Abstract
The present invention describes a method for electronically and physically archiving documents, said method having the following steps: a) producing a file by a recording a digital image of the physical document using a camera; b) storing at least some information based on the file captured in step a) in an electronic memory; c) filing the captured physical document in a container or in one of a number of containers provided for the physical filing of the documents to be archived; d) linking a unique container identification and/or position information of the physical document in the container with the file produced in step a) and/or the information stored in an electronic memory in step b), and e) storing, in a database, the file produced in step a) and/or the information stored in an electronic memory in step b) with the link obtained in step d).
The present invention also describes a container for carrying out the method according to the invention and also a computer program associated with the method, and an electronic data storage medium.
Claims
1. A method for electronically and physically archiving documents, said method having the following steps: a) producing a file by a recording a digital image of the physical document using a camera; b) storing at least some information based on the file captured in step a) in an electronic memory; c) filing the captured physical document in a container or in one of a number of containers provided for the physical filing of the documents to be archived; d) linking a unique container identification and/or position information of the physical document in the container with the file produced in step a) and/or the information stored in an electronic memory in step b), and e) storing, in a database, the file produced in step a) and/or the information stored in an electronic memory in step b) with the link obtained in step d).
2. The method according to claim 1, comprising archiving a number of physical documents with production of a file, wherein each file is linked to an identifier and is stored in the database, wherein the identifier is produced by an input of a user, by evaluation of text recognition of the file and/or by an intelligent allocation on the basis of other information.
3. The method according to claim 1, comprising using a digital camera, a smartphone with camera, a tablet with camera, or a scanner as the camera.
4. A method for finding a physical document, comprising using a database obtained in accordance with a method according to claim 1.
5. The method according to claim 4, comprising searching documents with use of metadata, wherein the metadata are produced by an input of a user of corresponding information, by evaluation of text recognition of the file and/or by an intelligent allocation on the basis of other information.
6. The method according to claim 4, comprising calculating a physical position of a sought physical document linked with an electronic document and outputting the physical position of the physical document to the user via an output device.
7. The method according to claim 4, comprising removing the physical document from the container and returning the physical document to the container at an arbitrary later moment in time, wherein the document is not filed in the previous position within the container, but is placed at the top of the document stack located in the container.
8. A container for carrying out a method according to claim 1, wherein the container has at least one region in which the physical documents can be filed on top of one another.
9. The container according to claim 8, wherein the container has a support surface region, on which the documents to be archived can be placed.
10. The container according to claim 8, wherein the container has a hinge mechanism, wherein, in an open state of the hinge mechanism, the region in which the physical documents can be filed on top of one another is accessible.
11. The container according to claim 8, wherein the container has an attachment for supporting the camera, on which the camera can be placed to record an image of a document such that said camera maintains a predefined distance from the document.
12. The container according to claim 8, wherein the container has a unique identification feature, which can be read using a camera via a communications interface.
13. The container according to claim 8, wherein the container has two hinge mechanisms so that the cover and a side wall, which is opposite the movable fastening of the cover, are connected to the container in a hinged manner.
14. A computer program for executing a method according to claim 1.
15. An electronic data storage medium or electronic memory comprising a computer program for executing a method according to claim 1.
16. The method according to claim 2, wherein the identifier is produced by evaluation of text recognition of the file.
17. The method according to claim 1, comprising using a mobile device with a camera as the camera.
18. The method according to claim 6, comprising finding the sought physical document by means of a search query by inputting meta-information, and outputting the physical position of the physical document to the user via a presentation on the screen of a computer, the smartphone, the tablet, or the digital camera, and making the calculation with the aid of a number of parameters, including the total number of documents located in the container and the associated identifier of the document.
19. The container according to claim 11, wherein the container has at least one sensor, via which a lighting means incorporated in the attachment where appropriate can be switched.
