JP2006228133A - Document management system and document storage system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document management system and a document storage system which are capable of retrieving document additional information itself. <P>SOLUTION: When document data and document additional information are registered from a client 12 to a preservation server 10, a retrieval key is inputted to the preservation server 10 through the client 12. The preservation server 10 associates the inputted retrieval key with the document additional information. At this time, whether a user should be informed or not is set. When document additional information is added to document data, a retrieval key is inputted to the preservation server 10 through the client 12. The preservation server 10 adds additional information corresponding to the retrieval key to the document data. When document additional information is added or corrected, the user is informed in the case that it is set to the document additional information that the user should be informed. <P>COPYRIGHT: (C)2006,JPO&NCIPI

Description

  The present invention relates to a document management apparatus and a document storage apparatus. More specifically, the present invention relates to a document management apparatus that stores and manages document data and document additional information correspondingly, and stores document data and the like in the document management apparatus. The present invention relates to a document storage device.

  Conventionally, there is an invention in which when a keyword of a document already registered in a database matches a keyword of a newly registered document, this is notified to the user (see Patent Document 1). That is, when a document associated with a specific keyword is registered in the server, the user is notified that the corresponding document is registered in the server.

  By the way, in the database, document additional information such as a comment on the document is also stored corresponding to the document so that the document can be easily understood when browsing the document. In order to add appropriate document additional information to a document, it is also necessary to know what kind of document additional information has been previously added.

  However, in the above invention, it is not searched whether or not the keyword desired by the user is included in the document additional information itself. For this reason, when a new document is registered in the server, it cannot be determined by searching which document additional information stored in the database is appropriate to be associated with the document. That is, since the document additional information to be associated with the document is not a search target, when registering a new document, it has not been easy to determine which document additional information should be attached to the document.

Further, when document additional information including a specific keyword that can be associated with a document is newly registered in the server, the application for searching does not operate, and the user cannot know this in a timely manner.
Japanese Patent Laid-Open No. 05-174060

  The present invention has been made in view of the above facts, and an object of the present invention is to provide a document management device and a document storage device capable of searching for additional document information itself.

  In order to achieve the above object, a document management apparatus according to claim 1 inputs storage information for storing document data and document additional information correspondingly, and search information for searching for the document additional information. And input control means for controlling the storage means so that the search information input by the input means is stored in correspondence with the document additional information.

  That is, when search information is input by the input means, this search information is stored in the storage means corresponding to the document additional information.

  According to a sixth aspect of the present invention, there is provided the document storage device according to the first aspect, wherein input means for inputting document data and search information, and additional document information corresponding to the search information input by the input means. An acquisition means for acquiring a search result as to whether or not the information is stored in the means, and a search result that the additional information corresponding to the input search information is stored in the storage means by the acquisition means. Control means for controlling the document data inputted by the input means, the inputted search information, and the document additional information corresponding to the search information to be stored in the storage means correspondingly when acquired. And.

  That is, when document additional information is added to document data and stored from the document storage device to the storage means according to the first aspect of the invention, there is a case where it is desired to refer to the document additional information added to the already stored document data. is there. As described above, the search information is stored in the storage unit corresponding to the document additional information.

  Accordingly, the acquisition means in the document storage device according to the sixth aspect of the invention acquires a search result as to whether or not document additional information corresponding to the search information input by the input means is stored in the storage means.

  For example, as a first example, search information is output from the document storage device according to the sixth aspect of the invention to the document management device. The document management device includes a search unit, and the search unit searches the storage unit for document additional information corresponding to the search information input from the document storage device.

  As a second example, the document storage device according to the sixth aspect of the present invention and the document management device may be integrated. In such a case, the document management device, which is a document storage device, includes a search unit, and the search unit searches the storage unit for document additional information corresponding to the search information input from the document storage device.

  When the retrieval result is acquired by the acquisition unit that the additional document information corresponding to the input search information is stored in the storage unit, the control unit is input by the input unit. Control is performed so that the document data, the inputted search information, and the document additional information corresponding to the search information are stored in the storage means correspondingly.

  In the first example (when the document storage device and the document management device are physically different devices), the document data input by the input means, the input search information, and the document corresponding to the search information The additional information is output from the document storage device according to the sixth aspect of the invention to the document management device. The control unit of the document management apparatus that has input these controls to store the input document data, search information, and document additional information corresponding to the search information in the storage unit in a corresponding manner.

