Note: Descriptions are shown in the official language in which they were submitted.
~07S5S8
Field of the Invention
-
This invention relates to systems in which objects,
such as files and the like, are provlded with machine
readable codes and a method of coding same through the use
of individual labels having machine readable markings.
Background of the Invention
In systems such as file systems involving hundreds,
thousands and even hundreds of thousands of individual files,
it is usually difficult to locate, to keep track of, and to
10 correctly enter or return a file in the file system. It is -
normal office management procedure with large file systems to
appoint a person or persons to maintain the system. The
person in charge looks after the pulling of files from the
system, manually recording the file whereabouts while it is
out of the system, and returning or refiling the files as
they are received. That same person must also make
corresponding manual entries in records to indicate the
return of a file. As can be appreciated, these steps of -~
maintaining a large system of files, indexes, etc. can become
:
very tedious and timeconsuming tasks. The maintenance of
such systems can become even more complicated if for some
, . . .
- reason or another there is a misfile in the system.
To overcome these problems this invention contemplates
` providing a system in which each article of the system has a
.... ~, . ~
code consisting of a unique visually recognizable colour
coded arrangement or combination of individual labels. Each
such label has a machine readable marking peculiar to that
label to facilitate machine reading of the code. Misfiles
in this system are prominent due to a disruption in what
would otherwise be a consistent pattern of colours along the
o7~5~8
edges of the coded articles in a system.
It is therefore an object of this invention to provide
a system in which each coded article has on it an arrangement
of individual labels which in combination provide a unique
and readily identifiable code for the article. The system
could be any one in which a large number of objects are coded
and filed. However it is a specific intent of the present
invention to provide a file system of the type described
above.
It is another object of the invention to provide
individual colour coded labels which are affixed to a file or
article where the designation of each label contributes in
part to the unique code for each file orarticle and where each
label has a machine readable designation corresponding to the
particular label.
It is a further object of the invention to provide a
method of coding files by means of colour coded labels where
each label is discernable by machine inspection and where the
labels are applied individually to the file so that with the
addition of each label to the file, the file code is being
built up.
It is yet another object of the invention to provide
labels which may be applied to articles in an ordered storage
system so that the articles are readily identifiable by their
machine readable code when scanned by an appropriate elec-
tronic scanning device.
It is still another object of the present invention to
provide a file system which readily lends itself to quick and
easy location of each file in the system and which facili-
0 tates the machine recording of the file whereabouts.-- 2 --
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Brief Summary of the Invention
The system according to this invention is one in which
each coded article has an arrangement or combination of a
plurality of individual colour coded labels. A specific example
would be that of a file system in which such arrangement is -
peculiar to each file in order to distinguish each file from
all other files in the system. The labels may be affixed adjacent
to one another along a file edge to provide a unique code for -
each file where each label having its own specific designation
contributes in part to the code of the respective file in the
- system. Each label has a colour field, two spaced-apart indicium
located in and visually recognizable in the colour field and a
machine readable marking off to one side of the colour field and
oriented to be machine read in a direction parallel to the file
panel side edge when label is applied to file. Each of the labels
is identifiable by its colour, by its machine readable marking
and by its indicium; the orientation and relative positions of
the indicium and machine readable marking on each label being
the same as that on an adjacent label. Each of the labels, as
folded about the side panel edge of the folder, presents the
portion of the colour field between the indicium along the panel
side edge. The machine readable marking for each label is
- located on the back of the panel where all are generally linearly
- aligned for reading by a scanning device.
According to the method of this invention, the individual
labels are affixed to a part of the file so that the addition
of each label to the file contributes in building up the file
code, because each label with its specific designation contributes
in part to the code of the particular file. The orientation of
the machine readable marking of each label is the same as that
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~o75558
of an adjacent label and is consistent from file to file inthe filing system. Therefore, the affixing of labels to each
file is done in a manner so that all machine readable markings
on any one file are located along a generally linear path on the
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~0755S8
same side of a file panel or file portion for reading by an
electronic scanning device.
