European Office Newsletter

epoline® Newsletter Number 2

As a user of EASY, EPA/EPA/OEB Form, PatentIn or the Register of European , you will automatically receive our epoline® Newsletter. If you would prefer to be removed from our list, please see the instructions at the end of this message. ______

communication for the various transactions available. epoline® The internal systems will be connected together so that they act as a single point of contact. ® Further details of the project and its progress will be What is epoline ? provided in future issues of the newsletter. In recent years, the EPO has invested in the Please also visit the epoline® web site for further automation of various areas of the Patent Granting background.: http://www.epoline.org procedure in order to improve the efficiency of these areas (e.g. CAESAR for Search Report How to contact the epoline® Help preparation and PHOENIX for the elimination of Desk paper dossiers). These disparate developments have produced operational systems but their Please contact us as follows: effectiveness has remained internal to the EPO. All e-mail: [email protected] interactions with the “outside” world have continued to involve the receipt and production of Fax: + 31 70 340 4600 paper documents so that, from the perspective of Tel.: + 31 70 340 4500 Mail: the EPO’s clients, there are no tangible advantages ® and no participation in the electronic processes. epoline Help Desk However, the extraordinary advances in Internet Patentlaan 2 and related technologies now make it possible for NL - 2288 EE RIJSWIJK (Z-H) even the smallest enterprises to conduct business The transactions completely electronically with all the attendant benefits of ease of use, security, instant ® acknowledgement and, of course, lower costs. It is epoline HEARING REPORT important that the EPO offer to its clients similar - Management Summary – facilities when the transactions concerned are things like patent filing, communications, file inspection etc. Since both parties already have Introduction computer infrastructures, they can both benefit  from these facilities. Printing, mailing, storage, The epoline project aims to improve both the scanning etc. are no longer required and any data efficiency of the EPO and its service to the need only be entered once, at the source. intellectual property community by providing a secure and integrated environment for electronic On the EPO side, this means that the various communication between the EPO and applicants, electronic systems that support the Patent Granting their representatives and the national patent offices of procedure must be made to cooperate and that a the EPC contracting states. A hearing was organised single point of contact be provided through which by the European Patent Office in order to give a  all external interactions can take place. The project better idea of the implications of epoline and how it which has been created to achieve this has been fits into the broader setting of current electronic ® dubbed “epoline ”. commerce activities worldwide. The hearing was held The approach that has been adopted by epoline® is at the EPO in Munich. to create an environment that offers to the external user a single interface and a single mode of

