Patent Publication Number: US-10318508-B2

Title: System and method for providing integrated management of electronic information

Description:
PRIORITY CLAIM 
     This application is a Divisional of and claims priority under 35 U.S.C. § 120 and 35 U.S.C. § 121 to U.S. Non-Provisional patent application Ser. No. 12/872,679, filed on Aug. 31, 2010 and entitled “System and Method for Providing Integrated Management of Electronic Information”, which in turn is a Continuation of and claims priority under 35 U.S.C. § 120 to U.S. Non-Provisional patent application Ser. No. 10/873,775, now U.S. Pat. No. 7,814,134, filed on Jun. 22, 2004, and entitled “System and Method for Providing Integrated Management of Electronic Information”, which in turn is a Continuation of and claims priority to U.S. Non-Provisional patent application Ser. No. 09/729,654, filed on Dec. 4, 2000, now U.S. Pat. No. 6,778,972 and entitled “System and Method for Providing Integrated Management of Electronic Information”, which in turn claims priority to U.S. Provisional Application No. 60/224,750 filed on Aug. 10, 2000 and entitled “System and Method for Providing Integrated Management of Electronic Information”. The entire contents of the aforementioned applications are herein expressly incorporated by reference. 
    
    
     BACKGROUND OF THE INVENTION 
     Field of the Invention 
     This invention relates to a method and system for integrated management of information, and more particularly to a method and system for integrated management of information in a computer-readable format that can be used over the Internet and similar communication means. 
     Description of Related Art 
     In a strictly paper-based environment, information relating to clients, customers and/or projects, such as documents, tables, graphics or facsimiles are generally arranged in some organized fashion and indexed for future reference in a folder by making use of a paper filing system, which is common in most offices. While paper-based Systems may be common, because of the large number of documents relating to different clients, projects and matters, these paper-based systems may be rather large and bulky to deal with. 
     With the advent of computers the usage and reliance on electronic information has become an ordinary fact of life. Furthermore it is also becoming common to use the Internet and/or the Intranet to bring together more than one user for working together on common computer applications. With computer usage becoming increasingly common, more and more data is being generated and electronically stored. Often the data is stored randomly, which causes users to encounter difficulty in attempting to retrieve the stored computer-readable files. 
     In addition to computer usage, usage of different and various means of telecommunications are also becoming popular. The lines between telecommunications and computer usage are blurring, however. It is not uncommon today to use a computer for telecommunication purposes, and also as part of one&#39;s multimedia setup for watching movies or listening to music. For example, sending and/or receiving of facsimiles of documents on one&#39;s computer hard-drive, communicating by voice over the Internet, making and receiving phone calls, listening to music on the Internet or stored locally, and watching live events simulcast on the Internet as well stored films are some of the frequent uses that computers are being utilized for. Of course, the use of computer for communication purposes also lead to generation of data and other related files, which must be stored in such a manner that they can later be retrieved in an easy manner. 
     With the drive for computerization, there is a growing trend to use our computers for as much office work as possible. Consequently, it is not uncommon to see computers with stored documents, reports, spreadsheets, images and drawings, facsimiles, emails, multi-media files and databases that relate to existing clients, customers and/or projects. Unfortunately, having a large number of clients and projects makes it difficult to keep track of all their associated files, documents and/or other pertinent information. Often times, because of the large number of files, it is an impossible task to keep track thereof. Even when one is successful in finding and/or retrieving existing files, the time taken to track down the desired file, document and/or other pertinent information may be prohibitively large. 
     The problems of managing these associated paper or computer-readable files become even more acute where one has to ensure their security by restricting their access to an appropriate group of people. Users often attempt to use a document management system for managing their documents, which are stored as computer-readable files. Unfortunately, these document management systems operate by creating a separate application software that requires users to actively manage the stored files by knowing some detail about the computer files. In other words, there is generally no provision of going through all the contents to find and retrieve one or more desired files. 
     Furthermore, existing systems do not allow the user to effectively find files that are not computer searchable, such as when the files are faxes, images or voice mails which are also part of the contents of an electronic folder. In other words, document management systems fail to allow the user to have the entire history of a folder (its entire content) of a particular or desired client, customer, or project, as the result of a search. 
     This is disadvantageous because the history of the folder (i.e., the information of all files created and saved on a subject, including the filed that are not searchable) may be necessary to act on desired file(s). 
     In addition, searching for files with existing systems in difficult, because the searches often result in files from different folders being listed together as the search result due to similarities in their file histories and common elements in their identifying information. Thus, a file search could bring a result mixing files from separate folders of different or undesired matters, and prevent the correct understanding of the history of the folder to which a desired file really belongs. Furthermore, existing document management systems do not allow multiple users to simultaneously access and create documents listed in a DBMS. As a result, it becomes necessary to create multiple copies of a file to allow access to multiple users. 
     Because of all these disadvantages, there is a need for a system which allows individuals as well as organizations to efficiently manage electronic information on computers. There is also a need for a system that facilitates storage of computer. files in a manner that simulates the storage of actual folders and files so that a user does not have to actively manage the stored files. Additionally, there is a need of having a unified system and method for structured classification, creation, storage, management, communication and retrieval of electronic information and data stored in a DBMS. Furthermore, there is a need for a system that allows users to store their computer files in a manner that is easy to organize for later retrieval and usage, and which simulates paper folders (herein called electronic folders or e-folders) and also allows searching of these folders using the full capabilities of a DBMS. 
     SUMMARY OF THE INVENTION 
     The present invention overcomes the above-mentioned disadvantages. One aspect of the invention provides a system for maintaining an efficient management of electronic information on a retrievable media, such as a computer hard drive. The invention comprises a server, which is user-friendly any has an integrated management system and method for structured classification, creation, storage, management, communication and retrieval of electronic information. The system simulates the old-fashioned paper filing system based on the user of paper folders, common in most offices, and does not require a change in the way users create, use and manipulate the stored electronic information. 
