DESC:
FORM 2
THE PATENTS ACT, 1970 (39 OF 1970)
&
The Patents Rules, 2003
COMPLETE SPECIFICATION
(See section 10; rule 13)
1. Title of the invention – A METHOD AND SYSTEM FOR SECURELY DISTRIBUTING CONFIDENTIAL DOCUMENT
2. Applicant(s)

(a) NAME: INFINITY INFOWAY PRIVATE LIMITED
(b) NATIONALITY: INDIAN
(c) ADDRESS: INFINITY TOWER, VISHWAKARMA SOCIETY, NEAR VAVDI WATER TANK, 150 FEET ROAD, RAJKOT-360004, GUJARAT, INDIA

3. PREAMBLE TO THE DESCRIPTION

The following specification particularly describes the invention and the manner in which it is to be performed.

A METHOD AND SYSTEM FOR SECURELY DISTRIBUTING CONFIDENTIAL DOCUMENT

FIELD OF INVENTION:

The present invention relates to a method and system for securely distributing confidential document. More particularly, the present invention relates to an information security and file management method along with the system for securely distributing confidential documents.

BACKGROUND OF INVENTION:

The integrity and security of academic examinations are critical pillars in educational systems worldwide. These examinations serve as essential tools for evaluating students' knowledge and skills, determining their academic progression, and shaping their future careers. However, the credibility of these examinations is increasingly jeopardized by incidents of question paper leakage, which can significantly undermine the educational process.

Question paper leakage is a pervasive problem with far-reaching consequences. It erodes the trust in the examination system, leading to questions about the validity of the results and the fairness of the evaluation process. When examination papers are leaked, it creates an uneven playing field where some students gain unfair advantages, while others who rely solely on their hard work and preparation are disadvantaged. This undermines the core principle of meritocracy that educational systems strive to uphold.

Several key issues contribute to the problem of question paper leakage. The first major issue is the frequent leaks of sensitive documents such as examination papers due to the involvement of numerous individuals in the process. Each additional person involved in the handling of examination papers increases the risk of unauthorized access and potential breaches. This multiplicity of handlers makes it challenging to maintain strict control over the documents, leading to vulnerabilities at various points in the chain of custody.

The second issue is the traditional process of handling and securing confidential documents, which requires extensive personnel. This process often involves multiple steps, including printing, packaging, transporting, and distributing the examination papers to various centers. Each step adds complexity to the logistics and increases the potential points for security breaches. The involvement of a large number of personnel not only complicates the process but also makes it difficult to monitor everyone's actions and ensure accountability.

Third, ensuring trust and accountability becomes a significant challenge when many individuals are involved in handling confidential materials. With numerous people having access to the examination papers at different stages, it becomes nearly impossible to maintain a high level of scrutiny and control. This lack of stringent monitoring creates opportunities for individuals to leak the papers for personal gain or other motives, thereby compromising the security of the examination process.

Fourth, leaks and subsequent delays disrupt the lives of students, job seekers, and other stakeholders who rely on timely and secure document handling. When examination papers are leaked, it often leads to the cancellation or rescheduling of exams, causing significant stress and uncertainty. Students, in particular, bear the brunt of these disruptions as they have to deal with the psychological impact of rescheduled exams, which can affect their performance and overall academic progress. Additionally, such incidents can have a cascading effect on job seekers and other stakeholders who depend on the timely completion of exams for their future plans.

Lastly, relying on large teams for secure document handling diverts manpower from more critical tasks, leading to resource inefficiency. The traditional approach of using extensive personnel for handling examination papers is not only prone to security risks but also inefficient in terms of resource allocation. The manpower used for this purpose could be better utilized in other critical areas, thereby enhancing the overall efficiency of the educational system.

Several prior inventions have attempted to address the issue of securing examination papers to prevent leakage and unauthorized access. For instance, patent application US11763692B2 discloses a system for secure delivery and processing of paper-based exam questions, employing biometric verification and RFID-tagged paper to maintain document integrity. Similarly, US20130137077A1 presents a method of conducting high-stakes examinations using an integrated technology platform, wherein encrypted question papers are transferred electronically and accessed only shortly before the examination. Another relevant prior art, US10410535B2, outlines a secure testing device aimed at preventing unauthorized content access by using hardware-based secure environments. Moreover, US11521507B2 describes a fully digital examination system with end-to-end encryption and timed access to digital question papers, completely bypassing traditional paper-based logistics. Additionally, EP3330947A1 proposes a system for distributing encrypted question papers to assessment centers with secure printing mechanisms to avoid leaks during the printing process.