  In the second example (in the case where the document storage device according to the sixth aspect of the invention and the document management device are integrated), the control means of the document storage device according to the sixth aspect of the invention provides the input document. Data, search information, and document additional information corresponding to the search information are directly controlled so as to be stored in the storage unit correspondingly.

  As described above, the present invention can search the document additional information itself.

  By the way, in the first example, as described in claim 7, the output means of the document storage device outputs contact information, and as in claim 8, correction information for correcting the document additional information is provided. You may make it output.

  In the second example, the input unit of the document management apparatus may input contact information or input correction information for correcting the document additional information.

  In such a case, as in claim 2, the control means of the document management apparatus controls the storage means so that the input contact information is stored in correspondence with the document additional information.

  When the document data, the document additional information, and the search information are stored in the storage unit as in claim 3, the determination unit searches for the search information and the document additional information that is already stored. It is determined whether or not the information matches.

  When it is determined by the determining means that the information matches, the contacting means contacts the contact based on the contact information stored corresponding to the already stored document additional information.

  As described above, when the document data, the document additional information, and the search information are stored, the contact is notified, so that it is possible to recognize that new document data corresponding to the document additional information is stored.

  According to another aspect of the present invention, when the correction information is input by the input unit, the control unit controls the storage unit so that the document additional information is corrected. The correction determination means determines whether or not the document additional information has been corrected.

  The contact means, when it is determined by the correction determination means that the document additional information has been corrected, the contact information based on the contact information stored in correspondence with the already stored document additional information Contact

  As described above, when the document additional information is corrected, the contact information is notified, so that it is possible to recognize that the document additional information is corrected.

  The invention described in claim 5 is provided with the correction determination means and the communication means in claim 4, but differs in that the determination means of claim 3 and the communication means of claim 3 are not provided.

  As described above, the present invention can search the document additional information itself.

  In the present invention, when document data, document additional information, and search information are stored, the contact information is contacted, so that it is possible to recognize that new document data corresponding to the document additional information is stored. it can.

  Further, according to the present invention, when the document additional information is corrected, the contact information is notified, so that it is possible to recognize that the document additional information is corrected.

  Hereinafter, an example of an embodiment of the present invention will be described in detail with reference to the drawings.

  As shown in FIG. 1, a storage server 10 serving as a document management apparatus that stores document data and document addition information to be added to the document data includes a document storage device for browsing the document data via a network 14. Are connected.

  As shown in FIG. 2, the client 12 includes a CPU 32 as a control means, a ROM 34, a RAM 36, a display device 38, an input device (such as a mouse) 40 as an input means, and an interface (I / F) 42 as an acquisition means. They are connected to each other via a bus 44.

  As shown in FIG. 3, the server 10 includes a CPU 52, ROM 54, and RAM 56 as control means, a storage device 58 as storage means, and an interface (I / F) 60 as input means and communication means via a bus 62. They are connected to each other.

  Here, the storage device 58 of the storage server 10 also stores a search database for searching whether the user's desired document additional information is registered. Further, the document additional information and the search database can be registered from the client 12.

  As shown in FIG. 4, the document additional information includes comments on the document data, version information indicating whether the document data is the latest, browsing records, information on the document registrant, importance of the document data, and the like. The additional document information is stored in correspondence with the context name that is identification information of the additional document information.

  When browsing the document data from the client 12, the user can refer to the document additional information stored in the storage server 10. When the document additional information is referred to, for example, when the document registrant (XX △△△) is referenced, as shown in FIG. 5, “the document registrant is Mr. XX △△△” And so on.

  Next, the operation of the present embodiment will be described.

  FIG. 6 shows a search key association processing program for associating a search key as search information with document additional information.

  When a predetermined start button is turned on, the program starts, and a search key association screen 100 is displayed in step 82 as shown in FIG. As shown in FIG. 7, the search key association screen 100 is first provided with an input unit 92 for inputting a search key for a development document and an input unit 94 for inputting a description thereof. Second, an input unit 96 for inputting a search key for a general affairs document and an input unit 98 for inputting the description are provided. The search key association screen 100 is provided with a selection unit 99 for selecting whether to notify the user. Here, the development document and the general affairs document are search keys created in advance in the server on the setting screen of FIG.

