CA2098757C - Method of managing files - Google Patents
Method of managing filesInfo
- Publication number
- CA2098757C CA2098757C CA002098757A CA2098757A CA2098757C CA 2098757 C CA2098757 C CA 2098757C CA 002098757 A CA002098757 A CA 002098757A CA 2098757 A CA2098757 A CA 2098757A CA 2098757 C CA2098757 C CA 2098757C
- Authority
- CA
- Canada
- Prior art keywords
- documents
- identifiers
- file folder
- identifier
- file
- Prior art date
- Legal status (The legal status is an assumption and is not a legal conclusion. Google has not performed a legal analysis and makes no representation as to the accuracy of the status listed.)
- Expired - Fee Related
Links
Classifications
-
- B—PERFORMING OPERATIONS; TRANSPORTING
- B42—BOOKBINDING; ALBUMS; FILES; SPECIAL PRINTED MATTER
- B42F—SHEETS TEMPORARILY ATTACHED TOGETHER; FILING APPLIANCES; FILE CARDS; INDEXING
- B42F21/00—Indexing means; Indexing tabs or protectors therefor
- B42F21/04—Tabs permanently fastened to sheets, papers, cards, or suspension files
- B42F21/045—Tabs permanently fastened to sheets, papers, cards, or suspension files for suspension files
-
- G—PHYSICS
- G06—COMPUTING; CALCULATING OR COUNTING
- G06F—ELECTRIC DIGITAL DATA PROCESSING
- G06F16/00—Information retrieval; Database structures therefor; File system structures therefor
- G06F16/90—Details of database functions independent of the retrieved data types
- G06F16/93—Document management systems
Landscapes
- Engineering & Computer Science (AREA)
- Databases & Information Systems (AREA)
- Theoretical Computer Science (AREA)
- Business, Economics & Management (AREA)
- General Business, Economics & Management (AREA)
- Data Mining & Analysis (AREA)
- Physics & Mathematics (AREA)
- General Engineering & Computer Science (AREA)
- General Physics & Mathematics (AREA)
- Information Retrieval, Db Structures And Fs Structures Therefor (AREA)
Abstract
A method is disclosed for managing and locating documents and file folders in which the documents are stored. Identifiers in the form of a bar code or other machine and/or human readable form are applied to the documents, the file folders and the storage location. the identifiers are read using optical scanning equipment and stored in a computer. As well, identifiers associated with a user and the current location of the documents and file folders may also be read and inputted into the computer. These identifiers are then processed to provide the storage location, current location and/or user of a particular document or file folder.
Description
TITLE OF THE INVENTION
METHOD OF MANAGING FILES
FIELD OF THE INVENTION
The present invention is concerned with a method for managing files, and in particular to a method of managing, locating and keeping track of files and the documents placed in the files.
BACKGROUND TO THE INVENTION
Numerous entities, such as courthouses, insurance companies, government agencies and the like, have filing systems in which thousands, and perhaps hundreds of thousands of files are kept. Each of the files can in turn contain numerous different documents. The task of managing, keeping track of, and locating the files and documents can require a substantial amount of manpower and resources. These large entities have at least one, and usually more than one, person assigned to manage the filing system. However lengthy delays nevertheless occur due to files and documents that cannot be located because someone removed them from the filing system or because they have been misfiled.
There are essentially two storage systems that can be used by large entities to store their files. The first is a shelf filing system and the second is a filing cabinet drawer system.
Presently, entities that employ a shelf filing system typically use "end tab" file folders. The file folders have an edge on the sides of the folders that is visible when the folders are stored on a shelf. The end tab is provided with a coding system so that each folder can be identified. The coding system can include reference numbers, alphabetic names or a combination of the two.
Entities that have large amounts of files are also employing computers for controlling and managing their filing system. The files' reference numbers or other reference codes are inputted by manual keyboard entry into the computer's memory, together with the files' whereabouts. The computer is then used to keep track of '~'
METHOD OF MANAGING FILES
FIELD OF THE INVENTION
The present invention is concerned with a method for managing files, and in particular to a method of managing, locating and keeping track of files and the documents placed in the files.
BACKGROUND TO THE INVENTION
Numerous entities, such as courthouses, insurance companies, government agencies and the like, have filing systems in which thousands, and perhaps hundreds of thousands of files are kept. Each of the files can in turn contain numerous different documents. The task of managing, keeping track of, and locating the files and documents can require a substantial amount of manpower and resources. These large entities have at least one, and usually more than one, person assigned to manage the filing system. However lengthy delays nevertheless occur due to files and documents that cannot be located because someone removed them from the filing system or because they have been misfiled.
There are essentially two storage systems that can be used by large entities to store their files. The first is a shelf filing system and the second is a filing cabinet drawer system.
