FR2869129A1 - Authenticated and electronically stamped document e.g. bill, transferring and storing method for e.g. company, involves associating unique serial number to document, and sending electronic acknowledgement confirming document downloading - Google Patents

Abstract

The method involves selecting a word document (1) and associating with identification information. The document is converted into portable document format, and is packed and encrypted. A unique serial number is associated to the document that is then transmitted to a remote server (6). The document is downloaded and examined on line, by an end user. An electronic acknowledgement confirming the downloading is sent to a transmitting user.

Description

B11284 EN

  METHOD FOR USERS TO TRANSFER AND

  SECURELY STORING AUTHENTICATED DOCUMENTS AND

  ELECTRONICALLY STAMPS BY IMPLEMENTING A NETWORK OF

INTERNET TYPE

  Every day, businesses and individuals send and receive more or less official documents such as quotes, invoices, bank statements, pay slips. Most of these documents are transferred by mail, others by email, fax or express mail (Fedex, UPS ...) Existing services There are currently four ways to transfer documents: mail, express mail, email and fax . You can also use Adobe tools (Acrobat Writer) or other existing software (such as E-Fax) to electronically transfer documents via email.

  - Mail: If it is easy to use and offers the possibility of an Acknowledgment of receipt, the mail is also slow, insecure, expensive to send and receive (processing time), it does not offer management possibility of documents and can not do anything against spam.

  - Express Courier (Fedex, UPS ...): Fast, secure, anti-spam by nature and offering the possibility of an Acknowledgment of receipt, the Courier Express is not easy to use, expensive to send as to the reception and like the traditional mail, does not offer possibility of management of documents.

  - Email: Fast, easy to use, free to send as to reception, the email is nonetheless very insecure and does not offer any acknowledgment of receipt. Finally, spam is his real problem.

  - Acrobat / Email: Although it is secure and offers document management capabilities, this document exchange method is slow (PDF creation), difficult to use, expensive to send as well as receipt (time required) and since it uses email, it also does not avoid spam.

  - Fax: Fast, easy to use and giving rise to an Acknowledgment of immediate receipt, this method is obviously not secure, expensive to send as to the reception, does not offer the possibility of management of documents and n do not avoid spam.

  - E-Fax: Fast, easy to use, cheap and fast to send as to receive, this method, in addition to the impossibility of managing documents, to the same problems as the standard email: insecure, it does not offers no acknowledgment of receipt and spam is his big problem.

  The Solution According to the Invention The present invention combines all the advantages of the above-listed media without their disadvantages and thus, offers a truly unique service. Fast, secure, easy to use, cheap to send and receive, the solution offers the possibility of managing documents (in database), sending an automatic acknowledgment of receipt and is by nature anti-spam.

  The solution according to the invention is the ideal medium for sending documents important enough to require a third party to take care of their shipment (option of tracking online) but not sufficiently official to require a handwritten identification (such as a signature): invoices, quotes, bank statements, pay slips ... mainly.

  The solution according to the invention is a new medium that allows businesses and individuals to transfer over the Internet and safely store authenticated and electronically stamped documents. This method is fast, secure, cheap and allows recipients to classify and organize their documents (classification by type, by date, by sender).

  The solution according to the invention relates to a method allowing users to transfer and securely store authenticated documents and electronically stamped by implementing a communication network, including the Internet type.

  The method comprises, during a registration phase: - the step for users to register by communicating to a remote server identification data, - the step of transmitting to users an account number personnel, - the step, for the users, of downloading on a computer equipment connected to the communication network a software module for issuing documents and / or a software module for receiving documents, - the step, for the users, select and approve a list of sending users from whom they wish to receive documents.

  The method further comprises, during a document transfer phase: the step for a sender user to authenticate with the remote server, in particular by entering a confidential code using the computer equipment, the step, for the sending user, of selecting a document recorded in the computer equipment, the step, for the sending user, of associating with the document identification information intended to facilitate the classification of the document, in particular a title, an invoice reference number, information intended to ensure compatibility with SAP-type integrated management systems, Oracle, - the step, for the document issuing software module, of converting to PDF , to compact and encrypt the document thus selected, - the step of associating with the document a unique serial number intended to facilitate the traceability of the document, - the step, for the software module of document mission, to transmit said document to the remote server via the communication network, - the step, for the recipient user, to download and / or consult the document online from the remote server, the step, for the remote server, to transmit to the sender user an electronic receipt to confirm the download.

