US20070181736A1 - Method and apparatus for remote filing and recordation of documents - Google Patents

Abstract

A document filing method and system is disclosed in which is utilized a user interface display connected to a server in a electronic communication with at least one remote compute engine having URL capability, the server being adapted to receive and display an electronic copy of a document being submitted from a remote location for filing with the user of the server. An electronic stamping apparatus is also used, which is adapted to impart an electronic stamp on the submitted document responsive to a user input through the user interface; authenticating the filer using an electronic signature and/or digital certificate that is issued after establishing the chain of trust. The filer can also be authenticated if he files the document using a fax machine by an intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number. An authentication server is used with the ability to create digital certificate that is issued after establishing the chain of trust and/or prints an intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number. An archival storage server with the ability to store electronically stamped documents and digital certificate. A fax machine with the ability to fax documents to fax server and the fax server with ability to generate intelligent barcode and read intelligent barcode and generate documents in electronic format that are faxed from fax machine and generate data similar to electronic data envelope after reading the intelligent barcode. The electronic stamping apparatus can also authenticate the accepting or denying agent representing the responsible agency using an electronic signature and/or digital certificate that is issued after establishing the chain of trust. A database in electronic communication with the server and the user interface is adapted to store the document after the electronic stamp is imparted to the document; and an electronic communication device is adapted to transmit an electronic copy of the document having the electronic stamp imparted to the electronic copy of the document, to the submitter of the document for filing. The receiver can securely verify by connecting to the archived document repository that the document received is a true copy of the original document stored in the archived document repository. The system can provide for an electronic fee payment mechanism adapted to charge the submitter of the document a fee for the acceptance of the filing of the document. A security mechanism includes limiting the software for imparting the electronic stamp to the electronic copy of the document being filed to running on the server only, without upload to any other compute engine, and limiting access to the server to at least one authorized user uniquely identified to the server prior to the use of the electronic stamp. Authenticity of the electronic stamp can be assured by storing the document in a form that prevents further modification and/or with access limited to purposes other than making any further changes to the image constituting the stored form of the document. Authenticity of the filer can be assured by using electronic signature and/or digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer and storing the document along with digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer, in a form that prevents further modification and/or with access limited to purposes other than making any further changes to the image constituting the stored form of the document. In addition, the document may be transmitted to the submitter of the document for filing in such a non-modifiable form. An agency in need of verifying the authenticity of a printed document to receive an official copy of the document that will be automatically faxed back from the authenticating agency. The verifying agency will fax three barcodes to the authenticating fax server. First barcode will be the barcode printed on the document that the agency wants to validate. Second barcode uniquely identifies the agent or agency requesting the validation. Third barcode outlines the fax number of the agency where the fax server will automatically fax the validated document.

