Postmark Registry for Printed Document Tracking
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Solution Overview
Problem
There is no known method to effectively manage printed documents and their relationship to their electronic counterparts, as existing document management systems struggle to track, identify, and manage printed documents once they are printed from a document management system.
Innovation Solution
A printed document manager is introduced, which registers documents in a postmark registry, generates a graphical 'postmark' for printed documents, and logs them with metadata, allowing for tracking, shredding, and automatic filing, and enabling comparison with electronic documents.
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 creates a digital copy of the print verification data by capturing an image of the printed document with a mobile device and storing it in the cloud, allowing electronic tracking of physical documents without interfering with the printing process
Solution Approach 2:
A mobile device acts as an intermediary between the printed document and the document management system, capturing verification data and transmitting it electronically to bridge the gap between physical and digital document management
2Reliability
If employees are required to return all printed documents for tracking, then document control is improved, but employee productivity and convenience deteriorate
Solution Approach 1:
The system enables employees to self-verify printed documents using their own mobile devices without requiring manual collection or processing by document management personnel, making the tracking process automatic and convenient
Solution Approach 2:
The manual mechanical process of collecting and physically tracking printed documents is replaced with an automated electronic system using mobile device cameras and cloud storage to capture and transmit document verification data
3Ease of operation
If printed documents are not tracked, then employee convenience is maintained, but document security and compliance are compromised
Solution Approach 1:
The system creates a digital copy of the print verification data through mobile device capture and cloud storage, enabling electronic tracking and security monitoring without requiring physical document retrieval or interfering with employee access
Data Source
AI summary
A printed document manager manages printed documents and is separate from a Document Management System (DMS) that manages electronic soft copy documents also known as source documents. Documents in a DMS repository are registered in a postmark registry by a registration agent. When a document that is registered in the postmark registry 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 can be shredded after use and to determine whether the printed document is current.