JP2002024066A - Electronic data managing method and electronic data management system - Google Patents

Abstract

PROBLEM TO BE SOLVED: To use a data format of stored electronic data without depending on application software or hardware to create the electronic data even if the generation of the data format is changed. SOLUTION: At least one piece of electronic data having different data format is derived from the electronic data to be stored and managed. The electronic data is logically related to the electronic data derived from it. The pieces of data are registered in each of an electronic data group registering means 14 and a derived data group registering means 15. The electronic data suitable for kinds of work such as amendment, correction, browse, reference of the electronic data is selected from the electronic data group registering means 14 or the derived data registering means 15 and provided to a user. A target electronic data is selected and used from preliminarily stored and managed pieces electronic data without depending on the application software or the hardware even though the generation of the data format is changed due to rapid progress of the application software and the hardware.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to an electronic data management method and an electronic data management system for storing and managing electronic data such as drawing data and text data created by a computer.

[0002]

2. Description of the Related Art Conventionally, when electronic data such as drawing data and text data created by a computer is stored and managed, the drawing data and text data are converted into electronic data according to a certain data format. If you want to edit, modify, view, or refer to, call the electronic data using application software that has formatted the drawing data or text data and revise, modify, view, or refer to the electronic data. I have.

However, in recent years, with the rapid progress of application software and hardware, the data format is often changed each time, and electronic data of a data format created by application software and hardware of different generations is used. With new application software and hardware, there are problems such as the inability to use it as it is.

For this reason, conventionally, when application software or hardware is changed to a new one, electronic data is used by converting the data into a data format compatible with the new application software or hardware. When it becomes enormous, there are inconveniences such as a large amount of time and labor required for this conversion work.

If it is not possible to format electronic data of a different generation into a new format, the application software and hardware that created the electronic data are stored without discarding, and when the electronic data is revised, modified, or viewed. If these operations were performed by reproducing the environment, or if the operations could not be performed, the electronic data stored and managed had to be discarded.

On the other hand, as a method for filing an electronic document in which one or more data formats are logically associated and stored and managed, for example, a method described in JP-A-11-66051 is known. The filing method disclosed in the above publication converts the electronic data into display data in a format corresponding to the display means and output data in a format corresponding to the output device. The output data is transferred to the display means and displayed, and the output data is transferred to the output device. This has the effects of reducing the labor required for acquiring the text and the time required for acquiring the text. I have.

[0007]

However, according to the electronic document filing method disclosed in the above publication, electronic data of different formats is transferred to a display means or an output device.
The effort and time required to acquire electronic data can be reduced, but when using electronic data created in data formats of different generations, it is necessary to convert to a data format compatible with new application software and hardware, The conventional problems, such as requiring a lot of time and effort to convert a huge amount of electronic data into a new data format, cannot be solved at all.

SUMMARY OF THE INVENTION The present invention has been made to solve such a conventional problem, and derives at least one electronic data in a data format different from the electronic data to be stored and managed, and obtains the obtained electronic data and the derived electronic data. The purpose of the present invention is to provide an electronic data management method and a management system which can be used as much as possible without depending on application software or hardware that has created a data format, thereby aiming at effective use of accumulated electronic data. Is what you do.

[0009]

According to the present invention, there is provided an electronic data management method for storing and managing electronic data such as drawing data and text data created in a predetermined data format by a computer. Electronic data group registration means and derived electronic data by deriving at least one electronic data having a data format different from that of said electronic data, and logically associating said electronic data with electronic data derived therefrom. The user registers the data in the data group registration means, and selects electronic data suitable for the work type such as revision, correction, browsing, and reference of the electronic data from the electronic data group registration means or the derived electronic data group registration means. It is intended to be provided to.

