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Online filing for trademarks, patents and designs
Portuguese Industrial Property Office
Portugal

The Problem

. All filing of trademarks, patents, designs and other IP Rights were paper based.
. Working hours from 8 AM to 4 PM limited the access to the wider public. The other options were mail or fax, but the Office provided no immediate answer.
. Difficult access to the IP system by users that were from outside Lisbon.
. Huge volume of paper to be scanned and processed.
. Low added value activities being performed (type in the data of the filings on the IT systems).
. High volume of formal errors on paper filings because of lack of specific technical knowledge by users that had to be dealt with

Solution and Key Benefits

 What is the initiative about? (the solution)
. It is now possible to a user to file online for a trademark, patent, design, or other IP Rights 365 days a year, 24 hours a day, from anywhere in the world, both in Portuguese and English languages.
. The user gets an automatic response confirming the filing at any given hour of the day.
. The scanning was massively reduced (99% of all filings are now made online).
. The type in of data into the IT systems was also massively reduced (the e-filing system automatically deals with this)
. The e-filing tool guides the user through the process, reducing overwhelmingly simple formal errors

Actors and Stakeholders

 Who proposed the solution, who implemented it and who were the stakeholders?
. The e-filing system was proposed by INPI Administrative Board.
. The system was implemented by INPI IT department and external contractors.
. The e-filings system benefits not only the users, but also the Office simplifying our operations and reducing costs.

(a) Strategies

 Describe how and when the initiative was implemented by answering these questions
 a.      What were the strategies used to implement the initiative? In no more than 500 words, provide a summary of the main objectives and strategies of the initiative, how they were established and by whom.
. The e-filing system was one of the INPI annual projects.
. The development of the e-filing system was primarily done the INPI IT department.
. The project required external IT contractors.
. The objective was to transform the Office into a real e-Office, where all interactions with the users could be performed online.
. The strategy established was to develop a common frame that could be used equally by all different types of IP Rights (Trademarks, Patents, Designs, Geographical Indications, etc.). This allowed to rapidly expand the number of e-fillings or other interactions that could be performed online, and nowadays all our services can be required online.

(b) Implementation

 b.      What were the key development and implementation steps and the chronology? No more than 500 words
. The project started in 2006 with online searching of the Trademarks, Patents and Designs Databases;
. In 2007, the Trademarks e-filing system was launched.
. In 2008, the Patents and Designs e-filing systems were launched.
. In mid 2010, 100% of our services can be required online.

(c) Overcoming Obstacles

 c.      What were the main obstacles encountered? How were they overcome? No more than 500 words
A lack of prior experience initially presented challenges to the project developers. Benchmarking was undertaken with other IP Offices.
. Initial developments were subject to continuous improvement until a optimal solution was found.

(d) Use of Resources

 d.      What resources were used for the initiative and what were its key benefits? In no more than 500 words, specify what were the financial, technical and human resources’ costs associated with this initiative. Describe how resources were mobilized
The initiative relied upon internal human resources from the IT Department, with inputs from the different units of the Office. An external company for IT Development was chosen.

This initiative was part of the operational goals agreed annually between INPI and the Portuguese Government.

Sustainability and Transferability

  Is the initiative sustainable and transferable?
. 99% of all filings are now made online via the e-filing system.
. The system can be easily adapted to Offices wiith similar procedures.

Lessons Learned

 What are the impact of your initiative and the lessons learned?
. The INPI website is currently working as an information centre, where IP information can be easily access.
. The enormous success of the online tools prove that the IP system users widely adopted the new tools that were provided to them, and that reflects the adoption of new work routines that had a huge impact in IP Management and cost reduction.

Contact Information

Institution Name:   Portuguese Industrial Property Office
Institution Type:   Public Agency  
Contact Person:   Miguel Gusmão
Title:   Chief of the Departament of Trademarks and Patent  
Telephone/ Fax:   00 351 218818100
Institution's / Project's Website:   00 351 218883720
E-mail:   mgusmao@inpi.pt  
Address:   Campo das Cebolas
Postal Code:   1149-035
City:   Lisbon
State/Province:  
Country:   Portugal

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