     The system is based on a single user-friendly interface that includes workflow and work-groups capabilities. The integrated management system is provided with search capabilities, such as a query builder that spans over multiple electronic information media, such as emails, files, data stored in databases, faxes, voicemails stored as files and the like. 
     The integrated management system is capable of managing, creating, searching, communicating and retrieving all incoming and user generated electronic information simultaneously. The users are allowed to search data in BMS, which may be stored as mailing lists, payment sheets, inventories and the like, files created locally by computerized devices such as a Personal Computer (PC) applications, emails, voicemails and faxes and calendar. 
    
    
     
       BRIEF DESCRIPTION OF THE DRAWINGS 
         FIG. 1A  is a schematic block diagram depicting the system of one embodiment of the present invention; 
         FIG. 1B  provides a depiction of the various components in the electronic folder management system of the present invention; 
         FIGS. 1C, 1C-1, 1C-2, 1C-3, 1C-4 and 1C-5  provide depictions of the electronic folder management system in use by a plurality of users; 
         FIGS. 2A-2B  are schematic flow diagrams illustrating general usage of the file management process within the system of  FIGS. 1A-1B ; 
         FIG. 3  is a schematic flow diagram depicting the steps for login into the system of  FIGS. 1A-1B ; 
         FIG. 4  is a schematic flow diagram depicting the steps for retrieving the desired electronic folders in system of  FIGS. 1A-1B ; 
         FIG. 5  is a schematic flow diagram depicting the creation of an electronic folder for the system of  FIGS. 1A-1B ; 
         FIG. 6  is a schematic flow diagram depicting the various operations that may be performed on the list of electronic folders  460  generated by the process of  FIG. 4 ; 
         FIG. 7  is a schematic flow diagram depicting the various operations that may be performed on the contents of the electronic folder generated by the process of  FIG. 6 ; 
         FIG. 8  is a schematic flow diagram depicting the actions that may be performed on the file list the process of  FIG. 7 ; 
         FIG. 9  is a schematic flow diagram showing the process of converting an e-mail or a facsimile into a file and storing it in the electronic folder management system; 
         FIG. 10  is a schematic flow diagram showing the process of transmitting a document to a recipient in the form of an e-mail or a facsimile; 
         FIG. 11  is a schematic flow diagram showing the process of saving a document locally or remotely; and 
         FIGS. 12A-12G, 12H-1, 12H-2, 12I-1, 12I-2, and 12J-12L  are screen-shots for one embodiment of the system of  FIGS. 1A-1B . 
     
    
    
     DETAILED DESCRIPTION 
     The present invention relates to a system and method for storing and managing digital and paper content, for one or more users. The content may comprise documents, files, electronic mails (e-mails), facsimiles, voicemail, video, data files created in word processors, spreadsheets, CAD, and other applications, as well as data stored in SQL servers, DBMS, databases developed for workstation and/or LANs environment, and/or other relevant information that is stored in a computer-readable format in a central location. It should be noted that this description discloses an electronic folder management system, which stores content that may be referred to as documents, files, or other relevant information interchangeably, which should not be used to restrict the scope of the present invention. 
     The electronic folder management system may be accessed and used by a plurality of users simultaneously. The electronic folder management system comprises a plurality of databases for storing information on users, files, electronic mails, facsimiles, search parameters, and the like. The electronic folder management system also includes a software to manage the plurality of databases. As the following discussion will illustrate, the present system allows users to create and manage electronic folders that simulate paper folders used in offices, and links and maintains a record of all the users&#39; documents and files stored on the server. The present invention allows users to access any of their files on their electronic folders, and users can move between any of the files. Furthermore, the management system includes an electronic mail (e-mail) client that receives and sends e-mails, and organizes them into a format that may be directly accessed from the user&#39;s electronic folder. Furthermore, the electronic folder management system also includes a facsimile client that receives and sends facsimiles, and organizes facsimiles into a file format that may be directly accessed from the user&#39;s electronic folder. 
     The present invention may be used in a public or a private setting. One typical example is in an office setting. In this implementation, the users are allowed to enter information on the screen for their electronic folder so that the screen simulates an actual cover of a paper folder that generally has identifying information regarding the electronic folder&#39;s contents. The entries on the screen facilitate the searching and sorting of the contents of a user&#39;s folders and their contents. For example, a user may search for all files and/or documents that were inserted in his folder after a given date or the user may search for documents relating to a particular topic, and the like. By using the information on the start screen, the present invention searches a central database and retrieves a list of the contents belonging to the user&#39;s electronic folder and satisfying the search criteria. 
     According to one embodiment of the invention, the user is able to sift through the listed contents by merely clicking the next document button on the screen, which is similar to sifting through documents in a paper folder. As is obvious, this embodiment is highly beneficial in that it allows users to sift through only those documents that satisfy their search criteria, as compared to having to turn through all pages in the case of a paper folder. 
     With reference to the figures, various embodiments of the present invention will now be described in greater detail. It is to be understood that the tasks shown in the figures and described in this description can be sequenced in many different orders to achieve the desired result. For example, depending on the implementation, it is possible that key words can be received prior to receiving the content. The order or sequence of tasks illustrated in the figures is merely intended to be exemplary of the concepts defined herein. 
       FIG. 1A  provides an illustration of a system in accordance with the present invention. The invention comprises a computerized method and system for integrated management of electronic information, wherein clients use a client program to connect to the server to access and use their electronic folders and the content stored therein. Shown in the  FIG. 1A  is a central server  110  that forms the backbone of the present invention. The server  110  comprises a memory unit  120  and a central processing unit (CPU)  130 . The memory unit  120  serves as the electronic holding place for instructions and data that the CPU  130  can reach quickly for processing. The CPU  130  is the central unit in the server  110  containing logic circuitry that performs the instructions of resident programs that drive the server  110 . It should be noted that the server  110  is not limited in its form, and may be a network of computers, a distributed system, a mainframe computer, a web site and other related computer systems implementations. Furthermore, the server  110  may be provided with a plurality of computers, where one computer is used to allow access to the system and method of the present invention and the remaining computers house and power the system and method of the present invention. It should be noted that many different configurations of a server  110  are contemplated as being within the spirit of the present invention. 