In order to achieve the above object, an electronic data management system according to the present invention is an electronic data management system for storing and managing electronic data such as drawing data and text data created in a predetermined data format by a computer. Derived data creating means for deriving at least one electronic data having a data format different from the electronic data, electronic data group registering means for registering the electronic data in the same data format, and deriving for registering the derived electronic data. Electronic data group registration means, related information management means for logically associating the electronic data and the derived electronic data and managing the electronic data, and electronic data suitable for a work type such as revision, correction, browsing, and reference of the electronic data. Select from data group registration means or derived electronic data group registration means And by determining means industry, it is a more structure and electronic data providing means for providing electronic data selected for each work type to the user.

In order to achieve the above object, an electronic data management system of the present invention automatically selects electronic data suitable for a work type from electronic data group registration means or derived electronic data group registration means, and provides the electronic data provision. This is provided to the user via electronic information transmission means rather than means.

In order to achieve the above object, an electronic data management system according to the present invention divides a storage and management area of electronic data to be stored and managed in the electronic data group registration means and the derived electronic data group registration means.

In order to achieve the above object, the electronic data management system of the present invention divides the storage and management areas of electronic data to be stored and managed in the electronic data group registration means and the derived electronic data group registration means for each work type. Things.

In order to achieve the above object, in the electronic data management system of the present invention, the electronic data selected by the electronic data group registration means or the derived electronic data group registration means is set with a priority order for each work type. .

In order to achieve the above object, an electronic data management system according to the present invention provides an electronic data group registration unit and a derived electronic data group registration unit that store and manage electronic data to be stored and managed by a user's work area. It is logically different.

In order to achieve the above object, an electronic data management system of the present invention provides electronic data automatically selected as a work type by the electronic data group registration means or the derived electronic data group registration means to a user in real time. It was made.

In order to achieve the above object, an electronic data management system of the present invention provides electronic data automatically selected as a work type by the electronic data group registration means or the derived electronic data group registration means to a user at time intervals. It is intended to be provided.

According to the above-described method, even if the generation of the data format changes due to rapid progress of application software and hardware, electronic data stored and managed in advance is independent of application software and hardware. Electronic data can be selected and used.

With the above configuration, even if the generation of the data format changes due to rapid progress of the application software and hardware, the electronic data is stored in advance and managed without depending on the application software or hardware. Electronic data can be selected and used.

Even if the data format of the electronic data is changed, the stored electronic data can be used without being converted into an electronic format of a different generation, so that the time and labor required for the conversion work can be reduced. In addition, since it is not necessary to save a work environment such as application software or hardware that has created the electronic data, it is possible to reduce costs required for maintenance and management.

Further, since electronic data suitable for the work type is automatically selected and provided to the user,
It is possible to prevent the user from intentionally or erroneously correcting the stored electronic data due to a human error, and to prevent the user from making an incorrect change, thereby improving the reliability of the electronic data.

In addition, since priorities are set for electronic data that can be used according to the type of work such as revision, correction, browsing, and reference, it is possible to prevent the use of electronic data in an electronic format that can be easily corrected unless necessary. Can,
This reduces the chance of handling electronic data in an electronic format that can be easily corrected, so that the reliability of electronic data in a data format that is stored and managed and that is relatively easy to correct can be ensured.

[0023]

Embodiments of the present invention will be described below in detail with reference to the drawings. FIG. 1 shows a block diagram of an electronic data management system for implementing an electronic data management method.
Electronic information transmission means 10 such as e-mail and workflow
Electronic data creating means 11 for creating a plurality of derived data from the electronic data transmitted by the electronic data, electronic data of data formats A, B and C derived by the derived electronic data creating means 11, and electronic information means 10 A related information management unit 12 for managing the associated electronic data in the data format as it is transmitted, and a work type determination unit 13 for determining a work type (work type will be described later) of a user who is provided with the electronic data. The electronic data group registration unit 14 registers the electronic data in the data format as it is as the electronic data 1, 2,... N, and the plurality of data formats A, B, and C derived by the derived data creation unit 11. Electronic data 1, 2,... N to register the derived electronic data group registration means 15 and the user. The nucleophilic electronic data is composed of an electronic data providing means 16 for providing to a user through electronic communication means 10.

