System, computer program product and method for scanning and managing documents

Abstract

A system, method and computer program product for scanning and managing documents. The system includes a scanning device, a scan server connected to the scanning device via a network, and a directory server connected to the scan server. The system allows a user of the scanning device to search the directory server for e-mail addresses, fax numbers, or other destination information stored at the directory server, and to e-mail, fax, or otherwise electronically deliver scanned documents from the scanning device. The scan server transmits the e-mail addresses, fax numbers, or other destination information to the scanning device from the directory server. The user of the scanning device can select one or more destinations (e.g., e-mail addresses or fax numbers) received from the scan server. The scanning device transmits the scanned document with the selected destination to the scan server. The scan server transmits the scanned document to the appropriate server, such as an e-mail or fax server. The document is routed, for example by the e-mail or fax server, to the selected destination.

Description

CROSS-REFERENCE TO RELATED APPLICATIONS [0001] The present application is a divisional application of Ser. No. 10 / 243,645 filed Sep. 16, 2002 and claims priority to Provisional Application Ser. No. 60 / 374,811 filed Apr. 24, 2002, the entire contents of which are hereby incorporated by reference.BACKGROUND OF THE INVENTION [0002] 1. Field of the Invention [0003] The present invention is directed to methods, computer-based systems and computer program products for scanning and managing documents or files. More particularly, the present invention allows a user of a scanning device to scan a document and to e-mail and / or fax the scanned document from the scanning device. [0004] 2. Discussion of the Background [0005] A system for e-mailing a scanned document from a scanning device is already known. For example, Ricoh's ScanRouter™ Professional enables the capture and delivery of scanned documents from a scanning device. In this conventional system, the scanning device stores a directory ...

AI Technical Summary

Benefits of technology

[0007] The present inventors have determined that there is a need for a system that allows a user to scan a document and to e-mail, fax or otherwise electronically deliver the scanned document from the scanning device, and that can conveniently and efficiently update the addresses, numbers, and other information available to the user. The present invention provides such a system. One object of the present invention is to provide a method, a system and a computer program product that allows a user of a scanning device to scan a document and to e-mail, fax, or otherwise electronically deliver the scanned document from the scanning device, wherein the document is routed to an e-mail address, a fax number, or a destination stored in a directory. In a preferred embodiment, the system includes a global directory server connected to a scan server. The global directory server stores the e-mail addresses, fax numbers, destinations and / or other information accessed by the user. In another embodiment, the system includes the global directory server and, in addition, a local directory that stores the e-mail addresses, fax numbers, destinations and / or other information in the scanning device.

[0009] Advantageously, the system can be used within a company so that various employees can access the company's global directory, or address book. The global directory need not be copied or stored at the scanning device. Instead, the global directory can be maintained in a secure, central location. The company's administrator can update the global directory without having to update any local directory or address book that would be stored at the scanning devices.

[0011] Advantageously, several scanning devices can be connected via a network to the scan server. Within a company, several scanning devices may be located on different floors, in different rooms, or different buildings. The employees can access the global directory from any of the scanning devices. The administrator can maintain one global directory so that the information available to the users throughout the company is efficiently updated.

Problems solved by technology

This conventional system, however, has a number of drawbacks, especially if considered within the environment of a relatively large company.

Because the address directory is stored at the scanning device, the size of the address directory is limited and may not hold all of the addresses of a large company's directory.

The task of updating each local address book stored at the scanning devices creates a burden on the administrator of the system, and severely increases the traffic over the company's network.

This increase in traffic, caused by the need to keep the local address books stored at the scanning devices synchronized with the company's global address book, can slow down the company's entire network.

As another drawback, the information contained within the company's directory is exposed to security breaches because the local address books stored in the scanning devices are more easily accessible than the global directory, which can be stored in a secured area.

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