System and method for controlling and tracking assets

Abstract

The system comprises modules interconnected by communication channels, including: an interface module (1), an access module (2), a local server (3) and a cloud server (4). All of the modules are directly connected to the Internet and exchange data with one another. The modules (1 and 2) are provided with a processing device (11 and 21), a human-machine interface (12 and 22), a facial recognition camera (14 and 23), a barcode reader (15 and 24), and a database (18 and 25). The method involves registering users and assets by means of a human-machine interface. The information is stored in a database. The assets are identified by weight using a weighing device at the moment of withdrawal and storage.

Description

[0001] ASSET CONTROL AND TRACKING SYSTEM AND METHOD

[0002]

[0001] The present invention belongs to the technological sector of product control and management in general, more specifically it refers to a system and method for controlling and tracking assets comprising interconnected modules, composed of an interface module with a processing device that performs user identification and weighing of instruments. The data is stored in a database for access control and asset movement, allowing the management and control of assets, especially for hospital instruments.

[0003] State of the art

[0004]

[0002] Asset and inventory management is of fundamental importance to commercial sectors. Being able to control and move products in an organized, fast, and efficient manner brings great rewards to its owner, saving time and money.

[0005]

[0003] For many years, these controls were carried out manually, where products were identified with labels and through notebooks and notepads, with owners or operators managing a given inventory. With the increase in inventories and stocks, manual control began to become increasingly obsolete or unfeasible, leading to the transition to a fully digital control system.

[0006]

[0004] The introduction of electronic equipment and software in inventory management represents a significant improvement, making the overall process considerably more agile, efficient, and secure. This enables the automation of operations and remote management, providing more dynamic and accurate management.

[0007]

[0005] However, it is important to highlight that the implementation of digital inventory management systems demands careful execution and a meticulous definition of the steps involved to ensure their proper functioning. Otherwise, there is a risk of causing greater inconvenience to the owner instead of benefiting them.

[0008]

[0006] There are several methods for identifying instruments based on images, barcodes, and QR codes. These codes are engraved on the instruments and can be read using a camera or barcode reader, allowing for individual identification of the materials. However, it is important to note that, due to the need for direct reading at the location where the codes are situated on the instrument, currently available systems are limited to performing individualized material identification. This implies that the identification of sets is only feasible by separating the parts that make up the whole.

[0009]

[0007] US patent document 2016 342760 describes a system with a totem-type device for registering, photographing, tracking, and managing surgical instruments in healthcare settings, such as clinics and hospitals, through the use of short-range reading technology, NFC / RFID. A limitation of this type of technology is the need for RFID tags to be present with the instruments to be used; if said instruments do not have RFID tags, it is not possible to manage them in the system.

[0010]

[0008] US patent document 2024 021278 discloses a system for storing and tracking medical products using RFID tags. The system features a totem for verifying product storage, detects product use, and records its usage, with data stored on a blockchain, making modification impossible. This technology shares the same limitation as the previously mentioned technology; it requires an RFID tag attached to the product to allow for its control.

[0011]

[0009] Patent document CN117079780 discloses a management and tracking system for surgical medical instruments that uses big data technology in its data processing. The system allows for detailed tracking and monitoring of the usage conditions of each piece of equipment registered in the system. A limitation of this type of technology is the lack of a standard device to assist in instrument control; the system does not have a standard totem or similar device that allows for product registration. Like the other prior art cited, its product identification is limited to the need to use RFID / NFC tags on the products.

[0012] New features and purpose of the invention

[0013]

[0010] The present invention aims at a system and method for controlling and tracking assets that effectively solves the limitations of the prior art mentioned above.

[0011] The asset control and tracking system comprises an interface module and an access module. The interface module consists of a processing device interconnected to a load sensor, a camera, and a human-machine interface (HMI). The load sensor is used to weigh assets for storage or transport. The camera identifies the stored item and the user who collects it.

[0014]

[0012] The module consists of a terminal containing a processing device, load sensor, camera, and HMI, located next to the room in hospitals and clinics. The operator identifies themselves at the kiosk and obtains information about the stored assets.

