JP2006146574A - Document filing device, method and computer program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To easily register electronic files in such a way as to make document files correspond to attribute information by using an existing database that records the attribute information. <P>SOLUTION: A document filing device includes a document file reading means for reading document files; an ID acquisition means for acquiring IDs for identifying the document files; an attribute acquisition means for acquiring the attribute information of the document files from a customer management system by sending out the IDs; a document identification information creation means for creating document identification information for uniquely identifying each of the document files based on the ID and the attribute information of the document file; and a registration means for making the document identification information corresponding to the document file and registering them in a database. <P>COPYRIGHT: (C)2006,JPO&NCIPI

Description

  The present invention relates to a document filing apparatus, method, and computer program for registering a document file and attribute information of the document file in association with each other using attribute information registered in a database in advance.

Cable TV stations provide various services such as cable TV service, Internet connection service, and telephone service, and subscribers can use the desired service at the subscriber company's house by selecting and contracting the desired service. it can. For example, in the contract (paper-based application form), indicate the type of service that the subscriber wants, such as a broadcast contract when applying for cable TV service and a communication contract when applying for Internet connection service. Application is made.
Cable TV stations provide services by making settings according to the contents of contracts for equipment in cable TV stations based on the contract. Then, the contract is bound in a file and stored in a storage. For this reason, when the person in charge of the cable television station wants to browse the contract at a later date, he / she has to take out the file from the storage and search for the target contract from the contract bound in the file.
In cable television stations, subscriber information is managed by a customer management system, and subscriber information, construction instructions, and status grasping can all be viewed and processed on a personal computer (PC). ing. On the other hand, when browsing a contract, it is inefficient to retrieve a file in which the contract is bound from a storage or the like to search for the target contract. For this reason, it has been desired for the person in charge to digitize the contract and to view the image of the contract on the PC.

As a conventional technique for registering and managing image files, registering and managing image data that can be efficiently searched for documents by efficiently registering the contents of the documents and using the registered document contents A technique such as an image filing apparatus (see, for example, Patent Document 1) is disclosed.
JP 2000-315209 A

However, the conventional image filing apparatus is a technique for registering a plurality of input image data as one document, and does not register the image data of a plurality of documents at once. Therefore, when registering a plurality of documents, it is necessary to register the documents one by one.
In the conventional image filing apparatus, all the bibliographic items of the document to be registered are acquired from the image data and registered, and additional items other than the bibliographic items (hereinafter referred to as “attribute information”). In the case of adding and registering, it is necessary to input attribute information corresponding to the document and register it in association.
Therefore, for example, when registering a plurality of contracts of the cable television station in the image filing device, the attribute information of the document file corresponding to the contract is acquired from the customer database (customer DB) of the customer management system and acquired. Attribute information is input to the image filing device and registered in association with the document file of the contract. These operations must be performed for each contract to be registered. There was a problem that it took a lot of time and effort.

Accordingly, the present invention has been made to solve the above-described problems, and an object of the present invention is to provide a document filing apparatus capable of efficiently registering the contents of a plurality of document files.
It is another object of the present invention to provide a document filing apparatus that can easily associate a document file with attribute information using an existing database in which attribute information is recorded.

The present invention has been made to solve the above-mentioned problems, and in order to achieve the above object, the invention described in claim 1
Document file reading means for reading a document file in a document filing apparatus that registers and associates attribute information of a document file and document file using attribute information registered in advance in a customer management system connected via a network; An identification ID acquisition means for acquiring an identification ID for identifying a document file; an attribute acquisition means for transmitting the identification ID to acquire attribute information of the document file from a customer management system; and an identification ID and attribute information of the document file A document identification information creating means for creating document identification information for uniquely identifying a document file based on the information, and a registration means for registering the document identification information and the document file in a database in association with each other. Document filing device.

The invention according to claim 2
In the document filing method for registering the attribute information of the document file and the document file in association with the attribute information registered in advance in the customer management system connected via the network, the document file reading step for reading the document file, An identification ID acquisition step for acquiring an identification ID for identifying a document file; an attribute acquisition step for transmitting the identification ID to acquire attribute information of the document file from a customer management system; and an identification ID and attribute information of the document file A document identification information creating step for creating document identification information for uniquely identifying a document file based on the document file, and a registration step for registering the document identification information and the document file in a database in association with each other. This is a document filing method.

The invention according to claim 3
In a document filing computer program for performing processing for associating and registering a document file and attribute information of a document file using attribute information registered in advance in a customer management system connected via a network, the document file A document file reading step, an identification ID acquisition step for acquiring an identification ID for identifying the document file, an attribute acquisition step for acquiring attribute information of the document file from a customer management system using the identification ID as a key, A document identification information creating step for creating document identification information for uniquely identifying a document file based on the document file identification ID and attribute information; a registration step for registering the document identification information and the document file in association with each other in a database; A document filing document characterized by having Is a computer program.

