Patent Abstract:
The present invention relates to an improved distributed captures system capable of distributing to a plurality of remote sites non-uniform rules, such as rules governing the indexing or transfer of documents scanned at such remote sites. Documents are captured at remote locations by scanning and indexing such documents using a web-based scan interface. Captured documents are transferred to a central location, where they are stored on a centralized image repository. The invention allows for documents to be indexed differently at each remote location. Other aspects of the distributed capture system also may be managed differently at each remote site.

Full Description:
BACKGROUND OF THE INVENTION  
       [0001]     1. Technical Field  
         [0002]     The present invention relates to an improved distributed capture system. Specifically, the invention relates to a system and method for distributing to a plurality of remote sites non-uniform rules related to the indexing or transfer of documents scanned at such remote sites.  
         [0003]     2. Description of Related Art  
         [0004]     Many businesses are faced with the obstacle of how to transmit data and documents from remote locations to a centralized location. For example, larger banks typically gather many types of documents at their branch banks, such as checking account, mortgage, and car loan applications, and forward such documents to the bank&#39;s centralized location for processing and approval. Traditionally, such documents were mailed from the remote locations, such as bank branches, to the centralized location. There are a number of disadvantages to this traditional process; the most significant disadvantage is the delay associated with mailing.  
         [0005]     Recently, businesses have begun using distributed capture systems to transmit documentation gathered at remote locations to the centralized location. An exemplary distributed capture system is depicted in  FIG. 1 . Distributed capture system  110  includes central server(s)  115  that communicates with multiple remote locations  125 ,  135  and  145  via a network  120  and/or the Internet. Each remote location includes a computer with a display device, such as CRT monitor or an LCD screen, a data entry device, such as a keyboard, and has access to network  120  and/or the Internet. Hard copies of documents are scanned into the computer to form a document image by way of document scanners  130 ,  140  and  150 . Of course, each remote location may have multiple scanning stations and multiple document scanners. Scanned documents are transmitted from remote locations  125 ,  135  and  145  to central server(s)  115  via the Internet  120 . Using such a distributed capture system, documents can be transmitted from remote locations to a central repository much more quickly-in a matter of seconds or minutes via upload to a server rather than as long as days through the mail.  
       SUMMARY OF THE INVENTION  
       [0006]     The present invention relates to an improved distributed captures system capable of distributing to a plurality of remote sites non-uniform rules, such as rules governing the indexing or transfer of documents scanned at such remote sites. Documents are captured at remote locations by scanning and indexing such documents. Captured documents are transferred to a central location, where they are stored on a centralized image repository.  
         [0007]     The invention allows for documents to be indexed differently at each remote location. Other aspects of the distributed capture system also may be managed differently at each remote site. For example, remote locations may be directed to periodically contact the central location for the purpose of transferring newly captured documents to the central location. Remote locations may be directed to perform this task at different times. Also, remote locations may be directed to retain captured documents at the remote location for a period of time following transfer of said captured documents to the central location. Remote locations may be directed to retain documents for different periods of time.  
     
    
     BRIEF DESCRIPTION OF THE DRAWINGS  
       [0008]     The novel features believed characteristic of the invention are set forth in the appended claims. The invention itself, however, as well as a preferred mode of use, further objectives and advantages thereof, will best be understood by reference to the following detailed description of an illustrative embodiment when read in conjunction with the accompanying drawings, wherein:  
         [0009]      FIG. 1  is a block diagram of a distributed capture system constructed in accordance with an exemplary embodiment of the present invention.  
         [0010]      FIG. 2  is a block diagram illustrating the primary components of an exemplary distributed capture system for the distributed capture system illustrated in  FIG. 1 .  
         [0011]      FIG. 3  is a logical flowchart diagram illustrating a method for capturing documents in accordance with an exemplary embodiment of the present invention.  
         [0012]      FIG. 4  is an exemplary display screen for the web-based scan interface described in  FIG. 2 .  
     
    
     DETAILED DESCRIPTION OF THE INVENTION  
       [0013]     The innovative distributed capture system will now be discussed with reference to  FIGS. 2 through 4 .  
