Records management system and method with excerpts
A records management system and method that permits paper records to be tagged, stored and retrieved according to user criteria. The system includes a scanning module, a central server, one or more user workstations and an optical character recognition server. After scanning, the records may then be serialized and categorized by project, and then supplemented automatically by the system with a hypertext data file. The system provides for the manual input of additional hypertext data and merger of the hypertext data file with other records in the project. The end user may then search and/or filter records according to information contained in the hypertext data file. Output from the system may include summary excerpts whereby summaries for data contained in select pages of each document in a project are associated with at least dates, page numbers, and providers for the data.
1. A records management system, comprising:
a location designation module configured to designate an electronic storage location for each representation of a page of a document;
a data module configured to create an electronic data file that corresponds to the each representation of a page, wherein the electronic data file relates the each representation of the page to the document within a project, and wherein the electronic data file includes the electronic storage location for the each representation of a page;
a server configured to receive input of additional data for the electronic data file, the additional data including a category for the each representation of a page and a date for the each representation of a page;
a supplementation module configured to supplement the electronic data file with the additional data for the electronic data file;
a merging module configured to merge the each representation of a page with a corresponding electronic data file for the each said representation of a page such that the each representation of a page and the corresponding electronic data file are accessible from a single electronic project file; and
a summary excerpt of at least one each representation of a page.
2. The system of claim 1 , further comprising:
a description module configured to create a description of the each representation of a page.
3. The system of claim 1 , further comprising:
a serialization module configured to create a unique identification code for the each representation of a page.
4. The system of claim 1 ,
wherein the server is configured to receive and store the one or more electronic files that represent each page of each document in a project.
5. The system of claim 1 , further comprising:
a scanning module configured to scan each page of each document in a project;
an image file creation module, the image file creation module configured to create image files from scanned pages; and
wherein the server is coupled to the scanning module, the server being further configured to receive the image files.
6. The system of claim 1 ,
wherein the summary excerpt of at least one each representation of a page includes a summary of a plurality of the each representation of a page from a plurality of documents.
7. The system of claim 1 ,
wherein the summary excerpt of at least one each representation of a page includes a page number associated with the at least one each representation of a page.
8. The system of claim 1 , further comprising:
a viewer application configured to permit electronic sorting and display of the each representation of a page and the corresponding electronic data file, and
wherein the electronic sorting is based on user selection of a data field in the electronic data file.
9. The system of claim 8 , wherein the viewer application is further configured to receive input of user edits for at least one of the each representation of a page, and supplement the electronic data file with the user edits.
10. The system of claim 8 , wherein the viewer application is further configured to permit user input of a search query and display search results when there is a match between data in the electronic data file and the search query.
11. A records management method, comprising the steps of:
designating an electronic storage location for an electronic file of each representation of a page of a document;
creating an electronic data file, by utilizing a processor that executes instructions stored in memory, that corresponds to the each representation of a page, wherein the electronic data file relates the each representation of a page to the document within a project, wherein the electronic data file includes the electronic storage location for the each representation of a page;
receiving input of additional data for the electronic data file, wherein the additional data includes a category for the each representation of a page and a date for each the representation of a page;
supplementing the electronic data file with the additional data;
merging the each representation of a page with a corresponding electronic data file for the each representation of a page such that the each representation of a page and the corresponding electronic data file are accessible from a single electronic project file; and
providing a summary excerpt of at least one each representation of a page.
12. The method of claim 11 , further comprising the step of:
creating a description of the each representation of a page; and
wherein the electronic data file includes the description of the each representation of a page.
13. The method of claim 11 , further comprising the step of:
creating a unique identification code for the each representation of a page; and
wherein the electronic data file includes the unique identification code for each representation of a page.
14. The method of claim 11 , further comprising the steps of:
storing the merged the each representation of a page and the corresponding electronic data file; and
in response to user selection of a data type in the electronic data file, filtering the each representation of a page according to the data type.
15. The method of claim 11 , further comprising the step of:
scanning each page of each document in a project
to create electronic image files.
16. The method of claim 11 ,
wherein the summary excerpt of at least one each representation of a page includes a summary of a plurality of the each representation of a page from a plurality of documents.
17. The method of claim 11 ,
wherein the summary of at least one each representation of a page includes a page number associated with the at least one each representation of a page.
18. The method of claim 11 , further comprising the step of:
in response to user input of a search query, providing search results when there is a match between data in the electronic data file and the search query.
19. The method of claim 11 , wherein the additional data includes an author for each the representation of a page.
20. The method of claim 11 , further comprising the step of:
receiving input of a user edit for the each representation of a page; and
supplementing the electronic data file with the user edit.