JP2001101217A - Document information management system, document information managing method and recording medium in which document information management program is recorded - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a document information management system capable of performing unitary management of attribute information of a document separately from the document. SOLUTION: This document information management system performs unitary management of the document information consisting of the attribute information of generated document data separately from the document data and is characterized by providing a common name input means to input a common name of the stored document, a document file in which document files are recorded by every common name, an attribute extracting means to extract attributes owned by each piece of document data recorded in the document file, a standard attribute acquiring means to acquire an applicable standard attribute from a standard attribute table in which the standard attributes are defined, a registered document information generating means to generate document registration information from the attributes and the standard attribute and a document information registering means to register the registered document information in a document information data base.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

[0001] 1. Field of the Invention [0002] The present invention relates to a document information management system, a document information management method, and a recording medium on which a document information management program is recorded for managing documents created using a computer.

[0002]

2. Description of the Related Art Since a document created in a company or the like is often used in a department other than the department that created the document, a file server is provided, all the document data is recorded there, and other documents are recorded. It is common practice to make it available to departments as well.

[0003]

However, as the size of a company increases, it is impossible to record all documents on one file server, and at the same time, various types of systems are introduced and information is centralized. It is difficult to grasp the situation. In addition to electronic documents, there are also paper documents, and in order to grasp their contents, a document management book is often created,
Since each document is created independently, it is not possible to centrally grasp that the document has been discarded. Another problem is that simply recording the document data on a file server or the like makes it impossible for anyone other than the person who created the document to grasp the contents of the document data. Further, since the attribute information of the document data is recorded as a part of the document data,
If the document is deleted, the attribute information is also deleted, so that there is a problem that an operator who intends to use the document data cannot grasp that the corresponding document data has been deleted.

[0004] The present invention has been made in view of such circumstances, and a document information management system, a document information management method, and a document information management program capable of centrally managing attribute information of a document separately from the document. An object of the present invention is to provide a recording medium on which is recorded.

[0005]

According to a first aspect of the present invention, there is provided a document information management system for centrally managing document information including attribute information of created document data separately from the document data. The document information management system, a common name input means for inputting a common name that classifies the document,
A document file in which a document file is recorded for each common name, attribute extracting means for extracting attributes of each document data recorded in the document file, and a corresponding standard from a standard attribute table in which standard attributes are defined. Standard attribute acquiring means for acquiring attributes; registered document information creating means for creating document registration information from the attributes and the standard attributes; and document information registering means for registering the registered document information in a document information database. It is characterized by the following.

According to a second aspect of the present invention, the document information management system includes: a database reference unit that obtains information on the location of document data by referring to the document information database; Document data access means for accessing the document data.

According to a third aspect of the present invention, in the document information management system, the document information management system obtains information on a retention period of the document by referring to the document information database, based on a result of referring to the document information database. Document data erasing means for erasing the document data.

According to a fourth aspect of the present invention, there is provided a document information management method for centrally managing document information including attribute information of created document data separately from the document data. A common name input process for inputting a common name into which a document is classified; identifying a corresponding document file based on the input common name; and extracting attributes of each document data recorded in the document file Attribute extraction processing, standard attribute acquisition processing for acquiring a corresponding standard attribute from a standard attribute table in which standard attributes are defined,
It is characterized by having a registered document information creation process for creating document registration information from the attributes and the standard attributes, and a document information registration process for registering the registered document information in a document information database.

According to a fifth aspect of the present invention, in the document information management method, a database reference process for obtaining information relating to the location of document data by referring to the document information database, and based on a result of referring to the document information database. And a document data access process for accessing the document data.

According to a sixth aspect of the present invention, in the document information management method, a database reference process for obtaining information on a document holding period by referring to the document information database;
Document data erasing processing for erasing the document data based on a result of referring to the document information database.

According to a seventh aspect of the present invention, there is provided a computer-readable recording medium storing a document information management program for centrally managing document information comprising attribute information of created document data separately from the document data. The document information management program includes a common name input process for inputting a common name for classifying documents, and a corresponding document file specified based on the input common name, and each of the document files recorded in the document file. Attribute extraction processing for extracting the attributes of the document data, standard attribute acquisition processing for acquiring a corresponding standard attribute from a standard attribute table in which standard attributes are defined, and creation of document registration information from the attributes and the standard attributes And performing document information registration processing for registering the registered document information in a document information database. And wherein the Rukoto.

According to an eighth aspect of the present invention, the document information management program is a database reference process for obtaining information on the location of document data by referring to the document information database, and based on a result of referring to the document information database. And a document data access process for accessing the document data.