Presently, entities that employ a shelf filing system typically use "end tab" file folders. The file folders have an edge on the sides of the folders that is visible when the folders are stored on a shelf. The end tab is provided with a coding system so that each folder can be identified. The coding system can include reference numbers, alphabetic names or a combination of the two.
Entities that have large amounts of files are also employing computers for controlling and managing their filing system. The files' reference numbers or other reference codes are inputted by manual keyboard entry into the computer's memory, together with the files' whereabouts. The computer is then used to keep track of '~'
2 2098757 the files. However, such a system is subject to numerous errors and requires substantial manpower to operate, especially for entities where files are required to be worked on by different people. Such a system also does not provide information on the particular documents in the file, nor does it aid in locating a misfiled file.
There have been several attempts in the prior art to create systems for managing files. United States Patent No. 4,204,639 issued to Barber discloses a system wherein a series of labels containing one of the digits 0 through 9 are affixed to file folders. The labels are affixed so as to form a unique reference number for each file folder. The file folders can then be managed and located by inputting the reference numbers, information about the file and its location into a computer. When someone is looking for the file, its location can be determined using the computer. Also, the reference numbers can be used as a guide for storing the files. That is, the files are stored in the order according to the reference numbers. This method, however, does not provide information as to the identification of the documents in the files. Also, this method does not aid in locating a misfiled file.
United States Patent No. 4,856,820 issued to Kasprzak discloses a method for managing files that is generally similar to the method disclosed in United States Patent No. 4,204,639. The main difference being that the labels in the '820 patent contain a plurality of digits instead of just one digit.
United States Patent No. 5,080,399 issued to Olson discloses a method for indexing periodicals and publications. The method comprises attaching to a publication a label containing information encoded in a bar code or other machine-readable code. The label is divided into two or more fields: a primary field containing the identity of the publication; and sub-fields containing the identity of specific articles in the publication. The fields can then be scanned using an optical scanning device to retrieve this information and input it into a computer's memory. This patent also discloses that, when a publication is removed from its storage location, information about its whereabouts and who removed the publication can also be inputted into the computer memory. The method in this patent, however, does not provide for recording the storage location of the publication. That is, the method does not provide the user with information as to where the publication is stored, and, if the publication is misfiled, this method is of no assistance in locating it.
SUMMARY OF THE INVENTION
There is therefore a need for a method of managing and locating file folders in which the above disadvantages are obviated or mitigated.
According to one aspect of the present invention, there is provided a method for managing and locating a file folder and particular documents placed in the file folder, comprising the steps of:
a) applying to each of the documents an identifier;
b) applying to the file folder an identifier;
c) applying to a storage location where the file folder is stored an identifier;
d) reading the identifiers for the documents, the file folder and the storage location;
e) inputting the identifiers into a computer memory data bank; and f) processing the identifiers to generate information as to the storage location of the documents and the file folder.
According to another aspect of the present invention, the method also includes the steps of:
a) inputting into the computer memory data bank data about the current location of the file folder and the current location of the documents; and b) processing the data to generate information as to the current location of the file folder and the documents.
GENERAL DESCRIPTION OF THE DRAWINGS
Embodiments of the present invention will now be described by way of example only with reference to the accompanying drawings, in which Figure 1 is a front view of a label containing an identifier encoded in a bar code;
Figure 2 is a front view of a label containing an identifier encoded in an OCR code;
Figure 3 is a front elevational view of a document with the label of Figure 1 affixed to it;
Figure 4 is a back elevational view of a file folder with the label of Figure 1 affixed to it;
Figure 5 is a back elevational view of a file folder with the label of Figure 2 affixed to it;
Figure 6 is a front elevational view of a portion of a storage location for the file folders;
Figure 7 shows the identifier of a file folder being read by an optical scanning device; and Figure 8 is a process flow diagram showing the steps of the method according to the present invention.
DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENT
Referring to Figures 1 and 2, there are shown two labels 10 and 12 for use in accordance with this invention. The labels 10 and 12 consist of base sheets 14 and 16 on which are printed identifiers 18 and 20 in machine-readable form, human-readable form or in both machine-readable and human-readable form.
The labels 10 and 12 consist of base sheets 14 and 16 having, a front side and a back side. The back side may be coated with a suitable adhesive so that the labels 10 and 12 can be affixed on to another surface.
Alternatively, the back side need not be coated with an adhesive, but rather the labels 10 and 12 can be attached to another surface by other well known means such as adhesive tape, glue, etc.
The front side of the base sheets 14 and 16 are imprinted with suitable identifiers 18 and 20.
Identifier 18 in label 10 uses a bar code system. In recent years, the bar code system has come into greater use and there are now standards in the industry for this type of coding system.
