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The public database URL: http://www.upv.cz/en/client-services/online-databases/trade-mark-databases.html
IV. ICT SUPPORT TO SERVICES AND ACTIVITIES RELATED TO TRADEMARK INFORMATION CARRIED OUT BY THE OFFICE
Specific software tools supporting business procedures within the Office: general description, characteristics, advantages, possible improvementsHardware used to supporting business processes of
Within the Office
Internal databases: coverage, updates, interlinks with external sources
Establishment and maintenance of electronic search file: file building, updating, storage, documents from other offices included in the search file
Administrative management electronic systems (register, legal status, statistics, and administrative support)
, there are obeyed, maintained and improved several business management systems:
- ISO 9001 – QMS (Quality Management System) helps to assure a constant level of quality of services provided by the Office
- ISO14001 – EMS (Environmental Management System) is used to help organizations (a) minimize how their operations (processes, etc.) negatively affect the environment (i.e., cause adverse changes to air, water, or land); (b) comply with applicable laws, regulations, and other environmentally oriented requirements, and (c) continually improve in the above.
- ISO 27001 – ISMS (Information Security Management System) specifies a management system that is intended to bring information security under explicit management control. Fields of concerns are Security policy, Asset management, human resources security, access control, incident management system etc.
- OHSAS 18001 – (Occupational Health and Safety Advisory System) helps companies to propose and implement precautions that, wherever possible, remove, reduce risks or isolate employees from them in a workplace. In case this is not possible, working activities have to be planned and managed through organizational precautions so that employees’ performance was safe and healthy.
The business process management system (BPMS) internally named ADONIS that describes the office’s processes flow structure is also deployed, maintained and improved. Each employee can find information on organizational structure, valid laws, rules and other documents, available applications, databases and information systems.
Hardware used to supporting business processes of the Office
Workstations - HP, processor Intel Core2Duo, Core I3 and Core I5, RAM 1- 8 GB, HDD 160 - 500 GB. 300 workstations connected in the Office network are of the Office staff direct service. Thereof 50 computers connected in the Office network are intended for the clients of the Office and staff training. MS OFFICE – 2007/2010/2013/2016 software. The Office uses CD, DVD and magnetic tapes as data mediums.
Internal databases: coverage, updates, interlinks with external sources
In-house systems (online/offline)
The Office maintains an in-house search database of all trademark applications and registered trademarks with effect for Czech Republic (national, EU, WIPO). The database is not accessible to the public but its structure corresponds to the public database.
External databases
The Office provides free access to the database comprising the data concerning not only the Czech national trademarks but also the international trademarks (applied for or registered) valid in the territory of the Czech Republic or EU, WIPO – 6ter and the European Union trademarks applied for or registered by EUIPO at the IPO CZ website http://www.upv.cz/en/client-services/online-databases/trade-mark-databases.html
The Office and users can also perform searches in the publicly accessible databases provided freely on the Internet by the other national offices. The Office also regularly uses the “eSearch plus (previously CTM Online” database) and TMview database both maintained by EUIPO and the “ROMARIN” database (maintained by WIPO) which contains the international trademarks. Other national databases provided freely on the Internet are used as well. The links to these databases are provided at the Office´s web site (http://www.upv.cz/en.html)
Last but not least the commercial database Corsearch (Wolters Kluwer) is used by the Office under contract and the access is paid.
Establishment and maintenance of electronic search file: file building, updating, storage, documents from other offices included in the search file
Since 1996 a paper search file has neither been maintained nor used. Since January 2014, the IPO is currently using “SyPP”, version 2.0, (industrial property rights system) automation system for trademarks for file building. Public databases are updated automatically only. Trademark register is kept in an electronic form only.
The Office uses the internal information system SYPP2(starting from January 2014) to proceed the applications of patents, supplementary patent certificates, utility models, industrial designs, trademarks and geographical indications. The system has been developed since 2011 as a major upgrade of previous version SYPP which was used from 2004 until 2013. The new application is more flexible, based on Oracle Forms with easier maintaining and more flexible data structure. Data are stored in xml format including the history. The system is also more user-friendly. System is connected with central registers of the Czech Republic (ISZR). The project was co-financed by the European fund for regional development within the EU project Enforcement of Industrial Property Rights..The system enables to maintain official registers of all the industrial property rights. Furthermore it archives all incoming and outgoing communications of the Office, provides the information on the state of proceeding, legal status of registrations and statistical data. The Document Management System (DMS) is integrated as well.. The system also processes international trademarks with designation of the Czech Republic and international trademark applications, where the IPO is office of origin pursuant to Madrid agreement and Protocol. The data are transferred to the electronic Office’s Bulletin and to the public search database. The system is compatible with electronic filing recognizing authorized electronic certificates. The on-line filing system was launched in August 2006, the version used in 2016 based on pdf forms was released in September 2009. During 2016 a new system based on web application was being developed and planned to be launched in 2017. Starting from January 2008, the system produces automatic electronic extracts from registers upon online request.
Administrative management electronic systems (register, legal status, statistics, and administrative support)
Planning, administration, automation, security
Applications for trademark registrations can be filed by post, in person, by fax, via data box (an upload up to 20 MB) or electronically (with electronic signature an upload up to 100 MB) to the Office. Wide range of other communications may be submitted electronically via user-friendly interface (an upload up to 100 MB).
Bibliographic details of applications are entered into SyPP2 manually if the application is filed in paper form or automatically if the application is filed via online filing facility. The applicants receive confirmation of filing via post upon their request or electronically if application is filed online. The application file can be inspected after publishing the registration via the Office´s web site http://isdv.upv.cz/portal/pls/portal/portlets.rejst.formular?lan=en
Collection management, preservation
Extended safety is secured via SSL.
Backing up of data changes is done twice a week. Full back up of data is on weekly basis. Backed up files are preserved for 4 weeks.
Information services available to the public
The information centre and the helpdesk operate during the working days. They provide general information concerning the industrial property rights.
Trademark information services for the public are provided within the information centre, in the public reading room, common questions can be addressed to the helpdesk (helpdesk@upv.cz) and search requests to the search section. The Office received a total of 112 trademark search requests in 2016.(Since 2014 there has been a change in the methodology of statistical records of searches). A total of 1677 serches (for patents, designs, trademarks) was provided for the State administrative bodies.
The Office provides full range of brochures and leaflets free of charge. They can be downloaded in PDF format from the Office´s web site, taken in the office headquarters or sent upon request. The Office publishes its own books and the Industrial Property Journal (6 issues per year) reflecting the current issues of IP rights.Other matters
V. PROMOTION ACTIVITIES AIMED TO SUPPORT USERS IN ACCESS AND EFFICIENT USE OF TRADEMARK INFORMATION
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