Description

BACKGROUND OF THE INVENTION
• Electronic commerce has created the potential for converting conventional buying into a web-based electronic buying process. The cashier's counter has been changed into an electronic shopping cart and electronic payment system. However, there are situations where the payment is for other than goods, e.g., for the filing, recordation permitting, registration or the like of certain types of documents. In such cases, the cashier's counter serves more than simply to link payment to the contents of a virtual shopping cart. The content of the documents involved may have an impact on the completion of the transaction in a certain fashion, e.g., local; state and federal laws and/or rules associated with the proper completion of the document. These transactions also require a means of authenticating the filer's identity as well as authenticating the person who is accepting or denying the application on behalf of agency responsible for accepting or denying the application.
• In addition, certain transactions requiring privacy and accountability related to healthcare and financial information require recordation using stamps as well as informing both parties and authenticating each party.
• Also transactions requiring transfer of confidential and government authorized documents from a government agency requiring seal of the city, county, state or federal official along with the signature of the official to another department that needs to verify the authenticity of document as well as sender.
• There exists a need to accomplish this type of transaction electronically utilizing Web-based remote access technologies or a fax machine and to record, permanently memorialize, and communicate the results of the prospective transaction, i.e., was it completed or unsuccessful.
SUMMARY OF THE INVENTION
• A document filing method and system is disclosed in which is utilized a user interface display connected to a server is electronic communication with at least one remote compute engine having URL capability, the server being adapted to receive and display an electronic copy of a document being submitted from a remote location for filing with the user of the server; an electronic means of authenticating the filer by means of electronic signature and/or a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer that uniquely identifies the filer. An electronic stamping apparatus is used, which is adapted to impart an electronic stamp on the submitted document responsive to a user input through the user interface; that may incorporate an electronic signature and/or a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of the accepting or denying agent representing the agency; a database in electronic communication with the server and the user interface is adapted to store the document along with digital certificate that is issued after establishing the chain of trust after the electronic stamp is imparted to the document and an electronic communication device is adapted to transmit an electronic copy of the document to the submitter of document, having the electronic stamp imparted to the electronic copy of the document as well as the digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of agent using an alphanumeric serial number or identity number for the agent authenticating the agent accepting or denying the application on behalf of the responsible agency. The electronic stamp can indicate that the document is accepted or rejected. The system can provide for an electronic fee payment mechanism adapted to charge the submitter of the document a fee for the acceptance of the filing of the document. A security mechanism includes limiting the software for imparting the electronic stamp to the electronic copy of the document being filed to running on the server only, without upload to any other computer engine, and limiting access to the server to at least one authorized user uniquely identified to the server prior to use of the electronic stamp. Authenticity of the electronic stamp can be assured and/or with access limited to purposes other than making any further changes to the image constituting the stored form of the document. In addition, authenticity of the person accepting the document on behalf of an agency is uniquely identified using a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of agent using an alphanumeric serial number or identity number for the agent that is encrypted using 128 bit or 256 bit or other means available. In addition, the document maybe transmitted to the submitter of the document in such a non-modified form.
• In those transactions related to Personal Health information as well as Advanced Health Care Directive or living will creating an archive bearing a date and time stamp for every document exchanged along with a complete transaction record describing the parties involved, date and time of transaction record describing the parties involved, date and time of transaction and authenticating signature and of each party is outlined. The intelligent barcode printed on the document allows an agency in need of verifying the authenticity of patient and notary using a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of agent using an alphanumeric serial number or identity number for the agent that is encrypted using 128 bit or 256 bit or other means, to receive an official copy of the document that will be automatically faxed back from the authenticating agency or agency responsible for archiving these documents along with digital certificate. Also for financial records requiring archival, a date and time stamp for every document exchanged along with a complete transaction record describing the parties involved, date and time of transaction and authenticating signature and/or using a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of agent using an alphanumeric serial number or identity number for the agent that is encrypted using 128 bit or 256 bit or other means available is outlined.
• Transactions related to certified and sealed documents that authenticate the sender and receiver along with a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of agent using an alphanumeric serial number or identity number for the agent that is encrypted using 128 bit or 256 bit or other means that authenticates the sender and a date and time stamp and a unique identifier such as recording number of bates number or transaction number along with a secured means for receiver to verify visually that the document is a true copy of the original document archived by the agency.
• In addition, the intelligent barcode printed on the document will allow an agency in need of verifying the authenticity of the document to receive an official copy of the document that will be automatically faxed back from the authenticating agency.
• After the electronic stamping, documents should inform the sender as to acceptance or rejection of the document using an electronic return receipt. The electronic stamp is also made permanent so that it cannot be altered and an imprint of a facsimile signature or a look-alike signature or an electronic signature generated by a device such as a pen pad and/or a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of agent using an alphanumeric serial number or identity number for the agent may be added to the document. The electronic stamping application replaces the existing court counter or the agency counter with an electronic counter and constantly communicates with the server to inform the court clerk or other official of the number of people waiting in line to have a filing entered into the system. This also pushes the information collected by the apparatus from the filer to the case management system or other application that may be used by the court or the agency receiving the filing.
• One of the limitations associated with a document that accompanies a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer is the inability to verify the signature once the document is printed. A method is outlined to achieve this using the intelligent barcode.
BRIEF DESCRIPTION OF THE DRAWINGS
• FIG. 1 is a block diagram of a system according to the present invention.
• FIG. 2 is a block diagram of a system according to the present invention describing the exchange of Personal health Information.
• FIG. 3 is a block diagram of a system according to the present invention describing the exchange of Financial Information related to any transaction involving Public Corporation.
• FIG. 4 is a block diagram of a system according to the present invention describing the exchange of certified and sealed documents related to any transaction involving legal documents.
• FIG. 5 is an illustration of a Web-browser screen or networked connected screen user interface according to the present invention.
• FIG. 6 is an illustration of another user interface according to the present invention.
• FIG. 7 is an illustration of another user interface according to the present invention.
• FIG. 8 is an illustration of another user interface display according to the present invention.
• FIG. 9 is an illustration of another user interface display according to the present invention.
• FIG. 10 is an illustration of another user interface display according to the present invention.
