EP1375016B1 - Process of creating and updating a database of a postal sorting system - Google Patents

Description

Field of the art

The present invention relates exclusively to the field of mail processing and it relates more particularly to a method for create and automatically enrich a database of a sorting system mail items.

Prior art

Mail sorting in commercial or industrial enterprises or in public administrations is most often a process essentially manual. The mail service operator responsible for this task takes one by one the mail items, identifies the mention of the person or recipient service and possibly after having opened this article of mail, deposit it in the locker corresponding to that person or service. It is clear that such a fully manual process is long and suffers from a very low productivity.

Also, we sought to increase this productivity by proposing different types of devices allowing some automation of this manual sorting process. This is so with US Patent 4,921,107 and French patent application FR 2 795 980 in the name of the applicant.

However, both solutions developed in these two documents use a database with a table of correspondence that associates to the different recipients of mail items (natural persons, services or other) a unique identification number of locker.

However, for the sorting of these mail items to be effective, frequent reshuffling of services or persons existing in a enterprise, the database needs to be updated and enriched regularly.

Object and definition of the invention

The present invention therefore aims to remedy this drawback by proposing a particularly simple method of updating the database of data from a postal sorting system. The invention also aims to ensure this update automatically and possibly regularly.

These goals are achieved by a process of creation and enrichment automatic database in a sorting system of mail items connected, through an INTRANET communications network, to recipients of these mail items and means of reading to recognize postal data printed on these mail items, means of processing for, in connection with a database of work data comprising identification data relating to the recipients of the mail items, identify the particular recipient of a determined mail item and sorting means to affect this article of mail to the identified recipient, characterized by the fact that it is first and foremost automatically sent to the e-mail address of each recipient, a specific e-mail message asking him to connect on a webpage of the sorting system to enter identification data personal data, and then, once entered, these data are stored automatically in a temporary database to be compared with the data present in the work database to ensure thus its automatic update.

By this particular method using two databases, it is possible to regularly and automatically update the list of potential recipients of mail items without specifically interrupting the sorting process.

In a preferred embodiment, the electronic message of connection is relayed to each user recipient of said network INTRANET communications by a computer station of administration of network.

Advantageously, the electronic connection message comprises a URL address of said WEB page of the sorting system, so as to allow in one only validation an automatic visualization of an input mask of said personal identification data. Preferably, the identification data personal entries are chosen from the group containing the surname, first name, e-mail address, telephone, service or function of the recipient.

According to a preferred embodiment, the electronic message of connection is sent according to a predefined periodicity, for example each month.

The invention also relates to a postal sorting system connected, through an INTRANET communications network, to computer recipients of these mail items and implementing the aforementioned method, this article sorting system comprising reading means for recognizing postal data printed on these mail items, means of processing for, in connection with a work database comprising identification data relating to the recipients of the mail items, identify the particular recipient of a particular mail item and sorting means for assigning this mail item to the identified recipient, characterized in that it further comprises a second database for temporarily storing personal identification data prior to the level of a WEB page of the sorting system displayed on the computer stations of recipients of mail items in response to the automatic sending by the sorting system of an electronic message of determined connection to these recipients.

The processing means further comprise means for compare the personal identification data entered and stored in the temporary database with corresponding identification data stored in the work database and means are provided for modify the contents of the job database according to the results provided by the means of comparison.

Advantageously, the sorting system of the invention further comprises a network administration computer station for relaying said message electronic connection to each user recipient of said network INTRANET of communications.

Brief description of the drawings

• la figure 1 illustre un exemple d'un système de tri postal conforme à invention, et
• la figure 2 est un organigramme explicitant le procédé de création et d'enrichissement de base de données mis en oeuvre dans le système de tri postal de la figure 1.

Other characteristics and advantages of the present invention will emerge more clearly from the following description, given by way of non-limiting indication, with reference to the appended drawings, in which:

• FIG. 1 illustrates an example of a postal sorting system according to the invention, and
• FIG. 2 is a flow diagram explaining the database creation and enrichment method implemented in the mail sorting system of FIG. 1.

Detailed description of a preferred embodiment

The present invention is implemented in the context of sorting systems existing postal systems whether they are fully automated, medium or such as those present in the postal administration, or simply semi-automatic like most current sorting devices mail items of commercial or industrial enterprises.

A postal sorting system is conventionally composed of a sorting machine 10 equipped on the one hand with means for reading and determining the addressee mail items, for example an optical reader associated with software character recognition to recognize printed postal data on mail items, and on the other hand means of identification and sorting of mail items so recognized to identify the particular recipient of a given mail item and assign that article to that recipient. Management of this machine is made from a processing unit 12 (comprising classically microprocessor computing means, memory means of programs and data and interface means) associated with a database of data 14 including identification data relating to the recipients mail items, both of which may or may not be integrated directly into the sorting machine.

Character recognition is essentially about the name or the function of the recipient of the mail item, department or department of the company to which this article of mail is addressed. It can however also advantageously integrate the name of the sender (who can example appear in the slogan of the postal imprint). These different postal data identified on a given mail item assign to this mail item a unique locker number by comparison with corresponding identification data contained in the database of data.

This database also includes non-postal data allowing information to the recipient, as described in the application claimant in the preamble and, in particular, its e-mail address (e-mail address) within an INTRANET network of communications 16 which connects the various computer stations (eg personal computers or others, eg 18A, 18B and 18C) potential recipients of sorted mail items and to whom connected the postal sorting system. Depending on the configuration and the size of the network, can also be expected to connect to this private network a computer station specific network administration 20.

According to the invention, he is assistant to the first database 14, which is the working database of the postal sorting system, a second database of data 22 to allow automatic updating of the database of work data. The second database is a temporary database enriched directly by the recipients who have access to it through the network 16 and the content of which is intended to be compared to that of the database of work (inaccessible for recipients) for an update of the latter according to the method described in look at figure 2.

