Automatic Docketing via Standardized Filename Parsing
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Solution Overview
Problem
Current intellectual asset management systems face challenges in efficiently associating and managing large volumes of documentation with intellectual property assets, leading to time-consuming and error-prone processes, particularly during patent application prosecution where timely documentation and task assignment are critical.
Innovation Solution
A method and system for automatic docketing and file association, where files are linked to intellectual asset records based on predetermined file name formats containing reference identifiers, document dates, and document code references, enabling automated task and prosecution item creation.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Productivity
If manual association of documentation with intellectual property assets is used, then flexibility and control are maintained, but the process becomes time-consuming and error-prone
Solution Approach 1:
The system enables self-service automation by having files automatically associate themselves with intellectual property assets through standardized filename conventions. The docketing system extracts identification information from filenames and automatically creates associations without human intervention, making the system self-servicing and eliminating manual errors.
Solution Approach 2:
The invention changes the parameter of file naming from arbitrary to standardized format containing specific fields (IP asset identifier, document type code, date). This parameter change in filename structure enables automated parsing and association, transforming the association process from manual to automatic while maintaining reliability through consistent data extraction.
2Productivity
If automated file association based on filename parsing is implemented, then productivity and accuracy are improved, but system complexity increases
Solution Approach 1:
The filename is segmented into distinct fields (IP asset identifier, document type code, date) separated by delimiters. This segmentation allows the system to parse and process each field independently, simplifying the automation logic while maintaining high productivity through structured data extraction.
Solution Approach 2:
The standardized filename convention serves multiple functions: it identifies the IP asset, categorizes the document type, records the creation date, and enables automated association all within a single filename string. This multi-functionality reduces system complexity by consolidating multiple data capture functions into one mechanism.
3Loss of information
If comprehensive documentation is maintained for each intellectual property asset, then complete tracking is achieved, but time management and error reduction become challenging
Solution Approach 1:
The system performs preliminary action by automatically creating the association between files and IP assets at the moment of file upload or processing, rather than requiring subsequent manual linking. The docketing system proactively extracts identification information and establishes connections before users need to access the documentation, eliminating future time expenditure on association tasks.
Solution Approach 2:
The system provides feedback through automated confirmation that files have been successfully associated with the correct IP assets. The standardized filename parsing provides immediate feedback on whether a file can be automatically docketed, and the system can notify users of successful associations or request corrections for non-compliant filenames, reducing errors through real-time validation.
Data Source
AI summary
One embodiment of the invention includes a method of associating a file with an intellectual asset record. The method includes reading information such as the file name and metadata pertaining to a file. The file name has a predetermined format made up of fields. The fields in the file name and the metadata are extracted. Based upon the fields, the file is linked to intellectual asset record. The intellectual asset record includes a set of related data organized into meaningful units pertaining to an intellectual asset.