JP2003216467A - Document managing system and program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To unitarily manage a plurality of types of terms per each document, and notify a concerned party by specifying a document needing term notice and its type of term. <P>SOLUTION: An applicant terminal 2, a registrant terminal 3, an examiner terminal 4 and an approver terminal 5 or the like used as client terminals are connected to a management server 1 via a network. The management server 1 receives documents sent from the registrant terminal 3 and stores and manages them, detects the document needing the term notice from the documents and the type of term by referring to a plurality of types of term information registered in a document registration data base in correspondence to the stored documents, and carries out the term notice to the concerned party with respect to the document. <P>COPYRIGHT: (C)2003,JPO

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document management system and a program which are connected to a plurality of client terminals via a network and receive and store documents sent from any of the client terminals.

[0002]

2. Description of the Related Art Conventionally, a document management system built in a company organization has a plurality of client terminals connected to a document management server via a network (LAN). After receiving the, the newly created document file is received and stored, this document file is sent to the examination / approval route and registered as an official document after undergoing examination / approval. It manages various types of documents such as distributing them to its readers and updating documents according to revisions of registered documents.

[0003]

By the way, in such a document management system, in addition to performing the above-mentioned various document management, the expiration date management, the storage expiration date, and the update expiration date for each document are also managed. It is also required to be done by the standard of ISO (International Organization for Standardization), but in the past, the expiration date, the storage period, and the update period are individually managed for each of the old version rule and the new version rule. It does not support deadline management that conforms to both the old version rule and the new version rule, and it becomes difficult to notify properly and reliably even when the expiration is notified, and the deadline management and notification are carefully performed. Was requested. This is ISO
The same applies not only to the corresponding system but also to other systems that manage a plurality of types of deadlines, and it is difficult to perform deadline management and notification in detail. On the other hand, every time a document is created, the document creator inputs and specifies the deadline information.
In addition to imposing a burden on the document creator, there is a risk of input errors, and appropriate time limit information is not always input, which is a cause of adverse effect on time limit management.

A first object of the present invention is to make it possible to centrally manage a plurality of types of deadlines for each document, and to specify a document for which deadline notification is required and the type of that deadline to notify the relevant parties. That is. An object of the second invention is to realize a deadline notification based on a deadline that depends on a folder in which a document is classified and stored, even if the document creator does not input and specify deadline information each time a document is created. It is to be.

[0005]

The invention according to claim 1 (first invention) is connected to a plurality of client terminals via a network and receives a document transmitted from any one of the client terminals. A document management system that stores and manages a plurality of types of deadline information for each document to be stored, and a plurality of types of deadline information registered for each document by the deadline information registration unit. By referring to the current date and time information, a document for which a deadline notification is required is detected from each document, and a detecting means for detecting the type of the deadline and a person concerned with the document detected by this detecting means. And a notification means for notifying the concerned person of the deadline. Further, it provides a computer with a program for realizing the main functions shown in the above-mentioned invention of claim 1 (invention of claim 12).

Therefore, according to the inventions of claims 1 and 12, by referring to a plurality of types of registered deadline information and current date and time information for each document to be stored,
Documents that require deadline notification are detected from each document, the type of deadline is detected, and the deadline notification is sent to the parties concerned with this document. Therefore, multiple types of deadlines are centrally managed for each document. At the same time, it is possible to specify the document for which the deadline notification is required and the type of the deadline and notify it to the concerned parties. By receiving an expiration notice that clearly indicates the type of deadline, it becomes possible to quickly respond, and deadline management and deadline notification can be performed in detail.

The invention according to claim 1 may be as follows. The notification unit selects and acquires the related person according to the type of the deadline detected by the detection unit when acquiring the related person for the document detected by the detection unit (the invention according to claim 2). Therefore, according to the invention of claim 2, in addition to having the same effect as that of the invention of claim 1, it is possible to select the parties to perform the deadline notification according to the type of deadline. In addition, depending on the importance of the deadline or the urgency of the deadline, it is possible to notify the deadline to appropriate persons such as the boss and the manager.

[0008] Period information storage means for storing a plurality of types of period information corresponding to the type of document, and when storing a document transmitted from the client terminal The reading means for reading the corresponding plural kinds of period information and the calculating means for calculating the plural kinds of deadline information based on the plural kinds of period information read by the reading means are provided, and the deadline information registering means is provided. The plurality of types of deadline information calculated by the calculating means are registered (the invention according to claim 3). Therefore, according to the invention described in claim 3, in addition to the same effect as the invention described in claim 1, every time a document is created, a plurality of types of deadline information are automatically generated according to the type of the document. Since the document creator does not have to enter and specify the deadline information at all, the burden on the document creator can be reduced, and multiple types of deadline information can be stored for each document. Accurate and uniform registration allows for reliable and uniform deadline management.

The plurality of types of deadline information include an update deadline that specifies the update time of the document. When the document is updated according to this update deadline, the original update deadline is replaced by a new update deadline. (The invention according to claim 4). Therefore, according to the invention of claim 4, in addition to the same effect as that of the invention of claim 1, when the document is updated according to the update deadline, the original update deadline is changed to a new update deadline. Since the automatic change is made, it is not necessary to input and specify the update deadline each time the document is updated, and the burden on the updater can be reduced.

The plurality of types of deadline information includes the expiration date of the document in addition to the document update deadline. When the document is updated in accordance with the update deadline, the update deadline is changed. The expiration date is also changed (the invention according to claim 5). Therefore, according to the invention of claim 5, in addition to having the same effect as that of the invention of claim 1, when the document is updated according to the update deadline, the original update deadline is combined with the new update deadline. Since the expiration date is also changed automatically, it is not necessary to specify the update expiration date and the expiration date each time the document is updated, which can further reduce the burden on the updater and also the relationship between the update expiration date and the expiration date. It becomes possible to hold it properly.

