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WO2008133585A1 - Procédé et système permettant de stocker du matériel de tenu de comptes - Google Patents

Procédé et système permettant de stocker du matériel de tenu de comptes Download PDF

Info

Publication number
WO2008133585A1
WO2008133585A1 PCT/SE2008/050440 SE2008050440W WO2008133585A1 WO 2008133585 A1 WO2008133585 A1 WO 2008133585A1 SE 2008050440 W SE2008050440 W SE 2008050440W WO 2008133585 A1 WO2008133585 A1 WO 2008133585A1
Authority
WO
WIPO (PCT)
Prior art keywords
documents
bookkeeping
types
search
scanning
Prior art date
Legal status (The legal status is an assumption and is not a legal conclusion. Google has not performed a legal analysis and makes no representation as to the accuracy of the status listed.)
Ceased
Application number
PCT/SE2008/050440
Other languages
English (en)
Inventor
Peter SÄDE
Peter Bellman
Roger HÄDINGGÅRD
Current Assignee (The listed assignees may be inaccurate. Google has not performed a legal analysis and makes no representation or warranty as to the accuracy of the list.)
CELEBRA X ACCESS AB
Original Assignee
CELEBRA X ACCESS AB
Priority date (The priority date is an assumption and is not a legal conclusion. Google has not performed a legal analysis and makes no representation as to the accuracy of the date listed.)
Filing date
Publication date
Application filed by CELEBRA X ACCESS AB filed Critical CELEBRA X ACCESS AB
Priority to EP08779241A priority Critical patent/EP2140379A4/fr
Publication of WO2008133585A1 publication Critical patent/WO2008133585A1/fr
Anticipated expiration legal-status Critical
Ceased legal-status Critical Current

Links

Classifications

    • G—PHYSICS
    • G06—COMPUTING OR CALCULATING; COUNTING
    • G06Q—INFORMATION AND COMMUNICATION TECHNOLOGY [ICT] SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES; SYSTEMS OR METHODS SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES, NOT OTHERWISE PROVIDED FOR
    • G06Q10/00—Administration; Management
    • G06Q10/10—Office automation; Time management

