JP2008107977A - Document management device - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a user-friendly document management device. <P>SOLUTION: This document management device sets at least a security protection time limit for handling each stored document as a confidential document and a security level of the document to each the stored document, and notifies a designated document manager about the effect that the security protection time limit approaches before a period preset from the security protection time limit. About the document wherein resetting of the security level is not performed even after the security protection time limit, the document management device changes the security protection time limit and the security level set to the document. <P>COPYRIGHT: (C)2008,JPO&INPIT

Description

  The present invention sets at least the security level of the document and the confidentiality expiration date to be handled as a confidential document for each stored document, and the confidentiality expiration date is approaching before a predetermined period from the confidentiality expiration date. This is related to a document management apparatus that notifies a designated document manager.

  Conventionally, as a document management apparatus for managing each document by setting a security level or a confidentiality retention period to be handled as a confidential document for each stored document, for example, those disclosed in Patent Documents 1 to 4 have been proposed. ing.

  Here, Patent Document 1 provides a security level that is inconvenient to display as content that may be displayed on the display device. If the security level does not satisfy a predetermined condition, information is displayed on the display device. The thing which was made to suppress was disclosed.

  In Patent Document 2, the file security level, the user security level, and the printer security level are registered and managed in the database 208 on the file server 102 as a file attribute TBL, a user attribute TBL, and a printer attribute TBL. A file management apparatus 201 that controls access permission and print permission from a client terminal with reference to a file attribute TBL, a user attribute TBL, and a printer attribute TBL when accessing a file is disclosed. ing.

  Further, in Patent Document 3, the security level of a terminal is detected based on an access pattern to determine whether the security level has reached a predetermined level, and the security level of the terminal has not reached a predetermined level. When it is determined that, the access permission range of the terminal is changed.

In Patent Document 4, a comment sentence with an identification number is described on the homepage. The updater 7 registers part or all of the update information of the home page 1 with an identification number, its display period, and repeated display conditions in the database unit 4 that stores the update information. When the viewer 6 browses the home page 1, the display determination unit 5 sends or does not send update information corresponding to the identification number, display period, and repeated display condition from the database unit 4 in which a plurality of update information is stored. Thus, there is disclosed an apparatus that enables automatic updating of the home page 1.
Japanese Patent Laid-Open No. 2004-272481 JP 2005-174085 A JP 2004-234378 A JP 2004-178329 A

  However, in Patent Documents 1 to 3, security is improved by granting access authority to each user or terminal, but it takes time and labor to take inventory of the user or terminal at regular intervals.

  Patent Document 4 is a system that automatically updates HP (homepage) regularly, but automatically notifies the person in charge that the update time is near, or forgets to regularly rewrite comments. There is no means for processing.

  SUMMARY An advantage of some aspects of the invention is that it provides an easy-to-use document management apparatus.

  The present invention sets at least the security level of the document and the confidentiality expiration date to be handled as a confidential document for each stored document, and the confidentiality expiration date is approaching before a predetermined period from the confidentiality expiration date. Is a document management apparatus that notifies a designated document administrator of the document, and the security level set for the document for which the security level is not reset even after the confidentiality expiration date has passed. And the confidentiality expiration date is changed.

  Also, the confidentiality retention period of the document is registered in schedule management information set for the document manager of the document.

  Therefore, according to the present invention, the security level of the document, the security level retention period, necessity of reviewing the security level, and comments are recorded at the time of data registration, so that when the security level retention period approaches, By sending a confirmation e-mail only to data that requires a level review, it is possible to distribute the stocktaking effort for a certain period.

  In addition, for data that is not processed even after a certain period of time since the security level review notification was sent, the data is automatically processed according to the security level, so if the person in charge forgets to work, There is also an effect that information is automatically updated.

  Hereinafter, embodiments of the present invention will be described in detail with reference to the accompanying drawings.

  FIG. 1 shows an example of a document management system according to an embodiment of the present invention.

