Field of the Invention

The invention relates to systems and methods of storing and sharing digital files, in particular to a classifying said digital files to allow for better data management.

Background

Modern receipts and documents have moved away from paper copies for important documents such as bank statements, receipts and the like with electronic copies becoming common or even the default. Whilst this reduces paper, many users struggle to store such copies in an organised manner making them difficult to retrieve when needed.

Whilst document management systems are known, they typically rely on a document recipient receiving an electronic or digital data file and then saving this into the correct folder. This is time consuming and can lead to filing errors.

Whilst it is known to provide a document to a recipient with a marker indicating the sender’s originating folder structure, this is for ensuring that received replies to the sender can be allocated into the same originating folder. Consequently there is no guarantee that sent documents are stored in the recipient’s intended folder and still requires the recipient to have a folder structure.

Accordingly, managing important documents in an always-on, multi-channel world is challenging. And tighter anti -money laundering regulations require more of us to verify those important documents, usually manually and then too frequently shared through unsecured email at a time when data is becoming ever more compromised.

It is an object of the present invention to at least ameliorate the above defined issues with the existing prior art.

Summary of the Invention

In accordance with a first aspect of the invention there is provided an electronic file management system, said system comprising: a first digital file database on a first user device for storing one or more digital files of a first user, said first digital file database comprising one or more predefined categories, and wherein the categories define classifications for the digital files; a server for hosting said one or more digital files uploaded from the user device, said server comprising a storage device for storing said digital file, and wherein each digital file is assigned a unique identifier and an authentication token; and a second digital file database on a second user device of a second user for receiving said one or more digital files of the first user, wherein the second user provides the unique identifier and the authentication token to the server to view said digital file, and wherein a link to view said digital file is stored in a recipient category and recipient subcategory for the second digital file database according to the classification of the digital file.

The above system provides an automated system that stores documents into a digital file database automatically, without user intervention.

In embodiments the digital file may further comprise expiry data, said expiry data comprising a time when data stored in the digital file requires refreshing or expires.

The system may further comprise markers, said markers identifying whether a subcategory and/or a category of the digital file databases comprise a digital file.

The markers may further identify whether the digital file database comprises expired data.

The classification of the digital file may further comprise identifying the owner of the digital file as the first user.

In examples, the system may further comprise temporary cache storage on the second user device, and wherein digital file is solely stored within the temporary cache storage.

In accordance with a second aspect of the present invention there is provided a method of securely sharing documents, said method comprising the steps of: selecting one or more digital files for uploading to a secure server, said digital files categorized into one or more categories defining classifications of the digital files; embedding said classifications with said digital files; uploading said digital files to a server; assigning said digital files a unique identifier; receiving a request from a user to access said digital file; challenging the user to authenticate said access request; sending said digital file to said user if the challenge is passed; caching said digital file on a device of the user; and wherein said server stores a link to said digital file in a category corresponding to said classification. As noted above, once a digital document is uploaded to the secure server, it is encrypted and stored securely on the cloud server, with no direct access to it over the internet.

When it is shared with another user, the digital file is still held on the cloud server and not physically sent to the user device or email.

In an embodiment, when a user then goes to the preview page in the application on their device, in that moment, a secure (HTTPS) request is sent in real time from the user's device to the server API (for example running on an AWS cloud server) containing the unique ID of the file as well as the authentication token of the user. The server will then verify the user's authentication token against the requested File ID to ensure that the user has a valid sharing in place. If so, it will then retrieve the encrypted file from the cloud storage and decrypt it in real time and return the file data to the device.

Once the device receives the file data back, it then saves it in temporary cache storage of the device, and uses this to display the file preview inside the app. It will not be made available to the user to share with any other app (including the standard device files app).

In an embodiment of either aspect, the system or method may comprise a verification function. This may comprise a verification system that verifies documents, such as user ID. Optical character recognition may be used to identify features, such as text, digital verification fingerprints or other images/text. In this aspect, an enterprise system may be used to receive documents from consumer systems.

Accordingly, a document - e.g., a passport or driving licence - is uploaded to personal or consumer system wherein it can be verified through a process of secure document and personal ID recognition, and the verified document can then be shared instantly to the enterprise system or platform within one highly secure ecosystem, accessible, e.g., through an enterprise system desktop dashboard - where it will be filed within the sharer’s profile ‘drawer’ . No external links, no sharing attachments by email are needed.

