Annual Technical Report on Industrial Design Information Activities in 2023 submitted by the Polish Patent Office

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


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

In 2023, the PPO continued to maintain the electronic services platform (PUEUP). The whole system includes the following modules that were fully implemented from the design phase to production and delivered with the infrastructure:

  • e-Baza-Wiedzy (e-Knowledge Base),
  • e-Profil (e-Profile),
  • e-Rejestry (e-Registers),
  • e-Wyszukiwarka (e-Search),
  • e-Powiadomienia (e-Notifications),
  • e-Płatności (e-Payments).

The following forms were available in the e-Profile module:

  • Application for a protection right for a trademark,
  • Application for granting the right in registration for an industrial design,
  • Application for granting a patent for an invention,
  • Application for a protection right for a utility model,
  • Application for a protection right for a trademark – fast track,
  • Application for granting the right in registration for an industrial design – fast track,
  • European patent validation,
  • Opposition to a trademark application,
  • Application for the publication of information on the invention / utility model at an earlier date,
  • Application for a priority document,
  • Response to the provision on the listing of goods and services,
  • Application for entry in the register (change of the authorized entity),
  • Indication of the goods for which the right of protection for a trademark is renewed,
  • Application for entry in the register (entry of information about the granted license),
  • Application for entry of a civil / registered pledge,
  • Application for an extract from the register,
  • Contact details form for notifications about the date of payment for the extension of the protection of exclusive rights,
  • General Correspondence form.

Customers of the PPO can submit applications on the forms available in the PUEUP e-Profile module, which is integrated with the Electronic Document Management System EZD.

In 2023, the PPO continued to maintain the Intranet system based on Microsoft SharePoint Server 2013 Enterprise software.

The PPO continued to maintain the searchable Patent Attorneys and Applicants List.

The PPO continued to provide public data concerning the protection of industrial property, publications as well as information on patent attorneys, etc. In 2023 PPO has used webservice available on https://api.uprp.gov.pl/ and only link to this webservice is published  on https://dane.gov.pl/pl where previously PPO published public data separately.

In 2023, the BackOffice system for trademarks and industrial designs was maintained, implementing various changes at the request of end users.

As it was reported in 2022, the new API endpoint serving bibliographic data for given numbers and dates of WUP publications was launched on the production environment, which was to replace the manual preparation of data in accordance with WUP official publications from PPO’s systems for the needs of EPO and the Chinese Patent Office. In 2023 the PPO prepared separate webservice similar to existing one but with communication secured by allowing traffic to the api2.uprp.gov.pl only from exact IP addresses so that no longer API token is needed. In 2023 WIPO joined the users of API.

 

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

In 2023, BackOffice, the system for trademarks and industrial designs was updated to the uses of technical components in BackOffice ver. 3.0  (so-called Technology Stack Upgrade for BOv3.0).


The new Polish Industrial Property Law is expected to be published, so the PPO will have to prepare BackOffice and other systems for the new law. The purpose of the PPO is to adapt BackOffice to changes in procedures regarding trademarks and industrial models and to include inventions, utility models, EP and SPC which will have to be migrated to BackOffice from Soprano system.


In 2023 PPO maintained the new ERP class system that was implemented in 2022 and it has been used on production since then. Thanks to the optimized processes implemented in the system, the settlement of fees and the extension of property rights have been improved and administrative burdens have been reduced.


In 2023, 7 electronic services were used as part of the new Electronic Services Platform (PUEUP):

  • e-Registry - viewing the entries entered in the registry and obtaining an excerpt from registry;
  • EP Validation - obtaining protection on the territory of Poland;
  • Expiration Date Notification - informing about the expiration date of protection;
  • Information Subscription - searching for information in defined sources maintained by UPRP (including automatic notifications based on user criteria);
  • e-Filing - applying for trademarks, patents, industrial designs registration to obtain an IP protection;
  • e-Submission - handling electronic correspondence during the whole IP lifecycle of trademarks, patents and industrial designs;
  • Changes in registry - management of records changes in registry (e.g. in case of extension of the protection, updating the owners, resignation from protection, changes in rights, pledges, licenses, etc.).


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

The PPO is continuously developing the functionalities of the above-mentioned PUEUP modules in accordance with the needs and expectations of customers and users of the platform.