In this embodiment, the electronic data group registration means 14 registers the electronic data transmitted by the electronic information transmission means 10 in the same data format.
Although the area for storing and managing the derived electronic data group registration means 15 derived by the derived data creating means 11 is divided, it is not always necessary to physically divide the area. Further, the derived data creation means 11 does not necessarily need to be provided in the management system shown in FIG.

Next, a method for managing electronic data using the above system will be described. When electronic data to be created, stored, and stored by application software is sent to the derived data creating means 11 by electronic information transmitting means 10 such as an e-mail and a workflow, the agent monitors the electronic data. Arrives at the derived data creating means 11 and automatically derives a plurality of data formats A, B and C in consideration of the data format shown in FIG. Related information management means 1 through 10
Sent to 2. This is also monitored by the agent, and the electronic data created in the data format type after arrival is registered in the electronic data group registration means 4 and the derived electronic data is registered in the derived electronic data group registration means 15 and registered. In doing so, the related information management means 12 manages the information by associating the electronic data to be logically stored and managed with the derived electronic data.

Next, when a request for provision of electronic data is received from the user by the information transmission means 10 which specifically describes a method of managing electronic data according to work such as revision / correction, browsing / reference, etc. Reference numeral 10 determines a work type assigned to the information transmitting means 10 in advance based on the work type information. The related information management means 12 uses the information and a table used by the work type determination means 13 shown in FIG. 2 to determine the priority of the derived data format for each work type, and the related information management unit 12 shown in FIG. A data format is determined from a table for managing what kind of derived data format is available for the electronic data stored and managed, and the corresponding data is determined by the electronic data group registration unit 14 or the derived electronic data group registration unit 15. In addition to selecting the electronic data of the format, the electronic data of the corresponding data format is transferred from the electronic data providing means 14 to the user via the information transmitting means 10.
The purpose of the tables shown in FIGS. 2 and 3 is that the type and number of derived data formats may be different for each electronic data stored and managed. It is.

FIG. 4 shows a PAD (Problem Analysis Diag) for explaining the flow of processing for providing electronic data from the electronic data management system shown in FIG.
In the following, this will be described. First, when a request for providing electronic data is received from the user by using the information transmitting means 10 in the work type determining means 13, the work type is confirmed in step 101 together with the request.

Next, in order to confirm the data format suitable for the work type, the priority of the data format is determined in step 102 by using the priority determination table shown in FIG. Based on this information, the related information management unit 12 checks in step 103 whether there is a data format with a high priority. If the data format with the higher priority is registered in the electronic data group registration unit 14 or the derived electronic data group registration unit 15 in the data format as it is created, the information transmission unit 10 is used to provide the electronic data. Step 10
Execute at 4.

If there is no electronic data of the data format corresponding to the created electronic data group registration means 14 or the derived electronic data group registration means 15 of the data format as it is, the electronic data of the data format which is stored and managed in addition. It is confirmed in step 105 whether data exists. If there is any other electronic data that is stored and managed, it is checked in step 106 whether the electronic data is in the corresponding data format, and steps 103 to 106 are performed until electronic data in the corresponding data format comes out. Is performed. If there is no other electronic data to be stored and managed, the electronic data in the data format confirmed immediately before in step 107 is provided to the user using the information transmitting means 10.

As described above, in the present embodiment, a request for electronic data provision from a user and provision to the user by using the information transmitting means 10 register the data format as it is created. The electronic data group registration means 14 and the derived electronic data group registration means 15 in which the derived electronic data is registered can store and manage the electronic data without direct operation by the operator. Correction and unauthorized change are not performed, thereby maintaining the reliability of the managed electronic data.

