of a standard business card. The housing front  14  has an opening  26  for receiving a thin-profile record button  28  and two additional openings  30 ,  32  for receiving a similar playback button  34  and a reverse cue button  36 , respectively. The housing front  14  also defines a loudspeaker/microphone opening  38  through which sound may pass. Other less accessible controls are located at the right side  20  which has two openings  40  and  42  near respective top  22  and bottom  24  ends in which are disposed a record lock  44  and a message clear button  46 , respectively. The controls are simple and intuitive enough for anyone to use immediately. Disposed in a suitable location on the front  14  and back  16  of the housing  12  are labels  47 ,  49  having lines for writing information such as the content of the stored message(s) or the identification of the speaker.  
         [0033]    Preferably, the housing is no larger than 100 mm×70 mm×5 mm and the dictation card weighs no more than 2 ounces. Its small size and low weight allow the dictation card to be easily handled and passed along from a speaker to a message recipient. Its thin profile also allows one or more cards to be stacked together in a small space for storage or stacked on top of or in between documents and files. Additionally, on the back  16  is an attachment member  51  for securing the dictation card to a stationary or portable object. In a first embodiment shown in FIGS.  1 - 3 , the attachment member  51  is an adhesive. The adhesive is preferably low-grip allowing the dictation card  10  to be adhered and easily removed from a business object or document such as a file, computer screen, telephone or any other such object multiple times. The dictation card  10  may be attached to objects in other ways, as described below with regard to alternate embodiments of the invention.  
         [0034]    The housing  12  contains record/playback circuitry the construction of which may be in accordance with the teachings of U.S. Pat. No. 4,791,741 entitled: Card With Built-In Record/Playback Capabilities hereby incorporated by reference. Referring to FIG. 4, generally, the record/playback circuitry  48  includes a processor  50  electrically connected to an input controller  52 , a read/write memory module  54 , a power supply  56 , an analog-to-digital (A/D) converter  58  and a digital-to-analog (D/A) converter  60 . These elements may be separate components, or with the exception of the power supply  56 , they may be included in a single microcontroller chip, as is known in the art. In either case, the elements may be any suitable standard electronic components known in the art.  
         [0035]    The A/D converter  58  is electrically connected to a suitable microphone  62  and the D/A converter  60  is electrically connected to a suitable loudspeaker  64 . It should be noted that the figure shows the microphone  62  and loudspeaker  64  as separate components, however, the invention is not limited in this regard as a single piezoelectric device  66  may be used instead. Preferably, the memory module  54  has sufficient capacity to store up to 5 minutes of monaural audio signals. The dictation card  10  of the present invention is not limited in this regard, however, as memory modules having more or less capacity can be used depending upon the intended use of the cards.  
         [0036]    The dictation card  10  is operated by a speaker depressing the record button  28  while speaking a message. The record button  28  may be depressed and held throughout the duration of the message or once at the beginning and end of the message. As the speaker begins uttering a message, the microphone  62  converts the audio waves into analog electronic signals. These analog signals are converted into a digital representation by the A/D converter  58 . The processor  50  begins processing these signals upon receipt of a record input signal sent from the controller  52  initiated by depressing the record button  28 . The digital signals are then stored in the memory module  54  for playback. Additional recording may be added on to full capacity of the memory  54  at any time. Moreover, the processor  50  can be programmed to augment an original message with additional recording, thus, treating the stored signals as one message. Alternatively, the processor  50  can index and store the signals as a new message each time the record button  28  is depressed.  
         [0037]    The speaker or message recipient may then depress the playback button  34  which initiates a playback signal from the controller  52  to the processor  50 . The processor  50  then begins transmitting the stored message from the memory module  54  to the to the D/A converter  60 , which converts the digital message signal to analog format to be output via the loudspeaker  64 . Preferably, the processor  50  will default to playing stored messages from the beginning upon receiving a playback signal. In this way, the speaker can quickly playback the message to review its contents or ensure that it was properly recorded. Also, the message recipient can playback and replay the message multiple times by depressing the playback button  34  once time each. Alternatively, the user could “rewind” the message using the reverse cue button  36 . In either case, the user can quickly repeat a part or all of stored message by depressing and holding the reverse cue button  36 , which initiates a rewind signal from the controller  52  to the processor  50 .  
         [0038]    Because of its low cost, the dictation card  10  may be designed to be disposable after one or a fixed number of uses, for example 25 messages. For disposable dictation cards  10  the power supply  56  is preferably a low voltage, direct current battery, such as a mercury filled battery. If the dictation card  10  is to be reused indefinitely, the housing  12  includes a battery compartment cover (not shown) that may be removed so as to replace an expired battery. Alternatively, the power supply  56  may be a nickel-cadmium or other such rechargeable battery. In this case, the dictation card  10  includes a standard input jack (not shown) coupled to the power supply  56  for connecting an electrical charging card (not shown). The dictation card  10  would also include an indicator light (not shown) at the front  14  that illuminates during charging. As yet another alternative, the power supply  56  may be a small solar panel such as that commonly used in small electronics such as calculators.  
         [0039]    The dictation card  10  of the present invention may used to convey messages at home, an office or an industrial facility, such as a hospital or restaurant. For example, the diction card  10  may be used to convey brief messages in an office setting such as instructions for a secretary or telephone messages taken while the intended recipient was away. It may be used for brief messages in other settings such as by a nurse to convey a patient&#39;s status to a doctor, or by parents for leaving instructions about after school activities. The dictation card may also be used to record longer dictation to be transcribed by a human or electronic transcriptionist.  
