Introduction: Why IP Management is More Than Just Administration
Every year, thousands of innovations emerge in industry — often as inventions, new designs, brand appearances, or software developments. The value of these intangible assets is steadily increasing. Studies show that in many publicly traded companies, over 70% of the company’s value is already in Intellectual Property (IP).
The challenge: These rights must be managed securely, renewed on time, strategically evaluated, and economically utilized.
A missed deadline can cost millions, a wrong investment in unnecessary patents can drain budgets, and a poorly documented license agreement can block entire markets.
Two key terms come into play: Patent Management System (PMS) and Intellectual Property Rights Management (IPRM).
Patent Management System (PMS) – Security in Daily Operations
The Patent Management System (PMS) is a classic in the IP environment.
It is primarily an operational management software that ensures no deadlines are missed and all files are properly maintained.
###Typical PMS Modules in Detail
File & Document Management
Every patent application generates a flood of documents: disclosures, examination reports, oppositions, translations, internal inventor reports.
A PMS stores them centrally, allows searching, and links them to the corresponding files.
Deadline & Fee Tracking
The core: annual fees, PCT deadlines, priorities, examination and opposition dates.
A PMS automatically reminds users, escalates imminent deadlines, and often allows calendar or Outlook exports.
Interfaces to Patent Offices
Modern PMS systems can directly fetch data from DPMAregister, EPO (MyEPO Portfolio), or WIPO, minimizing manual entry and reducing errors.
Standard Reporting
How many applications are active? Which patents are close to grant? What costs will occur next year?
PMS provides overviews and export functions, usually tabular, sufficient for daily operations.
Strengths and Limitations
A PMS is indispensable for companies with a technical focus.
It provides security and efficiency but usually remains limited to patents.
Trademarks, designs, software copyrights, or license agreements are often managed separately — typically in Excel or other tools.
Intellectual Property Rights Management (IPRM) – Holistic Control
Intellectual Property Rights Management (IPRM) goes further:
It views intellectual property not only as a legal obligation but as a strategic asset.
###Typical IPRM Modules in Detail
Multidimensional Rights Management
In addition to patents, trademarks, designs, copyrights, domains, software rights, and know-how are managed, providing a holistic view of all intangible assets.
License & Contract Management
An IPRM manages not only the rights themselves but also their economic use: license agreements, R&D collaborations, cross-licensing agreements.
Automated workflows remind users of contract terms or revenue shares.
Budgeting & Controlling
IP is expensive. International patent filings, translations, and annual fees can quickly add up to millions.
An IPRM provides forecasting, internal cost allocation, cost center assignment, and ROI analysis:
Which patents are worth it? Which trademarks are profitable?
Portfolio Analysis & Strategy
With analytics and dashboards, portfolios can be evaluated:
Which rights are innovation-driven, which are just cost factors?
Which markets are covered, where are the gaps?
IP becomes manageable like a financial portfolio.
Collaboration & Workflow Management
IP is teamwork: R&D, legal, business development, and external law firms must collaborate.
An IPRM integrates these stakeholders into digital workflows — with clear roles, access rights, and audit-proof communication.
Compliance & Internationalization
Global companies need systems that are multilingual, GDPR-compliant, and adapted to international regulations.
An IPRM stores deadline rules for hundreds of jurisdictions and ensures local rules are followed.
Strengths and Limitations
An IPRM is not just administration — it’s a management tool.
It is more complex to implement and use but delivers value in companies with large portfolios and international operations.
PMS vs. IPRM Comparison
Focus
- PMS → Operational patent management
- IPRM → Strategic management of all IP rights
Objects
- PMS → Patents, technical rights
- IPRM → Patents, trademarks, designs, copyrights, domains, licenses
Function Depth
- PMS → Deadlines, files, documents, reporting
- IPRM → + License management, cost controlling, portfolio analysis, compliance
Benefits
- PMS → Avoiding missed deadlines, relieving patent departments
- IPRM → Controlling IP as an asset, optimizing budgets & IP strategy
Users
- PMS → Patent departments, law firms, SMEs with patent focus
- IPRM → Corporations, international IP departments, companies with mixed portfolios
Technical Integration
- PMS → Interfaces to patent offices
- IPRM → + Interfaces to finance, ERP, DMS, collaboration tools
Decision Support
- PMS → Operational security
- IPRM → Strategic steering & value maximization
Genese – From PMS to IPRM Complete Solution
Genese Software GmbH has been developing solutions for years to meet the varying needs of industrial companies.
We follow a modular approach:
For SMEs: The Genese
Small Business and Business Editions cover everything a classic PMS needs: deadline monitoring, document management, interfaces to offices, reporting, and secure file management.
For large corporations and international companies: The Genese
Enterprise Edition combined with GWeb Workspace provides a full-fledged IPRM system:
- Complete coverage of patents, trademarks, designs, and contracts
- Integrated license management and cost controlling
- International regulations and office connections
- Dashboards for portfolio analysis and budget forecasting
- Collaboration platform for internal teams and external law firms
This allows a company to start with a simple PMS and later — without switching systems — grow into a strategic IPRM solution.
Conclusion
A PMS is essential for operational security in patent management.
An IPRM goes further and makes intellectual property a manageable corporate asset.
With Genese, companies can move step by step from PMS to IPRM — from a secure base solution to an enterprise platform for international IP portfolios.
This meets the needs of SMEs, industrial companies, and global corporations alike.
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