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

In 2023, the Polish Patent Office received 906 industrial design applications under the national procedure (out of which 887 by national and 19 by foreign entities). An increase of 9.8% was recorded in comparison with 2022 when 825 industrial design applications were submitted (out of which 817 by national and 8 by foreign entities).


Exclusive rights granted /entered into the register

2022

2023

Change (%) 2022-2023

Industrial designs

749

668

-10.81


Rights in force as of 31 December

2022

2023

Change (%) 2022-2023

Industrial designs

8 357

7 887

-5.62


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

Statistics are accessed at the following URLs: https://uprp.gov.pl/pl/o-urzedzie/statystyki

This page consists of:

II. SERVICES AND ACTIVITIES RELATED TO INDUSTRIAL DESIGN 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  PPO information and support options in 2023 included:

1) Via website: https://uprp.gov.pl (all information about patents, trademarks, designs, etc. and instructions e.g. "How to patent an invention or protect a utility model?");

2) Via telephone: (+48 22 579 05 55);

3) Via e-mail: https://uprp.gov.pl/pl/centrum-informacji

4) Via virtual information service window (Webex platform): https://uprp.gov.pl/pl/wirtualne-okno-obslugi-informacyjnej


Management of the contacts in 2023 (phone + mail) was performed through software:

1)      Personal contacts (CRM system):

- 735 meetings in PPO Front Office

- 75 meetings via virtual window

(Industrial designs: 47)

2)      Within Register IP Info Center customer contacts (OSCC, CRM systems);

- 6 573 emails were received

- 19 736 calls were answered and performed (including the call back - 478) 

(Industrial designs: 715)

- 78 meetings took place with examiners and at the Center of information 

- 473 meetings via live-chat (only for logged PUEUP clients)

3)    Identification  and differentiation of customers (OSCC, CRM systems);

4)    Carrying out customer satisfaction surveys (CRM system) - level of satisfaction 95%;

5)    Analyses of  the contacts (analyses, statistics - CRM, OSCC systems);

6)    Keeping records and transferring customer requests (satisfaction, complaints, suggestions for improvement);

7)    Sending e-notifications about the expiry of the protection period of industrial property rights (PUEUP system):  17 371

The CRM system is interfacing with other applications (Computer Telephony Integration, callback, meetings time and visits, virtual information service window and live-chat) to facilitate the customer relation management. Tool for measuring the customers’ satisfaction. IP Info Center has a non-verbal communication system to improve information service for deaf and hard hearing customers.


Availability of the application dossier in electronic form

All necessary information provided by PPO to applicants is published on the PPO site. Customers using PUEUP have access to application files which are sent electronically to the PPO. Customers may also use the forms available in the e-Profile module in order to submit applications in electronic form.

Classification and reclassification activities; classification system used, e.g., International Classification for Industrial Designs (Locarno Classification), other classification

In 2023, the PPO used the International Classification of Industrial Designs (Locarno Classification version 14).

III. SOURCES OF INDUSTRIAL DESIGN INFORMATION PROVIDED BY THE OFFICE


Main types of publications in the field of industrial design information, outline of the content (industrial design applications, design patents, registrations, etc.) and medium (on paper, on CDs, online – URLs)

Information on industrial designs is available on the website of the Office

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

Only official publications of the Polish Patent Office's (“Communications of the Patent Office” (WUP)” with national registered industrial designs approved in Poland) which contain announcements regarding industrial designs are forthwith available free of charge in PDF format on the webpage: https://uprp.gov.pl/pl/publikacje/biuletyn-i-wiadomosci-uprp.

Announcements containing ordinances of the President of the Polish Patent Office, official announcements and communications are published in the Official Journal of the Patent Office (https://uprp.gov.pl/pl/publikacje/dziennik-urzedowy-uprp ). Announcements regarding non-procedural matters, but connected to 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" (Public Information Bulletin: https://uprp.gov.pl/pl/bip ) on the official PPO's website.  Many non-regular, important announcements are immediately published on the website.


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

In 2023, the following information products were available to examiners:

  • e-Search provides simple (full-text) search, advanced(deterministic) search and searching in collections of documents (PDF). The e-Search module contains bibliographic data and a list of collections:
    • Trademarks,
    • Inventions,
    • European Patents,
    • Supplementary Protection Certificate,
    • Utility Models,
    • Industrial Designs,
    • Topographies of Integrated Circuits.

The data are published and accessible free of charge on the website https://ewyszukiwarka.pue.uprp.gov.pl/search/simple-search (user interface in Polish, English and French).

