JP2009193597A - Document management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document management system for assisting business efficiency by effectively utilizing documents irrespective of changes on the side of users. <P>SOLUTION: Access content showing the access from a user is recorded together with information for specifying the user who accesses a document associated with at least one of a plurality of predefined activity attribute information as information showing the meaning of the document in a business activity of the user. The document management system refers to the recorded information, calculates the number of activity attribute information associated with the accessed document as the total number of accesses for each access content by user, calculates a statistical value for the calculated total number of accesses, compares statistical values by user, and selects a plurality of documents determined to be similar as documents belonging to the same document group. <P>COPYRIGHT: (C)2009,JPO&INPIT

Description

  The present invention relates to a system for managing documents generated / referenced by users belonging to an organization within the organization.

  With the recent development of network technology, it is no exaggeration to say that computer networks are being used in all organizations. Against this background, document management systems that share documents within a company or between companies such as the supply chain have become widespread. For example, groupware that shares schedules and discussions, workflow management systems that share transactions, transactions, and proposals, and knowledge management systems that share know-how are typical examples.

  Such a document management system is assumed to hold a large amount of documents therein, and is also assumed to be used by many users. Therefore, conventionally, each document has been grouped into a plurality of categories as designated by the user. This category is generally configured for the purpose of use of a document, such as a group of “approval documents” or a group of “schedules”.

  In addition to making it easy for users to find documents, it is possible to set access rights (reference rights, deletion rights, etc.) for each category, thereby facilitating document management. There are also things.

  Further, when changing the access right of a document due to an organizational change, for example, a user change of a user, it is very complicated to reset the access right for each category so as not to cause a flaw. Therefore, Patent Literature 1 and Patent Literature 2 disclose a technique for easily managing and changing an access right by associating it with an attribute on a user's organization.

  Further, as a technique for improving the convenience of a device related to the use of a document between users, groupware that allows other users to know the status of whether or not a document has been read is disclosed in Patent Document 3. .

JP 2000-20377 A JP-A-7-319921 JP 2001-109673 A

  However, since these conventional document management methods do not change the category of the document accompanying the change of organization, no consideration is given to when the category itself does not match the entity of the organization. In addition, as a method for promoting the use of documents, although technologies such as the presence of other users' references and search for character strings in documents have been developed, each document is related to the user's business activities, etc. Therefore, when the document management system has been in operation for a long time and the amount of documents to be retained becomes extremely large, It was difficult to quickly find relevant useful documents.

  In other words, it has not been considered in the past to dynamically change user groupings and document categories in response to changes in the user's business activities and organizational changes. If the design of the original database is not optimal with respect to fluctuations, it will not be possible to effectively use the documents that have been retained.

  The present invention has been made in view of the above circumstances, and it is an object of the present invention to provide a document management system capable of supporting business efficiency by enabling effective use of a document even in response to a change on the user side. .

  The invention according to claim 1 is a document management system, wherein at least one activity among a plurality of activity attribute information defined in advance as information indicating what the document has in the user's business activity An access recording means for recording an access content including addition and reference from a user together with information for identifying the user who has made the access to the document associated with the attribute information, and the access recording means Means for calculating, for each access content for each user, the number of activity attribute information associated with the accessed document as a total access, and calculating a statistical value for the calculated total access; By comparing the statistics for each user, it is determined that they are similar to each other The number of documents, and means for selecting as a document belonging to the same document group, in which was to have.

  The invention according to claim 2 is the document management system according to claim 1, wherein the means for calculating the statistical value divides the information recorded in the access recording means for each analysis period designated by the user, For each access content for each user in each analysis period, the number of activity attribute information associated with the accessed document is calculated as the total number of accesses, and the total access for each analysis period is calculated for each analysis period. The means for calculating a value and selecting documents belonging to the same document group sets a plurality of documents determined to be similar to each other based on the statistical value in any one of the analysis periods as documents belonging to the same document group. It was decided to select.

  The invention described in claim 3 is a document management system, wherein at least one activity among a plurality of activity attribute information defined in advance as information indicating what the document has in the user's business activity An access recording means for recording an access content including addition and reference from a user together with information for identifying the user who has made the access to the document associated with the attribute information, and the access recording means Means for recording the access contents for each user and the activity attribute information associated with the accessed document as access order information in the order of access, and the access order information for each user. A plurality of comparisons determined to be similar to each other based on the comparison The documents, and means for selecting as a document belonging to the same document group, in which was to have.

  The invention according to claim 4 is the document management system according to claim 3, wherein the means for selecting documents belonging to the same document group has a predetermined length of access record within a set analysis period. Whether or not the documents are similar to each other is determined based on whether or not the threshold value is greater than the threshold value.

