Method and system to access to electronic business documents
View Patent ↗A method for storing, organizing and providing remote electronic access to documents. A coversheet including a standard set of identification data characterizing each document is developed and stored. A digital version of each document is created and stored by scanning each contract. Each digital version includes a scanned image and a searchable text file, wherein the text is overlaid with the image. An index of bookmarks identifying sections of the digital version of each document is generated. Selected fields of information are captured from the digital version of the document. The documents are organized and cross-referenced in a database that includes the captured information and additional information related to each document. Designated parties are alerted of critical dates associated with each document. Remote electronic access to the documents is provided over the internet.
1. A method in a computing system for controlling access to document records and document summary pages associated with digital versions of paper contracts associated with a corporate entity, the method comprising:
maintaining, by a computing system, an organization-specific database having corporate entities and authorized users;
receiving, by the computing system, scanned images of paper contracts;
processing, by the computing system, each scanned image of a paper contract to generate a searchable text file corresponding to text contained in the scanned image;
using the organization-specific database, generating, by the computing system, a graphical interface allowing for the selection of a corporate entity and an authorized user from a plurality of presented corporate entities and authorized users;
receiving, by the computing system, an indication of at least one corporate entity and at least one authorized user associated with each paper contract;
generating, by the computing system, a document record for each paper contract, the document record associating the scanned image of a paper contract with the searchable text file associated with the scanned image of the paper contract, the indication of the at least one corporate entity and at least one authorized user associated with the paper contract;
generating, by the computing system, a document summary page for each paper contract having fields populated with summarized terms of the paper contract;
setting, by the computing system, an access level associated with each paper contract; and
limiting, by the computing system, the access of the at least one authorized user to information associated with a document record and to a document summary page based on the access level of the corresponding paper contract.
2. The method of claim 1 , wherein the indication of at least one corporate entity and at least one authorized user are received via a document profile form.
3. The method of claim 1 , wherein the organization-specific database further has departments and the graphical interface allows for the selection of a department, further comprising:
receiving an indication of at least one department associated with each paper contract, wherein the document record further associates the at least one department with the corresponding scanned image of the paper contract.
4. The method of claim 1 , wherein the organization-specific database further has contract types and the graphical interface allows for the selection of a contract type, further comprising:
receiving an indication of at least one contract type associated with each paper contract, wherein the document record further associates the at least one contract type with the corresponding scanned image of the paper contract.
5. The method of claim 1 , wherein the organization-specific database further has site types and the graphical interface allows for the selection of a site type, further comprising:
receiving an indication of at least one site type associated with each paper contract, wherein the document record further associates the at least one site type with the corresponding scanned image of the paper contract.
6. The method of claim 1 , wherein limiting the access of the at least one authorized user comprises limiting an authorized user's ability to edit information associated with a document record.
7. The method of claim 1 , wherein limiting the access of the at least one authorized user comprises limiting an authorized user's ability to print information associated with a document record.
8. The method of claim 1 , wherein limiting the access of the at least one authorized user comprises limiting an authorized user's ability to download information associated with a document record.
9. The method of claim 1 , wherein limiting the access of the at least one authorized user comprises limiting an authorized user's ability to delete information associated with a document record.
10. The method of claim 1 , wherein the access level associated with each paper contract is set for each of a plurality of authorized users.
11. The method of claim 10 , further comprising:
verifying a name and a password for an authorized user; and
permitting the authorized user to access information associated with a document record in accordance with the access level set for that authorized user.
12. The method of claim 1 , further comprising enabling an authorized user to search for paper contracts associated with a particular corporate entity.
13. The method of claim 1 , further comprising generating a graphical interface that allows an authorized user to select a corporate entity in order to access scanned images of paper contracts associated with the selected corporate entity.
14. A system for controlling access to information pertaining to a digital version of a paper contract associated with a corporate entity, the system comprising:
a processor operable to execute computer program instructions; and
a memory operable to store computer program instructions executable by the processor, for performing the steps of:
maintaining an organization-specific database having corporate entities and authorized users;
receiving scanned images of paper contracts;
processing each scanned image of a paper contract to generate a searchable text file corresponding to text contained in the scanned image;
using the organization-specific database, generating a graphical interface allowing for the selection of a corporate entity and an authorized user from a plurality of presented corporate entities and authorized users;
receiving an indication of at least one corporate entity and at least one authorized user associated with each paper contract;
generating a document record for each paper contract, the document record associating the scanned image of a paper contract with the searchable text file associated with the scanned image of the paper contract and the indication of the at least one corporate entity and at least one authorized user associated with the paper contract;
generating a document summary page for each paper contract having fields populated with summarized terms of the paper contract;
setting an access level associated with each paper contract;
limiting the access of the at least one authorized user to information associated with a document record and to a document summary page based on the access level of the corresponding paper contract.
15. The system of claim 14 , wherein the indication of at least one corporate entity and at least one authorized user are received via a document profile form.
16. The system of claim 14 , wherein the organization-specific database further has departments and the graphical interface allows for the selection of a department, further comprising:
receiving an indication of at least one department associated with each paper contract, wherein the document record further associates the at least one department with the corresponding scanned image of the paper contract.
