Note: Descriptions are shown in the official language in which they were submitted.
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TITLE
SYSTEM FOR UTILIZING AUDIBLE, VISUAL AND TEXTUAL DATA WITH ALTERNATE
COMBINABLE
MULTIMEDIA FORMS OF PRESENTING INFORMATION FOR REAL-TIME USERS IN DIFFERENT
REMOTE ENVIRONMENTS
s
CROSS-REFERENCE
This application is a continuation-in part of U.S. Patent Application Serial
No.
10!210,460 filed on July 31, 2002 continuation-in-part of U.S. Patent
Application Serial No.
09/919,468 filed July 31, 2001.
FIELD OF THE INVENTION
This invention relates to a system for utilizing audible, visual and textual
data with
multimedia forms of presenting information for real-time interactive use by
multiple users in
different remote environments. Specifically, the invention relates to a system
for receiving,
accessing, processing, storing, retrieving, transmitting and utilizing
audible, visual and textual
data that provides real-time interactive knowledge management over the
Internet in support of
activities conducted simultaneously by multiple users in different remote
locations utilizing
alternative combinable multimedia digital data forms of presenting the
information to simplify
and maximize human understanding.
BACKGROUND OF THE INVENTION
The concept of the present invention has its genesis in solving the problem of
"knowledge churn". It provides a new information management system capable of
containing
process knowledge and of utilizing this contained knowledge to manage common
business,
litigation and other activities in new ways.
Until the advent of computers, the traditional method of creating and
maintaining
knowledge was to store it in paper-based documents. A fundamental problem with
this method
is that the paper-based documents containing the stored knowledge are often
archived in an
inconvenient manner without an easy means of accessing and manipulating, the
stored data to
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allow its modification or re-use in a different context. This often leads to
non-use and aging of
the stored information to an extent that the obsolescence of the information
serves as a
disincentive to its modification or re-use at a later time or in a different
context. This
disincentive leads to a habit on the part of many individuals to commit the
stored information to
memory instead of referring to the storage source when re-use is necessary.
This in turn leads to
inefficiencies in the conduct of activity within an organization because of
the informality of
permitting critical knowledge to reside entirely or at least partially within
the minds of
individuals instead of storing this information in a mutable, physical way
that will allow its easy
manipulation and re-use in different contexts.
This informal mental retention of critical information leads to a problem
known as
"knowledge churn", wherein the quality, depth and usefulness of the
organizational knowledge
that resides within the mind of an individual is compromised when that
individual leaves the
organization or is no longer responsible for performing the set of
responsibilities to which the
knowledge relates. This requires a new individual to "re-learn" a lot of the
information that had
already been internalized and used efficiently by the previously responsible
organization
member, leading to inefficiencies in organizational operations. For example,
in the manufacture
of a product, a value is attached to the product that takes into account the
labor necessary to
produce the product. If the individuals responsible for making the product
leave the
organization, a lot of the skills, knowledge and experience that are uniquely
necessary to produce
that product depart with them, leading to a "knowledge churn" which results in
the expenditure
of a higher level of resources than previously needed to produce the product,
due to the need to
train new individuals who do not yet possess the skills, knowledge and
experience of those
individuals who departed.
With the advent of computers, the problem of "knowledge churn" is capable
of.being
solved in unique ways due to the power of the computer to receive, access,
process, store and
transmit digital information so that it can be manipulated and re-used in
different contexts. From
the advent of word processing programs to the increasing power of personal
computers and the
development of software enabling communication in alternative mediums, forms
and formats,
the problem of "knowledge churn" can be solved in the sense of being able to
represent complex
issues and concepts ways that people can easily understand based on their
common experience of
comprehending information in many different forms either alone or in
combination with each
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other at different times or at once. For example, textual-based content is
capable of
communicating information only in a basic written form, whereas a graphic
presentation is
capable of presenting communicating information in a richer visual
environment. And just as "a
picture is worth a thousand words", an audiovisual-based presentation of
sequentially presented
audible and visual images is "worth a thousand pictures" in its ability to
convey a story to the
user of the information. When these different forms of presenting information
are combined
with each other in various ways, complex issues become much easier to reduce
to a more basic
level of understanding. For example, a person can never actually experience
the sensation of
confronting a dinosaur, but the computer-aided graphic and audiovisual images
used in the
motion picture "Jurassic Park" permit the viewer to experience a fully
rendered, computer-based
simulation of the reality of being in physical proximity to a dinosaur that
conjures up the
assumed fear of being in such a situation in the human mind.
Thus, the advent of digital computer processing has permitted the presentation
of
information in different mediums, forms and formats to enable the
representation of complex
concepts in ways that truly enhance an understanding of the issue. When this
technology is
combined with transmission of the computer-based data over the Internet, more
fundamental
ways of communicating are possible, due to the possibility for interactive,
multidirectional
multimedia communications originated from anywhere in the world and made
instantaneously
available anywhere in the world to or from any number of different locations
in the world
simultaneously, if desired. This permits not only the mutable storage of
critical information in a
way that it can be easily manipulated for re-use, but also a multimedia
digital representation of
that information that permits an ease of understanding and a reality of
experience that can be
deployed over the Internet, not just in a broadcasting sense, but in an
interactive, multidirectional
sense so that different users can experience the information real-time, at the
same time from
anywhere in the world.
The present invention transforms this basic concept into an engineered system
for
managing the information known as a "Knowledge Kiosk"TM, which is intended to
represent the
idea of a central repository of information where individuals come to convey
and exchange
knowledge. The present invention has initially been applied to the management
of the litigation
process, used by attorneys to manage information acquisition, exchange and
workflow, and to
the management of the insurance policy checking process, used by insurance
brokers to manage
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information associated with checking renewal policies and completing work
product associated
with the policy checking process. But it also has application to management of
virtually any
other type of information in any other type of endeavor or business. In either
the litigation or
insurance policy review process context, it permits all of the activity
relating to the activity to be
handled with a minimum of manpower. Such activities could include the
litigation of complex
legal issues to be efficiently managed (being particularly suited to
permitting major litigation),
the review of thousands of insurance policies, or another business activity
involving years and
hundreds or thousands of hours of effort. It accomplishes this purpose by
eliminating the
"knowledge churn" inherent in the involvement of multiple individuals in the
process, through
creation of a system which takes advantage of concepts utilized in linguistics
and library science
for uniform categorization of the various types information involved,
combining this method of
organization with computer software and Internet technology to allow the
receipt, access,
processing, storage, retrieval, transmission, manipulation and utilization of
audible, visual and
textual data for real-time interactive use by multiple users in different
remote environments, and
utilizing alternative combinable multimedia digital data forms of presenting
the information to
simplify and maximize human understanding.
Accordingly, it is an object of the present invention to provide the
presentation of
information in different multimedia digital forms and formats to enable the
representation of
complex concepts in ways that enhance human understanding.
It is another object of the present invention to provide technology that is
combined with
transmission of the computer-based data over the Internet to permit
interactive, multidirectional
multimedia digital data communications originated from anywhere in the world
and made
instantaneously available anywhere in the world to or from any number of
different locations
simultaneously, if desired.