In the above embodiment, the information transmitting means 1
Although it is configured to perform real-time response by 0 and an agent that constantly monitors it, this processing is automatically performed at a certain time interval without using the monitoring agent. You may. That is, FIG. 5 is a diagram illustrating a process flow of the derived data creating means 11 constituting the electronic data management system shown in FIG.
D, which will now be described.

First, when electronic data newly registered or revised / modified by the derived data creating means 11 is received through the information transmitting means 10, the data format created in step 111 is confirmed. Then step 11
In step 2, it is created by the derived data creating means 11 shown in FIG.
The data format of the derived data is determined using the table (FIG. 3) used to create the derived data from the electronic data to be stored and managed.

Next, in step 113, the derived data is converted, and if necessary, step 113 is repeated.
A plurality of derivative data is created, and then in step 114, the management data of the related information management unit 12 is updated. Next, the electronic data of the same data format and the derived electronic data created in step 115 are registered or updated in the created electronic data group registration unit 14 and the created electronic data group registration unit 15.

In this embodiment, the derived data creating means 11 is incorporated in the management system in order to maintain the consistency between the electronic data to be created, stored and managed, and the derived electronic data. As long as the consistency between the electronic data to be stored and managed and the derived electronic data is guaranteed, the derived data creation means 11 may of course be provided outside the management system.

On the other hand, the electronic data management method of the present invention is based on deriving a data format that is difficult to revise or modify from electronic data to be created, stored and managed. For example, if the data format of the electronic data to be created, stored and managed is a data format belonging to the application software, the derived data is created as a raster, PDL or data format belonging to an intermediate file as the derived data, If the electronic data to be created, stored and managed is in a data format belonging to the PDL, the data format belonging to the raster is created as derived data, but the format of the electronic data to be created, stored and managed is If the data format is relatively difficult to revise / modify, derived data is also defined and used in the raster.

FIG. 7 shows the formal names of the data formats used in FIG. 6, and there are many data formats. Therefore, FIG. 7 shows only typical data formats. .

FIG. 8 schematically illustrates a situation in which electronic data in different data formats is provided depending on the type of work. Next, this will be described. When the user 204 who does not need to modify data such as browsing / referencing requests the work type determination unit 13 to provide electronic data, the work type determination unit 13 determines the work type and selects an appropriate data format. For example, for the user 203 who needs to correct data such as revision / correction, the derived data format 201 is selected and provided from the derived data registration means 15. By properly using the data format for each work type in this manner, the frequency of using the created electronic data 201 in the data format as it is can be reduced, and erroneous revision / correction due to human error, and the opportunity for unauthorized correction can be reduced. Reliability can be maintained.

FIG. 9 shows that the generation of the data format changes due to the progress and transition of software and hardware during the long-term management, and provides the electronic data for revision and correction of the stored and managed electronic data. This will be described below. First, the created electronic data 300 is newly registered in the electronic data registration means 14. The electronic data 301, the electronic data 302, and the electronic data 303 derived in the registration process are associated with the electronic data 300 based on the related information management means 12.

Next, lending for correction is performed. At this time, the created data is still available, and the created electronic data 300 can be provided as it is. After the correction, the electronic data 301 is registered again in the electronic data registration unit 14, but the electronic data 301 that has been upgraded or upgraded from the created electronic data 300 is registered in the electronic data group registration unit 14.

Similarly to the new registration, the electronic data 311 derived from the electronic data registration process and the derived electronic data 31
2 and the derived electronic data 313 are associated with the base electronic data 310 by the related information management means 12.

Similarly, a loan for correction is made.
At this time, the created data is still available, and the created electronic data 310 can be provided as it is.
After the correction, the electronic data is registered in the electronic data registration unit 14 again, but the electronic data 320 that has been upgraded from the created electronic data 310 is registered in the electronic data group registration unit 14.