• FIG. 11 is an illustration of another user interface display according to the present invention.
• FIG. 12 is an illustration of the intelligent barcode along with the block diagram of a system according to the present invention describing how an agency in need of verifying the authenticity of a printed document to receive an official copy of the document that will be automatically faxed back from the authenticating agency.
DESCRIPTION OF THE PREFERRED EMBODIMENTS
• The present invention enables persons wishing to make a filing of a document, e.g., with a governmental agency, e.g., an attorney filing a pleading with a court, to electronically file the document as if the filing were done in person, e.g., by an attorney courier service, as is commonly done today and/or an exchange of document between agencies e.g. a temporary restraining order exchanged between sheriff and court clerk, and/or a patient record exchanged between physician and/or patient and/or pharmacy and/or laboratory etc. and/or a living will or Advanced Health Care Directive exchanged between a patient and a notary and/or attorney and/or physician, and/or financial or legal record exchanged between officers of a corporation and/or financial institution etc and/or a transcript or other documents related to an educational institution.
• Documents so filed, according to the present invention may be filed electronically from any site in the world having a computer engine with URL capability in an agency location, e.g., a courthouse or a clinic or financial institution or an educational institute having a server running a Web-page, or having a link to a server running a Web-page, according to the present invention or a fax server that can read the intelligent barcode.
• The present invention can be owned and operated directly by the agency in question, e.g., by the office of the clerk of a court, physician's office, financial institution or educational institute or provided to the agency as an out-sourced service, either maintained locally at the specific agency site or otherwise within the agency, or remotely at the provider's site. The present invention can interface with both the agency's computer processing and database management systems and through the web-page at the agency with users of the agencies services and/or applicants to register with or record information contained in documentation with the agency. This could include, e.g., attorneys, patients and clients of financial institution or educational institute who use the service via Web sites on the Internet or the fax machine for filing documents through the Web page of the agency or the fax machine of the agency. The present invention creates a communications link between the remote user and the agency.
• The system of the present invention can be installed at locations of the agency where filings are normally accepted and acknowledged in some paper fashion, and its utilization may be paid for by a portion of the fees charged for making the filing or recordation of registrations electronically by use of the system. Users of the system can be charged, e.g., through a usage charge that is electronically billed to the user's authorized credit card(s) or checking account, as is commonly done in the art of electronic commerce. Public access can be allowed according to the present invention in read-only mode for reviewing electronic versions of documents that have been submitted to the respective agency for filing utilizing the present invention, again via the Web, and for the charge of an appropriate fee.FIG. 1 there is shown a schematic block diagram of asystem10 according to the present invention.
• Turning now toFIG. 1, there is shown a schematic block diagram of asystem10 according to the present invention. Thesystem10 employs at least oneserver12 which is connected to auser interface terminal14 and is also connected to a network, which can be an intranet within the governmental agency in question or within the particular facility of the government agency, an Internet, e.g., the Worldwide Web (“www.”), or an extranet, combining the two, or any other network communications system, e.g., a LAN or WAN which is adapted for communicating between Uniform Resource Locator (“URL”) sites, including also, at least in part, the Public Switched Telephone Network (“PSTN”), wired and/or wireless, herein simply referred to, unless specifically delineated separately, as a network of the Web. It will be understood that theserver12 could be a part of the information technology system of the agency, and located at the specific agency site where document filing is required, or remotely within the agency, or can be at the provider's site remote from any agency site, and linked to the specific agency site where document filing is required over the Web.
• At least oneserver12 acts as a librarian for thesystem10 as well as a gateway for thesystem10. The server can act as a librarian of the system by allowing access to the system only to authorized users in respective different modes, e.g., submission, review, authenticate using a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for thefiler40 and approval, and file access, as will be more specifically described below. Theserver12 can be setup to allow access to its associateddatabases18 or linked databases (not shown) only to authorize individuals from a particular agency or more limited to only a particular facility for the agency or even a specific office within the specific facility, e.g., the office of the clerk of the court for a particular courthouse facility. It could allow all authorized users to access its database(s)18 for a single court or multiple courts. It could also allow a scope of access for one mode, e.g., read only that is broader in scope that access for read/write for purposes of review and acceptance of the document being submitted for filing. Theserver12 can also maintain the related files for the particular agency, e.g., the active case file, which contains document in the files of the various cases pending before the court. The present invention can also act as a gateway system through which remote users, e.g., attorneys, interface to the system of the present invention, and, therefore, also with the particular agency, e.g., court. The present invention can make use of a secure Web-site on the Web, maintained, e.g., by theserver12 which is itself made secure as is well known in the art. Thesystem10 can also provide, e.g., that all information passed between remote users, e.g., attorneys, and the government agency, e.g., the court system, is encrypted. Theserver12 alse stores the necessary data as well as the document(s) submitted by the sender.
• The present invention can also provide for a level of security by limiting access to thesystem10 for the different modes of operation to registered users and other authorized individuals. Remote users, e.g., an attorney desirous of filing a document with the court must have registered with the government agency as someone who from time to time will submit papers for filing. The registration can be directly through the respective government agency, e.g., through a Web site for the agency/agency facility in question, i.e., directly through theserver12 in question, or through a Web site run by the provider of the present invention to the agency, where theserver12 could be located. The registered remote user could be required to provide a profile, which would be utilized to authorize certain types of access to theserver12. Theserver12, according to the present invention can maintain such profiles (account records) of all remote users, e.g., registered attorneys. In use of the present system, a document can be remotely sent to the Web-page supported at the government facility or at the provider by theserver12, along with a set of identification (ID) information, which can reflect information previously provided as part of the user profile, including, e.g., electronic billing information. This can be done, e.g., through the remote user'sPC20. The serve12 can be adapted to respond to the receipt of such a document by imparting an electronic date stamp to the document, automatically upon such submission with a valid set of profile information, including a valid electronic charging method, e.g., the identification of the remote user's credit card or charge account with the agency. In so doing, theserver12 can provide a time/date stamp recorded on the electronic copy of the document that theserver12 then proceeds to store in the associateddatabase18. The document may then be held as an image, e.g., a .pdf image or a TIFF image file, or the like, within, a database of such image of documents maintained by theserver12. The document may be searchable by a full text search engine running on theserver12 at the agency or at the Web site of the provider or the present invention to the agency. Search authorization may be limited to registered users. Theserver12, according to the present invention may maintain a communications link with an established credit card clearinghouse through which it may request and received authorization and payment for associated charges and fees paid by, e.g., the attorney for the filing or other processing of the document by the agency. Such electronic payment transactions are commonly used in electronic commerce today. In addition, as is well known today, theserver12, according to the present invention may be protected behind a firewall system that checks for incoming computer viruses, and further assures that unauthorized users cannot access thesystem10 of the present invention.
