Description:FIELD OF THE INVENTION

[0001] The present invention relates to a secured management device for physical documents designed for secure storage, organization, monitoring, and retrieval of documents, enabling efficient management, real-time condition tracking, controlled access, and optimized handling to preserve document integrity and improve operational efficiency.

BACKGROUND OF THE INVENTION

[0002] In modern organizations, the secure storage, efficient management, and easy retrieval of documents are critical for operational efficiency. Businesses and institutions often deal with large volumes of physical and digital documents that require organized storage, timely access, and protection from deterioration or loss. Secured management of physical documents faces multiple challenges. Manual handling often leads to misplacement, loss, or damage of important records. Unauthorized access poses a significant security risk, while maintaining controlled access for multiple users can be cumbersome. Environmental factors such as humidity, temperature fluctuations, pests, and exposure to light can deteriorate paper documents over time. Organizing large volumes of files for quick retrieval is labor-intensive and prone to errors. Tracking document usage or maintaining an audit trail is difficult without automated systems. Additionally, recovering damaged or lost documents can be time-consuming, costly, and sometimes impossible, compromising operational efficiency and compliance.

[0003] Traditionally, documents are stored in filing cabinets, shelves, or digital storage systems. Physical storage relies heavily on manual organization, labeling, and retrieval, which is labor-intensive and prone to errors. Environmental factors like humidity, temperature, pests, and light exposure can degrade paper documents over time. Digital methods, while reducing physical space requirements, face challenges in indexing, retrieval speed, and version control. Security measures in conventional methods are often basic, such as locks for cabinets or password protection for digital files. These methods do not provide proactive monitoring, automated tracking, or analysis of document usage patterns.

[0004] US9720700B1 discloses a secure storage device includes a physical key input device, a secure memory and a controller. The controller arbitrates access by a host to securely configure the device based on the device's mode of operation. The controller determines whether the device is in a configuration-ready mode based on information within the device. Only when the device is in the configuration-ready mode, the device may be configured by the host. When a device is in a non-configuration-ready mode, the device is prevented from being configured by the host, but the device can be set to the configuration-ready mode, for example, by nullifying configuration data (e.g., PINs), by creating new encryption key(s), and by setting the mode to the configuration-ready mode. A null PIN is unusable to unlock the device after being locked. A new encryption key is unusable to decrypt data previously stored in the device, making such data unrecoverable.

[0005] US5893908A discloses an electronic document management system that takes advantage of advanced document analysis techniques. The electronic document management system may provide automatic archiving of documents and retrieval without the need to navigate through a directory structure or specify a filename. Document comparison is facilitated by automatic retrieval of a previous version of a document. A digital copier alerts a user when a document to be copies already exists electronically within a database.

[0006] Conventionally, many devices have been developed to facilitate organized document handling, however devices mentioned in prior arts have limitations pertaining to providing real-time environmental monitoring, and intelligent tracking features. Additionally, the existing devices rarely optimize accessibility based on usage patterns or generate automated summaries for faster search, and fail to prevent gradual damage due to environmental factors.

[0007] In order to overcome the aforementioned drawbacks, there exists a need in the art to develop a device that requires to be capable of ensuring secure storage, organized management, and optimized accessibility for documents, and providing automatic identification and tracking of documents to minimize manual errors and speed up retrieval. Additionally, the developed device also needs to be capable of facilitating real-time monitoring of environmental conditions and triggering preventive actions to maintain document quality, and generating summaries, indexes, and usage-based recommendations to enhance efficiency.

OBJECTS OF THE INVENTION

[0008] The principal object of the present invention is to overcome the disadvantages of the prior art.

[0009] An object of the present invention is to develop a device that is capable of securely storing and organizing documents while ensuring easy and controlled access.

[0010] Another object of the present invention is to develop a device that is capable of enabling automatic tracking and identification of documents for efficient management and retrieval.

[0011] Another object of the present invention is to develop a device that is capable of facilitating real-time monitoring of document conditions and trigger preventive actions to maintain their quality.

[0012] Another object of the present invention is to develop a device that is capable of generating summaries and indexing information for documents, allowing faster search and retrieval without manual intervention.

[0013] Another object of the present invention is to develop a device that is capable of maintaining an optimal environment for stored documents, preventing damage due to temperature, humidity, pests, or decay.

[0014] Yet another object of the present invention is to develop a device that is capable of optimizing document handling and accessibility based on usage patterns, improving overall efficiency of storage and retrieval operations.

[0015] The foregoing and other objects, features, and advantages of the present invention will become readily apparent upon further review of the following detailed description of the preferred embodiment as illustrated in the accompanying drawings.