     The CPU  130  is connected to a storage unit  140  by a connection means  150 . Depending on the implementation, connections means  150  may be a data path, which is also known as a bus. Storage  140  contains an electronic folder management system  145 , which is configured to store. Information about users and users&#39; documents. and/or files. According to the invention, the storage capacity of the storage  140  can be expanded to allow an increase in the amount of data to be stored therein. It should further be noted that the storage unit  140  is not limited in its form, and may be a hard disk, a floppy disk, a CD-ROM, or a tape backup system. 
     In one implementation, the server  110  may be provided with one or more communication means  160  that are connected to the CPU  130  by connection means  150 . The scope of the present invention is not limited by the choice of communication means  160  employed. Accordingly, it is possible to use a modem, a DSL, an ISDN, a cable modem or any similar device to allow a remote user to connect with the server  110  and communicate therewith. Furthermore, the scope of the present invention is not limited by the number of communication means  160  utilized by server  110 . 
     According to the invention, at least one-user  180  may connect to the server  110 . The users&#39; systems are generally termed as clients. The users may connect to the server by dialing in, using a simple telephone line, an Integrated Services Digital Network (ISDN) line, a cable modem line, an electronic data link, optical fiber connection, wireless data connection or any other known connection used for data transfer over the Internet or an Intranet. Alternatively, the client/server architecture of the electronic folder management system can be designed as a Local Area Network (LAN), a Wide Area Network (WAN) or the like. Depending upon the implementation, the connections can provide one or more modes of transmission, such as radio frequency transmissions, optical transmission, microwave transmission, digital or analog transmission, or other known data transmission. 
     The client  180  is provided with a client program  190  which is used to access the user&#39;s account in the server  110 . The user  180  is able to dial into server  110 . and access his folder using the client program  190 . According to one embodiment, the client program  190  is a browser which is used to navigate to a web site that houses the server  110 , and the server&#39;s contents may be accessed using the browser. The CPU  130  processes the activities of the clients dialing in and allows the appropriate access to the electronic folder management system  145 . The electronic folder management system  145  is updated and stored in the storage unit  140  for later usage. 
     The server is protected by various means for computer security, including a firewall  170  that may be provided between the communication means  160  and the server  110 . It should be noted that various security measures are contemplated within the scope of the present invention to ensure that the contents of the server  110  are fully secured. 
       FIG. 1B  provides a depiction of the various components in the electronic folder management system  145  of the present invention. As noted above, the electronic folder management system  145  simulates the storage of actual paper folders and paper files and documents so that a user does not have to actively manage the stored files. The electronic folder management system  145  comprises one or more electronic folders  192 . 
     The electronic folders  192  simulate the look and feel of a paper folder that contains a plurality of papers documents therein. Each electronic folder  192  is divided into one or more sections  194 . Each section  194  may correspond to a different topic or subject, and may be used to divide the contents of the electronic folder  192 . Within each section  194 , the user may store one or more computer-readable files  196 . Each of the files  196  may represent an e-mail, a word processor document, a spreadsheet, an audio file, a video file or any other computer-readable file. 
       FIGS. 1C, 1C-1, 1C-2, 1C-3, 1C-4, and 1C-5  provide depictions of the electronic folder management system  145  in use by a plurality of users, wherein the electronic folder management system  145  is being utilized by a law firm that is involved in the practice of intellectual property (IP) law. As shown in  FIGS. 1C, 1C-1, 1C-2, 1C-3, 1C-4, and 1C-5  an electronic folder  192  may be associated with one or more users, where each user has user-privileges to use the underlying electronic folder  192 . 
     The various electronic folders  192  may correspond to trademarks, trademark opposition, litigation, patents, or the like. Each folder  192  may further comprise one or more sections  194 , which may correspond to different clients, different trademarks, different countries or the like. Finally, each section  194  contains a plurality of files  196  of various different types. The file types may include Microsoft® Word documents, images, e-mails, or the like. 
       FIG. 2A  provides an overview of one embodiment of using the electronic folder management system of the present invention. Since the invention relates to a computerized system for maintaining records, documents, and all other information and. contents in a computer-readable format, the method essentially enables the creation, modification and/or use of the contents, in the form of files, in the electronic folder  192  of the present invention. 
     At step  200 , a user logs into the system by providing the appropriate identifying information. As noted above, the user is able to navigate to the system by merely directing its client program  190  to the server  110 , or if the user is using the system locally then by merely starting the software implementing the present system. Once the electronic management system is fully loaded, the user is able to enter the identifying information for being able to log into the server  110 . 
     At step  205 , the system checks to see whether the user has a pre-existing electronic folder. As noted above, the electronic folder simulates the look and feel of a paper folder that contains a plurality of papers documents therein. If the user does not have an existing electronic folder, the user is presented with a choice of creating a new electronic folder, as shown in step  210 . If the user does not elect to create a new electronic folder, the user is logged off the system, as shown in step  220 . On the other hand, if the user elects to create an electronic folder, the user is provided with the appropriate screen having a blank cover page for the electronic folder in step  225 . The user enters all the pertinent information on the cover of the electronic folder. The information may not only be used to identify and label the folder but also to provide assistance when the user later seeks to search for a given electronic folder out of many other existing folders, or wishes to retrieve documents stored in the electronic folder management system. Once the user has entered the pertinent information on the cover of the folder, the system creates an electronic folder therein, and the user may create one or more files to be stored therein, as shown in step  230 . Upon successful creation of the electronic folder and its included files, the user may print and/or send the file by e-mail or facsimile, or the user may log off the system, as shown in step  220 . 
     However, if, at step  205 , the user has an existing electronic folder, the user is provided with an opportunity to search for the desired electronic folder out of the many electronic folders stored in the electronic folder management system, as shown in step  240 . The user enters the search criteria, and then the system searches for the folder(s) that satisfy the search terms entered, as shown in step  245 . Finally, in step  250 , the system generates a list of the electronic folders that satisfy the search terms entered. 