• Registered users, e.g., attorneys may utilize the system of the present invention either directly and wholly electronically or indirectly and partly electronically. Each attorney must register with either the agency in question or the provider of the present system to the agency, or both, e.g., by completing an Attorney Profile form. Registration could be done, e.g., via the Internet or, in a more traditional manner, by filling out a form and faxing or mailing it to the agency/and/or provider. The information in the Attorney Profile may include, e.g., the user name, and contact information including E-mail (if available). Also the user can be required to include at least one credit card or check/charge account authorization that will be used to cover the associated fees, e.g., court filing fees and associated system use charges. A particular identifying portion of the profile, e.g., an attorney's Bar Number can be used as a unique identifier of the particular remote user, The remote user, e.g., an attorney may also be given or may choose a unique login identification issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer which, along with the unique identifier, authenticates permissible access to thesystem10 of the present invention. If the attorney is submitting his/her documents via the Internet, the attorney can have the ability to make such actual submissions paperless because documents being so filed never have to be committed to paper.
• As an example, a remote user, e.g., an attorney can create a motion or petition to the court in his/her office using theremote PC20. The document can be prepared using any word-processing software currently available, e.g., for Windows 3.x orWindows 96 or Windows NT or Windows 98 or Windows XP. Such a document is hereinafter referred to as the “document envelope” and can include other documents such as Excel, pdf, etc. files, created by using multiple applications at theremote PC20. Attorneys using other operating systems such as Macintosh can also create a document envelope using different applications. The remote user, e.g., the attorney, once the document is completed and still on theremote computer system20, could locally print out any page or pages that need a signature. The signed pages could then be rescanned back into the electronic copy of the particular document or could be attached to the unsigned electronic copy of the document. Alternatively, the electronic copy of the document could be electronically signed, utilizing, e.g., a “Signature Pen Pad,” supplied by Microsoft, or like electronic signature device available on the market or by attaching a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer authenticating the filer and other attesting authority, e.g., notary public. Additional required signatures, including, e.g., clients or other individuals whose signatures must appear on selected documents, can be captured in the same manner.
• InFIG. 2, there is shown a schematic block diagram of asystem10 according to the present invention that outlines the authentication process usingremote server66 for the sender and receiver before they can send or receive the electronic filing and electronic stamp that confirms the date and the time when the documents was sent by the filer andremote server68 where date and time stamped encrypted documents along with digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filers are archived for permanent long term storage.
• InFIG. 3, there is shown a schematic block diagram of asystem10 according to the present invention that outlines usage of a unique identifier that is used to generate an intelligent bar code that when accompanies a faxed document fromremote fax70 to be processed by the system as an electronically filed document and electronic stamp that confirms the date and the time when the document was sent by the filer andremote server68 where date and time stamped encrypted documents along with digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filers are archived for permanent long term storage.
• InFIG. 4, there is shown a schematic block diagram of asystem10 according to the present invention that allows electronic transfer of sealed or certified documents by authenticating the digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer of the officer of the sender organization originating fromPC72 and electronic stamp that confirms the date and the time when the document was sent by the filer, also providing a secure way for receiving entity to connect to archivaldocument storage server68 and verifying that the received document is a true copy of the original document. The verification process can also be accomplished by . . .
• When the remote user, e.g., the attorney, or someone from his or her staff, is ready to send the document to the agency, e.g., the court, he/she can log onto the remote server using either a Web-site maintained by theserver12 or using Network connection to a similar screen at the agency or at the provider of the present invention to the agency, which could also be served by a separate provider'sserver22, in either case via the Web. The remote user will be presented on his/her screen24 a page similar to the Web-browser page30 shown inFIG. 5, with the exception that an options button pull-down menu32 will not have the function selections that the agency user would have, e.g., “accept” and “reject”. From the Web-page30 displayed at the remoter user'sPC20, the remote user will be able to select from a plurality of agency locations, e.g., courthouses equipped with the present invention and select., e.g., the state and county of the court to which the case is assigned, or to which it is desired to initially file. Next the user can prepare the filing identification (ID) page information. TheID page information34 includes the case number, if this is not the initial filing of a complaint, the party filing the motion or like document, the attorney's name and the bar number, the plaintiffs' name, the defendant's name and other required information, hereinafter referred to as the date envelope. If the filing is to be a new case, the case number is left blank. The remote user, e.g., the attorney can identify the nature of the document being submitted, e.g., a motion by selecting from the various menu options provided in, e.g., a pull-down menu36. The required filing fees and authorization to charge the remote user for the fee can be indicated, e.g., as shown at38 inFIG. 5. All of this input from the remote user can be made through the use of the input prompt screen inserts, such as theinsert50 shown inFIG. 6. The remote user may be given the option of the selecting same day processing or next day processing. Utilizing the remote user client application, running, e.g., on the law firm'sPC20, the remote user can select the file to be sent, attach scanned exhibits and/or signature pages or the like, and initiate the electronic transfer process. A click of the mouse button and the documents are on their way. If indirect filing through a provider is done, then an operator at the provider can similarly submit documents sent to and stored at theprovider server22, or perhaps be given access to the customer's PC files in order to upload the appropriate document file(s) for filing with the agency.
• When the ID page information is complete, and the document is submitted, e.g., for filing, theserver12 or theserver22 can obtain authorization for the charges and filing fees. Then, if the filing is made indirectly through theprovider server22, a tracking or ID number may be assigned to the document prior to the filing of the document. Theserver12 or theserver22 can notify the remote user, e.g., the attorney that it has successfully received the filed document or successfully submitted the document to the agency's server for filing. The time and date is recorded in theagency database18 and/or aprovider database26. Once received by theserver18,22, the document is maintained as an image, e.g., a .pdf image or a TIFF image. Theserver12,18 also may receive a separate back-up text file of the text content of the word processing application file.
• Theserver12,22 may be set up to prompt an agency authorized user to the fact that a document has been received for electronic filing. When the authorized agency representative, e.g., the clerk of the court or an authorized individual from the office of the clerk, is ready the authorized individual can log into theserver12,18 to review any documents submitted electronically, e.g., by remote user attorneys. Access to log on to theserver12,22 may be limited to a specific individual(s) uniquely identified to the server by a unique identifier, e.g., an employee badge number and, e.g., a PIN or password. He/she will first see anID page60 as shown inFIG. 7. This Web-browser page contains the ID page information data blocks62 as shown inFIG. 7, and as completed by the remote user attorney(s) since the last log-in session by the authorized agency user. He/she can review the information contained on each ID page information block locations62 for each newly submitted document, and, if necessary, also call up thedocument64 for review. The authorized agency user, e.g., the court clerk, then may do one of several three things related to the document, following this review. The clerk may accept the document as filed, modify some portion(s) of the ID page information and then accept the document, or reject the document because of error(s) in the filing.