Definitions

  • the object of the present invention is to provide a method and a system for storing bookkeeping material, which enable a far- reaching solution to at least any of the problems mentioned above.
  • the preparation is carried out according to a model by putting front sheets in front of an individual said document or bundle of said documents of a determined said type, in which said front sheets are provided with information about the type of the document in question and about details specific to documents following upon the front sheet, and in which said front sheet is configured to be scanned together with said documents.
  • front sheets By using such front sheets or missives an appropriate arranging and scanning of the documents according to certain types, such as for example income tax re- turn, client payments and annual accounts transactions, are facilitated in the scanning in a way making it easy for anyone having said user name and password to find documents searched.
  • the book- keeping material documents associated with predetermined of said types and scanned into predetermined of said folders in connection with the scanning are made searchable through unique search fields. This facilitates a quick finding of a determined document or certain determined documents by using a suitable search criterion.
  • bookkeeping material documents scanned into folders associated with the following said types are stored without association with search criteria: company file, annual report, income tax return, profit and loss statement and balance sheet, nominal ledger, annual accounts enclosures, daybook and vouchers, since no search function is normally required for these types and by that the scanning of these documents may be simplified, for example by a front sheet being less extensively filled in.
  • the content in predetermined fields of said documents is interpreted in said digital scanning for determining in which said folder and with which possible search criteria the document is stored.
  • Such pre- determined fields with content to be interpreted are preferably defined on said front sheets.
  • data interpreted are written down in text files, and these text files are read into said folders and there interconnected with pictures of said documents. Said documents will by this be stored for being shown to a user in a desired way.
  • a manual veri- fication of the interpretation of certain of said types of documents is carried out in the digital scanning. This may be needed where the automatic interpreter has not been sure.
  • the storage in said database server takes place according to a security with an authority system including groups and groups privileges allowing granting of different privileges to different users, i.e. which grants such users different authority levels with respect to access to said bookkeeping material documents stored.
  • an authority system including groups and groups privileges allowing granting of different privileges to different users, i.e. which grants such users different authority levels with respect to access to said bookkeeping material documents stored.
  • the digital and the electronical storage of said documents takes place with a possible access through logging in on a web site of the company being responsible for the storage, which constitutes a comfortable and suitable way to enabling said access thereto.
  • the storage takes place so that access to said documents is provided by showing a search page for a user, where this may search in search fields for searchable document types, so that after such a search a result list with all data being interpreted as well as a link to the document in question are shown.
  • preparation and digital scanning of all documents for annual accounts and supervision are carried out when storing bookkeeping material in connection with an annual accounts process, in which the mate- rial is made accessible for auditor/auditors for enabling audit through Internet by means of the granted user name and password.
  • Such audit work is by this facilitated considerably.
  • the documents associated therewith are subjected to said preparation and digital scanning while being stored according to the criteria of the Bookkeeping Act for the actual financial year, so that the tax department, auditors and other interested parties may if desired get access to these documents for a certain or certain financial years.
  • said documents are stored in said database server at least during the period of time prescribed by the Bookkeeping Act, i.e. today in at least 10 years.
  • said bookkeeping material documents are after digital scanning thereof has taken place also stored physically in security classified spaces. This is then advantageously done in climate controlled rock shelters of highest fire protection class. Such storage is then preferably taken care of by a particular company also taking care of the scanning of the documents for a number of companies and also being responsible for said database server. Order- ing of originals of specific documents may by this be done if desired, for example through the Internet.
  • the invention also relates to a method for handling bookkeeping material in connection with establishing an annual account for a company in which storing of bookkeeping material documents according to the invention is a part in accordance with appended claim relating to such a method.
  • This method results in a considerably simplified way of establishing annual accounts for a company.
  • the object of the invention is also obtained by providing a sys- tern for storing bookkeeping material, which is characterised in that it comprises: • an arrangement for digital scanning of documents belonging to the bookkeeping material and arranged in accordance with determined types of documents, in which the arrangement is configured to generate and design digital data relating to said documents at said scanning for storing thereof in folders associated with said types,
  • a database server configured to receive data from said arrangement relating to the scanned said documents and digitally and electronically store these in folders protected by a firewall
  • Fig 2 illustrates a front sheet/missive used in an embodiment of the invention
  • Fig 3 illustrates how bookkeeping material documents may be stored and reached according to an embodiment of the invention.
  • Bookkeeping material documents associated with predetermined types shall in connection with scanning be made searchable through unique search fields, and these are indicated on the front sheet in fig 2 in boxes b), c) and d), i.e. client invoices, supplier invoices, client payments, supplier payments, accounting and an- nual accounts transactions, while other types are not made searchable, and these are indicated in the box a), namely company file, annual report, income tax return, annual accounts en- closures, profit and loss statement and balance sheet, nominal ledger, daybook, vouchers and others.
  • the search criteria to be provided for a determined search field are then also indicated on said front sheets, such as names, invoice number, client number and date for client invoices, serial numbers for supplier invoices and serial numbers and date for client payments, supplier payments, reporting and annual accounts transactions.
  • the material When the material has been prepared it is sent to a scanning unit illustrated through an arrangement 4 for digital scanning designed to generate and design digital data relating to the documents on said scanning of the documents for storing them in folders associated with the types in question. These data are then sent to a database server 5 configured to receive said data from the arrangement and digitally and electronically store these in folders protected by a firewall illustrated through the ring 6.
  • a manual verification of the interpretation carried out of certain of said types of documents is carried out when scanning them, which takes place automatically through software of the scanning arrangement 4. Such a manual verification is carried out in cases where the automatic interpreter was not sure. More exactly, interpreted data are after the interpretation written into text files, whereupon these text files are read into the digital filing in the database server 5, where the data interpreted and the pictures are interconnected.
  • the bookkeeping material is after the digital scanning has been carried out also stored physically in spaces 7 being security classified.
  • Different presumptive users such as auditors 15, the tax department 16, other authorities 17 and other interested parties 18, such as parties involved in a sale or merger of companies or the like, may by the client be granted unique user names and passwords so as to through logging in on the web site 9 with a suit- able authority level get access to documents asked for without possibility to edit these, such as illustrated through the arrows 19-22 and the parts of the document records 1 1 a, 1 1 b, 1 1 c and 1 1 d to which they get access in this way. It is also shown that these may order selected parts of the document records on CD- disc 23, diskette 24 or any other mobile data storing media if desired.
  • fig 3 It is schematically illustrated in fig 3 how the digital records according to the invention may be constructed, where the web site 9 for logging in through user names and passwords 30 for information about a certain client 31 is shown. It is shown that the bookkeeping material is stored annually according to different types 32, of which the types 33 only relates to documents scanned, while the types 34 relates to documents having said search fields criterions, schematically illustrated through the boxes 35-37.
  • the digital records consist of a search page sub- stantially corresponding to that shown in fig 3, where it is possible to choose the document type to be searched. After the choice of document type the user may search on the field possible to search on according to stated search criteria. All data being interpreted as well as a link to the document are presented on a result list which may be obtained.

