CN114238216A - Electronic paper document filing method and system - Google Patents
Electronic paper document filing method and system Download PDFInfo
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- CN114238216A CN114238216A CN202111622088.7A CN202111622088A CN114238216A CN 114238216 A CN114238216 A CN 114238216A CN 202111622088 A CN202111622088 A CN 202111622088A CN 114238216 A CN114238216 A CN 114238216A
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- 238000012163 sequencing technique Methods 0.000 claims description 4
- 238000010586 diagram Methods 0.000 description 4
- 238000012986 modification Methods 0.000 description 2
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- G—PHYSICS
- G06—COMPUTING; CALCULATING OR COUNTING
- G06F—ELECTRIC DIGITAL DATA PROCESSING
- G06F16/00—Information retrieval; Database structures therefor; File system structures therefor
- G06F16/10—File systems; File servers
- G06F16/11—File system administration, e.g. details of archiving or snapshots
- G06F16/113—Details of archiving
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Abstract
The invention discloses an electronic filing method and a system for paper documents, wherein the electronic filing method for the paper documents comprises the following steps: acquiring an electronic document corresponding to a paper document; numbering the electronic document according to a first preset rule; setting a filing information table, wherein the filing information table comprises file numbers and the number of electronic files corresponding to each file number; creating a filing folder named by the file number; and moving each electronic document to a corresponding filing folder according to the filing information table and the serial number of the electronic document and a second preset rule. The invention realizes the automatic classified filing of the electronic documents corresponding to the paper archives without manual classification, improves the efficiency of classified filing of the archives and reduces the error rate.
Description
Technical Field
The invention relates to the technical field of file digital processing, in particular to an electronic filing method and system for paper documents.
Background
With the deep advance of the modernization of the national governance system and governance capability, the space for the archive work to play a role is larger and larger, and the improvement of the informatization level of the archive is more favorable for further improving the institutionalization, standardization and scientization levels of the archive work, breaking through the limitation of the file local utilization, breaking through the information isolated island of the archive, and realizing the co-construction and sharing of the inter-museum archive resources.
In recent years, the information and digital work of archives also develops rapidly by airplane, and various auxiliary devices and software layers are not varied. In actual work, various file digitization processes are supported by various service software, and semi-automatic processing is basically realized. However, the digitalized component division link is still in the original state of manual identification processing, especially under the conditions of large digitalization amount and large number of components, the digitalized component division link needs to be copied, pasted, checked and checked manually and repeatedly, a large amount of labor and time are consumed, and errors are easy to occur.
Disclosure of Invention
The invention aims to overcome one or more defects in the prior art and provides an electronic filing method and system for paper documents.
The purpose of the invention is realized by the following technical scheme: an electronic archiving method for paper documents comprises the following steps:
acquiring an electronic document corresponding to a paper document;
numbering the electronic document according to a first preset rule;
setting a filing information table, wherein the filing information table comprises file numbers and the number of electronic files corresponding to each file number;
creating a filing folder named by the file number;
and moving each electronic document to a corresponding filing folder according to a second preset rule according to the filing information table and the serial number of the electronic document.
Preferably, the obtaining of the electronic document corresponding to the paper document includes: and scanning the paper document to obtain a corresponding electronic document.
Preferably, numbering the electronic document according to a first preset rule includes:
and respectively setting a number for each electronic document, wherein the numbers of all the electronic documents are gradually increased according to the sequence of the acquisition of the corresponding electronic documents.
Preferably, moving each electronic document to a corresponding filing folder according to the filing information table and the number of the electronic document and a second preset rule includes:
arranging all electronic documents according to the sequence of the serial numbers from small to large;
grouping the electronic documents according to the quantity of the electronic documents corresponding to each document number in the filing information table;
and respectively moving each group of electronic documents to a corresponding filing folder.
Preferably, grouping the electronic documents according to the number of the electronic documents corresponding to each document number in the filing information table includes:
setting corresponding electronic document groups for each file number in sequence according to the arrangement sequence of each file number in the filing information table;
the method for setting the corresponding electronic document group for the file number comprises the following steps: and acquiring the number N of the electronic documents corresponding to the file number, and taking the first N electronic documents in all the electronic documents to be grouped as the electronic document groups corresponding to the file number.