As the labels are affixed to each file, it can be
appreciated that the machine readable markings are forming
the file code so that when all labels have been applied, the
machine readable aspect of the code is simultaneously
completed. As a result, with this system there is no need
to prepare a separate label on which machine readable
markings would in their entirety on a single label designate
the file code.
Due to the different combination of labels on each
file in this sytem, every file has a unique code and is
thereby readily discernable from all other files in the
system by both visual and machine inspection.
The system according to this invention may also be
used in the codification of articles in an ordered system.
For example, computer tapes, cassettes and the like, may be
stored according to a code. The labels of this invention may
therefore be applied individually to each article so that a
particular label arrangement designates the code of the
article. The article can then be identified electronically
by its machine readable markings.
The individual labels of the invention provide for a
simultaneous formation of the visually recognizable and
corresponding machine readable code of the file. It is
therefore apparent that a great flexibility in coding or
re-coding of files or articles in an ordered system is
offered by the labels of this invention.
Brief Discussion of the Drawings
The aforementioned and other objects~ advantages and
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~075558
features of the present invention will become apparent in the
following detailed description of the preferred embodiments
according to this invention. The concepts shown in the
drawings are applicable to various types of systems in which
objects are coded; however, the figures specifically show the
concept of the invention as used in a file system, wherein
Figure 1 is a front view of a label according to this
invention prior to application to a file;
Figure 2 is a front elevational view of a file bearing
a plurality of labels along a panel edge;
Figure 3 is a back elevational view of the file of
Figure 2 on which the bottom label of the label arrangement is
being affixed to the panel edge;
Figure 4 is a back elevational view of a file in use
and a novel add-on tab for coding that file according to this
invention;
Figure 5 is an enlarged end view of the top portion of
; the add-on tab of Figure 4 when affixed to a file;
Figure 6 is a back elevational view of a file provided
: 20 with the add-on tab of Figures 4 and 5;
Figure 7 shows a second type of add-on tab according
to this invention;
Figure 8 shows an alternative embodiment of a label
according to this invention;
Figure 9, appearing on the same page of drawings as
Figures 4 through 6, is a perspective view looking down on a
file coded by means of a plurality of machine readable labels
located on a machine for reading those labels.
Detailed Description of the Preferred Embodiments
Referring to Figure 1, the label according to this
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10755S8
invention and as generally indicated at 1, consists of a base
sheet 3 on which are provided a pair of identical spaced
indicia in the form of visual numerals 7 referred to by
reference numeral 9, and a machine readable marking which in
this case is an OCR marking indicated at 13.
Base material 3 is generally a white sheet of paper
which is coloured on one side as indicated by hatch lines 5
which cover a substantial portion of the label surface. It
should be noted in Figure 1 that OCR marking 13 appears on a
non-coloured portion of the label surface. Preferably the
coloured surface is provided with a wear-resistant coating
which is clear and protects the surface of the label. The
coating can be applied as the label is printed or later as a
laminate such as Mylar (trade mark).
The visual numerals are formed by providing an outline
11 on the label surface. The area within the outline is not
coloured, so that the white background of the base appears
within the outline. There are, of course, various other
methods of forming the visual numerals on the label.
The label shown in Figure 1 is somewhat larger than
that contemplated for use on a conventional file. However,
the portion of the labels appearing in Figure 3 is approx-
imately to scale of a preferred embodiment of the label.
According to that preferred embodiment, the overall height of
each label is approximately 15/16 of an inch. It is roughly
1 5/8 inches in length and divided into sections of 5/8 of an
inch, 5/8 of an inch, and 3/8 of an inch. Each of the visual
indicium appears on a coloured 5/8" section of the label, and
the OCR marking appears on the 3/8" non-coloured portion of
~ the label. Reference numeral 17 indicates the fold line
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where the label is folded when affixed to the edge of a file
or the like.
Again in practice, the height of each visual indicium
is approximately 9/16 of an inch. The minimum width of the
stroke of each indicium is roughly 1/8 of an inch, so that
each indicium is cf a size which makes it readily recognizable
by the person attending to the file system.