[0015]

[0013] Assets are products in general, preferably consisting of surgical instruments stored in boxes. Using a load sensor and a camera, the items removed from the box and stored in the inventory are measured.

[0016] Advantages and technical effects of the invention

[0017]

[0014] The asset control and tracking system, the subject of the present invention, results in the following advantages and achieves the following technical effects over prior art systems:

[0018] State-of-the-art asset control and tracking systems rely on reading technologies such as barcodes, QR codes, RFID / NFC, or similar devices to identify assets within an inventory, ultimately limiting the system's versatility. This invention solves this problem through a system composed of a load sensor and cameras, which, in combination, allow for asset identification through its image along with its weight; and

[0019] - State-of-the-art asset control and tracking systems perform individual identification of surgical instruments, by item used, requiring the identification of all surgical instruments in a hospital or clinic through labels. The invention solves this problem through a system with boxes for storing products in general, especially surgical instruments, where the combination of measuring the weight of the box, along with the image collected by the system's camera, identifies and verifies the stored asset.

[0020] List of attached drawings

[0015] In order that the present invention may be fully understood and put into practice by any technician in this technological sector, it is described in a clear, precise and sufficient manner, based on the attached drawings listed below, which illustrate preferred forms of the system and method for controlling and tracking assets:

[0021] Figure 1 - illustrates the interconnection diagram of the system modules;

[0022] Figure 2 - illustrates the connection diagram of the system interface module;

[0023] Figure 3 - illustrates the connection diagram of the system access module;

[0024] Figure 4 illustrates the diagram of the system's local server connections;

[0025] Figure 5 - illustrates the processing device diagram of the interface module;

[0026] Figure 6 - illustrates the human-machine interface diagram of the interface module;

[0027] Figure 7 illustrates the load sensor diagram of the interface module;

[0028] Figure 8 - I illustrate the flowchart of the asset control and tracking method.

[0029] Detailed system description

[0030]

[0016] Figure 1 illustrates the asset control and tracking system comprising modules interconnected through communication channels, such as the internet and communication protocols. The system modules are: interface module (1), access module (2), local server (3) and cloud server (4). All modules are directly connected to an internet network and send data to each other.

[0031]

[0017] The main operations for asset control are performed in the interface module (1). The interface module (1) consists of:

[0032] - a processing device (11), computer or similar, to process the data and perform asset management;

[0033] - a human-machine interface HMI (12), such as a touchscreen monitor for user interface;

[0034] - a camera (13) for asset identification, which may contain artificial intelligence technology; during the registration of individual items, photos are taken of each item and stored in the database; preferably the system uses these AI images to compare and indicate possible materials that are missing during the material entry and exit verification processes in the sectors;

[0035] - another camera (14) for facial recognition and user authentication; - a reader (15) for barcodes, QR codes, RFID and other means of identification;

[0036] - label printer (16) for identification;

[0037] - load sensor (17) for double checking of box weight and

[0038] - SQLite database (18).

[0039]

[0018] The interface module (1) communicates with the local server (3) via TCP / IP protocol, for storing data locally in a MySQL database. To allow offline use of the interface module (1), there is an SQLite database (18) installed in the module (1), which replicates the local server database (3) and stores the asset control information while offline.

[0040]

[0019] The interface module (1) allows the execution of different steps within the system, such as: system configuration, asset registration, user registration, asset entry and exit, stock query and others.

[0041]

[0020] The interface module (1) has an operating system where the application runs using Next.js, TaillwindCSS, PWA and SQL Lite database technologies.

[0042]

[0021] SQL Lite functions as its own independent server, since the Database Management System or DBMS can be run on the same instance - thus eliminating separate queries and processes. Therefore, the SQLite library is generated and stored directly in the database file. The purpose of using this database in the modules is to have independence to continue functioning if the server (3) loses connection with the interface modules (1) and access module (2).

[0043]

[0022] The access module (2) consists of:

[0044] - a processing device (21), computer or similar, for processing data and performing asset management,

[0045] - HMI interface (22), touchscreen monitor for user interface;

[0046] - camera (23) for facial recognition and user authentication,

[0047] - reader (24) for barcodes, QR codes, RFID and other means of identification and

[0048] - SQLite database (25).

