System and method for tracking and managing data from a remote database

A data management system comprising:

• a processor;
• a memory connected to the processor, the memory storing instructions that, when executed on the processor, configure the data management system to
• download an update file from a remote server to a tracking device having a tracker and a tracker database, wherein the remote server includes a case file database and an image file database, and the case file database stores a plurality of bundle files that corresponds to a plurality of case files;
• parse the update file using the tracker, wherein the tracker includes a number of entries used to identify a number of case files within the update file, the number of entries includes a first entry used to identify a first case file within the update file, and
• wherein the first entry also is found within the tracker database;
• identify the first case file within the update file using the first entry;
• generating a request for the first entry that corresponds to the first case file within the update file;
• send a first request from the tracker to the remote server having the case file database and the image file database, wherein the first request includes information associated with the first entry;
• receive a first bundle file of the first case file in the case file database in response to the first request, wherein the first bundle file includes XML data from the case file database and image data corresponding to the first case file from the image file database;
• populate the first entry in the tracker database with the XML data and the image data within the first bundle file;
• populate an electronic form with the XML data and the image data;
• send an electronic notification including the electronic form having the XML data and the image data, and
• if a second request is generated for a second entry that corresponds to a second case file within the update file, sending the second request after a predetermined delay after the first request is sent.

A data management method comprising:

• sending an update request to a remote server from a tracking device at a specified time, wherein the remote server includes a case file database and an image file database;
• downloading an update file in response to the update request from the remote server to the tracking device, wherein the tracking device includes a tracker and a tracker database and a data size of the update file is greater than 1 gigabyte;
• parsing a plurality of case files in the update file using the tracker, wherein the tracker includes a plurality of entries to identify a set of the plurality of case files and wherein the plurality of entries is found within the tracker database;
• generating a first request for a first entry within the plurality of entries that corresponds to a first case file of the set of case files identified from the update file by the tracker;
• generating a second request for a second entry within the plurality of entries that corresponds to a second case file of the set of cases identified from the update by the tracker;
• sending a first request from the tracker to the remote server having the case file database and the image file database, wherein the first request includes a first key to access the first case file at the remote server;
• implementing a delay after the first request is sent to the remote server;
• after the delay, sending a second request from the tracker to the remote server having the case file database and the image file database, wherein the second request includes a second key to access the second case file at the remote server;
• receiving a first bundle file of the first case file in the case file database in response to the first request and the first key, wherein the first bundle file includes XML data from the case file database and image data corresponding to the first case file from the image file database;
• receiving a second bundle file of the second case file in the case file database in response to the second request and the second key, wherein the second bundle file includes XML data from the case file database and image data corresponding to the second case file from the image file database, and wherein the XML data and the image data of the first bundle file differ from the XML data and the image data of the second bundle file;
• populating the first entry in the tracker database with the XML data and the image data within the first bundle file;
• populating a second entry in the tracker database with the XML data and the image data within the second bundle file;
• generating a first electronic form with the XML data and the image data within the first bundle file;
• generating a second electronic form with the XML data and the image data within the second bundle file;
• sending a first electronic notification including the first electronic form having the XML data and the image data within the first bundle file to a first recipient;
• and
• sending a second electronic notification including the second electronic form having the XML data and the image data within the second bundle file to a second recipient, where the first recipient differs from the second recipient.