It is another object of the present invention to provide technology that
permits not only
the mutable storage of critical information in a way that it can be easily
manipulated for re-use,
but also a multimedia digital representation of that information that permits
an ease of
understanding and a reality of experience that can be deployed over the
Internet, not just in a
broadcasting sense, but in an interactive, rnultidirectional sense so that
different users can
experience the information real-time, at the same time from anywhere in the
world.
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It is another object of the present invention to provide an engineered system
for managing
information known as a "Knowledge Kiosk"TM intended to represent the idea of a
central
repository of information where individuals come to convey and exchange
knowledge.
It is another object of the present invention to provide a system used for
management of
any type of information involved in any type of endeavor or business,
including litigation and
insurance, by managing information acquisition, exchange and workflow to be
handled with a
minimum of manpower so as to eliminate the "knowledge churn" inherent in the
involvement of
multiple individuals in such processes.
It is another object of the present invention to provide a system which takes
advantage of
concepts utilized in linguistics and library science for uniform
categorization of the various types
of information used in knowledge management.
It is another object of the present invention to provide a system which
combines concepts
for organizing information utilized in linguistics and libraxy science with
computer software and
Internet technology to allow the receipt, access, processing, storage,
retrieval, transmission and
utilization of audible, visual and textual data for real-time interactive use
by multiple users in
different remote environments, and utilizing alternative combinable multimedia
digital data
forms of presenting the information to simplify and maximize human
understanding.
While these objects are set forth in sufficient detail, each example of an
embodiment of
the present invention may contain all or less than all of these objectives.
SUMMARY OF THE INVENTION
This invention relates to a system for utilizing audible, visual and textual
data with
multimedia forms of presenting information for real-time interactive use by
multiple users in
different remote environments. In general, it provides an idea integration
tool manifest in a
variety of software technology supported by an underlying infrastructure. The
infrastructure is
designed to allow and is used for receiving, accessing, processing, storing,
retrieving,
manipulating, transmitting and utilizing audible, visual and textual data. It
can be constantly
updated with data to provide real-time interactive knowledge management,
preferably over the
Internet, and support activities conducted simultaneously by multiple users in
different remote
locations utilizing alternative combinable multimedia digital data forms of
presenting the
information to simplify and maximize human understanding.
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Concepts utilized in library science are implemented for uniform
categorization of the
information used in providing the knowledge management performed by the
system, while
concepts utilized in the science of linguistics are implemented for defining
information
acquisition, exchange and workflow to permit categorization of the managed
information using
the library science concept. These concepts are applied to the data stored in
the system using a
manual technique or automated process, or by a combination of the two. The
data is classified
according to what schema is appropriate to the type of data input and intended
use of that data.
In an example, the data is classified by its fundamental aspects, or elements,
and also by its
attributes. These characteristics can be used advantageously to create
relationships between
different data, parts of data or sets of data, depending upon the selected
application. The
relationships change as data is added to, deleted from or revised in the
system. There may be
functional or compositional relationships. The characteristics and data
relationships enable users
to manipulate data in new unrestricted ways. The present infrastructure
provides flexibility in a
dynamic work environment and is not limited by system constraints, such as is
the case with
text-based tables of information or traditional database systems. The managed
information is
stored in a database according to a unique schema which implements this
categorization
according to the needs of the user. Computer technology is combined with the
science of media
production for presentation of the managed information in various multimedia
audible, visual
and textual digital forms and formats, to enable its representation in ways
that enhance human
understanding, while computer software application programming is provided to
make the
system work over a computer network, preferably the Internet, to permit
interactive,
multidirectional, multimedia digital data communications originated from
anywhere in the world
and made instantaneously available anywhere in the world to or from any number
of different
locations simultaneously, if desired.
The database schema provides multiple levels of restricted access to the
managed
information in a way that allows the information to be included within
categories each having
subcategories that together implement the database schema. The information in
each category or
subcategory is retrievable independent of the information in any other
category or subcategory,
and information containing a common characteristic is retrievable from
different categories or
subcategories. The database schema is structured to allow a single item of
managed information
to be stored in at least two different locations when that information has
been altered from its
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original form, and a single item of managed information can be referred to by
more than one
designation in a way that permits each designation to reference other
designations for that item.
The user accesses the managed information from an Internet web page having
access
through a web server to the database. The web page contains a feature for
providing access to
the most common or most recent information used within a category or
subcategory, and
contains features enabling retrieval and processing of the managed information
for presentation
in each form in which the information is used. The web page also contains a
feature for storing
the information most commonly used by a given user according to a
categorization established
by that user.
The system contains features for selection of an audible, visual and/or
textual broadcast
of designated managed information according to a selected multimedia format,
in such manner
that the designated item is combinable with other items of managed information
for presentation
in a single broadcast, or such that the broadcast items) are presented in a
combination of
audible, visual and/or textual multimedia forms.
The system also contains features for searching each category or subcategory
for a
designated item of managed information, such that the search can be conducted
by a match of
data, identification information or classification information for that item.
Finally, the search can
be conducted in a manner that accommodates inaccuracies created by the search
request and/or
digitization of the searched item.
The system also contains the ability to track changes in documents over time.
Original
documents can be compared to working documents. As working documents progress
over time
by a user or multiple users, the system tracks the changes. Depending upon the
application for
which the system is used, such capability can provide a trail of changes. In
the insurance
industry, for example, this enables an efficient manner for checking policies
and endorsements,
and provides an audit trail of policy endorsement review activities that can
improve consistency
in checking policies and improve productivity and work quality through
monitoring.
These and other advantages of the invention will become apparent from a
perusal of the
following detailed description of the presently preferred embodiments of the
invention taken in
connection with the accompanying drawings.
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BRIEF DESCRIPTION OF THE DETAILED DRAWINGS
Figure (1) shows a "Knowledge Pyramid" used to represent the four basic
aspects of the system
of the present invention as they are combined together to permit receiving,
accessing, processing,
storing, transmitting and utilizing audible, visual and textual data for real-
time interactive use by
multiple users in different remote environments utilizing alternative
combinable multimedia
forms of presenting the information to simplify and maximize human
understanding.
Figure (2) shows the home page of a preferred embodiment of the system of the
present
invention as implemented on the Internet Web Site at "www.knowledge
kiosk.com".
Figure (3) shows the "Passport" page of a preferred embodiment of the system
of the
present invention as implemented on the Internet Web Site at "www.knowledge
kiosk.com",
which serves as the launching point for accessing the various Knowledge Kiosks
containing the
data being managed by the system.
Figures (3A) and (3B) show a calendar page of a preferred embodiment of the
system
from which the "Passport" page and other areas of the Kiosk are accessible.
Figure (3C) shows an example of a page revealing predefined categories of
information
pertaining to a particular element, and shows the library of files and
functionalities accessible
from the page or related to the element.
Figure (4) shows the "Fast Tracks" page for the selected Knowledge Kiosk which
provides access to the most commonly-used information in that particular
Knowledge Kiosk.
Figure (5) shows an example database schema for implementing the present
invention in
a litigation support context entitled "Categories of a Litigation Knowledge
Kiosk Elements -
Overview".
Figure (6) shows an example database schema for implementing the present
invention in
a mufti-tier litigation support context entitled "Overall Organization - Mufti-
Tier Litigation
Knowledge Kiosk".