SUMMARY OF THE INVENTION

[0016] The present invention relates to a secured management device for physical documents developed for managing documents, providing secure storage, organized arrangement, condition monitoring, controlled access, and efficient retrieval, while ensuring document preservation and improving overall handling and operational efficiency.

[0017] According to an aspect of the present invention, a secured management device for physical documents, comprising of a housing configured with at least four extendable support legs for dynamic height adjustment, each of the leg is fitted with a motorized omnidirectional wheel for maneuverability, a motorized flap installed on a frontal portion of the housing, defining an opening with a platform for receiving documents, the platform is equipped with one or more optical sensors, RFID (Radio Frequency Identification) scanner, and an artificial intelligence based imaging camera integrated with facial recognition modules for document verification and user authentication, a retrieval unit mounted on a ceiling portion of the housing, comprising a two-axis motorized guiding rail coupled with a robotic arm for precise document retrieval from the platform or housing, a chamber installed in the housing, divided into multiple compartments for categorized storage of the documents, each of the compartment is equipped with at least one proximity sensor, optical counting sensor and RFID (Radio Frequency Identification) scanners for real-time inventory tracking and document identification.

[0018] According to another aspect of the present invention, the device further includes a document summarization and indexing unit integrated with the camera, employing a natural language processing (NLP) protocol for generating metadata and summaries linked to the scanned RFID (Radio Frequency Identification) tags for efficient document classification, a plurality of environmental sensors installed within the chamber for monitoring real-time conditions, to trigger activation of a temperature regulation unit for maintaining ambient environment within the chamber, a cleaning unit integrated within the housing, the cleaning unit includes a UV-C (Ultraviolet-C) light emitter, configured to emit the UV-C rays for sanitizing the documents during storage and retrieval, as detected by the proximity sensor, a decay monitoring unit installed in the housing, comprising volatile organic compound (VOC) and colorimetric optical sensors, configured to detect document degradation, to trigger maintenance alerts, and a pest control unit installed in the housing, comprising one or more infrared motion sensors and a dispenser for releasing controlled amount of a repellent liquid to prevent pest-related damage to the stored documents.

[0019] While the invention has been described and shown with particular reference to the preferred embodiment, it will be apparent that variations might be possible that would fall within the scope of the present invention.

BRIEF DESCRIPTION OF THE DRAWINGS

[0020] These and other features, aspects, and advantages of the present invention will become better understood with regard to the following description, appended claims, and accompanying drawings where:
Figure 1 illustrates an isometric view of a secured management device for physical documents.

DETAILED DESCRIPTION OF THE INVENTION

[0021] The following description includes the preferred best mode of one embodiment of the present invention. It will be clear from this description of the invention that the invention is not limited to these illustrated embodiments but that the invention also includes a variety of modifications and embodiments thereto. Therefore, the present description should be seen as illustrative and not limiting. While the invention is susceptible to various modifications and alternative constructions, it should be understood, that there is no intention to limit the invention to the specific form disclosed, but, on the contrary, the invention is to cover all modifications, alternative constructions, and equivalents falling within the spirit and scope of the invention as defined in the claims.

[0022] In any embodiment described herein, the open-ended terms "comprising," "comprises,” and the like (which are synonymous with "including," "having” and "characterized by") may be replaced by the respective partially closed phrases "consisting essentially of," consists essentially of," and the like or the respective closed phrases "consisting of," "consists of, the like.

[0023] As used herein, the singular forms “a,” “an,” and “the” designate both the singular and the plural, unless expressly stated to designate the singular only.

[0024] The present invention relates to a secured management device for physical documents developed for handling documents, focusing on secure storage, organization, monitoring of their condition, controlled access, and efficient retrieval, while maintaining document integrity and enhancing overall management efficiency.

[0025] Referring to Figure 1, an isometric view of a secured management device for physical documents is illustrated, comprising of a housing 101 configured with at least four extendable support legs 102, each of the leg 102 is fitted with a motorized omnidirectional wheel 103, an input means 104 paired with the housing 101, a motorized flap 105 installed on a frontal portion of the housing 101, defining an opening 106 with a platform, a RFID (Radio Frequency Identification) scanner 107 and an artificial intelligence based imaging camera 108 integrated with the platform, the motorized flap 105 includes a motorized slider 109.

[0026] Figure 1 further illustrates a retrieval unit mounted on a ceiling portion of the housing 101, comprising a two-axis motorized guiding rail 110 coupled with a robotic arm 111, a chamber 112 installed in the housing 101, divided into multiple compartments, a cleaning unit integrated within the housing 101, the cleaning unit includes a UV-C (Ultraviolet-C) light emitter 113, a pest control unit 114 installed in the housing 101, the pest control unit 114 includes one micro-fan 115, UV (Ultraviolet) light arrays 116 or resistive micro-heaters 117 installed in the compartment.

