JP2006238316A - Document management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To handle a quantity of document data of great capacitance without reducing convenience that a present image forming apparatus has. <P>SOLUTION: When storing document data in a non-volatile memory of an image forming apparatus, even if a document data storage region is insufficient, real data are transferred and saved into a server device while remaining only link information of the document data to which a "mobility attribute" is added, without stopping operating the apparatus. <P>COPYRIGHT: (C)2006,JPO&NCIPI

Description

  Image formation in a document management system comprising a non-volatile memory in an image forming apparatus, capable of storing and printing out document data, and a server apparatus for storing and managing document data connected through a network The present invention relates to a method for managing document data in an apparatus.

  The image forming apparatus has an additional function that improves as the market needs increase. For example, in a recent digital copying machine, a nonvolatile memory area (for example, a non-volatile memory area managed by an ID and a password for each user) A hard disk device in the image forming apparatus is provided to store the document read by the scanner, improving the convenience of re-output, and forming a document created with application software on the computer system via the printer driver It is stored in a memory area in the apparatus, and the convenience of re-output is improved, such as in a standard format output by the image forming apparatus alone, or a plurality of stored document data are combined. Various finishing functions such as stapling function and bookbinding function of image forming device as one document Enhancement of various functions, such as or perform utilizing the print output is achieved.

As another conventional example, Patent Document 1 can be cited.
JP-A-10-104900

  In such an apparatus for storing document data in the image forming apparatus, for convenience of functions, documents read by a large amount of scanners and a large amount of image data generated by application software are stored for each user. For example, when a full-color original (8 bits × 3 colors) is stored in an A3 paper size without compression at 600 dpi, the original is stored with a large data size of about 200 MB per original (one side). Even if the non-volatile memory of the forming apparatus is expanded or the image data is stored after image compression with little deterioration is performed, the original cannot be kept up with the speed at which the original is accumulated. When the storage function is used, every time an attempt is made to store a new document, "No more document data can be stored" Please clean up the document data that has been collected "is displayed in a cumbersome manner, once the accumulated document data that seems unnecessary is erased, the storage is executed again, and if it still fails, the accumulation that seems to be unnecessary The stored document data is erased, the storage is executed again, and so on are repeated, and the convenience of storage is finally reduced due to the fact that the storage is finally successful. Also, even if one user can finally store the document data due to a problem, if another user tries to store another document data, the same phenomenon occurs, and not only a specific user Convenience for all users who use the image forming apparatus is greatly reduced.

In order to solve the above-described conventional problems, the image forming apparatus is connected to a network and can communicate with other network connection devices, and can store document data such as an image file in a nonvolatile memory. In a document management system having an image forming apparatus, a server apparatus connected to a network and storing and managing document data, and a cooperation unit for exchanging document data between the image forming apparatus and the server apparatus ,
Property information adding means for adding property information indicating the characteristics of document data when storing the document.

  A moveable attribute adding means in which one of the property information is “movable attribute”.

  Detection means for detecting that the available remaining capacity of the document data storage area in the image forming apparatus has fallen below a preset threshold value.

  Depending on the detection result of the detection means, the document data in the image forming apparatus is moved to the server device based on the “movable attribute” of the document or the “movable attribute” of the document and other document property information. Document data moving means.

Link information holding means to the actual data for holding the document data moved by the moving means in the document data area where the image forming apparatus was originally used, with the storage location information on the server device as the link information of the document.
When the document data is stored in the non-volatile memory of the image forming apparatus, the “movable attribute” is added without stopping the operation of the device even when the document data storage area is insufficient. By transferring and saving the actual data to the server device, leaving only the link information, it is possible to handle a large amount of document data without reducing the convenience of the current image forming device. Become.