While the aforementioned prior arts introduce important components such as encryption, secure access, and controlled printing, they often focus on partial segments of the examination lifecycle or rely on substantial human intervention. In contrast, the present invention proposes a fully integrated and automated solution that covers the entire process of handling confidential documents from their creation to secure distribution and eventual disposal. Unlike prior systems that depend on individual technologies or isolated security measures, the present invention combines digital encryption, automated secure printing, controlled access mechanisms, biometric systems, and automated scheduling and tracking, thereby ensuring a robust and tamper-proof environment. This holistic approach minimizes human involvement, significantly reduces security vulnerabilities, and ensures process transparency and accountability. Furthermore, the invention emphasizes resource optimization by reducing reliance on large teams for physical document handling, which is a limitation in most prior arts. Overall, the present invention offers a more scalable, efficient, and secure framework for managing examination documents, thereby addressing the root causes of question paper leakage more comprehensively than existing solutions.

OBJECT OF INVENTION

The principle object of the present invention is to overcome all the mentioned and existed drawbacks of the prior arts by providing system for securely distributing confidential document.

Another object of the present invention is to develop a method and system that implements a secure digital infrastructure to minimize human involvement in the handling of confidential document.

Another object of the present invention is to provide a system that focus on reducing the risk of leaks and unauthorized access through robust encryption and access control mechanisms integrated into the document management process.

Another object of the present invention is to reduce the logistical complexity and potential breach points by automating tasks traditionally requiring extensive personnel involvement.

Another object of the present invention is to provide a system that Implement strong monitoring measures throughout the document-handling process to ensure transparency, trust, and accountability.

SUMMARY OF THE INVENTION:

This summary is provided to introduce a selection of concepts in a simplified form that are further disclosed in the detailed description of the invention. This summary is not intended to identify key or essential inventive concepts of the claimed subject matter, nor is it intended for determining the scope of the claimed subject matter.

The present invention is all about a system for securely distributing confidential document.

The main aspect of the present invention is to provide a develop a method and system that implements a secure digital infrastructure to minimize human involvement in the handling of confidential document.

Another aspect of the present invention is to provide a system that focus on reducing the risk of leaks and unauthorized access through robust encryption and access control mechanisms integrated into the document management process.

Another aspect of the present invention is to reduce the logistical complexity and potential breach points by automating tasks traditionally requiring extensive personnel involvement.

Another aspect of the present invention is to provide a system that Implement strong monitoring measures throughout the document-handling process to ensure transparency, trust, and accountability.

BRIEF DESCRIPTION OF THE DRAWINGS:

The foregoing summary, as well as the following detailed description of the invention, is better understood when read in conjunction with the appended drawings. For the purpose of illustrating the invention, exemplary constructions of the invention are shown in the drawings.

FIG. 1 represents the flow diagram of the various steps performed for securely distributing confidential document.

DETAILED DESCRIPTION OF THE INVENTION:

Detailed embodiments of the present invention are disclosed herein, however, it is to be understood that the disclosed embodiments are merely exemplary of the invention, which may be embodied in various forms. Therefore, specific functional and structural details disclosed herein are not to be interpreted as limiting, but merely as a basis for the claims and as a representative basis for teaching one skilled in the art to variously employ the present invention in virtually any appropriately detailed structure.

Unless defined otherwise, all technical and scientific terms used herein have the same meaning as commonly understood by one of ordinary skill in the art to which the invention belongs.

The present invention overcomes the aforesaid drawbacks of conventional securely distributing confidential document. The objects, features, and advantages of the present invention will now be described in greater detail. Also, the following description includes various specific details and is to be regarded as merely exemplary. Accordingly, those of ordinary skill in the art will recognize that: without departing from the scope and spirit of the present disclosure and its various embodiments there may be any number of changes and modifications described herein.

It must also be noted that as used herein and in the appended claims, the singular forms "a", "an," and "the" include plural references unless the context clearly dictates otherwise. Although any systems and methods similar or equivalent to those described herein can be used in the practice or testing of embodiments of the present invention, the preferred, systems are now described.

Throughout the present invention, confidential documents can be but not limited to question papers, legal documents, company documents, etc. More particularly, the confidential documents are question papers.

