JP2004336109A - Document management apparatus - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To solve a problem that a transmitter side cannot discriminate whether or not a facsimile manuscript is normally delivered to a transmission destination. <P>SOLUTION: A second facsimile machine 18 transmits e.g., a slip to a first facsimile machine 50 as the facsimile manuscript. The first facsimile machine 50 recognizes characters of character strings included in the facsimile manuscript, generates collected data and transmits the data to a document management apparatus 100. The document management apparatus 100 transmits an instant message with the collected data attached thereto to a client 16. A sender references the instant message to discriminate whether or not the collected data include an error. When the collected data include any error, the sender transmits an instant message with a correction instruction attached thereto to the document management apparatus 100. The document management apparatus 100 corrects the collected data according to the instruction. Thus, the sender can grasp whether or not the facsimile manuscript is normally delivered. <P>COPYRIGHT: (C)2005,JPO&NCIPI

Description

[0001]
TECHNICAL FIELD OF THE INVENTION
The present invention relates to a document management technique, and more particularly to an apparatus for managing character data extracted from an image.
[0002]
[Prior art]
With the development of network technology, it has become common for many terminals to be connected to a network and to transmit and receive various information. Information devices such as printers, scanners, facsimile machines, and MFPs (Multi Functional Peripherals) are also connected to the network, and are shared by a plurality of terminals. Against this background, facsimile apparatuses that transmit and receive facsimile originals attached to electronic mail have begun to spread (Patent Document 1).
[0003]
[Patent Document 1]
Japanese Patent Application Laid-Open No. 2002-158846
[Problems to be solved by the invention]
When a facsimile document is transmitted, it is impossible for the transmitting side to determine whether or not the document has been normally received. There is also an apparatus that transmits a slip or the like as a facsimile document, recognizes the facsimile document as character data by OCR or the like on the receiving side, and registers the character data in a database or the like. In such an apparatus, the operator compares the received facsimile document with the character data to confirm whether or not the recognition is correct, and corrects it if necessary. Such a confirmation operation requires a certain amount of labor, and always gives mental pressure to the operator because input errors and the like are not allowed.
[0005]
The present invention has been made in view of the above-described problems, and an object of the present invention is to provide a technology for enabling a transmission side to recognize the reception status of a facsimile document and a data registration technology using image data of a facsimile document. is there.
[0006]
[Means for Solving the Problems]
One embodiment of the present invention relates to an apparatus for managing data such as a document. The apparatus includes means for receiving image data, means for recognizing characters included in the received image data and converting the characters into character data, storage means for temporarily registering the character data, and a first unit including the character data. And a processing unit for performing predetermined processing on the character data based on information included in the second instant message from the destination. Accordingly, the transmitting side can grasp whether or not the contents transmitted as the image data are normally recognized as characters. Further, the receiving side can omit the operation of confirming whether or not the content of the image data has been normally recognized. The “predetermined process” may be, for example, a process of permanently registering character data in a storage unit, a process of correcting character data, a process of deleting character data from a storage unit, or the like. The “image data” may be a facsimile document in MMR format or TIFF format received using a protocol such as G3, G4, SMTP, or HTTP.
[0007]
In this device, when the second instant message includes information designating registration of character data, the processing means may permanently register the character data in the storage means. Thus, after receiving permission from the transmission source of the image data, this device can formally register the character data in a storage unit such as a database.
[0008]
In this device, when the second instant message includes information for instructing the correction of the character data, the processing means may correct the character data and permanently register the character data in the storage means. Thereby, when there is an error in the character data, the transmission source can instruct the correction of the character data.
[0009]
It is to be noted that any combination of the above-described components and any conversion of the expression of the present invention between a method, an apparatus, a system, a recording medium, a computer program, and the like are also effective as embodiments of the present invention.
[0010]
BEST MODE FOR CARRYING OUT THE INVENTION
FIG. 1 is a configuration diagram of a document management system 10 according to the embodiment. The instant message server 14 (hereinafter simply referred to as “IM server 14”) is a server for providing an instant message service (hereinafter simply referred to as “IM service”). The IM service includes, for example, a service (hereinafter, simply referred to as “presence service”) that provides information on whether or not a user of the IM service (hereinafter, simply referred to as “IM user”) can transmit and receive a message. , And a service for transmitting messages between IM users (hereinafter simply referred to as “message service”). “Instant message” may be a generic term for the presence service and the message service, or may indicate one of the presence service and the message service. In short, the instant message is information transmitted and received in the IM service. The instant message is hereinafter simply referred to as “message”. An IM user can use an IM service by using an instant message client (hereinafter, simply referred to as an “IM client”). Hereinafter, a state in which the IM user is logging in to the IM server 14, that is, a state in which messages can be transmitted and received is referred to as an “active state”.
[0011]
In the IM service, messages are transmitted and received when the IM user is in an active state. Therefore, the IM server 14 explicitly expresses the message as a mail server used in SMTP (Simple Mail Transfer Protocol) or POP (Post Office Protocol). There is no mechanism to temporarily store messages temporarily. For this reason, the message is immediately notified to the IM client of the IM user who is the transmission destination, and push-type notification is possible. The IM server 14 may be a server that provides an existing IM service, or may be newly provided. In the figure, the IM server 14 is connected to the network 12. The client 16 can log in to the IM server 14 and use the instant message service. The document management apparatus 100 also has a function as a client of the IM server 14.
