CWS.ATR.PI.2013.PL

Annual Technical Report 2013 on Patent Information Activities submitted by Poland (CWS/ATR/PI/2013/PL)

Where URLs are requested below, it is preferred that either URLs which are likely to remain stable over time (three years or more) are provided, or home (main) page URLs are provided with a short explanation of how to access the corresponding information.

The term "patent" covers utility models and Supplementary Protection Certificates (SPCs). Offices which issue design patents should report their design patent information activities in their Annual Technical Reports on Industrial Design Information Activities.

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

Outline of main policies and plans aimed at development of patent information activities and expected time frames for their realization

The Patent Office of the Republic of Poland aims at development of patent information activities within cooperation with PATLIB centres, European Patent Office, World Intellectual Property Organisation and the European Commission. Within the above mentioned cooperation the Office implements new services as well as adapts and improves the existing services and tools provided by national intellectual property offices.
Main polices and plans of the Office include among others activities aimed at supporting innovativeness of MSEs, commercialisation of intellectual property and development of entrepreneurship. Those activities are implemented by improving business skills in patent information usage, especially in creating strategies of enterprises, creating cooperation platform between business and scientific environment as well as platform for exchanging experience and knowledge.
In 2013 The Office continued implementation of EU Accessible Intellectual Property (IPorta) project within the Competitiveness and Innovation Framework Programme. Completion of the project is planned in 2014. The main aim of IPorta is to establish a permanent network of national intellectual property offices, exchange best practices in supporting SMEs sector as well as implement various tools enhancing patent information knowledge and management of intellectual property.

New projects launched or resumed this year in the context of the policies and plans mentioned above, short description: aims, partners, tasks

New projects launched or resumed in 2013 include:

Preparation of the infrastructure for the Recla Tool system in the PL Office - C12Q biotech project.
Implementation of the Internet Education Platform which will enable the preparation and publication of e-learning courses for SME entrepreneurs, familiarizing them with the matters concerning objects of protection.
Initialization of the implementation of the platform based on the SharePoint 2013, aiming ultimately to take over the functionality provided by the existing "Databases UPRP" platform. Search engine will be linked against other search systems, which are in the portfolio of the Office Publication Server, Register Plus).
Preparation of the new website of the International Patent Classification, and migration of the data from the existing site functioning under the Online Services Portal, which will allow to provide full support for this system by WIPO (the creator of solutions), as well as easy implementation of new features and improvements offered by the WIPO.
Preparation the new website publishing Official Gazette of the Office containing "Wiadomości Urzedu Patentowego" (first level Official Gazette) and „Biuletyn Urzędu Patentowego” (second level Official Gazette). Migration of the documents from Online Services Portal.
Publication of the results of utility models and patent description digitalization project on the Publication Server.
Preparation of the new publication (searching) server Lista Rzecznikow Patentowych [Patent Attorneys List], together with the migration of data from the Online Services Portal. Adaptation of the data structure and preparation of the system to the current legislation.

Main areas of patent information activities and related information and communication technology (ICT) practices which were in the focus of attention last year

The RegisterPlus software application for patents was further developed and enhanced in 2013. The quality of data was improved and a wider range of presented data was introduced.

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

Filings to the Office are increasingly more often preceded by searches in the electronic collections than in the paper holdings.

In 2013 a significant progress has been made in the number of electronic filings, both via e-forms for inventions and utility models in the Online Services Portal and in the eOLF system.

In 2013, the PPO received 4,331 patent applications under the national procedure, out of which 4,235 were filed by domestic applicants and 96 by foreign applicants.
80 applications filed under the Patent Cooperation Treaty entered the phase of examination carried out by the Office (so-called national phase).
Under the international procedure, as the receiving Office, the PPO received from domestic applicants 218 patent applications under the PCT procedure and 159 European patent applications with the aim of seeking protection abroad.
The total number of patent applications filed in 2013 amounted to 4,411.
In 2013, the Office received from foreign applicants 46 applications for the grant of supplementary right of protection for medicinal products and plant protection products in order to protect rights under Supplementary Protection Certificate (SPC).
On 31 December 2013, 47,610 patents remained in force, out of which 28,591 were European patents.