         [0014]      FIG. 2 . A depiction of an embodiment of the distributed capture system of the present invention  200  is in  FIG. 2 .  
         [0015]     Remote location  205  is the site at which documents are collected for transmittal to central location  250 . For instance, remote location  205  might be a bank branch. Remote location  205  includes document scanner  215 , or some other means for creating a digital image out of documents collected at remote location  205 . Connected to document scanner  215  is computer workstation  210 , which includes a display device, such as CRT monitor or an LCD screen, a data entry device, such as a keyboard, and has access to the Internet.  
         [0016]     Documents are scanned using document scanner  215  and indexed using web-based scan interface  220  running on computer workstation  210 . One of ordinary skill in the art will appreciate that the document scanner may be a multi-function device, as opposed to a dedicated document scanner. Web-based scan interface  220  is run by computer workstation  210  by accessing Internet information server  257  by way of the Internet.  
         [0017]     “Batches” consist of one or more scanned documents. Batches that have been indexed are said to have been “captured.” 
         [0018]     Batches are indexed according to “rules” set at central location  250  by web based administration interface  252 . Such rules, distributed by central location  250  to remote location  205 , essentially govern the manner in which the document capture process at remote location  205  proceeds. In the case of indexing, rules are established to govern how web-based scan interface  220  identifies or describes batches. Thus, for each document scanned by document scanner  215 , the user should be required to at least identify the batch content type, the transfer destination, and route distribution.  
         [0019]     Batch content type essentially answers the question, “What type of document is it?” For each batch content type there may be any number of custom fields identifying such information as the loan number, social-security number, and the like. Of course, the custom fields will be tailored for each different batch content type. Therefore, each different batch content type may have different custom fields.  
         [0020]     Transfer destination answers the question, “Where should the batch be sent?” In most instances, the proper transfer destination is “import,” that is the batch should be imported to central location  250 . Alternatively, a batch may not need to be transferred to central location  250  but maintained at remote location  205  or transferred to another central or regional location or some other location, in which case the user would so specify.  
         [0021]     Route distribution refers to what to do with the batch when it arrives at central location  250 . The distributed capture system may be designed so that a batch is directed to the attention of a specific individual, group, unit, division or the like at central location  250  upon transfer of said document into central image repository  270 . For example, a closing file scanned at a remote bank branch may need to be routed to the bank headquarters file audit section at central location  250 . The distributed capture system obviously may also be designed so that a particular type of batch arriving at central location  250  may be viewed by anyone with authority or permission to see such documents.  
         [0022]     During indexing, a prioritization for the document being captured may also be established. For example, central location  250  may desire to prioritize the transfer of batches from remote location  205  to make important documents available on central image repository  270  more quickly. This could be accomplished by having central location  250  automatically establish the priority of a batch based on the batch content type, such as automatically setting a priority of “1” or “highest” for all loan closing documents or a priority of “5” of “lowest” for all change of address forms. Central location  250  may also allow a user(s) at remote location  205  to override the automatically selected priority. Of course, central location  250  may prefer to have remote location  205  independently select a priority for a given batch based on the circumstances.  
         [0023]     Documents scanned by document scanner  215  but for which indexing has not been completed may be stored in suspend folder  225 . Indexing of such batches may be completed later using web based scan interface  220 . Until indexing is completed, such documents are stored in suspend folder  225 .  
         [0024]     Indexed batches are transferred to capture folder  230 , where they remain at least until the process of transferring said documents to central location  250  begins. Preferably, the batches also are retained at the remote location so that, for instance, the remote location can easily access documentation that was generated by it.  
         [0025]     Discovery service  235  discovers whether there are any new batches in capture folder  230  whose transfer destination is central location  250 ; that is to say, batches that have not already been transferred to transfer working folder  240  but that must be. Discovery service  235  may identify new batches in capture folder  230  by querying capture folder  230  for the existence of trigger files. If discovery service  235  thereby discovers new batches in capture folder  230 , it moves such new batches to transfer working folder  240  and directs them to be processed by transfer service  245 . Discovery service  235  then creates a record in remote database  237  of which batches were transferred to transfer working folder  240 .  