       FIG. 2B  provides an overview of the actions that may be performed on the contents of the electronic folders. As noted above, at step  250  the user is provided with a listing of electronic folders that satisfy the search criteria for the search initiated in step  240 . Should the user wish to narrow the search that yielded the list of electronic folders in step  250 , the user may do so in step  252  by modifying and refining the search terms. The electronic folder management system also allows a user to select one electronic folder out of a plurality of folders listed, as shown in step  254 , for performing one or more operations thereon, which will be discussed in more detail below. 
     At step  256 , the user is provided the ability to generate a report for the listed electronic folders. The user may choose the electronic folders that are to be included in the report, or the user may simply create a report that includes all the listed electronic folders. According to the invention, the user may generate the report in a print format, file format or the like. The user may print a summarized version of the report where each electronic folder is described in one or two lines, or a detailed version that includes a detailed summary of one or two electronic folders per page. 
     In addition, the electronic folder management system allows the user to create a new electronic folder for a new client, customer, transaction, or for any other purpose for which the present invention is utilized, as shown in step  258 . As noted above, the user is able to perform a variety of operations on individual electronic folders by selecting the pertinent electronic folder. Where the user selects a folder, he is provided with a new screen which has a plurality of options listed thereon. Some of the options contemplated within the spirit of the present invention will be discussed in more detail below. 
     The user is provided with a list of files in the electronic folder, once the user opens the electronic folder. The user is able to select files from the electronic folder by merely clicking with a mouse or a similar/substitute device on the desired file or document on the list of files. Alternatively, the user may type in the name of the sought document and perform a search on the contents of the electronic folder; the electronic folder management system searches the file database and lists the contents that satisfy the each criteria. Since the contents of the electronic folder are stored as distinct computer-readable files, any discussion pertaining to files should be construed to include any and all types of computer-readable content stored and listed in the electronic folder management system. 
     At step  260 , the electronic folder management system allows the user to select one of the files listed in the electronic folder and send it to another person via e-mail or as a facsimile. At step  262 , the user may create a new file, which could be a document, an image, an e-mail, an audio-visual file or the like, and save it within the electronic folder. At step  264 , the user is allowed to select a file from the electronic folder and make changes thereto by editing and/or updating it. The user may also delete an existing file from the electronic file, as shown in step  266 . The user may also view a file from the electronic folder, as shown in step  268 . According to the invention, when the user attempts to view a file, the system opens the appropriate application for enabling view of these files therein. For example, if the file is a Microsoft® Word document, the system will launch Microsoft® Word to enable the user to open the file there. At this point, the user can simply view the document or make changes thereto. It should be noted that the present system allows more than one user to access a file at a given moment, where the only one user is allowed to make changes to the file, while the rest of the users can access the file in a read-only mode. 
     At step  270 , the user may search the contents of the electronic folder for a particular file if the user does not wish to browse through all the listed files and/or documents. The user is also able to save a copy of a file on the local drive from the server  110 , as shown in step  272 . According to the invention, the user may also be able to upload a file from a local drive into the present electronic folder management system. 
     The user may perform a search on the contents of the electronic folder, as shown in step  270 , which causes the system to generate a list of files in step  280  that satisfy the search criteria. At step  290 , the user may select the contents from the list generated in step  280  and manipulate one or more of the files listed therein. The electronic folder may be provided with one or more sections to compartmentalize the contents of the electronic folder. Thus, at step  292 , the user can add a new section to the electronic folder. At step  294 , the user may select a file from the list generated in step  280 , and make changes thereto by editing and/or updating the file. At step  296 , the user may obtain an index of all the contents in the electronic folder with which the user is working. 
       FIG. 3  provides an overview of the login process by the user identifying himself or herself to the electronic folder management system, mentioned earlier in step  200 . The user name identification provides the system with information about the user. 
     This information is relevant for validating the user to protect the data from hacking and unauthorized access, for providing privacy, for customizing the screens, tables, forms, reports, as well as all other features for a particular user, setting the permission levels for the user if he or she is part of a group of users with multiple levels of privileges, such as write, delete, impute data and delete data, and to provide user driven management. 
     At step  300 , the user navigates to the server  110 . As noted above, if the user is connecting from a remote location, the user merely points its browser programs to the server  110 . At step  310 , the user is provided with a screen to enter its validation information, and user enters identifying information in the form of user data  315 . At step  320 , the system accepts the user data  315  as input and compares the user data  315  with the data stored in a user database  325 . The user database  325  comprises a master list of all the valid users of the present system, and any and all of their identifying information. 
     At step  330 , the system checks to determine if the user is a valid user who has the appropriate user privileges. If the user provides the correct information and has appropriate user privileges, the user is allowed into the system and provided with a start screen  340  for the user&#39;s collection of electronic folders. This start screen  340  simulates the appearance and functioning of a collection of paper folders. If the user is not validated by the system, the user is sent back to reenter the identifying information at step  310 . 
       FIG. 4  provides an illustration of various operations that can be performed on the start screen  340 , according to one embodiment of the present invention. Where the user does not have any electronic folder created, or where the user wishes to create a new electronic folder, the user may do so in step  400 , which will be discussed in more detail below. If the user was validated by the system in step  330  and has already inserted information on the cover of his or her electronic folder, the electronic folder management system allows the user to proceed further. According to the invention, the cover is user interface that is provided with identifying information regarding the electronic folder, wherein the information is also displayed to the users. 
     Since the present system is an Internet-based electronic folder management system for integrated management of electronic information by means of associating each piece of electronic information to data stored in the central databases, the start screen  340  is the “central gateway” for the use of the invention. The importance of the operations on the start screen can be described as follows: because all pieces of electronic information must be associated to a user defined cover of the electronic folder, the system only allows input, output or deletion of electronic information if the information is associated to the cover of the electronic folder. 