The plurality of types of deadline information include the expiration date and storage period of the document, the document is stored as invalid after the expiration of the expiration date, and the document is deleted after the expiration of the storage period. (Invention of Claim 6). Therefore, according to the invention of claim 6, in addition to having the same effect as the invention of claim 1, it is possible to perform deadline management corresponding to the expiration date and storage period of the document. In addition to document management that keeps old and new documents as they are, document management that stores only the latest documents becomes possible.

[0012] The concerned parties include an examiner who examines the document in addition to the creator of the document, and the notifying means individually notifies the creator of the document and the examiner of the deadline. Perform (the invention according to claim 7). Therefore, claim 7
According to the described invention, in addition to having the same effect as that of the invention described in claim 1, the deadline is individually notified to the examiner who examines the document in addition to the creator of the document. Therefore, the examiner can not only examine the contents of the document to be registered, but also intervene in dealing with the deadline.

There is provided a creating means for creating a deadline list including the identification information of the document detected by the detecting means, information indicating the type of the deadline, and a guide message, and the notifying means is created by the creating means. The deadline list is notified to the persons concerned (the invention according to claim 8). Therefore, according to the invention of claim 8, in addition to having the same effect as the invention of claim 1, a deadline list including document identification information, information indicating the type of deadline, and a guidance message is created. Since the notification has been sent to the concerned parties, the concerned parties who received this list have decided which documents have expired based on the contents of this list, and what kind of deadline has expired. It is possible to confirm at once how to deal with the problem, and it is possible to efficiently deal with the problem.

When a document registration application is accepted, for documents that are not officially registered and stored, the planned registration time of the document and the prospective registration person of the document are managed, and according to the planned registration time. Then, the document registration deadline is notified to the person who is going to register the document (the invention according to claim 9). Therefore, according to the invention of claim 9, in addition to having the same effect as that of the invention of claim 1, for a document which is not officially registered and stored after receiving a document registration application,
Since the deadline for document registration is notified to the person who will register the document in accordance with the scheduled registration time, for example, the person who is scheduled to register the document is notified that the scheduled registration time has passed, Since it is possible to notify that the scheduled registration time is near, it is possible to effectively prevent omission of registration.

The detecting means needs to notify the expiration date of a document which is expired or is about to expire by referring to the plurality of types of time limit information registered for each document and the current date and time information. Detect as a document (Claim 1)
Invention described in 0). Therefore, according to the invention described in claim 10, in addition to the effect similar to that of the invention described in claim 1, it is possible to detect not only the expired document but also the document near the deadline, which is appropriate. Deadline management becomes possible.

The invention according to claim 11 (second invention) is
A document management system connected to a plurality of client terminals via a network to receive and store documents sent from any of the client terminals, and classify and store documents sent from the client terminals. Corresponding to the document stored in the category-specific folder, the determining unit that determines whether the deadline information about the document is set, and the determining unit determines that the document has the deadline information set. In the case of a document, a deadline notification is sent to the parties concerned with the document in accordance with this deadline information, and if it is determined that the document has no deadline information set, then it is classified by the storage location of the document. A notification unit that acquires the deadline information associated with the folder and sends a deadline notification to the parties concerned with the document according to the deadline information. It is intended to comprise. Further, the computer is provided with a program for realizing the main functions shown in the invention of claim 11 described above (the invention of claim 13).

Therefore, the invention according to claims 11 and 13 corresponds to the documents stored in the classified folders,
If the deadline information is set for the document, if the deadline information is set, the deadline information is sent to the related parties according to this deadline information, and the deadline information is not set. If it is a document, the deadline information associated with the category-based folder that is the storage destination of the document is acquired, and the deadline notification is given to the person concerned with the document according to this deadline information. Even if the document creator does not input and specify the deadline information each time the document is created, the deadline notification based on the deadline depending on the folder in which the document is classified and stored can be performed, and the burden on the document creator can be reduced. In addition to being able to do so, reliable deadline management becomes possible.

[0018]

BEST MODE FOR CARRYING OUT THE INVENTION (First Embodiment) A first embodiment of the present invention will be described below with reference to FIGS. FIG. 1 is a block diagram showing a document management system in this embodiment. This document management system shows a client / server system constructed in a company organization. A management system server (hereinafter, simply referred to as a management server) 1 which is the core of the document management system is a document from a client terminal. After accepting the registration application of, the newly created document file sent from the client terminal is received and stored, and this document file is examined and
Various types of documents such as registering as a formal document after passing through the approval route and undergoing examination / approval, distributing the registered document to the viewers in response to a browsing request, updating the document according to revision of the registered document, etc. It manages and manages the progress of documents.

In the management server 1, an applicant terminal 2, a registrant terminal 3, an examiner terminal 4, an approver terminal 5, a viewer terminal 6, and a system are provided as a plurality of client terminals arranged in a company organization. The administrator terminal 7 is connected via the network 8, and the name given to each client terminal is a name given conceptually according to the role of the client. The network 8 is a LAN using the Internet technology, and may be a wired LAN or a wireless LAN. In addition, the document means to include an image image in addition to the text data.

The applicant terminal 2 is, for example, a client terminal on the side of the boss or upper organization of the document creator, and the boss or upper organization makes a document registration application to the management server 1. In addition to the "applicant name" of yourself, various information such as "document name" to be registered, "planned person (planned person to create document)", "scheduled date of registration", etc. is sent to the management server 1. , Perform the application procedure. The registrant terminal 3 is a client terminal on the document creator side, and sends a newly created document file to the management server 1 to request document registration. The management server 1 uses the registrant terminal 3 Receives and stores the document file sent from (temporary registration)
After that, they are registered as official documents under certain conditions.

The examiner terminal 4 and the approver terminal 5 are client terminals on the examiner / approver side that examines and approves the contents of the created new document, and stores the document file transmitted from the management server 1. After the examination and approval, the result is returned to the management server 1. The viewer terminal 6 is a client terminal on the viewer side that requests the viewing of a document file registered as a formal document after examination and approval. The system administrator terminal 7 is a client terminal on the administrator side that manages the entire document management system.