Label 12 of Figure 2 is an alternative embodiment of the present invention. In label 12, the identifier 20 is imprinted on the base sheet 16 using an optical character recognition (OCR) coding system. Identifier 20 has the advantage of being both in a machine-readable form and in a human-readable form. By "machine-readable" it is meant that the identifier can be read mechanically or optically using an optical scanner or other optical scanning equipment. However, it is to be noted that identifier 18 in Figure 1 may also contain numeric digits 22 that are in human-readable form in addition to the bar code system.
The identifiers 18 and 20 can contain any type of reference code suitable to the user of the present method. Typically, users having large quantities of files develop a reference coding system suitable for their particular needs. For example, a courthouse that opens thousands of court files every year may use a reference coding system where the first two digits represent the year, for example "93", and the following digits are assigned to each new file in numerical order.
On the other hand, another user might want to classify its files in terms of subject matter. In such a case, the identifier 18 and 20 would be divided into at least two fields, the first field having a reference number for the particular category of subject matter, and the second field having a reference number for the particular file in that category of subject matter.
- 6 2nq8757 Therefore, the identifiers 18 and 20 used by the user will contain a reference coding system that is dependent on the user's particular needs and can include any type of reference coding system suitable to the user.
In accordance with the method of the present invention, identifiers 18 and 20 as illustrated in labels 10 and 12 are to be affixed to at least three different items: documents, file folders and the storage location of the file folders.
Figure 3 shows a document 24 on which a label 26 containing an identifier 28 in bar code system is affixed. Depending on the user's particular needs, it may not be necessary for every document in the user's files to have an identifier affixed to it. Rather, the user may only want certain of its most important documents to have identifiers.
With respect to document 24, label 26 containing identifer 28 is attached at the bottom right hand corner of the front side of the document. It will be understood that label 26 containing identifier 28 need not be located at any particular location on document 24. In fact, identifier 28 need not be attached directly onto document 24 itself. Rather, label 26 containing identifier 28 may be simply appended to the document using a fastener such as a paper clip or a staple. The important feature is that identifier 28 is associated with document 24 so that identifier 28 can be used to identify that particular document.
Figures 4 and 5 are illustrations of the second item on which identifiers are attached. In Figures 4 and 5, typical file folders are illustrated. However, it will be understood that the present invention is not limited to file folders of the type illustrated. Rather, any type of file folder or any type of container used to store documents can be used. For example, folders of the accordion style are a suitable alternative. Another - 2n98757 alternative may be hanging folders for use in filing cabinet drawers.
In Figure 4, the label 30 containing the identifier 32 is shown to be affixed onto an end tab 34 on the side of the file folder 36. However, the present invention is not limited to affixing the label 30 containing the identifier 32 at that location, but rather the identifier 32 may be affixed anywhere on file folder 36 depending on the user's particular needs. However, typically a user will want to have identifier 32 located on an area of file folder 36 that will be easily accessible for the user. Of course, this in turn will depend on how the user stores its file folders. The file folders 36 and 38 illustrated in Figures 4 and 5 are of the type that are stored in a shelf filing system so that the end tabs protrude out from the rest of the file folders 36 and 38 and the identifiers 32 and 42 on the end tabs 34 and 40 can be easily read by the user. If the user stores its file folders in a filing cabinet drawer system, the label with the identifer would normally be placed on an extension located at the top of the file folders so that the identifier can be easily read when the drawer is opened.
Figure 6 is a view of a portion of a storage location 44 for the user's file folders 46. The storage location 44 illustrated in Figure 6 is a shelf-type storing system wherein the file folders 46 are placed on shelves 48 beside each other. The user of the shelf-type storage system will normally use file folders 36 and 38 as illustrated in Figures 4 and 5 having the labels 30 or 43 placed on the end tabs 34 and 40 on the side of the file folder. As such, the end tab will then extend outwardly from the shelves 48 of the storage location 44, thereby allowing the user to readily read the identifiers 32 or 42 on the labels 30 and 43. The method according to the present invention is not, however, limited to the shelf-type storage location system, but also encompasses .
other types of storage systems, such as the filing cabinet drawer system.
The storage location 44 illustrated in Figure 6 shows four different shelves used as general storage location areas. One shelf 48 is illustrated as having file folders 46 stored on it. In accordance with the method of the present invention, a label 10 or 12 of Figures 1 or 2 is affixed near one general storage location area. Preferably, the label 10 or 12 is affixed on a shelf near the general storage location so that it is readily accessible to the user. The identifier 18 or 20 on the label 10 or 12 is thus associated with that general storage location. In Figure 6, labels 50 containing identifiers 52 is shown affixed to shelf 48 so lS that identifier 52 is easily read by the user. However, it will be understood that labels as shown in Figures 1 and 2 need not specifically be used so long as identifiers are associated with the storage location.