According to the present invention, for a plurality of document files, the attribute information of the document file is acquired based on the identification ID for identifying the document file, and the document file and the attribute information are associated and efficiently registered. The effect of being able to be obtained. Further, by using an existing database in which attribute information is stored, it is possible to easily register the attribute information of the document file and the document file in association with each other.
Thereby, the attribute information can be associated with a plurality of document files and can be easily performed by the registration procedure, so that the work efficiency can be improved.

Hereinafter, a document filing apparatus according to an embodiment of the present invention will be described with reference to the drawings.
FIG. 1 is a functional configuration diagram showing the configuration of the document filing apparatus according to the embodiment. In FIG. 1, reference numeral 100 denotes a document filing apparatus that registers attribute information in the customer document database 170 in association with a document file. Reference numeral 200 denotes a scanner reading device that reads a paper-based contract and generates and stores a document file. Reference numeral 300 denotes a customer management apparatus that manages contract information with a customer recorded in the customer management database denoted by reference numeral 310. The scanner reading device 200 and the customer management device 300 are each connected to the document filing device 100 via a communication network.

  In the document filing apparatus 100, reference numeral 110 denotes a document file reading unit that reads a document file and stores it in a temporary storage area. Reference numeral 120 denotes a document file identification list in which an identification ID for identifying a document file is described, and the temporary ID is associated with the document file in the order described in the document file identification list in the document file. It is an identification ID acquisition part which preserve | saves to a storage area. Reference numeral 150 denotes a document file number verification unit for verifying the number of document files stored in the primary storage area and the number of identification IDs. Reference numeral 130 denotes an identification ID sent to the customer management apparatus 300 to acquire attribute information from the customer management database 310, and further associate attribute information with the correspondence between the document file stored in the primary storage area and the identification ID. This is an attribute acquisition unit that performs storage. Reference numeral 160 denotes a document identification information creating unit that generates a new file name based on the identification ID and attribute information corresponding to the document file, and converts the file name of the document file into a new file name. Reference numeral 140 denotes a registration unit that registers the correspondence between the document file in the primary storage area and the identification ID and attribute information in the customer document database 170.

FIG. 2 is a diagram illustrating the configuration of the customer document database 170 in FIG. 1, and registration is performed by the registration unit 140 of the document filing apparatus 100.
FIG. 3 is a diagram showing the configuration of the customer management database 310 of FIG. The contract information with the customer is managed, and the contract number is an ID for uniquely identifying the contract information, and the customer's contract information can be identified by the customer number. The attribute information associated with the contract information and registered in the customer document database is, for example, information such as a customer number, contract type, document type, customer name, and address.
FIG. 4 is a correspondence table that is created in the primary storage area of the document filing apparatus 100 and stores the correspondence between the file name, identification ID, attribute information, and processing result of the document file. Based on this, a customer document database 170 is created.
Then, the document filing apparatus 100 according to the present embodiment communicates with the customer management apparatus 300, acquires attribute information related to the document file from the customer management database 310 in FIG. 3, and creates a customer document database in FIG. I do.

Next, an outline of document file registration processing according to an embodiment of the present invention will be described with reference to FIG.
After receiving a processing instruction from the user, the document filing apparatus performs processing as follows. First, the document file reading unit 110 reads a document file from the scanner reading device 200. Next, the identification ID acquisition unit 120 acquires an identification ID for identifying the document file. Then, the attribute acquisition unit 130 transmits the identification ID and acquires the attribute information of the document file from the customer management system. Next, the document identification information creation unit 160 creates document identification information for uniquely identifying a document file based on the identification ID and attribute information of the document file. Finally, the registration unit 140 registers the document identification information and the document file created based on the identification ID and attribute information of the document file in association with each other in the database.
Thus, by using attribute information registered in a customer management database prepared in advance for a large number of document files, it is possible to easily add and register attribute information for a large number of document files. It becomes like this.

Next, the operation of the document filing apparatus according to the embodiment of the present invention will be specifically described with reference to the flowchart shown in FIG.
Before that, how a document file to be read into the document filing device and a document file identification list are created will be described first.
First, when a plurality of paper-based contracts 210 are read from the scanner reading apparatus 200 shown in FIG. 1, a plurality of document files are generated and recorded in a storage unit in the scanner reading apparatus. These document files are given arbitrary file names in the order of reading. This arbitrary file name is a file name regularly given by the scanner reading device 200. For example, it is a serial number, a time stamp of a reading time, or a combination of a serial number and a time stamp, which differs depending on the manufacturer and model of the scanner reading device. The document file referred to here means an electronic file such as a document, an image, or a photo. Further, the document file is not limited to the scanner reading device, and may be a document file created by photographing with an electronic camera or a document file created by document creation software.