[0027] The disclosed device herein comprises of a housing 101 with at least four support legs 102 for enabling controlled extension and retraction to achieve desired elevation levels of the housing 101. The legs 102 transmit load forces to the ground while maintaining balance, adjusting dynamically to uneven surfaces. The legs 102 operate in coordination to prevent tipping or uneven elevation, thereby stabilizing the housing 101 during movement or stationary positioning. Each of the legs 102 fitted with a motorized omnidirectional wheel 103, for providing full planar mobility of the housing 101 without reorientation.

[0028] The housing 101 maintains structural integrity under dynamic loads imposed by the extendable support legs 102 and the omnidirectional wheels 103, ensuring stability and operational safety. The wheels 103 rotate independently or in coordinated patterns to achieve linear, lateral, or rotational motion as directed by a user input. Motors engage in differential speed control to navigate complex paths and adjust alignment while maintaining balance. The wheels 103’ interface with legs 102 to ensure synchronized elevation and movement. The wheels 103 facilitate repositioning of the housing 101 while maintaining height stability, ensuring continuous responsiveness to user commands.

[0029] An input means 104, integrally associated with the housing 101 and configured to receive, process, and transmit user commands pertaining to the adjustment of height and positional movement of the housing 101. Upon activation, the input means 104 facilitates communication between the user and the device, thereby enabling precise, controlled, and user-directed modification of the housing’s vertical displacement and spatial orientation. The input means 104 transmits control signals to each leg 102 and wheel 103, coordinating synchronous operation for precise movement and height adjustment.

[0030] The input means 104 functions by first detecting a user’s input command provided by a display unit, activating a touch control. This signal is then transmitted to an inbuilt microcontroller. The microcontroller interprets the received input and triggers the vertical adjustment or lateral movement of the housing 101. A motorized flap 105 installed on a frontal portion of the housing 101, defining an opening 106 with a platform for receiving documents and operates through a controlled electric actuator, initiating movement upon receipt of an authorized signal post user verification.

[0031] The motorized flap 105 comprises a motorized slider 109 controlled by limit switches and infrared safety sensors. The limit switches define the maximum and minimum positions of the flap 105, preventing overextension. The infrared safety sensors detect obstructions within the path of the flap 105, halting operation to avoid injury or damage. The flap 105 translates along a guided track via the motorized slider 109, moving from a closed position to an open position to permit access to the platform. The opening 106 herein functions as the primary interface between the user and the document reception platform. Upon activation, the opening 106 enlarges mechanically, providing a clear passage for document insertion.

[0032] The dimensions and position of the opening 106 are monitored to synchronize with the motorized flap 105 and slider 109, ensuring precise alignment. The infrared sensors continuously monitor the perimeter for obstructions during operation, pausing movement if required. The opening 106 is thereby rendered secure, facilitating authorized access while preventing tampering, inadvertent entry, or unauthorized document retrieval, in strict adherence to operational safeguards. The platform is equipped with one or more optical sensors, RFID (Radio Frequency Identification) scanner 107, and an artificial intelligence-based imaging camera 108 embedded with facial recognition modules for document verification and user authentication.

[0033] The optical sensors herein operate by emitting and detecting light signals to monitor the presence, positioning, and movement of documents on the platform. The detection triggers communication with the microcontroller, confirming document placement and alignment. In conjunction with the motorized flap 105, the sensors ensure that the opening 106 operates only when the document is properly positioned, preventing mechanical interference. The real-time monitoring provides immediate feedback to the microcontroller, supporting secure and precise document handling while preserving the integrity of automated verification protocols.

[0034] The RFID scanner 107 mentioned herein operates by emitting radio frequency signals to read unique identification tags embedded within documents or user credentials. Upon detecting an authorized tag, the scanner 107 communicates with the microcontroller to verify authentication. Successful verification triggers the motorized flap 105 to initiate opening 106, allowing document access. The scanner 107 continuously monitors the platform to prevent unauthorized items from being inserted or removed. The RFID scanner 107 thereby ensures controlled access, logging each interaction for audit purposes. The artificial intelligence-based imaging camera 108 captures high-resolution images of the user and document presented at the platform.

[0035] The integrated facial recognition modules analyze biometric features, comparing them against a secure database to authenticate identity. Simultaneously, document verification protocols examine image attributes, detecting authenticity markers, anomalies, or tampering. Upon successful verification of both user and document, the microcontroller signals the motorized flap 105 to open. The motorized slider 109 mentioned above facilitates the linear translation of the flap 105 along the track, ensuring precise movement between closed and open positions.