     Should the user wish to exit the system, the user may do so in step  410 , and the system pushes the user out therefrom in step  415 . At step  420 , the user is allowed to provide an input of parameters  430  to search for a desired electronic folder or file. The user is able to use all the fields previously defined on the cover of the electronic folder  427  to search for a specific electronic folder or file. The user is also able to use all fields previously defined on the cover to generate reports containing data entered in the fields of the cover of the electronic folder. The query/search parameters used to filter and sort the electronic fields can be applied to any or all fields, in any user-defined hierarchy. The parameters selected or entered by the user are visible on a display unit. According to another embodiment, the user may also select the parameters relating to the desired electronic folder from a selection of pre-defined parameters. 
     At step  435 , the system executes the query corresponding to the search initiated by the user in step  420 . The system searches the electronic folder database  440  to obtain the results for the query of step  435 . According to the invention, the query gives the user the option of searching in two different manners: simplified search, and multiple parameter search. The simplified query is based on a single or very few parameter(s), and is intended to be used by users that already know the electronic folder that is to be opened. 
     The simplified query enables the user to quickly locate any specific “electronic file” that he or she knows by a very specific string. The result of a simplified query will usually be a single electronic file or a small number of electronic files that can be browsed/navigated. 
     The multiple-parameter query gives the user the ability to search multiple parameters, fields and search criteria. It is a powerful query builder intended to find electronic folders or for generating reports based on submitting several broad parameters to a query that will return the intended information after applying all parameters given by the user. The multiple-parameter query enables the user to do extensive and comprehensive searches on the contents of the electronic folder management system. 
     At step  445 , the system checks to determine whether the query of step  435  was successful in resulting in a list of one or more electronic folders. If the query does not yield any electronic folders, the user is sent back to the start screen  340  to reenter parameters to redo a new query. On the other hand, if the query is successful in yielding electronic folders, in step  450 , a list of the resulting electronic folders  460  is generated. If the query returns a valid result, then the system has two ways of displaying the result: individual result list, and summary list. 
     If the query returns a single valid result or list of possible individual results, the individual result list mode of visualization may be used. The user is able to see the individual result that shows all fields on the cover of the electronic folders. On the other hand, the summary list shows specific pre-defined fields to each electronic folder in order to show to the user a large number of electronic folders per screen. 
       FIG. 5  provides an overview of one embodiment of creating a new electronic folder. As mentioned above, the user may decide to create an electronic folder in step  400 . At step  510 , the system provides the user with a user interface in the form of a blank form  515  that is filled by the user to describe the purpose and the identifying information for the electronic folder being created. The blank form  515  simulates the appearance of a paper folder&#39;s cover, where users enter the information pertaining to the contents of the folder. Furthermore, once the folder&#39;s identifying information has been provided, the user may also import in or upload files and/or other data  520  that the user wishes to place in the electronic folder  192 . The identifying information entered is stored in an electronic folder database  440  so that the stored information can later be used to retrieve and search for the electronic folder being created. At this point, the user may also create one or more files that will form a part of the electronic folder. The files are stored in a file system or database. At step  530 , the user selects the option to return to the main screen, which the system allows by returning to the start screen  340 . 
       FIG. 6  provides an overview of the plurality of actions that may be performed on the list of electronic folders  460  generated in step  450 . It should be noted that the present system provides a new and useful means for searching and narrowing down results showed in the summary list by running other queries only at the result showed at Summary list. The system allows a user to individually select each electronic folder by manually marking each of them for performing particular actions thereon. If the user obtains a list bigger than he or she wants, the user may modify the query or refine the search in step  600  to retrieve a modified list of electronic folder  460 . 
     At step  610 , the user is allowed the option of selecting and then removing the selection of the electronic folder. According to the invention, once the electronic folder is removed, the system will not list the electronic folder in response to queries of step  450  or step  600 . 
     After having accepted the pre-defined fields or using customized fields as a means for associating each piece of information on the cover of the electronic folder to the files stored in an electronic folder, the user can also create customized reports of the information stored in these fields. Thus, the user can make use of the data stored in the system to generate customized reports that facilitate in the management of electronic folders and also in the management of the files in the electronic folders. 
     At step  620 , the user may generate a report  625  of the list of electronic folders  460 . The system provides the user with a report selection screen  635  that may be utilized to choose from a plurality of report styles. The user makes the appropriate entries to indicate the desired report form in a report generation form  630 . As noted above, the user may have a summarized report or a detailed report, within the scope of the present invention. 
     At step  640 , the user selects one of the electronic folders in the electronic folder list. The system shows the contents of the cover of the selected electronic folder  645 , upon which a plurality-of actions can be taken, as described in more detail below. At step  660 , the user selects to return back to the start screen  340  to re-run a new query search. 
       FIG. 7  provides an overview of some of the operations that may be performed on the contents of the cover of the selected electronic folder  640 . At step  700 , the user may select to return back to the electronic folder list  460 . 
     Once the user is in an electronic folder, the user may perform a plurality of actions, as noted above. For example, the user may add a file, delete a file, modify and save the modified file, send a file to another person, and/or perform various others operations within the scope of the present invention. Thus, at step  710 , the user may insert a new electronic folder in the electronic folder management system, which also makes the appropriate changes and/or addition to the electronic folder database  440 . To allow insertion, the user is provided an insertion form  715 . Changes may also be made to the file database, if necessary. Furthermore, the user is provided the ability to insert information on the cover of the electronic folder. The user may then return back to the original electronic folder list  460  to work on another electronic folder. It should be noted that the user may also return to the start screen of the selected electronic folder  640  to perform other operations on the selected electronic folder  640 . 
     At step  720 , the user is allowed to select a file and delete the selected electronic folder, which also makes the appropriate changes and/or deletions in the electronic folder database  440 . As noted above, the user may then return back to the original electronic folder list  460  to work on another electronic folder, or to the start screen of the selected electronic folder  640  to perform other operations on the selected electronic folder  640 . 
     At step  730 , the user is able to manage the contents of the selected electronic folder  640 . For example, the user could provide a file selection  735 , so that the system searches the electronic folder database  440  to generate a list of files  750  for performing further actions thereon. 
