System and method for controlling the storage and destruction of documents
View Patent ↗This invention relates to a method and system that only destroys documents that a party wants destroyed. The system also maintains a record of destroyed documents and saved documents. The foregoing may be accomplished by: placing information directly on a document that uniquely identifies the document; placing information in a database that uniquely identifies the document in which information was placed, and the date, if any, in which the document is scheduled to be destroyed; scanning the placed information on documents that are going to be destroyed; attempting to destroy the document; and checking in the database to determine whether or not the document should be destroyed, whereby if the database indicates the document should be destroyed, the document is destroyed, and if the database indicates that the document should not be destroyed, the document is not destroyed.
1. A system for managing documents, said system comprising:
(a) a paper document having a unique code affixed thereto that uniquely identifies the document;
(b) a database that stores the code and a date, if any, in which the document is scheduled to be destroyed;
(c) a scanner that reads the code affixed to the document;
(d) a buffer that holds the document;
(e) a computer that checksthe database to determine whether or not the document should be destroyed, while the document is in the buffer enters, whereby if the database indicates the document should be destroyed, the document is transferred from the buffer to a shredder for destruction and if the database indicates that the document should not be destroyed, the document is transferred from the buffer to a tray.
2. The system claimed in claim 1 , wherein the unique code is selected from the group consisting of: alphanumeric characters, a bar code, a two dimensional bar code, glyphs, and an Anoto pattern.
3. The system claimed in claim 1 , wherein the unique code is affixed to a label that is affixed to the document.
4. The system claimed in claim 1 , wherein the unique code is printed with an ink selected from the group consisting of: an invisible ink and black fluorescent ink.
5. The system claimed in claim 1 , further comprising:
means for changing the information in the database that indicates the date which the document is scheduled to be destroyed.
6. The system claimed in claim 1 , further comprising:
means for displaying the information in the database.
7. The system claimed in claim 6 , wherein said displaying means is a computer display.
8. The system claimed in claim 1 , wherein the database indicates the date that the document should be destroyed.
9. The system claimed in claim 1 , wherein the database indicates the occurrence of an event that will trigger the shredding of the document.