Document and Archive Segmentation and Upload System

Abstract

A document file segmentation and uploading system includes a processing unit and a communication unit electrically connected to the processing unit. The processing unit acquires a document image file via a scanning device. If the number of pages in the document image file exceeds a threshold, the processing unit segments the document image file into several document image sub-files according to the threshold, and generates a corresponding serial number based on the page numbers included in each document image sub-file. The processing unit names each document image sub-file with a file name based on a document number included in the document image file and the corresponding serial number. The processing unit batch-transmits these document image sub-files to a document image server and uploads a document master file to a document management server.

Description

Document and Archive Segmentation and Upload System Technical Field

[0001] This invention relates to a file segmentation and uploading system, and more particularly to a document file segmentation and uploading system. Prior Technology

[0002] According to the "Computerized Operation Specifications for Document and Record Management," when official documents are converted from paper to electronic format, the paper documents must be scanned and then the electronic documents uploaded to the document and record management system. However, during the upload process, the large file size of electronic documents often consumes too much network bandwidth, causing excessive network load and frequently resulting in upload failures, which also affects the efficiency of other network operations.

[0003] To address the aforementioned issues, staff are currently required to upload electronic official documents during off-peak internet usage times. However, this not only forces staff to work overtime but also prevents the timely uploading of electronic documents to the document management system. Therefore, successfully uploading large volumes of electronic official documents has become a problem to be solved. Summary of the Invention

[0004] Therefore, the purpose of this invention is to provide a document file splitting and uploading system that can smoothly upload large-capacity files.

[0005] Therefore, this novel document segmentation and uploading system is applicable to a scanning device, a document image server, and a document management server. The document segmentation and uploading system includes a communication unit and a processing unit.

[0006] The communication unit can establish a communication channel with the scanning device, the document image server, and the document management server. The processing unit is electrically connected to the communication unit to communicate with the scanning device, the document image server, and the document management server through the communication unit.

[0007] The processing unit obtains a document image file, a document number, and page numbers through the scanning device. When it determines that the number of pages in the document image file is greater than a threshold based on the obtained page numbers, the processing unit divides the document image file into several document image sub-files according to the threshold. It generates a corresponding serial number based on the page numbers included in each document image sub-file and names each document image sub-file with a file name based on the document number and the corresponding serial number.

[0008] The processing unit transmits the batch of document image subfiles to the document image server and uploads a document master file containing the document number and the file names of the document image subfiles to the document management server.

[0009] In some embodiments, the processing unit also communicates with an intermediary server via the communication unit, and the intermediary server can communicate with the document management server and the document image server. The processing unit also transmits the document master file data to the intermediary server, so that the intermediary server establishes a hyperlink between the file name of each document image sub-file included in the document master file data and each document image sub-file with the file name stored on the document image server, based on the document master file data.

[0010] In some implementations, the processing unit also communicates with a user terminal device via the communication unit. After the processing unit batches the document image subfiles to the document image server and uploads the document master file data to the document management server, the processing unit sends an upload completion notification to the user terminal device.

[0011] In some embodiments, the scanning device scans a paper document and identifies the document number and page number of the paper document through optical character recognition technology, thereby generating a document image file. The processing unit then receives the document image file, document number, and page number transmitted from the scanning device via the communication unit.

[0012] The advantage of this new technology is that when the processing unit determines that the number of pages in the document image file exceeds a threshold, it divides the document image file into sub-files and uploads these sub-files to the document image server in batches. This batch upload of smaller document image sub-files reduces network load and upload failures, thus enabling successful upload of larger document image files. Simple Explanation of the Diagram

[0013] Other features and effects of this invention will be clearly presented in the embodiments with reference to the drawings, wherein: Figure 1 is a block diagram illustrating an embodiment of the document file segmentation and uploading system of this invention. Implementation

[0014] Referring to Figure 1, this is an embodiment of the novel document file splitting and uploading system 100, which can communicate with a scanning device 4, a document image server 5, a document management server 6, an interfacing server 7 and a user terminal device 8 via a network.

[0015] The document file splitting and uploading system 100 establishes a connection with the scanning device 4, the document image server 5, the document management server 6, the interfacing server 7, and the user terminal device 8 via an Internet (or local area network) or a mobile communication network (or telecommunications network) (not shown) to enable communication between them. The document file splitting and uploading system 100 may be, for example, one or more servers composed of computer devices, and may belong to, for example, a financial institution or a government agency, providing a service for a user to upload large-capacity scanned document files by operating the scanning device 4 (e.g., through an application installed on the scanning device 4).