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

Statistics are accessed at the following URLs:
http://www.uprp.pl (Annual Reports' box)
Detailed statistics may be bespoke provided (write to http://ipu.uprp.pl/portal/web/guest/kontakt).
News page: http://www.uprp.pl/aktualnosci/Menu01,16,7,index,pl/

II. SERVICES AND ACTIVITIES RELATED TO PATENT 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

In December 2013, IP Info Centre was created - new division within the PPO Receiving Department.
Current PPO information and support options include:
1) Via website: http://www.uprp.pl/przedmioty-wlasnosci-przemyslowej/Menu02,12,4,index,pl/ (all information about patents, trademarks, designs, etc. and instructions e.g. "How to patent an invention or utility model to protect? ")
2) via telephone: (+48 22 579 02 20, +48 22 579 01 53)
3) via e-mail: http://www.uprp.pl/Text01,205,161,1,index,pl,text/
4) in PPO (personally)
In the future the IP info project will be enlarged with two additional clients' communication options:
- live chat
- callback
The project will provide new possibilities of customer relations in our new IP Info Center, including implementation of the contact center and CRM systems.

Availability of the application dossier in electronic form

Customers using the Online Services Portal have access to the application files sent by them electronically to the PPO. If they agree to further conduct correspondence electronically they have access to the application dossier in electronic form.
Start-up of the full (two-way) communication with the Office clients via general correspondence form on Electronic Platform of Public Administration Services (ePUAP)
Customers using the Electronic Platform of Public Administration Services (ePUAP) have access to application files they sent electronically to the Patent Office. They also receive automatic confirmation of delivery of documents to the Patent Office. If they prefer to continue exchanging correspondence electronically, they receive a reply concerning the progress of proceedings and application number, also electronically.
Preparation of further 7 electronic forms to the existing one, allowing customers of the Office to further proceed matters relating to objects of protection in electronic form via Electronic Platform of Public Administration Services (ePUAP).

Classification¹, preclassification² (if applicable), reclassification³ activities; classification systems used (e.g., International Patent Classification (IPC)); matters concerning indexing of patent information

In 2013, the electronic 2013.01 version of the International Patent Classification was used at the PPO, while the electronic 2014.01 version was being prepared to be launched in 2014.

Abstracting, reviewing, and translation of the information contained in patent documents

In 2013, Patent literature collection was enlarged by the 7,377 pdf files of European patent specifications, translated into Polish (available online).
Polish abstracts and their English equivalents are stored in the database, and thus are searched and accessible for further treatment.
The Office's abstracting services are handled by electronic means which aid to place the abstract deliveries in the in-house and external retrieval systems, like: Polish databases, Official Journal records, Espacenet (both collections - PL database and the Worldwide data base), etc.

III. SOURCES OF PATENT INFORMATION PROVIDED BY THE OFFICE

Main types of publications of the Office (patent applications, full text, first pages, abstracts, bibliographic data, granted patents, etc.), medium (on paper, on CDs, online – URLs)

In 2013, the following publications (periodicals) were issued:
- "Biuletyn Urzedu Patentowego" (first level Official Gazette - bi-weekly) 26 numbers, i.e. 3,780 copies.
- "Wiadomosci Urzedu Patentowego" (second level Official Gazette - monthly) 12 numbers, i.e. 1,685 copies.
- 2012 Annual Report of the Patent Office of the Republic of Poland - 1,050 copies.
- Patent Specifications (type B documents) 2,572 titles - 57,970 copies.
- Protection Specifications of Utility Models 653 titles - 2,612 copies.
- International Patent Classification. User guidelines - 300 copies.
Most publications are available on the PPO's website http://www.uprp.pl - and continues at: http://ipu.uprp.pl(Online Service Portal).