On the management server 1 side, a “document application DB (database)”, a “document registration database”, which will be described later,
In addition to the "period table" and "notification database", a "document file warehouse" for storing and storing various document files sent from the registrant terminal 3 and the client name and mail address of each client terminal A "client database" is provided for memory management. Note that digitized (packetized) data is transmitted and received between the management server 1 and each of the client terminals 2 to 7, and the management server 1 has a database server function, a Web server function, and a mail server function. It is equipped with various server functions such as
Has a Web browser function and a mail function.

In particular, this embodiment is characterized in that the management server 1 centrally manages a plurality of types of deadlines for each document, and the expiration / near deadline (near end) for each document. The document is monitored, the type of the deadline that has expired / is approaching the deadline is specified, and the deadline is notified to the relevant person by e-mail. In this case, the plural types of deadlines are “registration scheduled deadline”, “update deadline”, “validity deadline”, and “storage deadline”, and the “registration scheduled deadline” is the registration request made by the applicant terminal 2 The time information is set later to monitor whether the document to be registered is newly created and actually stored. The “update deadline” is the time information set for the registrant or the like to review (update) the content next time the document is registered and stored. "Expiration date" is the expiration date information set for storing the document as invalid after the expiration date, and "Storage expiration date" is the expiration date information set for deleting the document after the expiration of this period. Is.

FIG. 2 shows a processing menu screen (W which is transmitted by the management server 1 in response to a request from each client terminal 2 to 7).
It is the figure which showed the eb page). On this processing menu screen, the content of the processing request is "1: document application",
When the client terminal has a desired processing menu by selecting and designating "2: Document registration / update" and "3: Document browsing", the management server 1 starts execution of processing corresponding to this selection menu. . That is, "1: document application" is a menu item selected when the applicant terminal 2 makes a document registration application, and the management server 1 activates the document application process in response to this request. “2: Document registration / update” is a menu item selected when the registrant terminal 3 requests a new document registration request or a registered document update request, and the management server 1 responds to this registration / update request. Start the document registration / update process. “3: Document browsing” is a menu item selected when the browser terminal 6 requests document browsing, and the management server 1 searches for a designated document in response to the browsing request and requests the browsing terminal. The browsing process to be transmitted to 6 is executed.

FIG. 3A shows the document application database 11
It is a figure showing the record contents of. The document application database 11 includes a "document number", an "application date", an "applicant", a "registered person", a "scheduled document name", for each application record.
It is configured to have respective items of "document type", "scheduled registration date", and "registration date". The “document number” is a serial number generated on the management server 1 side each time a document application is requested. “Application date”, “Applicant”, “Registered person”, “Scheduled document name”, “Document type”, “Registration scheduled date” is the application from the applicant sent from the applicant terminal 2 side. Information,
"Planned person" indicates the name of the person who will newly create and register the document according to the applicant's instructions.
Indicates the name of the document to be registered, “Document type” indicates the type of document to be registered, and “Schedule registration date” indicates the registration deadline of the document. The “registration date” is the current system date set on the management server 1 side when the document to be registered is actually registered.

FIG. 3B shows the document registration database 12
It is a figure showing the record contents of. The document registration database 12 stores the management information in association with the registered and stored documents, and each registration record includes a “document number”, a “registered person”, a “document name”, a “document type”, and a “document type”. "Date of registration", "Examiner", "Approver", "Expiration date", "Expiration flag", "Renewal deadline", "Renewal expiration flag", "Storage deadline", "Document file link destination", "Update""Day(1)","Update file link destination (1)", "Update date (2)", "Update file link destination (2)", ...
It has each item of. The “document number”, “registrant”, “document name”, “document type”, and “registration date” are the “document number” and “registration candidate” read from the corresponding application record in the document application database 11. , "Scheduled document name", "Document type", "Registration date" are set in the corresponding item position in the registration record. "Registered person" and "Scheduled document name" are "Registered person", It is set as the "document name".

"Examiner", "Approver", "Expiration date",
The "update deadline" and the "storage deadline" are information entered and set by the registrant when registering and storing the newly created document file on the registrant terminal 3 side. , "Renewal deadline" and "storage deadline" are not set, the management server 1 automatically generates "validity deadline", "update deadline", and "storage deadline" based on a period table described later. I am trying to set it. “Document file link destination”, “expiration expiration flag”, “update expiration flag” ... are information automatically set on the management server 1 side, and are “expiration expiration flag” and “update expiration expiration flag”.
Is a flag that is set when that time expires,
The "document file link destination" is information designating the storage destination stored in the above-mentioned document file warehouse, and is "update date (1)", "update file link destination (1)", "update date (2)". , "Update file link (2)", ...
This is information set every time the document is updated.

FIG. 4 is a diagram showing the contents of the period table 13. The term table 13 is referred to when the management server 1 automatically generates the “expiration date”, the “update term”, and the “storage term”, and the “valid term” corresponding to the document types A, B, and C. , “Update period”, and “storage period” are stored. In this case, the period table 13 is
It has “Registration Area” and “Update Area”, and “Valid Period”, “Update Period” and “Storage Period” for each “Document Type” are set in correspondence with the document registration. The "validity period" and "update period" for each "document type" are set in correspondence with the document update. Note that the “validity period” and “update period” of “at the time of updating” indicate the period during which the addition is extended each time the document is updated. The management server 1 automatically sets the “validity period”, “update period”, and “storage period” based on the “validity period”, “update period”, and “storage period” read from the period table 13 according to the type of document. It is generated and set and registered in the document registration database 12.

FIG. 5A is a diagram showing the contents of the notification database 14. The notification database 14 is shown in FIG.
The warning records for creating the deadline list for each client shown in (B) are stored. Each warning record is
It has items of “client name”, “document name”, “deadline type”, “deadline date”, and “warning message”. Figure 5
The deadline list for each client shown in (B) is "document name" by "deadline type (validity period, renewal period, storage period)",
It is a list in which "deadline date" and "warning message" are described. The "warning message" is a message text for giving a warning about expiration / near expiration and giving guidance on how to deal with it.

