JP2003256440A - Document registration management system, document registration and management method and document registration and management program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To lighten the load of a manager issuing a document management number in every department, to easily classify an arbitrary document and register a database widely used by communization, to simply register a retrieval key for making the database retrieval speed higher than the full text search. <P>SOLUTION: A document 10 used for designated business is created, and when registration to a database 7 is requested by a user's terminal 3, a management number is automatically given thereto. When the registration of the document 10 to the database 7 is started, the management number is registered as retrieval information 12 in connection with a document 11 in the database. Further, the management number is automatically copied on a part of the registered document 10. <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 registration management system, a document registration management method, and a document registration management program, which are used for registering, utilizing and managing documents in a database using a computer. .

[0002]

2. Description of the Related Art Various documents that occur in business in a company are classified and filed and stored. The stored documents are taken out and used every time the related work occurs. In order to manage such documents efficiently, a data management system using a computer is adopted. A large-scale company has constructed a database that allows documents stored in a computer management system for each department to be shared over a network so that the documents can be effectively used in other departments. When a new document to be registered occurs, a registration screen is displayed, search information such as the creator of the document, the department to which the document belongs, and the title of the document are added, and the document is registered together with the document. Classification information is further added to the search information. For example, documents are stored in the database with classifications such as quotation, in-house document, in-house contact, external letter, standard, complaint contact, and presentation material. By doing so, the database that could only be used by the parties concerned can be widely used by other departments, and the efficiency of work is improved.

[0003]

By the way, the above conventional techniques have the following problems to be solved. The classification symbols prepared in advance for classifying the documents registered in the database are not always satisfactory for correctly classifying all newly generated documents. Sometimes I wonder which classification mark should be attached to a new document and select the wrong classification. In particular, when a large number of documents are registered in the database one after another within a limited time, the classification tends to be ambiguous. As a result, there is a problem that even if the document is registered in the database, the document cannot be easily retrieved when needed. In this case, there is a problem that not only the database is not effectively used, but also active registration in the database cannot be promoted and wide-ranging information cannot be shared. The present invention has been made in view of the above points, and a document registration management system and a document registration management system capable of easily classifying and registering any document in a shared and widely used database. The purpose is to provide a method and document registration management program.

[0004]

The present invention solves the above problems by the following configurations. <Structure 1> A network and a server connected to the network, the server storing the document received through the network, and storing the document when the document is stored in the storage unit. On the other hand, a management number issuing means for issuing a management number for distinguishing all the documents from each other, a document editing means for executing a process of incorporating the management number into a part of the document, and the document is the above document. A registration management system for documents, comprising: search information registration means for including the management number in the search information when stored in the storage means.

The predetermined work is defined by the purpose of using the database. The usage of the document is arbitrary. Once the document is created, the server receives the document over the network. The received document is stored in the storage device. A control number is automatically issued to the document. All the created documents can be distinguished by this control number, so you can organize, identify,
It is convenient for quoting. Generally, various reference numbers are given to business documents, but since each business is issued individually, issue management is required individually. In addition, a numbering mistake occurs. This problem can be solved by issuing a control number automatically at the same time as all documents are created. The control number only needs to be embedded in a part of the document, and can be incorporated in any part of the document. By incorporating the control number into a part of the document, the control number of the document can be confirmed at any time. The search information is used as a document search key. By including the management number in the search information, the data of the document can be quickly retrieved from the database.

<Structure 2> In the document registration management system according to Structure 1, the document editing means incorporates the management number in the text of the document.

[0007] In the text of a document, it is an arbitrary place in the document. Generally, the management number assigned when the document is issued is included in the header of the document. Therefore, the issued management number is automatically incorporated into the document so that the management number can be confirmed on the document.

<Structure 3> In the document registration management system according to structure 1, the document editing means incorporates the management number into the margin of the document, thereby registering the document.

The margin of the document is a portion corresponding to the margin of the document, such as a header or footer. The process of automatically printing the management number does not affect the style of the document, and the import process can be automated.

<Structure 4> In the document registration management system according to Structure 1, the document editing means incorporates the management number into the attribute data of the document.

The attribute data of a document is normally automatically generated based on the formal property of the document without the awareness of the document creator. Since this attribute data includes information such as the creator of the document and the date of creation, if the management number is included here, it can be easily used as management data and can be referred to at any time.

<Structure 5> In the document registration management system according to Structure 5, the search information registration means registers the information included in the attribute data of the document as search information. .

Information contained in the attribute data is automatically registered as search information in a batch. Since the search information includes information such as the creator's name as well as the management number, it is effective for subsequent document searches. Further, it is possible to reduce the troublesomeness of the registration work of the search information.

<Structure 6> In the document registration management system according to Structure 1, the search information registration means includes the issuer of the document in the search information.