Issue Number 2 09/27/99 1 European Patent Office Newsletter World-wide E-commerce activities The requirement to establish an appropriate legal framework at the national level and also at the level The presentations during the morning panel session of the EPC with its implementing rules. clearly demonstrated that many E-commerce and E- business initiatives are already implemented or The economical impact will play a significant role in underway and that the EPO is certainly not a the speed of the implementation of such a project. pioneer in this area. What are the benefits? Specific aspects that were addressed: The need to have a system which is clear and simple to use, which is user-friendly and which is properly The volume of E-business is growing very rapidly. supported by a helpdesk. Examples include: E-commerce over the Internet ($ 8 billion in 1998, while over the next four years this is expected to grow to $130 billion), electronic Conclusions ticketing by airlines ($750 million) and the broker’s The hearing revealed that the European Patent Office business ($200 billion). Specific examples include is not a pioneer in the development of its E- Canadian Imperial Bank of Commerce, Swiss  commerce implementation epoline . Therefore Federal Railway, Charles Schwab brokers, Harvard lessons could be learned from projects already University and Whirlpool. implemented. Furthermore, it is essential that the  The technical developments to provide for a secure Patent Office develops epoline in close and efficient environment for E-commerce are collaboration with its customers. The EPO welcomed developing rapidly, however it is equally important the various invitations from customers to visit their that trust in this new environment is built up. premises in order to gain a better understanding of the different workflows within these companies. These E-commerce will have a strong economical impact visits will be made in the coming months as part of on day-to-day business as was shown in a business case of American Express. general marketing plan which is currently being established at the EPO. In the financial world, the number of electronic transactions is growing rapidly (see above). Various standards for electronic payments are currently under development and an example was given of EASY the opportunities offered by electronic payment. E-commerce will not only affect business that is What is EASY ? done worldwide, but in our daily life we will notice similar changes. As an example, all Finnish citizens EASY stands for Electronic Application SYstem, a will be provided before the end of the year with a software enabling applicants to prepare and file smart-card, which will replace current paper patent applications electronically. identity means. What's new in EASY ? Implications of epoline for the Intellectual Property community EASY Version 2.85 release  The introduction of epoline was very well received The EP-version 2.85 of EASY will be available for within the Intellectual Property community. download from our web site from early October: However, the project can only be successful if http://www.european-patent-office.org/index.htm during the development the requirements of both the Patent Offices and the customers are taken into Please note that this version is only intended for those account. clients using EP-EASY for filing. A general release including EP-, PCT-, FR- and FI-EASY will be Specific aspects that were highlighted: available for download and on CD-Rom soon after The need for trust. This is not necessarily the that. easiest thing to achieve, but it is absolutely To order the software on CD-ROM contact the essential. epoline® Help Desk via our web site, by telefax or by The need to understand clearly the different e-mail at [email protected] requirements both on the side of the Patent Offices Please note: and on the side of the customers. The following section provides information specific to the EP version of EASY. For further questions,

Issue Number 2 09/27/99 2 European Patent Office Newsletter please do not hesitate to contact us at Filing and Registering [email protected] The current version of EP-EASY may be used by all For information on the PCT version of EASY and applicants and representatives for the preparation and / or to order the PCT-EASY software, please filing of European Patent applications. Please take contact the PCT-EASY Help Desk at note of the special provisions pertaining to the filing [email protected] of EASY applications: http://www.european-patent- office.org/filingsoft/index.htm. Once you have What's changed in EASY? installed EASY, you are kindly requested to return to the relevant EASY Help Desk the registration form EASY version 2.85 comprises a number of minor that is generated by EASY. The installation time bug changes, plus the following amendments in stamp generated when you install can be important in accordance with procedural changes: gaining the correct assistance from help desk. Please • Designated states. The software has been note however that registering is not a prerequisite for amended to accommodate the rule change (Art. filing. 2, No. 3 Rfees). EPO Fax number for filing EASY • The priority page carries a check box which, applications when clicked, displays the following text: “It is hereby declared that the application is a Please note the following fax number for use when complete translation of the previous filing EASY applications: application”. This statement is also printed on the 1001E Form 070 – 340 3016 • This version of the EASY software is available Your email address as a 32-bit program, running under Windows    95 , Windows 98 and Windows NT only. May we request those of you who received this copy  of the epoline newsletter by mail to inform us at Coming Soon in EASY [email protected] of your email address, so that future issues can be made available to you electronically?

EASY database connectivity Frequently-asked questions In response to widespread user request, the EASY Q1. What does the EASY software cost? external database functionality is currently being A1. EASY is free of charge. developed. Q2. Can we file EASY applications without first This functionality will allow you to export and having returned our EASY registration form? import data from your own existing Patent A2. Yes. The form is for your registration as an Management System into EASY, enabling you to EASY user and to enable us here in the EASY use the existing Client/Server functionality. team to assist you more promptly. The mechanism makes use of the so-called Intermediate File Format (IFF). The specification Q3. Where can I file my EASY applications? of this format is available from the EPO on request. A3. EASY applications may be filed with the EPO in Please contact [email protected]. Munich, The Hague or Berlin, or with one of the following central industrial property offices under Article 75(1)(b) EPC: EASY 3 Online Filing • : Office de la Propriété Industrielle Development of an online filing version of EASY in Brussels has now been completed and is being extensively • : the National Board of Patents and tested in-house at the EPO. The first dummy Registration of Finland in Helsinki filings online have taken place successfully. • : Institut National de la Propriété An online filing test group has been set up. The Industrielle in Paris software (known as SET-EASY) is to be distributed to members of this group shortly and the first • : Swedish Patent and Registration external tests will take place. Office in Stockholm