The main embodiment of the present invention is to provide a method and system for securely distributing confidential document.

As per detailed embodiment of present invention, a method and system for securely distributing confidential documents, the system comprising: a plurality of servo motors (101) configured to hold pages in position, perform stapling, and operate a page collection mechanism; an infrared (IR) sensor (102) configured to detect the presence of pages for further processing; a DC motor (103) configured to control a paper bundling mechanism (104) for preparing bundles of printed documents; a microcontroller (105) operatively connected to and configured to control the servo motors (101), IR sensor (102), DC motor (103), and paper bundling mechanism (104); a storage unit (106) equipped with a GPS module, a timer, a fingerprint lock, and a password authentication system for securing access; an artificial intelligence (AI) enabled software module (107) configured to select questions from a database based on chapter weightage and difficulty level to generate examination papers; wherein the system is adapted to automate the steps of question selection, examination scheduling, printing, stapling, bundling, verification, secure transport, and storage of confidential documents.

As per detailed embodiment of present invention, the microcontroller (105) is selected from a group comprising Raspberry Pi and Arduino.

As per detailed embodiment of present invention, the storage unit (106) is configured to allow access only upon matching all of the following: GPS location, pre-set time, fingerprint scan, and password input.

As per detailed embodiment of present invention, the servo motors (101) are configured to automatically align and staple pages after printing and before bundling.

As per detailed embodiment of present invention, the DC motor (103) and bundling mechanism (104) are operable to prepare securely bundled packages for transport to examination centres.

As per detailed embodiment of present invention, the AI-enabled software module (107) is further configured to prevent repetition of questions by cross-referencing a historical question database.

As per detailed embodiment of present invention, the system is adapted to verify the number and correctness of pages in each package before allowing storage in the secure unit (106).

As per detailed embodiment of present invention, the AI-enabled software (107) encodes the examination paper with location-specific metadata to restrict printing only at authorized centres.

As per detailed embodiment of present invention, the storage unit (106) is configured to generate an access log and audit trail including the time, location, and user identity for each access instance.

As per detailed embodiment of present invention, the microcontroller (105) is programmed to continuously monitor all sensors and actuators and trigger an alert in case of unauthorized access or process deviation.

As per detailed embodiment of present invention, the method for securely distributing confidential documents, particularly for exams, comprising the steps of:

(a) defining an examination paper pattern via a user interface by receiving input data related to exam sections, question types, marks distribution, difficulty levels, and subject areas;

(b) receiving and storing a plurality of questions in a question bank from multiple authenticated users across different subjects, wherein the question bank is stored on a secure digital platform;

(c) automatically selecting a set of questions from the question bank using an algorithm based on the predefined examination paper pattern, ensuring coverage of specified topics, difficulty levels, and balanced mark distribution, and preventing selection of previously used questions;

(d) scheduling the examination by receiving parameters including examination date, start time, paper retrieval time, and exam centre location, and storing the schedule in a secure database;

(e) generating an encrypted version of the examination paper, embedding location-specific and time-specific metadata therein;

(f) enabling printing of the encrypted examination paper exclusively at the designated examination centre through a secure printing interface, at a predefined time before the examination;

(g) processing the printed examination papers through the steps of:
• printing the required quantity of papers,
• optionally stapling the papers,
• packaging the printed papers into predefined bundles,
• counting and verifying the number of papers in each bundle,
• re-packaging if discrepancies are found during the count;

(h) transporting the verified packages to a secure storage area;

(i) storing the examination papers in a secure locker, wherein the locker is equipped with GPS tracking and configured to permit access only upon satisfying all of the following authentication parameters:
• matching the current GPS location with a pre-stored authorized location,
• matching the current system time with a pre-stored retrieval time,
• successful fingerprint authentication,
• successful password authentication;

(j) performing a final verification to confirm the integrity and completeness of all examination papers prior to concluding the distribution process.

All the specific embodiments of the present invention will now be made in further detail represented in the forms of the example of examination process.

As per detailed embodiments of the present invention, the method for securely distributing confidential documents involves several critical steps designed to ensure the integrity and confidentiality of examination papers throughout the entire process.

1. Paper Pattern:
The first step in the examination paper generation process involves defining the paper pattern by the user (teacher or exam coordinator). Users are being able to set up the exam structure, including sections, question types, marks distribution, difficulty levels, and subject areas through a simple interface.