The document issuer is a document creator or a document issuing department. If the management number and the document issuer are combined, it can be handled in the same way as the management number conventionally issued for each department. That is, the management number issuance process and management for each department are unnecessary.

<Structure 7> In the document registration management system according to Structure 1, the search information registration means includes a document destination in the search information.

The document destination is a document recipient, for example, a customer name or the like. If the management number and the document destination are combined, for example, it becomes possible to manage documents for each customer. Further, this kind of information is the key information specified in the document, and can be registered as it is without hesitation in expression and can be utilized for searching. Therefore, the work of registering the document in the database is easy, registration errors are unlikely to occur, and the search can be reliably performed.

<Structure 8> A server stores a document received through a network in a storage device, issues a management number for distinguishing all the documents from the stored document, and outputs the management number. Is incorporated into a part of the document, and the management number is included in the search information when the document is stored.

This is a document registration management method corresponding to the configuration 1. The storage device may be located in a place different from the server.

<Structure 9> The document registration / management method according to Structure 8, wherein the management number is incorporated in the text of the document.

This is a document registration management method corresponding to the configuration 2.

<Structure 10> The document registration management method according to Structure 8, wherein the management number is incorporated in a margin of the document.

This is a document registration management method corresponding to the configuration 3.

<Structure 11> The document registration / management method according to Structure 8, wherein the management number is incorporated into the attribute data of the document.

This is a document registration management method corresponding to the configuration 4.

<Structure 12> The document registration management method according to Structure 11, wherein the information included in the attribute data of the document is registered as search information.

This is a document registration management method corresponding to the configuration 5.

<Structure 13> In the document registration management method according to Structure 8, the document registration management method is characterized in that the issuer of the document is included in the search information.

This is a document registration management method corresponding to the configuration 6.

<Structure 14> The document registration / management method according to Structure 8, wherein the destination of the document is included in the search information.

This is a document registration management method corresponding to the configuration 7.

<Structure 15> A process of storing a document received by a server through a network in a storage device, and a process of issuing a management number for distinguishing all the documents from the stored document. A document registration management program that causes a computer to execute a process of incorporating the management number into a part of the document and a process of including the management number in search information when the document is stored.

A document registration management program corresponding to the configuration 1. The storage device may be located in a place different from the server.

<Structure 16> In the document registration management program according to Structure 15, a document registration management program that causes a computer to execute a process of incorporating the management number into the text of the document.

A document registration management program corresponding to the configuration 2.

<Structure 17> In the document registration management program according to Structure 15, a document registration management program that causes a computer to execute a process of incorporating the management number into the margin of the document.

A document registration management program corresponding to the configuration 3.

<Structure 18> In the document registration management program according to Structure 15, a document registration management program for causing a computer to execute a process of incorporating the management number in the attribute data of the document.

A document registration management program corresponding to the configuration 4.

<Structure 19> In the document registration management program according to Structure 18, a document registration management program for causing a computer to execute a process of registering information included in document attribute data as search information.

A document registration management program corresponding to the configuration 5.

<Structure 20> In the document registration management program according to Structure 15, a document registration management program for causing a computer to execute a process of including the issuer of the document in the search information.

This is a document registration management program corresponding to the structure 6.

<Structure 21> In the document registration management program according to Structure 15, a document registration management program that causes a computer to execute a process of including a document destination in search information.

This is a document registration management program corresponding to the configuration 7.

[0046]

BEST MODE FOR CARRYING OUT THE INVENTION Embodiments of the present invention will be described below with reference to specific examples. FIG. 1 is a block diagram illustrating a document registration management system of the present invention. A terminal device 2 for creating and using a document is connected to the network 1 shown in this figure. In the following example, a process will be described when the user's terminal 3 in the figure is operated to create a document 10 used for a predetermined task. A server 4 is connected to the network 1 to manage the document 10. The server 4 includes a storage device 5 and a management unit 6. The storage device 5 may be built in the server 4 or externally attached. A database 7 is stored in the storage device 5. The database 7 includes a document 11 and search information 12. The management unit 6 is a computer program that is installed and operates in the server 4. The management unit 6 includes a management number issuing unit 15, a document registration unit 16, a search information registration unit 17, and a document editing unit 18.

The user's terminal 3 is a personal computer, a mobile computer or any other device having a document creation and registration function. The document 10 may be created on the terminal 3 of the user, or may be created on another device and registered on the terminal 3 of the user. The server 4 receives documents from various terminals connected to the network 1 through the network and stores the documents in the storage device 5. Management means 6
Performs a process of registering the document 10 in the database 7 in the storage device 5 in accordance with a request from the terminal in a procedure described later. The database 7 contains various documents 11
Is registered. It is stored so that it can be searched and browsed through the network 1. The search information 12 is a part for registering various keys for searching the document 11.