The optical character recognition marking, which will
be hereinafter referred to as OCR marking, is selected from a
system identified as OCR-A(basic). Other systems, such as
OCR-A(NRMA), OCR-A(international), or OCR-B(subset-l), could
also be used. The OCR markings are machine printed in a
manner to comply with existing technology, so that they are
readable by an appropriate machine. Each marking is made by a
single stroke of ink or other suitable marking material. The
overall height of an individual OCR marking is approximately
.108 inches, which includes a stroke width of .007 inches.
Each marking is approximately .069 inches wide, which again
takes into consideration the width of the stroke used to make
the marking. Since the non-coloured area on which the markings
are printed is 15/16 of an inch by 3/8 of an inch, there is
substantial clearance on all sides of the marking.
It should be noted from Figures 1 and 3 that when the
label is applied to an article and folded at line 17 there is
no distortion to either the OCR marking or the visual indicium.
For example, when applied to a file the label is folded about
fold line 17 such that OCR marking 13 and the adjacent visual
indicium appear on one back of the file panel, while the
other visual indicium appears on the other side of the file
3~ panel. If the label were applied to an article such as a tape
` ~7555~
cassette, it would be folded at right angles such that the OCR
marking and adjacent indicium appear on the back of the
cassette, and the other indicium appears on the end of the
cassette.
According to the label shown in Figure 1, OCR marking
13 is orientated at right angles with respect to the visual
numerals indicated at 9, and the two visual numerals are
orientated consistently with respect to one another. It should
be appreciated that label 1 need not require two visual
indicia, as shown in the drawings. It would in~tead be
provided with a single indicium.
In the embodiment shown in the drawings there is no
overlap between the OCR marking and the visual indicia, nor is
the OCR marking located on a coloured portion of the label
surface. However, in cases where the visual indicia and the
colouring on the label surface comprise blind inks (i.e. inks
to which a scanning device is blind) there is no need for
separation of the OCR marking from the other identifying
features of the label. In fact, the OCR marking can be
;.-
completely covered so it is not visible to the human eye, yetit is visible to a scanning device such as one using infra-
red scanning techniques.
One of the prime objects of the present invention is to
provide a label which is identifiable by its visual indicium,
by its colour and by its machine readable marking. Therefore,
the label in Figure 1 is provided with visual numerals 7 and
an OCR marking which is representative of the number 7. The
label is dark blue in colour, and its colour is also repre-
sentative of the number 7. Therefore, all labels in a
particular system representative of the number 7 would be
- 8 -
iO755.58
constructed in the same manner as that shown in Figure 1.
The same filing system would include other labels which
are coloured in a different manner and which bear different
visual numerals and OCR markings (which have not been shown).
These other labels would also be identifiable by their
particular colours, by their visual numerals, and by their OCR
markings. A representative selection of colours and visual
numerals is shown in the following list:
Colour Visual Numeral
Light red o
Dark red
Light orange 2
Dark orange 3
Light green 4
Dark green 5
Light blue 6
Dark blue 7
Mauve 8
Brown 9
Each of the above labels would also include an OCR
marking representative of its respective numeral and colour.
The above-described colours, visual numerals and OCR
markings for each label would be consistent throughout a
particular coded system. They could, of course, be varied
from system to system. Furthermore, each label could have
a combination of colours for other designations as opposed
to the singular colours given above.
According to other forms of the label, visual numerals 9
are replaced by visual letters or any other visual indicia
3~ readily recognizable to the person working with the system.
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~0755S~
Furthermore, the machine readable markings need not be OCR.
: They can include any type of machine readable marking, such as
MICR(magnetic ink character recognition) or bar code, which
fulfill the same function as the OCR marking. Figure 8 shows
a label similar to that of Figure lr with the exception that
, OCR marking 13 is replaced by a bar code 14. In this example,
the bar code marking has been selected from a code known in
~ the industry as Code 39. Other bar codes would of course be
; equally applicable to the present invention. Bar code marking
; 10 14 is representative of the number 7. Other numbers as well
as letters would of course be represented by different
markings. The exact representation of each marking is
determined according to the arrangement of narrow and wide
bars as well as the spaces therebetween.