     The user may make editorial changes in the electronic folder or updates thereto, as shown in step  760 . The system also updates the information on the cover of the electronic folder. To allow changes to the cover, the system may provide the user with an update form  765  where the user could make changes regarding the identifying information of the electronic folder, which will be used to make the appropriate changes in the electronic folder database  440 . 
       FIG. 8  provides an overview of some of the actions that may be performed on the file list  750 , generated in step  730 . Here the user is provided a summarized index of the contents of the selected electronic folder. The user obtains instant access to all the electronic-information associated with the selected electronic folder, such as e-mail, faxes, scanned data, documents, files from applications without having to deal with the limited searching capabilities of a file management system. These actions allow the user to immediately locate and retrieve/access the particular set of electronic information linked to the set of data contained in the fields on the cover provided by the user, manage the index of the contents of that particular electronic folder by describing in one line the particular piece of information that may be shown together with the date that particular information was created or last updated in the electronic folder and the type of content, manage contents of the electronic folder by adding, creating, deleting, updating, viewing, printing, sending, and/or transmitting the files. However, should the user decide to return to the previous screen and do no operation on the file list  750 , the user may elect to return back to the selected electronic folder  640  in step  800 . 
     At step  810 , the user may select a file and delete the selected file, which also makes the appropriate changes and/or deletions in the electronic folder database  440  and/or in the electronic folder management system. The user may then return back to the original electronic folder list  460 , the file list  750 , or the start screen of the selected electronic folder  640  to provide other operations while the user is in the selected electronic folder  640 . After the deletion, the electronic folder management system removes the file from the index of the electronic folder. At step  820 , the user may be provided with a list of files on their local storage that he or she may decide to insert in the present electronic folder management system. Once the file is inserted into the electronic folder management system, the electronic folder database  440  and/or the electronic folder management system is updated accordingly. 
     At step  830 , the system provides an insertion/update form  832  to receive information from the user as to which multiple references are to be updated. The user provides the parameters for the electronic folder that is to be inserted or deleted  835 . The system performs a select query to retrieve the electronic folders from the electronic folder database  440 , related to the parameters entered. The system sets the screen and shows all the electronic folders related to the entered parameters to the user. If the user chooses to insert an electronic folder reference, the system performs an insert query into the electronic folder database  440 . If the user chooses to delete, the system performs a delete query in the electronic folder database  440 . This feature saves considerable space for storage and controls the version of files in the electronic folder. By means of multiple associations of a single file to several electronic folders, the invention saves storage space and controls the version of the file that might be used by several users. 
     At step  840 , the user may update a file  845 . The system checks to see if another employee is already using the file that is being updated. If not, system continues; otherwise the system warns the user and stops. To complete the update, the system makes the appropriate changes and updates the electronic folder database  440  and/or the electronic folder management system. Next, at step  825 , the system asks user if he wants to save the content remotely. If the user provides an affirmative answer, the system goes to step  850 . On the other hand, if the user does not wish to save the file, the system returns back to the list of files  750 . At step  850 , the system asks the user to identify the files that are to be saved locally or remotely. It is also possible for the system to ask the user to identify the local computer file that is to be saved remotely in the electronic folder  855 . The system checks to ensure that the local computer file is valid for becoming part of the electronic folder. At step,  860 , the system makes an upload of the local computer file to the server  110 , and updates the electronic folder database  440  and/or the electronic folder management system. The system saves the content in its real path. 
     At step  870 , the user may select to print the file or send the file to a third-party user. The process of sending a document to a third-party user is described in more details, with reference to  FIG. 10 . 
       FIG. 9  provides an overview of the process involved in converting an e-mail or a facsimile into electronic folder content  196  and storing it in the electronic folder management system  145 . According to the invention, when an e-mail or facsimile is received at the server  110 , the electronic folder management system  145  converts it into an electronic folder content  196  and stores it in the appropriate electronic folder  192 . 
     At step  900 , an e-mail and/or facsimile arrives at a central mail box. The e-mail comprises a subject header, sender&#39;s name and address, a message body and a recipient&#39;s name and address. The facsimile that arrives at the central mail box, is in an image format, such as in .tif format, .gif format or the like. Thus, at step  910 , the system checks to see whether the arriving content is an e-mail. If the arriving content is an e-mail, then the system extracts all the information included in the e-mail, such as the subject header, sender&#39;s name and address, a message body and a recipient&#39;s name and address, in step  920 . The extracted information is used to create an electronic folder content  196  that can be stored in the electronic folder  192 . If the arriving content is not an e-mail, but instead is a facsimile, it is appropriately manipulated and saved as an electronic folder content  196 , in step  930 . 
     At step  940 , the created electronic folder content is provided with a time and date at which the e-mail or the facsimile arrived. Using the information in the created electronic folder content, the electronic folder content is stored in the appropriate electronic folder  192 . 
       FIG. 10  provides an illustration of the process of sending a document to a recipient in the form of an e-mail or a facsimile that was earlier mentioned in step  870 . At step  1000 , the user selects the document  196  from the file list  750  that he or she wishes to send to a third-party recipient. At step  1010 , the user initiates the sending of the file by clicking the send button on a user interface provided to the user. 
     At step  1020 , the system checks to see if the document is being edited. If the document is being edited, then the system terminates the process for sending the file, as shown in step  1030 . On the other hand, if the document  196  is not being edited, then the system provides the user with a choice of the default e-mail addresses and facsimile phone numbers associated with the underlying electronic folder, in step  1040 . The user may choose one of the default e-mail addresses to send the document by e-mail, or choose the default facsimile phone numbers to send the document by facsimile. Alternately, the user may also provide another e-mail address or facsimile phone number to the system. 
     At step  1050 , the system checks to determine if the user wishes to send the document by e-mail. If the user wishes to send the document by e-mail then the system connects an Internet client to the mail/fax server, in step  1060 . At step  1070 , the system creates the document with the appropriate parameters, such as recipient, subjects and the like. Generally, the recipient is the e-mail address or the facsimile phone number provided, and the subject is the topic of the document being sent. At step  1080 , the document is sent to the recipient by the method selected in step  1040 . 