[0036] The slider 109 operates in coordination with the limit switches that define terminal positions, preventing over travel and actuated by an electric motor. The infrared safety sensors monitor the path, pausing movement if obstructions are detected, thus ensuring user safety. The slider’s motion is synchronized with the microcontroller, enabling flap 105 movement only upon successful verification by RFID, optical sensors, and AI imaging modules. This controlled translation guarantees secure access, smooth mechanical operation, and alignment of the flap 105 with the platform opening 106, preserving both safety and operational integrity.

[0037] A retrieval unit is affixed to the ceiling portion of the housing 101 and is configured to execute precise document handling operations. The primary function of retrieval unit involves accessing, transporting, and delivering documents from the storage platform or housing 101 to designated retrieval points. The retrieval unit operates under automated control, coordinating movement along predefined axes, and integrates with the microcontroller to ensure accurate, timely, and repeatable document retrieval, minimizing human intervention and preserving document integrity throughout the transfer process.

[0038] The retrieval unit includes a two-axis motorized guiding rail 110 coupled with a robotic arm 111 for precise document retrieval from the platform or housing 101. The two-axis motorized guiding rail 110 functions to provide controlled linear and lateral movement of the retrieval unit. The rail 110 enables motion along the X-axis and Y-axis, thereby allowing the attached robotic arm 111 to reach any specified location within the operational area. The motors integrated along each axis regulate speed, acceleration, and position. The rail 110 ensures smooth, synchronized travel to target points, allowing the robotic arm 111 to align accurately with documents and retrieve or place them without collision or misalignment.

[0039] The robotic arm 111 herein extends and contracts to engage with documents, employing grippers to secure each item. The arm 111 is controlled by the microcontroller adjusts its orientation, rotation, and grip force to handle documents safely. Upon positioning by the guiding rail 110, the arm 111 executes retrieval, lifts or transfers the document, and deposits it at the intended location. The operation of the arm 111 is synchronized with the rail 110 to ensure precise handling, preventing damage. A chamber 112 is securely installed within the housing 101, partitioned into multiple compartments for organized and categorized storage of legal documents.

[0040] Each compartment is equipped with a proximity sensor, an optical counting sensor, and an RFID (Radio Frequency Identification) scanner 107, ensuring precise, real-time monitoring and identification of stored items. The proximity sensor herein continuously emits an infrared signal. When a document or object enters the sensing zone, the sensor detects the disturbance in the field or reflection of the infrared beam. The sensor then immediately sends an electronic signal to the microcontroller, indicating the presence or absence of a document. This action triggers a real-time update in the inventory database, confirming document placement or removal.

[0041] The sensor operates without physical contact, ensuring that documents remain untouched. The rapid detection of the sensor ensures instant alerts and reduces human dependency in monitoring document movement. The optical counting sensor uses a light beam projected across the compartment. When a document passes through the beam, the sensor detects the interruption and generates a pulse corresponding to a single item. The microcontroller counts these pulses to track the number of documents entering or leaving the compartment. The sensor communicates directly with the microcontroller, updating quantities in real time.

[0042] The RFID scanner 107 mentioned above emits a radio frequency signal to activate nearby RFID tags attached to the documents. When a tag is energized, the scanner 107 transmits its unique identification code back to the scanner 107. The scanner 107 captures this information and relays it to the central database, confirming the exact identity and location of each document. This enables automated verification of document presence, categorization, and retrieval. The RFID scanner 107 works in real time, allowing simultaneous tracking of multiple items. A document summarization and indexing unit integrated with the camera 108 and designed to capture and process scanned legal documents.

[0043] Upon scanning, the document summarization and indexing unit employs a natural language processing (NLP) protocol to extract critical information, including key terms, clauses, and context-relevant phrases. The outputs are converted into metadata and concise summaries, which are subsequently linked to unique RFID (Radio Frequency Identification) tag identifiers assigned to each document. This operation ensures accurate classification and streamlined retrieval of legal records, facilitating precise and compliant information management while reducing manual intervention in metadata entry.

[0044] Upon document capture via the camera 108, the document summarization and indexing unit reads the content and transmits it to the NLP protocol. The protocol parses textual data, identifying significant entities, clauses, and thematic structures. Extracted keywords and summaries are formatted as structured metadata, which is then associated with the scanned document’s unique RFID tag ID. This linkage allows the document to be stored in a digital repository where searches reference either the tag ID, keywords, or summary content. The advanced search query functions enable retrieval of documents without manual indexing.

[0045] The document summarization and indexing unit continuously updates metadata to reflect document amendments, ensuring dynamic and precise classification aligned with legal compliance standards. A plurality of environmental sensors installed within the chamber 112 operates to continuously detect and relay real-time environmental parameters. Each sensor is configured to measure specific conditions, and collectively, the sensors generate data streams transmitted to the microcontroller. Upon receiving the data, the microcontroller evaluates deviations from predefined thresholds.