Figure (7) shows an example of a submission form completed by the user for
storage of
an item of information within a selected Knowledge Kiosk.
Figures (8A) through (8H) show examples of the various searches that can be
conducted
for retrieving a Knowledge Element from a particular Knowledge Kiosk
Figures (8I) and (8J) show an example of other search tools for retrieving an
element
from a particular kiosk.
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Figure (9) shows an example of a "Knowledge Element Classification Profile"
containing
fields providing information describing and classifying the Knowledge Element.
Figures (l0A) through (lOD) show an example of an advanced search designed to
retrieve a multimedia rendering of a particular Knowledge Element.
Figures (11A) through (11D) show an example of an advanced boolean search
conducted
to locate a particular data string within any Knowledge Element in the
Knowledge Kiosk of
interest.
Figures (12A) through (12E) show an example of a classification conducted on a
document that has already been entered as a Knowledge Element within a
selected Knowledge
Kiosk.
Figures (13A), (13B) and (14) show an example of searches that can be
conducted on the
classifications created by the user with the options shown for example in
Figures (12A) through
( 12E).
Figures (15A) through (15E) show an example of a user-defined "Favorites"
page.
Figure (16) shows an example of a user-defined "Presentation Queue" folder.
Figures (17A) through (17C) show an example of the "Knowledge Element Viewer".
Figures (18A) through (18D) show examples of the results of various searches
conducted
on different types of information contained within the "Knowledge Element
Profile"
Figures 19(A) through (19C) show examples of the information contained in a
"Knowledge Kiosk Journal" which provides different ways of tracking all user
activity with
respect to a given Knowledge Kiosk.
Figure (20) shows a multimedia rendering of a particular Knowledge Element.
Figure (21) shows an example of a "Bulletin Board" page for conducting mufti-
user
interactive activities using the Knowledge Kiosk.
Figure (22A) shows an example of the information intake and relevancy review
process
for a Knowledge Kiosk used for litigation.
Figure (22AA) shows an example of the information intake and relevancy review
process
for a knowledge kiosk used in the insurance renewal and review process.
Figure (22B) shows an example of a "Document Compare" function that arises
from the
"Relevance Refinery" concept.
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Figures (23A) through (23E) show the creation, assignment and use of document
sets (or
"DocSets") for various pre-defined groups of users.
Figures (24A) through (24C) show an expansion of the document coding concept
to
allow "Objective Coding" to be combined with user-customized personal (or
"PIC") coding.
Figure (25) shows the creation of "KDocs" which allow the addition of new
content
associated with a preexisting Knowledge Element contained in a DocSet.
Figures (26) and (26A) show an example of a messaging work station for
exchanging
priority information and an automated response.
Figure (26B) shows an example of another communication board for storing data
or
exchanging information.
Figures (27) shows an example of a format for displaying documents currently
under
review.
Figures (28) shows an example of a checklist of items relevant to a group of
documents,
such as insurance policies.
Figure (29) illustrates an example of a renewal cycle in the insurance
industry.
Figure (30) provides examples of functional tools useful for policy review in
the
insurance industry.
Figure (31) shows an example of an interactive data entry form relevant to a
group of
documents, such as inquiries made during the insurance renewal process.
Figure (32) shows a document compare feature that allows the user to view two
documents side-by-side.
Figure (33) shows an exception report containing system generated responses.
DETAILED DESCRIPTION OF EXAMPLES OF THE INVENTION
The present invention provides an interactive system for managing and
manipulating
information. Four of the basic aspects of the system of the present invention
are illustrated in
Figure (1) by a two-dimensional depiction of a three-dimensional "Knowledge
Pyramid," 10.
The first aspect includes the "Research and Reference Library," 11, which
takes advantage of
concepts utilized in library science for uniform categorization of the various
types information
used in the knowledge management performed by the system. This
characterization approach is
designed to eliminate the redundancies normally associated with retrieval of
data over the
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Internet. Another side of the "Knowledge Pyramid," represents the "Work
Process Application,"
12, which uses the science of linguistics in defining information acquisition,
exchange and
workflow to permit categorization of the managed information using the library
science concept.
Combined, the application of library science and linguistics concepts allows
use of the system to
manage information in virtually any type of endeavor or business, including
the litigation process
for which the preferred embodiment of the present invention is adapted, and
also including the
insurance and medical industries and government, among others. The "Internet
Multimedia
Communications" side, 13, combines computer technology with the science of
media production
for presentation of the managed information in various multimedia audible,
visual and textual
digital forms and formats, to enable its representation in ways that enhance
human
understanding. The fourth side of the "Knowledge Pyramid" is "Work
Management," 14, which
combines the multimedia aspect of the invention with the computer software
application and
database programming necessary to make the system work over the Interne to
permit interactive,
multidirectional multimedia digital data communications originated from
anywhere in the world
and made instantaneously available anywhere in the world to or from any number
of different
locations simultaneously, if desired. When used together, these four sides of
the "Knowledge
Pyramid" of Figure (1) represent the combination of features that enable the
system of the
present invention to permit receiving, accessing, processing, storing,
transmitting and utilizing
audible; visual and textual data for real-time interactive use by multiple
users in different remote
environments, utilizing alternative combinable multimedia forms of presenting
the information
to simplify and maximize human understanding. The data managed by use of the
various aspects
of the "Knowledge Pyramid" comprises a Knowledge Kiosk which serves as a
repository for all
of the information needed to accomplish a particular activity or carry out a
particular process
(such as running a business operation, reviewing insurance policies or
engaging in litigation).
The Knowledge Kiosk serves as the "back end" database of information that is
being managed by
the system in connection with the particular activity to which the information
relates, and the
"front end" website applications used with the system allow the processing of
this data for access
by remote users over the Internet in the multimedia forms) in which the
information is desired to
be used.
In an example of the invention, the system is accessible at a domain on the
Internet.
Figure. Technology conventional to website design and use is utilized to
establish the website and
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enable it with functionality for receiving, accessing, processing, storing,
retrieving, manipulating,
transmitting and utilizing the data made available to, from and on the
website. Website
functionalities are implemented using standard website design tools and
operating software such
as for example Microsoft.NET, Microsoft VisualBasic, Microsoft Visual C++,
Microsoft
InterDev, Microsoft FrontPage, Adobe SDK, DT Search SDK, Macromedia Flash5 and
Autodesk 3D StudioMax. Figure
The system website is remotely accessed by a user from anywhere in the world
with a
user name and a password using commercially available hardware and having
Internet access
through an Internet service provider or a computer network web server. The
hardware can
include a wired or wireless personal or handheld computer configured with a
standard web
browser such as Netscape Navigator or Microsoft Internet Explorer (utilizing
standard plug-ins
such as Adobe Acrobat Reader for pictorial and graphics presentations and
RealPlayer (produced
by RealNetworks, Inc.) for multimedia presentations). A user login page is
provided to capture
the user name and password, an example of which is shown in Figure 2.