Therefore, labels 10 or 12 of Figures 1 or 2 are applied to the user's documents, to the user's file folders and to the storage locations for the file folders. It is preferable, although not strictly necessary, that each identifier contained on the labels affixed to the documents, the folders, and the storage locations should be different from each other. In other words, each item should have an identifier with a particular reference code on it. One example of a system that ensures that the reference codes of the identifiers are different for each of the items is to have the reference codes of all the documents commence by one digit, the reference codes for all the file folders commence with a different digit and the reference codes for all the storage locations commence with yet another different digit.
Once the documents, file folders and storage locations have specific identifiers attached to them, then the identifiers are read and inputted into a computer memory data bank. It is preferred, although not strictly necessary, that the identifiers be read using an optical scanning device 54 as illustrated in Figure 7.
Any type of optical scanning equipment may be used. As is well known, there are significant advantages to using such an optical scanning device 54, including speed and substantial minimization of human error in inputting the identifiers into the computer memory data bank.
In Figure 7, an identifier 56 contained on label 58 affixed on tab 60 of file folder 62 is being read by a user 64 using the optical scanning device 54.
Once all the identifiers for each item are inputted into the computer memory data bank, they are processed by the computer's processor. The software used to run the computer's processor can be designed to generate a variety of different information from the inputted identifiers. Examples of information that can be generated include: the storage location of a particular document, the storage location of a particular file folder, a list of all documents or all file folders stored in a particular storage location, etc.
Figure 8 is a process flow diagram illustrating the steps of the method of the present invention. The first steps include the application of the identifiers, which are typically in the form of labels 10 or 12 of Figures 1 and 2, to the documents, file folders and storage locations. The next three steps of the method comprise reading the identifiers for each of the documents, file folders and storage locations. Of course, this can be done at the same time that the identifiers are applied to the documents, file folders and storage locations. Also, these three steps need not be executed in that particular order. Next, the read information is inputted into a computer memory data bank and is subsequently processed to generate information as to the storage location of the documents and file folders.
-In a further embodiment of the present invention, the method also includes the steps of inputting into the computer memory data bank information as to the current location of a document, or file folder. The current location of the file folder or document is usually different from the storage location of that document or file folder. This step is useful in cases where a document or file folder is removed from the storage location and its whereabouts must be ascertained quickly.
When a user removes a document or a file folder from a storage location, that user inputs into the computer memory data bank information as to the current location of the document or file folder. For example, when a document or folder file is used in a courthouse, the information inputted might include the courtroom number where the document or folder file will be or the office number of the court official who will have the file folder. If someone else is then looking for that document file folder, the computer can be used to quickly generate information as to its current location.
In yet a further embodiment of the present invention, each member in the user's organization, and/or each particular office or courtroom in the user's premises, may be assigned a particular unique identifier.
That identifier can be in the form of a bar code system as illustrated in Figure 1 or an OCR system as illustrated in Figure 2, or any other reference code.
Then, when a document or a file folder is removed from its storage location, the identifiers of the person and of the office or courtroom can be inputted into the computer's memory data bank. This will provide the computer with information as to the current location of the document or file folder, and, if an optical scanning device is used, this has the advantage of speeding up the method and of minimizing the potential for human error when the data is inputted manually.
2nqs7s7 ll One of the advantages of the method of the present invention is that the location of a document and/or a file folder is always readily ascertainable. This is particularly useful for users with large numbers of file folders and the documents or file folders are frequently removed from their storage location or misfiled. For example, if a document is placed in a file folder other than the one that it is supposed to be in, the method of the present invention will provide information as to the location of the file folder in which the document is actually placed, even though it has been misfiled.
Similarly, if a file folder is placed in a storage location other than where it is supposed to be, the method will provide the file folder's current location.
This is a significant advantage over other filing methods such as those disclosed in U.S. Patent No. 4,204,639, No.
4,856,820 and No. 5,080,399 discussed above.
While one embodiment of this invention has been illustrated in the accompanying drawings and described hereinabove, it will be evident to those skilled in the art that changes and modifications may be made therein without departing from the essence of this invention, as put forth in the appended claims.
There have been several attempts in the prior art to create systems for managing files. United States Patent No. 4,204,639 issued to Barber discloses a system wherein a series of labels containing one of the digits 0 through 9 are affixed to file folders. The labels are affixed so as to form a unique reference number for each file folder. The file folders can then be managed and located by inputting the reference numbers, information about the file and its location into a computer. When someone is looking for the file, its location can be determined using the computer. Also, the reference numbers can be used as a guide for storing the files. That is, the files are stored in the order according to the reference numbers. This method, however, does not provide information as to the identification of the documents in the files. Also, this method does not aid in locating a misfiled file.
