JP2001274946A - Electronic filing system and electronic filing method - Google Patents

Abstract

PROBLEM TO BE SOLVED: To solve the problem due to the fact that the work requires much time and labor, paper on which a document is printed is required and the system is against resource economization since the document is once printed and it is necessary to be transmitted to opposite facsimile equipment 7 by using facsimile equipment 6 at the time of FAX-transmitting the document registered in a filing server 5. SOLUTION: When an exclusive cover paper having receiver identification information for identifying a receiver is attached to a communication document and FAX transmission is performed, and when the communication document with the cover paper is received by fax, receiver identification information on the exclusive cover paper is read, the document storage area of the receiver is specified from receiver identification information and the communication document is stored in the document storage area.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to an electronic filing system having a facsimile transmission / reception function and an electronic filing method.

[0002]

2. Description of the Related Art FIG. 5 is a block diagram showing a conventional electronic filing system, in which 1 is the Internet, 2 is a LAN, 3 is a terminal connected to the Internet 1, 4 is a terminal connected to the LAN 2, Reference numeral 5 denotes a filing server for storing various documents, and reference numerals 6 and 7 denote facsimile machines.

Next, the operation will be described. The filing server 5 systematically manages documents and the like according to the type of the material. For example, when receiving a document search request from the terminals 3 and 4, the filing server 5 searches for the document and sends the document to the terminals 3 and 4. Forward. Thereby, the user using the terminals 3 and 4 can check the contents of the document.

The filing server 5 has a terminal 3,
4 receives the document registration request, receives the document, determines the storage destination according to the type of the document, and stores the document. Thus, a user using the terminals 3 and 4 can register a document.

[0005] When a document registered in the filing server 5 is transmitted by facsimile, the document is printed once and then transmitted to the facsimile machine 7 using the facsimile 6. On the other hand, when registering the document received by the facsimile 6 in the filing server 5, it is necessary to read the document using an image scanner.

In addition to the above conventional example, a filing server 5
Japanese Patent Laid-Open No. 6-38017 discloses a technique for converting a document registered in a document into image data and transmitting the document by facsimile. As a result, the document registered in the filing server 5 can be
Although it is possible to perform AX transmission, a facsimile of a facsimile receiving destination simply prints a document based on image data, and the receiving destination cannot systematically manage the document.

[0007]

Since the conventional electronic filing system is configured as described above, when a document registered in the filing server 5 is transmitted by facsimile, the document is temporarily printed and then printed. , It is necessary to use the facsimile 6 to transmit to the facsimile 7 of the other party. Therefore, a lot of trouble is required, and paper for printing a document is required, which poses a problem contrary to resource saving.

SUMMARY OF THE INVENTION The present invention has been made to solve the above-described problems, and can save labor such as printing performed when a document is transmitted by facsimile, and facilitates document management at a document receiving destination. It is an object of the present invention to obtain an electronic filing system and an electronic filing method that can realize the filing.

[0009]

According to the electronic filing system of the present invention, an exclusive cover sheet on which a recipient identification information for identifying a recipient is described is attached to a communication document, and the
X means for transmitting, while information reading means for reading the recipient identification information written on the special cover paper, and specifying the document storage area of the recipient from the recipient identification information read by the information reading means And a document storage means for storing the communication document in the document storage area.

An electronic filing system according to the present invention is provided with a document storage means for storing a communication document in a common document storage area when there is no recipient's document storage area corresponding to the recipient identification information. .

An electronic filing system according to the present invention is provided with a document storage means for transmitting a notification of receipt of the communication document to the opening means when the communication document is stored in the document storage area.

An electronic filing system according to the present invention is provided with an opening means for displaying or printing a communication document.

An electronic filing system according to the present invention is provided with an opening means for converting image information of a communication document into a document code.

In the electronic filing system according to the present invention, when the communication document is a coded document file, the transmitting means encapsulates the document file in TIFF format and transmits it, and the receiving means removes the TIFF format capsule. This is to reproduce a document file.

An electronic filing method according to the present invention comprises:
When a facsimile transmission is performed by attaching a dedicated cover sheet on which the recipient identification information for identifying the recipient is described to the correspondence document and sending the fax,
The recipient identification information written on the exclusive cover paper is read, the document storage area of the recipient is specified from the recipient identification information, and the correspondence document is stored in the document storage area. .