Optionally, a second
level authentication, such as random number verification can be implemented to
provide
different levels of access and capabilities specific to the user. Upon user
authentication, the
system software is accessed over the.website to determine the user computer
Internet Protocol
(IP) address (which can be the user's normal local address or a remote
address) to and from
which further communications with the system will be directed. The system can
also capture the
time and date of the last communication made to or from the user and the
history of that
particular user's prior usage. Upon authentication, a secure sockets link (or
SSL data
communications link denoted by the designation "HTTPS") is set up with the
user's IP address
using standard one hundred and twenty-eight (128) bit data communications
encryption
(although other standard encryption methods could be used).
The system provides a "back end" database for storing the information
comprising the
various Knowledge Kiosk repositories being managed by the system in connection
with the
particular activity for which the system is being used. The database Knowledge
Kiosks are
accessed by the user with the "front end" website application software. The
database schema
implements the library science approach for uniform categorization of the
various types
information used in the knowledge management performed by the system. The
database can be
implemented by any standard Internet (or web) accessible database that is
structured query
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language (SQL) compliant such as Microsoft SQL Server, Oracle 8I /9I, IBM DB2,
Microsoft
Access or FoxPro. The particular database schema design is developed based on
the client's
needs, and represents how the "library" is organized to categorize the
particular types of
information managed by the client's Knowledge Kiosk. Searching of the database
schema can be
done by any standard search scheme such as natural language and Boolean
operator searches.
Due to the complex, abstract nature of this system, it is best explained by
reference to
examples of its use with particular applications. An example database schema
for implementing
the present invention in a litigation support context entitled "Categories of
a Litigation
Knowledge Kiosk Elements - Overview" is shown in Figure (5). The "pie-chart"
organization of
the schema represents the entire universe of information included in that
particular Knowledge
Kiosk. Upon receipt by the system, the digitized data (or Knowledge Element)
to be included in
the Knowledge Kiosk is categorized for storage in the "library" according to
the database schema
organizational concept developed for the client, and is retrieved from the
"library" using the
graphical user interface (GUI) navigation scheme provided by the website
interface to access the
data according to its stored category type(s). Each Knowledge Kiosk designed
for a different
application or use requires a different database schema "library" structure,
which is dictated by
the business processes and practices that are undertaken by the client in
gathering and using the
information contained in the Knowledge Kiosk. For instance, data may be
appropriately
classified in multiple categories. The system stores each unique piece of data
at least once, but
multiple classifications, such as elements or attributes, can be associated
with the data. The
system maintains each classification associated with each data piece. A user
can call up certain
data by searching for its classification or a relationship between
classifications.
For example, in Figure (5) the database structure shown in the "pie chart" 20
is a
representation of a typical litigation process in which information is
gathered through discovery
and presented for trial. A first section 21 of the "pie chart" of Figure (5)
shows all of the
materials in the case exchanged between the parties in response to discovery
orders. A second
section 22 of the "pie chart" of Figure (5) shows all of the court papers that
have been filed
and/or exchanged between the parties in the case. Another section 23 of the
"pie chart" of Figure
(5) shows all of the materials that are produced by the attorneys or exchanged
between the
attorneys defined as attorney work product. Another section 24 of the "pie
chart" of Figure (5)
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shows all of the materials that have been accepted for use at trial, such as
deposition transcripts
and demonstrative and trial exhibits.
In another example, the database scheme library structure is designed for use
in the
insurance industry. For example, the library contains all documents related to
the insurance
policy review and renewal policy. Such documents include policies and
endorsements, binders
and proposals, correspondence, digital photos, invoices, marketing materials,
etc. The kiosk
captures all of this information, which traditionally would have been scanned
and loaded into the
system, and scans the information through a digital scanning process. The
format of the
information to be captured varies including (but not limited to) document
demographics and file
information. Each is input or inducted into the system for classification.
After scanning, the
information will be manipulated by the client to produce searchable and
reportable data. This
will provide users in the insurance industry, for example, with the ability to
reduce their error
and omission costs.
Sections of the database schema "library" can be selected for various levels
of restricted
access such as attorney-client privileged information. For example, one level
can permit access
of certain items only to outside counsel of the opposing party and not to in-
house counsel
directly employed by the opposing party, while a second less restrictive level
can permit access
to all attorneys including in-house counsel but not other employees of the
opposing party, while
a third even less restrictive level can permit access by all parties to the
litigation but not the
public, while a final nonrestricted level can permit public access to the
information accessible
under that security level such as public documents that are filed with the
court. In the insurance
context, access can be limited according to the individual user's capabilities
or purposes for
using the system. For example, one level of access can permit access to a data
entry level
employee, a more restrictive second level can permit access to an employee
responsible for
completing a checklist or addressing action items generated during a policy
review, and a third
even more restrictive level can permit access only to managerial users, who
may be accountable
for the results. The level of access associated with a user dictates not only
which documents will
be viewable to the user but also what context they can be viewed in and
whether the user will
have the ability to add, change or modify information. Those individuals who
are not permitted
a certain level of access will not even be able to "view" the information in
the restricted level so
that it appears to such user that the information does not exist at all.
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Each collection (or category) of data in the "library" database schema is
broken down in
terms of further subcollections where each smaller subcollection is "nested"
within the larger
collections) of which it is a subset. For example, a category encompassing all
legal research can
be further broken down in to that research dealing only with discovery
information, which can in
turn be further broken down into research dealing only with the discovery
information produced
by one of the parties to the case. This is done in order to prevent
inadvertent production of
nonapplicable information which is excluded from a particular subcategory but
included within a
larger category of which that subcategory is a part, and also for allowing
quick and easy access
to the most relevant information in response to a query for a particular item
or type of
information, thereby eliminating redundancies that lead to inefficiencies in
retrieval of the
desired information. This approach permits "cutting" the database schema "pie"
in vertical
"slices" to retrieve all items included in a particular category or
subcategory of information, such
as all attorney-client privileged information; a subcategory of which would
include all attorney-
client privileged information produced by the plaintiff; a subcategory of
which would in turn
include all attorney-client privileged information produced by the plaintiff
on a particular legal
issue. This approach also permits "cutting" the database schema "pie" by
"layers" to retrieve
information having a characteristic common to all (or less than all)
categories and subcategories,
such as all documents prepared by a particular opposing counsel whether or not
attorney client
privileged. The search scope can be still narrowed further by "cutting" the
"pie" both by "slice"
and "layer" to retrieve only those items included in a particular category or
subcategory of
information that have a sought characteristic, such as all attorney client
privileged information
prepared by a particular opposing counsel.
In another example, the "pie" or category is established to include all
insurance policies
having a certain commonality such as being based on a particular Insurance
Services Office
(ISO) form issued in a particular year. The system recognizes this layer of
the pie or category as
a relationship shared by the policies.
Figure (6) shows an example database schema for implementing the present
invention in
a multi-tier litigation support context entitled "Overall Organization - Multi-
Tier Litigation
Knowledge Kiosk". The database schema in Figure (6) is essentially a "layered
cake" extension
of the "pie chart" schema shown in Figure (5) to accommodate mufti-party,
mufti-district
litigation where more parties than a single plaintiff and defendant are
involved and/or the
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litigation is being conducted in more than one court and/or more than one
lawsuit is involved.
