Annual Technical Report on Trademark Information Activities in 2016 submitted by Industrial Property Office CZ

I. GENERAL OVERVIEW OF RECENT DEVELOPMENTS IN TRADEMARK INFORMATION ACTIVITIES CARRIED OUT BY THE OFFICE

Statistics: changes in terms of application filings and registrations with respect to previous year; trends or areas experiencing rapid changes

Changes experienced in terms of application filings and grants with respect to the previous year

Trends or areas experiencing rapid changes with respect to the previous year

In  2016 the average registration procedure time period was 10,1 months from the date of submitting the trademark registration application. This time period includes formal and substantive examination of the applications, technical procedure concerning the preparation for publication, three month statutory time limit for opposition and registration time. In comparison with 2015 the registration procedure time has not significantly changed. 

Other matters and useful links (URLs): annual report of the Office, news page, statistics, etc.

Statistics

Since 2000 the Annual Reports and statistics have been available at the Office’s website: http://www.upv.cz/en/publications/annual-report/annual-report.html

The Bulletin: http://www.upv.cz/en/publications/ipo-bulletin.html

The Office website 

The helpdesk: helpdesk@upv.cz

List of news and events: http://www.upv.cz/en/ipo/current-news/actual.html

Electronic filing of trademark applications: http://www.upv.cz/en/client-services/on-line-filing.html

Element of proceedings: http://isdv.upv.cz/portal/pls/portal/portlets.rejst.formular?lan=en

Legislation related to all IP rights: http://www.upv.cz/en/legislation.html

FAQ: http://www.upv.cz/en/information-sources/faq.html

Search service – trademark database (IPO, WIPO, OHIM) (basic search/advanced search): http://www.upv.cz/en/client-services/online-databases/trade-mark-databases.html

Use of electronic classification systems to check the classification symbols classified by an applicant and contained in the lists of goods and/or services: http://www.upv.cz/en/publications/classsification-systems/classification--trade-marks.html

II. SERVICES AND ACTIVITIES RELATED TO TRADEMARK INFORMATION CARRIED OUT BY THE OFFICE

Information and support provided by the Office to applicants regarding filing on paper and/or e-filing (instructions, seminars, etc.) - URLs

The Office website http://www.upv.cz/en.html is rich source of information.    

Electronic filing of trademark applications: https://isdv.upv.cz/webapp/EPOD.epweb.reg

Element of proceedings: http://isdv.upv.cz/portal/pls/portal/portlets.rejst.formular?lan=en

Search service: http://upv.cz/en/client-services/information-services/search-services.html

Fees and payments: http://www.upv.cz/en/client-services/fees.html

Information on business procedure related to trademarks: http://upv.cz/en/ip-rights/trade-marks.html

Information on Services: http://www.upv.cz/en/client-services/information-services/information-and-consultation-centers.html

Publications: http://www.upv.cz/en/publications.html

Trademark databases: http://www.upv.cz/en/client-services/online-databases/trade-mark-databases.html

Trademark classification system: http://www.upv.cz/en/publications/classsification-systems/classification--trade-marks.html

Availability of the application dossier in electronic form

The content of the file (element of proceedings) is available at: http://isdv.upv.cz/portal/pls/portal/portlets.rejst.formular?lan=en

Matters concerning classifying

Classifications systems: http://www.upv.cz/en/publications/classsification-systems.html.html

Trademark classification system: http://www.upv.cz/en/publications/classsification-systems/classification--trade-marks.html

(i) Classification and reclassification activities; classification systems used, e.g., International Classification of Goods and Services for the Purposes of the Registration of Marks (Nice Classification), International Classification of the Figurative Elements of Marks (Vienna Classification), other classification

The 10th edition of the Nice Classification of Goods and Services for the Purposes of the Registration of Marks has been in effect since January 01, 2013 for the purposes of trademark filing and registration.

Every trademark application shall contain a list of goods or services for which the mark is to be registered. Goods and services are listed in a sequence of classes of the Nice Classification and the appropriate number of this classification is mentioned.

The 7th edition of the Vienna Classification of the Figurative Elements of Marks, published on December 13, 2012,  has been used.

(ii) Use of electronic classification systems and pre-defined terms of the classification applied

Information on classification system

http://www.upv.cz/en/publications/classsification-systems/classification--trade-marks.html

Obligation for applicants to use pre-defined terms of the classification applied

To use pre-defined terms of the classification applied is only recommended.

Bibliographic data and processing

Trademarks are searchable by application and registration number, TM wording, name of applicant or holder or licensee, previous holder (for IPO CZ employees only), representative, pledgee, Vienna classes, classes of goods and services and names of goods and services, application filing date, priority date, publication and registration date and date of termination of validity.  Representation of trademarks is also available in form of a gallery. 

III. SOURCES OF TRADEMARK INFORMATION PROVIDED BY THE OFFICE

Main types of publications in the field of trademark information, outline of the content and medium (on paper, on CDs, online - URLs)

Office notices are published weekly in the electronic Official Bulletin of the Industrial Property Office of the Czech Republic. Notices are also published at the Office’s website.