The management number issuing means 15 of the management means 6 has a function of automatically issuing a management number when a registration request for the document 10 is made at the user's terminal 3. It is preferable that this management number be a combination of numbers and characters that can distinguish all the documents 11 registered and managed in the database 7. That is, this management number is automatically issued in a lump regardless of where the document is created, for example, whether a bill is created by the sales department or a research report is created by the engineering department. Therefore, although it is unclear from which department what kind of document was issued by the management number alone, since it is automatically issued immediately, the document can be registered in the database speedily.

The document registration means 16 has a function of executing a process of registering the document 10 in the database 7. It is preferable that the 14 formats registered in the database 7 are data formats that can be browsed through the network 1. However, the document may be registered in a free format according to the method of handling the document and the usage form. Search information registration means 17
When registering the document 10 using the user's terminal 3,
It has a function of registering arbitrary search information necessary for searching the document 10 in the database 7. To register search information,
There are a case where the user waits for an instruction from the terminal 3 and a case where the instruction is automatically performed. When the search information is automatically registered, the information included in the document 10 is extracted as the search information. The document editing means 18 has a function of incorporating the management number into the document, as will be described later.

Management number issuing means 15 and document registration means 1
6, the search information registration unit 17, and the document editing unit 18 are all program modules included in the management unit 6 and causing a computer to execute a process described later. Since the management number issuing means 15 performs a process of generating a unique management number for the entire system according to a certain rule, it should be provided on the server 4 side, but other program modules should be provided on the user terminal 3 side. It does not matter if it exists.

In the system of the present invention, when the document 10 used for a predetermined work is created, the management number is automatically given. When the process of registering the document 10 in the database 7 is started, this management number is registered in the database as search information 12 in association with the document 11.
Further, the management number is automatically copied to a part of the registered document 10.

FIG. 2A is an example of a document registered by the document registration system of the present invention, and FIG. 2B is an explanatory diagram showing an example of a document registration screen. Here, for example, the quotation will be described as an example of the document 10 to be registered. This document 1
0 includes a document title 11, a document destination 13, a document issuer 14, and a document creator 19. Since the other parts of the document are optional, the illustration is omitted.

In the header part of the document 10, a management number 20
Has been incorporated. The timing for issuing the management number by the management number issuing means 15 is arbitrary. For example,
When the work of creating the document 10 is completed, the management number may be automatically issued regardless of registration in the database 7. That is, in this case, even if the management number is issued, some documents may not be registered in the database. Whenever a document is created, a management number is issued, so that all documents can be managed uniformly.

Further, the management number may be issued when a document is created and a registration work request is made for the document in the database 7. In this case, all the documents for which the management number is issued will be registered in the database 7. When a registration request for the document 10 is made, a document registration screen 21 shown in FIG. 2B is displayed. This screen is displayed on the display of the user's terminal 3. Document 10 here
Document file name 2 when registering a document in the database
2 is displayed. This may be obtained by clicking the reference button 23.

Further, the screen 21 is provided with a text box for inputting the management number 20, the document issuing source 14, the document destination 13, the creator 19, and the like. Use the keyboard or drop-down lists to enter the required information in these text boxes. Buttons 24 and 25 for inputting an instruction to register the document 10 in the database 7 are provided below the screen 21. The button 24 is a button clicked when inputting a registration instruction. The button 25 is a button clicked when canceling the work.

The management number 20 may be automatically entered in the text box by the document editing means 18. The document issuing source 14 and the creator 19 may be automatically extracted from the attribute data of the document 10. When the document 10 is registered in the database 7 and the required search information 12 is registered, various classifications and search keys may be input in addition to the above-mentioned information. However, as already explained in the section of the prior art, assigning such a classification puts a burden on the document creator. Therefore, it is preferable that the work is minimal. In this example, it is requested that only the information that will not be lost as input as the search key is registered as the search information. This information can be searched by full-text search, but by registering it as a search key in this way, it is possible to search the database at high speed.

FIG. 3 is a flowchart showing a specific operation of the document registration management system of the present invention. Step S
In 1, first, the document 10 is prepared in the user's terminal 3,
The document registration screen 21 is displayed on the display. The document 10 shown in FIG. 2 is assumed to be completed in advance. When the document registration screen 21 is displayed, the input of the document file name 22, the document issuer 14, the document destination 13, the creator 19, etc. is accepted in step S2. Here, an example in which the management number is issued after the document registration instruction is input will be described. Therefore,
When requesting registration, the management number field may be left blank.