[0046] When the detected parameters exceed or fall below the set limits, the microcontroller triggers the activation of a temperature regulation unit to restore the chamber’s ambient environment. The environmental sensors include at least one temperature sensor and one humidity sensor. The temperature sensor functions to measure the ambient temperature within the chamber 112 by converting thermal energy into an electrical signal proportional to the sensed temperature. The sensor continuously communicates the measured temperature to the microcontroller, which compares the received data against predetermined temperature thresholds.

[0047] If the sensed temperature deviates from the acceptable range, the microcontroller sends a signal to the temperature regulation unit, initiating heating or cooling actions to maintain a stable ambient environment. The sensor operates in real-time, providing precise, instantaneous readings, thereby enabling automated, responsive regulation of the chamber’s temperature without manual intervention. The humidity sensor herein operates to detect the relative moisture content in the air within the chamber 112 and generates an electrical output corresponding to the measured humidity level. The sensor continuously transmits real-time humidity data to the microcontroller. The microcontroller assesses the received signal against predefined humidity thresholds.

[0048] If the humidity deviates above or below acceptable limits, the microcontroller instructs the temperature regulation unit to adjust environmental controls, such as dehumidifiers or humidifiers, to restore the desired ambient conditions. The sensor’s operation ensures continuous monitoring, providing accurate, instantaneous humidity readings, thereby enabling automated maintenance of optimal environmental conditions within the chamber 112. A cleaning unit, integrated within the housing 101, includes a UV-C (Ultraviolet-C) light emitter 113 operates by emitting UV-C rays for the sanitization of documents during storage and retrieval, as detected by the proximity sensor.

[0049] Upon activation, the cleaning unit disperses uniform UV-C radiation over document surfaces, disrupting microbial DNA and effectively sterilizing the documents. The cleaning unit operate only when no human presence is detected, ensuring safety. The UV-C light emission is continuously monitored for intensity, guaranteeing adequate sterilization. The cleaning unit further comprises of one or more motion sensors and interlock switches, and at least one optical sensor. The motion sensors within the cleaning unit function to detect the presence or approach of a user within the proximity of the housing 101.

[0050] Upon sensing motion, the sensors immediately signal the interlock switches to prevent the activation of the UV-C light emitter 113, thereby averting exposure hazards. The sensors continuously monitor for movement and maintain a fail-safe state until the chamber 112 is confirmed vacant. Their output is integrated with the cleaning unit’s control logic to allow UV-C operation only under secure conditions. The optical sensor in the cleaning unit monitors the intensity of UV-C rays emitted during document sterilization. The sensor continuously measures photon flux and spectral output to ensure that the UV-C dose is sufficient to inactivate pathogens effectively.

[0051] The sensor communicates real-time intensity data to the microcontroller, which adjusts power output to maintain optimal sterilization levels. If intensity falls below a preset threshold, the microcontroller prolongs exposure or issues an alert. This operation ensures precise, consistent sterilization while avoiding overexposure, protecting both the documents and surrounding equipment from unnecessary UV damage. A decay monitoring unit integrated with the housing 101 and operates by continuously scanning stored documents for early signs of degradation. The decay monitoring unit comprising volatile organic compound (VOC) and colorimetric optical sensors

[0052] Upon detection of chemical or physical changes, the decay monitoring unit triggers alerts for maintenance or document handling. The decay monitoring unit combines VOC and colorimetric optical sensors to assess emissions and visual discoloration, quantifying the degree of decay. The decay monitoring unit ensures that documents are maintained in optimal condition and that potential damage is addressed promptly by providing real-time monitoring, mitigating loss of valuable content. The VOC sensors detect gaseous byproducts emitted from degrading paper or inks. The sensors continuously sample the air within the housing 101 and generate signals proportional to VOC concentration.

[0053] When levels exceed predefined thresholds, the sensors trigger alerts via the decay monitoring unit, indicating early-stage degradation. The sensors function by chemically interacting with specific organic compounds, producing measurable electrical or optical responses, which are relayed to the microcontroller. The VOC sensors ensure timely detection of document deterioration by providing continuous monitoring, and allowing corrective actions such as environmental adjustments or targeted conservation interventions. The colorimetric optical sensors operate by measuring the reflectance or absorbance of light from the document surfaces, detecting color changes associated with degradation.