Mass storage media used are hard discs, magnetic tapes for backup and paper.

Trademark bulletins of foreign offices in an electronic or paper version and ROMARIN DVDs from WIPO are received regularly. WIPO and European Union Trademarks Bulletin are available in electronic version via Internet (new volumes) and in CD/DVD or paper version (previous volumes).

Description of information products and services offered by the Office and how to access and utilize them

The Office’s website: http://www.upv.cz/en.html

Information on Services: http://upv.cz/en/client-services/information-services/information-and-consultation-centers.html 

Publications: http://www.upv.cz/en/publications.html

Trademark databases: http://www.upv.cz/en/client-services/online-databases/trade-mark-databases.html

Trademark classification system: http://www.upv.cz/en/publications/classsification-systems/classification--trade-marks.html

Since 2007, there are no official gazettes of the Official Bulletin of IPO CZ produced and published on CDs or in paper versions.

Official Gazettes: main types of announcements, frequency of publication, medium (on paper, on CDs, online, URL), etc.

Publishing, printing, copying techniques

The trademarks information is accessible in the Official Bulletin of the Industrial Property Office of the Czech Republic. Since from 2007 this has been published weekly in an electronic form only and the paper version has been discontinued. 

Main types of announcements of the Office in the field of trademark information 

The Bulletin is published on a weekly basis (updated every Wednesday) instead of the monthly basis as it was before. The files are downloadable free of charge with no prior registration / subscription needed.. The information as published shall be the authentic one for legal purposes. As from No. 1/2000, the Official Bulletin has been available at the web site of the IPO CZ as an electronic document in PDF format. You can find it here:

http://www.upv.cz/en/publications/ipo-bulletin.html

The Bulletin contains the following types of announcements:

Survey of the INID codes for identification of bibliographic data           

Survey of the chapters     

Codes of the states           

Refused or partially refused trademark applications before publication             

Survey of the published trademark applications

Published trademark applications 

Refused or partially refused trademark applications after publication 

Rejected oppositions        

Survey of the trademark registrations without change in relation to published applications          

Registrations of trademarks without change in relation to published applications            

Survey of the trademark registrations with change in relation to published applications

Registrations of trademarks with change in relation to published applications  

Recording of license contracts concerning trademarks           
Recording of license contracts concerning internationally registered trademarks

Trademarks cancelled and declared invalid              

Survey of the renewals of trademark registrations    

Renewals of trademark registrations            

Laps of trademarks due to expiration of the period of protection          

Surrender of the right to the trademark        

Changes in the wording/reproduction of the trademarks and in the list of goods and services     

Changes in the ownership of the trademarks            

Changes in the ownership of the trademarks for a part of goods and services 

Amendments in the data concerning trademark holders        
Excuse of failure to comply with a time limit

Other relevant data and official rectifications             
Survey of the published applications of the coloured trademarks

Mass storage media and microforms used

Mass storage media used are hard discs, magnetic tapes for backup, and physical original in paper version.

Word processing and office automation

Trademarks are searchable in the public database. It provides a range of search options including application and registration number, TM wording, name of applicant or holder or licensee, previous holder, representative, pledge, Vienna classes, Classes of goods and services and names of goods and services, application filing date, priority date, publication and registration date and date of termination of validity. Representation of trademarks is also available in form of a gallery. The public database is updated daily and automatically from database of the IPO. The public database contains trademarks (IPO CZ, EUIPO, WIPO-CZ, WIPO-EU) valid in the Czech Republic.

Information products (coverage, medium, etc.) available to examiners, including external documentation and databases

The Office’s Examiners have an access to:

• Internal SyPP database – contains all pending as well as decided applications
• Internal database of trademarks (applications and registered trademarks) including all trademarks with effect for Czech Republic
• EUIPO eSearch Plus and TMView tools
• Other external public databases: http://upv.cz/en/client-services/online-databases/trade-mark-databases/foreign-database.html

Other sources

Access to online trademark bulletin and to other sources of trademark information, including download of bulk trademark data

The Official Bulletin URL: http://www.upv.cz/en/publications/ipo-bulletin.html

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 improvements

Within the Office, 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.

V. PROMOTION ACTIVITIES AIMED TO SUPPORT USERS IN ACCESS AND EFFICIENT USE OF TRADEMARK INFORMATION

Office's library (if deals with trademark information): equipment, collection management, network of libraries in the country, cooperation with foreign libraries

Publications related to different business procedures and trademark information sources available to users, for example, books, brochures, Internet publications, etc.

Cooperation with universities, technology and innovation support centers, etc.

Education and training: training courses, e-learning modules (URLs), seminars, exhibitions, etc.

Other activities

VI. INTERNATIONAL COOPERATION ACTIVITIES IN THE FIELD OF TRADEMARK INFORMATION

International exchange of trademark information in machine-readable form (e.g., Official Gazettes)

Participation in international or regional activities and projects related to trademark information

Assistance to developing countries

Other activities

VII. OTHER RELATED MATTERS