  In step 84, a search key is entered. For example, as shown in FIG. 7, the product name, version, person in charge, status, etc. are entered in the search key of the development document. In step 86, a search key is associated with the document additional information. That is, for example, as shown in FIG. 8, the input search key 74 is stored in association with the document additional information 72.

  In step 88, it is determined whether or not it is set to notify the selection unit 99 of the user. If it is determined that the user notification is set, in step 90, the user address 76 input from the client 12 is set as shown in FIG.

  Thus, when the user notification is set, information (1) indicating the user notification is stored in the search key together with the user address.

  On the other hand, if it is determined in step 88 that the user notification is not set, step 90 is skipped, so that the user's address is not stored in the document additional information 74 as shown in FIG. The search key does not store information for setting user notification (1 in the above example). Therefore, the state of 0 remains.

  Next, referring to FIG. 10, there is shown a document additional information addition processing program for adding document additional information to document data when registering the document data from the client 12 to the storage server 10.

  When a predetermined start button is turned on and this program starts, a context name search screen is displayed in step 102 as shown in FIG.

  The context name search screen (FIG. 11) includes an input unit 120 for inputting a search key, a search button 122 for instructing a search, a search result display unit 124 for displaying a search result, and an association button 126 for instructing an association. .

  In step 104, it is determined whether a search key has been input. That is, the user inputs a search key for document additional information to the input unit 120 in order to search for document additional information to be added to the document data. For example, in FIG. 11, a development document is input. As described above, when a search key is input to the input unit 120, an affirmative determination is made in step 104, and in step 106, the context of the document additional information stored as the search key of the document additional information is input. Search for a name. That is, for example, when the product name XXXX is input or the version H is input to the input unit 120 in the context name search screen (FIG. 11) illustrated in FIG. 11, the version name XXXX or the version H The context name of the document additional information stored as a search key is searched. In this case, as shown in FIG. 8, since the product name and version information match, the context name 70 shown in FIG. 8, ie, “software development context” is searched. In step 108, the search result is displayed on the search result display unit 124. Since the development document corresponds to the software development context or the like, when the development document is input, the software development context or the like is searched.

  In step 110, it is determined whether a context name has been selected. That is, when the user selects a context name for identifying appropriate document additional information as the document additional information of the document data to be registered in the storage server 10 this time, an affirmative determination is made in step 110 and the association button 126 is turned on. In step 114, an affirmative determination is made, and in step 114, the document additional information corresponding to the searched context name is added to the document data, and this program is terminated.

  In this way, the search key is input, and the document additional information stored as the search key of the document additional information is added as the document additional information of the document data.

  Next, a description will be given of a document additional information registration notifying process for notifying the case where document additional information is newly registered as described above. FIG. 12 shows a document additional information registration notification processing program. When document additional information is newly registered, this program starts, and in step 132, a search key corresponding to the newly registered document additional information is extracted. That is, as shown in FIG. 13, when document data is newly registered this time, document addition information 72 is added to this document data, and product name XXXX is added as a search key 74, this search is performed. XXXX which is the key 74 is extracted.

  In step 134, the address of the user stored corresponding to the document additional information using the search key extracted in step 132 as the search key is acquired. That is, in the example shown in FIG. 8, the search key for the product name XXXX is the same as the search key extracted this time, and the user notification is set, so the corresponding user address is acquired. On the other hand, in the example shown in FIG. 9, since the product name is aaa, it is different from the product name XXXX extracted this time. However, since the user notification is not set, the user is not notified.

  In step 136, if the product name is XXXX, it notifies the acquired address. This makes it possible to notify that document data corresponding to the newly registered document additional information has been newly added.

  By the way, the search key association process (FIG. 6) and the document additional information addition process (FIG. 10) can be executed separately. This is because the document additional information to be added to the document data is also determined in advance, and it may not be necessary to retrieve and add the document additional information.

  However, when the document data is stored in the storage server 10 for the first time, the document additional information addition process (FIG. 10) is executed in order to retrieve from the storage server 10 the document additional information to be added to the document data. Also good. Thereby, the document data and the document additional information can be stored correspondingly. When document data and document additional information are specified in this way, the search key association process (FIG. 6) may be executed to add a search key to the document additional information.