  As described above in detail, according to the present invention, an image forming apparatus that is connected to a network and can communicate with other network-connected devices can store document data such as an image file in a nonvolatile memory. In a document management system having an image forming apparatus, a server apparatus connected to a network and storing and managing document data, and a cooperation unit for exchanging document data between the image forming apparatus and the server apparatus Property information adding means for adding property information indicating the characteristics of document data when storing the document. A movable attribute adding means in which one of the property information is “movable attribute”. Detection means for detecting that the available remaining capacity of the document data storage area in the image forming apparatus falls below a preset threshold value. The document data in the image forming apparatus is moved to the server device based on the “movable attribute” of the document or the “movable attribute” of the document and other document property information in accordance with the detection result of the detection means. Document data moving means. With respect to the document data moved by the moving means, the storage location information on the server device is held as the document link information in the document data area where the image forming apparatus was originally stored, and has link information holding means to the actual data, When document data is stored in the non-volatile memory of the image forming apparatus, even if the document data storage area is insufficient, the document data to which the “movable attribute” is added without stopping the operation of the device. By transferring and saving the actual data to the server device while leaving only the link information, it is possible to handle a large volume and a large amount of document data without reducing user convenience.

  FIG. 1 shows the overall configuration of an embodiment of the present invention.

  In FIG. 1, reference numeral 101 denotes a local area network (hereinafter referred to as a LAN), which can communicate with each other by connecting devices corresponding to the network connection. Reference numeral 102 denotes a server apparatus. The main purpose of this server apparatus is to store and manage document data. Reference numeral 103 denotes a workstation operated by a user, which operates a general-purpose OS, creates a document using application software on the general-purpose OS, performs printing using an image forming apparatus, and issues a storage instruction for document data. To do. Reference numeral 104 denotes an image forming apparatus A, which is a multifunctional image forming apparatus including a printer unit, a scanner unit, a FAX unit, and the like. The image forming apparatus A 104 has a non-volatile memory area in the device indicated by 105 and is used for storing document data. Reference numeral 106 denotes an image forming apparatus B, which is an image forming apparatus including a printer unit, a scanner unit, and the like. The image forming apparatus B 106 has a non-volatile memory area in the device 107 and is used for storing document data.

  Reference numerals 108, 109, and 110 show the flow of document data in the present embodiment in a simplified manner, and the details will be described with reference to a flowchart described later.

  Next, FIG. 2 will be described. FIG. 2 conceptually shows the flow and processing of document data. Reference numeral 102 denotes the server apparatus shown in FIG. 1, 103 denotes the workstation shown in FIG. 1, and 104 and 105 denote the image forming apparatus A and the nonvolatile memory shown in FIG. In 201, a job for saving document data is input to the image forming apparatus A by an operation on the workstation. In 202, the image forming apparatus A receives the job 201, but a shortage (memory full) of the non-volatile memory area 105 occurs. An example of the document data stored in the non-volatile memory 105 before the memory full in 202 is generated is 203, and in 204, the document A is stored with the illustrated attribute and is movable. The attribute is Yes. Document 205 is stored in 205 and document C is stored in 206 with the illustrated attributes, but it is understood that both the movable attributes are No.

  In 207, when a memory full occurs, a document having a movable attribute of Yes is detected from the document data stored in 203, and in this embodiment, document A corresponds to document A. The real data is moved to the server apparatus indicated by 102. Thereafter, in 208, the actual data of the document X to be newly saved is saved in the empty area portion for the document A, and as a result, the document X indicated by 209 is saved in the nonvolatile memory area 105. .

  FIG. 3 is a flowchart describing the conceptual diagram shown in FIG. 2 as a process flow for each device.

  Reference numerals 301 to 306 show the processing flow of the workstation (103) shown in FIG. 1. Reference numerals 311 to 321 show the image forming apparatus A (104) in FIG. 1 and the nonvolatile memory (105) in the apparatus. 331 to 336 show the processing flow of the server apparatus (102) shown in FIG.

  In the following, individual details will be described.