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

Announcements on patents and utility models are primarily published in the official gazettes on paper carrier: "Biuletyn Urzedu Patentowego" - first level Official Gazette (information on inventions and utility models applications) and in "Wiadomosci Urzedu Patentowego" - second level Official Gazette (information on granted patents and granted protection rights on utility models). Announcements containing ordinances of the President of the Patent Office, official announcements and communications are published in the Official Journal of the Patent Office. In 2013, 4,013 announcements on filed patent applications and 826 announcements on utility model applications were published in "Biuletyn Urzedu Patentowego" (first level Official Gazette) and 2,570 announcements on granted patents and 652 granted protection rights on utility models were published in "Wiadomosci Urzedu Patentowego" (second level Official Gazette).
All these publications are forthwith available free of charge in PDF format on the PPO's Online Services Portal (http://ipu.uprp.pl/portal/web/guest/publikacje).
Announcements regarding non-procedural matters, but coupled with the Office's activity like: general information on the PPO's tasks, references, organizational structure, HR matters are published on the Internet version of "Biuletyn Informacji Publicznej" which falls under the official PPO's web site. Many non-regular, important announcements are immediately published within the content of the website.

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

- IP information on patents and utility models: http://ipu.uprp.pl
- Publication Server - Polish patents (B), utility models (Y) and EP translations into Polish (T): http://pubserv.uprp.pl (user interface in 3 languages - PL, EN and FR).
- Polish patents and utility models under Polish version of Espacenet (http://pl.espacenet.com) with possibility of the redirection to the Worldwide data base containing PL collections (bibliographic data in English)
- Online Services Portal with access to patent gazettes, classifications, e-filings and patent attorney's directory: http://ipu.uprp.pl
- Register Plus with access to published Polish applications (Description, Claims, Figures and Search Report): http://regserv.uprp.pl/register/regviewer

- Espace net - database of patent documents EPO, WIPO (OMPI), and other countries through the interfaces available in the following languages: English, French and German
- USPTO (United States) - database with full texts of patent documentation and facsimile applications and granted patents (patents range from 1790 to date; notification in the range from 2001 to date).

Information products and patent document collections (coverage, medium, etc.) available to external users, conditions of access (e.g., free of charge, subscription, etc.)

Patent literature collections are available in the PPO's reading room.
Copies of documents are available upon payment (price list available on the PPO website or on the spot) on the premises of the reading room or can be sent to external users by fax, electronic mail or traditional post.
Patent Office possesses collections of:
- 6,2 million patent documents on paper
- over 36 million documents on CD-ROM.
Supplementary literature comprises:
- official bulletins of 42 patent offices
- legal and methodology publications
- general technical and specialised magazines
PPO provides access to patent literature in the reading room where external users can also search free of charge in online databases and databases on CD and DVD. The latter include: bibliographic databases, databases of full text patent documents, thematic databases of patent and technical literature.
Information rendered available free of charge includes:
- provision of 11,627 single Polish and foreign patent specifications
- 440 volumes of books
- 316 copies of magazines
Information provided upon payment includes:
- bibliographic data of patent and utility model applications and granted exclusive rights.

Online sources of patent information and collections include:
- Online Services Portal with: IP information on industrial design, access to patent gazettes, classifications, e-filings and patent attorney's directory: http://ipu.uprp.pl
- Publication Server – a portal giving free, open, and wide access to patent information, with integrated facilities to search full texts of Polish patent specifications, Polish utility models, Polish industrial designs and translations into Polish language published by the European Patent Office patents which are valid in the territory of the Republic of Poland. Documents are disseminated in PDF format.
- Register Plus available at:
http://regserv.uprp.pl/register/regviewer

Legal status information (kind of information, coverage, medium, etc.)