  This document management system is configured by connecting two user terminal devices TM1 and TM2, two document manager terminal devices TN1 and TN2, and a document management server device SV via a local area network LN.

  The document management server SV stores the documents received from the user terminal devices TM1 and TM2 and the document manager terminal devices TN1 and TN2 via the local area network LN, and the user terminal device via the local area network LN. In response to browsing requests issued by users of TM1 and TM2 and document manager terminal devices TN1 and TN2, browsing of stored documents is controlled.

  The document data stored in the document management server SV has a security level as will be described later, and controls whether or not to permit viewing of the document according to the authority of the user who issued the viewing request. I can do it.

  In addition, the document management server apparatus SV has an electronic mail function for various notifications to the document manager terminal apparatuses TN1 and TN2.

  FIG. 2 shows an example of the configuration of the user terminal devices TM1 and TM2, the document manager terminal devices TN1 and TN2, and the data processing device (for example, a personal computer device) that implements the document management server device SV.

  In the figure, a CPU (Central Processing Unit) 1 controls the operation of this data processing unit, and a ROM (Read Only Memory) 2 stores programs executed by the CPU 1 at startup and necessary data. A RAM (Random Access Memory) 3 is for configuring a work area of the CPU 1 and the like.

  The character generator 4 is for generating graphic character display data, the clock circuit 5 is for outputting the current date and time information, and the local area network interface circuit 6 is a local processor for this data processing device. The local area network transmission control unit 7 is for connecting to the area network LN, and the local area network transmission control unit 7 exchanges various data with other data terminal devices via the local area network LN. This is for executing the suite communication control process.

  The magnetic disk device 8 is for storing various data such as various application programs such as a server program and a Web browser, work data, file data, and image information data, and the CRT screen display device 9 is used for this data. The display controller 10 is for displaying a screen for operating the processing device, and the display control unit 10 is for controlling the display contents of the CRT screen display device 8.

  The keyboard device 11 is for performing various key operations on the data processing device, and the screen instruction device 12 is for performing operation operations such as instructing an arbitrary point of the CRT screen display device 9. Yes, the input control unit 13 is for capturing input information of the keyboard device 11 and the screen instruction device 12.

  These CPU 1, ROM 2, RAM 3, character generator 4, clock circuit 5, local area network transmission control unit 7, magnetic disk device 8, display control unit 10, and input control unit 13 are connected to a bus 14. Data exchange between these elements is mainly performed via the bus 14.

  In addition, the document management server apparatus SV has, for example, a database function for managing stored documents in the magnetic disk device 8, and a Web server function for communication with a user of an external terminal. Yes.

  In this document management system, user management information as shown in FIG. 3A is registered for each user. The user management information includes a user ID for identifying each user, a password for user authentication, a group ID for identifying a user group for defining user authority, and other information. ing.

  Here, the user group is for defining the authority for the user to access the document. For example, the security level is set for the document in three stages: “confidential document”, “confidential document”, and “viewable document”. If “confidential document” is set to the highest security level, “confidential document” is set to the second security level, and “viewable document” is set to the lowest security level. The user groups are set in three levels: “confidential document user group”, “confidential document user group”, and “general user group”.

  The users of the “secret document user group” can access documents of all security levels. In addition, the users of the “confidential document user group” cannot access the documents with the security level “confidential document” but can access the documents with the security levels “confidential document” and “viewable document”. In addition, the users of the “general user group” cannot access documents of the security level of “confidential document” and “confidential document”, but can access only the documents of the security level of “viewable document”.

  An example of document data stored in the document management server SV is shown in FIG. This document data includes a document ID for identifying each document, text information representing the contents of the document, a document manager name representing a user having manager authority for the document, and a contact address to the document manager. Represents the document administrator's e-mail address, the security level set for the document (“Confidential Document”, “Confidential Document”, “Viewable Document”), and the time limit for maintaining the security level set for the document It consists of a confidentiality expiration date, a comment describing the description of the document, and other information.