Figures 2 and 3 show a file 19 provided with a code 27
comprising a plurality of colour-coded labels, as well as a
non-colour-coded or black and white label 29. Each colour-
~ coded label with its singular designation contributes in part
; to code 27, which is peculiar to file l9. The file includes
20 a front panel 21 as well as a back panel 23. Back panel 23
is provided with an extended edge 25 to which the labels
forming code 27 are affixed. Since all of the labels of the
code which have distinct designations are different in
colour from one another, the file has a multicoloured
extending edge. Every other file in the file system will
also have a multicoloured extended edge. However, the colour
pattern or combination of colours differs from file to file,
so that each and every file is discernable from all other
files in the system.
Label 29 is provided with three visual numerals as
; - 10 -
~0~7555~
well as three OCR markings representative of those numerals.
A label such as label 29 is required in cases where it is
not possible to provide the entire code along the extended
edge of the file by means of colour-coded labels because of
the number of letters or numbers in the file code.
As seen in Figure 3, all of the OCR markings on the
labels are positioned along a generally linear path on the
same side of the panel to which the labels are affixed, so
that all the OCR markings can easily be scanned by a
scanning device.
One of the prime features of the present invention lies
in the fact that each colour-coded label includes all three
elements required to fully identify that label. Therefore,
when coding a file such as file 19, the entire code of the file
is changed by simply adding, deleting or substituting one of
the labels. Furthermore, in an arrangement such as that shown
in Figure 3 in which label 1 is being affixed as the last
label in the code, there is no need to provide any additional -
information on the file to identify the code. As can be seen
from the figure, code 27 is completed by the addition of
label 1. If this were not the case, then it would be
necessary to add an additional label which included information
about all of the previously applied labels. For example, if
each of the individual labels in code 27 did not include their
own optical character recognition markings, then it would be
necessary to first apply the colour-coded labels and to
thereafter apply a separate label provided with nine optical
character recognition markings. This separate label could of
course not be made up until the entire code of the file is
determined. Furthermore, it might not even be possible to
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~075558
provide nine OCR markings on one label. However, according to
the present invention, this does not present a difficulty
because the markings are spaced from label to label. In
addition, in a system in which each label is not fully
identified, if it is desired to change the code of a particular
file, it is first necessary to add or change one of the colour-
coded labels, then remove the previously applied machine
readable label, and thereafter apply a new machine readable
marking. According to the present invention, the only step
required in changing the code on the file is, as mentioned
above, that of replacing, deleting or adding one label.
The above comments apply to all colour-coded labels
contemplated by the present invention. For instance, the
labels of code 27 could easily be replaced by a plurality of
labels bearing other types of machine readable markings, such
as the bar coded label of Figure 8. Again, each label is
fully identified and bears on its coloured side both visual
indicia and a machine readable marking.
It will be noted that the labels of both Figures 1
and 8 are provided with machine readable markings which are
orientated at right angles with respect to the visual numerals.
Each of these labels is designed for application along the
side as opposed to the top of a file panel. The OCR marking
could, of course, be rotated through 90 such that its
orientation is the same as that of the visual indicia. However,
in shelf filing systems where colour coding can be used to
the greatest advantage, the files are placed on shelves with
the code of the file extending outwardly from the side of
the file. As will be apparent from the drawings, when the
visual numerals are orientated such that they are upright with
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- ~075S~8
respect to the width of the labels, they are easily and quickly
read when affixed to a file having a side code, while the OCR
markings, which are upright with respect to the length of the
label, are located for scanning by conventional scanning
equipment.
The coding of files as described above is primarily for
use in file systems which are to be put into use. It is also
desirable to code files already in use and as can be
appreciated it is very inconvenient and costly to replace the
entire file folder. This difficulty is overcome through the
use of the method shown in Figures 5 through 7 in which a
plurality of labels are affixed to a backing to build up a
code on the backing which is subsequently secured to a file.