In order to make entries on the legal status of exclusive rights protected on the territory of Poland, the following registers are held:
patent register, utility model register. Registers include information necessary to establish the subject and scope of protection (f. ex. date of filing, title), entity (or entities) entitled to rights concerning a given subject of protection (f. ex. holders, licensees, securities, seizure) and other useful information (f. ex. applications for revocation). Every person who submits relevant application and pays a fee to the account of the Office can obtain excerpts from the register.
Legal status information is also available in Register Plus at:
http://regserv.uprp.pl/register/regviewer

IV. ICT SUPPORT TO SERVICES AND ACTIVITIES RELATED TO PATENT INFORMATION CARRIED OUT BY THE OFFICE

Specific software tools supporting business procedures within the Office: general description, characteristics, advantages, possible improvements

Epoquenet is a professional patent information retrieval tool which supports the processes of search and patent granting. It consists of a bundle of search applications and tools and is accessible by Patent Offices via the Patent secure network. Epoquenet is continuously improved by European Patent Office and distributed to National Offices.

Hardware used to supporting business processes of the Office

Workstations run under Windows XP/Windows 7/Windows 8.1 environments, and server's operational systems are Microsoft Windows Server (2003, 2008, 2008 R2, 2012 R2), SUSE Linux Enterprise Server (10 and 11) and Debian (5, 6 and 7) GNU/Linux, Ubuntu Server, Oracle Linux (6), CentOS (6). Replacement of the operating systems on MS Windows 7 and Windows 8.1 is in progress. The SAN mass storage network was configured in order to make disk-arrays available to the computing systems. All of workstations are secured by McAfee antivirus and antispam system. All network connections are based on CISCO and Alcatel equipment with 200 Mb/s access to the Internet. Server infrastructure for the Online Portal includes 9 application servers; 5 database servers; 10 TB build-up array; back-ups for HP Data Protector, Fujitsu FI-5900C scanner, 125 packages for the purposes of qualified signatures. On-Line Portal servers are supported by local UPSs and they are also hooked to Main power supply unit for the PPO.
- Back office hardware located in secured/zoned Data Centre with fire alarm and CTV system, redundant air-conditioning and technical floor.

Internal databases: coverage, updates, interlinks with external sources

Patent data are stored on the specialized, regularly updated internal databases, where image information and bibliographic details are held, for example:
- Soprano – system supporting the process of granting rights of protection for patents and utility models (national procedure, the SPC and the European patent validation procedure);
- databases supporting the process of publication of patents.

Establishment and maintenance of electronic search file: file building, updating, storage, documents from other offices included in the search file

EP data are stored and accessed via Soprano system.

Administrative management electronic systems (register, legal status, statistics, and administrative support)

Installed and adopted to work together are ePhoenix (electronic storage and access to our patent and case files) and Soprano (work-flow) systems. Register and legal status information are disseminated via Register Plus system. Off-line systems provide information to examiners, lawyers and the accounting staff (payroll and finance-accounting system)

Other matters

Word processing is carried out using MS Office 2003/2007/2010 and the MS Windows XP/Windows 7/Windows 8.1 is commonly used. Replacement of the operating systems on MS Windows 7/Windows 8.1 is in progress.
- The digital representation of patent and utility models documentation is delivered directly to the staff's work stands via ePhoenix.
All staff has access to the Internet and Intranet and enjoys the MS Outlook 2003/2007/2010 variety of facilities through the networked PCs which are connected to a local area network.
- The public reading-room is equipped with terminals and 24-inch monitors, and our conference and training rooms are furnished with modern audiovisual means.
- The online filings in the online system - eOLF have been successfully continued, enabling the electronic patent and utility model filings under the national procedure

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

Patent library: equipment, collection management, network of patent libraries in the country, cooperation with foreign patent libraries

Patent documentation on paper carrier is stored in the Office storage rooms on movable bookshelves, in numerical and class arrangements, and are grouped separately according to respective countries. Class collection is stored in special files, adjusted to this type of collection. Numerical collection is stored in bound volumes. The storage rooms meet all the requirements for collection's safety. Polish patent documents arranged according to the patent classification symbols are available in the Office's general reading room.
Collection of patent documents on CD-ROM and DVD is stored on special bookshelves adjusted to this type of collection. It is available in the reading room also to external users.
The Office's reading room is also equipped with computer stations where PPO employees and external users can retrieve patent information from internet databases.
Polish Patent Office cooperates with 27 PATLIB information centres, most of them located within libraries of schools of higher education. The centres provide patent information and consultancy and employ patent attorneys. They also conduct free of charge seminars and trainings for those interested in patent information.
Patent Office supplies the centres with patent literature and informational materials on paper and electronic carriers for further dissemination.
In 2013, the Office sent:
- 75 discs with full text of patent documentation.
- 16 discs with patent literature.