         [0040]    Referring to FIG. 5, a preferred method of use includes supplying one or more dictation cards  10  to a speaker, as shown in block  68 . Since the dictation cards  10  are low cost and small, the speaker can affordably store a plurality of cards  10  for example at his/her desk without occupying a significant amount of desk space. At block  70 , the speaker can select one of the dictation cards  10  and record a message by depressing the record button  28  and speaking, as described above. The dictation card  10  having the message is then conveyed to an associate or any other intended message recipient, at block  72 . This can be done transporting the dictation card  10  alone or, however, preferably the dictation card  10  is physically attached to a portable business object, document or file to which the content of the message on the dictation card pertains. At block  74 , once the dictation card  10  is received by the associate, the message is played by depressing the playback button  34 . After the message has been conveyed, at block  76 , the memory  54  can be erased or reset by depressing the message clear button  46  and the dictation card  10  returned to the original speaker or any other message sender, at block  78 . Alternatively, because of its low cost, after the message has been played the dictation card  10  can be discarded, at block  80 .  
         [0041]    Referring to FIG. 6, the dictation card  10  is identical to that of the first embodiment, however, the attachment member  151  is a spring biased clip having opposing clasp members  152  and  153  biased together along a bottom edge  154  by a spring  155 . This attachment member provides a positive connection of the dictation card  10  to files, letters and other business documents. Alternatively, referring to FIG. 7, in a third embodiment of the present invention, the dictation card  10  is identical to that of the first embodiment expect that the attachment member  251  is a magnet. The magnet is suitably attached to the housing back  16 , such as by an adhesive. This attachment member  251  allows the dictation card  10  to be affixed to any metal object, such as those commonly found in an office environment including a file cabinet, file organizers, book ends, staplers. Similarly, the dictation card  10  of this embodiment could also be conveniently used at home to leave a message for a family member by attaching the dictation card  10  to a refrigerator, as is commonly with paper notes. Moreover, this dictation card  10  could be used in industries, and be affixed to metal objects in a machine shop or a restaurant, for example. A magnetic attachment member can be used with the dictation card  10  of the present invention without erasing a stored message as may occur in conventional tape-based dictation devices.  
         [0042]    Still further, as shown in FIG. 8, a fourth embodiment of the present invention the dictation card  10  is identical to that of the first embodiment expect that it includes a paper receiving member  351  as the attachment member. The paper receiving member  351  has two plastic planar halves  352  and  353  joined along a bottom edge  354 . In this embodiment, the dictation card  10  is integrally joined to the paper receiving member  351  at the back  16  by any suitable means such as an adhesive or a heat or ultrasonic welding process. The paper receiving member  351  could be any common office type paper folder including an accordion or clasp envelope. Preferably, the paper receiving member  351  is sized to contain a standard letter sized paper, however, it can be any suitable size including that necessary for containing standard legal and internal papers.  
         [0043]    Referring to FIG. 9, in a fifth embodiment of the present invention, the dictation card  10 A has a thin profile housing  12 A having substantially the same dimensions as housing  12 . The housing  12 A, however, the front  14 A includes openings for receiving a display  82  for viewing message text, a solar panel  84  for energizing the card, and a single multi-function button  86 . In addition, the loudspeaker/microphone opening  38 A is smaller and in a different location than that of the first embodiment. The front  14 A also includes a label  47 . The right side  20  includes openings for record lockout  44  and message clear  46  switches as described above as well as a mute switch  88  for suppressing audio playback of the messages. The record/playback circuitry (not shown) is identical to that of the first embodiment, however, the memory module stores a speech recognition grammar set, as known in the art, which the processor uses to model the digitized audio signals received from the microphone so as to convert the spoken message to text, which the processor sends to the display  82 , in addition to or instead of the loudspeaker, depending upon the position of the mute switch  88 . Lengthier messages are presented by the message text on the display. The processor and display also operate to indicate the total number and time of stored messages as well as the number and time of the current message. Additionally, the multi-function button  86  is used to record and playback messages as well as scan an index of stored multiple messages.  
         [0044]    Referring to FIG. 10, a sixth embodiment of the present invention is identical to the fifth embodiment, except that the power supply is a battery and the single multi-function button is replaced by standard cassette controls, including a playback button  90 , a fast cue button  92 , a reverse cue button  94 , a playback pause button  96  and a stop button  98 .  
         [0045]    Referring to FIG. 11, a plurality of dictation cards  10 , of any of the above described embodiments, may be stored in a cradle  100  when not being used. The cradle  100  has a base  102  and four exterior sides  104  tapering inwardly from the base  102  to a top perimeter  106 . Four interior sides  108  extend vertically from a floor  110  to the top perimeter  106 . Two opposing interior sides  112  and  114  include partitioning ribs  116  spaced throughout each side  112  and  114  to define slots for receiving a dictation card  10 .  
         [0046]    For rechargeable dictation cards  10 , the cradle  100  can include positive and negative conductive terminals (not shown) at one or both of sides  112  and  114  so as to contact positive and negative terminals (not shown) at one or both of the top  22  and bottom  24  ends of a dictation card  10 . The cradle terminals are electrically coupled to a DC transformer (not shown) via a conductive lead (not shown). The dictation card terminals are suitably coupled to the terminals of the rechargeable battery. The cradle can include positive and negative terminals for each slot defined by the partition ribs  116  so that a dictation card  10  can be recharged in any slot and so that multiple cards can be recharged at the same time. Alternatively, terminals can be provided in only one recharging slot, such as the first slot. The cradle  100  also includes an indicator light (not shown) which illuminates when a dictation card is being charged.  
         [0047]    The present invention may include other aspects not specifically delineated in the aforementioned preferred embodiments. The above in no way is intended to limit the scope of the invention. Accordingly, in order to apprise the public of the full scope of the present invention, reference must be made to the following claims.