FIG. 6 is a block diagram showing the basic components of the management server 1. The CPU 101 is the storage device 1.
This is a central processing unit that controls the overall operation of the management server 1 in accordance with the operating system and various application software in 02. The storage device 102 is
It has a program storage area and a data storage area, and in this program storage area, as an application program in addition to the operating system, "processing according to a document registration application request" to be described later, "document registration schedule""Deadline management processing", "processing according to document registration / update request", "validity period, update period, storage period management process", etc. are stored, and the above-mentioned document application database 11 is stored in the data storage area. A document registration database 12, a period table 13, a notification database 14, etc. are stored,
It is composed of magnetic, optical, semiconductor memory, etc. and its drive system. The recording device 102 may be configured such that a removable storage medium such as a CD-ROM or a DVD can be mounted in addition to a fixed memory such as a hard disk. The programs and data in the storage device 102 are loaded into the RAM (for example, static RAM) 103 as needed, or the data in the RAM 103 is stored in the storage device 10.
Saved to 2. The RAM 103 has a program execution area and a work area.

Further, the CPU 101 can directly access and use a program / data of another electronic device via the communication device 104, or can download and receive from another electronic device via the communication device 104. Communication device 10
Reference numeral 4 denotes a wired / wireless communication interface including a communication modem and an antenna, which is connected to a local communication network and controls data transmission / reception with other client terminals. Besides, an input device 105 and a display device 106, which are its input / output peripheral devices, are connected to the CPU 101 via a bus line, and the CPU 101 controls their operations according to an input / output program.

Next, the operation algorithm of the management server 1 in the first embodiment will be described with reference to the flow charts shown in FIGS. Here, each function described in these flowcharts is stored in the form of a readable program code, and the operation according to this program code is sequentially executed. Further, the operation according to the above program code transmitted via the transmission medium can be sequentially executed. This is the same in other embodiments described later, and it is also possible to execute the operation peculiar to this embodiment using a program / data externally supplied via a transmission medium in addition to the recording medium.

FIG. 7 is a flowchart showing a process which is started in response to a document registration application requested by the applicant terminal 2. First, when the management server 1 receives a registration application request from the applicant terminal 2, the document registration application screen (We
(Page b) is transmitted to the requester applicant terminal 2 (step A1). This document registration application screen is
It is an input screen to enter "applicant", "registered person", "scheduled document name", "document type", "scheduled registration date",
On the side of the applicant terminal 2, the necessary items are entered in this application screen and returned to the management server 1. When the management server 1 receives the application content from the applicant terminal 2 (step A
2) After the document number is automatically generated (step A3), a new document application record in which the "document name" is added to the received application content is newly created (step A4), and this new record is additionally registered in the document application database 11. Do (Step A
5).

Next, in order to have the applicant confirm the registration contents, after transmitting the present application registration contents to the requester applicant terminal 2 (step A6), it is confirmed that the applicant confirms the registration contents. On the condition that the affirmative response is received, the management server 1 selects "planned person" from the application record registered this time.
Is specified, and the above-mentioned client database is searched based on the "planned person" to acquire the mail address (step A7). Then, the application registration content is sent by e-mail to the registrant terminal 3, which is the person who is planning to register (step A8). In this case, for the prospective registered person, "document number", "application date", "applicant", "scheduled document name",
"Document type" and "scheduled registration date" are sent by email. Hereinafter, if there is another application request (step A9), the above operation is repeated (steps A1 to A9).

FIG. 8 is a flow chart showing a registration schedule deadline management process (registration forecast management process) which is started once a day. First, the management server 1 accesses the document application database 11 and extracts all application records for which "registration date" is not set (step B).
2). Then, one record is designated from each of the extracted application records, and the "registration scheduled date" is read from the record (step B2), and the scheduled registration date is compared with the current system date (step B3). As a result, if the current date is before the planned registration date, it is further checked whether it is 7 days before the planned registration (step B4), and if it is not 7 days before, it is determined whether there is another unprocessed application record (step B4). B6), if there is, the process returns to step B2, the next application record is designated, and the "scheduled registration date" is read from the designated application record.

If the current date is 7 days before the registration is scheduled (step B4), the "registration candidate" and "applicant" are read from the application record, and the mail addresses thereof are referred to by referring to the client database described above. To get
A message to inform you that you are about to register,
Send to the client terminal of the applicant (Step B
5). Then, if there is another unprocessed application record (step B6), the above operation is repeated. On the other hand, if the current date is the planned registration date or more (step B3), it is checked whether the current date is the planned registration date (step B7). Here, if the document has not been registered even after the scheduled registration date, a warning message is mailed to the prospective registration person (step B8). If document registration has not been performed even if the current date exceeds the planned registration date, the application record is deleted from the document application database 11 (step B9).

FIG. 9 and FIG. 10 are flowcharts showing a process which is started in response to a document registration / update request from the registrant terminal 3. First, the management server 1 transmits a document number input screen to the requester registrant terminal 3 (step C1), and then receives the document number returned from the registrant terminal 3 (step C2), and registers the document. The database 12 is searched (step C3), and it is checked whether this document number has been registered (step C4). If the document has not been registered, it is determined that the request is for a new document registration, and the document application database 11 is based on this document number.
Is checked to see if there is a corresponding application record (step C5). As a result, if there is no corresponding record, this registration request is invalidated, but if there is a corresponding application record, the condition is that the "registration date" is not set in this application record (step C7). , The document registration screen is transmitted to the requester registrant terminal 3 (step C8).

This document registration screen is an input screen for inputting "examiner", "approver", "expiration date", "update deadline", "storage deadline", etc., and this document registration screen When the necessary information is filled in and a reply is sent back, after receiving this registration content (step C9), a request to send the newly created document file is made to the registrant terminal 3 (step S9). C10). Then, when the document file from the registrant terminal 3 is received (step C11), this document file is stored in the above-mentioned document file warehouse (step C12), and then a file link destination designating the storage destination is generated and received. Create a registration record with the registered contents and file link destination added (step C1).
3). That is, the document application database 11 is searched based on the document number received in step C2 described above, and “document number”, “registered person”, “planned document name”, “document” are selected from the application record corresponding to this document number. Seed "," registration date "
To create a registration record by setting them in the corresponding item positions, and registering the registration contents received in step C9 above with the file link destination created in step C13 above in this registration record. Append to position.

