SaaS Document Management System Asynchronous Processing
Find Innovative SolutionsGenerate Solutions
Solution Overview
Problem
Proprietary document management systems require significant local resources for maintenance, updates, and administration, which can be a burden for many businesses, whereas conventional systems necessitate synchronous document uploading with supplemental information, limiting flexibility.
Innovation Solution
A software-as-a-service (SaaS) digital document management system (DDMS) operates remotely, allowing asynchronous document submission with supplemental information entered post-submission, utilizing optical character recognition (OCR) for information extraction, and integrating with a web-based portal for storage and destination routing, including options for archiving or mail-on-demand services.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Reliability
If a proprietary document management system is implemented locally, then document management functionality is achieved, but resource requirements and maintenance burden increase significantly
Solution Approach 1:
The patent introduces a remote server as an intermediary between users and document management functions. The server hosts the document management system remotely, allowing users to access document management capabilities without maintaining local infrastructure. The server acts as a mediator that handles document storage, processing, and retrieval, eliminating the need for complex local systems while maintaining full functionality.
2Loss of information
If synchronous document uploading with supplemental information is required, then document information completeness is ensured, but processing time and user convenience deteriorate
Solution Approach 1:
The patent implements preliminary document upload without requiring supplemental information at upload time. Documents are uploaded first to the system, and supplemental information (such as metadata, categorization, or additional details) is collected and associated with the documents in subsequent steps. This allows the document processing to begin immediately while information completeness is achieved through follow-up actions.
3Measurement precision
If synchronous document processing is used, then document information accuracy is maintained, but system flexibility and user productivity decrease
Solution Approach 1:
The patent transitions from static synchronous processing to dynamic asynchronous processing. Documents are processed in the background after upload, allowing users to continue working without waiting for processing completion. The system dynamically manages document processing states, enabling users to upload multiple documents efficiently while maintaining information accuracy through subsequent validation and processing steps.
Applied Scientific Principles
This section explains which scientific principles are used to turn an abstract innovation direction into a practical engineering solution.
Function Achieved in This Case
The SaaS DDMS reduces resource requirements, enhances flexibility by allowing asynchronous document processing, and provides efficient document management with searchable archives and mail services, catering to diverse business needs without the need for extensive local infrastructure.
Implementation Method 1
Information from the digital document is extracted using, for example, optical character recognition ('OCR')
Data Source
AI summary
Embodiments of the invention relate to a software-as-a-service (“SaaS”) digital document management system (“DDMS”). The DDMS is located remotely from an office building or other place of business on a remote server. The server is connected to one or more databases for storing digital documents or information extracted from the digital documents. A user populates the DDMS by sending digital documents to the server using a computer, an email-enabled scanner, or the like. When a digital document is received at the server, the document is routed to a customer pending queue, information from the digital document is extracted, the digital document is stored in a directory, and the extracted information is stored in a relational database. The extracted information is supplemented or corrected as necessary using a web portal which allows a user to access the digital document and the extracted information. The digital document and the extracted information are then sent to a first destination such as an archive or mail-on-demand (e.g., a mail and print service).