     At step  1090 , the system checks to see if the user selected to send the document as a facsimile. If the user selects to send the document as a facsimile, then the control is forwarded to step  1060 , where the system connects an Internet client to the mail/fax server. As noted above, in step  1070 , the system creates the document with the appropriate parameters, such as recipient, subjects and the like, and, at step  1080 , the document is sent to the recipient. If the user does not select to send the document as a facsimile or as an e-mail, then the system terminates the process for sending the file, in step  1030 . 
       FIG. 11  is an overview of the process of saving a document locally or remotely, as mentioned in step  850 . At step  1100 , the user activates the option to save a document by clicking on a save button on the user interface. At  1105 , the user selects the location at which the document is to be stored. The user may elect to save the document locally on their local disks or remotely within the electronic folder management system  145 , or both locally as well as remotely. At step  1110 , the system checks to determine whether the user decided to store the document locally. If the user decided to store the document locally, the system allows the user to provide a name for the file and then the system stores the file on the local drive, in step  1115 . If the user elected not to store the document locally, then the system checks to determine if the user decided to store the document locally as well as remotely, in step  1120 . If the user selected to save the document locally as well as remotely, then the system saves the file locally as discussed above, as well as launches and executes a customized version of the browser that is configured to import files into the electronic folder management system  145 , in step  1130 . At step  1135 , the customized browser identifies the necessary parameters for the document and launches the synchronization process, which was described above. The parameters are used to define and store information regarding the document being saved remotely, as well as to determine the electronic folder in which the document is to be stored. In step  1140 , the system makes a Hypertext Transfer Protocol (HTTP) upload of the document  196 . Finally, in step  1145 , the system flags the document  196  as uploaded and places it in the appropriate electronic folder  192 . 
     If the user does not wish to save the document locally and remotely, but wishes to save the document in the electronic folder only, then the system at step  1150 , forwards the control to step  1130 . As noted above, in step  1130 , the system launches and executes a customized version of the browser. At step  1135 , the customized browser identifies the necessary parameters for the document and launches the synchronization process. In step  1140 , the system makes a Hypertext Transfer Protocol (HTTP) upload of the document. Finally, in step  1145 , the system flags the document as uploaded and places it in the appropriate electronic folder. 
     However, if the user does not wish to save the document at all, then the system terminates the process for saving the file, in step  1160 . 
       FIGS. 12A-12L  provide screen shots of one embodiment utilizing the present electronic folder management system. The discussion relating to  FIGS. 12A-12P  provide an illustration of the manner in which the present electronic folder management system  145  may be utilized by a law firm that is involved in the practice of intellectual property (IP) law. 
     It should be noted that while the present example discusses the use of the present electronic folder management system  145  in an IP law firm setting, the scope of the present invention is not to be limited thereby. The present invention can be used to provide electronic folder management system  145  for use in any office setting, at homes where parents may maintain records of their financial records as well as school records for their children and the like. 
       FIG. 12A  shows the start screen  1200  of an electronic folder management system that is configured to store files relating to patents, trademarks, copyrights, and litigation in an IP law firm. Using the search facility  1202 , the user can search for files and/or electronic folders on a variety of different subjects within the electronic folder management system. For example, the user may work on trademark files by clicking on “trademark” with a mouse or a similar/substitute device, which will take the user to the appropriate screen to search for and work with files relating to trademarks. Similarly, the user can decide to work on patent files, some particular client, and the like. 
       FIG. 12B  provides another view of the start screen  1200 , wherein the user may select an option from the “fulfillment” choices  1204  to insert a new electronic folder in the electronic folder management system, which also makes the appropriate changes and/or addition to the electronic folder database. 
       FIG. 12C  is yet another view of the start screen  1200 , wherein the user is able to upload a remotely saved file. Once the user selects “synchronization”  1206 , the system receives the remote file, saves the file in a temporary location, and then makes the necessary entries into the file database. After making the necessary entries, the file is available in the electronic folder management system. 
       FIG. 12D  provides a screen shot of a client search screen  1210 , which is provided to the user when the user uses the search facility  1202  to search based on clients on the start screen  1200 . For example, the user may search for clients by selecting the name option  1212 , and then selecting the “begin with” choice  1214  and providing the name of the desired client in the name slot  1216 . Once the user presses the find button  1218 , the system will search the electronic folder database and the file database to retrieve the appropriate electronic folders and/or the electronic folder&#39;s contents. The user may elect to receive the electronic folders that satisfy the search parameters, by listing the electronic folders and/or the electronic folder&#39;s contents in ascending or descending order of clients&#39; names  1220 . 
       FIG. 12E  provides a screen shot of a search screen that allows the user to refine the search. For example, the user may provide additional details  1225  about the client&#39;s name, such as indicating that the client&#39;s name contains “finnegan” as part of it. This will limit the number of electronic folders that are listed by the system as a result of the query. 
       FIG. 12F  provides a screen shot of a list of client&#39;s whose electronic folders are stored in the electronic folder management system. The list  1230  is generated in response to the search parameters entered by the user. The user may use the generated list to prepare a report, which is generated when the user clicks on the report button  1232 . According to the invention, the user may select or deselect the clients who are to form a part of the report being generated. The user can also click on a client name listed on the list  1230  to open the underlying electronic folder and to work therein; once the electronic (older is open, the user may perform any function that is typically performed on the contents of a paper folder. 
       FIG. 12G  shows a report generation screen  1234 , which illustrates the various formats that can be used to generate reports by the user. For example, the user may select to print the report in English by selecting the English option  1236  or in Portuguese by selecting the Portuguese option  1238 . Furthermore, the user may select from various report formats, such as a detailed report which includes only one case, or a listing which includes fifteen cases per page. 
