How to efficiently manage your Intellectual Property using DIAMS iQ

If you are leading a busy Intellectual Property department or working as a paralegal, you probably often find yourself looking for better ways to manage your organization's portfolio. To define more clearly where enhancements can be made, let us start by addressing some of the main issues companies in the IP industry face today.

Many firms strive for a paperless office and have a hard time finding an effective method of saving all their files electronically. We all want to be able to store our documents safely and access them anytime, create reports or even schedule and tailor them to suit specific needs. This is especially important in IP, where large volumes of paperwork and electronic files are continuously generated. Missing a payment or not communicating efficiently with the annuity or renewal agent can have severe consequences on the protection of IP rights, so punctuality is crucial. This brings us to sensitive subjects such as managing due dates, transferring payment instructions and dealing with human errors. All these topics will be covered further down while exploring the different solutions provided by DIAMS iQ – Dennemeyer's IP management software.

Comprehensive Document Management System (DMS), with version control capability

One of the essential features of a good IP management software is the possibility to create an endless number of records for patents, utility models, trademarks, designs and non-prosecution matters (i.e., oppositions, infringements, nullity actions, license agreements or any similar proceedings), while also being able to link various assets between themselves. DIAMS iQ covers all these components and completes them with the integration of a powerful Document Management System. The DMS is available within each module, allowing the attachment of relevant data in any format type regardless of file size. If you are aiming to use less paper in your office, it is important to mention that the DMS can be used as a fully electronic filing system, supporting detailed folder structures, search engines and Optical Character Recognition (OCR) layering for scanned PDFs. Furthermore, there is a document control capability that allows users to access all versions of a record, including the metadata of earlier amendments. iQ's DMS lets the user email documents directly from the system or export them as archives for local use on computer hard drives.

Configure searches and easily schedule reports

Dennemeyer's IP software solution offers a comprehensive and highly configurable search function, forming the basis of flexible and in-depth reporting. This tool allows the system to save search criteria as templates, which can be used to rerun the same interrogation even by your colleagues, without the need to define filters again. Moreover, the queries can be aggregated by combining different saved parameters. Reports specific to your individual requirements can also be created with the click of a button or even automatically scheduled to be regularly sent to a predefined list of recipients.

Never miss a payment

Another IP management necessity well embedded in our software is the need for automation. DIAMS iQ has an integrated application programming interface (API) with EPO's espacenet and USPTO's database, facilitating data comparison, update or correction straight from the system, without copying or typing any text. Additional automated features include the calculation of payment due dates and the implementation of notifications. By using the trademark registration or the patent grant, the software is able to determine all the relevant actions and events and add these to the asset diary together with their corresponding due dates.

Reduce human errors

DIAMS iQ includes a comprehensive tool for merging predefined elements into MS Word documents or Outlook email templates. The system can use details such as application, grant or registration date, any upcoming due dates with reminders, name of attorney or inventor, email address, phone number, signature and more, to query the database and automatically populate the template. If the information stored in DIAMS iQ is accurate, the documents or emails generated using this feature will also be correct, thus eliminating the risks associated with manual data entry and human error. The MS Word and Outlook files created with the Mail Merge Designer can be accessed instantly, or scheduled to be sent out automatically on specific dates, at defined times. 

DIAMS invent, collaborate and direct

As part of our IP management solution, we also provide three web-based platforms interconnected with DIAMS iQ, called DIAMS invent, DIAMS collaborate and DIAMS direct. Invent is a portal used to manage the journey of an invention from the idea stage to the patent application, while DIAMS collaborate is focused on the secure exchange of documents with iQ. The DIAMS direct platform provides read-only access to the assets available in iQ. It can be particularly useful for sharing portfolio details while ensuring the information cannot be manipulated. These are just a few critical aspects of the three platforms, but there is more to follow on this topic. Stay tuned!