An electronic archiving system for paper documents, comprising:
the document acquisition module is used for acquiring an electronic document corresponding to the paper document and numbering the electronic document according to a first preset rule;
the system comprises a filing information module, a file processing module and a file processing module, wherein the filing information module is used for setting a filing information table, and the filing information table comprises file numbers and the number of electronic files corresponding to each file number;
the file folder creating module is used for creating a filing file folder named by the file number;
and the filing module is used for moving each electronic document to the corresponding filing folder according to the filing information table and the serial number of the electronic document and a second preset rule.
Preferably, the document acquisition module scans the paper document to obtain a corresponding electronic document, and numbers the electronic document according to a first preset rule.
Preferably, the archive module comprises:
the sequencing submodule is used for sequencing all the electronic documents according to the sequence of the numbers from small to large;
the grouping submodule is used for grouping the electronic documents according to the quantity of the electronic documents corresponding to each document number in the filing information table;
and the shifting submodule is used for moving each group of electronic documents to the corresponding filing folder.
Preferably, the grouping submodule sets corresponding electronic document groups for each document number in sequence according to the arrangement sequence of each document number in the filing information table.
Preferably, the method for setting the corresponding electronic document group for the profile number comprises: and acquiring the number N of the electronic documents corresponding to the file number, and taking the first N electronic documents in all the electronic documents to be grouped as the electronic document groups corresponding to the file number.
The invention has the beneficial effects that: the invention realizes the automatic classified filing of the electronic documents corresponding to the paper archives without manual classification, improves the efficiency of classified filing of the archives, reduces the error rate, and simultaneously can liberate archive workers from repeated and heavy work of parts.
Drawings
FIG. 1 is a block diagram of a process for electronically archiving paper documents in accordance with the present invention;
FIG. 2 is a diagram illustrating numbering of electronic documents according to the present invention;
FIG. 3 is a schematic diagram of an archive information table of the present invention;
FIG. 4 is a schematic illustration of a filing folder according to the present invention;
FIG. 5 is a block diagram of an electronic archiving system for paper documents in accordance with the present invention.
Detailed Description
The technical solutions of the present invention will be described clearly and completely with reference to the following embodiments, and it should be understood that the described embodiments are only a part of the embodiments of the present invention, and not all of the embodiments. All other embodiments, which can be obtained by a person skilled in the art without inventive effort based on the embodiments of the present invention, are within the scope of the present invention.
Referring to fig. 1 to 5, the present embodiment provides an electronic archiving method and system for paper documents:
as shown in fig. 1, an electronic archiving method for paper documents includes:
s1, obtaining an electronic document corresponding to a paper document.
Specifically, an electronic document corresponding to a paper document to be filed is obtained.
Generally, the S1 includes: and scanning the paper document to obtain a corresponding electronic document.
And S2, numbering the electronic documents according to a first preset rule.
Generally, the S2 includes: numbering the electronic document according to a first preset rule, comprising:
and respectively setting a number for each electronic document, wherein the numbers of all the electronic documents are gradually increased according to the sequence of the acquisition of the corresponding electronic documents. For example, the first electronic document is acquired with the number 001, the second electronic document is acquired with the number 002, the third electronic document is acquired with the number 003, and so on, as shown in fig. 2.
The numbers of the electronic documents may be arranged according to other rules. For example, the electronic documents are sorted according to the size of the storage space occupied by the electronic documents, for example, the electronic document with the largest occupied storage space is numbered 001, the electronic document with the second largest occupied storage space is numbered 002, the electronic document with the third largest occupied storage space is numbered 003, and so on.
And S3, setting a filing information table, wherein the filing information table comprises the file numbers and the number of the electronic documents corresponding to each file number.
As shown in FIG. 3, there is shown an archive information table including the document numbers (e.g., HQZX-WS, 1989-Y-0001; HQZX-WS, 1989-Y-0002; HQZX-WS, 1989-Y-0003) and the number of electronic documents corresponding to each document number (e.g., the number of electronic documents corresponding to the document numbers HQZX-WS,1989-Y-0001 is 21; and the number of electronic documents corresponding to the document numbers HQZX-WS,1989-Y-0002 is 13).
And S4, creating a filing folder named by the file number.
Specifically, a corresponding filing folder is created for each file number, and the filing folders are named by the corresponding file numbers. For example, folders named "HQZX-WS, 1989-Y-0001", "HQZX-WS, 1989-Y-0002", respectively, are created as archive folders, as shown in FIG. 4.