According to a ninth aspect of the present invention, the document information management program includes: a database reference process for obtaining information on a document holding period by referring to the document information database; Document data erasing processing for erasing the document data.

[0014]

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS A document information management system according to the present invention will be described below with reference to the drawings. FIG. 1 is a block diagram showing the overall configuration of the document information management system. In this figure, reference numeral 1 denotes a document information management system,
It has a document information database 2. Symbols 3 and 5 are
File servers, each of which is a document storage file 4,
6. Reference numerals 7, 8, 9, and 10 are document creation systems for creating documents. Reference numerals 11 and 12 are networks connecting the respective systems. Here, 4
Although one document creation system is illustrated, at least one document creation system may be connected. Further, the document creation system and the file server may be realized in the same device as the document information management system 1. Furthermore, it does not necessarily need to be connected to a network.

<First Embodiment> Next, an operation of registering document information in the document information database 2 will be described with reference to FIGS. FIG. 2 is a sequence diagram showing an operation of registering document information in the document information database 2. First,
An operator who creates a document creates a document using the document creation systems 7 to 10. Here, an example in which a document is created using the document creation system 7 will be described. The worker
Application software having a word processor function provided in the document creation system 7 (hereinafter referred to as “application software”).
A document is created using word processing software, and the document data is once recorded in the document creation system 7. Then, the worker records this document data in the document storage file 4 via the file server 3. The operation so far is the same for a document created by the document creation system 8. Therefore, the document data created in all of the document creation systems connected to the network 11 is saved in the document saving file 4 according to the worker's will.

Here, terms relating to document data are defined. First, the document data is data created using word processing software, spreadsheet software, or the like, and includes attribute information and document information (contents of the document) related to the document data. The document file is a data file in which a plurality of pieces of document data are recorded.

Next, the administrator who manages the document information inputs a common name in the document information management system 1. Here, the common name refers to a name representing the character of the document data (eg, design document, instruction manual, personnel management data, budget management data, etc.), and is a common name in the document information management system 1. . Here, it is assumed that “design document” has been input as the common name.

Next, the document information management system 1 sends an attribute information acquisition request to the file server 3. In response to this, the file server 3 selects the document storage file 4 in which the “design document” is stored, and reads the attribute for each document data stored therein. The read attribute data is transmitted to the document information management system 1. Thereby, the document information management system 1 acquires the attribute information of the document data for each document data. Here, the acquired attribute information includes the following items. "Attribute information obtained from individual documents" (1) Items related to occurrence: creation date, creator, and approver of the content. (2) Update items: update date, version. (3) Items related to storage: deadline for review / disposal, owner, specific storage location. (4) Items related to disposal: date of completion of disposal. (5) Status items: unapproved / approved, issued, issued, invalid, discarded. (6) Items related to confidentiality management: trade confidentiality, confidentiality management level, specific disclosure scope (specific business units, specific individuals, etc.).

Next, the document information management system 1 acquires a standard attribute by referring to the standard attribute table based on the input common name. Here, the standard attribute is an attribute necessary for document information management. The standard attributes include the following items. "Attribute information defined for each common name in the standard attribute table" (1) Trade secret eligibility, secret management level (locking management, entry / exit management, etc.), abstract disclosure scope (company-wide disclosure, limited within the business unit, section manager) Etc.). (2) Standard storage location (server name / directory name / archive name, etc.). (3) Standard holding period, availability of extension. (4) Whether there is a version concept. (5) Document format (template).

Not all of these standard attributes are necessary for document data having a common name "design document", and only necessary items are defined in the standard attribute table for each common name.

Next, the document information management system 1 creates document information to be registered in the database based on the attributes extracted from the document storage file 4 and the standard attributes obtained by referring to the standard attribute table.

Next, the document information management system 1 registers the created document information in a document information database (the database is shown as DB in the drawings) 2.

As described above, the attributes of each document data stored in the document storage file 4 are extracted, and standard attributes predetermined for each common name are obtained by referring to the table, and the attribute information is obtained. Create document information from and register it in the database. This registered document information is
Reference, update / deletion, and the like are performed by operations described below.

<Second Embodiment> Next, an operation of registering document information in a document information database will be described with reference to FIG. FIG. 3 is a sequence diagram illustrating a document information registration operation according to the second embodiment. First, the worker
A document is created using the document creation system 7, and the document is saved in the document saving file 4. Here, a part of the “attribute information obtained from each document” described above is generated by the document creation system 7. The items of the attribute information generated at this time differ depending on the application software used on the document creation system 7.

