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Method for improved email delivery of attached documents Disclosure Number: IPCOM000188313D
Original Publication Date: 2009-Sep-30
Included in the Prior Art Database: 2009-Sep-30
Document File: 3 page(s) / 71K

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Method for improved delivery of email attachments

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Method for improved email delivery of attached documents

The solution looks at addressing the issues of increasing sizes of files transferred and information overload. This is most common within corporate environments where limits are imposed on users to prevent the associated cost with maintaining large amounts of data on centralised mailfile servers.

    Solutions for the problems exist in several forms but none are truly successful at solving the issue. These include:
Transferring files as zips: Most commonly used to cut down on the file size which is the action of packaging a set of files into a single file. However, this does not take into account inefficiencies within the file types themselves and will not always reduce the file size to an appropriate limit.

Using an intermediate store: Wikis can also be used to store data. Wikis are on-line databases allowing users to access and down-load information they require. The down side is the need to be online to access the information. It also uses up time in finding the required files. This can also be achieved through software such as IBM* Cattail, however this adds additional complexity such as persistence and access control and needs to be achieved through a separate task.

Additional Programmes: There are several programs which have been developed to try and combat the problem such as Microsoft PowerPoint** Split (1) which splits one or many PowerPoint presentations into smaller ones. However, this is not an automated approach for delivery as the user needs to run this third party software outside of the environment of the problem.

    Although these solutions partly address the problem of information overload, all solutions currently miss the key aspect of providing the client with only the information that is deemed relevant by the sender and maintaining the inclusion within the email itself.

    When attaching a file the file or at send time the attachment will first be scanned, to determine file properties. This is used to estimate file size based on associated properties with that file, such as different pages, object types, embedded image resolution etc. This enables the user to remove any larger components if they are not essential (large pictures etc) for the email recipient and to monitor the file size before completion.

    The software would be useful to all users as everyone looks to send information in the most efficient manner as possible and thus the smaller the file size the cheaper it will be. Users wishing to send out parts of files rather than the whole document, such as in large PowerPoint presentations, will certainly address the issue of the increasing size of emails as well as information overload as the user is only receiving the data required. This achieves the goal of ensuring that meaning data can be sent as attachments within the email, reducing f...