Postmark-Based Printed Document Tracking System
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Solution Overview
Problem
There is no effective way to track, manage, or confidently shred printed documents that have been printed from a document management system, as existing methods lack the ability to identify and log printed documents, leading to inefficiencies in document management and retention.
Innovation Solution
A printed document manager is introduced that generates a graphical 'postmark' symbol during printing, which is logged with metadata, allowing for the tracking of printed documents, determining their current status, locating corresponding electronic documents, automatically filing hand-notated versions, and deciding on document shredding.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Productivity
If a document management system converts all incoming paper documents to electronic form, then electronic document management efficiency is improved, but the ability to track and manage printed hard copies is lost
Solution Approach 1:
The system performs preliminary actions by embedding a unique identifier (postmark) into the print stream before the document is physically printed. This identifier is then registered in the printed document store, establishing tracking capability before the printed document enters circulation. This preliminary tagging enables subsequent tracking, retrieval, and management of the printed document throughout its lifecycle.
Solution Approach 2:
The postmark serves as an intermediary element that bridges the electronic document management system and the physical printed document. It contains encoded information that links the printed document back to its electronic source and tracking record, enabling the system to manage and track physical copies without requiring direct electronic connectivity to the printed document itself.
2Reliability
If printed documents are tracked using metadata and postmarks, then document tracking capability is improved, but system complexity increases
Solution Approach 1:
The postmark structure is designed to be multi-functional, serving as both a visual indicator on the printed document and an encoded data carrier. The same postmark element provides identification, tracking, and linkage to electronic records, eliminating the need for separate tracking mechanisms and reducing overall system complexity despite enhanced functionality.
Solution Approach 2:
The system creates a digital copy or representation of the printed document's identification information by embedding it in the postmark and registering it in the printed document store. This copying approach allows the system to track and manage printed documents without requiring complex physical monitoring infrastructure, as the tracking information is replicated in electronic form.
3Reliability
If all printed documents are tracked and stored, then document control is improved, but storage requirements and processing time increase
Solution Approach 1:
The system extracts only the essential tracking information (postmark identifier and associated metadata) from the complete printed document and stores it in the printed document store. The full document content is not duplicated, only the identification and control-relevant metadata are stored, significantly reducing storage requirements and processing time while maintaining document control capability.
Solution Approach 2:
The system performs partial action by tracking and storing only the necessary identification and metadata information rather than complete copies of all printed documents. This selective approach provides sufficient document control for tracking and management purposes without the overhead of storing and processing entire document contents, reducing time and resource consumption.
Data Source
AI summary
A printed document manager manages printed documents associated with respective electronic documents. When a document is printed, a graphical symbol referred to as a “postmark” is generated and inserted into the print stream so the postmark is printed on the hard copy of the document. The printed document is logged in a printed document store along with metadata associated with the printed document. The postmark on the printed document can be used for one or more purposes, such as to determine whether the printed document is current, to locate the corresponding print image in the printed document store, to locate the corresponding electronic document in the document management system, to automatically file a hand-notated version of the printed document, and to determine whether the printed document can be shredded after use. The printed document manager thus provides a way to effectively manage printed documents.