The same principles apply as described above with respect to Figure (5) in
terms of "cutting" the
cake "vertically" to access all documents of a given category no matter what
case they relate to;
"cutting" the cake "horizontally" to access all documents from a given case no
matter what
category they relate to; or "cutting" the cake both "vertically" and
"horizontally" to access only
those documents included in a particular category that relate to a given case
and/or also have a
certain characteristic in common. Similarly, the layered cake scheme applies
with insurance data
stored in a system kiosk. Vertical relationships are established among
policies, for example, a
relationship exists between policies issued in different years or in different
regions of the
country, but the policies may be based on the same underlying form.
In the same way that the system applies library science and linguistics
concepts to data
stored in the system to classify its elements and attributes, it also
classifies altered data. Data
may be altered by system users after its initial storage on the system. Users
may, for example,
revise the data, incorporate another document with it, include handwritten
notes. Tools are
provided to allow a user to scrub or remove handwritten notes or other
maxkings from
documents. Each new version of the data can be separately stored, classified
and managed.
By way of an example, the same item of information may have been altered
during the
litigation process, requiring its inclusion or storage twice in the database
in two different
categories or subcategories even though it represents the same item. For
example, a single
document that has been presented by a party in discovery will require
inclusion in the discovery
document category, and will also require inclusion as a separate and distinct
item in the
deposition exhibit category if used in a deposition, and will require further
inclusion as yet
another separate and distinct item in a third category of altered deposition
exhibits if interlineated
with handwritten notes during the deposition. On the other hand, if the item
of information has
been referred to in different ways but has not been physically altered, the
database can store it
only once and subsequently refer to it by all of the different identifications
which have been used
for that item. For example with respect to the "cake layer" database of Figure
(6), the same
document produced or deposition taken in two different cases of a mufti-
district litigation will
require inclusion or storage only once in the database if it is has not been
altered in either of the
two cases, but a reference to each case will be required in identification of
the document or
deposition transcript so that it can be retrieved with respect to either case.
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Figures (22A and 22(AA)) show examples of the information intake and relevancy
review process for a Knowledge Kiosk in the litigation and insurance
industries, however, the
range of types or forms of information appropriate for the system is
limitless. The information
may constitute physical evidence, such as videos, photos, objects, or
electronic files, such as
emails, Powerpoint presentations or maps. The information is first digitized
(if not already in
electronic form) and then inducted into a secure electronic repository. The
information is
included in the Knowledge Kiosk of interest, such as a particular litigation
matter or insurance
broker review process. Automated agents then process each piece of information
often referred
to as a Knowledge Element in a "Relevance Refinery" which automatically
highlights
information of interest in a particular Knowledge Element based upon criteria
pre-defined by the
user. The Knowledge Element then undergoes a manual "On-Line Relevancy Review"
to refine
the results produced by the Relevance Refinery, resulting in selection of only
those Knowledge
Elements fitting the user-defined criteria. These Knowledge Elements are then
used in further
activities undertaken by the user (in this example, deposition preparation or
trial preparation).
Figure (22B) shows an example of a "Document Compare" function that arises
from the
"Relevance Refinery" concept. "Document Compare" analyzes selected text from
different
documents (or different versions of the same document) to highlight the
differences between
them or to highlight selected text. This allows quick and easy review of
changes to document
language to be made by the user.
stem Use
In an example of an embodiment, the system provides a web page to serve as the
launching point for accessing the various Knowledge Kiosks containing the data
being managed
by the system. The launching page, for example, is referred to as the
"Passport" page and is
illustrated at Figure 3 for use in a litigation setting. As shown in Figure
(3), the "Passport" page
lists the names (i.e., "V3 Sample Litigation" and "V4 Litigation") of the
particular Knowledge
Kiosks to which the user has access (by recognition of username, password and
security
authentication). A particular Knowledge Kiosk can be selected in a standard
manner such as by
using a mouse to "click on" the portion of the screen containing the desired
Knowledge Kiosk
designation. The "Passport" page adapts to reflect the types of data contained
and managed by
the kiosk, permitting access to users based upon client specifications. The
"Passport" page can
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also be accessed from other pages of the Kiosk. Figure (3A) shows a calendar
capabilities page
built into the Kiosk in a preferred embodiment of the system. It shows a link
to the "Passport"
page and other areas of the Kiosk.
Figure (3B) illustrates another view of the calendar integrated into the
kiosk. The
calendar is designed to keep track of deadlines or appointments input directly
by a user or
determined based upon automated review of data inducted into the system. Data
containing
pertinent dates may be quickly referenced and dates coordinated by using the
capabilities
displayed in Figure (3B), for example.
Figure (4) shows an example of the "Fast Tracks" page for the Knowledge Kiosk
selected
from the "Passport" page, which is preferably automatically loaded once the
Knowledge Kiosk is
selected. The "Fast Tracks" page preferably provides access to the most
commonly-used andlor
newest information in that particular Knowledge Kiosk, such that the most
essential information
included in the Knowledge Kiosk is made universally available to all users of
the system with
"one click", no matter what their experience or skill level in using the
system. The "Fast Tracks"
page serves as the launching point for accessing (through standaxd drop-down
menus and/or
graphic "click on" icons) the executable software code files that lead to use
of the different
features of the system which allow retrieval of data from the selected
Knowledge Kiosk and
manipulation of that data for presentation in the various forms) in which the
data is desired to be
used. Selection of the various options on the "Fast Tracks" page leads to
different standing
queries for accessing the Knowledge Kiosk database to provide the types) of
information sought
under that option. The "All Kiosk View" portion of the "Fast Tracks" page will
lead to a view of
the entire "library" of files containing the information in the selected
Knowledge Kiosk.
Selection of the "Home" or the "Fast Tracks" button leads back to the "Fast
Tracks" page as
shown for example in Figure (4). Selection of the "Passport" button leads back
to the "Passport"
page as shown for example in Figure (3). Selection of the "Favorites" button
leads to a page as
shown for example in Figure (15) where vaxious user-defined folders can be set
up to permit
organization of the information most commonly used by that particular user.
Selection of the
"The Show" button provides access to an Internet broadcast of selected
materials located in the
Knowledge Kiosk as shown for example in Figure (16). Selection of the "Submit"
button leads
to submission of an item of information to the Knowledge Kiosk as shown for
example in Figure
(7). Selection of the "New Kiosk Elements" leads to a listing of all files
created in the
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Knowledge Kiosk database in the prior week or in the current week or on that
particular date, as
provided by the menu item selections, while selection "New Court Papers" and
"New
Correspondence" buttons provides a similar listing for those categories of
information. Selection
of the "Case Coordination" button provides all documents shared between
cooperating users of
the system (such as codefendants in a lawsuit) while selection of the
"Executive Summary
Reports" button provides an executive summary of the detailed information in
the data covered
by the summary categories. Selection of one of the "Search" options leads to a
search of the
Knowledge Kiosk database of the type selected and described for example with
reference to
Figures (8) through (14) below, while selection of the "Exit" button leads to
an exit from the
system. Depending on the particular user or the particular application or use
for the Knowledge
Kiosk, the combination of features available on the "Fast Tracks" page may
change.
