Digitization of Business Processes and Information … · Digitization of Business Processes and ....

特許庁経済産業省

Japan Patent Office

Digitization of Business Processes and Information Systems

Isao HONZAWAJapan Patent Office (JPO)

7 Dec, 2010


Japan Patent Office

Outline of JPO Paperless System

Effects of Implementing Paperless System

Key issues in system development

Contents


Japan Patent Office

RecordMaster File

Data Warehouse

Formality Examination

Substantial Examination

AutomaticRegistration

Receiving System

Search System

Outsourcing

ＪＰＯ： Cyber Office

General Public

DB Service,Big Companies

IP Information Users・Inspection Inquiry・Deposit Inquiry・Certification Request・Delivery・Gazette Inspection・Document Inspection

One StopService

Applicants

Individuals,Companies,

Patent Attorneysetc.

IP Centersetc.

IPDLForeign Patent Offices

Data Exchange

Internet

Dedicated Line

ISDN/Internet

AutomaticEditing

Outline of JPO Paperless System

CD-ROM Gazette,DVD-ROM Gazette,

Internet Official Gazette

Acceptance


Japan Patent Office

Organization

Start of PL Project

Paperless Project

Release of Peripheral system for Patent Examination

Release of Peripheral system for Design and Trademark Examination

Start of Optimization Plan

Computerization Research Office was set in the General Affairs Division.

Start of Electronic Filing

Headquarter of Paperless Project was established in the General Affairs Division.

IT Division was founded. (with IT Planning Office, Research & Development Office, Operation Management office, Administrative System Promotion Office(W1), and Search and Appeal System Promotion Office(W2))

W2 was abolished and the work was transferred to Patent Information Dissemination Division

Operation Management Office was abolished. (the section of Operation Management was established directly below the IT division.)

W1 was abolished. Instead, the administrative adjustment section was established below the IT Planning Office.

The services and systems Optimization Promotion Office was started.

The work of IT Division was partly transferred to INPIT.

IT Planning Office and IT Research & Development Office was setIntroduction of Computer

The History of Paperless Project

1961

1964

1983

1984

1994

1999

2001

2005

2007

1990

1993

2005

2000

1964

1984


Japan Patent OfficeSystem Design for Efficient administrative work

Rejection

Appeals(and trials)Filing

Patent

Trademark

Design

Acceptance U

nderstanding (of content) of invention

Investigation/Search of

prior art documents

Judgment

Draft

Substantial examination

Publication ofunexamined

application （P ・T ）

Formalitycheck

Registration （Grant a patent ）

GazettePublication

Rejection

Appeals(and trials)

Filing

Understanding (of content)

of invention

Investigation/Search of

prior art documents

Judgment

Draft

Patent

Trademark

Design

Acceptance

Formality check

Publication of unexamined

application（ P

・ T）

Substantial examination

Registration （Grant a patent ）

GazettePublication

Before Digitization

After Digitization

特許公報----------------------------------------

特許公報----------------------------------------

特許公報----------------------------------------

Gazette----------------------------------------


Japan Patent OfficeEffects of Implementing Paperless System

Increase in User FriendlinessElectronic Filing

Efficient Internal Administrative ProcedureAutomatic Formality Check

Contribution to Prompt and Accurate ExaminationSearch & Examination

Expansion of IP Information Dissemination Services Internet Official Gazette, IPDL


Japan Patent Office

Data Entry of paper formed applications

Applicant

JPO IT System

JPO

Statistical Data in 2009

Online Filing Online Receipt of Notification

Automated Formality Check

Drafting of Notice on Examination

Prior-art search by search organization

Searchers: 1,000+

Appeal Examiners:

380+Patent Examiners: 1,700+

Receipt of

Application

Formality

Examination

Understanding of

Invention

Prior Art Search

Judgement

Drafting N

oticeand A

pproval

Publication of G

azettePatent Applications:

400,000+

Flow of online processFlow of operation in the JPO

Automated or assisted by computer

Registration

Automated Editing for Gazette

Online Inspection or Acquisition of Gazette

Search for Gazette on Internet

Access to Gazettes

Publication of U

nexamined

Application

Automated Editing

- Patent -

Industrial Property DB(71 million)

Management of IPDL System(INPIT) (JAPIO)

Outside Organizations

Search DBAcceptance

Appeal

Increase in User Friendliness


Japan Patent Office

JPO

FunctionsFormat Conversion to XML, Simple Formality Check & Online Inspection

Free ElectronicFiling Software

Applicants（Office or Home）

FilingDispatch

InspectionRequest

Supplement

OCR

Downloadablefrom JPO’s HP

http://www.jpo.go.jp

Electronic ApplicationMaster file system

Even If the application is submittedas a paper document …

Fully characterized (XML)by manual error correction

Characterizedby advanced

OCR technology

Electronic Filing from Office or Home


Japan Patent Office

JPO

Applicant (Accepting System)ISDN/OSI

X-format

Electronicfiling software

Electronicfiling software INTERNET

Applicant JPO

(Accepting System)

ISDN

1st generation (since Dec 1990)

2nd generation (since Apr 1998)

3rd generation (since Oct 2005)

Applicantconversion

from HTML X-format

JPO(Accepting System)ISDN / TCP/IP


Japan Patent Office

Paperimage - large volume, unsearchable

text - small volume, searchable

scanning

OCR

Online

Data entry agency (PAPC)Digitalization,

Assignment of receiving Number

Bill statement Fee payment

Applicant

Management of documentReceiving

document (paper)

Order of data entry

Receiving electronic

dataAcceptance by batch operation

Delivery

Envelope

Envelope

Online

Digitization fee

¥1,200 + ¥700 per page

Paper to e-document


Japan Patent Office

Electronic Filing Trends

43%

97%92% 81% 99%

0%

20%

40%

60%

80%

100%

1990 2009

Patent and Utility Model Industrial Design

Trademark Appeal

Statistics in 2009


Japan Patent Office

Record Master System

Acceptance Formality

Appeals/Trials

Registration

Publication

Search

Record Master System consists of bibliographic data DB and document file DBRecord Master System

process file

address file

bibliographicfile

history file

basic file

Bibliographic data DB Document file DB

•Bibliographic information•History information from acceptance of the application to the final action etc.