Description
[0093] Preferred embodiments of the present invention will be described hereinafter by way of example on the basis of nine drawings, without hereby limiting the invention. In the drawings:
[0094] FIG. 1 shows a schematic perspective view of a container for carrying out the method,
[0095] FIG. 2 shows a further embodiment of a container according to the invention with an attachment for supporting the camera,
[0096] FIG. 3 shows a further embodiment of a container according to the invention with an attachment for supporting the camera, wherein the supporting rest has been collapsed,
[0097] FIG. 4 shows an unfolded box, from which a lower part for a container according to the invention can be produced,
[0098] FIG. 5 shows an unfolded box, from which a cover for a container according to the invention can be produced,
[0099] FIG. 6 shows an unfolded box, from which an attachment for supporting the camera can be produced,
[0100] FIG. 7 shows a schematic perspective view of a further container for carrying out the method,
[0101] FIG. 8 shows a schematic perspective view of a further container for carrying out the method, wherein the cover is folded open,
[0102] FIG. 9 shows a further attachment for supporting the camera,
[0103] FIG. 10 shows an unfolded box, from which an attachment for supporting the camera can be produced,
[0104] FIG. 11 shows a further embodiment of a container according to the invention with an attachment for supporting the camera,
[0105] FIG. 12 shows a flow diagram for an archiving process in accordance with a method according to the invention,
[0106] FIG. 13 shows a flow diagram for a search process in accordance with a method according to the invention,
[0107] FIG. 14 shows a schematic view of a screen display for presenting search results, and
[0108] FIG. 15 shows a schematic illustration of a further screen display for presenting search results.
[0109] FIG. 1 schematically describes, in a perspective view, a preferred embodiment of a container (10) for carrying out the method. The container comprises a region (12) in which physical documents can be filed in a stackable manner. Here, the container has a cutout (14), which makes it possible to see documents filed in the container (10). The present embodiment of the cutout makes it possible for a movable, preferably hinged support surface region (15), on which the documents to be archived can be placed, to be moved particularly easily. Here, the support surface region can be secured to a side of the container, for example by screws (not illustrated). On the opposite side of the container (10), a protuberance (16) can be formed, such that a sufficiently stable support surface is formed. This protuberance (16) is provided in the present case in the form of two screws, however another embodiment, for example a cardboard fold, can also be expedient. In the present embodiment the support surface region (15) on one side of the container is screwed together with a cover (18), which likewise is hinged, on a side wall of the lower part of the container. In accordance with another embodiment, provision can be made for the support surface region to be placed on two protuberances which can be provided on at least two opposite sides of the side walls of the container. In the embodiment presented in FIG. 1, a peripheral elevation is formed by the part of the container in which the physical documents can be filed.
[0110] FIG. 2 shows a further embodiment of a container (20) according to the invention which likewise can have the properties presented above in conjunction with FIG. 1. The container can thus comprise, among other things, a cover (22) and a region (23) in which physical documents can be filed in a stackable manner, wherein a cutout (23a) is provided so that documents filed in the region (23) are visible. This embodiment of the container additionally comprises an attachment for supporting the camera (24). This attachment comprises a support surface region (25), on which documents to be archived can be placed. The attachment (24) also comprises two side walls (26a) and (26b), which are collapsible, and also a supporting rest for a camera (27), in which an opening (28) is provided, through which a camera can record an image of a physical document resting on the support surface region (25) discussed above.
[0111] FIG. 3 shows a further embodiment of a container (30) according to the invention, which likewise can have the properties discussed above in conjunction with FIGS. 1 and 2. This container can thus comprise, among other things, a cover (31) and a region (32) in which physical documents can be filed in a stackable manner. In addition, it can be deduced from this illustration that the attachment for supporting the camera (33) can be collapsible, wherein the support surface region (34) rests at an end face on two protuberances (35), which for example can be formed by screws. The side walls (36a) and (36b) rest on the support surface region (31), wherein two side parts (37a) and (37b) of the supporting rest for a camera (37) can be seen. FIG. 3 also shows a preferred embodiment of a hinge mechanism of a cover (31), which in the present case is formed by a fold (38) in combination with a stable fastening of the cover (31) to a region (32) in which physical documents can be filed in a stackable manner.