[0054] The sensors emit specific wavelengths and capture the reflected light, analyzing intensity variations to quantify deterioration. The variations are processed to provide actionable alerts when discoloration reaches critical levels. The sensors enable real-time tracking of document integrity, supporting preventive conservation measures. They allow precise monitoring without physical contact, ensuring preservation of delicate materials while providing an objective metric for document quality and aging progression. A pest control unit 114 functions to prevent damage from insects or rodents by detecting activity and dispensing repellents.

[0055] Upon activation, the pest control unit 114 comprises one or more infrared motion sensors for detection of pest presence. Once pests are detected and human presence is ruled out, a controlled amount of repellent liquid is released via a dispenser, distributed evenly by a micro-fan 115. The pest control unit 114 ensures air circulation and prevents over-concentration using integrated air quality sensors. The pest control unit 114 operates only when the chamber 112 is sealed, maintaining safety and effectiveness. This combination of detection, controlled dispensing, and ventilation mitigates pest risks while preserving stored documents.

[0056] The infrared motion sensors herein detect heat signatures of moving organisms within the storage housing 101. When infrared radiation indicative of pests is sensed, the sensors signal the microcontroller to initiate the dispensing of repellents. The sensors differentiate between human and pest presence by analyzing size, movement patterns, and temperature ranges. This ensures repellents are released only in the absence of humans, maintaining safety. The sensors continuously monitor the housing 101, enabling real-time detection and automated responses to potential infestations, thereby reducing the likelihood of pest-related damage to the stored documents.

[0057] The dispenser in the pest control unit 114 releases-controlled volumes of repellent liquid into the housing 101 upon activation by the microcontroller. The release of the repellent liquid is calibrated to ensure uniform distribution and prevent over-concentration, preserving document safety. The dispensing occurs only after human absence and proper chamber 112 sealing are confirmed. The dispenser integrates with infrared motion and air quality sensors to adjust timing, quantity, and distribution patterns. The air quality sensors monitor the concentration of repellent liquids within the storage chamber 112 during pest control operations.

[0058] The sensors provide real-time measurements of chemical levels, triggering adjustments to micro-fan 115 speed or dispenser activity to maintain safe and effective concentrations. The signals are processed by the microcontroller to prevent excessive accumulation that could harm documents or human operators. The continuous monitoring ensures optimal ventilation, effective pest deterrence, and safe environmental conditions within the housing 101. The sensors enable precise management of chemical exposure, maintaining document preservation standards while ensuring operational safety.

[0059] The micro-fan 115 in the pest control unit 114 operates to circulate repellent evenly within the sealed storage chamber 112. The micro-fan 115 is activated only when human presence is absent and the chamber 112 is closed, ensuring safety. By generating controlled airflow, the fan ensures uniform distribution of the repellent and prevents localized chemical accumulation. The fan’s speed is modulated based on inputs from the air quality sensors, maintaining effective pest deterrence while preserving document integrity. The continuous operation during the dispensing cycle ensures thorough ventilation, uniform chemical exposure, and optimal environmental conditions for both document preservation and pest prevention.

[0060] Each compartment is lined with a self-healing polymer coating embedded with flexible pressure sensors and micro-strain gauges configured to detect structural or surface damage. Upon detection, the microcontroller activates localized repair via UV light arrays 116 or resistive micro-heaters 117 situated within the compartment. The completion and efficacy of the repair process are verified through a micro-imaging unit. The flexible pressure sensors operate by transducing applied mechanical force into electrical signals. When external pressure is exerted on the sensor, the conductive elements embedded in its polymeric substrate experience deformation.

[0061] The generated signal is captured and processed by the microcontroller to quantify the magnitude and location of the applied pressure. In the self-healing compartment, the sensors continuously monitor stress points and detect deviations from baseline readings. The micro-strain gauges’ herein function by converting minute deformations of the substrate into measurable electrical signals. When the polymer coating experiences tensile or compressive stress, the strain gauge elongates or contracts, causing a corresponding change in its electrical resistance. This resistance variation is monitored through a Wheatstone bridge, enabling precise detection of structural strain or damage.

[0062] In the compartment, the micro-strain gauges provide high-resolution mapping of micro-cracks or stress accumulation. The output signals are relayed to the microcontroller, which interprets the data to trigger targeted repair via UV light array or resistive heating, ensuring the integrity of the polymer coating. The micro-imaging unit herein captures high-resolution images of the compartment’s internal surfaces to assess damage and verify repair outcomes. The micro-imaging unit employs miniature optical sensors coupled with lighting sources to illuminate the target area and detect surface irregularities or cracks.

[0063] The captured image data are processed through image recognition protocols to identify damage characteristics such as size, depth, and location. The UV light arrays 116 repair self-healing polymer coatings by initiating photochemical cross-linking reactions. Each array emits controlled ultraviolet radiation targeted at damaged areas of the polymer. The UV photons energize photoactive groups within the polymer, breaking specific chemical bonds and forming new cross-links, effectively restoring structural continuity. The arrays 116 are selectively activated based on signals from the pressure sensors and the micro-strain gauges, concentrating light only where damage is detected.