• If the document is accepted, theserver12,22 interfaces with theagency database18 and/or theprovider database26 to, e.g., in the case of a court, update the court's cases management system by entering an event of the filing of the document into the court docket for the case to which the filing was submitted; post to the court's general ledger any filing fees authorized for payment by the submission; alert the respective courtroom of the event or the filing relevant to one of its cases; make a Time/Date log entry in thedatabase18,26 recording the event of the filing; print one or more hard copies of the document for traditional filing (if appropriate and necessary); change the status of the document, i.e., from simply submitted to filed; and, contact the credit car clearinghouse requesting payment of the previously authorized charge. In the case where the filing was indirectly done through the provider, the provider'sserver22 can be contacted to update thedatabase26 associated with the provider'sserver22 in like manner. If the authorized agency person, e.g., the court clerk, rejects the document for filing, the authorized agency person can generate a free-form text message stating the reason for rejection. In the former event, the authorized agency person can impart to the document being stored in the database an electronic filed stamp, as for example is shown inFIG. 8 and electronic stamp that confirms the date and the time when the document was sent by the filer. The electronic “Filed” stamp is permanently imparted to thedocument64 within the database, the electronic filed stamp may accompany a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer authenticating the identity of accepting or rejectingauthority42 and once the electronic “Filed” stamp is so imparted thedocument64 can be made inaccessible by anyone including the authorized agency individual, except in read-only mode, in order to preserve the integrity of the filing process in the light of utilizing electronic stamping, as explained herein. Similarly the document can be marked with an electronic “Rejected” stamp (not shown) if appropriate.
• The remote user, e.g., the attorney, can be automatically notified, e.g., by E-mail, electronic return receipt, that the document was accepted for filing or rejected. When the attorney next reviews his/her document status screen and sees the rejection, he/she can immediately correct and resubmit it. Payment of filing fees and associated system transaction charges can be electronically transferred (EFT) from the credit card clearinghouse directly into the agency bank account, or into a provider bank account. In the latter event, the funds due the court can then electronically be transferred from the provider account to the agency account. The system can provide to agency personnel responsible for reconciliation of the agency's bank records with statements of the fees and charges, or these can be provided from theserver22 associated with the provider'sdatabase26. This information is available for printing to hard copy. With thesystem10 of the present invention, remote users, e.g., attorneys can call up the file documents in the database 18.26 to review the file, rather than keeping unnecessary paper copies in the attorney's file, rather than keeping unnecessary paper copies in the attorney's files. Additionally, such requests can be made to review any public record documents in the electronic files of the agency, e.g., the court. Just as documents can be labeled read-only after a filing stamp has been imparted to the document, so too, certain documents, e.g., those filed in confidence with the agency, e.g., filed under seal with a court, may be marked to deny even read-only access to members of the public not authorized to view the documents in the court's records.
• The present invention can also provide for certain types of automated management reports for use by the agency and/or remote user customers, e.g., in reconciling documents and fees. In addition, the system also provides a document/image vault to store and allow for searching of the files, using e.g., text as well as key work abstract/field searches. All management reports can be made available, e.g., through on-screen formats displayed, e.g., on theagency computer14 or the remote user'scomputer20. These may also be printed to hard copy. These management reports could include lists of, e.g., all documents submitted that have already been reviewed by the court; all documents submitted that have already been reviewed by the court; all documents filed within a case by sorting by case number, along with, perhaps a date range, etc., statistical information, which can be collected relating to quantity and type of filings into the court, etc.; including, e.g., fees collected and paid to the court. Thesystem10 according to the present invention can also be utilized with other equipment and systems, e.g., scanning of documents received on paper over the Clerk of the court's traditional counter can be combined with the present invention to keep al of the court's file records electronically; providing for secured remote access for judges to view the electronic files, e.g., from home or on the road; providing for full text search capabilities for documents and case summary files; providing the ability for attorneys to link supporting information with his/her document using hypertext into other documents, web-sites and the like; providing attorneys with the ability to electronically record system transaction charges and court filing fees to their practice management system or into a spreadsheet format, and providing electronic or digital signature capability. Another utilization of the present system could be for the filing of a document which requires agency action and after which the document acquires a different status, e.g., an order originally simply tiled with the court as a proposed order becomes an order of the court, when and if signed by the court. If the remote user, e.g., the attorney files an order utilizing the system of the present invention, and has prepared the order for the judge's signature, that order may be reviewed and modified and the judge is enabled to electronically sign the order or its modified version. After this the order can be reentered into the electronic document system with its changed status as an outstanding order of the court. The courtroom clerk also can attach the required Certificate of Mailing, and the now automatically time/date stamped order can be electronically returned to the attorney. The court docket can be automatically updated to show the signed order as an event. Also after a case has been finalized and considered closed, the court can establish a procedure, utilizing the present invention to archive the case. Archived cases may be moved onto other electronic media (Optical, CD-ROM, DVD) and such media can be maintained by the agency or by the provider. Enclosed is a copy of the source code for the implementation of the above disclosed invention, incorporated herein by reference.
• FIG. 9 is an illustration of another user interface according to the present invention displaying the screen; the remote user will be presented on his/her screen74 a page similar to the Web-browser screen30 shown inFIG. 5.
• FIG. 10 is an illustration of another user interface according to the present invention displaying the screen; the remote user will be presented. All of this input from the remote user can be made through the use of input prompt screen inserts, such as the insert shown inscreen76 onFIG. 10, similar to the Web-browser Screen50 shown inFIG. 11 is an illustration of another user interface according to the present invention displaying the authorized agency person imparting to the document being stored in the database an electronic filed stamp, as for example is shown inscreen70 onFIG. 11, a stamp similar to that shown inFIG. 8.
• FIG. 11 is an illustration of another user interface according to the present invention displaying the authorized agency person imparting to the document being stored in the database an electronic filed stamp, as for example is shown inscreen78 onFIG. 11, a stamp similar to that shown inFIG. 8.
• FIG. 12 is an illustration of the intelligent barcode along with the block diagram of a system according to present invention describing how an agency in need of verifying the authenticity of a printed document to receive an official copy of the document that will be automatically faxed back from the authenticating agency. The verifying agency will fax three barcodes to the authenticating fax server. First barcode will be the barcode printed on the document that the agency wants to validate. Second barcode uniquely identifies the: agency requesting the validation. Third barcode outlines the fax number of the agency where the fax server will automatically fax the validated document.