It should be noted first of all that the initial process of creation and the one subsequent enrichment of the database are based on the same principle and therefore both follow the same stages of operation which will now be described.

The first step 30 is initiated by the sorting system, more precisely by its processing unit 12. However, it will be different depending on whether the network INTRANET does or does not include an administration post 20.

When this network includes an administrative post, this first step then consists, for the processing unit 12, to address to this station administration 20, by an electronic mail, a request for connection of network users with the postal sorting system. In other words, the unit of treatment sends to the administrative post (which thus acts as a relay of communications) an electronic message by which she asks this one in turn to address all users of the network (all recipients of mail having access to the communications network) an electronic message asking to connect to a WEB page of the postal sorting system. This connection offer can be facilitated by directly mentioning the URL the relevant page in this e-mail connection, so that allow the visualization of this page in a single validation (a single click a pointing device, such as a "mouse").

When the network does not have an administrator (so no post Network Administration Computer 20), this proposed connection offer network users (step 32), may be the first step in method of the invention. Indeed, in this configuration, it is then the unit of which will send the message directly to all network users aforementioned electronics. This shipment can be made to mail addresses predetermined electronic data (especially in case of enrichment of the base) or to a general email address recognized by all users network (preferable when creating the database). It's done from preferably with a predefined periodicity, for example at the beginning of each month. However, a shorter period (every week) or longer (quarterly) is of course possible.

The next step 34 is performed by all users who, after read their email and validation, will each display the page WEB hosted on the postal sorting system on their own computer station (18A to 18C), this page consisting of a data entry mask personal identification. Each user, potential recipient of mail, can then in a new step 36 create or modify its data personal identification that appear before him on the screen of his post computer in the form of a personal information sheet. This one mentions the various postal or other contact details necessary for the processing of the mail items intended for it (surname, first name, address electronic, telephone, fax, service, function, etc.). Once this seizure the entered credentials are automatically stored in the temporary database 22 (step 38).

The next step 40 then consists in comparing the data entered by users and stored in the temporary database with the corresponding data already present in the database of 14. This comparison is made at the request of the processing unit. of the postal sorting system at a predetermined time function of, for example, the number of replies received or a fixed deadline determined in relation to the initial connection request. According to the result of this comparison performed for each recipient (it also depends on the data entered), it will be performed automatically or updating the records (corresponding to the recipient information sheets) existing (step 42) creating one or more new records in the database work item (step 44).

The invention is of course not limited to the above-mentioned embodiment and the person skilled in the art can without demonstrating inventive step in imagining variants. Thus, it can be envisaged that the modification of the recipient information is not made according to a pre-defined periodicity to the request of the sorting system but on the contrary at any time, for example after each modification made by a recipient. Similarly, we can imagine that the comparison of the databases is carried out also periodically, whether modifications have been made or not.

Claims (10)

1. Process for automatically creating and enriching a data base in a system for sorting mail items linked, through an INTRANET communications network (16), to computer stations (18A, 18B, 18C) of addressees of these mail items and comprising reading means (10) for recognizing postal data printed on these mail items, processing means (12) in order to identify, in relation with a work data base (14) comprising identification data relative to the addressees of the mail items, the individual addressee of a determined mail item, and sorting means (10) for allocating this mail item to the addressee thus identified, in which process there is firstly automatically sent to the electronic mail address of each addressee, a determined electronic message requesting him to be connected on a WEB page of the sorting system in order to enter personal identification data, and afterwards, once entered, these data being then automatically stored in a temporary data base (22) for comparison with the data present in the work data base in order thus to ensure automatic update thereof.
2. The process according to Claim 1, characterised by the fact that said electronic connection message is relayed to each addressee user of said INTRANET communications network via a network administration computer station (20).
3. The process according to Claim 1 or Claim 2, characterised by the fact that said electronic connection message comprises a URL address of said WEB page of the sorting system, so as to allow in one single validation an automatic visualization of a mask for entry of said personal identification data.
4. The process according to any one of claims 1 to 3, characterised by the fact that said personal identification data entered are chosen from the group comprising the name, the Christian name, the electronic address, the telephone, the department or the function of the addressee.
5. The process according to any one of Claims 1 to 4, characterised in that said electronic connection message is addressed at a predetermined periodicity, for example each month.
6. Post sorting system linked, through an INTRANET communications network (16), to computer stations (18A, 18B, 18C) of addressees of these mail items and comprising reading means (10) for recognizing postal data printed on these mail items, processing means (12) in order to identify, in relation with a work data base (14) comprising identification data relative to the addressees of the mail items, the individual addressee of a determined mail item, and sorting means (10) for allocating this mail item to the addressee thus identified, which system further comprises a second data base (22) for temporarily storing personal identification data previously entered at the level of a WEB page of the sorting system displayed on the computer stations of the addressees of the mail items in response to the automatic dispatch by the sorting system of a determined electronic connection message to these addressees.
7. The sorting system according to Claim 6, characterised in that said processing means further comprise means (12) for comparing (40) the personal identification data entered (36) and stored (38) in the temporary data base (22) with corresponding identification data stored in the work data base (14).
8. The sorting system according to Claim 7, characterised in that it further comprises means (12) for modifying the contents of the work data base (14) as a function of the results furnished by the comparison means.
9. The sorting system according to Claim 6, characterised in that it further comprises a network administration computer station (20) for relaying said electronic connection message to each addressee user of said INTRANET communications network.
10. The sorting system according to any one of Claims 6 to 9, characterised in that said electronic connection message comprises a URL address of said WEB page of the sorting system, so as to allow in one single validation an automatic visualization of a mask for entry of said personal identification data.

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