  With the above configuration, when the user of the user terminal device TM1 stores document data in the document management server device SV, first, the user terminal device TM1 is connected to the document management server device SV. At the time of this connection, user login work is first performed with reference to the user management information.

  When the user login operation is completed normally, for example, a document storage reception Web page provided by the Web server function installed in the document management server apparatus SV is sent to the document management server apparatus SV by the user. Using the Web browser function installed in the user terminal device TM1, the user accesses the reception Web page, inputs necessary information, and uploads text information to be stored.

  Here, the information input by the user is, for example, a document manager name, a document manager email address, a security level, a confidentiality expiration date, a comment, and other information in the document data described above.

  When detecting the connection request from the user, the Web server of the document management server device SV refers to the user management information, performs a predetermined login operation with the user, and completes the login operation normally. When an access request to the Web page is detected, necessary information is transmitted to the Web client, and various types of information input by a user operating the Web client are received and text information is received.

  Then, the document management server SV issues a document ID corresponding to the access and assigns it to the received document, creates the above-described document data based on the received various information and text information, and stores it in the document database. accumulate.

  When the user of the user terminal device TM1 makes a browsing request for the document data stored in the document management server device SV, the user terminal device TM1 first connects to the document management server device SV. At the time of this connection, user login work is first performed with reference to the user management information. In this user login operation, the user transmits the user ID and password to the document management server apparatus SV, and the document management server apparatus SV has the received user ID and password registered in any user management information. If this is the case, the login work is terminated normally. Further, the security level of the login user is recognized based on the group ID of the user management information of the user recognized in the login operation.

  When the user login operation is completed normally, the user requests document browsing with the document ID specified, whereby the document management server device SV refers to the security level of the document data of the specified document ID. Then, the viewing authority of the user is checked, and when it is determined that the user has the viewing authority, the text information of the document data requested to be viewed is transmitted.

  If it is determined that the user has no viewing authority, the user is notified of this and the viewing request at that time is rejected.

  Further, the document management server SV checks whether or not the confidentiality expiration date is approaching a preset number of days by comparing the confidentiality expiration date with the current date for each piece of document data accumulated every day. is doing. If a document whose difference between the confidentiality expiration date and the current date is a preset number of days is found, a document name and a link to the document are generated, along with a fixed sentence indicating that the confidentiality expiration date is approaching. Notify the document manager registered in the document by e-mail. At this time, if the document manager has schedule management information, the confidentiality expiration date of the document is automatically registered in the schedule management information.

  Also, if the document administrator does not perform the prescribed processing even after the confidentiality period has passed, for example, automatically extend the confidentiality period of the document, or automatically lower the security level of the document by one step, In the comment of the document, record that “the document manager has been notified, but processing has not been performed even after the confidentiality period has passed, so automatic processing has been performed”.

  Also, when the document manager is notified for the first time, the confidentiality expiration date of the document is automatically registered in the document manager's schedule.

  In this way, in this embodiment, the document security level, security level retention period, necessity of security level review, and comments are recorded at the time of data registration. By sending confirmation e-mails only for data that requires a security level review, it is possible to distribute the trouble of taking inventory every fixed period.

  Furthermore, data that is not processed even after a certain period of time has passed since the security level review notice was sent is automatically processed according to the security level, so that even if the person in charge forgets to work, Information is updated.

  FIG. 4 shows an example of processing executed by the document management server apparatus SV for managing confidentiality expiration of document data.

  First, it is checked whether there is a document whose confidentiality expiration date has not been checked (determination 101). When the result of determination 101 is YES, the next document data is acquired (processing 102), and the confidentiality of the document data is acquired. It is checked whether the deadline is approaching within the set number of days (decision 103).