[0112] FIG. 4 shows an unfolded box (40), from which a lower part for a container according to the invention can be produced, in particular a region in which physical documents can be filed in a stackable manner. Here, the dashed lines constitute the points at which the box (40) can be folded in order to form the region in which physical documents can be filed in a stackable manner. Here, a base can be formed from the base region (42) and the side faces can be formed from the side regions (44), (46), (48) and (50). In the present embodiment the side regions (44) and (48) each have prepared fold lines so that side regions (44a) and (44b) or side regions (48a) and (48b) are formed, via which the side regions (44) and (48) can be connected to the side regions (46) and (50). In the present embodiment the side regions (46) and (50) also have prepared fold lines so that part of the side regions (46) and (50) can be folded over the side regions (44a) and (44b) or the side regions (48a) and (48b). In the illustrated embodiment the side face regions each have openings, by means of which the side regions (44), (46), (48) and (50) can be connected to one another in a stable manner via screws.
[0113] FIG. 5 shows an unfolded box (60), from which a cover for a container according to the invention can be produced. Here, the dashed lines constitute the points at which the box (60) can be folded to form the cover. Here, a lid can be formed from the lid region (62) and the side faces can be formed from the side regions (64), (66), (68) and (70). Openings (66a) and (66b) can be provided on a side face, in the present case the side region (66), by means of which openings the side region (66) can be screwed to a matching side region of the lower part of the container in which physical documents can be filed in a stackable manner. In the present embodiment, fold lines are provided in side regions (64), (68) and (70) so that the sub-regions of the side regions (64a), (68a) and (70a) can be folded over one another in order to form a stable edge.
[0114] FIG. 6 shows an unfolded box (80), from which an attachment for supporting the camera can be produced. Here, the dashed lines constitute the points at which the box (80) can be folded in order to form the attachment. Here, a support surface region, on which the documents to be archived can be placed, can be formed from the region (82). The regions (84) and (86) form the side faces of the attachment, whereas the region (90) forms a rest for supporting the camera. Here, the regions (90) and (86) can be releasably held together via magnets or hook-and-loop fasteners so that a stable support surface is formed. Once an image has been recorded, the regions (90) and (86) can be released from one another so that the entire attachment can be collapsed. The region (90) comprises two further fold lines so that side parts (90a) and (90b) can be formed, which additionally stabilizes the supporting rest for a camera. In the present embodiment, three fold lines are provided between the regions (84) and (82) so that a region (92) is formed. In this region, four openings are provided, by means of which the region (92) can be connected in a stable manner, for example using screws, to a matching side region of the lower part of the container in which physical documents can be filed in a stackable manner.
[0115] FIG. 7 schematically describes, in a perspective illustration, a preferred embodiment of a further container (100) for carrying out the method. The container comprises a region (102) in which physical documents can be filed in a stackable manner. Here, the container has a movable, preferably hinged cover (104), which can serve as a support surface region, on which the documents to be archived can be placed. In the present embodiment the cover (104) has, on three sides, an overhang (106) so that three of the side walls (108, 110, 112) are covered at least in part in the folded state. One of the side walls (110) of the container, in the present case a longitudinal side, is foldable in the illustrated embodiment. During an archiving process, this side wall (110) can remain unfolded so that a number of documents can be archived and can be filed in the container (100) without this side wall (110) having to be moved. In the folded state of the side wall (110), this is fixed by the overhang (106) of the cover (104) so that a closed container (100) has sufficient stability. The container (100) illustrated in FIG. 7 has a scale (114), on the basis of which the position of an archived document can be easily found. Magnets or materials, in particular metals, which can be fixed by magnets can be provided in the cover of the container. An attachment for supporting a camera can thus be releasably secured against accidental shifting or slipping. In addition, the container can have one or more coded fields (116), in particular in the form of barcodes and/or QR codes, which facilitate an automatic allocation during the archiving process of a file to a container (100). The cover can also be provided on the upper side with markings (118) which illustrate on the cover the position of a document to be archived.