  In 301, processing for storing document data in the workstation (103) is started. It is assumed that the document data to be stored is created in advance at the workstation (103) by using means (not shown). In 302, driver software for instructing to save document data is started. In 303, on the driver software setting screen, for example, selection of a device for saving document data and “movable attribute” as property information of the document data are displayed. "," Document name ", etc. are specified. When all settings are completed and document data storage is started, the process proceeds to 304, and transmission of document data X from the workstation (103) is started to the image forming apparatus A (104) (108 in FIG. 1). Flow shown by). When the storage of the document data X is completed in 305, the process proceeds to 306, and the processing of the workstation (103) is completed.

  Next, the flow of processing in the image forming apparatus A (104) is shown. In 311, the processing of the image forming apparatus A (104) is started. In 312, reception processing of the document data X transmitted from the workstation (103) is started. Next, the data size of the document data X is compared with the remaining capacity of the in-device memory (105) at 313. If the remaining capacity is not insufficient, the process proceeds to 318, and the remaining capacity is insufficient. In this case, the process is shifted to 314. In 314, the document data stored in the in-device memory (105) is detected for a document whose “movable attribute” is Yes (in this embodiment, “movable attribute” is Yes). Document A) starts to move the actual data of the corresponding document data to the server apparatus (102) (flow indicated by 109 in FIG. 1). When the movement of the document A is completed in 315, the process proceeds to 316, and Uniform Resource Identifier (hereinafter, URI) information of the document A is received. In 317, the document management table held in the image forming apparatus A (104) is updated based on the URI information received in 316.

An example of a management table is before moving document A:

文書Aの移動後：

After moving Document A:

となる。

It becomes.

  In this example of the management table, the BOX number is a number of a storage area provided for storing and managing a document for each user, and a name can be set corresponding to the BOX number and is set as a BOX name. The document name is the document name of the document data to be stored set in the workstation (103) 303, and the document ID is for uniquely identifying the document data stored in the internal memory (105) of the image forming apparatus. ID information. Although the actual data movement of the document A is performed by the server apparatus (102), the URI information of the document A is held in the document management table of the image forming apparatus A (104) even after the actual data movement of the document A, and the image forming apparatus A Processing is possible at (104).

  In 318, as the document A is moved, a sufficient free space for storing the document X is secured, so that the storage of the document X in the in-device memory (105) is started. If sufficient free space cannot be secured only by moving the document A, the document whose “movable attribute” is “Yes” is repeatedly moved, or the document is moved based on other document property information. You may go. When the storage of the document data X is completed in 319, the document management table held in the image forming apparatus A (104) is further updated in 320.

  As an example of the management table after the update in 320

となり、文書Ｘの情報が追加されている。

Thus, the information of document X is added.

  When the update of the management table is completed in 320, the process proceeds to 321 and the processing of the image forming apparatus A (104) is completed.

  Next, the flow of processing in the server apparatus (102) is shown. In 331, processing of the server apparatus (102) is started. In 332, the document data of the document A transmitted from the image forming apparatus A (104) is received, and when the movement of the document A is completed in 333, the server apparatus manages the document management table in 334. Update.

  An example of the document management table on the server device

となっており、テーブル構造としては、画像形成装置Ａ（１０４）が内部的に保持している情報に類似しているが、「機器ＩＤ」のフィールドが追加されている。このフィールドは文書データを移動する際に、元の文書データが格納されていた異動元の機器のＩＤ情報が記述されている。機器ＩＤ情報が必要な例としては、例えば、画像形成装置Ａの機器内メモリ（１０５）が増設されるなどの要因で空き容量が充分に確保できたような場合に、実データの書き戻しをサーバ装置（１０２）から画像形成装置Ａ（１０４）に行う場合に書き戻し先の機器を特定するために用いられる。

The table structure is similar to information held internally by the image forming apparatus A (104), but a field of “device ID” is added. This field describes the ID information of the transfer source device in which the original document data is stored when the document data is moved. As an example in which the device ID information is necessary, for example, when a sufficient free space can be secured due to an increase in the internal memory (105) of the image forming apparatus A, the actual data is written back. This is used to specify a device to which data is written back when the server apparatus (102) performs image forming apparatus A (104).