Next, when the scanner reading device 200 reads a plurality of contracts 210, the identification ID acquisition unit 120 simultaneously uses the optical character reading mechanism (OCR: Optical Character Recognition) to identify the document written on the contract. IDs (for example, contract numbers) are identified and read, and the read identification IDs are sequentially written in a document file identification list, and the document file identification list is recorded in a storage unit in the scanner reading device. Note that the method of acquiring the identification ID by the identification ID acquisition unit 120 is not limited to the optical character reading mechanism (OCR), and is described when characters can be acquired from the internal description content or image image such as a text file or an image file. It may be acquired from the content or the image, or may be acquired from the property when the identification ID is set in the property (attribute) of the document file.
In addition, in advance, the identification IDs are recorded in the order in which the user reads the paper-based contract into the scanner reading device or in the ascending order of the file names of the document files recorded in the storage unit of the scanner reading device 200. You may create it by describing it in the file identification list.

The operation of the document filing device when the user instructs the document filing device 100 to read the document file at the stage where the document file and the document file identification list are prepared as described above, using the flowchart of FIG. Explained.
When a document file reading instruction is received from the user, the document file reading unit 110 first creates the correspondence table shown in FIG. 4 in the temporary storage area, reads the document file from the storage unit of the scanner reading device, and reads the file of the document file. Set the names in the correspondence table in ascending order and save. (Step S501)
The document file to be read may be recorded in a storage device other than the scanner reading device and read from there.

Next, the identification ID acquisition unit 120 acquires a document file identification list from the storage unit in the scanner reading device (step S502). Next, the identification ID acquisition unit 120 sequentially extracts the identification IDs described in the document file identification list, and each document file name already registered in the correspondence table of the temporary storage area, and in the registered order, The identification IDs sequentially taken out are recorded in association with each other (step S503).
The identification ID acquisition unit 120 may be activated upon recognition of an instruction from the user, or may be automatically processed upon recognition of the end of the processing of the document file reading unit 110. . The document file identification list may be recorded in a storage device other than the scanner reading device and read from there.

When the identification ID acquisition unit 120 finishes creating the correspondence table, the screen generation unit (not shown) of the document filing apparatus generates a collation screen based on the correspondence table and displays it on the monitor (step S504).
Here, the content of the collation screen of FIG. 7 will be described. An identification ID is displayed at reference numeral 603 on this screen, and the contents of the document file associated with the identification ID are displayed at reference numeral 620. Reference numeral 620 displays the contents of a plurality of read document files in an overlapping manner. Reference numeral 621 indicates what number of a plurality of document files is displayed at reference numeral 620. By selecting reference numerals 606 and 607, the display of the content of the document file at reference numeral 620 is displayed on the previous page, You can switch to the next page. Thereby, the user can also visually confirm the correspondence between the identification ID and the identification ID (for example, contract number) displayed in the contents of the document file one by one.

Next, when the user presses the verification button on the verification screen, the document file number verification unit 150 identifies that the verification button has been pressed (step S505), and identifies the number of document files in the correspondence table in the primary storage area. The number of IDs is collated to identify whether both numbers match. (Step S506)
Then, the document file number verification unit 150 determines the result of the verification (step S507). If they do not match (NG in step S507), an error message indicating a mismatch is displayed on the verification log in the verification screen of FIG. The information is displayed in the field 609 and the process is terminated. (Step S515) If the collation results match (OK in Step S507), the process proceeds to the next process.
Thereby, it is possible to prevent inadequate registration contents in the customer document database and omission of registration of the document file in the case of mismatch.
The document file number verification unit 150 may be automatically activated after the identification ID acquisition unit 120 acquires the document file identification list (step S502).

Next, the attribute acquisition unit 130 transmits the identification ID of the correspondence table in the temporary storage area to the customer management device 300 and requests acquisition of attribute information. (Step S508)
Upon receiving the identification ID, the customer management device 300 searches the customer management database for a contract number that matches the identification ID, and if there is a corresponding contract number, attribute information (for example, customer number, (Contract type, document type) is transmitted to the document filing apparatus 100. If a contract number matching the identification ID is not found, an error code indicating an error is transmitted to the document filing apparatus 100.
In the document filing device 100, when the acquisition result is received from the customer management device 300, the attribute acquisition unit 130 determines the acquisition result (step S509), and when the acquisition result is an error code (NG in step S509). In the correspondence table of the primary storage area, the fact that there is no in the attribute information column corresponding to the identification ID is set and the error code set in the acquisition result is set in the processing result column and stored. (Step S516) If the acquisition result is not an error code (OK in Step S509), the acquisition result is set in the attribute information column corresponding to the identification ID with respect to the correspondence table of the primary storage area. The attribute information is saved by setting OK in the processing result column. (Step S510)

