JP2008140232A - Data processor - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a data processor capable of promptly releasing a storage area even before a storage period of a data file expires, when the need to store the data file is eliminated. <P>SOLUTION: When deciding that all users associated with the data file have confirmed the transmitted data file (S8), this data processor erases the data file stored in a storage means. <P>COPYRIGHT: (C)2008,JPO&INPIT

Description

  The present invention relates to a data processing apparatus that appropriately erases data stored in a storage means, and more particularly to a data processing apparatus connected to a communication network.

  Conventionally, in a storage device connected to a network, it is possible to save a data file according to a user's request, and in that case, unless the user instructs to delete it, the stored file is not deleted. Become. In particular, when the erasure instruction is troublesome, there are many cases where the erasure instruction is not properly given, and there is a problem that an unnecessary data file that has finished its role continues to exist and the storage area is wasted.

  In order to deal with such a problem, in Patent Document 1, a period for storing for each storage area is set, and when the storage period expires, the image data in the storage area is automatically deleted. A storage device is disclosed.

  However, if automatic erasure is performed at the end of the storage period, if there is image data that is not desired to be erased, it is necessary to cancel the operation on the copying machine main body (storage device). In Patent Document 2, when an erasure period expires and automatic erasure is performed, the erasure is notified to the host computer, and the image data is erased when a confirmation operation is further performed in the erasure notification host computer. An image forming apparatus is disclosed. Patent Document 3 discloses a file management apparatus in which a part of the contents of a data file to be erased is attached at the time of erasure notification so that the contents of the file can be grasped easily and accurately.

In Patent Document 4, one data file is registered so that it can be accessed by a group of a plurality of users, and when the storage period of the data file expires, there is a user who has not accessed the data file. In this case, a storage device is disclosed that inquires the user whether or not the data file can be deleted.
Japanese Patent Laid-Open No. 11-177787 JP 2001-111798 A JP 2006-65446 A JP-A-2005-244600

  However, in the above prior art, even if the user acquires the data file at an early stage and the data file plays the role, the data file is not deleted until the storage period expires, and the storage area of the storage device is saved. There was a problem of wasting.

  SUMMARY OF THE INVENTION In view of the above problems, the present invention provides a data processing apparatus capable of quickly releasing a storage area even when the data file storage period has not expired when it is no longer necessary to store the data file. It is intended.

  The above object is achieved by the invention described below.

(1) Storage means for storing data files and user destinations, management control means for associating the data files with a plurality of users and storing them in the storage means, and storing them in the user destinations A data processing device comprising: a transmission means for transmitting the data file,
The management control means deletes the data file stored in the storage means when it is determined that all users associated with the data file have confirmed the transmission data file. Data processing device.

  (2) The data processing apparatus is connected to a communication network, the transmission means is an e-mail transmission, and it is determined by the e-mail opening confirmation notification that the transmitted data file has been confirmed. The data processing device according to (1), which is characterized.

  (3) The data file is a data file related to the conference stored in association with a plurality of users participating in the conference, and the management control unit manages a plurality of data files related to one conference as a conference file group. The data processing apparatus according to (1) or (2), wherein

  (4) The data processing device according to (3), wherein the management control means transmits a data file having a file capacity equal to or less than a predetermined amount among a plurality of data files belonging to the conference file group.

  (5) The management control unit includes a selection unit that selects a data file to be transmitted from among a plurality of data files belonging to the conference file group, and transmits the data file selected by the selection unit. The data processing device according to (3), which is characterized.

  (6) The data processing apparatus includes a setting unit that sets a storage period of a data file to be stored, and the management control unit sets a notification period before the storage period and all users transmit A notice of erasure of a data file is sent to a user who has not confirmed that a transmitted data file has been confirmed when the notice time limit is reached without determining that the data file has been confirmed. The data processing device according to any one of (1) to (5).

  According to the present invention, when a data file is transmitted to a registered user and it is confirmed that the user has acquired the data file, the storage area can be quickly released even before the storage period expires. A data processing apparatus can be obtained.

  Although the present invention will be described based on an embodiment, the present invention is not limited to the embodiment.

  FIG. 1 is a schematic diagram of a data processing apparatus and a communication network according to the embodiment. Reference numeral 1 denotes a data processing device, 2 denotes a mail server, and P1 to P3, P11, and P12 denote PC (personal computer) terminals. As shown in the figure, they are arranged in the conference room, the server room, and the sales department / planning department, respectively.

  These are connected to a communication network N using TCP (Transmission Control Protocol) / IP (Internet Protocol) protocol or the like. The FW is a firewall and is connected to the external Internet via the FW.