         [0026]     Transfer service  245  queries remote database  237  to determine whether any new batches have been transferred to transfer working folder  240 . If there are such new batches, then transfer service  245  directs said batches in transfer working folder  240  to be transferred to import working folder  260  located at central location  250 . Batches should be transferred to important working folder  260  in order of priority, from highest priority to lowest. A rule may be established by central location  250  or remote location  205  to direct transfer service  245  to perform this task at set times, such as every ten minutes or once per day at a specific time. Of course, the times at which this task is performed might also be established as a default setting when distributed capture system  200  is originally configured. Obviously, distributed capture system  200  can be designed so that transfer service  245  may also be activated sporadically as needed by authorized users at central location  250  and/or remote location  205 . Also, as noted above, the distributed capture system may be designed so that batches are retained in transfer working folder  240  for zero to n days after transfer service  245  moves said batches to import working folder  260 .  
         [0027]     After batches are transferred to import working folder  260 , import service  265  directs said batches to be transferred to central image repository  270 , which also could be located at central location  250 . Import service  265  then creates a record in central database  263  of which batches were transferred from import working folder  260 . As noted earlier, distributed capture system  200  can be designed so that batches in central image repository  270  are made available on an unlimited or limited basis to central location  250  and/or remote location  205 .  
         [0028]     Sync service  233  performs multiple functions. Firstly, sync service  233  performs the data synchronization between remote database  237  at remote location  205  and central database  263  at central location  250 . Such data synchronization may be useful for many reasons.  
         [0029]     Sync service  233  also is the mechanism through which remote location  205  and central location  250  communicate to transmit and set new “rules” for central location  205 , if any. As stated above, rules are distributed by central location  250  to remote location  205  and essentially are the operating instructions for remote location  205  to follow in capturing documents.  
         [0030]     Indexing rules were described in detail above. Sync service  233  enables central location  250  to communicate new indexing rules or changes in existing indexing rules to remote location  205 . For instance, remote location  205  may begin processing a new batch content type, in which case central location  250  will need to transmit and set the rules, including custom fields, for said new batch content type. Or, central location  250  may want to make changes to the rules governing an existing batch content type already being processed at remote location  205 , such as by adding or removing custom fields. Thus, central location  250  may adapt the rules governing the indexing of scanned documents to account for changing operating conditions at remote location  205 .  
         [0031]     Of course, remote location  250  may set rules other than indexing rules. For instance, central location  250  may configure distributed capture system  200  such that remote location  205  contacts central location  250  periodically, such as every thirty minutes, to upload new batches whose transfer destination is central location  250 . Or, remote location  205  may be directed by central location  250  to retain batches in transfer working folder  240  for zero to n days following transfer of such batches to import working folder  260  at remote location  250 . One of ordinary skill in the art will appreciate that it may be beneficial for central location  250  to set numerous other rules to govern operation of remote location  205 .  
         [0032]     Configuration of distributed capture system  200 , including but not limited to the rules settings, is managed by web based administration interface  252  at central location  250 . The existing configuration of distributed capture system  200  is stored on central database  263 . Whenever changes to the configuration are desired, web based administration interface  252  has internet information server  257  pull the existing configuration from central database  263 . Web based administration interface  252  then makes the desired changes to the configuration. Next, internet information server  257  transmits the new configuration back to central database  263 , where said new configuration is stored. The new configuration is communicated to remote location  205  through sync server at central location  250  to sync service  233  at remote location  205 .  
         [0033]      FIG. 3 . A logical flowchart diagram is presented to illustrate the general tasks conducted by the distributed capture system of  FIG. 2 . A method  300  begins at START step  305  and proceeds to step  310 , in which a web-based scan interface  220  is initiated on computer  210  at remote location  205 .  
         [0034]     In step  315 , the user enters a username in the web-based scan interface  220 . Based on the determination that the user is an authorized user, the process of capturing documents begins. In step  320 , the user scans the batch that is going to be captured.  
         [0035]     In step  325 , the user identifies the transfer destination of the batch, i.e. where is batch going.  
