Practice Notes

Document Management DMS and TM Cloud

Messy pile of documents

1.     A single repository for all selected documents and emails

A complete record for a trademark or a patent or other IP matter is not just the meta data, the application and registration numbers, applicant, status etc, but includes all the supporting materials such as registration certificates, filing receipts, office actions, emails and all kinds of other correspondence. It’s good to have these documents handy in a nearby filing cabinet, it’s better still to have them in a Document Management system (DMS). Best of all, they should be  held in a DMS which is an integral part of your IP management system.

TM Cloud provides that integration.

Each record in TM Cloud can hold a list of all related materials. Click on the document name or email and you have quick access to the original.  It’s the same across all modules; the filing receipt for a trademark application, the Invention Disclosure for a patent, the Complaint for a dispute, the Search Report for a clearance search, the Take Down Notice for e-Commerce, and so on.

2.     Full indexing, by your own custom classifications

All stored materials in the TM Cloud Document Management DMS are indexed and searchable by a number of criteria, such as type of document, document description, key words, client, author etc. All are available in the context of the relevant IP records, or separately without reference to any particular IP record. You can preserve precedents and other useful references and build a searchable knowledge base.  Keep track of Office Actions and your responses.

3.     Manage and store electronic documents, emails, spreadsheets, as well as paper documents

All types of electronic document files can be stored in TM Cloud DMS. Upload the file to the Documents Module and assign a Type of Document from the pre-set drop down list and provide a document description. Add other indexing information. The more you add the easier it will be to find the document later. If you load a document from a record in the system, it will be cross indexed automatically. You can add other links to other records in any of the other modules.  Paper documents can also be referenced and indexed with a note of their location.

4.     Upload emails and their attachments from any email system

An easy way to add documents and emails to the system is to email them to This can be done from any email client and you do not need to be logged in to TM Cloud to do it. If you put the record ID number between double angle brackets as part of the subject line then the email and any attached documents will be cross indexed automatically with the record.

If you use Outlook as your email client, you can use the TM Cloud Outlook Addin to send documents to the TM Cloud DMS with indexing information.

Another easy way to add documents to the TM Cloud DMS is to download them directly from the USPTO TSDR database using the built in selection interface. The template workflows also provide automatic document preservation for client and management reports

5.     Housekeeping: on-boarding, backups and management reports

Documents and their meta data can be transferred in bulk from any system into TM Cloud. Documents stored in TM Cloud can be easily extracted for backups, and management and statistical reports are available.