[0116] FIG. 8 schematically describes, in a perspective illustration, a preferred embodiment of a further container (100) for carrying out the method. The reference signs illustrated in FIG. 8 have the same meaning as the corresponding signs illustrated in FIG. 7. Here, the container (100) presented in FIG. 7 is illustrated in a state in which the cover (104) is folded open so that the overhangs (106) provided on three sides are clearly visible. The foldable side wall (110) is also folded upwardly so that it is clear that the cover in the state folded closed can secure this side wall. The unfolded state of this side wall (110) is also illustrated in a dashed manner.
[0117] FIG. 9 shows a further attachment for supporting the camera (120). This attachment (120) comprises a support surface region (122), on which the documents to be archived can be placed. The support surface region (122) can be provided preferably on the underside with magnets, which allow a releasable fixing of the attachment for supporting the camera (120). The present support surface region (122) also comprises a cutout (124) so that a coding applied to the container, in particular a barcode or a QR code, is visible. The present attachment (120) also comprises two side walls (126) and (128), which are foldable and which each have two movable tabs (126a) and (128a), which support a supporting rest for a camera (130). The two movable tabs (126a) and (128a) of the side walls (126) and (128) are connected to tabs (132) which are provided on the supporting rest for a camera (130), wherein this embodiment can be better seen in FIG. 10. An opening (134) is provided in the supporting rest for a camera (130), through which opening a camera can record an image of a physical document resting on the previously described support surface region (122). For improved illumination, the attachment for supporting the camera (120) can be provided with a lighting means (not illustrated), which for example is secured to one of the two side walls (126) and (128) or to the supporting rest for a camera (130). The lighting means can be switched via a switch, wherein the switching can be performed manually or via a sensor which can cooperate with the camera, preferably a smartphone. Here, the lighting means can be supplied with power via a primary battery or a rechargeable battery. Furthermore, the lighting means can be connected to a plug socket via a cable, wherein in FIG. 9 a corresponding bore for a cable (136) is visible. Furthermore, elevations (138) can be provided on the supporting rest for a camera (130) and enable a simple positioning of the camera so that the camera can be supported in a particularly simple and secure manner. These elevations can be releasably attached by adhesives and can be matched to the size of a camera to be used.
[0118] FIG. 10 shows an unfolded box (140), from which an attachment for supporting the camera can be produced. The dashed lines here constitute the points at which the box (140) can be folded in order to form the attachment. Here, a support surface region, on which the documents to be archived can be placed, can be formed from the region (142). The regions (146) and (148) form the side faces of the attachment, whereas the region (150) forms a supporting rest for placement of the camera. The region for forming a rest for supporting the camera (150) has a cutout (152), which forms an opening through which a camera can record an image of a physical document. Here, the regions (146) and (148) can be releasably held together via magnets or hook-and-loop fasteners so that a stable support surface is formed. Once an image has been recorded, the regions (146) and (148) can be released from one another so that the entire attachment can be collapsed. The region (142) can comprise magnets or materials, in particular metals, which can be fixed by magnets, which stabilize the attachment on the container with respect to accidental movements and ensure that the attachment is fixed in an optimal position with respect to the container so that optical codings, for example barcodes or QR codes, can be fully detected. An embodiment for placement of the magnets is shown by way of example in FIG. 10. The magnets (144) or corresponding materials can thus serve for releasable connection to the container in the region (142) from which a support surface region can be formed. The magnets (147a, 147b) provided in the tabs (146a) and (146b) to support the region (150) serving to form a supporting rest for supporting a camera can cooperate in particular with the magnets (151b) and (151c) provided in the tabs (150a 150b) of the region (150) serving to form a rest for supporting a camera. Accordingly, the magnets (151a) and (151d) also provided in the tabs (150a, 150b) of the region (150) serving to form a rest for supporting a camera can cooperate with correspondingly placed magnets (149a) and (149b) of the tabs (148a) and (148b), which are provided in the region (148) from which a side wall can be formed.