[0064] The exposure duration and intensity are precisely controlled to prevent over-curing or thermal degradation. Post-exposure, the micro-imaging unit verifies the repair, ensuring that the UV-induced polymer cross-linking has reinstated the original surface integrity. The resistive micro-heaters 117 repair polymer coatings by generating localized thermal energy through Joule heating. When electrical current passes through the resistive elements embedded in the compartment, the elements convert electrical energy into heat. The heat elevates the polymer temperature above its flow or self-healing threshold, enabling molecular mobility that closes cracks and reforms chemical bonds.

[0065] The sensors guide the heaters to affected regions, ensuring energy is applied only where necessary. Thermal duration and intensity are regulated to prevent damage to surrounding materials. Following heating, the micro-imaging unit scans the repaired area to confirm that the polymer has re-solidified and the structural integrity of the compartment is fully restored. The database supports real-time ingestion and processing of data from embedded sensors and imaging camera 108, ensuring immediate availability of operational information.

[0066] The database accommodates both voice-activated and touch-based query interfaces, allowing intuitive and efficient data retrieval. Historical records are stored and analysed to facilitate predictive maintenance, trend identification, and performance optimization. The database is designed for scalability, enabling seamless integration and coordination across multiple wirelessly connected computing units. This architecture ensures continuous monitoring, rapid decision-making, and adaptive expansion, maintaining consistent operational reliability while supporting advanced analytical and maintenance-driven functionalities.

[0067] The machine learning protocols evaluates and assigns priority scores to documents according to their retrieval frequency, ensuring that frequently accessed files are readily identifiable. Based on these scores, the retrieval unit is directed to reorganize and reposition the documents to enhance operational efficiency and accessibility. Throughout this process, environmental conditions such as temperature, humidity, and other preservation parameters are continuously monitored and maintained to prevent degradation of sensitive materials.

[0068] This automated, data-driven approach balances optimized document accessibility with preservation requirements, ensuring that high-priority files are promptly retrievable while safeguarding the integrity of all stored records. Moreover, a battery is associated with the device to supply power to electrically powered components which are employed herein. The battery is comprised of a pair of electrodes known as a cathode and an anode. A voltage is generated between the anode and cathode via oxidation/reduction and thus produces the electrical energy to provide to the device.

[0069] The present invention works best in following manner, where the device comprises the housing 101 supported by at least four extendable support legs 102, each fitted with motorized omnidirectional wheels 103, enabling dynamic height adjustment and precise maneuverability. The microcontroller receives user commands through the input means 104 to control both movements of the housing 101 and adjustment of the support legs 102 to a desired height. The motorized flap 105 is defining an opening 106 with the platform for receiving documents. The platform is equipped with the optical sensors, RFID scanner 107, and artificial intelligence-based imaging camera 108 integrated with facial recognition modules. The microcontroller controls the motorized slider 109 of the flap 105 via limit switches and infrared safety sensors, allowing translation of the flap 105 to provide secured access only after successful user authentication and document verification. The retrieval unit comprises the two-axis motorized guiding rail 110 coupled with the robotic arm 111. The microcontroller directs the robotic arm 111 for precise document retrieval from the platform or the storage chamber 112. The chamber 112 within the housing 101 is divided into multiple compartments for categorized storage. Each compartment includes the proximity sensors, optical counting sensors, and RFID scanners 107, enabling the microcontroller to maintain real-time inventory tracking and document identification.

[0070] In continuation, the document summarization and indexing unit, integrated with the imaging camera 108, employs natural language processing protocols to generate metadata and summaries linked directly to scanned RFID tag identifiers. The microcontroller facilitates efficient storage, indexing, and advanced search queries, eliminating the need for manual metadata entry. Environmental sensors, including the temperature and humidity sensors, continuously monitor chamber 112 conditions, activating the temperature regulation unit to maintain optimal ambient conditions. The cleaning unit includes the UV-C light emitter 113 controlled by the microcontroller. The emitter 113 sterilizes documents during storage and retrieval, with motion sensors and interlock switches preventing activation during user access, while optical sensors ensure adequate UV intensity. The decay monitoring unit, comprising volatile organic compound and colorimetric optical sensors, alerts the user to document degradation. The pest control unit 114, including infrared motion sensors, repellent dispenser, air quality sensors, and micro-fan 115, is activated only when the chamber 112 is sealed, ensuring even distribution without human exposure. Each compartment is lined with self-healing polymer coating embedded with flexible pressure sensors and micro-strain gauges. The microcontroller triggers localized repair using UV light arrays 116 or resistive micro-heaters 117 upon detection of damage, verified by the micro-imaging unit. Machine learning protocols assign priority scores to documents based on retrieval frequency, directing the retrieval unit for optimized accessibility while maintaining environmental conditions. The database supports real-time updates from all sensors and imaging inputs, enabling voice or touch-based searches, historical data analysis, predictive maintenance, and wireless scalability across multiple linked units.