Next, the worker sends a document registration request from the document creation system 7 to the document information management system 1. At this time, the document created by the document creation system 7 is also transmitted at the same time. In response, the document information management system 1 inputs a common name. Then, the standard attribute is acquired by referring to the standard attribute table, and document information is created based on the standard attribute. The document information created here is created from the standard attributes obtained by referring to the standard attribute table and the attribute information generated when the document was created. Complemented by typing. What the missing information is depends on the function of the application software used on the document creation system 7.

Next, the document information management system inputs a file server name for storing the created document data. This is input by the operator via the document creation system 7. The document information management system refers to the file server management table based on the input server name,
Get the location information of the corresponding server. Then, the document information management system 1 saves the document data created by the document creation system 7 in the document saving file 4 based on the location information of the server obtained by referring to the table.
Further, the document information management system 1 registers the created document information in the document information database 2. As described above, the second embodiment is different from the first embodiment in that the created document data is stored in the document storage file 4 under the management of the document information management system 1.

<Third Embodiment> Next, an operation of registering document information in a document information database will be described with reference to FIG. FIG. 4 is a sequence diagram illustrating a document information registration operation according to the third embodiment. First, the worker sends a template acquisition request from the document creation system 7. In response, the document information management system 1 inputs a common name. Then, the document information management system 1 acquires the corresponding template by referring to the template database based on the input common name. The template referred to here is a template in which a document format is prepared for each common name in advance, and the operator can create document data by inputting only necessary items.
The acquired template is sent to the document creation system 7, and the operator creates a document by inputting necessary items for the template.

Next, the worker sends a document registration request from the document creation system 7 to the document information management system 1. At this time, the document created by the document creation system 7 is also transmitted at the same time. In response, the document information management system 1 refers to the standard attribute table and acquires the standard attributes. Document information is created from the standard attributes and attributes predefined in the template. The document information created here includes standard attributes obtained by referring to the standard attribute table, attribute information generated when the document is created,
The missing attribute information, which is created from the attribute information defined in the template in advance, is supplemented by individual input at this point. What the missing information is depends on the function of the application software used on the document creation system 7. The document information created here is registered in the document information database 2. At the same time, the standard storage location is acquired from the standard attribute table, the specific storage location (for example, file name or directory name) is specified by the document information management system 1 and the specific storage location (document storage file 4) is specified. To save the document data created using the template.

As described above, in the third embodiment, the document information is created using the template stored in the document information management system 1, and the registration of the document information in the database and the storage of the document data are performed in the document information management system 1. Is what we do.

<Fourth Embodiment> Next, an operation for accessing document data will be described with reference to FIG. First, the worker sends a document reference request from the document creation system 7 to the document information management system 1. In response, the document information management system 1 inputs a personal ID. This is performed by inputting the ID of the worker from the document creation system 7.

Next, the document information management system 1 acquires an access right by referring to the personal information table based on the input personal ID. As a result, if a valid access right corresponding to the input personal ID can be obtained,
Subsequently, the document information database is accessed. With this access, the location information of the document file corresponding to the document reference request is obtained. Then, a document file is specified based on the location information, and the document creation system 7 accesses the document data stored in the document file.

<Fifth Embodiment> Next, an operation of erasing document data will be described with reference to FIG. First, the worker sends a document arrangement request from the document creation system 7 to the document information management system 1. In response, the document information management system 1 inputs a common name. And
With reference to the document information database 2 based on this common name, document information whose holding period has expired is acquired.

Next, the document information management system 1 confirms whether or not to delete a document whose retention period has expired, and transmits a deletion request to the file server for a document designated to be deleted. I do. Then, for the deleted document, the deletion information is recorded in the document information database 2. On the other hand, for documents designated not to be deleted, the retention period is extended and recorded. The confirmation of whether or not to delete is performed for each document whose retention period has expired, and the operator specifies whether or not to delete from the document creation system 7.

A program for realizing the processing shown in FIGS. 2 to 6 is recorded on a computer-readable recording medium, and the program recorded on this recording medium is read by a computer system and executed to execute a document. Information management processing may be performed. Here, the “computer system” includes an OS and hardware such as peripheral devices. Also, if the “computer system” uses a WWW system,
It also includes the homepage providing environment (or display environment). The “computer-readable recording medium” means a portable medium such as a floppy (registered trademark) disk, a magneto-optical disk, a ROM, a CD-ROM, and a storage device such as a hard disk built in a computer system. .

Further, a "computer-readable recording medium" is a program for dynamically transmitting a program for a short time, such as a communication line for transmitting a program via a network such as the Internet or a communication line such as a telephone line. (A transmission medium or a transmission wave), in which case a program that holds a program for a certain period of time, such as a volatile memory in a computer system serving as a server or a client, is also included. The program may be for realizing a part of the functions described above, and may be a program for realizing the functions described above in combination with a program already recorded in the computer system, that is, a so-called difference file (differential file). Program).