Another view of the library of files and functionalities is shown, for
example, in Figure
(3C). Figure (3C) is an example of a page revealing predefined categories of
information
pertaining to a particular element. In this instance, it indicates case
information and file status
information related to a selected matter. Users can select the information
from a list of topics,
such as "general" or "cases." "Cases" can include subtopics. Subtopics may
further delineate
that topic by its attributes or elements, including for example "by
plaintiff," "by state" or "by
case name," such as is shown along the left column. The "status" for a
selected matter is
revealed. In this example, it includes dates related to filing, transfer,
dismissal, removal, remand,
etc, which are shown along the right side of the page. As additional data is
inducted into the
system, the status is updated as appropriate.
As shown for example in Figures (15A) through (15E), the "Favorites" page
allows
various user-defined folders to be set up to permit organization of the
information most
commonly used by that particular user. As shown in Figure (15A) and (15B) the
basic folders
predefined for every user are the "Root" folder, the "Forward" folder and the
"Group" folder.
The "Root" folder is the base folder into which all items appearing on the
"Favorites" page are
initially placed in the absence of any other defined folders. The "Forward"
folder allows the
information it contains to be forwarded to any other user authorized to have
access to the highest
security level information contained within the folder, in accordance with the
security level
classification set up for that type of information as described with reference
to Figures (5) and
(6) above. The "Group" folder provides segregation of the information it
contains to permit
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automatic access by all users within the defined group once the information is
placed within the
folder by any user in that group. The remaining folders can be custom designed
by the user to
hold the types of information the user desires to place within those folders.
Figures (23A) through (23E) show the creation, assignment and use of document
sets (or
"DocSets") for various pre-defined groups of users. Essentially, DocSets
expand the "Group"
folder concept to allow dividing an entire Knowledge Kiosk into groups (or
DocSets) of
Knowledge Elements that are to be shared among selected users. Each DocSet can
be assigned
to a different group of users with different access rights for each user.
Furthermore, "Discussion
Forums" can be created for allowing online collaboration amongst the users
assigned to a
particular DocSet. Each Knowledge Element assigned to a DocSet can be
independently
accessed by an assigned user directly from that DocSet without an additional
search.
Furthermore, different DocSets can be merged together to contain all Knowledge
Elements in
each merged DocSet or combined into a new DocSet containing all Knowledge
Elements in
common between the combined DocSets. Figure (25) shows the creation of "KDocs"
which
allow the addition of new content associated with a preexisting Knowledge
Element contained in
a DocSet. The KDoc allows content to be included such as notes containing
comments on a
Knowledge Element or instructions on its disposition. The content can be added
by "cutting and
pasting" information from any other Knowledge Element or from an external
source. Access
rights to KDocs are defined in the same manner as described above for DocSets
and a history of
access to the KDoc is also maintained.
Figure (16) shows an example of a user-defined "Presentation Queue" folder on
the
"Favorites" page which allows the user's retrieval of a Knowledge Element
object from a
Knowledge Kiosk contained in the database for "broadcast" display to all other
authorized users
via "The Show" button described with reference to Figure (4). Figure (16)
lists three Knowledge
Elements representing three different pieces of evidence produced in
litigation that have been
digitized and categorized for inclusion in the database as described above.
The first Knowledge
Element is a physical exhibit, the second is an article in a newspaper, and
the third is a video
deposition along with the deposition transcript. By placing these Knowledge
Element objects in
a user-defined "Presentation Queue" folder located on that user's "Favorites"
page, the system
can be used to "broadcast" the content represented by the digitized Knowledge
Elements) to
multiple users in multiple locations anywhere in the world, simultaneously and
in real-time if
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desired, as long as the recipient has been authenticated to receive the
content of that Knowledge
Element as described above. The digital nature of the stored Knowledge Element
allows its
content to be combined with any one or more other Knowledge Elements to create
a multimedia
presentation displaying the combined content, either audibly, visually,
textually, or in any
combination thereof. To do this, for example, the "Passport" page of Figure
(3) is used to select
the desired Knowledge Kiosk from which the Knowledge Element will be
retrieved. For
example, the Knowledge Element to be "broadcast" is retrieved by the sender
through a search
for "trial evidence" conducted from the "Fast Tracks" page for that Knowledge
Kiosk as shown
in Figure (8A). The retrieved Knowledge Element is then placed in the sender's
"Presentation
Queue" folder as shown in Figure ( 16) where its multimedia content can be
"broadcast" to other
authorized users by the sender's selection of "The Show" option from the
screen of Figure (16).
Authorized recipients can then access the "broadcast" of that Knowledge
Element by input of the
sender's name upon selection of "The Show" button from the recipient's "Fast
Track" page as
shown in Figure (4).
Figures (8A) through (8H) show examples of the various searches that can be
conducted
for retrieving a Knowledge Element from a particular Knowledge Kiosk. Figures
(8A) and (8B)
show a search conducted by the category or subcategory under which the
Knowledge Element is
classified in the Knowledge Kiosk database such as that shown in Figures (5)
and/or (6). Figures
(8C) and (8D) show a keyword search conducted by fields in the classification
profile created for
the Knowledge Element when it is entered into the database. Figure (8E) shows
a search
conducted by an exhibit number associated with the Knowledge Element before it
is classified
and entered into the database, while Figure (8F) shows a search conducted by
the "knowledge
element identification number" ("KEm") which is attached to the Knowledge
Element as it is
entered into the database. The exhibit number for a particular Knowledge
Element may be re-
used whereas the KEI17 is never r~-used - it is unique to each individual
Knowledge Element
entered into the database, even if that particular Knowledge Element
represents a document with
the same exhibit number that has been entered into the database more than once
(for a reason
such as that described above).
In another example of the invention, information is retrievable by a more
structured or
organized search by predefined category selected by the user or system
manager. In an example
specific to the insurance industry, categories include one or more of the
following: the office
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where the account was opened, the insured name, policy number, policy date,
and line of
coverage, to name a few. They are accessible at a "File Finder" page, an
example of which is
shown as Figure 8I. The File Finder provides the user with a quick and
efficient method for
locating policies and related documents. Users can limit the number of results
populated by
narrowing their search to specific criteria such as client, line of coverage,
document type, or the
policy period they are trying to recover. Another way of providing a search
access to data is
through a "search elements" page. An example of a "search elements" page is
shown at Figure
(8J). Again, the system front-end user-interface is designed depending upon
the type of data
stored in a kiosk and anticipated use of the data. Various designs may be
implemented that will
facilitate users' access and manipulation of data.
Figure (9) shows an example of a "Knowledge Element Classification Profile"
containing
fields providing information describing and classifying the Knowledge Element.
This
information is entered into the "Knowledge Element Classification Profile"
upon placement of
the Knowledge Element within its Knowledge Kiosk. It allows storage of that
Knowledge
Element within a database schema such as that shown in Figures (5) andlor (6)
as well as
retrieval of the Knowledge Element using all of the search techniques
described herein. This
information includes "metadata" as well as user-specific information
classifying and describing
that particular Knowledge Element. Another example, illustrated at Figure 9a,
shows all of the
information gathered at upload that is related to an item of information. This
station also allows
the users to edit this information.
Figures (18A) through (18D) show examples of the results of various searches
conducted
on different types of information contained within the "knowledge element
profile" of Figure (9),
such as document classification and type as shown for example in Figure (18A),
document
originator as shown for example in Figure (18B), document creation date as
shown for example
in Figure (18C), and exhibit number as shown for example in Figure (18D).
