AT525530A2 - Procedure for serving documents - Google Patents

Abstract

Method for delivering documents to a recipient with recipient data that is stored in a recipient registration directory that links the recipient data with a recipient identification, with the following steps: i) a user stores a digital document in a collection directory , ii) a recipient identification is requested, ii.1) if the user enters a recipient identification, step iii) follows, iii) it is checked whether the recipient identification is available in the recipient registration directory, iii.1 ) if the check from step iii) is successful and a non-analog notification option is listed, step iv), iv) follows based on the correct recipient identification, the recipient is informed that a digital document intended for him is ready for collection, iv .1) the recipient picks up the digital document and step v) follows; v) the document is given the attribute, “e.g undelivered' assigned vi) if any of points ii) to v) is not practicable or does not occur, the document is marked as 'undelivered digitally'.

Description

The invention relates to a method for delivering

documents.

In principle, it is known to deliver documents in two ways: on the one hand in the conventional way in the form of printed or analog documents by post, courier or the like, on the other hand electronically or also

digitally, for example via e-mail.

However, both variants have their own significant disadvantages compared to the other variant of delivery. Compared to the digital route, the analogue route takes considerably more time and much more technical and logistical effort as well as material. In addition to the material costs, there are also postage or courier fees. Furthermore, documents are often digitized by the recipient after they have been delivered in analogue form in order to archive them more easily and, above all, to save space. However, electronic delivery of documents is usually avoided. There are various reasons for this. For example, a sender cannot be sure when an email will be opened. Although it is possible in the prior art to request a read receipt, this does not automatically prompt the recipient to also check their electronic inbox and open an e-mail at all. Especially in matters that are linked to certain deadlines, the analogue delivery method is not usually dispensed with. This means that even if a document is also sent digitally, there are still the costs associated with analogue mailing, and also the potential positive impact on the environment due to less

Paper consumption and less waste are avoided. The aim of the invention is therefore to provide a method for the delivery of documents

negative effects reduced.

This goal is achieved by a method with the characteristics

The document is to be delivered to a recipient with recipient data, such as his address, his e-mail address, his name or his date of birth. At least some of this recipient data is stored in a recipient registration directory (RegVz). The RegVz links the recipient and the known or entered recipient data of the recipient with a recipient identification (recipient ID). This is advantageous because a clerk or user who wants to deliver a document to the recipient does not always have to be aware of all changes to the recipient data. The user always sends to the same recipient ID and possible changes, such as the address, are only made in the RegVz and do not have to be made by the user

be considered or edited.

If a user wants to send a document, he first stores it in digital form in a pick-up directory. The user is then asked to provide a recipient ID. If the user can provide this recipient ID and this is in the RegVz, no further action is required on the part of the user. A non-analogue notification is automatically sent to the recipient that a document is ready for him. For example, if the notification is an email, the recipient can retrieve the document by following a link in the email. Alternatively, the notification could also take place via an SMS, for example, and the user calls up the collection directory and collects his document. When this is done, the document is assigned the attribute “delivered” and the process is complete. In addition, data such as the time of delivery, in particular the date the document was filed in the collection directory, the date the message was sent to the recipient and/or the recipient collected the document for a later date

Use in other procedures for the document

If the entered recipient ID is not listed in the RegVz, or no recipient ID was specified, further recipient data will be requested. This can be, for example, the address, name or date of birth of the recipient. However, it can also be other data that can be clearly assigned to a recipient. For example, if the user wants to deliver an official document, the recipient's social security or company register number could be specified, since these can be clearly assigned. If a recipient has been clearly identified in this way, the document can be delivered with the recipient ID determined in this way,

Like previously described.

In cases where either no Recipient ID is recorded or no non-analogue notification facility is provided for a Recipient ID, the document becomes automatic

printed out and sent in the same way.

According to a preferred embodiment of the invention, it is checked how long a document has been ready for collection. For this purpose, the filing of the document in the collection directory and/or the sending of the message is assigned a time value and the time is measured from the non-analog notification. As soon as the time value is exceeded, the dispatch takes place automatically in the same way. The time value can be assigned either automatically or manually. For example, it could be stipulated in advance that every document that has not been picked up after fourteen days is automatically sent to the analogue mailing system. Or the user specifies a value when storing the document in the pick-up directory, for example that the document should be printed out and sent analogously after three working days. Of course, the time value can also be expressed in hours, weeks,

months or similar.

According to a further preferred embodiment of the invention, a password is requested before the recipient can pick up the document. This can be communicated to the recipient as part of the notification that a document can be collected. Alternatively, it can also be a solid,

For example, act as a password associated with the recipient ID.

The recipient is preferably informed of the password in a different way than he is informed that a document is ready for collection. For example, an SMS with a password could be sent at the same time as an e-mail that a document is ready for collection. If, for example, the document can only be opened via a link contained in the e-mail and with a password sent via SMS, a particularly high degree of data security is also created. This is especially advantageous when the document to be served is a special one

confidential document.

According to an additional or alternative embodiment of the invention, an amount to be paid and an attribute “to be paid” can be assigned to the document. If account data is stored for a recipient ID and the recipient could be informed about a document that is ready for collection, the recipient will be informed of the amount to be paid when the document is collected and will be asked whether the amount should be paid. If the recipient confirms this query, the amount will be paid using the account data stored in the RegVz and, after the amount has been paid,

the document is assigned the attribute “paid”.

For example, a city parking authority could provide a citizen with information that he has been granted a parking permit in the area of his residence, and at the same time request payment of the fee for the issued parking permit. If the recipient at the

creation of the RegVz has given his consent that his

Credit card number can be stored by the office, he can now quickly get his promised parking permit. He agrees to the request made when calling up whether the amount should be paid, and the amount is then charged to his credit card. The notification with a request for payment can thus be recorded both as delivered and as paid by the office and the citizen

receives the desired parking permit quickly and reliably.