An electronic filing method according to the present invention comprises:
When there is no recipient document storage area corresponding to the recipient identification information, the correspondence document is stored in the common document storage area.

The electronic filing method according to the present invention comprises:
When a correspondence document is stored in the document storage area, a reception notification of the correspondence document is transmitted.

The electronic filing method according to the present invention comprises:
The communication document is displayed or printed.

The electronic filing method according to the present invention comprises:
The image information of the communication document is converted into a document code.

The electronic filing method according to the present invention comprises:
When the correspondence document is a coded document file, the document file is encapsulated in the TIFF format and transmitted. On the other hand, when the correspondence document is received, the TIFF format capsule is removed and the document file is reproduced. It is.

[0021]

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS One embodiment of the present invention will be described below. Embodiment 1 FIG. FIG. 1 is a configuration diagram showing an electronic filing system according to Embodiment 1 of the present invention. In the figure, reference numerals 11 and 12 denote electronic filing apparatuses, and the components of the electronic filing apparatuses 11 and 12 are the same. 1
3 is the Internet, 14 is a telephone, and 15 and 16 are facsimile.

21 is a LAN, 22 is a server, 23 to 28
Is an electronic terminal (opening means) such as a personal computer connected to the LAN 21, and the electronic terminals 23 to 28 have a function of outputting a transmission request of a communication document (for example, a document or a drawing) to the FAX server 30, It has a function of opening the received communication document. Reference numeral 29 denotes an electronic filing server in which a document storage area is divided for each client and a communication document received by the FAX server 30 is stored.

A transmission function 30 receives a transmission request for a communication document from the electronic terminals 23 to 28 and, upon receiving the communication document, attaches a dedicated cover sheet read by the image scanner 31 to the communication document and transmits it by facsimile. A receiving function for facsimile receiving a communication document to which a dedicated cover sheet is attached, an information reading function for reading recipient identification information written on the dedicated cover sheet, and a receiving function in the electronic filing server 29 based on the recipient identification information. Facsimile server (transmitting means, receiving means, information reading means, document storing means) having a document storing function of specifying a document storing area of a user and storing the communication document in the document storing area, 31 is an image scanner, 32 Is a printer, 33
Connects the image scanner 31 and the printer 32 to the LAN 21
IO server connected to FIG. 2 is a flowchart showing an electronic filing method according to Embodiment 1 of the present invention.

Next, the operation will be described. For example, when a client using the electronic terminal 23 of the electronic filing apparatus 11 faxes a communication document to a client using the electronic terminal 26 of the electronic filing apparatus 12, a dedicated cover sheet as shown in FIG. It is set on the scanner 31 (step ST1).

Then, a client using the electronic terminal 23 operates the electronic terminal 23 to operate the image scanner 3.
1 to activate the contents of the exclusive cover paper and image the image information to the electronic terminal 23.
(Step ST2), and image a communication document such as a document created by the electronic terminal 23 (step ST3).

Next, the client using the electronic terminal 23 outputs a transmission request for the communication document to the FAX server 30 (step ST4), and receives a response from the FAX server 30 to accept the FAX transmission of the communication document (step ST4). Step ST5), the image information of the exclusive cover paper is attached to the image information of the communication document, and the image information is FA
Output to X server 30 (step ST6). Upon receiving the image information of the exclusive cover sheet and the communication document, the FAX server 30 faxes the image information to the electronic filing apparatus 12 via the Internet 13 (step ST7).

When the facsimile server 30 of the electronic filing device 12 receives the image information of the dedicated cover sheet and the communication document by facsimile (step ST8), it executes a process of reading the recipient identification information described on the dedicated cover sheet (step ST8). Step ST9). Since the recipient identification information is described in a specific area of the exclusive cover paper, it can be recognized by scanning the specific area.

Then, the FA of the electronic filing device 12
Upon reading the recipient identification information, the X server 30 specifies the recipient (client) document storage area in the electronic filing server 29 from the recipient identification information, and stores the image information of the communication document in the document storage area. (Step ST10). However, when the document storage area of the recipient corresponding to the recipient identification information does not exist, the image information of the communication document is stored in a common document storage area accessible by all the electronic terminals connected to the LAN 21 of the electronic filing device 12. Store.