Here, whether the received registration contents include time limit data, that is, the registrant himself / herself has an "expiration date",
It is determined whether or not "update deadline" and "storage deadline" have been input and designated (step C14). If deadline data is included, this registration record is additionally registered in the document registration database 12 as it is (step C18). If the deadline data is not included, the management server 1 searches the registration-time area in the period table 13 based on the “document type” in the registration record, and determines the “valid period” and “update period” corresponding to the document type. , “Storage period” is read out (Step C1
5) Read the "registration date" from the registration record and add the "registration date" to the "validity period", "renewal period", and "storage period" to obtain the expiration date from the registration date,
Update deadline and storage deadline are calculated respectively (step C1
6). After setting the expiration date, the update expiration date, and the storage expiration date that are automatically generated by this, at the corresponding item position in the registration record (step C17), the document registration database 12
Is additionally registered to (step C18).

On the other hand, as a result of searching the document registration database 12 based on the document number received in step C2, if this document number is already registered (step C
4), judging that the document update is requested from the registrant terminal 3, the process moves to the flowchart of FIG. 10, and the “update deadline” is read from this registration record (step C21) and updated by comparing with the current system date. It is checked whether it is within the deadline (step C22). If the update deadline has passed, the update request is invalidated, but if it is within the update deadline, the document update is permitted. That is, after instructing the requester registrant terminal 3 to transmit the document file to be updated (step C23), when the updated document file transmitted from the registrant terminal 3 is received (step C23). At the same time, the update file is stored (step C25), and the "update file link destination" and the "update date (current date)" indicating the storage destination are added to the registration record (step C26).

Next, the update area in the period table 13 is searched based on the "document type" in the registration record, and the "valid period" and "update period" corresponding to the document type are read out (step C27). By adding the "effective period" and the "update period" to the "update date" in the registration record set this time, the effective period and the update period from the update date are calculated (step C28). Then, after changing the calculated expiration date and update expiration date with the corresponding expiration date data in the registration record (step C29), the corresponding registration record in the document registration database 12 is changed (step C30). ).

11 to 13 are flowcharts showing the deadline management processing which is started once a day. First,
The management server 1 refers to the “update expiration flag” in the document registration database 12, extracts all registration records without flags (step D1 in FIG. 11), and then designates one record from each extracted record. The "update deadline" is read from the designated record (step D2). Then, the current system date is compared with the update deadline (step D3), and if the current date is before the update deadline, the update deadline is 1
It is checked whether it is 0 days ago (step D4), and if it is not 10 days ago, it is determined whether there is another unprocessed extracted record (step D7). If yes, the process returns to step D2 to specify the next extracted record. Then, the "update deadline" is read out from the list.

If the current date is 10 days before the update deadline (step D4), "registrant", "document type", "deadline type", and "deadline (update deadline)" read from the registration record. And a warning record including a warning message about to be updated (step D5) and recorded in the notification database 14 (step D6). On the other hand, if the current date is equal to or longer than the update deadline (step D3), it is checked whether the current date matches the update deadline (step D8). If the current date is the deadline, the "registration read from the registration record" is read. Person, approver, document type, deadline type,
A warning record including a “deadline (update deadline)” and a warning message indicating that it is the update date is created (step D9) and recorded in the notification database 14 (step D6). If the update deadline has passed (step D8), the "update deadline flag" is set in the registration record.
Is set (step D10). Hereinafter, until the processing for all extracted records is completed (step D7),
The above operation is repeated.

When the processing relating to the update deadline is completed in this way (step D7), the process moves to step D11 in FIG. 12 to refer to the "expiration expiration flag" in the document registration database 12 and to check all registration records without flags. After the extraction, one record is designated from the extracted records, and the "expiration date" is read from the designated record (step D12). Then, the current system date is compared with the expiration date (step D13), and if the current date is before the expiration date, it is checked whether it is within 10 days of the expiration date (step D14). The "registrant", "examiner", "approver", "document type", "expiration date", "expiration date (expiration date)" read from the registration record and a warning message near the expiration date are displayed. The included warning record is created (step D15) and recorded in the notification database 14 (step D16). On the other hand, if the current date has passed the expiration date (step D13), the "expiration expiration flag" is set in the registration record (step D17). Hereinafter, the above operation is repeated until the processing for all the extracted records is completed (step D16).

Next, the process relating to the storage period is started. That is, one record is designated from the beginning in the document registration database 12, and the "storage deadline" is read from the designated record (step D21 in FIG. 13). Then, the current system date is compared with the storage deadline (step D22), and if the current date is before the storage deadline, it is checked whether it is one month before the storage deadline (step D23). “Registered person”, “Document type” read from the registration record,
Create a warning record that includes "expiration date", "expiration date (retention date)", and a warning message that the storage is about to expire.
Record in the notification database 14 (step D24).
On the other hand, if the current date has passed the storage limit (step D22), the registration record is deleted (step D).
26). Hereinafter, the above operation is repeated until the processing for all the registered records is completed (step D25).

As a result, when all the processes concerning the update deadline, expiration date, and storage deadline are completed (step D25),
After sorting the order of the warning records in the notification database 14 by client and deadline type (step D27), the warning records are read by client from the notification database 14 and the deadline list by client shown in FIG. 5B is displayed. Is created (step D28). Then, the mail address corresponding to the client is acquired, and the mail with the deadline list is transmitted to the client (step D29). Such a deadline list creation and transmission process is repeated for all the clients recorded in the notification database 14 (step D28-
D30).

As described above, in the first embodiment, the management server 1 has the document registration database 12 for each document.
By referring to the multiple types of deadline information registered in and the current system date, the document that requires deadline notification is detected from each document, and the type of deadline is detected. Since the deadline notification is sent to the related parties, multiple types of deadlines can be centrally managed for each document, and the documents requiring deadline notification and the type of the deadline must be specified and notified to the related parties. In addition, related parties can promptly respond by receiving an expiration notice clearly indicating which document is expired and what kind of expired deadline, for example. The notification can be given in detail. In this case, it is possible to select the parties to be notified of the deadline according to the type of deadline. Therefore, in addition to the document registrant, depending on the importance of the deadline, the urgency, etc. It becomes possible to notify the concerned parties of the deadline.