       FIGS. 12H-1 and 12H-2  provide screen shots of a cover page  1240  for an electronic folder that belongs to a particular client. As shown in the figure, the cover page  1240  contains user information  1241 , which includes the client&#39;s name, account number, client&#39;s address, and other miscellaneous information. The cover  1240  is also provided with a type selection pull-down window  1242 , which allows the users to designate the type of the electronic folder. An owners button  1244  is provided, which may be clicked by the user to list the users who are to have owners&#39; rights for the electronic folder. The user may also be provided with the options of updating the electronic folder, deleting the electronic folder or adding a new electronic folder by clicking on update button  1246 , delete button  1248 , or add button  1249  respectively. 
       FIGS. 12I-1 and 12I-2  are screen shots of the table of contents  1250  for the electronic folder. The user may choose the content type  1251  that he or she wants listed, such as internal correspondence, external correspondence, internal e-mail, external e-mail or the like. The appropriate files are listed in a file list  1252 . The user may elect to add a new file, edit an existing le, delete an existing file, view an existing file by clicking on the add button  1254 , edit button:  1255 , delete button  1256  or view button  1257  respectively; the user may also remotely save a file into the electronic folder management system by clicking on the synchronization button  1258 , as described above. 
       FIG. 12J  provides a screen shot of a section page  1260 , which lists the various sections in the electronic folder. The user may also add a new section  1262  by clicking on the add button  1263 . The user may define the section type by selecting from the one or more section types mentioned in the pull-down type selection box  1264 , or a define a new type. 
       FIG. 12K  provides a screen shot illustrating the file transfer mechanism  1265 . The user may select to save a file in the electronic folder being used in the electronic folder management system  145 ; by selecting the save remotely option  1269 . It is also possible for the user to save the file in the local device, such as their personal hard drive, by selecting the save locally option  1267 . According to the invention, it is also possible for the user to both save locally as well as save remote by selecting the save local and remote option  1268 . 
       FIG. 12L  provides a screen shot for the send file facility  1270 . Using this facility, it is possible for the user to send a file to a third party by facsimile or by e-mail by selecting the facsimile option  1272  or the e-mail option  1274 . 
     In summary, the above-provided detailed description discloses a method and system for managing electronic information for one or more users. The method includes creating an electronic folder management system to maintain a list of electronic folders, creating an electronic folder in the electronic folder management system, creating a computer file and storing the computer file in the electronic folder management system, and associating the electronic folder with the stored computer file. The electronic folders and the computer files are stored in the electronic folder management system. According to one embodiment, the computer files associated with the electronic folder may all be linked together so that it is possible to access a first file within the electronic folder from a second file in the electronic folder. The files are computer-readable. 
     According to the invention, the electronic folder is provided a cover page that is capable of receiving information from a user to identify the electronic folder. Information is received on the cover page of the electronic folder after the creation of the electronic folder. The computer files and electronic folder are managed by the system of the present invention, which enables the searching and retrieving of desired files and/or electronic folders following the managing of the computer files. The computer files may be data files, document files, e-mails, voice mails and the like. In response to a user&#39;s search query, the system is capable of providing a list of electronic folders and/or files that satisfy the search query. The electronic folders and/or files can be modified, deleted, or the user may add new electronic folders and/or files to the electronic folder management system. The user may also print the contents of the electronic folder management system, and/or perform a variety of other operations on the contents, individually or as a group, within the scope of the present invention. 
     The electronic folder management system may be accessed over a network, or accessed locally. Thus, a user may use the present system to manage electronic information stored on a server by transmitting a login request to the server, wherein the server must validate (i.e., authenticate) the login request from the user. The user can create an electronic folder and a computer-readable file that is stored within the electronic folder management system. As noted above, the computer-readable files are associated to the electronic folders so that the user can retrieve the computer-readable file by accessing the electronic folder. To enable a user to use the electronic folder management system over the Internet, the server authenticates a user upon login, determines if said user has an existing electronic folder resident in the server, and may list the electronic folder(s) owned by the user. The user is provided the ability to use a search facility for searching files and/or electronic folders, and the server receives a search request from the user. 
     As a result, the server locates the appropriate files and/or electronic folders based on the search request entered by the user, and generate a list of files and/or electronic folders satisfying the search criteria. The user sends a selection for one of the files and/or electronic folders from the generated list to perform a desired action thereon and the server performs the desired action chosen by the user on the selected file and/or the selected electronic folder. Each electronic folder has a selected file associated therewith. 
     In light of the aforementioned detailed description, it should be noticed that the present invention reduces the redundancy of data stored both at a database management system (DBMS) for mission critical applications and at the document management systems (DMS), which is repeated in the labels used by the document management systems for storing and retrieving files. The present invention reduces the number of applications running in any computerized device, such as personal computer (PC), to access both the DBMS and the DMS information. The present invention reduces the number of actions or steps required to create files by using the information available on the management system of the present invention. The present invention reduces the number of actions or steps required by the DMS to create files and save them in a manner that facilitates later retrievable of these files. 
     In addition, the present invention enables the searching of computer files by means of all data and capabilities available on mission critical DBMS applications, which are associated to these files in the electronic folder. The present invention also reduces the burden of file version control because it allows multiple users to simultaneously access and create documents. The present invention further reduces the space required to store files, since there is no duplication to distribute it to different user. 
     It is understood that the above description is only representative of illustrative examples of embodiments and implementations. For the reader&#39;s convenience, the above description has focused on a representative sample of all possible embodiments, a sample that teaches the principles of the invention. Other embodiments may result from a different combination of portions of different embodiments. The description has not attempted to exhaustively enumerate all possible variations. 
     Those skilled in the art will recognize that the method and system of the present invention has many applications, and that the present invention is not limited to the representative examples disclosed herein. Alternate embodiments may not have been presented for a specific portion of the invention. Some alternate embodiments may result from a different combination of described portions, or other undescribed alternate embodiments may be available for a portion. This is not to be considered a disclaimer of those alternate embodiments. It is recognized that many of those undescribed embodiments are within the literal scope of the following claims, and others are equivalent. 
     It is to be understood that the tasks described in the following claims can be sequenced in many different orders to achieve the desired result. Thus, the scope of the present invention covers conventionally known variations and modifications to the system components and the method steps described herein, as would be known by those skilled in the art.