2. Question Bank:
Teachers and professors from various resources and for various subjects submit questions to the system’s Question Bank. This Question Bank serves as a repository for all potential exam questions, being capable of storing a large volume of diverse content.

3. Question Selection:
Once the Question Bank is populated, the system automatically selects questions based on the predefined paper pattern. The selection process includes aligning questions with the specified topics and difficulty levels, ensuring the correct number of questions per section, balancing the distribution of marks according to the pattern, and avoiding repetition of questions if a pool has been used before. The system uses algorithms to match questions from the bank with the exam pattern while maintaining fairness and adherence to the defined criteria.

4. Schedule the Examination & Centre Allocation:
The next step involves scheduling the exam. The user inputs details such as the exam date, start time, paper retrieval time, and exam centre location into the system’s scheduling module. This module ensures the exam is appropriately timed and coordinated, being crucial for logistical planning and security.

5. Print and Security:
The final stage involves preparing for the printing of the exam papers. The system encodes the exam paper with location-specific data to ensure it can only be printed at the designated exam centre, being a crucial step to prevent unauthorized access or leaks. The system coordinates with the printing machine to ensure the paper is printed at the right time, just before the scheduled retrieval time to maintain confidentiality. This stage involves below mentioned stages for print and security.

1. Print Paper: Papers are printed according to the specified requirements, such as quantity, format, and content.

2. Staple Paper (If necessary): Papers are stapled together according to organizational or presentation requirements.

3. Package Paper: The printed and stapled papers are packaged into bundles or containers, typically based on a predefined count per package.

4. Count and Verify Packaging: After packaging, the next step involves counting the papers in each package to ensure they match the expected quantity.

5. Verification Step: Are papers correct? If the count matches, proceed to transport the package to storage; if there is a discrepancy, return to the packaging step to correct the count and packaging process.

6. Transport to Storage Area: Once the correct count is verified, the packaged (bundled) papers are transported to the designated storage area.

7. Secure Storage in GPS-Tracked Locker: Papers are securely stored in a locker equipped with GPS tracking for location monitoring. There are conditioned and mandatory security measures if one wants to open the locker and retrieve the papers, such as fingerprint scanning and password access
Final Assessment: Are all papers correct? Before finalizing the process, another verification step ensures all papers are correctly packaged. If the count matches, proceed to end the process; if not, adjust the packaging processes again to ensure accuracy.

8. Security Measures for Accessing the Locker: To ensure maximum security when accessing the locker to retrieve examination papers, mandatory security measures are implemented. Opening the locker requires successfully completing the following steps:

• GPS Location: The current location must match the pre-stored location.
• Time: The current time must match the pre-set time stored in the machine.
• Fingerprint: The fingerprint must match the stored input.
• Password: The password must match the stored input in the machine.

Only when all these measures are correctly verified can the locker be opened to access the packaged examination papers.

This signifies the end of the entire process. By safeguarding the document creation, selection, scheduling, printing, and distribution stages, the invention guarantees the integrity of confidential documents and minimizes the risk of unauthorized access and leaks.

According to the preferred embodiment of the present invention, the flow diagram of said method and system for securely distributing confidential documents is shown in FIG. 1. The flow diagram represents the various steps performed while securely distributing confidential documents. The examination paper generation process begins with defining the paper pattern by the user through a simple interface, setting up the exam structure, including sections, question types, marks distribution, difficulty levels, and subject areas. Teachers submit questions to the system's Question Bank, a repository for all potential exam questions, storing a large volume of diverse content. The system automatically selects questions based on the predefined pattern using the AI enabled software (107), ensuring fairness and adherence to the criteria. Next, the user schedules the exam, inputting details like date, time, and location into the scheduling module for proper coordination. The final stage involves encoding the exam papers with location-specific data, printing them just before retrieval to prevent unauthorized access. This stage includes printing, stapling using servo motors (101) if necessary, packaging via the paper bundling mechanism (104), counting and verifying the documents with the help of the infrared (IR) sensor (102), and transporting the papers using a DC motor (103) to a GPS-tracked storage unit (106) with stringent security measures. Before finalizing, a verification step ensures all papers are correctly packaged. Accessing the storage unit (106) requires matching GPS location, time, fingerprint, and password with pre-stored information, ensuring maximum security. The microcontroller (105) manages and synchronizes all hardware and software operations. This comprehensive process safeguards the integrity of confidential documents and mitigates the risk of leaks.