United States Patent No. 4,856,820 issued to Kasprzak discloses a method for managing files that is generally similar to the method disclosed in United States Patent No. 4,204,639. The main difference being that the labels in the '820 patent contain a plurality of digits instead of just one digit.
United States Patent No. 5,080,399 issued to Olson discloses a method for indexing periodicals and publications. The method comprises attaching to a publication a label containing information encoded in a bar code or other machine-readable code. The label is divided into two or more fields: a primary field containing the identity of the publication; and sub-fields containing the identity of specific articles in the publication. The fields can then be scanned using an optical scanning device to retrieve this information and input it into a computer's memory. This patent also discloses that, when a publication is removed from its storage location, information about its whereabouts and who removed the publication can also be inputted into the computer memory. The method in this patent, however, does not provide for recording the storage location of the publication. That is, the method does not provide the user with information as to where the publication is stored, and, if the publication is misfiled, this method is of no assistance in locating it.
SUMMARY OF THE INVENTION
There is therefore a need for a method of managing and locating file folders in which the above disadvantages are obviated or mitigated.
According to one aspect of the present invention, there is provided a method for managing and locating a file folder and particular documents placed in the file folder, comprising the steps of:
a) applying to each of the documents an identifier;
b) applying to the file folder an identifier;
c) applying to a storage location where the file folder is stored an identifier;
d) reading the identifiers for the documents, the file folder and the storage location;
e) inputting the identifiers into a computer memory data bank; and f) processing the identifiers to generate information as to the storage location of the documents and the file folder.
According to another aspect of the present invention, the method also includes the steps of:
a) inputting into the computer memory data bank data about the current location of the file folder and the current location of the documents; and b) processing the data to generate information as to the current location of the file folder and the documents.
GENERAL DESCRIPTION OF THE DRAWINGS
Embodiments of the present invention will now be described by way of example only with reference to the accompanying drawings, in which Figure 1 is a front view of a label containing an identifier encoded in a bar code;
Figure 2 is a front view of a label containing an identifier encoded in an OCR code;
Figure 3 is a front elevational view of a document with the label of Figure 1 affixed to it;
Figure 4 is a back elevational view of a file folder with the label of Figure 1 affixed to it;
Figure 5 is a back elevational view of a file folder with the label of Figure 2 affixed to it;
Figure 6 is a front elevational view of a portion of a storage location for the file folders;
Figure 7 shows the identifier of a file folder being read by an optical scanning device; and Figure 8 is a process flow diagram showing the steps of the method according to the present invention.
DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENT
Referring to Figures 1 and 2, there are shown two labels 10 and 12 for use in accordance with this invention. The labels 10 and 12 consist of base sheets 14 and 16 on which are printed identifiers 18 and 20 in machine-readable form, human-readable form or in both machine-readable and human-readable form.
The labels 10 and 12 consist of base sheets 14 and 16 having, a front side and a back side. The back side may be coated with a suitable adhesive so that the labels 10 and 12 can be affixed on to another surface.
Alternatively, the back side need not be coated with an adhesive, but rather the labels 10 and 12 can be attached to another surface by other well known means such as adhesive tape, glue, etc.
The front side of the base sheets 14 and 16 are imprinted with suitable identifiers 18 and 20.
Identifier 18 in label 10 uses a bar code system. In recent years, the bar code system has come into greater use and there are now standards in the industry for this type of coding system.
Label 12 of Figure 2 is an alternative embodiment of the present invention. In label 12, the identifier 20 is imprinted on the base sheet 16 using an optical character recognition (OCR) coding system. Identifier 20 has the advantage of being both in a machine-readable form and in a human-readable form. By "machine-readable" it is meant that the identifier can be read mechanically or optically using an optical scanner or other optical scanning equipment. However, it is to be noted that identifier 18 in Figure 1 may also contain numeric digits 22 that are in human-readable form in addition to the bar code system.
The identifiers 18 and 20 can contain any type of reference code suitable to the user of the present method. Typically, users having large quantities of files develop a reference coding system suitable for their particular needs. For example, a courthouse that opens thousands of court files every year may use a reference coding system where the first two digits represent the year, for example "93", and the following digits are assigned to each new file in numerical order.
On the other hand, another user might want to classify its files in terms of subject matter. In such a case, the identifier 18 and 20 would be divided into at least two fields, the first field having a reference number for the particular category of subject matter, and the second field having a reference number for the particular file in that category of subject matter.
- 6 2nq8757 Therefore, the identifiers 18 and 20 used by the user will contain a reference coding system that is dependent on the user's particular needs and can include any type of reference coding system suitable to the user.