[0119] FIG. 11 shows a further embodiment of a container (162) according to the invention with an attachment (176) which can likewise have the properties discussed above in conjunction with FIGS. 7, 8, 9 and 10. The container (162) can thus comprise, inter alia, a cover (164) and a region in which physical documents can be filed in a stacked manner. The cover (164) has, on three sides, overhangs (166). The container (162) also comprises side walls (168, 170), wherein the cover (164) is connected to a side wall (168) in a hinged manner so that a movable connection (172), which can be referred to as a folding edge, is formed. The container also comprises a coded field (174) which can contain optical codings, for example barcodes or QR codes. The container (162) is provided with an attachment (176), which has a support surface region (178), on which the documents to be archived can be placed, wherein a cutout is provided in this support surface region so that the coded field (174) provided on the cover (164) of the container (162) is visible. In addition, two side walls (180, 182) each having two tabs (184, 186) are provided in the attachment and support the support surface for supporting a camera (188), wherein the tabs (184, 186) of the side walls (180, 182) are releasably connected to the tabs (190) of the support surface for supporting the camera. The support surface for supporting a camera (188) has an opening (192), through which a camera can record an image of a physical document resting on the support surface region (178) described above.
[0120] FIG. 12 shows a flow diagram for an archiving process in accordance with a method according to the invention. In step 1 of the method, a camera is aligned with a physical document to be archived. The camera is preferably designed, in particular programmed with software, so that here the image quality is automatically detected. This quality by way of example can include an edge recognition so that the user is requested via a warning or auxiliary function to move closer to the document or to provide a greater distance between the camera and document. By way of example, the document can also be focused. The examination as to whether a predefined image quality is achieved is performed in decision step 2. If the image quality is too poor, step 1 can be carried out again. With sufficient quality, a digital image of the document to be archived is recorded in accordance with step 3, wherein, in the present embodiment, the image quality obtained is checked in decision step 4. This can be performed by means of conventional algorithms or manually, for example by means of a query displayed on a screen.
[0121] If the image quality does not meet the requirements, a new image is recorded, starting with step 1. With sufficient image quality, an image file is stored in step 5 and information is preferably extracted from the image file, for example by means of text recognition. In this step, a QR code attached to the support surface and which comprises unique container information can be detected, for example. This process can be performed in the camera or a computer system connected to the camera, wherein the connection can also be established via the Internet. In decision step 6, it is checked whether anticipated terms, for example keywords such as invoice, order, insurance policy, etc. and container information have been detected.
[0122] If anticipated terms, for example keywords such as invoice, order, insurance policy, etc. have been detected, the image file produced in step 3 and/or part of the information extracted in step 5 can be stored together with a unique container identification and/or position information of the physical document in the container and together with an associated link, and the physical document can be filed in the container in accordance with step 7. A notification regarding successful archiving can then be output to the user, in which notification the detected data regarding the document to be archived can be contained.
[0123] If, in decision step 6, it is determined that none of the anticipated terms can be found, a corresponding notification can be transmitted to the user in step 8, wherein the user can decide in accordance with decision step 9 whether the archiving process should be repeated or whether the physical document should be filed in the container. In the case of repetition of the archiving, step 1 is carried out again. Otherwise, the document is placed in the container in accordance with step 10 and the obtained data is stored together with a unique container identification and/or position information of the physical document in the container and together with an associated link. Absent data can be entered manually into the system as appropriate.