Figures (19A)
through (19C) show examples of the information contained in a "Knowledge Kiosk
Journal"
which provides different ways of tracking all user activity with respect to a
given Knowledge
Kiosk. Important to note is that the Knowledge Kiosk is being continuously and
dynamically
updated as new information is being entered, such that the same search
conducted on the same
criteria will yield the newly entered information as well as the pre-existing
information fitting the
search criteria, if the search is conducted after the new information has been
entered.
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Figures (8G) and (8H) show an example of a Boolean search scheme where various
operators (i.e., "AND", "OR", "NOT", "W/5", "W125") are used to define search
criteria. Figures
(11A) through (11D) show the results of an advanced Boolean search conducted
to locate a
particular data string (in this example "Abd%alla") within any Knowledge
Element in the
Knowledge Kiosk of interest. As shown in Figure (11A) the search is conducted
in "all kiosk
view" which causes a search of all Knowledge Elements within the Knowledge
Kiosk of interest.
Figure (11B) lists all Knowledge Elements within the Knowledge Kiosk that
contain this
searched data string, while Figure (11C) shows the stored digital image (with
the searched string
highlighted) of a Knowledge Element that is selected from the list. As shown
in Figure (11A)
and explained in Figure (11D), such a search can be conducted to accommodate
"fuzziness"
within the digitized version of a given Knowledge Element so that the search
will provide a level
of forgiveness in retrieving results that do not exactly match the search
request, due to potential
errors in the request or inaccuracies caused in digitizing the knowledge
element (in this case the
"%" constitutes an error in the searched string "Abd%alla" that does not
impact the retrieval of
valid results which disregard the error).
Figures (12A) through (12E) show an example of a classification conducted on
documents to be produced in litigation that have already been entered as
Knowledge Elements
(and assigned a KEID) within a Knowledge Kiosk related to the litigation.
Figure ( 12A) shows
the Knowledge Element digital image of a document to be produced in the
litigation, while
Figure (12B) shows an example of the options available for classifying
portions of the document
in order to determine if (and how) it should be produced (i.e., "Privileged",
"To Be Produced",
"Foreign Language", "Non-Responsive", ect.) Figures (12C) and (12D) show a
classification
history for the document which enables the tracking of changes made to the
classification (and to
those specific portions of the document in which the classification has been
changed) to allow a
historical review of the work done on the document. Finally, Figure (12E)
shows the most
current classification information for the document, including the status of
its production in the
litigation (i.e., "To Be Produced"), the security level under which it is to
be treated (i.e.,
"Confidential"), the pages classified (i.e., "Pages 1-2") and the kiosk user
creating the
classification (i.e., "W.West"). This information is stored in the Knowledge
Element profile for
the document in order to enable later searching and retrieval of the document
according to
classification status using any of the search methods described herein.
Figures (13A), (13B) and
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(14) show an example of searches that can be conducted on the classifications
created by the user
with the options shown for example in Figures (12A) through (12E). Figure (7)
shows an
example of a submission form completed by the user for storage of an item of
information (such
as a document to be produced in litigation) within a selected Knowledge Kiosk.
Figures (24A)
through (24C) show an expansion of the document coding concept to allow the
"metadata" (or
"Objective Coding") described above with reference to the "Knowledge Element
Classification
Profile" of Figure (9) to be combined with user-customized personal (or "PIC")
coding as
described above with respect to Figures (12A) through (12E). As shown in
Figure (24A) this
coding information can be combined onto one screen with the coded Knowledge
Element, or the
coding information and Knowledge Element can be split onto separate screens as
shown in
Figures (24B) and (24C).
Figures (17A) through (17C) show a Knowledge Element retrieved using the
"Knowledge Element Viewer" which allows a conventional software module (or
"plug-in") for
manipulating combined textual/graphical files (such as Adobe Acrobat) to be
used to extract
relevant data from the Knowledge Element for use in the multimedia
presentations described
with reference to Figures (10) and (20). Figures (l0A) through (10D) show an
example of an
advanced search designed to retrieve a multimedia rendering of a statement of
particular interest
made in a videotaped deposition. Figure (l0A) shows a search conducted by
Knowledge
Element category/classification ("trial evidence"/"deposition video") which
reveals all
Knowledge Elements containing video of the selected deponent ("William
Crabbe") that is to be
used as trial evidence. From these results, a further search is conducted in
Figure (lOB) to
retrieve those portions of the deposition video and associated transcript
where the deponent made
the specific statement of interest (i.e., "...wait 11 months..."), the results
of which are shown in
Figure (lOC). Upon "click on" selection of the search results in Figure (lOC),
a portion of the
deposition transcript text containing the statement of interest is revealed as
shown in Figure
(lOD), where the viewer is led directly to the page and line numbers) where
the statement of
interest is highlighted. The textual portion of the deposition transcript
containing the highlighted
statement of interest shown in Figure (lOD) can be combined with the
videotaped presentation of
the statement shown in Figure (20) to form a multimedia Knowledge Element
(distinct from both
the Knowledge Element containing the textual statement and the separate
Knowledge Element
containing the videotaped statement). This allows the combination of different
Knowledge
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Elements together to provide a three-dimensional (3-D) multimedia
presentation; comprising for
example a videotaped deposition, the textual rendering of that deposition, and
potentially a
physical exhibit (such as a document authored by the deponent) that was
introduced in the
deposition and was being discussed in the portion of the transcript that is of
interest.
The classification searches conducted for example in Figures (13A), 13(B) and
(14) can
be used in combination with a "Bulletin Board" page as shown for example in
Figure (21) to
permit real-time multi-user interaction to dynamically select and change the
use of different
Knowledge Elements for multimedia presentations like those shown in FIG (20)
based on
changing circumstances caused by the live testimony presented during trial.
The powerful
impact of viewing the videotape and text of the deposition statement (in
combination with each
other and with the piece of physical evidence being discussed) is compounded
by the ability to
make such a multimedia presentation available on-demand by authorized users
anywhere in the
world, such as for example in conducting a real-time impeachment of the
deponent using the
multimedia presentation while the deponent is on the witness stand testifying
at trial.
In another example, the system provides a messaging workstation as shown in
Figures (26) and (26A). The messaging workstation allows both users and the
system to
exchange priority information. There are system-generated alerts, which
escalate messages to
users and management, for example, stating policy review standards are in
danger of failing to
meet required deadlines. The auto notifications are sent to both the Kiosk's
internal messaging
system and the user's desktop email. Users may create messages allowing other
users, such as
members of a litigation or insurance policy review team, to share and
communicate important
information easily within the Kiosk.
In less urgent situations, a "communicate" station can be used to store and
exchange
topical information, such as may be related to administration, sales, sales
and marketing,
documentation, etc. A web page for topical information related to
documentation is shown in
Figure (26B) for example. This is an especially useful tool for sharing
information that changes
depending upon outside factors. It can act as a bulletin. Communicate is also
an overview
access point for storing topical data, such as documents responsive in
discovery during litigation.