Embodiments of the aspects may comprise any element of any embodiment of the other aspects of the invention.

The present invention therefore provides an ecosystem in which documents can be stored, verified, and shared simply and securely. By utilising a digital cabinet having a number of ‘drawers’ or folders, a document can be shared within the ecosystem between users. For example, a document stored in a sender user’s folder can be sent to a recipient and is filed directly in the recipient’s corresponding cabinet drawer or folder. Accordingly, user’s maintain complete control of their data, including who is granted access, the duration of said access, and the ability to revoke access as needed.

Detailed Description

The invention is described in further detail below by way of example and with reference to the accompanying drawings, in which: figure 1 shows a first data screen showing categories according to an embodiment method and system of the present invention; figure 2 shows a second data screen of a category of figure 1 showing subcategories; figures 3a and 3b show a third data screen for adding and saving a document to a subcategory; figures 4a to 4c show data screens for sharing access to the document of figure 3a; and figure 5 shows a fifth data screen.

Figure 1 shows a home page that displays a representation 100 of a digital filing cabinet with predefined drawers 110. When user A clicks on a drawer 110 it takes them into the subcategories 130 within that drawer 110. This is shown in Figure 2. Users save documents in a subcategory within a drawer.

A token, such as a small grey tab 120 can be used to highlight if a document is saved in a drawer 110. Colours or other indicators can be used, for example if the tab 120 is pink there may be a document needing attention ie, a renewal may be due.

As shown in Figures 3a and 3b, a User A adds a document by clicking 'Add Document' 230. Documents can also be uploaded by clicking on a drawer category, subcategory, and then 'Add Document'. In this figure, User A is then shown uploading options. These can include document name 200, category 210, subcategory 210 as well as notes 202, reminders 204. Documents can then be saved 206 and also saved and shared 208.

As noted above, once a user A has selected or snapped their document, they are prompted to:

1 : name their document (this step is typically mandatory) 2: select which drawer and subcategory they would like the document to sit in (mandatory) 3: add a note to the document

4: add a renewal and reminder date

User A can then 'save' their document and return to the home screen or 'save and share

To start sharing, user A then chooses 300 how long to share for 310. User A can revoke access at any time. This is shown in Figure 4a. User A then selects the contact 320 they want to share with or adds a new contact 322. If the contact isn't a user of the application, the contact can be sent an email invitation to download the application.

Once a contact has been selected, the user A can select if they wish to include the document note 324.

If user A shares a document with user B ‘until I cancel’, they are asked if they want to give user B permission to share the document on. If they agree to user B sharing on and user B goes on to select 'until I cancel', user B can then share the document on with user C.

If user A decides to revoke access for user B, anyone user B has shared the document with will also lose access.

When user A shares a document with user B, a push notification/pop up alerts user B of the incoming document. Once user B goes into their application they can view the new document in 'pending'. User B then has the option to review the document before accepting it into their drawers 110 and categories 130 or rejecting it.

Documents remain in the pending drawer for 30 days by default, but other timescales could be chosen. If accepted, the document will automatically go into the same drawer 110 and subcategory 130 that it was stored in user A's filing system 100.

User A can view the status of their sent document by clicking on 'Shared', the document will say 'pending' until user B accepts it. Once accepted the document will show user B's picture next to it in user A's 'shared' tab.

The present invention allows for users to share and store documents between each other that are automatically stored into designated folders and subcategories. For example, a clothing retailer can send a purchase receipt to a purchaser that will automatically be stored into a receipts folder in a subcategory of ‘clothing’. Other applications can include other formal documents and receipts or personal digital files that could be automatically stored into a photos folder and an event subcategory (for example). This greatly simplifies digital file management for the recipient.

Accordingly, users are able to send docs straight from an application into the correct drawer of the second user. As an example, this could be pay slips into a payslip drawer or receipts into a warranties / receipts drawer. Advantageously docs aren’t being transferred by insecure email.

Companies could have their own category, so if for example a user buys a brand new car, the garage who is another user, will be able to set up a car or branded category in the user’s folder structure and automatically store the car documentation, receipts and warranties straight into the customer’s car category. Advantageously no printed bits of paper are available to get lost and no documents are required to be stored in insecure email.

In an embodiment the invention can provide a document management system for a business. As an example, documents may be collected and shared to employee devices. Example documents may include HR documents, company policies and other static documents. Employees may be provided with a series of categories or folders, and subcategories as described above. Categories may be created by the business in defined categories or subcategories.