Next, the document identification information creation unit 160 uniquely identifies the document file based on the identification ID and attribute information of the correspondence table, except for the row in which the processing result column corresponds to an error in the correspondence table of the temporary storage area. Create a new file name to identify Then, the file name of the document file stored in the primary storage area is converted into a new file name, and the document file name in the correspondence table is converted into a new file name. (Step S511)
FIG. 6 shows an example of the file name of the document file before conversion and the file name of the converted document file created by the document identification information creation unit 160. According to the example of this figure, a file name for uniquely identifying a document file is created on the basis of a contract number as an identification ID, a customer number as attribute information, a contract type, a document type, and the like. As a result, the user can directly recognize, for example, the contract number, contract type, document type, customer number, and customer name from the file name of the document file without directly checking the contents of the document file. Furthermore, when searching using the file name of the registered document file, it becomes possible to efficiently search for the document only from the file name.

Then, the attribute acquisition unit 130 edits the display content of the registration screen shown in FIG. 8 based on the content of the correspondence table in the primary storage area and displays it on the monitor. (Step S512)
Here, the contents of the registration screen of FIG. 8 will be described. The reference table 650 displays the contents of the correspondence table of the primary storage area. An error message is displayed for information that has resulted in an error in the acquisition of attribute information. With this screen, it is possible to confirm a list of data to be registered in the customer document database.

  When the user presses the registration button on the registration screen, the registration unit 140 identifies that the registration button has been pressed (step S513), and the process result column in the correspondence table of the temporary storage area indicates a row corresponding to the error. Except for this, a customer document database is created based on the contents of the correspondence table in the temporary storage area, and the customer document database is registered. Then, the registration result is set and stored in the processing result column of the correspondence table in the temporary storage area, and the contents are displayed again on the correspondence table on the registration screen. (Step S514) As described above, attribute information can be associated with a plurality of document files and efficiently registered.

  The document filing apparatus described above has a computer system inside. The process of registering attribute information in association with the document file is stored in a computer-readable recording medium in the form of a program, and the program is read out and executed by the computer. Processing is performed. Here, the computer-readable recording medium means a magnetic disk, a magneto-optical disk, a CD-ROM, a DVD-ROM, a semiconductor memory, or the like. Alternatively, the computer program may be distributed to the computer via a communication line, and the computer that has received the distribution may execute the program.

  The program may be for realizing a part of the functions described above. Furthermore, what can implement | achieve the function mentioned above in combination with the program already recorded on the computer system, and what is called a difference file (difference program) may be sufficient.

It is a functional block diagram which shows the structure of one Embodiment of this invention. It is a block diagram of the customer document database which a document filing apparatus has. It is a block diagram of the customer management database which a customer management apparatus has. It is a block diagram of a correspondence table used in the primary storage area of the document filing device. It is a flowchart for demonstrating the process of a document filing apparatus. It is an example of conversion of the file name of a document file. It is a screen image of a collation screen. It is a screen image of a registration screen.

Explanation of symbols

DESCRIPTION OF SYMBOLS 100 ... Document filing apparatus 170 ... Customer document database 200 ... Scanner reading apparatus 300 ... Customer management apparatus 310 ... Customer management database

Claims (3)

In a document filing apparatus that registers and associates document file attribute information with attribute information of a document file using attribute information registered in advance in a customer management system connected via a network,
A document file reading means for reading a document file;
An identification ID acquisition means for acquiring an identification ID for identifying a document file;
Attribute acquisition means for transmitting the identification ID and acquiring attribute information of the document file from the customer management system;
Document identification information creating means for creating document identification information for uniquely identifying a document file based on the identification ID and attribute information of the document file;
Registration means for registering the document identification information and the document file in association with each other in a database;
A document filing apparatus comprising: In the document filing method for registering the attribute information of the document file and the document file in association with each other using the attribute information registered in advance in the customer management system connected via the network,
A document file reading process for reading a document file;
An identification ID acquisition step of acquiring an identification ID for identifying a document file;
An attribute acquisition step of transmitting the identification ID and acquiring attribute information of the document file from the customer management system;
A document identification information creating step for creating document identification information for uniquely identifying a document file based on the identification ID and attribute information of the document file;
A registration step of registering the document identification information and the document file in association with each other in a database;
A document filing method characterized by comprising: In a document filing computer program for performing a process of associating and registering a document file and attribute information of a document file using attribute information registered in advance in a customer management system connected via a network,
A document file reading step for reading a document file;
An identification ID acquisition step of acquiring an identification ID for identifying a document file;
An attribute acquisition step of transmitting the identification ID and acquiring attribute information of the document file from the customer management system;
A document identification information creating step for creating document identification information for uniquely identifying a document file based on the identification ID and attribute information of the document file;
A registration step of registering the document identification information and the document file in association with each other in a database;
A computer program for document filing characterized by comprising:

Images