[0049]

[0023] The access module (2) communicates with the local server (3) via TCP / IP protocol to store data locally in a MySQL database. To enable offline use of the access module (2), there is an SQLite database (25) installed in the module (2), which replicates the local server database (3) and stores asset control information while offline. The access module (2) allows user access to asset entry and exit steps.

[0050]

[0024] The access module (2) acts as a simplified module in relation to the interface module (1) within the system. The main objective of the access module (2) is to allow the user / operator to access the user system at a lower cost, making the application accessible from different environments in large hospitals or clinics.

[0051]

[0025] The local server (3) consists of a set of hardware and software that employs:

[0052] - processing device (31) computer or similar,

[0053] - uninterruptible power supply (32) and

[0054] - redundancy devices (33), such as HDDs, Power Supplies and others.

[0055]

[0026] The local server (3) allows managing the data generated by the modules (1 and 2) and communicates directly with the cloud (4). The local server (3) stores the data from all connected modules (1 and 2) in a local SQL database. Each processing device (11, 21 and 31) has a copy of the information relating to its use such as: input and output data, stock, material movement, images, etc., stored in a SQL lite database.

[0056]

[0027] Data is primarily accessed on the local SQL server while a network connection to the server (3) is available. From the moment the local server (3) is no longer available, data is accessed from the SQL Lite database of modules (1 and 2). In this way, the data is redundant between the servers, allowing modules (1 and 2) to operate even if there is no connection to the local server (3). When the connection to the local server (3) is re-established, the data is synchronized between the device databases and the local server (3).

[0057]

[0028] Periodically these data are replicated to the cloud (4). The data stored in the cloud (4) will be used to provide system clients with reporting data for consultation.

[0058]

[0029] The cloud server (4) has several systems and features, including: SQL database; Firewall; Fixed IP; Backup; Linux server; VPN.

[0059]

[0030] The combination of modules that make up the system may vary according to the size and needs of the location or inventory to be controlled, however, it must necessarily include at least one interface module (1), which allows the control and tracking of assets independently. The cloud server (4) acts to interconnect the interface modules (1) and access module (2) via the internet network. The system may consist of several interconnected interface modules (1), or interface module(s) (1) interconnected to access modules (2), through a physical server (3) or cloud (4).

[0060]

[0031] The interface module (1) contains system hardware composed of several elements that, together, enable the execution of functionalities designed for the correct identification of assets. The interface module (1) consists of at least one terminal that aggregates:

[0061] - the processing device (11) responsible for the tasks of processing, storing and transmitting data locally and in the cloud (4), as well as controlling the devices connected to it; the processing device (11) has several input and output ports that allow connection to the other elements that make up the system;

[0062] - the human-machine interface HMI (12) is used to show the user the system information and guide its use based on the software actions; the human-machine interface (12) receives data input from the interaction with the user;

[0063] - Image recognition is performed by two elements that are dedicated to different functionalities: the user identification and authentication device (13) based on facial recognition, in which the user's face image is validated by the processing device (11);

[0064] - the device responsible for identifying and validating assets (14) based on capturing and processing images of these items;

[0065] - the weighing device (17) consists of load cells that measure the combined or individual weights of assets; these load cells communicate with the processing device (11) in which the information obtained is processed for the purpose of recognizing the material together with the device (14);

[0066] - the tag reading device (15) allows recording, reading and identification of asset sets from RFID / NFC, barcode, QR Code and similar technologies.;

[0067] - the printing device (16) consists of a printing element for the identification labels that are affixed to the assets.

[0068]

[0032] The processing device (11) consists of a processor (111), which is responsible for executing, processing and storing tasks and data for the control and tracking of assets. This processor (111) uses volatile memory (112) for loading functionalities with higher demand and system resources, as well as volatile memory (113) in which the software, its libraries and the operating system necessary for the correct functioning of the application are stored.

[0069]

[0033] The HMI (12) consists of a user interaction screen (121) and is connected to the processing device (11) via a communication interface (122), such as HDMI or similar. The user command interface (123) is performed via a touchscreen device and / or mouse and keyboard and / or other similar (124).