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

Within promotion of knowledge on industrial property the Patent Office issues
various publications such as guides, informational-promotional brochures addressed to wide audience, among others to entrepreneurs, students, school youth. Those publications are available free of charge both in electronic version and PDF format as well as on paper on the premises of the Office.

Publication titles are as follows: Your world of intellectual property, What is intellectual property, Inventor's guide, Intellectual property in information society, Inventions in MSEs activity, Inventions and patents. Use the past to create future. Industrial protection in a nutshell, Inventions in your house, Patents (comic book).

In 2013 the PPO started implementation of the project aimed at preparing and distributing a few dozen booklets on different aspects of intellectual property. The booklets were distributed as training and conference materials at different events and in the future will be posted on the Internet Educational Platform still under construction.

Office’s initiatives on providing foreign patent information in the local language(s) (e.g., machine translation tools, translation of abstracts)

The Patent Office of the Republic of Poland implements the machine translation project for patents in order to facilitate access to patent information for the users of the patent system. Within the framework of the project the Patent Office of the Republic of Poland has submitted to the European Patent Office 19,490 patent documents (European patents validated in Poland) with the aim to train the translation engine.
The PPO is now ready to start the next step of the co-operation project consisting in assessing the quality of sample translations by its patent examiners.

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

The Patent Office collaborates with various institutions in the scope of promotion of knowledge on Intellectual Property (organisation of conferences, workshops, trainings, granting patronage of the PPO President over numerous initiatives etc.)
In 2013 the Office collaborated with the following entities, to name a few:
- collaboration with universities (Jagiellonian University in Krakow, University of Warsaw, Maria Curie-Sklodowska University in Lublin, Lodz University of Technology, Kielce University of Technology, Warsaw University of Technology, Wrocław University of Technology, Krakow University of Technology, AGH University of Science and Technology in Krakow etc.)
- collaboration with science and business related institutions, including: Polish Federation of Engineering Associations, Association of Polish Inventors and Rationalizers, Polish Union of Inventor and Rationalizer Associations, Polish Economic Chamber of Advanced Technologies, Lewiatan Confederation, Polish Patent Attorney Chamber;