Similarly to the new registration, the electronic data 321, the derived electronic data 322, and the derived electronic data 323 derived in the course of the electronic data registration are associated with the electronic data 320 based on the related information management means 12. If the electronic data 320 created by advancement and transition of software and hardware is not available when lending electronic data to make correction again, the tables shown in FIGS. 2 and 3 are used. By reference, the derived electronic data 321 is provided in a data format deemed appropriate.

The provided user makes a correction by using it, registers the derived electronic data 331, which is upgraded from the derived electronic data 321, and derives the derived electronic data 332 and the derived electronic data 333 in the process. Then, the derived electronic data 331 is associated with the related information management unit 12.

On the other hand, the electronic data registered in the electronic data group registration means 14 and the derived electronic data group registration means 15 are
Although it has the advantage that it can be provided to the user without direct operation by the operator, the registered electronic data may be erroneously corrected due to the user's intention or human error, or may be corrected and changed illegally. Even if such a situation occurs, there is a need for a backup system that can quickly recover the current situation. Therefore, in the embodiment of the present invention, the stored electronic data is backed up by the following backup system.

That is, electronic data storage means having a rewritable area and a non-rewritable area, electronic data to be newly registered is written in the rewritable area, and electronic data to be corrected is stored in the electronic data before correction in the rewritable area. In some cases, the electronic data to be corrected is overwritten on the electronic data before correction, and when the electronic data before correction is in the non-rewritable area, the electronic data to be corrected can be rewritten with the electronic data before correction unchanged. Registration correction means for writing to an area, search means for searching for the latest correction electronic data when referring to electronic data, and area change for changing the electronic data to a non-rewritable area when the rewritable area reaches a predetermined standard. Means for backing up the electronic data changed from the rewritable area to the non-rewritable area. A rewritable area backup unit that constitutes the backup system by the rewritable area backup means backs up the electronic data of the rewritable area regularly or irregularly.

By employing the above backup system,
In the backup of the non-rewritable area, the electronic data when the rewritable area reaches a predetermined standard and is changed to the non-rewritable area can be backed up at one time, and when the electronic data is stored, the electronic data in the non-rewritable area can be backed up. And the electronic data to be corrected is stored in the rewritable area. As a result, a plurality of data exist, so that when searching for electronic data, the latest electronic data is searched by the search means, and the backup efficiency decreases when the number of electronic data in the rewritable area increases. Therefore, when the rewritable area reaches a predetermined reference, the area is changed to a non-rewritable area and a backup is made.

As a result, once the electronic data stored in the non-rewritable area is backed up, there is basically no need to back it up, and only the data stored in the rewritable area need be backed up normally. In addition, the cost and time for backup can be reduced, and efficient backup can be realized.

It should be noted that the above-mentioned backup method by the backup system is an example, and the present invention is not limited to this backup method.

[0049]

As described in detail above, the present invention derives at least one electronic data having a data format different from that of the electronic data, and logically associates the electronic data with the electronic data derived from the electronic data. The electronic data group registration means or the derived electronic data registration means registers the data in the data group registration means and the derived electronic data group registration means, and stores the electronic data suitable for the work type such as revision, correction, browsing, and reference of the electronic data. Since the data format is changed and the data format generation changes due to the rapid progress of application software and hardware, the data is stored and managed in advance without depending on the application software or hardware. You can select and use the target electronic data from the .

Even if the data format of the electronic data is changed, the stored electronic data can be used without being converted to a data format of a different generation, so that the time and labor required for the conversion work can be reduced. In addition, since it is not necessary to save a work environment such as application software or hardware that has created the electronic data, it is possible to reduce costs required for maintenance and management.

Further, electronic data suitable for the work type is automatically selected and provided to the user.
Correction by the user intentionally or by human error,
Correction and unauthorized change can be prevented, so that the reliability of electronic data can be improved.

Further, since priorities are set for electronic data that can be used according to the type of work such as revision, correction, browsing, reference, etc., opportunities for handling electronic data in a data format that can be easily corrected unless necessary are reduced. Storage
The reliability of the stored electronic data in a data format that is relatively easy to correct can be improved.