And S5, moving each electronic document to a corresponding filing folder according to a second preset rule according to the filing information table and the serial number of the electronic document.
In some embodiments, the S5 includes:
and S51, arranging all the electronic documents according to the sequence of the numbers from small to large.
In still other embodiments, all electronic documents are arranged in descending order of their numbers.
And S52, grouping the electronic documents according to the quantity of the electronic documents corresponding to each document number in the filing information table.
Specifically, the S52 includes: setting corresponding electronic document groups for each file number in sequence according to the arrangement sequence of each file number in the filing information table; the method for setting the corresponding electronic document group for the file number comprises the following steps: and acquiring the number N of the electronic documents corresponding to the file number, and taking the first N electronic documents in all the electronic documents to be grouped as the electronic document groups corresponding to the file number. For example, if the number of electronic documents corresponding to the first-ranked document number "HQZX-WS, 1989-Y-0001" is 21, the first 21 electronic documents in the electronic documents to be grouped are grouped as the electronic documents corresponding to the document number; the number of electronic documents corresponding to the second highest document number "HQZX-WS, 1989-Y-0002" is 13, and then the first 13 electronic documents in the electronic documents to be grouped (not including the 21 electronic documents in the electronic document group corresponding to the second highest document number "HQZX-WS, 1989-Y-0001") are grouped as the electronic documents corresponding to the second highest document number, and so on.
And S53, respectively moving each group of electronic documents to a corresponding filing folder.
For example, if 21 electronic documents are grouped into the electronic document corresponding to the document number "HQZX-WS, 1989-Y-0001", the 21 electronic documents are moved to an archive folder named "HQZX-WS, 1989-Y-0001".
As shown in FIG. 5, the system for electronically archiving paper documents comprises a document acquisition module, an information archiving module, a folder creation module and an archiving module.
The document acquisition module is used for acquiring an electronic document corresponding to the paper document and numbering the electronic document according to a first preset rule. Generally, the document acquisition module scans the paper document to obtain a corresponding electronic document, and numbers the electronic document according to a first preset rule.
In some embodiments, the method for numbering the electronic document according to the first preset rule is as follows: and respectively setting a number for each electronic document, wherein the numbers of all the electronic documents are gradually increased according to the sequence of the acquisition of the corresponding electronic documents. For example, the first electronic document is acquired with the number 001, the second electronic document is acquired with the number 002, the third electronic document is acquired with the number 003, and so on, as shown in fig. 2.
The filing information module is used for setting a filing information table, and the filing information table comprises file numbers and the number of the electronic files corresponding to each file number. As shown in FIG. 3, there is shown an archive information table including the document numbers (e.g., HQZX-WS.1989-Y-0001; HQZX-WS.1989-Y-0002; HQZX-WS.1989-Y-0003) and the number of electronic documents corresponding to each document number (e.g., the number of electronic documents corresponding to the document number HQZX-WS.1989-Y-0001 is 21; and the number of electronic documents corresponding to the document number HQZX-WS.1989-Y-0002 is 13).
The folder creating module is used for creating an archive folder named by the file number. Specifically, a corresponding filing folder is created for each file number, and the filing folders are named by the corresponding file numbers. For example, folders having names "HQZX-WS.1989-Y-0001", "HQZX-WS.1989-Y-0002", respectively, are created as archive folders, as shown in FIG. 4.
And the filing module is used for moving each electronic document to a corresponding filing folder according to the filing information table and the serial number of the electronic document and a second preset rule.
In some embodiments, the archiving module includes an ordering submodule, a grouping submodule, and a shifting submodule. The sorting submodule is used for sorting all the electronic documents according to the sequence of the serial numbers from small to large. The grouping submodule is used for grouping the electronic documents according to the number of the electronic documents corresponding to each document number in the filing information table, for example, the grouping submodule sets the corresponding electronic document groups for each document number in sequence according to the arrangement sequence of each document number in the filing information table, and the method for setting the corresponding electronic document groups for the document numbers comprises the following steps: and acquiring the number N of the electronic documents corresponding to the file number, and taking the first N electronic documents in all the electronic documents to be grouped as the electronic document groups corresponding to the file number. For example, if the number of electronic documents corresponding to the first-ranked document number "HQZX-ws.1989-Y-0001" is 21, the first 21 electronic documents in the electronic documents to be grouped are grouped as the electronic documents corresponding to the document number; the number of electronic documents corresponding to the second highest document number "HQZX-ws.1989-Y-0002" is 13, and then the first 13 electronic documents in the electronic documents to be grouped (not including the 21 electronic documents in the electronic document group corresponding to the second highest document number "HQZX-ws.1989-Y-0001") are grouped as the electronic documents corresponding to the second highest document number, and so on. And the shifting submodule is used for moving each group of electronic documents to the corresponding filing folder.
