Method and apparatus for tracking documents

Abstract

A method and apparatus are provided for tracking documents. The documents are tracked by simultaneously monitoring each document's electronic processing status and physical location. Determinations are made whether specific combinations of electronic processing states and physical locations are valid and whether specific movements of documents are permitted. Invalid combinations or movements are reported to a reporting station. The preparation of batches of documents prior to scanning may be monitored and operator metrics related to the batch prep process may be tracked. Exception documents rejected during document processing may be monitored to enable retrieval of such documents.

1 .- 29 . (canceled) 
     
     
         30 . A method of processing physical documents that associates movements of the physical documents with counterpart electronic images of the documents for enabling the destruction of the documents, the method comprising the steps of:
 a. scanning physical documents at a scanning location to provide document images;   b. associating a physical status with the physical documents that indicates the physical location of the physical documents;   c. electronically processing the document images by performing one or more image processes on the document images and associating an electronic status with the document images that indicates the status of the one or more image processes performed on the document images;   d. detecting the physical documents at a first physical location different from the scanning location and associating the first physical location with the physical status while the documents are located at the first physical location;   e. detecting whether each of the physical documents has a corresponding document image and, if not, associating an error condition with the electronic status showing the document has not been scanned;   f. detecting whether the one or more image processes meet one or more selected processing conditions and, if so, moving the documents to a storage location and, if not, associating an error condition with the electronic status showing a defective image process;   g. checking the document into the storage location to verify that the documents are properly located at the storage location;   h. determining the period of time that the documents are checked into the storage location;   i. providing notification that the documents checked into the storage location are ready for destruction after expiration of a selected hold time period.   
     
     
         31 . The method of  claim 30  including the step of destroying the documents after the selected hold time period that the documents are checked into the storage location has expired. 
     
     
         32 . The method of  claim 30  including the step of providing notification if the documents in the storage area are moved for destruction prior to the expiration of the selected hold time period. 
     
     
         33 . The method of  claim 30  including the steps of checking the documents into a destruction area and determining whether the documents checked into the destruction area have been held in the storage location for the selected hold time period. 
     
     
         34 . The method of  claim 33 , including the step of providing notification when the documents are checked into the destruction area as to whether the documents checked into the destruction area have been held at the storage location for the selected hold time period. 
     
     
         35 . The method of  claim 34 , including the steps of providing notification that the documents have not been held for the selected hold time period if the documents are checked into the destruction area prior to the expiration of the selected hold time period. 
     
     
         36 . The method of  claim 35 , wherein the step of providing notification that the documents have not been held for the selected hold time period if the documents are checked into the destruction area prior to the expiration of the selected hold time period including issuing an alert. 
     
     
         37 . The method of  claim 36  including the step of setting the selected hold time period for a period of time in the range of 15 to 30 days. 
     
     
         38 . The method of  claim 30  including the steps of setting an upper limit beyond the selected hold time period and determining whether the documents have been held in the storage location beyond the upper limit. 
     
     
         39 . The method of  claim 38  including providing notification that the documents have been held beyond the upper limit and are now late for destruction. 
     
     
         40 . The method of  claim 30 , including the step of providing notification when the documents are checked into the destruction area from an unpermitted location. 
     
     
         41 . The method of  claim 40 , including the step of providing notification that the documents have not been checked into the storage location prior to being checked into the destruction area.