  • Industrial designs data are stored in specialized internal databases of the PPO called BackOffice in which image information and bibliographic data details are stored.

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

Online sources of industrial designs information include:

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, an industrial design register is held.  The register includes information necessary to establish the subject and scope of protection (e.g. date of filing, title), entity (or entities) entitled to rights concerning a given subject of protection (e.g. holders, licensees, securities, seizure) and other useful information (e.g. applications for revocation). Everyone who submits a relevant application and pays a fee to the account of the Office can obtain excerpts from the register.

If the number of the granted right is known, the registers may be searched directly at: https://eprofil.pue.uprp.gov.pl/public/registry/search?lng=en

The number of the granted exclusive right may be identified using e-search engine at: https://ewyszukiwarka.pue.uprp.gov.pl/search/simple-search?lng=en

The examiners in Polish Patent Office use external legal databases, like:

Information on the legal status is available in e-Search at: https://ewyszukiwarka.pue.uprp.gov.pl/search/simple-search

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


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

The BackOffice is the main system for managing the procedures for granting and maintaining rights to trademarks and industrial designs in the PPO. BackOffice is the source system for many databases (search engines) and it is interconnected with other systems in   the PPO.

Hardware used to supporting business processes of the Office

The PPO uses workstations and notebooks with Microsoft Windows 10/11 Pro; multimedia tablets with Apple iPadOS system; physical servers with Microsoft Windows Server 2016 Standard and virtual servers using Microsoft Windows Server 2019 Datacenter with Windows Server 2003, Windows Server 2003 R2, Windows Server 2008 R2, Windows Server 2012 R2, Windows Server 2016 and Windows Server 2019 installed, SUSE Linux Enterprise Server 10/11/12, CentOS Linux 5/6/7/8, Oracle Linux 5/6/7, Debian GNU/Linux 6/7/8 and Ubuntu Server LTS, RedHat Enterprise Linux 7.x/8.x; hypervisor servers with VMware vSphere.

All of workstations, notebooks and servers are secured by Symantec antivirus.

All network connections are based on Cisco, FortiNet and Extreme Networks equipment with up to 700 Mb/s redundant access to the Internet (two separate Internet connections). The availability of services published on the Internet is supported by the FortiNet WAF cluster. Security is also provided by Forcepoint IPS and Fidelis Cybersecurity and Forcepoint antispam systems.

The server infrastructure is supported by local UPSs and secured by the main power supply unit for the PPO. The main IT infrastructure units are located in a secure server room equipped with a fire alarm, CCTV system, redundant air-conditioning and a technical floor.

Internal databases: coverage, updates, interlinks with external sources

Industrial design data are stored in specialized, regularly updated internal databases in which image information and bibliographic details are stored, for example:

  • The BackOffice system,
  • Databases supporting the process of publishing industrial design.

Most of the production databases are hosted by Microsoft SQL Server 2012 Enterprise, Microsoft SQL Server 2017 Enterprise and MySQL Server 4/5, PostgreSQL 9.

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

The BackOffice is a workflow-based system for dealing with trademarks and designs throughout the entire lifecycle of the process, from application to registration and publication. It also streamlines the work process by enabling users to create and monitor correspondence with customers. It is adopted to work together with Electronic Document Management System (EZD) which facilitates the processing of incoming and outgoing correspondence. External users have access to registers and information on legal status via the e-Search module. The Settlement Module (MR) is used as a supplementary system for managing fees and payments.

Other matters

The PPO maintained a professional call centre service based on Unify OpenScape Contact Centre Enterprise software and a new system of customer relationship management based on Microsoft Dynamics CRM Server 365 software.

The EZD system was integrated with The BackOffice in the field of exchanging correspondence and information about entities.

The public information request lists are stored in the EZD system.

The leading office software used for word processing and spreadsheet was: Microsoft Office 2016 Standard & Professional Plus and Apache OpenOffice 4.

In 2023, the PPO maintained the Data Protection System in order to protect and control industrial designs data to avoid uncontrolled outflow or unwanted access.

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


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

As part of promotion of knowledge on industrial property, the Patent Office issues various publications such as guides, information and promotion brochures addressed to wide audience, among others to entrepreneurs, students, school youth.  Those publications are available free of charge in an electronic version and PDF format at: https://uprp.gov.pl/pl/publikacje/pozostale-publikacje-uprp . The printed versions of some of them are available at the premises of the Office and distributed during various events organised by the PPO or in which the PPO participates.