[0070]

[0034] The weighing device (17) consists of a load cell type transducer (171) which is responsible for converting the force applied to the system into an electrical signal that is subsequently inserted into the signal conditioning circuit (172) and signal acquisition circuit (173). Finally, the conditioned and acquired signal is processed by the signal processor (174). For information transfer to the software, the connection (175) communicates with the processing device.

[0071]

[0035] Preferably, the described system is used to implement a method for controlling and tracking assets that allows managing the entry and exit of surgical instruments in hospital rooms, through information recording. The system identifies what material is being transported, by whom, at what time, and where it is going.

[0072] Detailed description of the method

[0073]

[0036] The asset control and tracking method comprises the following steps: A. through the interface module, users and assets are registered for management, with the assets being placed in boxes, individually or in groups;

[0074] B. Registration and identification is performed by a user through an HMI;

[0075] C. The data with the generated information is stored in a database of the interface module, on a server connected via cable or wireless network to the module, or on a cloud server;

[0076] D. Assets are identified by their weight using a weighing device located in the interface module;

[0077] E. The asset to be transported is weighed by the user, next to the weighing device, each time it is removed from or stored in its storage location.

[0078]

[0037] Alternatively, the interface module performs user and asset identification via a camera, performing facial recognition and verifying the configuration of the stored item using previously registered images. The camera may feature artificial intelligence that allows for automatic identification of the stored equipment.

[0079]

[0038] Alternatively, all assets may have an identification tag that is read by a reader attached to the interface module, and the tags and reader may use barcode identification technology, RFID / NFC technology or similar.

[0080]

[0039] Assets can be surgical instruments, which consist of any instrument used in medical surgeries, such as scalpels, scissors, forceps, and others.

[0081]

[0040] Alternatively, the asset control and tracking method can also be operated in the following steps:

[0082] Initially, an HMI (Human-Machine Interface) presents a user authentication process that grants access to either the administrator or standard user profile. Authentication can be performed through image recognition and / or a unique personal identifier (badge, QR code, barcode, RFID, email and password, or others). If no user is registered, the system is accessed through a system administrator account that allows its configuration and use.

[0083] - When an administrator user's authentication is identified, the system provides the user with two access options: (j) system configuration / administrator and (ji) standard user access.

[0084] - When the system is accessed in configuration / administrator mode ( / ), the user is given access to the system menus: registration menu, log menu and reports menu.

[0085] - In the system's registration menu, it is possible to manage the users who use the system; register the different sectors where the system is installed; manage network connections and other peripherals; configure defaults; and manage database connections. The system administrator area allows the user to configure the system's operational parameters. The registration menu provides the following forms: user registration; location registration; owner registration; and system configuration registration. The user registration defines the fields for personal and functional identification and user access profile; it is possible to add and delete system users, as well as modify already registered information. The location registration is used to register information related to the system's application, identifying the location of use, the person responsible for the location, and the permitted tasks for that location.The owner registration section contains the functional information of the system owner. The system configuration registration section allows for customizations to the system configuration based on the specific application required by the location, according to the owner's needs.

[0086] - Through the administrator profile, the log menu can also be accessed, where all actions performed in the system during operation are described. This log allows you to identify system records from user authentication to the entry and exit of materials, including registrations.

[0087] - In the reports menu, the administrator user can access system usage reports and customize the formats of the reports to be extracted. These include data for generating automated reports and specific reports for management and operational analysis.

[0088] - The standard system access contains the system functionalities related to asset (material) control. In the main menu, the user has access to different actions that can be performed in the system and, depending on the location settings, specific actions may be available. In the general area, the user can register a new material and insert it into the system's database. The new material registration section describes the information related to the material being registered. The smallest unit of material is an item that will be entered into the system in this option and will contain information such as weight, photo, description, owner, shelf life, model, code, and price. In the general area, it is also possible to enter and remove materials from the entry and exit menus.

