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Method for identifying, grouping and writing documents with the same characteristics to a file when retrieving documents with dissimilar characteristics

IP.com Disclosure Number: IPCOM000016552D
Original Publication Date: 2003-Jun-27
Included in the Prior Art Database: 2003-Jun-27
Document File: 3 page(s) / 92K

Publishing Venue

IBM

Abstract

Ideally, when large numbers (thousands) of documents are retrieved, they are written to one output file so that reprinting, CD-ROM creation, or reloading of the data can be done. However, because documents can have different data types, physical characteristics, and may be stored on various archive media, multiple output files may be necessary. Disclosed, is a method to first determine whether multiple output files are necessary and to name the output files so that as each document is being retrieved, the document can be written to the appropriate output file.

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  Method for identifying, grouping and writing documents with the same characteristics to a file when retrieving documents with dissimilar characteristics

  Documents are retrieved from an archival/retrieval system by first identifying which documents will be retrieved and then retrieving the documents. Documents are identified by specifying search criteria and performing a query of the database. The database contains information that was extracted from each document such as name, date, account number, etc. The search of the database results in a list of documents that meet the search criteria.

The documents in the list can have many different data types such as AFP, line data, TIF, GIF, PDF, etc. AFP documents can have a resource group that contains AFP resources such as form definitions, page segments, overlays, etc. The resource group is stored separately in the archival/retrieval system and is retrieved when requested. When AFP documents are loaded, the resource group is stored once and is identified by adding a resource group identifier in the database row for each document that is loaded. When more AFP documents are loaded, a check is performed to determine if the resource group has already been stored. If it hasn't, the resource group is stored and a different resource group identifier is used in the database rows for the documents that are being loaded.

Ideally, when large numbers (thousands) of documents are retrieved, they are written to one output file so that reprinting, CD-ROM creation, or reloading of the data can be done. However, because documents can have different data types and because there may be more than one resource group for the AFP documents in the list, multiple output files might be necessary to separate the documents by data type and possibly further by resource group if the data type is AFP. Also, because there is a one resource group to many documents relationship, the resource group should only be retrieved once for the group of documents that use the resource group.

Not only are documents categorized by data types, they are also categorized by storage management requirements such as how long the data will be retained and what type of storage media will be used. An application group is used to define this information. An application group can contain documents with different data types. To separate the documents within the application group, an application is used . The application contains the data type information and other physical characteristics of the document file structure.

Prior to performing the retrieval, it must be determined whether the following conditions occur:

o Documents in the list are from the same application but have different resource groups (if AFP). o Documents in the list are from the same application group but are in different applications within the same application group.

o Documents in the list are from different application groups.

If any of the conditions exist and a requ...