[0016] In this embodiment, the document image server 5 belongs to the government agency, and is composed of one or more servers, providing services for storing scanned document image files; the document management server 6 belongs to the government agency, and is composed of one or more servers, providing services for storing basic information and file organization of scanned documents; the financial institution is, for example, but not limited to, banks (including domestic banks and branches of foreign banks in Taiwan), credit cooperatives, credit departments of farmers' associations, credit departments of fishermen's associations, bill finance companies, securities finance companies, insurance companies (including fishing vessel property insurance cooperatives) and financial holding companies; the government agency is, for example, but not limited to, central government agencies or local government agencies; the scanning device 4 is, for example, but not limited to, a scanner with optical character recognition (OCR) technology or a transaction machine with scanning function. The interfacing server 7 belongs to an information technology company or the government agency, and is composed of one or more servers, providing a service to connect the data of the document image server 5 and the document management server 6; the user terminal device 8 is, for example, but not limited to, a computer device with network connectivity such as a personal computer, laptop, tablet computer or smartphone; the user is, for example, an employee of the financial institution or a staff member of the government agency.

[0017] The document file splitting and uploading system 100 includes a communication unit 1 and a processing unit 2. The communication unit 1 is, for example, but not limited to, a network controller (such as a network chip) or other network device that supports wired network technology (such as Ethernet) or wireless network technology (such as Wi-Fi), and can establish a connection with the scanning device 4, the document image server 5, the document management server 6, the interfacing server 7 and the user terminal device 8 through the Internet (or local area network) or mobile communication network (or telecommunications network).

[0018] The processing unit 2 is, for example, one or more central processing units, and is electrically connected to the communication unit 1 to communicate with the scanning device 4, the document image server 5, the document management server 6, the interfacing server 7 and the user terminal device 8 through the communication unit 1.

[0019] In this way, the user operates the scanning device 4 to scan a paper document, causing the scanning device 4 to scan the paper document and identify a document number and page number through optical character recognition technology, thereby generating a document image file. The scanning device 4 then transmits the document image file, the document number, and the page number to the processing unit 2 through the communication unit 1. In this embodiment, the paper document is, for example, an official document.

[0020] Next, after receiving the document image file via the communication unit 1, the processing unit 2 determines whether the number of pages in the document image file exceeds a threshold based on the received page numbers. If so, the processing unit 2 divides the document image file into several document image sub-files according to the threshold, generates a corresponding serial number based on the page numbers included in each document image sub-file, and names each document image sub-file with a file name based on the document number and the corresponding serial number. In this embodiment, the document number is, for example, an official document number.

[0021] For example, the threshold is 70. If the document image file has 100 pages, page numbers 1 to 100, and the document number it includes is 1150114123, the processing unit 2 determines that the number of pages (100) in the document image file is greater than the threshold (70) and divides the document image file into two document image sub-files. One of the document image sub-files has page numbers 1 to 70, and the processing unit 2 generates a corresponding serial number of 1; the other document image sub-file has page numbers 71 to 100, and the processing unit 2 generates a corresponding serial number of 2. The file name of the first document image sub-file would be, for example, 1150114123_1, and the file name of the second document image sub-file would be, for example, 1150114123_2.

[0022] Then, the processing unit 2 generates a master file of documents based on the document number (1150114123) and the file names (1150114123_1 and 1150114123_2) of the document image sub-files. After that, the processing unit 2 sends the document image sub-files to the document image server 5 in batches. The processing unit 2 also uploads the master file of documents, including the document number and the file names of the document image sub-files, to the document management server 6 and the interfacing server 7. After receiving a completion message from the document management server 6 and the interfacing server 7, the processing unit 2 sends an upload completion notification to the user terminal device 8.

[0023] Then, the interfacing server 7 establishes hyperlinks based on the document master file data, connecting the file name of each document image sub-file included in the document master file data to each document image sub-file with the file name stored in the document image server 5. That is, the interfacing server 7 sequentially establishes hyperlinks between the file names (1150114123_1 and 1150114123_2) of the document image sub-files included in the document master file data and the document image sub-files with the file names (1150114123_1 and 1150114123_2) stored in the document image server 5, and establishes a hyperlink option in the document image server 5 corresponding to the file name of each document image sub-file.