When storing and registering the document file transmitted from the registrant terminal 3, the management server 1 reads out the plural types of period information corresponding to the document type from the period table 13, and the plural types of period Since the deadline registration is performed by calculating multiple types of deadline information based on the information and the registration date, every time a created document is stored and registered, multiple types of deadline information are automatically generated according to the document type. Since the document registrant does not have to input and specify the deadline information at all, it is possible to reduce the burden on the document creator, and at the same time, there are multiple types of deadline information for each document. Can be registered accurately and uniformly, which enables reliable and unified deadline management.

Further, when the document is updated within the update deadline, the original update deadline is automatically changed to the new update deadline. Therefore, it is not necessary to input and specify the update deadline each time the document is updated. Well, it becomes possible to reduce the burden on the updater. Further, since the expiration date is automatically changed along with the update of the document, it is not necessary to specify the update expiration date and the expiration date each time the document is updated.
The relationship between the renewal deadline and the expiration date can be appropriately maintained.

The management server 1 monitors the expiration date and the storage expiration date for each document, stores the document as invalid after the expiration date, and deletes the document after the expiration of the storage period. , It is possible to manage the expiration date corresponding to the expiration date and storage period of the document. For example, in addition to document management that keeps old and new documents while revising documents, document management that stores only the latest document is possible. Becomes

Further, in addition to the registrant of the document, the examiner who examines the document is also notified of the deadline individually, so that the examiner only examines the content of the document to be registered. It is possible to intervene not only in dealing with the deadline but also in dealing with the deadline. In this case, a deadline list including "client name", "document type", "deadline type", "deadline date" and warning message was created and notified to the related parties. Based on the contents of this list, the related parties confirm at once what documents have expired, what kind of deadline has expired, and how to deal with them. Therefore, it is possible to respond efficiently.

After accepting a document registration application from the applicant terminal 2, the management server 1 sends a document that is not officially registered and stored to the person who will register the document according to the scheduled registration time. By notifying the deadline of document registration, it is possible to notify the prospective person of document registration that the scheduled registration time has passed and that the scheduled registration time is close, so that the registration failure can be effectively prevented. It becomes possible.

In the first embodiment described above,
As the type of deadline for deadline management, "registration scheduled deadline",
Although “renewal deadline”, “validity deadline”, and “storage deadline” are illustrated, it goes without saying that the deadline is not limited to these as long as it is a deadline relating to a document. Also, when registering a document, the registrant entered and specified the "examiner" and "approver".
The “examiner” and “approver” may be automatically set based on the registrant. The “applicant”, “registrant”, “examiner”, and “approver” are not limited to individuals, but may be organizations.

A recording medium (for example, a CD-ROM, a floppy disk, a RAM card, etc.) in which program codes for executing the above-mentioned means are recorded may be provided to the computer.
That is, a recording medium having a program code that can be read by a computer, and a function of registering a plurality of types of time limit information for each document to be stored that is transmitted from any client terminal via a network. ,
By referring to multiple types of deadline information registered for each document and the current date and time information, a document that requires deadline notification is detected from each document, and a function that detects the type of deadline It is also possible to provide a computer-readable recording medium in which a program for acquiring a person concerned with the created document and realizing the function of notifying the concerned person of the deadline is recorded.

(Second Embodiment) A second embodiment of the present invention will be described below with reference to FIGS. In the first embodiment described above, the period table 13 is referenced to automatically generate a plurality of types of deadline information to notify the deadline, but in the second embodiment, a folder for classifying and storing created documents. The deadline notification is performed by associating a plurality of types of deadline information with. Here, basically the same components in both embodiments are denoted by the same reference numerals, and the description thereof will be omitted. In addition, the characteristic part of the second embodiment will be mainly described below.

Management server 1 in the second embodiment
Saves the document file transmitted from the registrant terminal 3 in the classified folder designated by the registrant. The management server 1 determines whether the deadline information about the document is set corresponding to the document file stored in the classified folder, and if the document has the deadline information set, the deadline information is set. According to the above, the deadline notification is sent to the related parties for the document, and if the deadline information is not set, the deadline information associated with the category-based folder that is the storage destination of the document is acquired, and this deadline is set. According to the information, the deadline notice is sent to the related parties for the document. In this case, the management server 1 corresponds to a plurality of classification folders, and its “folder management information”, and each document stored in the classification folders, its “index management information”.
I am trying to manage my memory.

FIG. 14 is a diagram showing "folder management information" corresponding to folders by classification. This folder management information is "folder ID", "folder name", "link folder ID", "expiration date", "expiration date near end", "update deadline", "update deadline near end", " It has the following items: “Storage deadline”, “Storage deadline near end”, “Bring-out deadline”, and “Examination / approval response deadline”. That is, in the folder management information, a plurality of types of deadline information are preset for each classified folder. In addition,
The classified folders are provided corresponding to the document types, and the plurality of types of deadline information associated with the classified folders are associated with the document types. Note that the classification-based folders may be provided in correspondence with departments and organizations, in addition to those provided in correspondence with document types. In other words, how to classify and store documents is arbitrary.

FIG. 15 is a diagram showing "index management information" corresponding to a document. This index management information is "creator ID", "document number + version number", "document name", for each document. "Affiliation", "Creation Date", "Expiration Date",
"Expiration date near end", "Renewal period", "Renewal period near end", "Retention period", "Retention period near end",
"Bring-out date", "Examiner", "Date of receipt of examination request",
It has items of “approver”, “approval request receipt date”, “examination / approval response deadline”, “document registration scheduled date”, and “link folder ID”. That is, it is basically the same as the registration record shown in the first embodiment described above, and the various types of deadline information are not essential items input by the registrant,
The input is set as needed.