In another example in the insurance industry, a "quick links" feature, shown
in
Figure (27), contains links to the users "Policies in Review" and easy access
to their "Client"
files. The Policies in Review station displays hyperlinks to all policies that
the user currently has
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under its review. This includes policies that have been forwarded for review
by lower level
policy checkers, policies retrieved by the individual from the Document Queue,
and Policy
Review stations that user's have created, but have not yet completed. Policies
will disappear
from this station after the user has completed their signoff on the exception
report. Currently,
professional standards dictate that a policy must be reviewed within 30 days
of receipt (policy
stamp date) therefore a "Days Old" indicator is present to inform the user how
long the review
has been outstanding. This can be adjusted as standards adjust. A user's
personal filing system
in the Kiosk is represented in quick links as "my clients" station. Users may
create file folders,
search for documents and add documents to a folder, combine Folders or
intersect or
differentiate folders. Folders, for example, an "interest folder" agent
creates a file folder that
contains the common documents found when comparing two or more folder a
"difference folder"
agent creates a folder that contains the uncommon documents found when
comparing two or
more folders.
This preliminary checklist screen allows users to define the line of coverage
checklist that
they need to begin their review process. In an example, a "line of coverage
checklist" is
illustrated as shown in Figure (28). The users (or the system depending on
what documents are
in the list) will define whether the policy they are reviewing is a new policy
or a renewing
policy. The system contains an automated comparison agent that is designed to
track changes in
policies. The comparison agent tracks the policy and subsequent endorsements
or other related
data, such as former policies, photos, etc. All data associated therewith is
categorized by the
system, as described previously, to be "appended" to the original. It is also
categorized by its
elements or attributes, such as policy holder, policy type (or ISO Form),
effective period, policy
reviewer, etc. The comparison agent allows users to compare very similar forms
that may have a
few key differences that could lead to errors and omissions. The comparison
agent assists agents ,
or brokers by automating some of the tasks typically undertaken during the
policy renewal and
review processes, for example. An illustration of an example of a renewal
cycle is shown in
Figure 29. Some of the tasks eased by automated features of the systerm are
shown, for example,
in Figure 30.
For instance, if the policy is a renewal and a checklist has been completed
for the prior
year, all of last year's answers will pre-fill in the checklist for quick
comparison. Choosing a
type of business will allow the database to create a demographic profile on
coverage
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characteristics that are pertinent to individual types of business. The
schedule of forms entry
area is an important tool for capturing which forms relate to particular types
of coverage. This
will allow the checklist pre-fill process to become more robust over time. As
an example, a user
can choose a form as a primary form, it initiates filling in answers to the
checklist questions that
relate to its coverage detail. When the user chooses a secondary form, the
system will answer
the questions related to its coverage detail. If the primary and secondary
form provide
conflicting answers to a coverage question the secondary coverage forms answer
will be used to
fill in the checklist. When endorsements are entered at a later time than at
initial policy receipt
the user should click the maintenance button to continue.
An interactive checklist is also provided. This checklist is an interactive
data entry form
that, for example, allows users to complete the necessary coverage questions
to determine if the
policy is correct as shown in Figure (31). Questions that are pre-filled in
are designated in red,
or by other varying font, have been filled in by the system and reflect the
answers that were
provided by entry of the coverage forms on the line of coverage screen. The
checklist uses logic
to alert users that certain questions are irrelevant based on previously
answered questions. It also
provides, through question mark icons for example, a clarification of each of
the questions asked.
The "I" Information Icon provides a brief description of how the primary
coverage form deals
with the coverage question in the form. Auto-mentoring tools provide users
with less specific
knowledge of the forms contained in the policy documents with a means of
understanding the
coverage issues without leaving the system. The system also provides users
with quick access to
the policy pages that pertain to the individual coverage questions through the
context links
provided by the language refinery. When clicked, underlined questions
highlight specific
answers within the policy document view.
A document viewing screen provides a full set of Acrobat document manipulation
tools
as well as a few proprietary tools. A "Context Link" function shows users
where answers can be
found that relate to their specific coverage questions. It allows the user to
view two or more
documents side-by-side as illustrated in Figure 32. For example, the user can
view two
insurance policies issued in the same year to similarly situated insureds, or
a current policy and a
proposed policy. The comparison agent identifies differences between the two
policies using a
"compare" function. The differences are displayed in highlighting or other
marking to reveal
differences in text. Alternatively, the agent could generate a report
identifying the differences, or
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a short cut tool for locating differences that provides a text synopsis of the
page numbers on
which the distinctions occur. A user care jump to the identified pages without
scrolling entire
documents. This is especially useful for locating differences in lengthy
documents, for example.
As users review insurance policies, a checklist of questions and answers
relevant to the
internal review process is generated. Some questions, such as account name,
address, insurance
company, etc., are answerable by the system intelligence using the library and
linguistics
concepts. Thus as policies and related data are inducted into the system and
refined, system tools
are utilized to automatically respond to a standard set of questions. This
minimizes or eliminates
the need for manual review and response for all policies. In an example, the
tool assists a
reviewer to compare an expiring policy with a renewal policy and create an
exception report, as
shown for example in Figure 33. The "exception report" station provides the
user with an
analysis of the information that was answered in the checklist. Section one
titled "system
generated answers" shows every place where the system automatically prefilled
the checklist,
through either information provided by the user during the upload process or
through the prefills
provided by the system based on the entry of the forms in the line of coverage
screen. Section
two shows users the specific differences that are present between last year's
policy and this
year's policy. In year two the last year's policy information will all be red
as it will prefill from
this year's list. These differences will alert knowledge based users that
critical policy issues may
not have been addressed correctly in the issued policy. The "discrepancies"
section that follows
shows where previous users have identified questions or left comments for the
higher level
reviewer to review and take action on if required.
The "action items" section that follows provides users with a tracking and
standardized
correspondence mechanism that allows them to communicate policy issues with
both clients and
carriers in an automated system. The user decides which issues that have been
identified and
need to be included in the correspondence to either the client or the carrier
by checking the boxes
under the "Include in Report" subsection. By clicking the "carrier report"
button or the "client
report" button (shown in the screen shots) users can manipulate the
autogenerated letters or
reports to reflect the information they wish to send.
The "checklist overview" button contained at the bottom of the station allows
users to see
a static review of all the client policy information related to the policy.
This view is very
valuable to the third level reviewer who needs to sign off on the station
before it is considered
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complete. It provides a window into the entire process where they can review
all information in
one place. The exception report allows users to send the policy review station
on to other users
for review with all the information contained in the original users station.
The link to the station
will appear in the next level reviewers kiosk email as well as their desk-top
email account.
When they click the link the station will be transferred into their policies
in review station for
tracking. This sign-off procedure also provides a tracking mechanism so that
issues defined and
executed at one level are tracked to their conclusion, providing alert
mechanisms to users and
their managers if action items or policy reviews are at risk of being
delivered late. For issues left
unanswered, a monitoring feature tracks the number of days the issue remains
open. A reminder
email can been automatically sent to the user after a select amount of time
has passed. A
standard client report can be generated and associated with policies.
While the invention has been described in connection with what are presently
considered
to be the preferred embodiments, it is to be understood the invention is not
to be limited to the
disclosed embodiments, but on the contrary is intended to cover various
modifications and
equivalent arrangements included within the spirit and scope of the appended
claims.
753877_1
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