In accordance with the method of the present invention, identifiers 18 and 20 as illustrated in labels 10 and 12 are to be affixed to at least three different items: documents, file folders and the storage location of the file folders.
Figure 3 shows a document 24 on which a label 26 containing an identifier 28 in bar code system is affixed. Depending on the user's particular needs, it may not be necessary for every document in the user's files to have an identifier affixed to it. Rather, the user may only want certain of its most important documents to have identifiers.
With respect to document 24, label 26 containing identifer 28 is attached at the bottom right hand corner of the front side of the document. It will be understood that label 26 containing identifier 28 need not be located at any particular location on document 24. In fact, identifier 28 need not be attached directly onto document 24 itself. Rather, label 26 containing identifier 28 may be simply appended to the document using a fastener such as a paper clip or a staple. The important feature is that identifier 28 is associated with document 24 so that identifier 28 can be used to identify that particular document.
Figures 4 and 5 are illustrations of the second item on which identifiers are attached. In Figures 4 and 5, typical file folders are illustrated. However, it will be understood that the present invention is not limited to file folders of the type illustrated. Rather, any type of file folder or any type of container used to store documents can be used. For example, folders of the accordion style are a suitable alternative. Another - 2n98757 alternative may be hanging folders for use in filing cabinet drawers.
In Figure 4, the label 30 containing the identifier 32 is shown to be affixed onto an end tab 34 on the side of the file folder 36. However, the present invention is not limited to affixing the label 30 containing the identifier 32 at that location, but rather the identifier 32 may be affixed anywhere on file folder 36 depending on the user's particular needs. However, typically a user will want to have identifier 32 located on an area of file folder 36 that will be easily accessible for the user. Of course, this in turn will depend on how the user stores its file folders. The file folders 36 and 38 illustrated in Figures 4 and 5 are of the type that are stored in a shelf filing system so that the end tabs protrude out from the rest of the file folders 36 and 38 and the identifiers 32 and 42 on the end tabs 34 and 40 can be easily read by the user. If the user stores its file folders in a filing cabinet drawer system, the label with the identifer would normally be placed on an extension located at the top of the file folders so that the identifier can be easily read when the drawer is opened.
Figure 6 is a view of a portion of a storage location 44 for the user's file folders 46. The storage location 44 illustrated in Figure 6 is a shelf-type storing system wherein the file folders 46 are placed on shelves 48 beside each other. The user of the shelf-type storage system will normally use file folders 36 and 38 as illustrated in Figures 4 and 5 having the labels 30 or 43 placed on the end tabs 34 and 40 on the side of the file folder. As such, the end tab will then extend outwardly from the shelves 48 of the storage location 44, thereby allowing the user to readily read the identifiers 32 or 42 on the labels 30 and 43. The method according to the present invention is not, however, limited to the shelf-type storage location system, but also encompasses .
other types of storage systems, such as the filing cabinet drawer system.
The storage location 44 illustrated in Figure 6 shows four different shelves used as general storage location areas. One shelf 48 is illustrated as having file folders 46 stored on it. In accordance with the method of the present invention, a label 10 or 12 of Figures 1 or 2 is affixed near one general storage location area. Preferably, the label 10 or 12 is affixed on a shelf near the general storage location so that it is readily accessible to the user. The identifier 18 or 20 on the label 10 or 12 is thus associated with that general storage location. In Figure 6, labels 50 containing identifiers 52 is shown affixed to shelf 48 so lS that identifier 52 is easily read by the user. However, it will be understood that labels as shown in Figures 1 and 2 need not specifically be used so long as identifiers are associated with the storage location.
Therefore, labels 10 or 12 of Figures 1 or 2 are applied to the user's documents, to the user's file folders and to the storage locations for the file folders. It is preferable, although not strictly necessary, that each identifier contained on the labels affixed to the documents, the folders, and the storage locations should be different from each other. In other words, each item should have an identifier with a particular reference code on it. One example of a system that ensures that the reference codes of the identifiers are different for each of the items is to have the reference codes of all the documents commence by one digit, the reference codes for all the file folders commence with a different digit and the reference codes for all the storage locations commence with yet another different digit.
Once the documents, file folders and storage locations have specific identifiers attached to them, then the identifiers are read and inputted into a computer memory data bank. It is preferred, although not strictly necessary, that the identifiers be read using an optical scanning device 54 as illustrated in Figure 7.
Any type of optical scanning equipment may be used. As is well known, there are significant advantages to using such an optical scanning device 54, including speed and substantial minimization of human error in inputting the identifiers into the computer memory data bank.
In Figure 7, an identifier 56 contained on label 58 affixed on tab 60 of file folder 62 is being read by a user 64 using the optical scanning device 54.