FIG. 16 is a flow chart showing an outline of the overall operation of the management server 1. Management server 1
Checks the execution timing of deadline management to be executed regularly (step E1), and if it is the execution timing, after executing deadline management processing (described later) for confirming various expirations (step E2). , And shifts to other processing (normal processing) (step E3). If it is not the execution timing of deadline management, the presence or absence of a document search request is checked (step E4). If there is no search request, the process moves to another process (normal process) (step E).
7) If there is a search request, the above deadline management processing is executed (step E5), and then the processing shifts to other processing (normal processing) (step E6).

FIG. 17 and FIG. 18 are flowcharts showing the deadline management processing for confirming various expiration dates. The management server 1 reads the "index management information" corresponding to the document (step F1), determines whether or not the deadline information is set therein (step F2), and when the deadline information is set in the document, The execution of the deadline management processing according to this deadline information is started. In other words, whether the expiration date has been reached by acquiring the "expiration date" and "expiration date near end" from the index management information corresponding to the document (step F
3) and determine whether the deadline is approaching (near end) (step F
4) If the deadline has expired, the deadline processing is started (step F5), and if the deadline is approaching, the near-end processing is started (step F6).
Notify the registrant, examiner, approver, etc.) by email.

Next, the "update deadline" and "update deadline near end" are acquired from the index management information corresponding to the document, and it is determined whether the deadline has expired (step F7) or the deadline is near (step F8). Start the expiration process and notify the registrant by e-mail (Step F9),
If the deadline is approaching, near-end processing is started and a notification to that effect is sent to the registrant and approver by email (step F1).
0). Furthermore, it acquires the "retention period" and "retention period near end" from the index management information corresponding to the document, and determines whether the period has expired (step F11) or is about to expire (step F12). If the period has expired, the expiration process is started. If the deadline is approaching (step F13), the near-end processing is started (step F14), and a notification to that effect is sent to the registrant and the system administrator by e-mail.

On the other hand, when the term information is not set in the "index management information" corresponding to the document (step F2), the procedure moves to the flowchart of FIG. 18 to automatically generate the term information, and the document is stored. The “folder management information” corresponding to the classified folders is read (see FIG. 18).
Step F21), the execution of the deadline management processing according to this deadline information is started. That is, the expiration date and the expiration date near end are acquired from the “folder management information” corresponding to the classified folders and whether the expiration date has passed (step F2).
2), it is determined whether the deadline is approaching (step F23). If the deadline has expired, the deadline processing is started (step F2).
4) If the deadline is approaching, near-end processing is started (step F25), and a notification to that effect is sent to all concerned parties (applicant, registrant, examiner, approver, etc.) by e-mail.

Thereafter, as in the case described above, the "update deadline" and the "update deadline near end" are acquired to determine whether the deadline has expired (step F26) or the deadline is near (step F).
27), the expiration processing (step F28) and the near end processing are started according to the determination result (step F2).
9). Further, the “storage deadline” and the “storage deadline near end” are acquired, and it is determined whether the deadline has expired (step F30) or the deadline is approaching (step F31), and the deadline processing (step F32) and near-end processing are performed according to the determination result. Start (step F33).

As described above, in the second embodiment, the management server 1 determines whether the term information is set in the "index management information" of the document file stored in the classified folder. If it is a document for which deadline information has been set, a deadline notification will be sent to the parties concerned for that document according to this deadline information, and if it is a document for which deadline information has not been set, it will be stored in the storage location of that document. The deadline information associated with a folder by category is acquired, and the deadline notification is sent to the parties concerned with the document according to this deadline information. Even if you do not input and specify information, it is possible to notify the deadline based on the deadline that depends on the folder where the document is classified and stored, and the burden on the document registrant can be reduced. Along with the kill, it is possible to secure a deadline management.

Also in the second embodiment, the parties to be notified of the deadline may be selected according to the type of the deadline. Further, the management server 1 stores the document file transmitted from the registrant terminal 3 in the classified folder designated by the registrant, but the type of the document, the department to which the registrant belongs, etc. It is also possible to discriminate among the above, and to automatically sort and classify the corresponding folders for category storage. Furthermore, although the document management system shown in the above-described first and second embodiments is applied to the LAN, it goes without saying that the document management may be performed via a wide area communication network.

A computer-readable recording medium having a program code, which corresponds to a document stored in a classification folder for classifying and storing the document transmitted from the client terminal, is related to the document. The function to determine whether the deadline information is set, and when it is determined that the document has the deadline information set, the deadline notification is sent to the related parties for the document according to the deadline information, and the deadline is set. If it is determined that the document has no information set, the deadline information associated with the classification-based folder that is the storage destination of the document is acquired, and the related parties to the document according to the deadline information are acquired. To provide a computer-readable recording medium in which a program for realizing a function of notifying a deadline to a destination is recorded. It may be.

[0067]

According to the first invention (the invention according to claim 1), by referring to a plurality of types of deadline information registered and current date and time information for each document to be stored, Documents that require deadline notification are detected from each document, the type of deadline is detected, and the deadline notification is sent to the parties concerned with this document. Therefore, multiple types of deadlines are centrally managed for each document. At the same time, it is possible to specify the document for which the deadline notification is required and the type of the deadline and notify it to the concerned parties. By receiving an expiration notice that clearly indicates the type of deadline, it becomes possible to quickly respond, and deadline management and deadline notification can be performed in detail. Second invention (Invention according to claim 11)
According to the document, it is determined whether or not the deadline information about the document stored in the classified folder is set, and if the document has the deadline information set, the deadline information is set according to the deadline information. A deadline notification is sent to the parties concerned with the document, and if the deadline information is not set, the deadline information associated with the category-based folder that is the storage destination of the document is acquired, and according to this deadline information. Since the deadline notification is sent to the parties concerned with the document, even if the document creator does not input and specify the deadline information each time a document is created, the deadline depends on the folder in which the document is classified and stored. It becomes possible to notify the deadline based on
The burden on the document creator can be reduced and reliable deadline management is possible.