Without further description, it is believed that one of ordinary skill in the art can, using the preceding description and the illustrative examples, make and utilize the present invention and practice the claimed methods. It should be understood that the foregoing discussion and examples merely present a detailed description of certain preferred embodiments. It will be apparent to those of ordinary skill in the art that various modifications and equivalents can be made without departing from the spirit and scope of the invention.

Reference Numerals:
Servo motors (101)
Infrared (IR) sensor (102)
DC motor (103)
Paper bundling mechanism (104)
Microcontroller (105)
storage unit (106)
AI enabled software (107)
,CLAIMS:Claims:
We Claim
1. A system for securely distributing confidential documents, the system comprising:
a plurality of servo motors (101) configured to hold pages in position, perform stapling, and operate a page collection mechanism;
an infrared (IR) sensor (102) configured to detect the presence of pages for further processing;
a DC motor (103) configured to control a paper bundling mechanism (104) for preparing bundles of printed documents;
a microcontroller (105) operatively connected to and configured to control the servo motors (101), IR sensor (102), DC motor (103), and paper bundling mechanism (104);
a storage unit (106) equipped with a GPS module, a timer, a fingerprint lock, and a password authentication system for securing access;
an artificial intelligence (AI) enabled software module (107) configured to select questions from a database based on chapter weightage and difficulty level to generate examination papers;
wherein the system being adapted to automate the steps of question selection, examination scheduling, printing, stapling, bundling, verification, secure transport, and storage of confidential documents.

2. The system as claimed in claim 1, wherein the microcontroller (105) is selected from a group comprising Raspberry Pi and Arduino.

3. The system as claimed in claim 1, wherein the storage unit (106) is configured to allow access only upon matching all of the following: GPS location, pre-set time, fingerprint scan, and password input.

4. The system as claimed in claim 1, wherein the servo motors (101) are configured to automatically align and staple pages after printing and before bundling.

5. The system as claimed in claim 1, wherein the DC motor (103) and bundling mechanism (104) are operable to prepare securely bundled packages for transport to examination centres.

6. The system as claimed in claim 1, wherein the AI-enabled software module (107) is further configured to prevent repetition of questions by cross-referencing a historical question database.

7. The system as claimed in claim 1, wherein the system is adapted to verify the number and correctness of pages in each package before allowing storage in the secure unit (106).

8. The system as claimed in claim 1, wherein the AI-enabled software (107) encodes the examination paper with location-specific metadata to restrict printing only at authorized centres.

9. The system as claimed in claim 1, wherein the storage unit (106) is configured to generate an access log and audit trail including the time, location, and user identity for each access instance.

10. The system as claimed in claim 1, wherein the microcontroller (105) is programmed to continuously monitor all sensors and actuators and trigger an alert in case of unauthorized access or process deviation.

11. The method for securely distributing confidential documents, particular for exam, comprising the steps of:

(a) defining an examination paper pattern via a user interface by receiving input data related to exam sections, question types, marks distribution, difficulty levels, and subject areas;

(b) receiving and storing a plurality of questions in a question bank from multiple authenticated users across different subjects, wherein the question bank is stored on a secure digital platform;

(c) automatically selecting a set of questions from the question bank using an algorithm based on the predefined examination paper pattern, ensuring coverage of specified topics, difficulty levels, and balanced mark distribution, and preventing selection of previously used questions;

(d) scheduling the examination by receiving parameters including examination date, start time, paper retrieval time, and exam centre location, and storing the schedule in a secure database;

(e) generating an encrypted version of the examination paper, embedding location-specific and time-specific metadata therein;

(f) enabling printing of the encrypted examination paper exclusively at the designated examination centre through a secure printing interface, at a predefined time before the examination;

(g) processing the printed examination papers through the steps of:
• printing the required quantity of papers,
• optionally stapling the papers,
• packaging the printed papers into predefined bundles,
• counting and verifying the number of papers in each bundle,
• re-packaging if discrepancies are found during the count;

(h) transporting the verified packages to a secure storage area;

(i) storing the examination papers in a secure locker, wherein the locker is equipped with GPS tracking and configured to permit access only upon satisfying all of the following authentication parameters:
• matching the current GPS location with a pre-stored authorized location,
• matching the current system time with a pre-stored retrieval time,
• successful fingerprint authentication,
• successful password authentication;

(j) performing a final verification to confirm the integrity and completeness of all examination papers prior to concluding the distribution process.

Dated this on 14th Jun 2025