Once all the identifiers for each item are inputted into the computer memory data bank, they are processed by the computer's processor. The software used to run the computer's processor can be designed to generate a variety of different information from the inputted identifiers. Examples of information that can be generated include: the storage location of a particular document, the storage location of a particular file folder, a list of all documents or all file folders stored in a particular storage location, etc.
Figure 8 is a process flow diagram illustrating the steps of the method of the present invention. The first steps include the application of the identifiers, which are typically in the form of labels 10 or 12 of Figures 1 and 2, to the documents, file folders and storage locations. The next three steps of the method comprise reading the identifiers for each of the documents, file folders and storage locations. Of course, this can be done at the same time that the identifiers are applied to the documents, file folders and storage locations. Also, these three steps need not be executed in that particular order. Next, the read information is inputted into a computer memory data bank and is subsequently processed to generate information as to the storage location of the documents and file folders.
-In a further embodiment of the present invention, the method also includes the steps of inputting into the computer memory data bank information as to the current location of a document, or file folder. The current location of the file folder or document is usually different from the storage location of that document or file folder. This step is useful in cases where a document or file folder is removed from the storage location and its whereabouts must be ascertained quickly.
When a user removes a document or a file folder from a storage location, that user inputs into the computer memory data bank information as to the current location of the document or file folder. For example, when a document or folder file is used in a courthouse, the information inputted might include the courtroom number where the document or folder file will be or the office number of the court official who will have the file folder. If someone else is then looking for that document file folder, the computer can be used to quickly generate information as to its current location.
In yet a further embodiment of the present invention, each member in the user's organization, and/or each particular office or courtroom in the user's premises, may be assigned a particular unique identifier.
That identifier can be in the form of a bar code system as illustrated in Figure 1 or an OCR system as illustrated in Figure 2, or any other reference code.
Then, when a document or a file folder is removed from its storage location, the identifiers of the person and of the office or courtroom can be inputted into the computer's memory data bank. This will provide the computer with information as to the current location of the document or file folder, and, if an optical scanning device is used, this has the advantage of speeding up the method and of minimizing the potential for human error when the data is inputted manually.
2nqs7s7 ll One of the advantages of the method of the present invention is that the location of a document and/or a file folder is always readily ascertainable. This is particularly useful for users with large numbers of file folders and the documents or file folders are frequently removed from their storage location or misfiled. For example, if a document is placed in a file folder other than the one that it is supposed to be in, the method of the present invention will provide information as to the location of the file folder in which the document is actually placed, even though it has been misfiled.
Similarly, if a file folder is placed in a storage location other than where it is supposed to be, the method will provide the file folder's current location.
This is a significant advantage over other filing methods such as those disclosed in U.S. Patent No. 4,204,639, No.
4,856,820 and No. 5,080,399 discussed above.
While one embodiment of this invention has been illustrated in the accompanying drawings and described hereinabove, it will be evident to those skilled in the art that changes and modifications may be made therein without departing from the essence of this invention, as put forth in the appended claims.
Claims (12)
PROPERTY OR PRIVILEGE IS CLAIMED ARE DEFINED AS FOLLOWS:
1. A method for managing and locating a file folder and particular documents placed in the file folder, comprising the steps of:
a) applying to each of the documents an identifier;
b) applying to the file folder an identifier;
c) applying to a storage location where the file folder is stored an identifier;
d) reading the identifiers for the documents, the file folder and the storage location;
e) inputting the identifiers into a computer memory data bank; and f) processing the identifiers to generate information as to the storage location of the documents and the file folder.
a) applying to each of the documents an identifier;
b) applying to the file folder an identifier;
c) applying to a storage location where the file folder is stored an identifier;
d) reading the identifiers for the documents, the file folder and the storage location;
e) inputting the identifiers into a computer memory data bank; and f) processing the identifiers to generate information as to the storage location of the documents and the file folder.
2. The process claimed in claim 1, wherein the identifiers for the documents, the file folder and the storage location are different from each other.
3. The method claimed in claim 1 or claim 2, wherein each identifier is different from each of the other identifiers.
4. The method claimed in claim 1, wherein the identifiers comprise a machine-readable coding system.
5. The method claimed in claim 1, wherein the identifiers comprise a machine-readable and a human-readable coding system.
6. The method claimed in claims 4 or 5 wherein the machine-readable coding system is a bar code system.
7. The method claimed in claims 4 or 5 wherein the machine-readable coding system is an OCR coding system.
B. The method claimed in claim 1 or claim 4 or claim 5, wherein the identifiers are read using an electronic scanning device.
9. The method claimed in claim 1, wherein the identifiers are contained on labels affixed to the documents, the file folder and the storage location.