Claims (58)

1. A document filing system comprising:

a user interface display connected to a server in electronic communication

with at least one remote compute engine having URL capability, the server being adapted to receive and display an electronic copy of a document being submitted from a remote location for filing with the user of the server;

an electronic stamping apparatus that incorporates an electronic signature

and a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer that uniquely identifies the filer; an electronic stamping apparatus adapted to impart an electronic stamp on the submitted document responsive to a user input through the user interface; an electronic stamping apparatus that incorporates an electronic signature and a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer that uniquely identifies the accepting or denying agent representing the responsible party; a database in electronic communication with the server and the user interface and adapted to store the document after the electronic stamp is imparted to the document; and an electronic communication device adapted to transmit an electronic copy of the document having the electronic stamp imparted to the electronic copy of the document to the submitter of the document for filing.

An authentication server in electronic communication with the server and the user interface with the ability to create digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filers.

An archival storage server in electronic communication with the server and the user interface with the ability to store electronically stamped documents and digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer data.

A fax machine is electronic communication with the server and the user

interface with the ability to fax documents to fax server and the fax server

with ability to generate intelligent barcode and read intelligent barcode and

generate documents in electronic format that are faxed from fax machine and generate data similar to electronic data envelope after reading the intelligent barcode.

2. The system ofclaim 1 further comprising:

The electronic stamp indicating that the document is accepted.

3. The system ofclaim 1 further comprising:

The electronic stamp indicating that the document is not accepted.

4. The system ofclaim 1 further comprising:

An electronic fee payment mechanism adapted to charge the submitter of the

document a fee for the acceptance of the filing of the document.

5. The system ofclaim 1 further comprising:

a security mechanism including limiting the software for imparting the

electronic stamp to the electronic copy of the document being filed to running on the server only, without upload to any other compute engine, and limiting access to the server to at least one authorized user uniquely identified to the server prior to use of the electronic stamp.

An electronic means of authenticating the filer by means of electronic signature and a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer that uniquely identifies the filer.