When the FAX server 30 of the electronic filing device 12 stores the image information of the communication document in the recipient's document storage area, the FAX server 30 sends a reception notification to the electronic terminal used by the recipient, that is, the electronic terminal 26. (Step ST11). The recipient using the electronic terminal 26 is the FA
Upon receiving the reception notification from the X server 30, the electronic terminal 26 is operated to receive the image information of the communication document from its own document storage area in the electronic filing server 29 and display the communication document. The communication document is output to the printer 32 and printed as needed (step ST).
12). The recipient using the electronic terminal 26 cannot access the document storage area of another person in the electronic filing server 29.

As is clear from the above, the first embodiment
According to the configuration, the dedicated cover sheet on which the recipient identification information for identifying the recipient is described is attached to the communication document and the fax is transmitted, so that the fax can be transmitted without printing the communication document once. As a result, it is possible to save the labor required for transmitting the communication document and to eliminate the need for the paper for printing the communication document. In addition, the correspondence document with the special cover paper
X, the receiver identification information written on the special cover paper is read, the document storage area of the receiver is specified from the receiver identification information, and the communication document is stored in the document storage area. With this configuration, it is possible to easily manage the document at the destination of the communication document.

Embodiment 2 In the first embodiment, an example in which image information of a communication document is displayed or printed has been described. However, the electronic terminal 26 or the like may convert the image information of the communication document into a document code. This allows
The communication document can be stored as an electronic file, and the correction of the communication document can be performed.

Embodiment 3 FIG. In the first embodiment, the case where the image information of the communication document is transmitted by facsimile has been described. However, when the communication document is a document created using, for example, a word processor, the communication document is converted into image information. Without using the TIF
It may be encapsulated in the F format and transmitted by facsimile.

More specifically, the facsimile server 30 of the electronic filing apparatus 11, which is the transmission source of the communication document, encapsulates the document file of the communication document in TIFF format (the electronic terminal 23 may encapsulate the document file). , FIG.
As shown in (1), before the document file of the communication document, capsule information indicating that the communication document is a document file encapsulated in the TIFF format is added as a header, and the document file with the header is faxed. .

The facsimile server 30 of the electronic filing device 12, which is the destination of the communication document, is a document file in which the communication document is encapsulated in the TIFF format when the capsule information is added to the document file of the communication document. Then, the document file is reproduced by removing the capsule in the TIFF format. As a result, there is an effect that facsimile transmission can be performed without making a communication document into an image.

[0035]

As described above, according to the present invention, there is provided a transmission means for facsimile transmission by attaching a dedicated cover sheet on which a recipient identification information for identifying a recipient is described to a communication document. Therefore, it is possible to perform fax transmission without printing the communication document once. As a result, it is possible to save the trouble required for transmission of the communication document and to eliminate the need for paper for printing the communication document. is there. In addition, an information reading unit that reads the recipient identification information written on the dedicated cover paper, and a document storage area of the recipient is specified from the recipient identification information read by the information reading unit. Since the document storage means for storing the communication document is provided, there is an effect that the document management at the reception destination of the communication document can be facilitated.

According to the present invention, when the document storage area of the recipient corresponding to the recipient identification information does not exist, the document storage means for storing the communication document in the common document storage area is provided. Even when the user identification information is unknown or the recipient identification information has an erroneous description, the communication document can be transmitted by facsimile.

According to the present invention, when a communication document is stored in the document storage area, a document storage means for transmitting a notification of receipt of the communication document to the opening means is provided.
There is an effect that the receiver can recognize that the communication document has been transmitted by facsimile.

According to the present invention, since the opening means for displaying or printing the communication document is provided, the contents of the communication document can be confirmed.

According to the present invention, since the opening means for converting the image information of the communication document into the document code is provided, the communication document can be stored as an electronic file and the correction of the communication document can be performed. There is an effect that becomes possible.

According to the present invention, when the communication document is a coded document file, the transmitting unit encapsulates the document file in the TIFF format and transmits the document file, and the receiving unit transmits the document file in the TIFF format.
Since the document file is reproduced by removing the capsule in the IFF format, the facsimile transmission can be performed without making the communication document into an image.

According to the present invention, since the exclusive cover sheet on which the recipient identification information for identifying the recipient is described is attached to the communication document and the fax is transmitted, the fax is transmitted without printing the communication document once. This makes it possible to transmit, and as a result, it is possible to save the trouble required for transmitting the communication document and to eliminate the need for paper for printing the communication document. Further, when receiving the communication document attached with the special cover paper by facsimile, the recipient identification information written on the special cover paper is read, and the document storage area of the recipient is specified from the recipient identification information.
Since the communication document is configured to be stored in the document storage area, there is an effect that the document management at the destination of the communication document can be facilitated.