• : Eidgenössisches Institut für Geistiges Eigentum in Bern

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• : The Patent Office in MS Windows 95 / 98 or Windows NT. Newport or London

Q4. Is the EASY software year 2000 compliant? A4. The EASY software distributed by the EPO PatentIn meets all the Year 2000 compliance requirements. What is the PatentIn software ?

Q5. Is there a (Word 6.0) function to make sure that PatentIn is a software program designed to ease the a file printed on different printers results in preparation of patent applications disclosing identical images? nucleotide and amino acid sequences. PatentIn A5. In the future, PDF (portable document format ) prepares sequence listings whose layout complies will be the official format to be used in the with the Requirements as published in WIPO ST 25. EPO’s on-line application system. This format guarantees that information is identically What is new in PatentIn ? represented in different printer environments. For further information on PDF see: The latest software version, PatentIn 2.2 released in http://www.adobe.com/ April 99, is available on our EPO web site at the following address

http://www.european-patent- Introduction to EASY seminars office.org/filingsoft/strand More practical information and TIPS have been The EPO EASY team periodically runs added to this website. Introduction to EASY seminars for current and potential users of the software. There are two types Alternatively, you may order the software on CD- of seminar: ROM from our web site, or by telefax or email. Practice: for those closely involved in the The PatentIn/Sequence-listing help desk has preparation of patent applications (completion of increased its manpower and has been integrated into application form, attachment of all relevant the epoline® project. documents etc.) Theory: for those interested in the background to What does our help desk do? EASY and the issues surrounding electronic filing The help desk will provide you with answers related of patent applications. to the download, installation and use of PatentIn. Click here [email protected] to register your interest It will inform you about the ST25 standard. in attending (stating your preferred location and type of seminar) and an invitation will follow as Our help desk greatly welcomes feedback or soon as the next date in your area is planned. suggestions from our customers. Invitations to correct the sequence listing(s) contained in a filed application are handled by our Equipment needed to run EASY formalities officers . They will coordinate such questions with the second In order to run the EP-EASY software, users need level helpdesk . the following: Hardware What can you expect from our • a computer with a 486 processor (this is formalities officers ? the minimum requirement, a Pentium is recommended) We have two formalities officers for the PCT • 3½” disk drive procedure and one for the EP procedure . • CD-ROM drive These members of the team will assist you in • Minimum 16 Mb RAM (32 Mb correcting the sequence listing format in applications recommended) you have already filed. Where irregularities are • 20 Mb of available hard disk space detected in your , they will send • Inkjet or laser printer you an invitation to remedy in which they will • Blank formatted 3½” HD diskettes (for suggest how you may correct the deficiencies submission of application) Software