[Brief description of the drawings]

FIG. 1 is a block diagram of an electronic data management system according to an embodiment of the present invention.

FIG. 2 is a table showing a priority of a data format determined as a work type in the electronic data management system according to the embodiment of the present invention.

FIG. 3 is a table for managing a data format of electronic data derived by the electronic data management system according to the embodiment of the present invention.

FIG. 4 is a PA showing a work flow of providing electronic data by the electronic data management system according to the embodiment of the present invention;
D.

FIG. 5 is a PA showing a work flow of providing electronic data by the electronic data management system according to the embodiment of the present invention.
D.

FIG. 6 is a table used when creating derived data from electronic data to be created, stored, and managed by the derived data creating means provided in the electronic data management system according to the embodiment of the present invention.

FIG. 7 is an explanatory diagram illustrating formal names and the like of data formats used in the table of FIG. 6;

FIG. 8 is a schematic diagram when the electronic data management system according to the embodiment of the present invention provides different data formats for work types.

FIG. 9 is an explanatory diagram for performing revision, correction, and the like of electronic data whose data format has been changed during long-term storage and management in the electronic data management system according to the embodiment of the present invention;

[Explanation of symbols]

 DESCRIPTION OF SYMBOLS 10 Electronic information transmission means 11 Derived data creation means 12 Related information management means 13 Work type determination means 14 Electronic data group registration means 15 Derived electronic data group registration means 16 Electronic data provision means

Claims (9)

[Claims] An electronic data management method for storing and managing electronic data such as drawing data and text data created in a predetermined data format by a computer,
At least one electronic data having a data format different from that of the electronic data is derived, and the electronic data and the derived electronic data are logically associated with each other and registered in the electronic data group registration unit and the derived electronic data group registration unit, respectively. In addition, the electronic data adapted to the type of work such as revision and correction of the electronic data, browsing, reference, etc.,
An electronic data management method, wherein the electronic data management method is selected from the electronic data group registration means or the derived electronic data group registration means and provided to a user. 2. An electronic data management system for storing and managing electronic data such as drawing data and text data created in a predetermined data format by a computer, wherein at least one electronic data has a data format different from the electronic data. Derived data creation means for deriving data, electronic data group registration means for registering the electronic data in the data format as it is, derived electronic data group registration means for registering the derived electronic data, A related information management means for logically associating and managing electronic data, and electronic data adapted to a work type such as revision, correction, browsing, and reference of the electronic data from the electronic data group registration means or the derived electronic data group registration means. Means for determining the type of work to be selected, and electronic data selected for each type of work. An electronic data management system, comprising: electronic data providing means for providing to a user. 3. An electronic data suitable for the work type is automatically selected by the electronic data group registering means or the derived electronic data group registering means, and provided to the user via the electronic information transmitting means by the electronic data providing means. 3. The electronic data management system according to claim 2, wherein 4. The storage of electronic data to be stored and managed in said electronic data group registration means and the derived electronic data group registration means,
4. The electronic data management system according to claim 2, wherein the management area is divided. 5. The storage of electronic data to be stored and managed in said electronic data group registration means and the derived electronic data group registration means,
The management area is divided for each work type.
The electronic data management system according to claim 1. 6. The electronic data according to claim 2, wherein the electronic data selected by said electronic data group registration means or the derived electronic data group registration means has a priority set for each work type. Management system. 7. Storage of electronic data to be stored and managed in the electronic data group registration means and the derived electronic data group registration means,
7. The electronic data management system according to claim 2, wherein the management area is logically different from a work area of the user. 8. The electronic apparatus according to claim 2, wherein electronic data automatically selected as a work type by said electronic data group registration means or derived electronic data group registration means is provided to a user in real time. Electronic data management system. 9. An electronic data automatically selected as a work type by the electronic data group registering means or the derived electronic data group registering means is provided to a user at time intervals. Electronic data management system according to the item.