  When the result of determination 103 is YES, it is checked whether the confidentiality expiration date is up to today (determination 104). When the result of determination 104 is NO, a document link (access URL) for accessing the document. Is created (process 105), a notification sentence including the document link and notifying that the confidentiality expiration date is approaching is created, and the created notification sentence is sent to the document administrator email address registered in the document. Transmission is performed using electronic mail (process 106). Then, the process returns to decision 101 to process the remaining documents.

  When the result of determination 104 is YES, a predetermined automatic process is activated (process 107). In this automatic processing, for example, the confidentiality expiration date of the document is automatically extended, or the security level of the document is automatically lowered by one step, and the comment of the document is notified as follows. “The processing is not performed even after the confidentiality period has passed, so automatic processing has been performed” is recorded. Next, the process returns to decision 101 to process the remaining documents.

  If the result of determination 103 is NO, the process returns to determination 101 to process the remaining documents.

  FIG. 5 shows another example of processing executed by the document management server apparatus SV for managing confidentiality expiration of document data.

  First, it is checked whether there is a document for which the confidentiality expiration date has not been checked (determination 201). When the result of determination 201 is YES, the next document data is acquired (processing 202), and the confidentiality of the document data is acquired. It is checked whether the deadline is approaching within the set number of days (decision 203).

  When the result of determination 203 is YES, it is checked whether the confidentiality expiration date is up to today (determination 204). When the result of determination 204 is NO, a document link (access URL) for accessing the document. (Processing 205), creating a notification sentence including the document link and notifying that the confidentiality expiration date is approaching, and sending the created notification sentence to the document administrator email address registered in the document Transmission is performed using electronic mail (process 206). Further, the confidentiality expiration date of the document is registered in the document manager's schedule (process 207). Then, the process returns to decision 201 to process the remaining documents.

  When the result of determination 204 is YES, a predetermined automatic process is activated (process 208). In this automatic processing, for example, the confidentiality expiration date of the document is automatically extended, or the security level of the document is automatically lowered by one step, and the comment of the document is notified as follows. “The processing is not performed even after the confidentiality period has passed, so automatic processing has been performed” is recorded. Next, the process returns to decision 201 to process the remaining documents.

  If the result of determination 203 is NO, the process returns to determination 201 to process the remaining documents.

  By the way, although the confidentiality time limit set for a document depends on the type of document, for example, it is set about several years after registration for a technical document. In that case, for example, it may be set to check the confidentiality expiration date one month before, one week before, and the same day, and the document administrator may be alerted each time. it can. In addition, the extension period of the confidentiality period can be set to an appropriate period such as 1 year or 6 months, and can be set in advance in the system or set by the user at the time of registration. it can.

  Note that the present invention can be similarly applied to a document management server apparatus used in a document management system other than the configuration described above. Further, the security level set for the document is not limited to the three levels of the above-described embodiment, and can be set more finely.

  Further, the user security level is not limited to the above-described embodiment, and any appropriate one can be adopted. In addition, for example, an authentication server may be provided and user authentication may be performed centrally by the authentication server.

The block diagram which showed an example of the document management system concerning one Example of this invention. The block diagram which showed an example of the structure of the data processor. Schematic which showed an example of user management information and document data. The flowchart which showed an example of the process which document management server apparatus SV performs about the confidentiality term management of document data. The flowchart which showed the other example of the process which document management server apparatus SV performs about the confidentiality time limit management of document data.

Explanation of symbols

SV document management server device TM1, TM2 user terminal device TN1, TN2 document manager terminal device

Claims (2)

For each stored document, at least the security level of the document and the confidentiality deadline to be handled as confidential documents are set, and it is specified that the confidentiality expiration date is approaching before a preset period from the confidentiality expiration A document management device for notifying a document manager,
A document management apparatus for changing a security level and a confidentiality expiration date set for a document for which the security level is not reset even after the confidentiality expiration date has passed. .   The document management apparatus according to claim 1, wherein the confidentiality retention period of the document is registered in schedule management information set in a document manager of the document.