[Brief description of drawings]

FIG. 1 is a block diagram showing a document management system.

FIG. 2 is a processing menu screen (Web page) transmitted by the management server 1 in response to a request from each client terminal 2-7.
The figure which showed.

3A is a diagram showing the record contents of the document application database 11, and FIG. 3B is a document registration database 1;
The figure which showed the record content of 2.

FIG. 4 is a diagram showing the contents of a period table 13.

5A is a diagram showing the contents of a notification database 14 and FIG. 5B is a diagram showing the contents of a deadline list for each client.

FIG. 6 is a block diagram showing basic components of the management server 1.

FIG. 7 is a flowchart showing a process that is started in response to a document registration application requested from the applicant terminal 2.

FIG. 8 is a flowchart showing a registration schedule deadline management process (registration forecast management process) that is started once a day.

FIG. 9 is a flowchart showing processing that is started in response to a document registration / update request from the registrant terminal 3.

FIG. 10 is a flowchart showing a process following FIG. 9.

FIG. 11 is a flowchart showing a deadline management process that is started once a day.

FIG. 12 is a flowchart showing a deadline management process following FIG. 11.

13 is a flowchart showing a deadline management process following FIG.

FIG. 14 is a diagram showing “folder management information” corresponding to folders by classification in the second embodiment.

FIG. 15 is a diagram showing “index management information” corresponding to a document in the second embodiment.

FIG. 16 is a flowchart showing an overview of the overall operation of the management server 1 in the second embodiment.

FIG. 17 is a flowchart detailing deadline management processing for confirming various deadlines shown in FIG.

FIG. 18 is a flowchart showing a deadline management process following FIG. 17;

[Explanation of symbols]

1 management server 2 Applicant terminal 3 registrant terminal 4 Examiner terminal 5 Approver terminal 6 Viewer terminal 7 System administrator terminal 8 network 11 Document application database 12 Document Registration Database 13 period table 14 Notification database 101 CPU 102 storage device 104 communication device

Claims (13)

[Claims] 1. A document management system, which is connected to a plurality of client terminals via a network, receives documents sent from any one of the client terminals, and stores and manages the documents. By referring to the deadline information registration means for registering plural kinds of deadline information and the plural kinds of deadline information and the current date and time information registered for each document by this deadline information registration means, the deadline information is extracted from each document. Detecting means for detecting a document requiring notification and detecting the type of the deadline, and notifying means for acquiring a person concerned with the document detected by the detecting means and notifying the concerned person of the term. A document management system comprising: 2. The notification means, when acquiring the related person for the document detected by the detecting means, selectively acquires the related person according to the type of the deadline detected by the detecting means. The document management system according to claim 1, wherein: 3. A period information storage means for storing a plurality of types of period information corresponding to the type of document, and a period information storage means for storing the document transmitted from the client terminal. Read means for reading out a plurality of types of period information corresponding to the type; and calculation means for calculating a plurality of types of time limit information based on the plurality of types of period information read by the read means. The document management system according to claim 1, wherein the registration unit registers a plurality of types of deadline information calculated by the calculation unit. 4. The plurality of types of deadline information includes an update deadline that specifies the update time of the document. When the document is updated according to this update deadline, the original update deadline is updated. 2. The document management system according to claim 1, wherein the renewal deadline is changed. 5. The plurality of types of deadline information includes the expiration date of the document in addition to the document update deadline. When the document is updated according to the update deadline, the update deadline The document management system according to claim 4, wherein the expiration date is changed together with the change. 6. The expiration information of the plurality of types includes a document expiration date and a storage period, and the document is stored as invalid after the expiration date, and the document is stored when the retention period elapses. The document management system according to claim 1, wherein the document management system deletes the document. 7. The concerned parties include an examiner who examines the document in addition to the creator of the document, and the notifying means notifies the creator and the examiner of the document of the deadline. The document management system according to claim 1, wherein the document management system is performed individually. 8. A creating means for creating a deadline list including identification information of the document detected by the detecting means, information indicating the type of the deadline, and a guidance message is provided, and the notifying means is created by the creating means. The document management system according to claim 1, wherein the concerned deadline list is notified to the relevant parties. [Claim 9] When a document registration application is accepted, for documents that are not officially registered and stored, the scheduled registration time of the document and the prospective registration person of the document are managed, and the scheduled registration time is 2. The document management system according to claim 1, wherein the document registration deadline is notified to the prospective document registration person in accordance with the above. 10. The detecting means refers to a plurality of types of deadline information registered for each document and the current date and time information to notify the deadline of the expired document or the near-deadline among the documents. The document management system according to claim 1, wherein the document is detected as a necessary document. 11. A document management system which is connected to a plurality of client terminals via a network, receives a document transmitted from any one of the client terminals, and stores and manages the document. A discriminating means for discriminating whether or not the deadline information regarding the document is set corresponding to the document stored in the classified folder for classifying and storing the document, and the document for which the deadline information is set by the discriminating means. If it is determined that there is a deadline, the deadline notification is sent to the parties concerned with this document according to this deadline information, and if it is determined that the document has no deadline information set, the document is stored. Acquires the deadline information that is associated with the destination folder by category, and notifies the deadline to the person concerned with the document according to this deadline information. Document management system characterized by comprising a notification unit, the performing. 12. A function of registering a plurality of types of time limit information for each document to be stored, which is transmitted from any client terminal via a network to a computer, and registered for each document. By referring to multiple types of deadline information and the current date and time information, the document that requires deadline notification is detected from each document, and the function that detects the type of deadline and the related parties to the detected document. And a function to realize the above, and to notify the concerned parties of the deadline. 13. It is determined whether deadline information regarding a document is set for a computer, corresponding to a document stored in a classification folder for classifying and storing a document transmitted from a client terminal. If it is determined that the document has the function and the deadline information, the deadline notification is given to the person concerned with the document according to the deadline information, and the document has no deadline information set. If is determined, the deadline information associated with the category-based folder that is the storage location of the document is acquired, and the deadline notification is sent to the related parties for the document according to the deadline information. Program to realize.