  When the transmission of the URI information of the document is completed in 335, the process proceeds to 336, and the processing in the server apparatus (102) is completed.

  Next, FIG. 4 will be described.

  In FIG. 3, the flow of processing when storing document data from the workstation (103) has been described, but processing when document data is stored by the image forming apparatus alone using the scanner unit of the image forming apparatus. The flow will be described with reference to FIG.

  In 401, the processing of the image generation apparatus B (106) is started. In step 402, a document for storing document data is set in the document reading unit of the image forming apparatus B (106). The document may be set directly on the scanner unit, or when an automatic document feeder (hereinafter referred to as ADF) is set, the document may be set on the ADF document setting unit. In step 403, from the setting screen using the operation panel and operation keys of the image forming apparatus B (106), for example, selection of the document reading resolution when saving the document data and “movable attribute”, “ Specify "Document Name". When all the settings are completed and the document data storage is started, the process proceeds to 404, and the scanning operation of the original set in 402 is started.

  Next, the data size of the scanned image is compared with the remaining capacity of the in-device memory (107) at 405. If the remaining capacity is not insufficient, the process proceeds to 410 and the remaining capacity is insufficient. In this case, the processing is shifted to 406. In 406, a document having a “movable attribute” of Yes in the document data stored in the in-device memory (107) is detected (in the present embodiment, the “movable attribute” is Yes). Document A) starts to move the actual data of the corresponding document data to the server apparatus (102) (flow shown by 110 in FIG. 1). When the movement of the document A is completed in 407, the process proceeds to 408 and the URI information of the document A is received. In 409, the document management table held in the image forming apparatus B (106) is updated based on the URI information received in 408. An example of the management table is the same as that shown in FIG. 3 and will not be described here.

  In 410, as the document A is moved, sufficient free space is secured to store the scanned image data, so that the storage of the scanned image data in the in-device memory (107) is started. If sufficient free space cannot be secured only by moving the document A, the document whose “movable attribute” is “Yes” is repeatedly moved, or the document is moved based on other document property information. You may go. When the storage of the image data scanned in 411 is completed, the document management table held in the image forming apparatus B (106) is further updated in 412. An example of the management table after the update in 412 is almost the same as that in FIG. 3 and will not be described here (for the same explanation if the document X in FIG. 3 is replaced with scanned image data). When the update of the management table is completed in 412, the process proceeds to 413 and the processing of the image forming apparatus B (106) is completed.

  Next, the flow of processing in the server apparatus (102) is shown. In 421, the processing of the server apparatus (102) is started. In 422, the document data of the document A transmitted from the image forming apparatus B (106) is received. When the movement of the document A is completed in 423, the server apparatus manages the document management table in 424. Update. An example of the document management table in the server device is the same as that in FIG. 3, and therefore the description thereof is omitted here. When the transmission of the URI information of the document is completed in 425, the process proceeds to 426, and the processing in the server apparatus (102) is completed.

  FIG. 5 illustrates the processing when it is necessary to update the URI information of the “moved document” that has already been transmitted to the image forming apparatus due to a change in the installation conditions of the server apparatus (102).