[0124] FIG. 13 shows a flow diagram for a search process in accordance with a method according to the invention. In step 1 of the method a search term is input into the corresponding application. The documents found by the application are displayed in step 2, with specification of the container identification and the position of the physical document in the container. The sought document can then be physically removed, wherein the removal of the physical document from the container can be communicated to the system. This can occur in an automated manner so that, after a search, at the moment of completion, the application displays whether the document last displayed on the screen following a search was removed. A corresponding input can also be made by the user.
[0125] The document removed from the archive can be returned in accordance with step 4. For this purpose, in accordance with step 4, the application can be called up, wherein the application can automatically display the previously removed documents and the user can select the corresponding document via an input. Furthermore, the user can also input a document identifier, for example the name of the document.
[0126] In decision step 5 it is possible to query whether the document is placed at the top of the stack of the removal container. If this is confirmed, the document can be filed at the corresponding point in the container in accordance with step 6.
[0127] If the query in accordance with decision step 5 was answered in the negative, it is possible to query in decision step 7 whether the document is filed at the original location in the removal container. If this is confirmed, the document can be filed at the corresponding point in the container, as is illustrated in step 6.
[0128] If this query is answered in the negative, a renewed archiving of the document can be carried out in accordance with step 8 in order to add the document to the archive, as has been presented in detail in FIG. 12. Here, previous information regarding the document can be adopted from the database so that in particular the container identification and/or the position information of the physical document in the container and also the associated link can be newly created and stored in the subsequent renewed archiving.
[0129] FIG. 14 shows a schematic illustration of a screen display for presenting search results. In the present embodiment the screen is divided into four areas (202), (204), (206) and (212), wherein the information presented in these areas (202), (204), (206) and (212) can also be provided in a different arrangement or only in part. This can be expedient for example with use of smartphones having a small display, and these areas (202), (204), (206) and (212) can thus be controlled via menus, for example.
[0130] In the area (202), a name of the found document can be displayed, whereas in the area (204), a container name can be presented. The container name can be identical to the unique container identification stored in the system, but can also be predefined by the user. In the area (206) arranged below the area (202) in the present case, a page of the found document (208) can be presented, wherein further pages of the document (210) can be schematically shown in a preview illustration in the lower part of the area (206). In the area (212), which in the present case is arranged below the area (204) and next to the area (206), the position of the found document can be presented in the display field (214). By way of example, it can be presented in the display field (214) that the found document is filed at position 117 of 200 previously entered documents. This is represented by the schematically illustrated container (216) together with a displayed horizontal line (218), wherein the horizontal line reflects the approximate vertical position of the physical document.
[0131] The names of the documents found during a search and/or of the documents filed before or after the found document in the container can be presented in display fields (220).
[0132] FIG. 15 shows a schematic illustration of a further screen display for presenting search results. This screen presentation comprises two fields (242, 244) for controlling the program and a field for displaying the container name (246). Furthermore, a vertically arranged bar (248) is visible and refers to the scale provided in a container. If, for example, a color scale should be provided in the container, the bar can thus have a corresponding color coding. An arrow (250) marks the vertical position of the found document in the corresponding container. In this illustration, documents are visible in an overlapping manner in a three-dimensional view, wherein a document (252) above the found document (254) and various documents (256) below the found document are illustrated in part.
[0133] The display illustrated in FIG. 15 can be combined with further screen displays. These include for example a list-like presentation of various results of a search which all meet the predefined criteria. A complete preview or a partial preview in a display can also be presented for each hit, wherein this display and the list display can be linked to a presentation regarding details of a search result. By way of example, information relating to specifications regarding date data, for example the date of creation, and the document type (letter, reminder, invoice, etc.) of a document can be contained in the presentation relating to details of a search result. All of these displays can be linked to the screen display illustrated in FIG. 15 via button areas provided via a touch-sensitive screen.
[0134] The features of the invention disclosed in the above description and in the claims, drawings and exemplary embodiments can be essential, either individually or in any arbitrary combination, to the realization of the invention in its various embodiments.