  Incidentally, the document additional information stored in the storage server 10 can be corrected from the client 12. That is, in this case, the client 12 outputs the correction information of the document additional information to the storage server 10. When the correction information is input, the storage server 10 corrects the corresponding document additional information. For example, when the importance level is medium among the document additional information shown in FIG. 8 and the importance level is changed to low as shown in FIG. 15, the document additional information correction notification shown in FIG. The processing program starts, and in step 142, the context name 70 of the modified document additional information is acquired. That is, in the example shown in FIG. 8, the software development department context is acquired.

  In step 144, the user's address that is the same as the acquired context name and stored in correspondence with the context name set in the user notification is acquired. In step 146, the acquired address is notified.

  As described above, in this embodiment, when newly registering document data and document additional information in association with the storage server, it is possible to search for document additional information that matches a preset key. Thus, it is possible to save time and effort to select and add the document additional information to the document data by examining the contents of the document additional information on the storage server one by one.

  In the above-described embodiment, when document additional information that matches the search condition is registered in the storage server, the fact is notified, so that it is timely confirmed that the information to be added to the document data is registered in the server. I can know. That is, when document additional information that is appropriate to be associated is registered in the storage server from the document additional information currently associated with the document data, the user can associate the context with the document data in a timely manner.

It is a block diagram of a document storage system. It is a block diagram of a client. It is a block diagram of a storage server. It is a figure which shows the detail of document additional information. It is a figure which shows the one aspect | mode which displays the content referred when document additional information is referred. It is a flowchart which shows a search key matching process program. It is a figure which shows a search key matching screen. It is a figure which shows the case where a search key is set to document additional information and a user notification is further set. It is a figure which shows the case where only a search key is memorize | stored corresponding to document additional information. It is a flowchart which shows a document additional information addition process program. It is a figure which shows a context name search screen. It is a flowchart which shows a document additional information registration notification processing program. It is a figure which shows the content of the document additional information newly registered. It is a figure which shows a document additional information correction notification processing program. It is a figure which shows the content by which document additional information was corrected.

Explanation of symbols

10 Storage server (document management device)
12 Client (document storage device)
32 CPU (control device)
40 Input device (input means)
42 I / F (Acquisition means)
52 CPU (control means)
58 Storage device (storage means)
60 I / F (input means, communication means)
72 Additional document information

Claims (8)

Storage means for storing document data and document additional information correspondingly;
Input means for inputting search information for searching for the document additional information;
Control means for controlling the storage means so that the search information input by the input means is stored corresponding to the document additional information;
Document management device with The input means inputs contact information,
The document management apparatus according to claim 1, wherein the control unit controls the storage unit so that the input contact information is stored in correspondence with the document additional information. When document data, document additional information, and search information are stored in the storage unit, a determination is made to determine whether the search information matches search information corresponding to the already stored document additional information Means,
A contact means for contacting the contact based on the contact information stored in correspondence with the already stored document additional information, if determined by the determination means;
The document management apparatus according to claim 2, further comprising: The storage means stores the document additional information in a modifiable manner,
A correction determining means for determining whether or not the document additional information has been corrected;
The contact means, when it is determined that the document additional information has been corrected by the correction determination means, based on the contact information stored corresponding to the already stored document additional information. The document management apparatus according to claim 3, which is contacted first. The storage means stores the document additional information in a modifiable manner,
Correction determination means for determining whether or not the document additional information has been corrected;
When the correction determining means determines that the document additional information has been corrected, the contact for contacting the contact based on the contact information stored in correspondence with the already stored document additional information. Means,
The document management apparatus according to claim 2, further comprising: An input means for inputting document data and search information;
Obtaining means for obtaining a search result as to whether or not document additional information corresponding to the search information input by the input means is stored in the storage means;
When the retrieval means obtains a search result that the additional document information corresponding to the inputted retrieval information is stored in the storage means, the document data inputted by the input means, the inputted Control means for controlling the search information and document additional information corresponding to the search information to be stored correspondingly;
A document storage device.   7. The document storage device according to claim 6, further comprising output means for outputting contact information.   7. The document storage device according to claim 6, further comprising output means for outputting correction information for correcting the document additional information.

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