[0071] Although the field of the invention has been described herein with limited reference to specific embodiments, this description is not meant to be construed in a limiting sense. Various modifications of the disclosed embodiments, as well as alternate embodiments of the invention, will become apparent to persons skilled in the art upon reference to the description of the invention. , Claims:1) A secured management device for physical documents, comprising:
a) a housing 101 configured with at least four extendable support legs 102 for dynamic height adjustment, each of the leg 102 is fitted with a motorized omnidirectional wheel 103 for maneuverability;
b) a motorized flap 105 installed on a frontal portion of the housing 101, defining an opening 106 with a platform for receiving documents, the platform is equipped with one or more optical sensors, RFID (Radio Frequency Identification) scanner 107, and an artificial intelligence-based imaging camera 108 integrated with facial recognition modules for document verification and user authentication;
c) a retrieval unit mounted on a ceiling portion of the housing 101, comprising a two-axis motorized guiding rail 110 coupled with a robotic arm 111 for precise document retrieval from the platform or housing 101;
d) a chamber 112 installed in the housing 101, divided into multiple compartments for categorized storage of the documents, each of the compartment is equipped with at least one proximity sensor, optical counting sensor and RFID (Radio Frequency Identification) scanners 107 for real-time inventory tracking and document identification;
e) a document summarization and indexing unit integrated with the camera 108, employing a natural language processing (NLP) protocol for generating metadata and summaries linked to the scanned RFID (Radio Frequency Identification) tags for efficient document classification;
f) a plurality of environmental sensors installed within the chamber 112 for monitoring real-time conditions, to trigger activation of a temperature regulation unit for maintaining ambient environment within the chamber 112;
g) a cleaning unit integrated within the housing 101, the cleaning unit includes a UV-C (Ultraviolet-C) light emitter 113, configured to emit the UV-C rays for sanitizing the documents during storage and retrieval, as detected by the proximity sensor;
h) a decay monitoring unit installed in the housing 101, comprising volatile organic compound (VOC) and colorimetric optical sensors, configured to detect document degradation, to trigger maintenance alerts; and
i) a pest control unit 114 installed in the housing 101, comprising one or more infrared motion sensors and a dispenser for releasing controlled amount of a repellent liquid to prevent pest-related damage to the stored documents.

2) The device as claimed in claim 1, wherein an input means 104 is paired with the housing 101 for receiving user commands regarding height adjustment and movement of the housing 101.

3) The device as claimed in claim 1, wherein the motorized flap 105 includes a motorized slider 109 controlled by limit switches and infrared safety sensors, for translating the flap 105 to get opened, thus ensuring secured access only after user authentication.

4) The device as claimed in claim 1, wherein the cleaning unit further includes:
a) one or more motion sensors and interlock switches for preventing UV-C light emitter’s activation during user access; and
b) at least one optical sensor for monitoring UV ray’s intensity for effective sterilization.

5) The device as claimed in claim 1, wherein each of the compartment is lined with a self-healing polymer coating embedded with flexible pressure sensors and micro-strain gauges to detect damage, triggering localized repair via UV (Ultraviolet) light arrays 116 or resistive micro-heaters 117 installed in the compartment, that are verified by a micro-imaging unit.

6) The device as claimed in claim 1, wherein the document summarization and indexing unit links generated summaries and keywords directly to RFID (Radio Frequency Identification) tag IDs, thus enabling advanced search queries without manual metadata entry into a linked database.

7) The device as claimed in claim 1 and 6, wherein the database supports real-time updates from sensor and imaging camera’s inputs, enables voice or touch-based searches, and provides historical data analysis for predictive maintenance and scalability across multiple wirelessly linked computing units.

8) The device as claimed in claim 1, wherein the pest control unit 114 includes one or more air quality sensors to monitor repellent concentration, with at least one micro-fan 115 for even repellent distribution and ventilation, activated only when the chamber 112 is sealed and no human presence is detected.

9) The device as claimed in claim 1, wherein the wherein the machine learning protocols assign priority scores to documents based on retrieval frequency, directing the retrieval unit to reposition files for optimized accessibility while maintaining environmental conditions.

10) The device as claimed in claim 1, wherein the environmental sensors include at least one temperature sensor and one humidity sensor.