Issue Number 2 09/27/99 4 European Patent Office Newsletter Who is responsible for the PatentIn FAQ's development ? Q.1.How do I download PatentIn 2.2 from the web site ? The PatentIn product has been defined as part of a trilateral agreement . The PatentIn software is A.1. developed through the USPTO . The role of the EPO is to communicate discrepancies to the 1. open http://www.european-patent- USPTO who is responsible for implementing office.org/filingsoft/strand corrections to the software. 2. order download 3. choose download PatentIn 2.2 Why different PatentIn version updates ? 4. on the next screen, fill in your details, scroll through and accept our conditions The original PatentIn 2.0 was made available in 5. download from the web, making a note of the June 98 by the USPTO and the JPO, but was found destination directory to be unsatisfactory for a ST25 format. This version is still in use at these offices . 6. make a note of the directory into which the file will be unzipped The EPO subsequently received the "2.1 release December 98" which was sent to a large number of 7. the update of the latest PatentIn release includes our applicants and was posted on our web site . an automatic backup of existing files. Nevertheless, before updating, we suggest that This version corrected errors present in 2.0 but you backup the subdirectory where PatentIn was itself comprised a number of other errors,such as: installed (including all files with the "DBF" • shorter translation of CDS extension and all project subdirectories in the subdirectory where PatentIn is installed (default • incorrect sequence numbering is c:\PatIn2) or alternatively, a copy of all the • a lack of translation from 1 letter code to the files in the PatIn2 subdirectory can be made. three-letter code for the French and German 8. install the latest version of PatentIn by executing versions the Install.exe file. Define where you install it The PatentIn version "2.2 release April 99" (by default it is c:\PatIn2). replaced the December 98 release. 9. Please be aware that the denomination of the The "2.2 label" was chosen by the EPO to avoid software itself still refers to version 2.1 any confusion with the unsatisfactory 2.1 December (following the USPTO denomination). 98 version . 10. The EPO uses the 2.2 denomination to Errors in the latter version had been eliminated but distinguish it from the unsatisfactory 2.1 new errors were found: December 98 version . • the Modified base and the Lipid name key for 11. W_UPATIN.EXE is the file that will start the features cause the PatentIn software to crash. PatentIn program. The USPTO promised to provide a corrected 12. The software offers the facility to create an icon version very quickly. shortcut to start the program. Versions received to date have proved to be unsatisfactory. The user environment has not Q.2. Is PatentIn y2000 compliant ? improved. The next PatentIn version will be posted A.2. Yes the PatentIn software distributed by the concurrently by the EPO, USPTO and JPO on their EPO meets requirements for Year 2000 respective web sites . compliance

When is the ST25 WIPO format compulsory ? Q.3. How do you convert data written with the PatentIn 1.3 (WIPO standard 23 ) to PatentIn 2.2 The EPO requests the ST25 format for applications (WIPO standard 25)? with filing dates from 1/01/99 . A.3. Transfering data from the old PatentIn 1.3 with a ST23 format to PatentIn 2 with a ST25 format, is The WIPO ST25 format requirement can be done by importing the old GBS files (containing downloaded from our website the sequences themselves) into PatentIn and http://www.european-patent- copying other texts (applicant, title, application, office.org/filingsoft/strand priority, other information) via the editor.