  FIG. 2 is a control block diagram of the data processing apparatus 1. Reference numeral 11 denotes a control unit which is constituted by a CPU and a RAM and executes various controls according to a program. The control unit 11 also functions as a management control unit. A communication unit 12 communicates various data by connecting to the network N. A system memory 13 stores programs executed by the CPU 11 and various data. Reference numeral 14 denotes a hard disk drive (HDD) memory that secures a storage area (folder or directory) for each user or each meeting, and stores image data, minutes data, meeting material data, etc. in the storage area. . The HDD memory 14 functions as a storage unit.

  Reference numeral 15 denotes an operation unit, and 16 denotes a display unit, which can be used by the user to make various settings and check setting information. Reference numeral 17 denotes an image forming unit, and 18 denotes a scanner unit. Image data is created by optically reading a document from the scanner unit 18. The image forming unit 17 can form an image on a sheet based on the image data.

  FIG. 3 is a diagram illustrating a control flow of the data processing apparatus according to the embodiment. First, in step S1, a conference BOX is created.

  Table 1 shows an example of the conference BOX. In the conference BOX, the conference name, the date and time, the user (member) participating in the conference, the user's mail transmission destination, and the conference organizer are registered. The conference BOX is a part of the HDD memory 14 that functions as a storage unit and is secured as a conference storage area, and is called a so-called folder or directory. A plurality of data files in one conference BOX are also referred to as a conference file group.

  These conference BOXes are created prior to the conference being held, and individual conference BOXes are created for each conference. At this time, an access authority to the conference BOX is given to the registered user (conference participating member).

  In step S2, a meeting holding notice is sent by e-mail to the registered user. Since the transmitted mail text describes the access method to the conference box (folder) created earlier, the registered user can access from the terminal PC connected to the network N. If necessary, data files such as conference report materials used at the time of the conference may be stored in advance in the conference BOX (S3).

  In the present embodiment, the conference BOX is created. However, the present invention is not limited to this, and a group storage area (a user or a plurality of user names to which information such as the date and time of the conference is not given and information on the user transmission destination) Folder) may be created.

  In step S4, a meeting is performed, and accordingly, minutes of the meeting are created. The minutes are printed on the electronic blackboard (whiteboard) installed in the conference room on paper, and the printed paper is read by the scanner unit 18 to create the minutes as image data. Alternatively, keyboard input may be performed by the PC terminal 11 or the like in the meeting room, or recording as a moving image file by a video camera or the like in accordance with the proceeding of the proceedings. The minutes data file is stored in the conference BOX. The minutes data file is not limited to one, and a plurality of data files may be stored.

  These minutes data files and the above-mentioned data files such as conference report materials stored in advance are stored in one conference BOX. Table 2 is an example of a data file stored in the conference BOX. These series of data files are managed as a “conference file group” relating to one conference, such as file deletion and storage, transmission to the user, and the like.

  In step S5, conference data is transmitted. This transmission is performed by the management control means (control unit 11) toward an e-mail address of a user (conference member) registered in advance. At this time, all of the data files stored in the conference BOX (three data files in the example of Table 2) are attached and transmitted. The sent mail is sent with an opening confirmation notice.

  “Disposition Notification” is a transmission that adds a reply request for confirmation of receipt to the e-mail on the transmission side, and when the body of the e-mail is opened on the reception side, Based on this, a confirmation mail is returned. Based on this reception confirmation mail, the management control means (transmission side) of the data processing apparatus 1 determines that the user (reception side) has confirmed the transmitted data.

  In the example of the embodiment, since it is a network-distributed electronic mail system, an example has been described in which it is determined that data has been confirmed by an e-mail opening confirmation notification function. If all mails can be centrally managed by one mail server 2 in a simple network, it is determined that the transmitted data has been confirmed when the user retrieves the mail addressed to the user from the mail server. You may be able to do it.

  In step S6, a storage deadline and a notice deadline are set. The control flow for this setting will be described later. Subsequently, in step S7, a notification of opening from the user (reception side) is received. As described above, this is returned in response to the opening confirmation notification transmitted in step S5. When opening notifications are received from all the users registered in the conference BOX (Yes in S8), the conference BOX (folder) and its internal data file are deleted (S9). Here, all users are Mr. A, Mr. B, Mr. C, Mr. D, and Mr. E in the example shown in Table 1.

  In this way, when all the users have acquired the data file, it played its role, and it is possible to obtain a data processing device that can quickly release the storage area by erasing the data file immediately. Become.