The code is built up in accordance with a predetermined
sequence.
Referring to Figure 4, a file 31 which is to be coded
by means of an add-on tab 37 includes panels 33 and 35. Add-on
tab 37 includes a first portion 39 and a second portion 41.
The first portion is for use in securing the add-on tab to
back panel 33.
, A plurality of labels according to this invention are
affixed in a predetermined sequence on second portion 41 of
tab 37 to provide a readily recognizable visual and machine
readable code 47~ When add-on tab 37 is secured in place,
file 31 has a multicoloured extended edge, as shown in
Figure 6.
The construction of add-on tab 37 ensures the proper
positioning of the tab when secured to file 31. As can be seen
in Figure 4, the length of first portion 39 is essentially
equal to the height of panel 33. Therefore, when the lower end
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075558
40 of first portion 39 is fitted against the bottom of file 31
on the inside of panel 33, the upper end 42 of the tab will be
flush with edge 34 of panel 33. Referring to Figures 4 and 5,
second portion 41 includes a base section 43 which lies on the
; 5 same plane as first portion 39, as well as an embossed section
45, so that there is a slight shelf 46 between portions 39 and
41. Shelf 40 is fitted against edge 36 of panel 33 when
applying the add-on tab to the file. It will also be noted
from Figures 4 through 6 that the edges of the labels of code 47
are aligned with shelf 46 to ensure that the OCR markings of
the labels lie along a generally linear path. Second portion 41
is provided with a rounded corner 48 so that the shape of the
extended edge is consistent with that of panel 35. The add-on
tab is held in place by any suitable adhesive, which is applied
directly to first portion 39 of tab 37, or alternately this
portion may have a pressure-sensitive adhesive with a
protective peel strip.
Figure 7 shows a somewhat different type of add-on tab
suited for use on non-standard files such as expansive type
files or large X-ray folder files. Tab 51 again includes a
code 53 comprising a plurality of individual labels according
to this invention. Once code 53 has been properly built up,
tab 51 is secured to a file (not shown~.
Tab 51 is secured to a file panel in much the same
manner as is an individual label. Tab 51 includes a first
portion 55 and a second portion 57. The tab is provided with
a fold line 61. The labels of code 53, as exemplified by
label 1, are layed out flat on the add-on tab with their
respective fold lines 17 aligned with fold line 61 of tab 51.
When the tab is ready to be secured to a file, it is folded
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1075558
about the file panel edge and secured there by means of any
suitable adhesive. Foldline 61 is coincident with the panel
edge, thereby ensuring that the indicia of the labels located
on first section 55 are positioned in a non-distorted manner
on the inner surface of the file panel, while the indicia and
OCR markings appearing on second section 57 lie flat on the
outer surface of the file panel. The add-on tab of Figure 7
is secured to the extending edge of a file such as that shown
in Figure 2.
Figure 9 schematically shows a setup which may be used
to facilitate machine reading of an article coded by means of
labels according to this invention. The figure specifically
shows the machine reading of a coded file, but it is again to
be understood that the file could be replaced by any coded
article such as a tape cassette or the like. The code is
applied to the file by means of individual labels having any
type of machine readable marking or as an add-on tab, as
described above.
File 51 is positioned by jig 55 which locates the code
of the file with the machine readable markings directly above
window 57 provided in the jig. Located directly below window -
57 is a scanning device in the form of OCR wand 59. The wand
is slidably secured in a pair of tracks 61 by a U-shaped
bracket 63. Wand 59, which moves in the direction of arrow
65, is shown in Figure 9 after having completed a scan. The
; movement of the wand can be actuated manually or automatically
by the jig after positioning of the file. The wand scans the
machine markings on the labels through window 57. In some
instances additional markings may be required to initiate
and/or stop the wand reading a file code. Such additional
- ~07S5S8
markings can be provided on a transparency which is positioned
in the window beneath the file to provide the required
additional wand instruction at either or both ends of the file
code.
