FORM 2
THE PATENTS ACT, 1970
(39 of 1970)
As amended by the Patents (Amendment) Act, 2005
&
The Patents Rules, 2003
As amended by the Patents (Amendment) Rules, 2005
COMPLETE SPECIFICATION
(See section 10 and rule 13)
TITLE OF THE INVENTION:
Design Document Management System
APPLICANTS:
Crompton Greaves Limited, CG House, 6th House, Dr Annie Besant Road, Worli, Mumbai 400 030, Maharashtra, India, an Indian Company.
INVENTORS:
Potnis Shrikant Balkrishna of Crompton Greaves Ltd , S3 - Technology Department, Switchgear Complex, Ambad, Nasik-422010 Maharashtra, India and Pawar Pravin Balkrishna of N-31/H-1/4/14, Datta Chowk, New Cidco , Nashik-422009, Maharashtra, India; both Indian Nationals.
PREAMBLE TO THE DESCRIPTION
The following specification particularly describes the nature of this invention and the manner in which it is to be performed:

Field of the Invention:
This invention relates to the field of networks, databases, and system designs.
Particularly, this invention relates to a document management system.
Background of the Invention:
In a large organisation with several departments (in-house or outsourced) documents change hands often. A document dump is created, typically, for each department which is used by personnel working in that department in accordance with their understanding of nomenclature or rules. There is no universality.
When documents are to be transferred from one department to another, typically, a protocol of transfer is followed wherein forms are filled up detailing the nature of the document to be transferred along with multiple copies of the document. In the event that a document has been updated, it may be possible that not every personnel in the department are aware of the update and may result in multiple copies of the document being stored on the dump.
In a typical scenario of the prior art, a design document changes hands quite often. E.g. an engineer may send a draft to design personnel for creating an engineering design. This process may take several iterations. Further, it may be transferred to a chief team leader who may suggest changes or review the design. This again proceeds through several iterations. Still further, the document may be given to a

vendor who builds the equipment according to the received design. Even if updated documents are furnished to the vendor, there is always a time-lag between receipt and incorporation of design, thus owing to losses on part of the organisation.
There is a need to obviate the limitations of the prior art.
Prior Art:
US6578053 discloses a Document management system and method including document output notification. The system records an operation history and stores documents. However, other features such as notification means, transferring means, communication means are not disclosed.
US2010077218 discloses a System and Method for Electronic Document Management, Organization, Collaboration, and Submission in Clinical Trials. The system discloses a central archive, along with accessing means. It also discloses notification means and transferring means for documents. However, it does not disclose a time-bound notification means or a communication means.
US2007233670 discloses a Document Management System, Program, and Computer Data Signal. The system discloses an archiving means and a central accessing means. However, it fails to disclose notification means, communication means, and updating means.
JP2008003847 discloses a Document Use Management System, Document Management Server, and its Program. The system discloses a document archiving

means along with a centralized access means and updating means. However, there is no mention of a notification means or a transferring means or a communication means.
JP6083887 discloses Drawing Management System. However, the notification and communication means are not disclosed.
US2010114827 discloses System and Method for Document Management. The document discloses archiving means, the centralized authorized access means, the updating means, the notification means, the transferring means are all disclosed. However, time-bound transferring means in order to effect the change in document (for use) by a third person is not discussed.
US20070078893 discloses an Automated Project Management method. The document discloses archiving means, the centralized authorized access means, the updating means, the notification means, the transferring means are all disclosed. However, communication means in order to provide communication between personnel in online or offline mode in relation to update or change or transfer or recording comments is not disclosed.
Objects of the Invention:
An object of the invention is to transfer or share documents from one level (of an organisation) to another level (of an organisation) in an automated fashion.

Another object of the invention is to transfer or share documents with a view to effect the use of change in a time-bound manner.
Yet another object of the invention is to create a paperless environment for transferring or sharing of documents.
Still another object of the invention is to achieve cycle time reduction for data accessibility.
An additional object of the invention is to provide instant access to current data.
Yet an additional object of the invention is to protect work-in-progress data.
Still an additional object of the invention is to minimize the risk of overwriting work.
Another additional object of the invention is to be updated about changes in a document.
Summary of the Invention:
According to this invention, there is provided a document management system, said system comprises:
a. document archiving means adapted to allow users to archive documents according to defined protocol;

b. list generation means adapted to generate a list of documents stored on the
system;
c. centralised authorised access means, from remote terminals, to access
archived documents;
d. updating means adapted to update archive automatically if any authorised
personnel changes / updates archived document(s);
e. notification means to notify relevant personnel about update / change in a
specific document according to pre-defined rules;
f. a transferring means to transfer latest (updated) document to a pre-defined
output for acting on said updated document, within a pre-defined time limit;
and
g. communication means to provide communication between various personnel
regarding an archived document in relation to update or change or transfer.
Typically, document archiving means includes document naming means adapted to name the document in accordance with pre-defined parameters.
Preferably, said list generation means includes date stamping means adapted to provide date stamps on documents.
Preferably, said list generation means includes time stamping means adapted to provide time stamps on documents.
Preferably, said list generation means includes name stamping means adapted to provide name stamps on documents.