[Control flow based on retention period]
Here, the subroutine processing for setting the storage time limit in step S6 will be described. FIG. 4 is a diagram showing the subroutine processing of S6. FIG. 4 (a) sets (inputs) the retention period by causing the operation unit 15 and the display unit 16 to function as setting means. In FIG. 4 (b), the control unit 11 functions as setting means. 4 shows a flow for automatically calculating the storage period from the conference BOX information.

  In step S65 of FIG. 4A, the storage period is acquired. The retention period setting operation will be described with reference to the drawings. FIG. 5 is a detailed view of the display unit 16. In the figure, the storage deadline for the conference BOX (folder) displayed in the D2 column is set. In the figure, the D3 column is a setting column for directly inputting the storage period, and the D4 column is a column for setting the storage period. By selecting the button d on the left side of the column shown in the figure, it is possible to set the retention period or the retention period. In the example shown in the figure, a state in which one month is selected as the storage period is shown.

  Returning to the description of the flow in FIG. After setting the storage period in S65, the current date and time information is acquired (S66). This obtains information from the internal clock of the data processing device 1. In step S67, the storage period is calculated from the storage period and the current date and time.

  In the subsequent step S68, the “notice deadline” is calculated. This calculation is executed by the control unit 11 functioning as management control means. As a calculation method, it may be set to a predetermined period before the storage deadline, for example, three days before, or when the storage period at the time of setting has passed 80%, for example, the storage period is one month. You may make it set the preservation | save time limit at the time of a day passage.

  Subsequently, the flow of FIG. 4B, which is a modification of FIG. 4A, will be described. In step S61, member information and data information are acquired. Member information is information such as the identity, authority, work location information and number of registered users of registered users (members) when creating a conference BOX, and data information is currently stored in the conference BOX. This is information regarding the number of data files, the total storage capacity, or the importance of the conference that is input in advance by the conference organizer.

  In step S62, the storage period is automatically calculated. This is based on a predetermined basic period set in advance, for example, one month, and the basic period is multiplied by a coefficient that takes into account the information obtained in step S61 to calculate the storage period.

  For example, if the conditions of the registered user are high, the authority is high, the work place is far away, the number of data files is large, the total storage capacity is large, the importance of the meeting is high, etc. The basic period of one month is set to be extended to 3 months or 6 months by setting so as to multiply by a coefficient larger than 1, respectively. Conversely, if the registered user is not high or the number of data files is small, etc., it can be set to be shortened to 10 days or 2 weeks by multiplying the respective base numbers to shorten the basic period. To do. Steps S66 and subsequent steps are the same as the flow in FIG.

  The above is the description of the flow for setting the storage deadline and the notice deadline. The flow after step S8 in FIG. 3 will be described. If it cannot be determined that the data transmitted by all users has been confirmed, that is, if there is a user who has not received the opening notification (No in S8), whether or not the storage deadline has been reached in step S10. Judging. If the storage time limit has already passed (Yes in S10), the conference box is deleted (S9) and the process ends.

  On the other hand, if the storage deadline has not elapsed (Yes in S10), it is next determined whether the notice deadline has come. As described above, the advance notice deadline is set before the storage deadline, for example, 3 days ago. When the notice deadline is reached (Yes in S11), a notice of data erasure is sent to a user who has not judged that the transmitted data has been confirmed, that is, a user who has not received the opening notice (S12). ). The “notice notice” is an e-mail with a description that the data file is deleted when the storage period expires, and this e-mail is sent with a reply request for confirmation of reception.

  In addition to the advance notice to “the user who has not received the opening notice” in step S12, the notice registered may be given to the user registered as the conference organizer. This is to allow the meeting organizer to take action when there is a user who cannot open the e-mail for a long time. Furthermore, in the embodiment, the example in which the notice of notice is performed only once has been described. However, the present invention is not limited to this. May be.

  In this way, by setting a storage deadline and giving a notice of data erasure to a user who has not determined that the transmitted data has been confirmed when the notice deadline before the storage deadline is reached Therefore, it is possible to obtain a data processing apparatus that prevents a necessary data file from being inadvertently deleted.

  FIG. 6 is a diagram illustrating a control flow of a data processing device according to another embodiment. In this control flow, not all data files related to conferences belonging to the conference file group are transmitted, but some data files are transmitted according to conditions. The control flow shown in the figure is a control flow obtained by modifying step S5 shown in FIG. 3, and the other control flows are the same as the control flow shown in FIG.

