Postmark Insertion in Print Stream for Document Tracking
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Solution Overview
Problem
There is no effective way to manage printed documents in relation to their electronic counterparts, as existing systems lack the ability to track, identify, and manage printed documents that have been printed from a document management system, making it difficult to determine their current status, locate corresponding electronic documents, or decide when they can be shredded.
Innovation Solution
A printed document manager system that generates a graphical 'postmark' symbol and inserts it into the print stream, allowing the printed document to be logged with metadata, enabling tracking, filing, and determining the document's current status and suitability for shredding.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Productivity
If a document management system is implemented to convert paper documents to electronic form, then electronic document handling efficiency is improved, but the ability to track and manage printed hard copies is lost
Solution Approach 1:
The system performs preliminary actions by inserting a postmark into the print stream before the document is physically printed. This postmark contains unique identification data that enables subsequent tracking of the printed document throughout its lifecycle, establishing a connection between the electronic document and its physical copy before the printing occurs.
Solution Approach 2:
The postmark acts as an intermediary element that bridges the electronic document management system and the physical printed document. It carries identification information that allows the system to track, locate, and manage the printed document without requiring direct integration with the printing hardware or physical document handling processes.
2Ease of operation
If printed documents are managed without a tracking system, then printing operations are simple and fast, but the ability to locate corresponding electronic documents and determine shredding eligibility is lost
Solution Approach 1:
The system extracts only the essential tracking information (postmark with unique identifier) from the complex document management process and embeds it directly into the print stream. This allows the printing operation to remain simple while enabling subsequent detection and measurement of document status through the contained identification data.
Solution Approach 2:
The printed document itself carries the tracking information through the postmark, enabling it to be self-identifying. When scanned or detected, the postmark automatically provides the necessary information to locate the electronic document and determine its status, eliminating the need for external tracking infrastructure.
3Reliability
If a postmark is dynamically inserted into the print stream, then printed document tracking capability is improved, but the complexity of the printing system increases
Solution Approach 1:
The postmark serves multiple functions simultaneously: it acts as a visual design element, a unique identifier, a tracking marker, and a link to the electronic document system. This multi-functionality reduces the need for separate tracking mechanisms and minimizes overall system complexity while improving tracking reliability.
Solution Approach 2:
The system changes the parameters of the print stream by inserting additional data (the postmark) that contains tracking information. This parameter change enables reliable tracking without requiring fundamental changes to the printing hardware or infrastructure, maintaining compatibility with existing systems.
4Reliability
If all printed documents are tracked and logged, then document control and security are improved, but the time and resources required for document management increase
Solution Approach 1:
The system replaces manual document tracking and management processes with an automated electronic system that uses the postmark identifier to locate and manage documents. This substitution eliminates the need for physical tracking, manual logging, and human intervention in document lifecycle management, reducing time and resource requirements while improving control reliability.
Data Source
AI summary
A printed document manager manages printed documents and is separate from Document Management Systems (DMSs) that manage electronic soft copy documents. One or more DMSs are registered with a postmark server. A client computing device executes a postmark client, detects a print event for a specified document, and queries a postmark server to determine whether the print event for the specified document should include a graphical postmark. In response, the postmark server queries one or more of the registered DMSs to determine whether the specified document matches a document in any of the repositories of the registered DMS(s). When the specified document to be printed matches a document in a registered DMS, the postmark server authorizes the postmark client to add the graphical postmark in a print stream corresponding to the print event for the specified document.