An electronic stamping apparatus that incorporates an electronic signature and a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer that uniquely identifies the accepting or denying agent representing the responsible agency.

A secure way for receiving entity to authenticate the sender and also verify that the unique identifier stamped on document along with date and time and electronic signature will allow visual verification of the original document remotely to validate that the received document is a true copy of the original document.

6. A document filing system comprising:

A user interface display means connected to a server means in electronic communication with at least one remote compute engine having URL capability, the server means being for receiving and displaying an electronic copy of a document being submitted from a remote location for filing with the user of the server;

a electronic stamping means for imparting an electronic stamp on the submitted document responsive to a user input through the user interface means;

an electronic means of authenticating the filer by means of electronic signature and a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer that uniquely identifies the filer.

An electronic stamping that incorporates an electronic signature and a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer that uniquely identifies the accepting or denying agent representing the responsible agency.

A database means in electronic communication with the server means and the user interface means for storing the document after the electronic stamp is imparted to the document; and

an electronic communication means for transmitting an electronic copy of the document having the electronic stamp imparted to the electronic copy of the document to the submitter of the document for filing.

7. The system ofclaim 6 further comprising:

The electronic stamp indicating that the document is accepted.

8. The system ofclaim 6 further comprising:

The electronic stamp indicating that the document is not accepted.

9. The system ofclaim 6 further comprising:

An electronic fee payment mechanism adapted to charge the submitter of the document a fee for the acceptance of the filing of the document.

10. The system ofclaim 6 further comprising:

A security means including a means for limiting the electronic stamp means for imparting the electronic stamp to the electronic copy of the document being filed to running on the server means only, without upload to any other compute engine, and for limiting access to the server means to at least one authorized user uniquely identified to the server prior to use of the electronic stamp.

11. A document filing method comprising the steps of:

Using a user interface display connected to a server in electronic communication with at least one remote compute engine having URL capability, the server receiving and displaying an electronic copy of a document being submitted from a remote location for filing with the user of the server;

electronically stamping the electronic copy of the document being submitted for filing responsive to a user input through the user interface;

an electronic means of authenticating the filer by means of electronic signature and a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer that uniquely identifies the filer;

an electronic stamping that incorporates an electronic signature and a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer that uniquely identifies the accepting or denying agent representing the responsible agency;

storing in a database the document after the electronic stamp is imparted to the document;

storing in a database the digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer and providing an electronic communication transmitting n electronic copy of the document having the electronic stamp and digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer imparted to the electronic copy of the document to the submitter of the document for filing.

12. The methodclaim 11 further comprising:

The electronic stamp indicating that the document is accepted:

13. The method ofclaim 11 further comprising:

The electronic stamp indicating that the document is not accepted.

14. The method ofclaim 11 further comprising:

The digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer authenticating the filer.

15. The method ofclaim 11 further comprising:

The digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer authenticating uniquely the accepting or denying agency representing the responsible agency.

16. The method ofclaim 11 further comprising:

Using an electronic fee payment mechanism to charge the submitter of the document a fee for the acceptance of the filing of the document.

17. The method ofclaim 11 further comprising:

Providing, as a security measure, that the electronic stamping step can only be done utilizing software running on a secure server system with access for the purpose of such electronic stamping limited to at least one authorized user uniquely identified to the server prior to performing the electronic stamping step.

18. The method ofclaim 11 further comprising the steps of:

Assuring authenticity of the electronic stamp by storing the document in a form that prevents further modification and/or storing the document with access limited to purposes other than making any further changes to the image constituting the stored form of the document.

19. The method ofclaim 11, further comprising the step of:

Transmitting an electronic copy of the document with the electronic stamp imparted to the document to the submitter of the document for filing, which electronic copy is in a non-modified form.

20. The system ofclaim 1 wherein, the received electronic copy of the document is in one or more of multiple formats, including a spread sheet format, an image format, and a word processing format.

21. The system ofclaim 1 wherein, the received electronic copy of the document is in one or more of multiple formats, including Excel, .pdf and word.

22. The system ofclaim 6 wherein, the received electronic copy of the document is in one or more of multiple formats, including a spread sheet format, an image format, and a word processing format.

23. The system ofclaim 6 wherein, the received electronic copy of the document is:

in one or more of multiple formats, including Excel, .pdf and word.

24. The method ofclaim 11 wherein the received electronic copy of the document is in one or more of multiple formats, including the spread sheet format, an image format, and a word processing format.

25. The method ofclaim 11 wherein, the received electronic copy of the document; is in one or more of multiple formats, including Excel, .pdf, and word.

26. The system ofclaim 1 wherein the electronic stamp includes the document envelope, the data envelope and the content of the document.

27. The system ofclaim 1 wherein the electronic stamp displays the document envelop, the data envelope and the content of the document.

28. The system ofclaim 6 wherein the electronic stamp includes the document envelope, the data envelope and the content of the document.

29. The system of theclaim 6 wherein the electronic stamp displays the document envelope, the data envelope and the content of the document.

30. The method ofclaim 11 wherein the electronic stamp includes the document envelope, the data envelope and the content of the document.

