Audio Recording Management in Electronic File Systems

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Solution Overview

Problem

Conventional electronic file management systems lack the ability to associate electronic documents with events in a logical manner, making it difficult to manage complex events and maintain cross-references between documents, especially as files grow in size and complexity, and they do not easily integrate audio recordings with event-related files.

Innovation Solution

An electronic file management system that allows for the integration of audio recordings by accessing a recording application within the workflow, automatically associating the recordings with event components, and centrally storing and managing them, while providing access control to preserve the original recording.

Engineering Contradictions & Design Principles

VSEngineering Contradiction Analysis

1Reliability

If paper files are used to track and manage events, then security and long-term storage capability are improved, but ease of sharing and accessibility for multiple users are worsened

Engineering Contradiction:

Improvesecurity and long-term storageVSAvoidease of sharing and accessibility

Core Design Contradiction:

ReliabilityVSEase of operation

Solution Approach 1:

The system creates electronic copies of paper files and stores them in a centralized digital repository, allowing multiple users to access identical copies simultaneously without compromising the original security or creating additional physical copies

Inventive Principle:

Principle #26Copying

Solution Approach 2:

The patent replaces the mechanical paper-based file system with an electronic digital system, substituting physical file sharing and manual organization with electronic access and automated management capabilities

Inventive Principle:

Principle #28Mechanics substitution (Replace mechanical system)

2Ease of operation

If paper files are separated into several files to manage complex events, then organization is improved, but the likelihood of parts becoming lost increases

Engineering Contradiction:

ImproveorganizationVSAvoidcompleteness of file

Core Design Contradiction:

Ease of operationVSReliability

Solution Approach 1:

The system merges multiple related electronic files into a single integrated digital file or linked file structure, ensuring that all components of complex events are contained together and cannot be separated or lost

Inventive Principle:

Principle #5Merging (Combining)

3Reliability

If an unaltered copy of a document is stored along with the altered version, then the ability to access original documents is improved, but the size of the file increases

Engineering Contradiction:

Improveaccess to original documentsVSAvoidfile size

Core Design Contradiction:

ReliabilityVSQuantity of substance

Solution Approach 1:

The system creates and stores electronic copies of original documents in digital format, allowing multiple versions to be stored with minimal space consumption compared to physical documents

Inventive Principle:

Principle #26Copying

Solution Approach 2:

The electronic file system serves multiple functions simultaneously: storing original documents, creating copies, maintaining version control, and enabling easy retrieval, replacing the need for separate physical storage of multiple document versions

Inventive Principle:

Principle #6Universality (Multi-functionality)

4Measurement precision

If manual cross-references are maintained between documents and event components, then accuracy of references is improved, but the effort and time required increases significantly

Engineering Contradiction:

Improveaccuracy of cross-referencesVSAvoidtime to maintain accuracy

Core Design Contradiction:

Measurement precisionVSLoss of time

Solution Approach 1:

The system automatically generates and maintains cross-references between documents and event components using electronic metadata and hyperlinked structures, eliminating the need for manual updating while maintaining high accuracy

Inventive Principle:

Principle #25Self-service

5Ease of operation

If conventional electronic file systems are used to store documents, then ease of access is improved, but the ability to logically associate documents with events and maintain cross-references is worsened

Engineering Contradiction:

Improveease of accessVSAvoidlogical organization and cross-referencing

Core Design Contradiction:

Ease of operationVSDevice complexity

Solution Approach 1:

The system adds a new organizational dimension by implementing an event-based hierarchical structure with metadata tags and hyperlinked cross-references, allowing documents to be organized both by traditional filing and by their logical relationships to events and components

Inventive Principle:

Principle #17Another dimension (Dimensionality change)

Data Source

PatentUS9760839B1Electronic recording statement management

Publication Date: 2017.09.12 UNITED SERVICES AUTOMOBILE ASSOCIATION (USAA)

AI summary

An audio recording is created and is automatically associated with metadata related to a component of an event. A hierarchical data structure comprising structural elements associated with components of the event is accessed via a user interface of an electronic file management system. The user interface facilitates the initiation of an audio recording and the selection of metadata associated with a selected element of the hierarchy for automatic association with an audio recording. Access to the audio recording file may be limited to processes that will not modify the original audio file. User interfaces facilitate playing, emailing, copying, and requesting a transcript of the audio file.