  The solution according to the invention is an independent party that collects and distributes the electronic documents sent on the Internet; a virtual postal service using the Internet to distribute it. Each document, once created, is identified using a unique serial number, and forever incorporated into this document to avoid version control and traceability issues.

  Receipt of documents: The receipt of documents, such as the receipt of conventional mail, is free.

  Anyone can go to the website, register, get an account number and download the Receiver version of the tool. Before receiving anything, the receiver must indicate who is authorized to send him documents. A sender account creation aid allows the receiver to indicate the sender's account number and to choose the location on his hard disk where these documents are archived. Thus, each time a document is sent to the recipient, a small message appears in the task bar indicating the identity of the sender and the subject of the document (eg "EDF: invoice June 2003"). The receiver also has the opportunity to query the server for details about the sender to ensure its identity and the authenticity of documents received. The receiver then has the option to accept the document, which is then automatically downloaded in the folder provided for this purpose, or to leave the file in-situ on the server (limit to be applied depending on the type of user) to download this document later.

  Access to documents is also possible online if it is still on the server.

  The sending of documents: The sending of documents is paying (annual license system with a maximum limit of sending or sending on an ad hoc basis). To be able to send documents, you must first register by giving a lot of information about your company (professional account) or about yourself (personal account). Once the registration has been approved (confirmation by regular mail), the sender can get his account number, download the sender version of the tool and after a quick installation, start sending documents. Of course, to do so, the sender must be trusted by the receiver (see above), and be authenticated by the remote server. Although the sending of a document is a fast process, it is required each time a sender identification (PIN corresponding to the account number). To send a document, the sender only has to point the document to send to the software. The software converts this file into a PDF version (regardless of its size). The file is then compacted for sending, encrypted and sent. Each document sent must also be identified by the sender in order to be more easily classified by the recipient. The sender will have the possibility to give for example the following indications: the title, the reference number (very important for invoices etc.) and several elements of identification to make this tool compatible with the management systems (types SAP ). Once the document has been received (downloaded) by the receiver, the sender is notified by the system and receives an electronic receipt.

  The various steps of the method according to the invention 10 shown in FIG. 1 are the following: 1: word document 2: creation PDF 3: document issuing software module 4: entry of the recipient's account and other sending information 5: backup and / or sending 6: remote server 7: added electronic stamp 8: warning of the recipient user, in particular by pop up 9: document receiving software module 10: if the download is accepted 11: possibility of keeping the online document 12: reading the document 13: archiving the document on the hard disk of the computer equipment 14: an electronic receipt is generated 15: the electronic receipt is transmitted to the transmitting user

Claims (1)

  1. A method enabling users to securely transfer and store authenticated and electronically stamped documents by implementing a communication network, particularly of the Internet type; said method comprising the following steps: during a registration phase   the step, for said users, of registering by communicating to a remote server identification data, the step of transmitting to said users a personal account number, the step, for said users, of downloading on a computer equipment connected to said communication network a software module for issuing documents and / or a software module for receiving documents, - the step for said users to select and approve a list of sending users whose they wish to receive documents during a document transfer phase - the step for a sender user to authenticate with said remote server, in particular by entering a confidential code by means of said computer equipment, the step, for said sender user, to select a document stored in said computer equipment, - the step, for said sender user, to associate said document with identification information for facilitating the classification of said document, including a title, an invoice reference number, information intended to ensure compatibility with SAP-type integrated management systems, Oracle, - the step, for said module software for issuing documents, converting into PDF format, compacting and encrypting said document thus selected, - the step of associating with said document a unique serial number intended to facilitate the traceability of said document, - the step for said document issuing software module, to transmit said document to said remote server via said communication network, - the step, for said recipient user, of downloading and / or of consulting said document online from said server remote, - the step for said remote server, to transmit to said sender user an electronic receipt for confirming said download.