31. The method ofclaim 11 wherein the electronic stamp displays the document envelope, the data envelope and the content of the document.

32. A document filing method comprising the steps of:

Using a user interface display connected to a server in electronic communication with at least one remote compute engine having URL capability, the server receiving and displaying an electronic copy of a document being submitted from a remote location for filing with the user of the server;

electronically stamping the electronic copy of the document being submitted for filing responsive to a user input through the user interface;

an electronic means of authenticating the filer by means of electronic signature and/or a digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer that uniquely identifies the filer;

an electronic stamping that incorporates an electronic signature and/or a digital certificate that uniquely identifies the accepting or denying agent representing the responsible agency;

storing in a database the document after the electronic stamp is imparted to the document;

storing in a database the digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer;

providing an electronic communication transmitting an electronic copy of the document having the electronic stamp and digital certificate that is issued after

establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer imparted to the electronic copy of the document to the submitter of the document for filing; and

providing an intelligent barcode that will allow verification of the printed document by faxing the intelligent barcode along with a barcode identifying the agency requesting such validation and a barcode providing the fax number of requesting agency where an official copy of the document can be automatically faxed back from the authenticating agency.

33. The method ofclaim 32 further comprising:

The electronic stamp indicating that the document is accepted.

34. The method ofclaim 32 further comprising:

The electronic stamp indicating that the document is not accepted.

35. The method ofclaim 32 further comprising:

The digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer authenticating the filer.

36. The method ofclaim 32 further comprising:

The digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer authenticating uniquely the accepting of denying agent representing the responsible agency.

37. The method ofclaim 32 further comprising:

Using an electronic fee payment mechanism to charge the submitter of the

document a fee for the acceptance of the filing of the document.

38. The method ofclaim 32 further comprising:

Providing, as a security measure, that the electronic stamping step can only be done utilizing software running on a secure server system with access for the purpose of such electronic stamping limited to at least one authorized user uniquely identified to the server prior to performing the electronic stamping step.

39. The method ofclaim 32 further comprising the steps of:

Assuring authenticity of the electronic stamp by storing the document in a form that prevents further modification and/or storing the document with access limited to purposes other than making any further changes to the image constituting the stored form of the document.

40. The method ofclaim 32, further comprising the step of:

Transmitting an electronic copy of the document with the electronic stamp imparted to the document to the submitter of the document for filing, which electronic copy is in a non-modifiable form.

41. The system ofclaim 32 wherein, the received electronic copy of the document

is in one or more of multiple formats, including a spread sheet format, an image format, and

a word processing format.

42. The system ofclaim 32 wherein, the received electronic copy of the document is in one or more of multiple formats, including Excel, .pdf and word.

43. The system ofclaim 32 wherein, the received electronic copy of the document is in one or more of multiple formats, including a spread sheet format, an image format, and a word processing format.

44. The system ofclaim 32 wherein, the received electronic copy of the document is:

in one or more of multiple formats, including Excel, .pdf and word.

45. The method ofclaim 32 wherein, the received electronic copy of the document is in one or more of multiple formats, including the spread sheet format, an image format, and a word processing format.

46. The method ofclaim 32 wherein, the received electronic copy of the document is in one or more of multiple formats, including Excel, .pdf, and word.

47. The system ofclaim 32 wherein the electronic stamp includes the document envelope, the data envelope and the content of the document.

48. The system ofclaim 32 wherein the electronic stamp displays the signature of the filer or the digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer and the notary or attesting authority.

49. The system ofclaim 32 wherein the electronic stamp displays the signature of the filer or the digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer and the notary or attesting authority.

50. The system of theclaim 32 wherein the digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer authenticates the filer.

51. The system ofclaim 32 wherein the digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer authenticates the filer and similarly the notary or attesting authority.

52. The method ofclaim 32 wherein the digital certificate that is issued after establishing the chain of trust and/or intelligent barcode that uniquely identifies the identity of filer using an alphanumeric serial number or identity number for the filer authenticates the filers and similarly the notary or attesting authority and any other agency official.

53. The method ofclaim 32 wherein the electronic stamp displays a barcode uniquely identifying the document envelope, the data envelope and the content of the document.

54. The method ofclaim 32 wherein the electronic stamp displays a barcode uniquely identifying the document envelope, the data envelope and the content of the document and the filer.

55. The method ofclaim 32 wherein the electronic stamp displays a barcode uniquely identifying the document envelope, the data envelope and the content of the document, the filer and the notary or attesting agent.

56. The method ofclaim 32 wherein the electronic stamp displays a barcode uniquely identifying the document envelope, the data envelope and the content of the document, the filer, the notary or attesting agent and any other agency official.

57. The method ofclaim 32 wherein the electronic stamp displays a barcode uniquely identifying the document envelope, the data envelope and the content of the document, the filer, the notary or attesting agent, any other agency official and a barcode uniquely identifying the requesting authority or agent.

58. The method ofclaim 32 wherein the electronic stamp displays a barcode uniquely identifying the document envelope, the data envelope and the content of the document, the filer, the notary or attesting agent, any other agency official, a barcode uniquely identifying the requesting authority or agent and a barcode where the requesting authority or agent can receive the validated document.

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