         [0036]     In step  330 , the user identifies the batch content type of the batch. In other words, the user identifies what documents constitute the batch. In the banking context, the batch content type might be a car loan application, mortgage loan application, mortgage loan closing papers, etc. It should be appreciated that a virtually limitless number of custom fields, but preferably 20-30, may be associated with each batch. For example, the user may be required to identify for each batch, the loan number, the social security number, the date of execution, etc.  
         [0037]     In step  335 , the user identifies the route distribution of the batch, i.e., what to do with the batch when it arrives at the central location  250 .  
         [0038]     In step  337 , the user identifies the transfer priority of the batch.  
         [0039]     In the event that the batch content type, transfer destination, route destination and transfer priority are not identified in steps  325 ,  330 ,  335  and  337 , the “NO” branch is followed to step  345  and the incomplete batch is stored in suspend folder  225 . If no additional documents are to be added to the batch, another “NO” branch is followed and the user completes the batch identification in steps  325 ,  330 ,  335  and  337  at a later time. If additional documents are to be added to the batch, the “YES” branch is followed to step  320  instead.  
         [0040]     If the batch content type, transfer destination, route destination and transfer priority are identified in steps  325 ,  330 ,  335  and  337 , the “YES” branch is followed to step  350  and the batch is transferred to the capture folder  230 .  
         [0041]     In step  355 , discovery service  235  detects whether there are any new batches in capture folder  230  whose transfer destination is central location  250 . If so, in step  360 , discovery service  235  transfers the new batches to transfer working folder  240  and proceeds to step  365 , in which an inquiry is conducted to determine whether the new batches can be transferred to central location  250 . If the response to this inquiry is negative, the “NO” branch is followed to step  370  and the new batches are stored in transfer working folder  240  at least until transfer of such new batches to the central location  250  can take place. Otherwise, the “YES” branch is followed from step  365  to  375 .  
         [0042]     In step  375 , transfer service  245  transfers the new batches to import folder  260  at central location  250 . Of course, said batches are transferred in order of priority, from highest priority to lowest priority. Then, in step  380 , import service  265  transfers the new batches to central image repository  270 . The process  300  is terminated at the END step  385 .  
         [0043]      FIG. 4 . Web-based scan interface  220  includes a file transfer monitor, visible on the display device of computer workstation  210 , similar to that depicted in  FIG. 4 . File transfer monitor  400  is a depiction of the type of file transfer monitor that might be designed for use by a bank branch.  
         [0044]     Batch ID  405  is a unique identifier associated with each separate batch. In one embodiment, a batch ID  405  is assigned. For example, it might consist of a site identifier, followed by the four-digit year, the two-digit month, the two-digit day of the month and a four-digit number representing sequentially what batch number for that day the batch represents. Thus, the fourth batch described in file transfer monitor  400  was the eleventh batch created on Sep. 27, 2004 at site “1”.  
         [0045]     User name  410  represents the identity of the individual that used web-based scan interface  220  to capture that particular batch.  
         [0046]     In the transfer status  415  column, the interface states whether transfer of a batch from transfer working folder  240  at remote location  205  to import working folder  260  at central location  250  has been completed. Transfer priority  420  references what transfer prioritization has been assigned to a batch. The transfer destination  430  column identifies where the batch is to be transferred. In the depicted column, all of the batches are to be imported to central location  250 .  
         [0047]     Content type  435  is a general description of the batch content type for a batch. Loan number  425  is an example of a custom field for each of the depicted content types. “Route to”  440  is the route distribution as described in greater detail above. In the case of the batches portrayed in file transfer monitor  400 , wherein the remote location is a bank branch, the route distribution is the file audit section of the bank headquarters.  
         [0048]     In the present embodiment, scan start time  445  and scan complete time  450  refer, respectively, to the time at which the process of scanning the documents comprising the batch begins and the time at which indexing of said documents is completed. A batch for which indexing has not been completed might not have an entry for scan complete time  450 .  
         [0049]      FIGS. 5A and 5B . A depiction of an alternative distributed capture system  500  in which documents may be captured at remote and central locations is in  FIG. 5A  and  FIG. 5B .  