Claims

MODIFIED CLAIMS Received by the International Secretariat on September 10, 2025 (10.09.2025) 1 - “ASSET CONTROL AND TRACKING SYSTEM” characterized by being constituted of at least one interface module (1) interconnected to an access module (2), a local server (3) and a cloud server (4), directly connected to an internet network that sends data between them; wherein the interface module (1) and the access module (2) communicate with the local server (3) via TCP / IP protocol, for local data storage in a MySQL database; wherein the interface module (1) comprises: - a processing device (11); - an HMI (12); - a camera (13) with artificial intelligence for asset identification; - a camera (14) with facial recognition for user authentication; - a load sensor (17) for weighing the assets; and - a database (18) that stores asset control information; and wherein the access module (2) comprises: - processing device (21); - a touchscreen monitor (22); - a camera (23) with facial recognition; and where each set or individual item is previously registered in the database (18) by measuring its weight with the load sensor (17) of the interface module (1); and where the user responsible for moving the items is identified by means of the camera (14), registering in the database (18) the information corresponding to the user, linked to the date of movement and the weight of the items or sets of items removed or inserted in the storage location, which is also measured by the load sensor (17). 2 - “ASSET CONTROL AND TRACKING SYSTEM”, according to any one of the claims 1, characterized by the interface module (1) MODIFIED SHEET (ARTICLE 19) also have a barcode, QR code, RFID / NFC reader (15) and label printer (16) for identification. 3 - “ASSET CONTROL AND TRACKING SYSTEM”, according to claim 1, characterized in that the access module (2) is composed of a barcode, QR code or RFID reader (24), and the module (2) communicates with the local server (3) via TCP / IP protocol for storing the data locally in a MySQL database. 4 - “ASSET CONTROL AND TRACKING SYSTEM”, according to claim 3, characterized in that the access module (2) has, to allow offline use of the module (2), an SQLite database (25) installed in the module (2), which replicates the local server database (3) and stores the asset control information while offline. 5 - “ASSET CONTROL AND TRACKING SYSTEM”, according to claim 1, characterized in that the local server (3) is composed of a set of hardware and software that includes a processing device (31), uninterruptible power supply (32) and redundancy devices (33), such as HDDs, power supplies and others, wherein the local server (3) allows managing the content generated by the interface modules (1) and access module (2) and communicating with the cloud (4), wherein the local server (3) stores the data from all connected devices / totems in a local SQL database. 6 - “ASSOCI CONTROL AND TRACKING METHOD”, implemented by the system defined in claim 1, characterized in that the method consists of: - The interface module is used to register users and assets for management, with assets being boxes containing products, either grouped or individually; - Registration and identification is performed by a user through an HMI (Human-Machine Interface); The data with the generated information is stored in a database of the interface module, on a server connected via cable or wireless network to the module, or on a cloud server. The instruments are identified by their weight using a device. MODIFIED SHEET (ARTICLE 19) weighing function existing in the interface module; The instrument to be transported is weighed by the user, next to the weighing device, every time it is removed or stored in its storage location. 7 - “ASSOCI CONTROL AND TRACKING METHOD”, according to claim 6, characterized by the interface module performing user and asset identification through cameras, performing facial recognition and verifying the configuration of the stored item, through previously registered images. 8 - “ASSOCIATION CONTROL AND TRACKING METHOD”, according to claim 7, characterized by the cameras having artificial intelligence that allows for the automatic identification of the stored equipment. 9 - “ASSOCIATION CONTROL AND TRACKING METHOD”, according to claim 6, characterized in that the assets have identification tags that are read by a reader attached to the interface module, with the tags and the reader having barcode, QR code or RFID / NFC identification technology. 10 - “ASSUME CONTROL AND TRACKING METHOD”, according to claim 6, characterized in that through the interface module the data with the generated information are stored in a database on a local server connected via cable or wireless network or in a database on a cloud server (4). MODIFIED SHEET (ARTICLE 19) [0001] DECLARATION ACCORDING TO ARTICLE 19(1) [0002]In accordance with article 19.1, a new set of claims is presented where the scope of the present invention is better defined. Claim 1 has been amended to group the features provided for in claims 2, 3 and 4, thus restricting the scope of the subject matter now claimed. This modification does not add new material to the object originally claimed.

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