[0024] Therefore, when a user logs into the document management server 6 through the user terminal device 8 and selects a hyperlink option with the file name of the document image sub-file on a query page displayed by the document management server 6, the document management server 6 will request the document image server 5 to send back the document image sub-file with the file name according to the file name corresponding to the selected hyperlink option, and provide the document image sub-file to the user terminal device 8.

[0025] Furthermore, when the processing unit 2 determines that the number of pages in the document image file is less than or equal to the threshold, the processing unit 2 names the document image file with a file name based on the document number included in the document image file; that is, the document image file is not split. Then, the processing unit 2 transmits the document image file to the document image server 5 and uploads a master file containing the document number and the file name of the document image file to the document management server 6 and the interfacing server 7. For example, the threshold is 70; the number of pages in the document image file is 70 pages, with page numbers from 1 to 70, and the document number included is, for example, 1150114123. The processing unit 2 determines that the number of pages (70) in the document image file is equal to the threshold (70), and names the document image file with a file name, for example, 1150114123, based on the document number of the document image file. Then, the processing unit 2 transmits the document image file to the document image server 5, and uploads the document master file data, including the document number (1150114123) and the file name (1150114123) of the document image file, to the document management server 6. Then, the processing unit 2 sends the upload completion notification to the user terminal device 8.

[0026] Then, the interfacing server 7 establishes a hyperlink between the file name of the document image file included in the document master file data and the document image file with the file name stored on the document image server 5, as described above.

[0027] In summary, this novel document image file segmentation and uploading system 100, through the processing unit 2, determines that when the number of pages in the document image file exceeds a threshold, it segments the document image file into document image sub-files and uploads these sub-files in batches to the document image server 5. This batch uploading of smaller document image sub-files alleviates network load issues and reduces upload failures, thus enabling the successful uploading of larger document image files. Therefore, this system effectively achieves its intended purpose.

[0028] However, the above description is merely an embodiment of this invention and should not be construed as limiting the scope of this invention. Any simple equivalent changes and modifications made in accordance with the scope of the patent application and the contents of the patent specification shall still fall within the scope of this invention.

[0029] 100: Document and Archive Segmentation and Upload System 1: Communication Unit 2: Processing Unit 3: Internet 4: Scanning device 5: Document Image Server 6: Document Management Server 7: Interfacing Server 8: User terminal device

Claims

1. A document file segmentation and uploading system, applicable to a scanning device, a document image server, and a document management server, comprising: a communication unit capable of establishing a communication channel with the scanning device, the document image server, and the document management server; and a processing unit electrically connected to the communication unit to communicate with the scanning device, the document image server, and the document management server through the communication unit; wherein, The processing unit obtains a document image file, a document number, and page numbers via the scanning device. Based on the obtained page numbers, if the number of pages in the document image file exceeds a threshold, the processing unit divides the document image file into several document image sub-files according to the threshold. It generates a corresponding serial number based on the page numbers included in each document image sub-file and names each document image sub-file with a file name based on the document number and the corresponding serial number. The processing unit then transmits these document image sub-files in batches to the document image server and uploads a master document file containing the document number and the file names of the document image sub-files to the document management server.

2. The document file splitting and uploading system as described in claim 1, wherein, The processing unit also communicates with an interfacing server via the communication unit, and the interfacing server can communicate with the document management server and the document image server. The processing unit also transmits the document master file data to the interfacing server, so that the interfacing server establishes a hyperlink between the file name of each document image sub-file included in the document master file data and each document image sub-file with the file name stored on the document image server, based on the document master file data.

3. The document file splitting and uploading system as described in claim 1, wherein, The processing unit also communicates with a user terminal device via the communication unit. When the processing unit transmits the document image sub-files in batches to the document image server and uploads the document master file data to the document management server, the processing unit sends an upload completion notification to the user terminal device.

4. The document file splitting and uploading system as described in claim 1, wherein, The scanning device scans a paper document and identifies the document number and page number of the paper document through optical character recognition technology, thereby generating a document image file. The processing unit then receives the document image file, document number, and page number transmitted from the scanning device via the communication unit.

Images