Typically, said system includes refreshing means adapted to refresh the list prepared by said list generation at pre-defined intervals in order to update said list.
Typically, said system includes level defining means adapted to define a level for each user of said system such that each level includes a pre-defined set of rules in relation to accessing or tampering with the document.
Brief Description of the Accompanying Drawings:
The invention will now be described in relation to the accompanying drawings, in which:
Figure 1 illustrates a schematic of the document management system; and
Figure 2 illustrates a list generated by the list generation means of the document management system.
Detailed Description of the Accompanying Drawings:
According to this invention, there is provided a document management system,
Figure 1 illustrates a schematic of the document management system (100).
In accordance with an embodiment of this invention, there is provided a document archiving means (DAM) adapted to allow users to archive documents according to defined protocol. Typically, it includes a document naming means (DNM) adapted to name the document in accordance with pre-defined parameters.

The system includes a list generation means (LGM) adapted to generate a list (L) of documents stored on the system. The list may also include date stamps (DS) and time stamps (TS) of deposition along with the name (N) of the user depositing the document. The list is adapted to be refreshed at pre-defined intervals. Each time a new document is dumped onto the document archiving means, an updated list incorporates the new addition or change whenever it refreshes.
Figure 2 illustrates a list generated by the list generation means of the document management system. It shows various fields on the list.
In accordance with another embodiment of this invention, there is provided a centralised authorised access means (CAM), from remote terminals, to access archived documents. Thus, various departments or various personnel may access the document from various locations.
In accordance with yet another embodiment of this invention, there is provided a level defining means (LDM) adapted to define a level for each user of said system. Typically, each level includes a pre-defined set of rules (R) in relation to accessing or tampering with the document. Thus, certain levels of personnel may or may not have access to view a document depending of pre-defined rules. Similarly, certain levels of personnel may or may not have access to modify a document depending of pre-defined rules.

In accordance with still another embodiment of this invention, there is provided an updating means (UPM) adapted to update archive automatically if any authorised personnel changes / updates archived document(s).
In accordance with an additional embodiment of this invention, there is provided a notification means (NM) to notify relevant personnel about update / change in a specific document according to pre-defined rules. Pre-defined rules may include the manner in which the notification is to be carried out i.e. on e-mail or SMS or the like. Pre-defined rules may further include tagging the document(s) about which notification is to be sent. Pre-defined rules may still include identifying the personnel to whom the notification is to be sent. Pre-defined rules may also include identifying the personnel allowed to effect the change.
In accordance with yet an additional embodiment of this invention, there is provided a transferring means (TM) to transfer latest (updated) document to a predefined output (such as a vendor) for acting on said updated document, within a pre-defined time limit. The time limit may be defined by authorised personnel. This feature eliminates redundancy in cases wherein, the vendor keeps on using older (design) documents under the pre-text of not having received timely notifications of the updated documents. The system provides a foolproof and time-bound means for verifying the change and transferring the change to any third person by means of notification.
In accordance with still an additional embodiment of this invention, there is provided a communication means (CM) to provide communication between various personnel regarding an archived document in relation to update or change

or transfer. Thus, instantaneous chat or message function or email may be activated so that ideas / messages / comments can be exchanged or logged in.
The system of this invention helps to track and record approvals, change histories and respond to change requests from manufacturing more quickly, in relation to documents. It also provides a single, secure repository for (design data) documents. By storing designs and documents in a centralized location, personnel (engineers) can find, reference, and reuse the documents (data).

We claim,
1. A document management system comprising:
a. document archiving means adapted to allow users to archive documents
according to defined protocol;
b. list generation means adapted to generate a list of documents stored on the
system;
c. centralised authorised access means, from remote terminals, to access
archived documents;
d. updating means adapted to update archive automatically if any authorised
personnel changes / updates archived document(s);
e. notification means to notify relevant personnel about update / change in a
specific document according to pre-defined rules;
f. a transferring means to transfer latest (updated) document to a pre-defined
output for acting on said updated document, within a pre-defined time limit;
and
g. communication means to provide communication between various personnel
regarding an archived document in relation to update or change or transfer.
2. A system as claimed in claim 1 wherein, document archiving means includes document naming means adapted to name the document in accordance with predefined parameters.
3. A system as claimed in claim 1 wherein, said list generation means includes date stamping means adapted to provide date stamps on documents.

4. A system as claimed in claim 1 wherein, said list generation means includes time stamping means adapted to provide time stamps on documents.
5. A system as claimed in claim 1 wherein, said list generation means includes name stamping means adapted to provide name stamps on documents.
6. A system as claimed in claim 1 wherein, said system includes refreshing means adapted to refresh the list prepared by said list generation at pre-defined intervals in order to update said list.
7. A system as claimed in claim 1 wherein, said system includes level defining means adapted to define a level for each user of said system such that each level includes a pre-defined set of rules in relation to accessing or tampering with the document.