Employees may be added to the business system. Once inducted, the employee can automatically have a tab with the associated categories or folders added to their device. Documents may then be shared between the business and the employee and will be automatically stored in the category or subcategory of either user accordingly. This can allow all information about an employee available, including all documents shared with them and the documents shared with the business.

In a further embodiment employee groups may be created to allow grouping of employees. Such groups may be project specific or may be a department group. Groups can allow documents to be easily shared with relevant people and documents saved or shared to desired people by providing access to the group. Documents are added and managed by uploading and naming documents and deciding which category or subcategory it belongs to and how should have access. Once submitted the document is accessible in the application for employees to view.

Notifications may be provided to provide notifications when documents have been shared. Additionally review dates may be used to notify when documents, such as policies or the like may be due for review. Insurance, qualifications, competencies or the like may also be given review dates.

In one embodiment, the ecosystem comprises a consumer level system, said system having a digital file database for storing digital files of said user. Said files can be uploaded by the user into predefined categories, such as family, home, lifestyle, medical, finances, insurance, pets, travel, vehicle, work, wills, etc. Each predefined category can have subcategories - for example family may include ancestry, birth/marriage/death, children, education, legal or other categories. Similarly, finances may include bank statements, financial benefits, investments, loans, pension, savings, stocks, and other subcategories. The user can upload documents into relevant categories and subcategories. As needed, documents may be automatically verified on the user’s device, such as using an accredited verification service. Optical character or any other recognition system may be used.

Whilst the above acts as a digital filing cabinet, having a number of categories, or drawers, it also allows the first user the ability to share and provide access to each drawer as needed. The user may choose to share access to family members, or other personal consumer level users. The user may also choose to allow access to companies or enterprise level users.

In such an example, the user can instantly provide access to secure data documents or digital files within their categories or subcategories, which are provided in the recipient’s corresponding category or subcategory. As this access can be revoked by the owner of the digital files the owner retains control of their data.

In the example of an enterprise system a consumer user is able to provide digital files uploaded to their consumer cabinet or drawer (i.e. their category or subcategory) to selective enterprise systems. For example, a user may upload a document, such as a passport or driving licence, which is verified in their consumer app (using a verification process such as defined above), and storing said document securely within their consumer application or system in a defined category or subcategory (e.g. - family - driving licence). If needed for access to services provided by a company or enterprise (for example as part of a know your client authentication system or money laundering regulations etc.), a user can easily provide access to the enterprise system of their pre-verified documentation.

Another example of the interaction between enterprise and consumer systems within the described ecosystem is to allow an enterprise to push documents directly to predefined categories or subcategories within the consumer user’s system. For example, the consumer may define a subcategory for storing monthly financial statements from their bank. Rather than requiring the consumer to obtain and upload these statements every month from their bank, the enterprise system of their bank can automatically push documents to the consumer by providing access to the consumer’s documents within their enterprise system.

Put another way, the enterprise system may have documents of interest for the consumer (for e.g. bank statements for a user from a bank). Said documents would be within a category on the bank’s system -e.g. consumer name - monthly statements. The consumer is able to define a correspond category or subcategory within their consumer system on which documents can be ‘stored’ - e.g. financials - bank name - monthly statements. Every month, the monthly statement of the bank is pushed to the predefined category or subcategory of the consumer’s system. It can be appreciated that the document may be a secure link to the document on the enterprise system, rather than having to be downloaded and stored on the consumer system. It can be further appreciated that the option to download and locally store documents may be available, and may be restricted as needed depending on the nature or class of the document being shared.

The advantage of such a combination of consumer and enterprise systems is that the consumer is able to easily receive and store documents from companies and store these within a single ecosystem automatically, without requiring separate download, upload, renaming etc. On the latter point, said documents may be automatically named by the enterprise. Similarly, document categories or subcategories may be automatically created or at least suggested to the consumer.

The above use cases provide an ecosystem in which documents can be stored, verified and shared simply and securely. By providing both a consumer level system and an enterprise system, consumers are able to maintain and control access to their data, whilst organising their digital lives. It can be appreciated that the various embodiments described above contain complimentary features that may be combined depending upon the need of the user. Accordingly, the method and systems described herein therefore provide a way of organising and sharing digital files.

Other embodiments are intentionally within the scope of the invention as defined by the appended claims.