• Documents submitted from applicants to JPO

• Documents sent from JPO to Applicants etc.

SubstantiveExamination

Efficient Internal Administrative Procedure


Japan Patent Office

Documents

P C

Data Entry

Hand-delivery and Mail

Automatic Distribution

Applicants

・In confirmation offormality check

・An Error after automatic distribution

・No Error (Automatic Approval)・An easy Error(Automatic Drafting） Ex. Fee Error

•Ex-officio correction•Collection of fee•Approval•Invitation to correct •Declining …etc

End of Form

ality Check

On-line application

Data Entry Fee

Application Master

DepositAccount

Applicant Check

ApplicationNumberCheck

Fee Check

○Formality Check○Period Management

etc

Automatic Check

ApplicantMaster

【Automatic Approval or Automatic Drafting】

【Visual Check】

Formality Check System


Japan Patent Office

Completion Rate of Formality Check by Automatic Formality Check System(As of 2009)

0%10%20%30%40%50%60%70%80%90%

Patent

Utility model

Design

Trademark

Total

Filing Intermediate prodedures(request for examination, written argument, written amendment etc.)


Japan Patent Office

Examination & Search System

Examiner

Search (Prior Art Search) by Examiner

Prior Art Search by the registered search organization

Examination Support System (Drafting Assistance System)

finding/construction of a claimed invention

assignment of classification

Application Document

Drafting and Decision

Acceptance

Search System

Search：- Cluster Search- Index Search (FI,F-term etc.) - Keyword Search- Full text SearchInquiry documentOther functions

a) Inquiry know-how of Searchb) Function of store documentc) Function of management classification (update etc.)

Management application- distribution of application to examination section / examiner etc

Support to Drafting and Decision Management of Assignment of classificationManagement of Prior Art Search by the registered organization

IPCC

Classification data

Functions

JPOSearch Report

dialogue with outside organization for prior art search

Contribution to Prompt and Accurate Patent Examination


Japan Patent Office

37

30

2521 21

25

26

29

15

20

25

30

35

40

1988 1991 1994 1997 2000 2003 2006 2009

Manual Search To Computerized Search

Exam

inat

ion

Perio

d (M

onth

s)Examination Period


Japan Patent Office

Gazette Editing System

Gazette Editing System

Record Master System

Registration System Appeal System

CD-ROM GazetteDVD-ROM Gazette

IPDL Search SystemInternet Gazette

Public Users Examiners

InternetGazette data Gazette data Gazette data

Upgrading of Information Provision Services

http://www.ipdl.inpit.go.jp/homepg_e.ipdl�


Japan Patent Office

●DVD-ROM Gazette (Patent, Utility Model)● CD-ROM Gazette (Trademarks, Design, Appeal Decisions)

●IPDL

Mar. 1999 - Start of ServiceApr. 2000 - Start of automatic translationAbout 71million documents are stored1.6million Hits per month!Automatic Translation! (J. to E.)

● Internet Official Gazette (Utility Model, Design)

http://www.ipdl.inpit.go.jp/homepg_e.ipdl

http://www.publication.jpo.go.jp/utility/do/usr/topmenu?lang=e

[EFFECTS] Paper to DVD-ROMCOST: ¥60/gazette → ¥1/gazetteSPACE: 150m/year → 0.5m/yearComputerization of IP Environment


Japan Patent OfficeKey issues in system development

Setup a clear Vision / Target

Establishment of Systems for Examination and Development

Conformity to Standard Technique


Japan Patent Office

Setup a Clear Vision / Target

Vision of JPO PL System Development To digitize from entrance (e-filing) to exit (notification, registration,

publication)

To use online network technology

To digitize all prior art documents

To perform all business at online terminals

To enable anyone to freely access IP related information


Japan Patent Office

Chain of command for planning and administration Clarification of person responsible for development and Concentration of authority Information sharing and consideration of opinions Decision-making at big turning point to prevent regression of system development Cost-benefit evaluation, audit and maintenance

CommissionerDirector General

Directors

Project Team

Director (A division staff)

Director (B division staff)

Director (C division staff)

Director (D division staff)

= Explanation =Target

Effectiveness

Planning

Estimate Budget

= Approval =Comment

Official Announcement

Substantial Discussion

Establishment of the System for Consideration and Technical Development


Japan Patent Office


PCT e-filing technical standard for e-filing under PCT and PLT

WIPO standards (e.g. ST xx) for exchange of IP documents and IP data

De-facto standard for long use of the system


Japan Patent Office

Data base

IP Office

Internet

Internal Users

Applicant/AttorneyPublication Information

Internet

２. Effective Administrative Procedure

１. Increase in User Friendliness

- IPDL System

Users

- E-Filing System

- Administration System

３. Prompt and Accurate Examination

４. Effective Access to IP Information

- Search System

Internal Users

Summary Image of IP office Computerization

Setup a clear Vision / Target

Establishment of Systems for Examination and Development



Japan Patent Office

Thank You

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