         [0050]      FIG. 5A . Remote location  501  is a site at which documents are collected for transmittal to central location  540 . As in the embodiment described with reference to  FIG. 2 , remote location  501  might be a bank branch.  
         [0051]     Remote location  501  includes remote site capture station  508 . Remote site capture station  508  has document scanner  503 , or some other means for creating digital images out of documents collected at remote location  501 . Batches are indexed at remote site capture station  508  using capture application  509 . Batches are indexed as in the embodiment described with reference to  FIG. 2 . Batches captured at remote site capture station  508  are stored in site batch store  511  on site/store server  506 .  
         [0052]     Capture application  509  may be implemented through user interface website  514  on site/store server  506  at remote location  501  or through user interface website  555  on web server  548  at central or regional location  540  or on a web server at another central or regional location. Regardless of whether capture application  509  is implemented at remote location  501  or central or regional location  540 , capture application  509  may take advantage of scan extender web service  584  and scan extenders  587 . Scan extender web service  584  and scan extenders  587  basically are part of an interface for validating batch data. During indexing of documents, batch data, such as the loan number associated with the scanned documents, is received by scan extender web service  584 . Scan extenders  587  then queries central database  592  to validate said batch data and/or to receive other data associated with said batch data. Distributed capture system  500  clearly can be designed so that scan extenders  587  query any external database or business logic. If said batch data is invalid, an error message may be displayed on capture application  509 . If said batch data is valid and there is other data associated with said batch data, such other data may then be transmitted by scan extender web service  584  to remote location  501  to be used in capture application  509 . For example, the user may enter the loan number associated with a document being indexed at remote site capture station  508 . Through scan extender web service  584  and scan extenders  587 , central database  592  may then be queried to determine whether said loan number exists on central database  592  and to provide any other information related to said loan number, including but not limited to the name, address, and telephone number associated with the loan number. That other information may then be transmitted to remote location  501  and automatically become populated, that is pre-filled, in capture application  509 . One advantage of this process is that it helps reduce the amount of time users take to index scanned documents.  
         [0053]     Each batch transferred from remote site capture station  508  to site batch store  511  preferably comprises two related files. Firstly, there is an image file associated with the batch. The image file is simply the digital image of the scanned documents. The image file commonly is a TIFF or JPEG file. Secondly, there is a trigger file associated with each batch. The trigger file contains non-image related data associated with that particular batch. For instance, it would include the data that was associated with a batch during the indexing process. Preferably, the trigger file is an XML file.  
         [0054]     Remote location  501  also may include an external device  505 , such as a fax machine. Documents that are received at remote location  501  by external device  505  are initially stored in external device folder  507 . Batch discovery service  517  discovers new batches in external device folder  507  and transfers said new batches to site batch store  511 .  
         [0055]     Like batches created at remote site capture station  508 , batches in external device folder  507  preferably comprise an image file and trigger file. In the case of files in external device folder  507 , however, the trigger file may not be in a desirable or as useful format. If so, external device extenders  523  may be used to create a more desirable or useful trigger file. When a new trigger file is created, it replaces the old trigger file. Thus, only the new trigger file is transferred as part of the batch by batch discovery service  517  to site batch store  511 .  
         [0056]     Batch discovery service  517  also is involved in the process of tracking new batches in site batch store  511 . Whenever batch discovery service  517  moves batches from external device folder  507  to site batch store  511 , it creates a record in site tracking database  526  of the existence of a new batch in site batch store  511 . Batch discovery service  517  also monitors site batch store  511  for trigger files received in site batch store  511  from capture application  509  and creates a record in site tracking database  526  of the existence of new batches received from remote site capture station  508 .  
         [0057]     Transfer service  520  queries site tracking database  526  to determine whether there are any new batches in site batch store  511 . If there are such new batches, then transfer service  520  transfers said batches to central or regional location  540 . Such transfer is preferably made via HyperText Transfer Protocol or HyperText Transfer Protocol Secure, but it also may be made via File Transfer Protocol or other method. After transfer from remote location  501  to central or regional location  540  is completed, transfer service creates a record in site tracking database  526  of which batches were transferred.  