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Q.4. Can you automatically transfer and modify an http://www.ncbi.nlm.nih.gov/Taxonomy/tax.htm "app" file generated on one computer to If the organism (numeric identifier <213>) is another computer, eg. via a diskette? "Artificial Sequence" or "Unknown" , the <223> A.4. No. Please follow the same procedure as numeric identifier concerning 'other information' above. Transferring ST25 data from an "app is mandatory. In this case, the <220> " " serves file" generated on one computer to another as header and remains completely blank: format, is done by importing the GBS files, e.g. "<220>" and not "<220> Feature”. on a diskette (containing the sequences themselves) into PatentIn and copying other texts ( applicant, title, application, priority, 3. The installation procedure is incorrect for those other information) via the editor. Only then Windows versions (e.g. some Dutch, Swedish will you be able to modify the "app" file within and Finnish versions) not containing the the PatentIn software. If you want to avoid this 'Bwcceng.dll', 'Bwccdeu.dll', 'Bwccfra.dll' or procedure, modify the app. file immediately 'Bwccesp.dll' files. using the editor, without going via the PatentIn If you encounter an error message referring to software again. Bwcc.dll files, please work as follows : • make a copy of 'Bwcceng.dll' in the drive/directory which contains the PatentIn Tips for using PatentIn 2.2 program (e.g. c:\ Patin2 ) • rename this copy as the local language 1. PatentIn crashes when the 'modified base' key Bwccxxxdll (Swedish is used in DNA features or the 'lipid' key in Windows=Bwccsve.dll; Dutch protein features. A first message appears with Windows=Bwccned.dll; Finnish "memory low" followed by a second message Windows=Bwccfin.dll) "clipper internal error - error recovery, addonlist (2160)”, after which PatentIn closes. • program will work correctly If you want to add this feature information • about modified bases or lipids, please use When you are selecting features, do not exit another feature name key (e.g. the feature window whilst the feature pop-up MISC_FEATURE, MISC_STRUCTURE, list is still displayed. Close the pop-up list MOD_RES), add the location and add free text and then exit. If the system blocks, click on information mentioning 'modified-base' or 'Esc'. 'lipid'. If you want to add free text only, choose "-" in the feature list. When the 'MODIFIED BASE' key is used in DNA 4. The polypeptide counting appearing together features or the 'LIPID' key in protein features, with the nucleotides in the DNA sequence entry you will be able to choose from the WIPO is incorrect when different CDS coding Annex C Tables 2 and 6 respectively. When sequences are chosen in the DNA key features. processing modified nucleotides or unusual This has no effect on the ST25 validity, as long amino acids, please look at the "List of as the counting of the nucleotides of the DNA at modified and unusual nucleotides and amino the DNA sequence entry and the counting in the acids" where you can find recomended separate protein sequence entry are correct. symbols for use in the sequence. 5. The mouse button cannot be used when activating the textbox to scroll down in the 2. Avoid defining overlapping CDSs . When 2 or 30,000 organism list. If you do this accidentally, more CDSs overlap one another, none of the click on the blue bar above to unblock the DNA or corresponding proteins will be system. generated. Repeat the DNA sequence with one 6. I you have a sequence publication appearing only CDS at a time. ST25 requires the mandatory in a database and not in a paper publication, you <213> Organism field. The Latin species and must enter the database name as an genus names have to be given. If it is article/journal and use free text to refer to the impossible to define the Latin scientific name, database name. as it is for many viruses, the designation most common in the literature should be applied. Be as specific as possible. If the genus is known but the species is unknown, use the following format "Genus sp."; e.g. "Bacilus sp." Scientific organism names may be found on the Internet at the following address:

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We appreciate the time you have taken to read this EPOFORM issue of the epoline® Newsletter and hope that its contents have been of interest to you. Should you The current version of the EPA/EPO/OEB Form prefer not to receive further issues, simply send an e- software is version 1.2. No further developments mail to [email protected] with the subject “Remove”. will be made to this software, because it will be integrated into the EASY/epoline® software.

THE

The Register of European Patents has been transferred as of 1 June 1999 to the Receiving Section of The Hague where it will be integrated into the new epoline® Help desk. The new epoline® Help desk team will bring together a number of applicant help desk facilities (EASY, PatentIn, Information Desk, Register of European Patents) thereby allowing a single point of assistance for users of the European Patent System. Specifically the team will be there to introduce, guide and help users of these facilities as well as to collect feedback in order to improve the services offered. Secondly, in the scope of the epoline® approach, the EPO intends to introduce shortly Internet access to the Register of European Patents via esp@cenet. This service will be free of charge. On-line (Internet) training is being developed and hands-on user seminars will be planned for early 2000. Further seminar details will be published soon in the Official Journal of the EPO. The new esp@cenet service will eventually replace the current Registry on-line service. Both services will however be available for a period of 3-4 months in order to ensure a smooth transition for current subscribers. As a consequence of these changes, future Helpdesk support for the Register of European Patents On-line can be obtained at the following address: epoline® Helpdesk Register of European Patents On-line Patentlaan 2 2288 EE Rijswijk The Netherlands Tel.: +31 70 340 45 00 Fax.: +31 70 340 46 00 Internet [email protected]

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