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

In 2013, the PPO participated in trainings and conferences organised by the European Patent Office (39 people). The events focused on issues, such as: EpoqueNet search, Patent searching for beginners - EPO Patent Information, Clarity and unity analysis of patent application during search, Classification Matters, Novelty and Inventive step, Computer implemented inventions: classification, search and examination practice, Inventions in the field of biotechnologies: classification, search and examination practice, Efficient dialog between patent examiners and patent attorneys, Classifying with the Cooperative Patent Classification, Patent documentation standards: tools for data exchange and system interoperability, The European Patent System from filing to grant, Patent valuation, How to understand EPO Search Reports and Written Opinions, The European patent system from filling to grant, Drafting of Search Reports, Written Opinions, Roundtable Discussion on Supplementary Protection Certificates, Patent information on climate change mitigation technology.
In 2013, within industrial property protection the PPO organised or participated in the following events:
- International Conference on World Intellectual Property Day "Intellectual Property in the Internet. How to use it without infringement. How to protect it without restricting" organised in Warsaw in cooperation with WIPO.
- 18th Conference "Patent Information for Science and Industry. Good practices and cooperation as a source of success" in Warsaw.
- 9th International Symposium "Intellectual Property in Innovative Economy. Launching innovations on the market: converting knowledge into profit" held in Krakow in cooperation inter alia with EPO and WIPO.
- Regional trainings on computer software protection.
- Training "Patent for Success - effective innovation protection".
- Trainings on industrial property protection for MSEs and business-related institutions.
- Specialised Seminar on intellectual property valuation.
- 32nd Seminar for Patent Attorneys of Schools of Higher Education in Cedzyna.
- Lectures and consultancy and advisory meetings within 16th Science Festival and open days of the Patent Office.
- Annual "Scientific Picnic" of the Bis Radio and Copernicus Science Centre in Warsaw.
- 9th Fairs of Industrial Technology, Science and Innovation "Technicon Innovations 2013" in Gdansk.
- Ceremony of prize award in the 11th edition of the competition for the best artistic poster as well as post-doctoral, doctoral, master's and student's theses on the subject of industrial property organized by the Patent Office.
In 2013 The PPO continued implementation of the project Internet Educational Platform which constitutes compendium of knowledge on intellectual property issues. The target group comprises enterprises (especially MSEs) business related institutions (including schools of higher education) and other entities.
- The Knowledge Zone will include information, publications and other materials addressed both to entities with advanced knowledge on IP issues and entrepreneurs looking for basic information on IP protection, procedures and management.
- Training Zone will comprise e-learning course divided into 10 modules on intellectual property protection. Each module will end with a test to verify the acquired knowledge.
Within systemic project, in 2013 the PPO organised a series of advisory-informational meetings with renowned experts in the field of intellectual property, which gathered in total 950 guests.

VI. INTERNATIONAL COOPERATION ACTIVITIES IN THE FIELD OF PATENT INFORMATION

International exchange and sharing of patent information in machine-readable form, e.g., priority documents, bibliographic data, abstracts, search reports, full text information

The Office provides several patent offices and organizations with its bibliographic data and abstracts in the flat text machine-readable format, and also xml format. Full-text information is provided in PDF fully searchable format. Electronic filings submitted to the PPO under EP and WO procedures are transferred to the EPO and WIPO respectively.

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

Patent Office conducts many forms of activities aimed at promoting industrial property knowledge which also includes implementation of systemic project "Support for effective use of industrial property in innovative economy". The project entails five packages of tasks:
- education-training and advisory-consultancy activities
- activities in the scope of promoting knowledge on intellectual protection
- promotional activities concerning good practices and Polish achievements in industrial property protection
- increasing access to patent literature databases and their use
- project management.

Within the EU project Accessible Intellectual Property (IPorta) the following tasks were performed:
- creating new services related to Intellectual Property Rights and improving services offered by National Patent Offices
- publishing on the website innovaccess.eu information on the system of intellectual property protection and possibilities to support its users
- maintaining and rendering access to IP toolbox aiming at improving quality and accessibility of tools related to intellectual property
- coordinating and developing the network of European helpdesks of intellectual property offices and enhancing their integration as well as exchanging the best practices in such services.
The PPO and the European Patent Office also signed "Bilateral Co-operation Plan (BCP) which is a co-operation agreement covering a number of projects implemented in the years 2013-2015. The co-operation activities concern such areas as training, patent-related IT services and tools, patent information services and awareness and strengthening of the European Patent Network (EPN).
Various activities implemented within the framework of the BCP are targeted at raising patent awareness among the users of the IP system, including the "Awareness of the European Patent System" project supporting organisation of promotional and informational stands at national and international fairs, exhibitions and conferences, organisation of patent-related awareness and training events as well as development, translation and adaptation of information materials to promote the European Patent System. The main objective of these activities is to enhance the patent knowledge of SMEs, industry and academic institutions and to increase their use of the European patent system.
The aim of the "Pilot project to reorient patent information centres", ended in November 2013, was to enable existing patent information centres to offer to the public a wider range of innovation support services. The project was implemented by 17 PATLIB Centres from eleven EPC member states, including the Gdansk PATLIB Centre and the Patent Literature Department of the PPO.

VII. OTHER RELATED MATTERS