Other advantageous and preferred forms of implementation

Invention are the subject of the remaining dependent claims.

The invention is exemplified below with reference to the drawing

explained further.

The figure shows an example based on a flowchart

Procedure of a method according to the invention.

If a recipient wishes to register for a delivery of documents according to the invention or also referred to as dual, he first enters all the data that he would like to be recorded or that is required for problem-free delivery in a form. This is preferably done using an online form, but can also be done analogously, for example, using a paper form that is hand-written by the recipient

is filled out.

In the exemplary embodiment of the method, the recipient enters his e-mail address, via which he would like to be informed in the future about the existence of a document to be served. This will then be checked for accuracy by sending a confirmation email to the email address provided. This can then be confirmed by the recipient, for example via a confirmation link. Similarly, for example, a mobile phone number could also have been specified, to which a confirmation SMS is sent, which is then

can be confirmed with a reply SMS.

After the confirmation has been made, the recipient will be sent an e-mail informing them that their registration was successful and the data provided will be stored in the recipient registration directory (RegVz). The data of the recipient with the recipient identification (recipient

ID) linked.

The registration is then considered complete.

Additionally or alternatively, the RegVz can also be created without the recipient having to fill out forms. For example, students at a university could be automatically assigned an e-mail address from the university when they enroll and the data of the students could be stored in RegVz together with the e-mail address. The student's matriculation number, for example, could then be used as the recipient ID

serve.

If a document is to be sent, the information known to a sender and the document are first recorded with a suitable user interface (SendStation). The recorded data is then checked to see whether it is possible to provide the user with digital information about the existence of the document. To do this, the recipient data specified in the SendStation is compared with the RegVz. If this option is not available, the document will be printed out and delivered in the same way. If possible, a registered one

Shipping information (RegMail) sent to the user.

The user can then pick up the document with the registered shipping information. If the collection is made by downloading the paper or document, an electronic return receipt is sent to the sender so that

learns that the document has been served.

If the document is not picked up, it can optionally be

the document is also printed out after a fixed period of time

and sent in the traditional analogue way.

If the document was collected electronically, the recipient may be required to pay an amount associated with the document, if required. If the recipient agrees, it will automatically become an online payment option (online

Payment) forwarded.

If he does not agree to this, the shipping process applies automatically

as completed.

Additionally or alternatively, a certain time window can be provided between the deposit and the notification of the recipient. Within this time window, the sender has the option of stopping or canceling the shipment. Unlike a canceled shipment, a stopped shipment can be resumed at any time later

Dispatch/deposit will be released.

Claims (1)

Expectations: Method for delivering documents to a recipient with recipient data that is stored in a recipient registration directory that links the recipient data with a recipient identification, the method having the following steps: i) a user deposits a digital document in a collection directory, ii) a recipient identification is requested, ii.1l) if the user enters a recipient identification, step 111 follows), iii) it is checked whether the recipient identification is present in the recipient registration directory, iii.l) if the check from step iii) is successful and a non-analog notification option is listed, step iv follows) iv) based on the correct recipient identification, the recipient is informed that a digital document intended for him is ready for collection, iv.l) the recipient collects the digital document and step v) follows v) the document is assigned the attribute, “delivered” vi) if any of items ii) to v) is not practicable or not, the document is recorded as “not digitally delivered”. Method according to Claim 1, characterized by the steps: ii.2) if the user does not specify a recipient identification, step ii.a), iia) follows, further recipient data is requested, which is compared with the data of the recipient registration directory , iia.l) if the other recipient data with data from 9 the recipient registration directory match and a non-analog notification option is listed, becomes one with the other recipient data corresponding recipient identification output and step iv) follows. Method according to claim 2, characterized by the step: iia.2) if the further recipient data with no Data from the recipient registration directory match or in recipient Registration directory no non-analog Notification option is stored follows step vi), Method according to claim 2 or 3, characterized by the Step: ili.2) if the verification from step iii) fails is successful follows step iia) Process according to one of Claims 1 to 4, characterized through the step: iii.3) if the verification from step iii) is successful, but in the receiver Registration directory no non-analog Notification option is stored follows step vi), Method according to one of claims 1 to 5, characterized characterized in that step iv) is assigned a time value is that the time from step iv) is measured and that when the time value is reached or exceeded is automatically followed by step vi). Method according to one of claims 1 to 5, characterized characterized in that step iv) a point in time is assigned, and that when the time has passed 11. 12. 13. 10 or is reached, step vi) automatically follows. Method according to one of Claims 1 to 7, characterized in that in the course of step iv.1l) a password is requested and the user only reads the digital document after entering the correct password. The method according to claim 8, characterized in that the recipient receives the password in the course of step iv). Method according to claim 9, characterized in that the password in a different way from step iv). communicated or can be queried. Method according to one of Claims 1 to 10, characterized in that documents marked in step vi) are automatically printed out and on analog routes are delivered. Method according to one of claims 1 to 11, characterized characterized in that a document to be settled Amount and the document the attribute “to be paid” associated and that the method includes the step: iva) inform the recipient about the amount to be paid and ask whether the user can pay the amount immediately want to settle. The method according to claim 12, characterized in that in Recipient registration directory Account data stored are and by the steps following step iva): iva.l) if the recipient completed the query of step iva) confirms to pay the amount using the account details stored in the recipient registration directory and, after the amount has been paid, to assign the document the attribute “paid”, iva.2) if the recipient answers the query of step iva) not confirmed, leave the “to be paid” attribute unchanged and provide this information forward an invoice list 14. The method according to claim 13, characterized in that if Step iv) not taken place and/or step vi) triggered step iva.2) is carried out automatically.