[0012]
The second facsimile device 18 transmits, for example, a slip or the like as a facsimile document to the first facsimile device 50 via the network 12. The first facsimile device 50 recognizes a character string included in the facsimile document by, for example, an OCR (Optical Character Reader) and outputs it to the document management device 100 as collected data. The document management apparatus 100 adds the collected data to the instant message and transmits the message to the client 16 of the sender of the facsimile document (hereinafter, simply referred to as “user”). The user refers to the collected data added to the instant message to determine whether or not the content is correct.
[0013]
If there is no error, the user transmits an instant message to the document management apparatus 100 from the client 16 to which information (hereinafter, simply referred to as a “registration command”) for instructing to formally register the collected data is added. If there is an error, the user transmits an instant message to the document management device 100 from the client 16 to which information for instructing correction (hereinafter, simply referred to as a “correction command”) is added. When retransmission of a facsimile document is necessary, the user transmits an instant message to the document management apparatus 100 to which information for instructing retransmission (hereinafter, simply referred to as a “retransmission command”) is added. Accordingly, the user can instruct registration after confirming the collected data registered in the document management apparatus 100. That is, the sender can confirm that the facsimile manuscript has been normally transmitted by the document management system 10.
[0014]
FIG. 2 is an internal configuration diagram of the first facsimile device 50 and the document management device 100 of FIG. The components of the first facsimile device 50 and the document management device 100 include a CPU of an arbitrary computer, a memory, a program for realizing the components of the drawing loaded in the memory, a storage unit such as a hard disk for storing the program, It is realized by an arbitrary combination of hardware and software with a focus on a network connection interface, but it will be understood by those skilled in the art that there are various modifications in the method and apparatus for realizing the same. Each drawing described below shows a block of a functional unit, not a configuration of a hardware unit.
[0015]
The login unit 122 connects to the IM server 14 to perform a login process of the IM service, and activates the document management apparatus 100. For this login process, the login unit 122 holds, for example, identification information (hereinafter simply referred to as “login ID”) for using the IM service and a password. Such information required for login is hereinafter referred to as “login information”. The login unit 122 may hold login information in advance, or may receive a setting from an administrator of the document management apparatus 100 or the like. In the case where a plurality of IM services are supported, the login unit 122 holds login information for each IM service.
[0016]
The user information database 118 includes information of a user of the document management apparatus 100, that is, a user who requests the document management apparatus 100 to register collected data, and whether the user has logged in to the IM server 14, that is, in the active state. Information indicating whether or not there is, etc. is held. After the login unit 122 completes the login by the login unit 122, the detection unit 120 inquires the IM server 14 about whether the user held in the user information database 118 is in the active state.
[0017]
FIG. 3 is a diagram showing an example of a data structure in the user information database 118 of FIG. The fax number column 200 holds the facsimile number of a facsimile apparatus such as the second facsimile apparatus 18 shown in FIG. 1 that permits registration of collected data. The login ID column 202 holds information (hereinafter, simply referred to as “IM identification information”) that can identify a user in the IM service, such as the login ID of the user. That is, using a facsimile device specified by the facsimile number stored in the fax number column 200, information for specifying a user who transmits a facsimile document is stored.
[0018]
The detection unit 120 in FIG. 2 uses the presence service to detect whether or not the user specified by the IM identification information is in the login state, that is, in the active state. The status column 204 holds the login status detected by the detection unit 120 for each user. The IM address column 206 holds information (hereinafter, simply referred to as “IM address”) for specifying a destination of a message in the IM service. For example, when the IM address and the IM identification information match, the IM address column 206 may hold the IM identification information.
[0019]
Returning to FIG. 2, the first facsimile machine 50 receives a facsimile manuscript from the second facsimile machine 18, and performs character recognition on the received facsimile manuscript by, for example, OCR, converts the received facsimile manuscript into character data, and collects the collected data. And a character recognition unit 54 that generates The character recognition unit 54 outputs the collected data to the registration unit 102 of the document management device 100.
[0020]
The registration unit 102 temporarily registers the collected data in the collection information storage unit 104, and outputs the collected data to the reception notification generation unit 116. The collection information storage unit 104 holds information indicating whether the data is official registration or temporary registration (hereinafter, simply referred to as “official registration flag”) in association with the collected data. The document management apparatus 100 treats the registered data that has been permanently registered as, for example, a target of original processing of a slip.
[0021]
The reception notification generation unit 116 generates an instant message (hereinafter simply referred to as “reception notification”) including the collected data. The destination setting unit 108 reads, for example, the IM address associated with the facsimile number of the second facsimile device 18 supplied from the receiving unit 52 from the user information database 118, and sets it as the destination of the reception notification. The transmission unit 114 transmits the reception notification with the destination set to the client 16. Further, the destination setting unit 108 may set the IM address acquired from the second facsimile machine 18 during the communication by the receiving unit 52 as the destination of the reception notification. Further, the destination setting unit 108 may receive an input of an IM address from a user.