  In 511, processing of the server apparatus (102) that transmits the updated information of the URI information is started. As a requirement that triggers the start of processing, for example, when there is a change in the IP address information of the server apparatus (102) or a change in the folder configuration (hierarchy etc.) of the document data storage area managed on the server side Thus, the start of the processing at 511 may be started by automatically detecting the above-described trigger condition on the server device side, or may be performed by an apparatus administrator. In 512, a URI change content determination process is executed for the document data management table managed on the server side. After that, in 513, the management table of the document data managed on the server side is analyzed, and the portion that needs to be updated is extracted. Further, in accordance with the update of the management table of the document data managed on the server side in 514, a notification destination (becoming an image forming apparatus) for notifying the change of the document URI after the movement is detected, and in 515, the extraction is performed in 513. The update notification is sent to the destination detected in 514. When the change notification is completed, the process proceeds to 516, the management table for which the change notification is completed is updated, and the processing is completed at 517.

  In 501, a process (on the image forming apparatus A or image forming apparatus B in this embodiment) that receives an update of the URI information of the document data is started, and in 502, the URI of the ancestor data transmitted from the server apparatus (102). Receive updated information. When the reception is completed, the process proceeds to 503, and the update processing of the document data management table related in the image forming apparatus is performed according to the contents received in 502. Thereafter, processing is completed at 504.

1 is an overall configuration diagram related to an embodiment of the present invention. The flow and processing of document data according to the embodiment of the present invention are conceptually shown. The flowchart (1) in connection with embodiment of this invention. Flow chart (2) according to the embodiment of the present invention. Flow diagram (3) according to the embodiment of the present invention.

Claims (6)

An image forming apparatus connected to a network and capable of communicating with other network-connected devices, and capable of storing document data such as an image file in a non-volatile memory, and connected to the network and document data A document management system having a server device that stores and manages document data, and cooperation means for exchanging document data between the image forming device and the server device,
-Property information addition means for adding property information indicating the characteristics of document data when saving the document,
-One of the property information is "movable attribute", movable attribute addition means,
Detecting means for detecting that the available remaining capacity of the document data storage area in the image forming apparatus has fallen below a preset threshold;
Depending on the detection result of the detection means, the document data in the image forming apparatus is moved to the server device based on the “movable attribute” of the document or the “movable attribute” of the document and other document property information. Document data moving means,
Link information holding means to the actual data for holding the document data moved by the moving means in the document data area where the image forming apparatus was originally used, with the storage location information on the server device as the link information of the document,
Have
When document data is stored in the non-volatile memory of the image forming apparatus, even if the document data storage area is insufficient, the document data to which the “movable attribute” is added without stopping the operation of the device. A document management system characterized in that only the link information is left and the actual data is transferred and saved to the server device.   In the property information adding means, the property information includes “save date / time”, “access date / time”, “update date / time”, “creator”, “storage size”, and in combination with “movable attribute” information, The document management system according to claim 1, wherein the movement of the document is executed.   In the property information adding means, if “security related attribute” is set in the property information, whether the security level of the document storage area of the image forming apparatus is the same as the security level of the document storage area of the server apparatus side. 2. The document management system according to claim 1, wherein discrimination is performed and only document data of the same security level is subject to movement execution.   In the server apparatus, when the server apparatus installation information (URI: Uniform Resource Identifier) is changed, the link to the actual data held in the image forming apparatus by the link information holding means to the actual data A server that generates update information for automatically updating the information; a transmission unit that transmits the generated update information to the image forming apparatus; and an update information receiving unit in the image forming apparatus 2. The document management system according to claim 1, further comprising a link information updating unit, wherein link information to actual data in the image forming apparatus is automatically updated when the installation information of the server apparatus is updated.   In the property information adding means, when the document data to which the property information includes the “move prohibition attribute” and the “moveable attribute” information is added does not exist in the image forming apparatus, Among the other added property information described in the above, document data to which the “move prohibition attribute” is not assigned is also subject to document data movement based on a preset priority of determination. The document management system according to claim 1.   When the free space of the non-volatile memory in the image forming apparatus becomes larger than a preset threshold value, the document data previously moved to the server apparatus is converted into non-volatile in the image forming apparatus based on link information. 2. The document management system according to claim 1, wherein the link information and the document data on the server device side are erased after writing back to the memory and completing the writing back.

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