The publications include the following titles: Get Familiar with Intellectual Property, Intellectual Property for an Entrepreneur, Your World of Intellectual Property, What Is Intellectual Property, Industrial Property Protection in a Nutshell, New Types of Trademarks, Protection of Black and White Trademarks, Protect Your Trademark in China, Use of a Trademark in a Different Form than Registered, Trademarks (comic book) to name a few.

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

The Polish Patent Office collaborates with various institutions in promoting knowledge on intellectual property (organisation of conferences, workshops, trainings, patronage of the PPO President over numerous initiatives etc.).

In 2023, the Office collaborated with the following entities, to name a few:

- collaboration with universities (including Jagiellonian University in Kraków, AGH University of Krakow, etc.);

- collaboration with science and business-related institutions, including the National Centre for Research and Development, Office of the Ombudsman for Small and Medium-Sized Enterprises, The High Tech Foundation; Information Processing Institute – National Research Institute, Coalition for Polish Innovation, Polish Investment and Trade Agency, Polish Craft Association, Polish Development Fund, Puławy Science and Technology Park, Association of Polish Inventors and Rationalisers, Pomeranian Science and Technology Park, Wrocław Technology Park etc.;

- collaboration with governmental administration institutions, including Ministry of Economic Development and Technology, Ministry of Education and Science, Ministry of Culture and National Heritage, as well as local government authorities.


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

In 2023, the PPO organised and co-organised, among others, the following events:

  • Numerous trainings on industrial property protection and its importance for enterprise development (for among others the Łukasiewicz Research Network, the High Tech Foundation, Podkarpackie Innovation Centre, Pomeranian Science and Technology Park, Poland-East Science and Technology Park in Suwałki, Puławy Science and Technology Park, Polish Investment and Trade Agency, IT Cluster Poland);
  • IP Day conference entitled “Intellectual property in the security system”;
  • 16th edition of International Conference on Innovation and Creativity in the Economy organised by the PPO and entitled “Designing sustainable transport”;
  • Meetings with representatives of the Patent Information Centres;
  • Patent by Night as part of the Night of Museums;
  • Lectures on IP protection for students of the Cardinal Stefan Wyszyński University, the Silesian University of Technology and the Warsaw University of Technology;
  • Online seminars “Ideas powered for Business” and IP4You, co-organised with the EUIPO;
  • Information and consultation meetings: “Intellectual property in the videogames sector”, “Enforcement of intellectual property rights from the perspective of the National Treasury Administration”; online trainings for journalists on IP basics and importance of IP protection for the economy;
  • “IP in Education” meeting organised in cooperation with the EUIPO. The meeting was attended by the representatives of IP offices and ministry of education from the EU countries, and was preceded by a training on IP for the teachers from Polish secondary schools;
  • 21st edition of the annual competition for the best postdoctoral, doctoral, master’s and student’s theses on the subject of industrial property protection and the 11th edition of a press release competition.

 

 In 2023, the PPO maintained information in the e-Knowledge Base module on a specially prepared Educational Platform (Educational Platform, current address https://uprp.gov.pl/pl/platforma-edukacyjna) which is a compendium of knowledge about intellectual property issues. The target group includes enterprises (especially SMEs) and businesses related to public institutions (including schools of higher education) and other entities.

  • The Knowledge Zone includes information, publications and other materials addressed both to entities with advanced knowledge on IP issues as well as those ones looking for basic information on IP protection, procedures and management.
  • The training zone consists of 2 parts: beginner user and advanced user. For these users, training in intellectual property protection is available, which ends with a test verifying the acquired knowledge.

The Patent Information Centre Forum was prepared, a platform for exchanging experiences, knowledge, comments and opinions between Patent Information Centres and the Office.

Other activities

In 2023, the PPO maintained a special Seventica service for non-verbal communication (using the service, the sounds of human language are immediately translated into sign language on a computer or a tablet). The aim of the project was to remove communication barriers among people with hearing deficiency.

VI.INTERNATIONAL COOPERATION ACTIVITIES IN THE FIELD OF INDUSTRIAL DESIGN INFORMATION

Participation in international or regional activities and projects related to information on industrial design,

DesignView - industrial design search engine - EUIPO

 DesignClass - a tool supporting users in classifying industrial designs - EUIPO