The foregoing is illustrative of the preferred embodiments of this invention, and it is to be understood that the invention is not limited to the precise form disclosed herein and that various other combinations, modifications, and environments may be resorted to, falling within the scope of the concept as disclosed herein, either as described above or as apparent to those skilled in the relevant art. And that modifications and variations may be effected by those skilled in the art without departing from the spirit and scope of the invention as defined by the appended claims.
Claims (10)
1. An electronic filing method for paper documents is characterized by comprising the following steps:
acquiring an electronic document corresponding to a paper document;
numbering the electronic document according to a first preset rule;
setting a filing information table, wherein the filing information table comprises file numbers and the number of electronic files corresponding to each file number;
creating a filing folder named by the file number;
and moving each electronic document to a corresponding filing folder according to a second preset rule according to the filing information table and the serial number of the electronic document.
2. The method of claim 1, wherein obtaining the electronic document corresponding to the paper document comprises: and scanning the paper document to obtain a corresponding electronic document.
3. The method of claim 1, wherein numbering the electronic document according to a first predetermined rule comprises:
and respectively setting a number for each electronic document, wherein the numbers of all the electronic documents are gradually increased according to the sequence of the acquisition of the corresponding electronic documents.
4. The method of claim 1, wherein moving each electronic document to a corresponding filing folder according to the filing information table and the number of the electronic document and a second predetermined rule comprises:
arranging all electronic documents according to the sequence of the serial numbers from small to large;
grouping the electronic documents according to the quantity of the electronic documents corresponding to each document number in the filing information table;
and respectively moving each group of electronic documents to a corresponding filing folder.
5. The method of claim 4, wherein grouping the electronic documents according to the number of the electronic documents corresponding to each document number in the filing information table comprises:
setting corresponding electronic document groups for each file number in sequence according to the arrangement sequence of each file number in the filing information table;
the method for setting the corresponding electronic document group for the file number comprises the following steps: and acquiring the number N of the electronic documents corresponding to the file number, and taking the first N electronic documents in all the electronic documents to be grouped as the electronic document groups corresponding to the file number.
6. An electronic archiving system for paper documents, comprising:
the document acquisition module is used for acquiring an electronic document corresponding to the paper document and numbering the electronic document according to a first preset rule;
the system comprises a filing information module, a file processing module and a file processing module, wherein the filing information module is used for setting a filing information table, and the filing information table comprises file numbers and the number of electronic files corresponding to each file number;
the file folder creating module is used for creating a filing file folder named by the file number;
and the filing module is used for moving each electronic document to the corresponding filing folder according to the filing information table and the serial number of the electronic document and a second preset rule.
7. The system of claim 6, wherein the document acquisition module scans the paper document to obtain a corresponding electronic document, and numbers the electronic document according to a first predetermined rule.
8. The system of claim 6, wherein the archiving module comprises:
the sequencing submodule is used for sequencing all the electronic documents according to the sequence of the numbers from small to large;
the grouping submodule is used for grouping the electronic documents according to the quantity of the electronic documents corresponding to each document number in the filing information table;
and the shifting submodule is used for moving each group of electronic documents to the corresponding filing folder.
9. The system of claim 8, wherein the sub-module sets a corresponding group of electronic documents for each document number in turn according to the sequence of each document number in the filing information table.
10. The system of claim 9, wherein the method for setting the corresponding electronic document group for the document number comprises: and acquiring the number N of the electronic documents corresponding to the file number, and taking the first N electronic documents in all the electronic documents to be grouped as the electronic document groups corresponding to the file number.
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| Application Number | Priority Date | Filing Date | Title |
|---|---|---|---|
| CN202111622088.7A CN114238216A (en) | 2021-12-28 | 2021-12-28 | Electronic paper document filing method and system |
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| Application Number | Priority Date | Filing Date | Title |
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| CN202111622088.7A CN114238216A (en) | 2021-12-28 | 2021-12-28 | Electronic paper document filing method and system |
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| CN114238216A true CN114238216A (en) | 2022-03-25 |
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