Landscapes

  • Engineering & Computer Science (AREA)
  • Business, Economics & Management (AREA)
  • Strategic Management (AREA)
  • Entrepreneurship & Innovation (AREA)
  • Human Resources & Organizations (AREA)
  • Operations Research (AREA)
  • Economics (AREA)
  • Marketing (AREA)
  • Data Mining & Analysis (AREA)
  • Quality & Reliability (AREA)
  • Tourism & Hospitality (AREA)
  • Physics & Mathematics (AREA)
  • General Business, Economics & Management (AREA)
  • General Physics & Mathematics (AREA)
  • Theoretical Computer Science (AREA)
  • Storage Device Security (AREA)

Abstract

Le système selon l'invention permet de stocker du matériel de tenue de comptes qui comprend un agencement (4) permettant la numérisation de documents inclut dans le matériel de tenue de comptes et disposé selon les types déterminés des documents. L'agencement est configuré pour générer et concevoir des données numériques se rapportant aux documents lorsque la numérisation en vue du stockage de ceux-ci dans des dossiers associés aux dits types. Le système comprend également un serveur de base de données (5) disposé pour recevoir les données en provenance de l'agencement se rapportant aux documents aux documents numérisés et pour stocker par voie numérique et électronique ceux-ci dans des dossiers protégés par un pare-feu. Le système comporte des moyens (40) configurés pour rendre les données stockées dans le serveur de base de données accessibles sans la possibilité d'éditer grâce à des noms et des mots de passe uniques d'utilisateurs par Internet.
PCT/SE2008/050440 2007-04-25 2008-04-18 Procédé et système permettant de stocker du matériel de tenu de comptes Ceased WO2008133585A1 (fr)

Priority Applications (1)

Application Number Priority Date Filing Date Title
EP08779241A EP2140379A4 (fr) 2007-04-25 2008-04-18 Procédé et système permettant de stocker du matériel de tenu de comptes

Applications Claiming Priority (2)

Application Number Priority Date Filing Date Title
SE0700986 2007-04-25
SE0700986-3 2007-04-25

Publications (1)

Publication Number Publication Date
WO2008133585A1 true WO2008133585A1 (fr) 2008-11-06

Family

ID=39925924

Family Applications (1)

Application Number Title Priority Date Filing Date
PCT/SE2008/050440 Ceased WO2008133585A1 (fr) 2007-04-25 2008-04-18 Procédé et système permettant de stocker du matériel de tenu de comptes

Country Status (2)

Country Link
EP (1) EP2140379A4 (fr)
WO (1) WO2008133585A1 (fr)

Citations (6)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
US20020083090A1 (en) * 2000-12-27 2002-06-27 Jeffrey Scott R. Document management system
US20020133492A1 (en) * 2000-11-16 2002-09-19 Samson Information Tech, L.L.C. System and methods for web browser based document scanning, remote storage, and retrieval
EP1283485A1 (fr) * 2001-08-08 2003-02-12 Océ-Technologies B.V. Entrée de documents physiques dans un système numérique secondaire
US20030160095A1 (en) * 2002-02-22 2003-08-28 Donald Segal System and method for document storage management
US20060059162A1 (en) * 2000-12-27 2006-03-16 Rizk Thomas A Method and system to convert paper documents to electronic documents and manage the electronic documents
US20070283288A1 (en) * 2000-12-27 2007-12-06 Tractmanager, Inc. Document management system having bookmarking functionality

Patent Citations (6)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
US20020133492A1 (en) * 2000-11-16 2002-09-19 Samson Information Tech, L.L.C. System and methods for web browser based document scanning, remote storage, and retrieval
US20020083090A1 (en) * 2000-12-27 2002-06-27 Jeffrey Scott R. Document management system
US20060059162A1 (en) * 2000-12-27 2006-03-16 Rizk Thomas A Method and system to convert paper documents to electronic documents and manage the electronic documents
US20070283288A1 (en) * 2000-12-27 2007-12-06 Tractmanager, Inc. Document management system having bookmarking functionality
EP1283485A1 (fr) * 2001-08-08 2003-02-12 Océ-Technologies B.V. Entrée de documents physiques dans un système numérique secondaire
US20030160095A1 (en) * 2002-02-22 2003-08-28 Donald Segal System and method for document storage management

Non-Patent Citations (1)

* Cited by examiner, † Cited by third party
Title
See also references of EP2140379A4 *

Also Published As

Publication number Publication date
EP2140379A1 (fr) 2010-01-06
EP2140379A4 (fr) 2012-02-29

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