According to the present invention, when there is no recipient document storage area corresponding to the recipient identification information, the communication document is stored in the common document storage area, so that the recipient identification information is unknown. In such a case, the communication document can be faxed even if the recipient identification information has an error.

According to the present invention, when the communication document is stored in the document storage area, the reception notification of the communication document is transmitted, so that the recipient can recognize that the communication document has been transmitted by facsimile. There is an effect that can be done.

According to the present invention, since the communication document is configured to be displayed or printed, the contents of the communication document can be confirmed.

According to the present invention, since the image information of the communication document is configured to be converted into the document code, the communication document can be saved as an electronic file,
There is an effect that correction of communication documents and the like can be performed.

According to the present invention, if the communication document is a coded document file, the document file is converted to a TI file.
While the document is encapsulated in the FF format and transmitted, when the corresponding communication document is received, the TIFF format capsule is removed and the document file is reproduced, so that the facsimile transmission can be performed without imaging the communication document. effective.

[Brief description of the drawings]

FIG. 1 is a configuration diagram showing an electronic filing system according to Embodiment 1 of the present invention.

FIG. 2 is a flowchart showing an electronic filing method according to the first embodiment of the present invention.

FIG. 3 is an explanatory view showing a dedicated cover sheet.

FIG. 4 is an explanatory diagram showing transmission data of a FAX server.

FIG. 5 is a configuration diagram showing a conventional electronic filing system.

[Explanation of symbols]

11, 12 Electronic filing device, 13 Internet, 14 telephone, 15, 16 facsimile, 21
LAN, 22 server, 23-28 electronic terminal (opening means), 29 electronic filing server, 30 FAX server (transmitting means, receiving means, information reading means, document storing means), 31 image scanner, 32 printer,
33 IO server.

 ──────────────────────────────────────────────────続 き Continued on the front page F-term (reference)

Claims (12)

[Claims] 1. A transmitting means for facsimile-transmitting a dedicated cover sheet on which a recipient identification information for identifying a recipient is described to be attached to a communication document, and a receiving means for facsimile receiving the communication document to which the dedicated cover sheet is attached. Means, information reading means for reading the recipient identification information written on the dedicated cover paper, and a document storage area of the recipient specified by the recipient identification information read by the information reading means, and the document storage An electronic filing system comprising: document storage means for storing the communication document in an area; and opening means for opening the communication document stored by the document storage means. 2. The electronic document storage device according to claim 1, wherein the document storage unit stores the communication document in a common document storage area when there is no recipient document storage area corresponding to the recipient identification information. Filing system. 3. The electronic filing system according to claim 1, wherein the document storage means, upon storing the communication document in the document storage area, sends a notification of receipt of the communication document to the opening means. 4. The electronic filing system according to claim 1, wherein the opening means displays or prints a communication document. 5. The electronic filing system according to claim 1, wherein the opening means converts the image information of the communication document into a document code. 6. When the communication document is a coded document file, the transmitting means encapsulates the document file in TIFF format and transmits the document file. The receiving means removes the TIFF format capsule and reproduces the document file. The electronic filing system according to any one of claims 1 to 4, wherein: 7. A facsimile transmission while attaching a dedicated cover sheet on which a recipient identification information for identifying a recipient is described to a communication document, and facsimile receiving the communication document attached with the dedicated cover sheet. The recipient's identification information written on the cover sheet is read, the document storage area of the recipient is specified from the recipient identification information, the correspondence document is stored in the document storage area, and then the correspondence document is opened. Electronic filing method. 8. The electronic filing method according to claim 7, wherein when there is no recipient document storage area corresponding to the recipient identification information, the correspondence document is stored in a common document storage area. 9. The electronic filing method according to claim 7, wherein when the correspondence document is stored in the document storage area, a notice of receipt of the correspondence document is transmitted. 10. The electronic filing method according to claim 7, wherein a communication document is displayed or printed. 11. The electronic filing method according to claim 7, wherein image information of the communication document is converted into a document code. 12. When the correspondence document is a coded document file, the document file is encapsulated in the TIFF format and transmitted, and when the correspondence document is received,
The electronic filing method according to any one of claims 7 to 10, wherein the document file is reproduced by removing the capsule in the TIFF format.