10. The method claimed in claim 1, wherein the documents and the file folder have a current location that is different from the storage location, the method further comprising the steps of:
a) inputting into the computer memory data bank data about the current location of the file folder and the current location of the documents; and b) processing the data to generate information as to the current location of the file folder and the documents.
a) inputting into the computer memory data bank data about the current location of the file folder and the current location of the documents; and b) processing the data to generate information as to the current location of the file folder and the documents.
11. The method claimed in claim 10, wherein the data about the current location of the file folder and the documents is contained in an identifier and the data is read using an electronic scanning device.
12. The method claimed in claim 1, wherein a user has the documents and the file folder, the method further comprising the steps of:
a) inputting into the computer memory data bank an identifier for the user; and b) processing the identifiers to generate information as to the user who has the file folder and the documents.
a) inputting into the computer memory data bank an identifier for the user; and b) processing the identifiers to generate information as to the user who has the file folder and the documents.
Priority Applications (1)
| Application Number | Priority Date | Filing Date | Title |
|---|---|---|---|
| CA002098757A CA2098757C (en) | 1993-06-18 | 1993-06-18 | Method of managing files |
Applications Claiming Priority (1)
| Application Number | Priority Date | Filing Date | Title |
|---|---|---|---|
| CA002098757A CA2098757C (en) | 1993-06-18 | 1993-06-18 | Method of managing files |
Publications (2)
| Publication Number | Publication Date |
|---|---|
| CA2098757A1 CA2098757A1 (en) | 1994-12-19 |
| CA2098757C true CA2098757C (en) | 1997-06-17 |
Family
ID=4151813
Family Applications (1)
| Application Number | Title | Priority Date | Filing Date |
|---|---|---|---|
| CA002098757A Expired - Fee Related CA2098757C (en) | 1993-06-18 | 1993-06-18 | Method of managing files |
Country Status (1)
| Country | Link |
|---|---|
| CA (1) | CA2098757C (en) |
Cited By (1)
| Publication number | Priority date | Publication date | Assignee | Title |
|---|---|---|---|---|
| US8613108B1 (en) * | 2009-03-26 | 2013-12-17 | Adobe Systems Incorporated | Method and apparatus for location-based digital rights management |
-
1993
- 1993-06-18 CA CA002098757A patent/CA2098757C/en not_active Expired - Fee Related
Cited By (1)
| Publication number | Priority date | Publication date | Assignee | Title |
|---|---|---|---|---|
| US8613108B1 (en) * | 2009-03-26 | 2013-12-17 | Adobe Systems Incorporated | Method and apparatus for location-based digital rights management |
Also Published As
| Publication number | Publication date |
|---|---|
| CA2098757A1 (en) | 1994-12-19 |
Similar Documents
| Publication | Publication Date | Title |
|---|---|---|
| US5496071A (en) | Method of providing article identity on printed works | |
| US5334822A (en) | Method and system for inventoring a distributed plurality of items on a supply | |
| US5159180A (en) | Litigation support system and method | |
| US5451760A (en) | Method of registering, transferring and storing information | |
| US20020194208A1 (en) | Methods of managing the transfer, use, and importation of data | |
| EP1514229A2 (en) | Statistical model | |
| CA2098757C (en) | Method of managing files | |
| Koh | Alternative literature in libraries: The unseen zine | |
| US20090077127A1 (en) | Devices and methods enabling a user to manage a plurality of objects and in particular paper documents | |
| JPH09274630A (en) | Books managing method by ic card | |
| Peckham | Arranging and cataloguing manuscripts in the William L. Clements library | |
| US5593185A (en) | System for machine reading/index marking publications | |
| KR100253629B1 (en) | Business card and business card reader for easy data input to computer | |
| Spalding | Keeping Serials Cataloging Costs In Check. | |
| Childers | Using the OCLC GOVDOC service | |
| JPS5820382Y2 (en) | Information management notebook | |
| EP1399871A2 (en) | Methods of managing the transfer, use, and importation of data | |
| Kastens | The Jerome Bruner Library treasure | |
| RAZA | BARCODE TECHNOLOGY | |
| Peasley | Australian-created electronic information: preservation issues and guidelines | |
| US20050032151A1 (en) | Methods of managing the transfer and use of data | |
| Pickering | A barcode-based personal filing system | |
| Bragg et al. | Shelflist in an online environment: Experience at washington state university libraries | |
| Finkelstein | An Additional Catalogue of the Blackwood Papers | |
| Paulukonis | On-line real-time self-service circulation at Northwestern University |
Legal Events
| Date | Code | Title | Description |
|---|---|---|---|
| EEER | Examination request | ||
| MKLA | Lapsed |