         [0058]      FIG. 5B . Batches transferred to central or regional location  540  are first received by transfer web service  570 . Transfer web service  570  preferably places batches received from remote location  501  directly in central batch store  567 . If for some reason it is unable to do so, such batches are simply moved into transfer destination folder  564  on import/consolidation server  550 .  
         [0059]     Batch discovery service  573  monitors transfer destination folder  564  for trigger files. Batch discovery service  573  receives trigger files first, which instruct batch discovery service  573  to move the trigger file&#39;s associated batch from transfer destination folder  564 . Whenever batch discovery service  573  thereby discovers newly transferred batches in transfer destination folder  564 , it transfers said newly transferred batches to central batch store  567 , which also resides on import/consolidation server  550 .  
         [0060]     Central or regional location  540  also may include a capture station similar to remote site capture station  508  at remote location  501 . Central site capture station  546  has document scanner  542 , or some other means for creating digital images out of documents collected at remote location central or regional location  540 . Documents are indexed at central site capture station  546  using capture application  558 . Documents are indexed as in the embodiment described with reference to  FIG. 2 . Documents captured at central site capture station  546  are stored in central batch store  567  on import/consolidation server  550 .  
         [0061]     Capture application  558  should be implemented through user interface web site  555  on web server  548  at central or regional location  540 . Scan extender web service  584  and scan extenders  587  perform the same function for capture application  558  as they do for capture application  509 , which was described above.  
         [0062]     Central or regional location  540  also may include an external device  544 , such as a fax machine. Documents that are received at remote location  540  by external device  544  are initially stored in external device folder  561 . Batch discovery service  573  discovers new batches in external device folder  561  and transfers said new batches to central batch store  567 . External device extenders  573  process batches in external device folder  561  like external device extenders  523  process batches in external device folder  507 . Batch discovery service  
         [0063]     Like batch discovery service  517  at remote location  501 , batch discovery service  573  also is involved in the process of tracking new batches in central batch store  567 . Whenever batch discovery service  573  moves batches from external device folder  561  to central batch store  567 , it creates a record in central database  592  of the existence of a new batch in central batch store  567 . Batch discovery service  573  also monitors central batch store  567  for trigger files received in central batch store  567  from capture application  558  or directly from transfer web service  570  and creates a record in central database  592  of the existence of new batches received from central site capture station  546  or directly from transfer web service  570 .  
         [0064]     New batches in central batch store  567  are transferred to image repository  595  by import service  578 . Import service  578  monitors central database  592  to determine whether there are any new batches in central batch store  567 . If there are such new batches, then import connectors directs import service  578  to transfer said batches to image repository  595 , which resides on enterprise servers  590 . Note that there may be more than one image repository and that import connectors will direct batches to the appropriate image repository.  
         [0065]     Distributed capture system  500  also includes a feature for effectuating configuration changes. Sync web service  581 , which resides on sync server  552 , queries central database  592  for any changes to configuration of distributed capture system  500  that need to be communicated to remote location  501 . If there are such changes, sync web service  581  communicates said changes to sync service  529  on site/store server  506  at remote location  501 . Sync service  529  then transmits said changes to site tracking database  526 . Site tracking database  526  may effect changes to the configuration of remote location  501 , including changes that need to be made to user interface site  514 , as needed. Distributed capture system  500  configuration changes that should be made to user interface site  555  are communicated directly between central database  592  and user interface site  555 .  
         [0066]     It should be appreciated that distributed capture systems may include multiple remote locations and multiple central or regional locations. Also, any given remote location may communicate with any number of central or regional locations. Moreover, distributed capture system may include the capability for authenticating users of the distributed capture system and documents captured by the distributed capture system. Of course, the description of the present invention has been presented for purposes of illustration and description, but is not to be assumed to be exhaustive, nor is the invention intended to be limited to the form disclosed. Many modifications and variations will be apparent to those of ordinary skill in the art. The embodiment was chosen and described in order to best explain the principles of the invention to enable others of ordinary skill in the art to understand the invention for various embodiments with various modifications as are suited to the particular use contemplated.

Technology Classification (CPC): 7