  First, in step S51, it is determined whether all user designations are transmissions. Here, the user-specified setting procedure will be described based on the setting screen of the display unit 16 in FIG. In the D6 column of the figure, each data file of the conference file group is displayed. By selecting the button in the D5 column, it is possible to select whether to transmit all or some data files. In the case of partial transmission, it is further possible to select whether transmission is possible based on the upper limit of the transmission capacity, or whether to determine whether transmission is possible by a user selecting individually.

  If the user designation is not all transmission (No in S51) and the setting is to select the upper limit of capacity (Yes in S52), the capacity of each data file is calculated (S53), and the file capacity is If it is less than a predetermined amount (for example, 10 MB or less), it is set to “transmittable”, and if it is larger than the predetermined amount, it is set to “not transmittable” (S54).

  The example shown in Table 3 shows that each data file of the conference file group stored in the conference BOX of the storage means is “send ready” and “send” depending on whether the aforementioned file capacity is 10 MB or less. An example in which “impossible” is set is shown. The “data to be transmitted” column in Table 3 indicates the content to be transmitted.

  In step S55, along with the transmission of the opening notification, the data file that is set to “transmittable” is transmitted to the registered user by attaching it to the e-mail. For those set to “non-transmissible”, as shown in the “data to be transmitted” column, the data file is not transmitted, but address information indicating the location of the file, for example, a URL (uniform resource locator) is transmitted.

  The flow after “No” in step S52 is such that the setting of “transmission enabled” and “transmission disabled” can be set individually for each data file by the user instead of the capacity of the data file. In this case, whether or not transmission is possible is set by selecting the D61 button in FIG. 7 for each data file. If the condition for forcibly transmitting all the data files of the conference file group is set (Yes in S51), all the data files are transmitted together with the opening confirmation notification, and the process ends (S56).

  The predetermined amount in step S54 can be set to an arbitrary capacity by inputting it into D51 in FIG.

  Further, in the embodiment shown in FIG. 6, regarding the data file “not transmittable”, the data file confidence is not transmitted to the user. In order to obtain the data file on the user side, it is necessary to access the HDD memory 14 of the data processing apparatus 1 based on information indicating the location of the file such as a URL described in the body of the received electronic mail.

  In such a case, if the data file (conference BOX) is deleted immediately after receiving the opening notification (S6 in FIG. 3) (S7), the data file is deleted while the user accesses it. As a countermeasure, it is better to delete the conference box after a predetermined period of time, for example, one to several days, after receiving the opening notification from all users. preferable.

  By doing so, it becomes possible to prevent an increase in the load on the mail server and a large amount of traffic on the network caused by transmitting a large-capacity file.

1 is a schematic diagram of a data processing device and a communication network according to an embodiment. It is a control block diagram of a data processor. It is a figure which shows the control flow of the data processor which concerns on embodiment. It is a figure which shows a subroutine process. 4 is a detailed view of a display unit 16. FIG. It is a figure which shows the control flow of the data processor which concerns on other embodiment. 4 is a detailed view of a display unit 16. FIG.

Explanation of symbols

DESCRIPTION OF SYMBOLS 1 Data processing apparatus 2 Mail server N Communication network P1, P2, P3, P11, P12 PC terminal 11 Control part (management control means)
12 communication unit 14 HDD memory (storage means)
15 Operation unit 16 Display unit

Claims (6)

Storage means for storing the data file and the user's destination;
Management control means for associating and storing the data file and a plurality of users in the storage means;
Transmitting means for transmitting the stored data file to the user's transmission destination;
A data processing apparatus comprising:
The management control means deletes the data file stored in the storage means when it is determined that all users associated with the data file have confirmed the transmission data file. Data processing device. The data processing apparatus is connected to a communication network, the transmission means is an e-mail transmission, and it is determined by the e-mail opening confirmation notification that the transmitted data file has been confirmed. The data processing apparatus according to claim 1. The data file is a data file related to a conference stored in association with a plurality of users participating in the conference, and the management control unit manages a plurality of data files related to one conference as a conference file group. The data processing apparatus according to claim 1 or 2. 4. The data processing apparatus according to claim 3, wherein the management control means transmits a data file having a file capacity of a predetermined amount or less among a plurality of data files belonging to the conference file group. The management control unit includes a selection unit that selects a data file to be transmitted among a plurality of data files belonging to the conference file group, and transmits the data file selected by the selection unit. The data processing apparatus according to claim 3. The data processing apparatus has setting means for setting a storage period of a data file to be stored,
The management control means sets a notice deadline before the storage deadline, and determines that the data file sent by all users has been confirmed. 6. The data processing apparatus according to claim 1, wherein a notice for deleting the data file is sent to a user who has not determined that the data has been confirmed.

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