[0022]
The user refers to the reception notification to determine whether the collected data has an error. When correcting the collected data, the client 16 transmits to the document management apparatus 100 an instant message to which a correction command in which the corrected value is set as an argument is added (hereinafter, simply referred to as “verification notification”). If there is no error in the collected data, the client 16 transmits a collation notice to which the registration command has been added. When retransmission is necessary, the client 16 transmits a collation notice to which a retransmission command is added.
[0023]
Receiving section 112 receives the collation notice and outputs it to processing section 106. When the correction command is added to the collation notification, the processing unit 106 updates the collection information storage unit 104 to update data set as an argument of the correction command. When the registration command is added to the collation notification, the processing unit 106 permanently registers the collected data. That is, the processing unit 106 changes the official registration flag of the collected information storage unit 104. Further, when the retransmission command is added to the collation notification, the processing unit 106 deletes the corresponding record from the collected information storage unit 104.
[0024]
In another example, if there is an error in the collected data, the user rewrites the data that needs to be corrected among the collected data included in the reception notification and returns it.If there is no error in the collected data, the user transmits the reception notification. You may reply directly. Then, the processing unit 106 performs matching between the reception notification and the verification notification, and if there is a part that has been changed, may specify that part and update the data of the specified part. Further, if the reception notification and the verification notification are matched, and there is no changed portion, the processing unit 106 may permanently register the collected data.
[0025]
FIG. 4 is a diagram showing an example of a sequence between devices in the document management system 10 of FIG. First, the second facsimile machine 18 transmits a facsimile original to the first facsimile machine 50 (S10). The first facsimile device 50 performs character recognition on the facsimile document and generates collected data (S12). Then, the first facsimile device 50 transmits the collected data to the document management device 100 (S14).
[0026]
Then, the document management device 100 temporarily registers the received collected data (S16). Next, the document management apparatus 100 generates a reception notification (S18) and transmits it to the client 16 (S20). The user refers to the reception notification. Then, the client 16 transmits a collation notice (S22). The document management device 100 determines whether the reconciliation notification includes a retransmission command (S23). If the resend command is included (Y in S23), the document management device 100 deletes the collected data provisionally registered in the collected information storage unit 104 (S25). Then, the process ends. The document management apparatus 100 treats a facsimile original retransmitted based on a retransmission command as new image data. If the resend command is not included in Step 23 (N of S23), the document management apparatus 100 determines whether the collation notification includes a correction command (S24). When the correction command is included (Y in S24), the document management device 100 corrects the specified data (S26). When there is no correction instruction (N in S24), the document management apparatus 100 permanently registers the collected data (S25).
[0027]
After receiving the reception notification in S20, the client 16 sends a notification designating retransmission or completion to the second facsimile machine 18 (S28). The second facsimile machine 18 determines whether or not it is a retransmission instruction (S30). When retransmission is instructed (Y in S30), the second facsimile machine 18 retransmits the facsimile document to the first facsimile machine 50 (S32). In the case of a completion instruction (N in S32), the process ends.
[0028]
The present invention has been described based on the embodiments. It should be understood by those skilled in the art that the embodiments are exemplifications, and that various modifications can be made to the combination of each component and each processing process, and that such modifications are also within the scope of the present invention. .
[0029]
【The invention's effect】
According to the present invention, the sender of a facsimile document can confirm that the facsimile document has been normally received by the receiving side, and can provide a document management technique highly convenient for the transmitting side and the receiving side.
[Brief description of the drawings]
FIG. 1 is a configuration diagram of a document management system according to an embodiment.
FIG. 2 is an internal configuration diagram of a first facsimile apparatus and a document management apparatus of FIG. 1;
FIG. 3 is a diagram showing an example of a data structure in the user information database of FIG. 2;
FIG. 4 is a diagram showing an example of a sequence between devices in the document management system of FIG. 1;
[Explanation of symbols]
Reference Signs List 10 document management system, 12 network, 14 IM server, 16 client, 18 second facsimile device, 50 first facsimile device, 100 document management device, 102 registration unit, 104 collection information storage unit, 106 processing unit, 108 destination setting unit , 110 transmission / reception unit, 112 reception unit, 114 transmission unit, 116 reception notification generation unit, 118 user information database, 120 detection unit, 122 login unit.

Claims (3)

Means for receiving image data;
Means for recognizing characters included in the received image data and converting the characters into character data;
Storage means for temporarily registering the character data,
Means for transmitting a first instant message including the character data to a predetermined destination;
Processing means for performing a predetermined process on the character data based on information included in a second instant message from the predetermined destination;
A document management device comprising: When the second instant message includes information designating registration of the character data, the processing unit permanently registers the character data in the storage unit. 2. The document management device according to 1. If the second instant message includes information for instructing the correction of the character data, the processing means corrects the character data and registers it in the storage means. Item 3. The document management device according to item 1 or 2.

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