17. The system of claim 14 , wherein the organization-specific database further has contract types and the graphical interface allows for the selection of a contract type, further comprising:
receiving an indication of at least one contract type associated with each paper contract, wherein the document record further associates the at least one contract type with the corresponding scanned image of the paper contract.
18. The system of claim 14 , wherein the organization-specific database further has site types and the graphical interface allows for the selection of a site type, further comprising:
receiving an indication of at least one site type associated with each paper contract, wherein the document record further associates the at least one site type with the corresponding scanned image of the paper contract.
19. The system of claim 14 , wherein limiting the access of the at least one authorized user comprises limiting an authorized user's ability to edit information associated with a document record.
20. The system of claim 14 , wherein limiting the access of the at least one authorized user comprises limiting an authorized user's ability to print information associated with a document record.
21. The system of claim 14 , wherein limiting the access of the at least one authorized user comprises limiting an authorized user's ability to download information associated with a document record.
22. The system of claim 14 , wherein limiting the access of the at least one authorized user comprises limiting an authorized user's ability to delete information associated with a document record.
23. The system of claim 14 , wherein the access level associated with each paper contract is set for each of a plurality of authorized users.
24. The system of claim 23 , further comprising:
verifying a name and a password for an authorized user; and
permitting the authorized user to access information associated with a document record in accordance with the access level set for that authorized user.
25. The system of claim 14 , further comprising enabling an authorized user to search for paper contracts associated with a particular corporate entity.
26. The system of claim 14 , further comprising generating a graphical interface that allows an authorized user to select a corporate entity in order to access scanned images of paper contracts associated with the selected corporate entity.
27. A non-transitory computer-readable storage medium containing instructions for execution on a computer to control access to a document record and a document summary associated with a digital version of a paper contract associated with a corporate entity, by:
maintaining an organization-specific database having corporate entities and authorized users;
receiving scanned images of paper contracts;
processing each scanned image of a paper contract to generate a searchable text file corresponding to text contained in the scanned image;
using the organization-specific database, generating a graphical interface allowing for the selection of a corporate entity and an authorized user from a plurality of presented corporate entities and authorized users;
receiving an indication of at least one corporate entity and at least one authorized user associated with each paper contract;
generating a document record for each paper contract, the document record associating the scanned image of a paper contract with the searchable text file associated with the scanned image of the paper contract and the indication of the at least one corporate entity and at least one authorized user associated with the paper contract;
generating a document summary page for each paper contract having fields populated with summarized terms of the paper contract;
setting an access level associated with each paper contract; and
limiting the access of the at least one authorized user to information associated with a document record and to a document summary page based on the access level of the corresponding paper contract.
28. The non-transitory computer-readable storage medium of claim 27 , wherein the indication of at least one corporate entity and at least one authorized user are received via a document profile form.
29. The non-transitory computer-readable storage medium of claim 27 , wherein the organization-specific database further has departments and the graphical interface allows for the selection of a department, further comprising:
receiving an indication of at least one department associated with each paper contract, wherein the document record further associates the at least one department with the corresponding scanned image of the paper contract.
30. The non-transitory computer-readable storage medium of claim 27 , wherein the organization-specific database further has contract types and the graphical interface allows for the selection of a contract type, further comprising:
receiving an indication of at least one contract type associated with each paper contract, wherein the document record further associates the at least one contract type with the corresponding scanned image of the paper contract.
31. The non-transitory computer-readable storage medium of claim 27 , wherein the organization-specific database further has site types and the graphical interface allows for the selection of a site type, further comprising:
receiving an indication of at least one site type associated with each paper contract, wherein the document record further associates the at least one site type with the corresponding scanned image of the paper contract.
32. The non-transitory computer-readable storage medium of claim 27 , wherein limiting the access of the at least one authorized user comprises limiting an authorized user's ability to edit information associated with a document record.
33. The non-transitory computer-readable storage medium of claim 27 , wherein limiting the access of the at least one authorized user comprises limiting an authorized user's ability to print information associated with a document record.
34. The non-transitory computer-readable storage medium of claim 27 , wherein limiting the access of the at least one authorized user comprises limiting an authorized user's ability to download information associated with a document record.
35. The non-transitory computer-readable storage medium of claim 27 , wherein limiting the access of the at least one authorized user comprises limiting an authorized user's ability to delete information associated with a document record.
36. The non-transitory computer-readable storage medium of claim 27 , wherein the access level associated with each paper contract is set for each of a plurality of authorized users.
37. The non-transitory computer-readable storage medium of claim 36 , further comprising:
verifying a name and a password for an authorized user; and
permitting the authorized user to access information associated with a document record in accordance with the access level set for that authorized user.
38. The non-transitory computer-readable storage medium of claim 27 , further comprising enabling an authorized user to search for paper contracts associated with a particular corporate entity.
39. The non-transitory computer-readable storage medium of claim 27 , further comprising generating a graphical interface that allows an authorized user to select a corporate entity in order to access scanned images of paper contracts associated with the selected corporate entity.