In step S3, it is determined whether or not the button 24 for inputting the instruction for registering the document 10 in the database 7 has been clicked. When the button 24 is clicked, the management number is issued by the processing of the management number issuing means 15 in step S4. Then, step S5
Then, the document editing means 18 displays the management number on the document registration screen 21. Then, the document registration means 16 writes in the header of the management number document 10 in step S6. In step S7, the document registration means 16 executes the process of registering the document 10 in the database 7. Then, in step S8, the search information registration means 17 displays the document registration screen 21.
The search information such as the management number 20 and the document issuing source 14 is acquired from the above, and the search information 12 is registered in the database 7 in step S9.

As described above, in this system, the document management number is automatically issued, and the information that can be directly extracted from the document without hesitation is registered as the search information. Is simplified. Moreover, the registration of important search keys improves the search speed of the database, and further simplifies the work and reduces the input error of the search information to make the database easy to use. . Issuing a management number can be done more quickly than issuing a series of management numbers for each department, but the management numbers do not become serial numbers when viewed by department. However, this is not a problem if all issued management numbers are collected for each department. As a result, the burden on the administrator of each department can be reduced.

Further, the computer programs installed in the above arithmetic processing unit may be constituted by combining independent program modules,
You may comprise by the program which integrated the whole. All or part of the processing controlled by the computer program may be configured by hardware having an equivalent function. Further, the above computer program may be incorporated into an existing application program for use. The computer program for implementing the present invention as described above can be recorded in a computer-readable recording medium such as a CD-ROM and installed in any information processing device for use.
It can also be downloaded and used in the memory of any computer via a network.

[Brief description of drawings]

FIG. 1 is a block diagram illustrating a document registration management system of the present invention.

FIG. 2A is an example of a document registered by the document registration system of the present invention, and FIG. 2B is an explanatory diagram showing an example of a document registration screen.

FIG. 3 is a flowchart showing a specific operation of the document registration management system of the present invention.

[Explanation of symbols]

1 network 2 terminal devices Terminal of 3 users 4 servers 5 storage devices 6 management means 7 database 10 documents 11 Document data 12 Search information 15 Management number issuing means 16 Document registration means 17 Search information registration means 18 Document editing means

Claims (21)

[Claims] 1. A network, and a server connected to the network, the server including storage means for storing a document received through the network, and when the document is stored in the storage means, the storage means stores the document. A management number issuing means for issuing a management number for distinguishing all documents from each other for a document, a document editing means for executing a process of incorporating the management number into a part of the document, and the document is A document registration management system comprising: search information registration means for including the management number in search information when stored in the document storage means. 2. The document registration management system according to claim 1, wherein the document editing means incorporates the management number into the text of the document. 3. The document registration management system according to claim 1, wherein the document editing means incorporates the management number into the margin of the document. 4. The document registration management system according to claim 1, wherein the document editing means incorporates the management number into the attribute data of the document. 5. The document registration management system according to claim 1, wherein the search information registration means registers information included in the attribute data of the document as search information. 6. The document registration management system according to claim 1, wherein the search information registration means includes a document issuer in the search information. 7. The document registration management system according to claim 1, wherein the search information registration means includes the destination of the document in the search information. 8. A server stores a document received through a network in a storage device, issues a management number for distinguishing all the documents from the stored document, and stores the management number in the storage device. A method of registering and managing a document, characterized by incorporating the document into a part of the document and including the management number in the search information when the document is stored. 9. The document registration management method according to claim 8, wherein the management number is incorporated in the text of the document. 10. The document registration management method according to claim 8, wherein the management number is incorporated in a margin of the document. 11. The document registration management method according to claim 8, wherein the management number is incorporated in the attribute data of the document. 12. The document registration management method according to claim 11, wherein the information included in the attribute data of the document is registered as search information. 13. The document registration management method according to claim 8, wherein the issuer of the document is included in the search information. 14. The document registration management method according to claim 8, wherein the destination of the document is included in the search information. 15. A process of causing a server to store a document received through a network in a storage device, a process of issuing a management number for distinguishing all the documents from the stored document, A document registration management program that causes a computer to execute a process of incorporating a management number into a part of the document and a process of including the management number in search information when the document is stored. 16. The document registration management program according to claim 15, which causes a computer to execute a process of incorporating the management number into the text of the document. 17. The document registration management program according to claim 15, which causes a computer to execute a process of incorporating the management number into the margin of the document. 18. The document registration management program according to claim 15, which causes a computer to execute a process of incorporating the management number into the attribute data of the document. 19. The document registration management program according to claim 18, which causes a computer to execute a process of registering information included in document attribute data as search information. 20. The document registration management program according to claim 15, which causes a computer to execute a process of including a document issuer in search information. 21. The document registration management program according to claim 15, which causes a computer to execute a process of including a document destination in search information.