When working with OCR markings, it is important that
the scanner see the entire marking on each label so that the
; OCR markings should lie along a generally linear path. The
scanner is of course able to accommodate a slight deviation
because its field of scan is larger than the individual
markings. When working with labels coded by means of bar
coding, it is only necessary that the scanner read any
portion of each bar and spacing on an individual label, so
that the bar codes of each label may be offset by almost the
entire height of the bars from a generally linear path.
Since each of the OCR markings are orientated such that
they are upright with respect to the length of the label, and
since they are located on the outer surface of the rear panel
of the file, the scanning device scans the markings along a
horizontal plane, as opposed to a vertical plane, in
accordance with existing scanning technology.
In a situation where the individual labels are provided
with OCR markings, scanning device operates by editing the
data represented by the machine-printed OCR markings of the
file code, converting that data to electronic signals used to
identify the markings, and transmitting such signals to
computer memory storage 67. The OCR markings are translated
to electronic signals by illuminating the markings, focusing
the reflected light energy on a photosensor array, and
assessing the electrical output of the array for subsequent
processing. The whereabouts of the file is also located in
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1075558
computer 67 so that anyone searching for that particular file
simply checks with the computer to determine its location.
Other types of machine readable markings are scanned in
somewhat different manners. For instance, as earlier -
mentioned, if the labels are coded by means of bar coding, the
scanner reads in accordance with the dimensions, i.e. the
width of the bars and spaces in the code. Each of the markings
on the individual labels includes its own start and stop
sequence to let the scanner know when it has started and when
it has completed the scan of a particular individual marking.
According to this invention, there are three ways of
identifying each and every article in a coded system. The
articles can be identified by the arrangement of colours in
their codes, by the visual indicia of their codes, and by the
OCR markings of their codes. The colour identification is
especially helpful when working with a file system in
locating a misfile, because that misfile will break the other-
wise consistent pattern of colours inherent in a correctly
filed system. Reference to a specific file is especially
easy, fast and direct, because the colour blocks are located
at the extreme edge of the file and can therefore be
distinguished without requiring substantial, if any, fanning
of the files. The colours that identify the various labels
are easily memorized and read as the label that they
represent. The identification of the visual numerals is
self-apparent, and the reading of the machine readable
markings has been described above.
The drawings show files on which all or substantially
all of the code is colour-coded. However, it is not always
0 necessary to colour code all of the labels in the code,
- 17 -
~0715~58
although the speed of reference is greatly increased whenfive or six of the labels are colour identifiable. It is on
the other hand possible to colour identify only two or three
of the labels, in which case the files are necessarily grouped
into blocks of numbers. With this arrangement, one can
easily find the desired colour block, and reference to a
particular file within that colour block may require some
fanning to locate the file. As mentioned above, no fanning
is required when all of the labels are colour identified.
The number of labels within a code that should be
coloured depends on the number of digits in the reference
number and the total number of files in the system. For
example, a typical reference number or code in the casualty
insurance business would be 7367060. In this case the last
five digits, 67060, should be colour identified. The prefix
73 is printed in black on a white label without colour
identification, as exemplified by the embodiment shown in
Figures 2 and 3.
From the foregoing it will be apparent that the present
invention contemplates systems in which coded articles can be
quickly identified and in which improperly filed articles are
easily located. When the article is to be removed from the
system, its whereabouts is recorded by a machine capable of
reading the code on the article. Location of the article is
stored in a computer so that anyone searching for the article
after it has been removed from the system can easily
determine its whereabouts. Virtually no manual operation is
required in recording the location of the article. When the
article is returned to the system the stored information is
~0 erased from the computer. Therefore the method of filing and
- 18 -
: ~ ~75~58
locating articles according to this invention is one which is
simple and easy while at the same time being thorough and
efficient.
Although various preferred embodiments of this invention
have been described herein in detail, it will be apparent to
those skilled in the art that variations may be made thereto
without departing from the spirit of the invention or the
scope of the appended claims.
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