[0036]

As described above, according to the present invention, the document information consisting of the attribute information of the created document data is centrally managed separately from the document data. The effect is that the location of the document data recorded in the document creation system can be known in each document creation system.

Further, since the attribute information of the document data is managed separately from the document data, when the document is deleted, an operator who intends to use the document data deletes the corresponding document data. You can understand that.

[Brief description of the drawings]

FIG. 1 is a block diagram showing a configuration of an embodiment of the present invention.

FIG. 2 is a sequence diagram illustrating an operation of document information management according to the first embodiment.

FIG. 3 is a sequence diagram illustrating an operation of document information management according to the second embodiment.

FIG. 4 is a sequence diagram illustrating an operation of document information management according to a third embodiment.

FIG. 5 is a sequence diagram illustrating an operation of document information management according to a fourth embodiment.

FIG. 6 is a sequence diagram illustrating an operation of document information management according to a fifth embodiment.

[Explanation of symbols]

 1 Document information management system 2, Document information database 3, 5, File server 4, 6, Document storage file 7, 8, 9, 10, Document creation system.

──────────────────────────────────────────────────の Continued on the front page (51) Int.Cl. ⁷ Identification symbol FI Theme coat ゛ (Reference) G06F 15/62 330A (72) Inventor Shin Watanabe 1-9-1 Konan, Minato-ku, Tokyo N.T.・ T-Communicationware Co., Ltd. (72) Inventor Yoshiyuki Maniwa 1-9-1, Konan, Minato-ku, Tokyo NTT Communicationware Co., Ltd. F-term (reference) 5B009 SA12 5B050 BA10 BA16 CA08 GA07 GA08 5B075 NK46 NR02 NR05 UU06 5B082 EA05 EA07 EA08 GA18

Claims (9)

[Claims] 1. A document information management system for centrally managing document information including attribute information of created document data separately from the document data, wherein the document information management system includes a common name for classifying the documents. A common name input means for inputting a document file, a document file in which a document file is recorded for each common name, an attribute extracting means for extracting attributes of each document data recorded in the document file, and standard attributes defined. Standard attribute acquiring means for acquiring a corresponding standard attribute from the registered standard attribute table, registered document information creating means for creating document registration information from the attribute and the standard attribute, and registering the registered document information in a document information database A document information management system, comprising: 2. The document information management system according to claim 1, further comprising: a database reference unit configured to obtain information on the location of the document data by referring to the document information database; 2. The document information management system according to claim 1, further comprising: document data access means for performing access. 3. The document information management system according to claim 1, wherein the document information management system refers to the document information database to obtain information on a retention period of the document, and erases the document data based on a result of referring to the document information database. 2. The document information management system according to claim 1, further comprising a document data erasing unit. 4. A document information management method for centrally managing document information including attribute information of created document data separately from the document data, wherein the document information management method includes a common name for classifying the documents. A common name input process for inputting a common name, an attribute extracting process for specifying a corresponding document file based on the input common name, and extracting an attribute of each document data recorded in the document file, A standard attribute acquisition process for acquiring a corresponding standard attribute from a standard attribute table in which is defined, a registered document information creating process for creating document registration information from the attribute and the standard attribute, and a document information database for the registered document information. And a document information registration process for registering the document information in the document information management method. 5. The document information management method according to claim 1, further comprising: a database reference process for obtaining information on the location of the document data by referring to the document information database; 5. The document information management method according to claim 4, further comprising a document data access process for performing an access. 6. The document information management method according to claim 1, further comprising: a database reference process for obtaining information on a document holding period by referring to the document information database; and deleting the document data based on a result of referring to the document information database. 5. The document information management method according to claim 4, further comprising a document data erasing process. 7. A computer-readable recording medium recording a document information management program for centrally managing document information comprising attribute information of created document data separately from the document data, wherein the document information management The program includes a common name input process for inputting a common name for classifying the documents, a corresponding document file based on the input common name, and an attribute of each document data recorded in the document file. An attribute extraction process for extracting, a standard attribute acquisition process for acquiring a corresponding standard attribute from a standard attribute table in which standard attributes are defined, a registration document information creation process for creating document registration information from the attribute and the standard attribute, And a document information registration process for registering the registered document information in a document information database. Recording medium recording the document information management program that. 8. The document information management program includes: a database reference process for obtaining information on the location of document data by referring to the document information database; and 8. The recording medium according to claim 7, further comprising a document data access process for performing an access. 9. The document information management program, wherein the document information management program refers to the document information database to obtain information on a retention period of a document, and erases the document data based on a result of referring to the document information database. The recording medium according to claim 7, further comprising a document data erasing process.