  The invention according to claim 5 is the document management system according to any one of claims 1 to 4, wherein the activity attribute information (1) obtains a source of value such as material (input) ), (2) Creating value (process), (3) Providing value (output), (4) Designing value, (5) Managing four activities from (1) to (4) ( Managed) is associated with any activity.

  The invention according to claim 6 is a program, in which at least one of a plurality of activity attribute information defined in advance as information representing what a document has in the user's business activity. An access recording means for recording access contents representing access including addition and reference from a user together with information for identifying a user who has made access to a document associated with activity attribute information, and the access recording means Means for referring to the recorded information, calculating for each access content for each user the number of activity attribute information associated with the accessed document as the total number of accesses, and calculating a statistical value for the calculated total number of accesses And the statistical values for each user are compared and determined to be similar to each other. A plurality of documents, and means for selecting as a document belonging to the same document group, in which a function as an.

  The invention according to claim 7 is a program, in which at least one of a plurality of predefined activity attribute information is defined as information indicating what a document has in the user's business activity. An access recording means for recording access contents representing access including addition and reference from a user together with information for identifying a user who has made access to a document associated with activity attribute information, and the access recording means Means for recording the access contents for each user with reference to the recorded information and the activity attribute information associated with the accessed document as access order information in the order of access; and the access order information for each user Are determined to be similar to each other based on the comparison. Documents, and means for selecting as a document belonging to the same document group, in which a function as an.

1 is a configuration block diagram showing an example of a document management system and its network connection according to an embodiment of the present invention. 3 is a block diagram illustrating a configuration example of a database unit 14. FIG. It is explanatory drawing showing the example of a structure of the data stored in the document database. It is explanatory drawing showing the data structure example of a document group. It is explanatory drawing showing the example of the data structure which links | relates a document and a document group. It is explanatory drawing showing the hierarchical relationship of related business activity information. It is explanatory drawing showing the example of the setting table of each activity and a related activity. It is explanatory drawing showing the example of the data structure of an access record. It is explanatory drawing showing the example of the data structure of user information. It is explanatory drawing showing the data structure example of a user group. It is explanatory drawing showing the example of the data structure which links | relates a user and a user group. It is explanatory drawing showing the example of the setting screen of an analysis condition. It is explanatory drawing showing the example of presentation of an analysis result. It is the first half flowchart figure showing the example of an analysis process. It is the latter half flowchart figure showing the example of an analysis process. It is explanatory drawing showing the example of an access list. It is explanatory drawing showing the example of presentation of an analysis result.

  Embodiments of the present invention will be described with reference to the drawings. As shown in FIG. 1, the document management system 1 according to the embodiment of the present invention includes a control unit 11, a storage unit 12, a communication unit 13, a database unit 14, an operation unit 15, and a display unit 16. And is connected to the client computer 2 via a network.

  The control unit 11 operates in accordance with a program stored in the storage unit 12, and in addition to general operations of the document management system such as registration, reading, and provision of documents, user group formation processing for grouping users, A document group forming process for grouping documents is performed. Details of these specific processes will be described in detail later.

  The storage unit 12 stores a program executed by the control unit 11. Specifically, this program is held in a computer-readable recording medium, and a drive included in the storage unit 12 reads information related to processing of the control unit 11 such as a program from the storage medium and outputs the information to the control unit 11. Yes. The storage unit 12 may include a RAM (Random Access Memory) and the like, and may operate as a work memory that stores information related to the processing of the control unit 11.

  The communication unit 13 receives input of destination information and transmission target data from the control unit 11 and sends the data to the input destination via the network. Further, the communication unit 13 receives data that has arrived via the network and outputs the data to the control unit 11.

  As shown in FIG. 2, the database unit 14 includes a document database 21, a log database 22, a user database 23, and an analysis database 24. The document database 21 stores documents according to instructions input from the control unit 11. Specifically, each document is stored in the document database 21 in association with a unique document identifier (document ID). The document database 21 stores document information including information such as status generated for each document. Specifically, as shown in FIG. 3, the document information includes a target document ID, a name (document name) of the document, a document status (such as “active”), an update date and time, and related business activities. Information is associated with each other.

  Further, the document database 21 holds document group information and a document group table, which are the results of document grouping. Specifically, as shown in FIG. 4, the document group information includes a group identifier (group ID), a group name, a group status, an update date and time, and a group ID of the upper group (if the upper group is Are related to each other. Further, as shown in FIG. 5, the document group table associates each document ID with a document group ID that is a result of grouping the documents identified by the document ID.

  Further, the document database 21 may store a plurality of related business activity information defined in advance as representing user activities. Specifically, the business activity information is hierarchically structured as conceptually shown in FIG. 6, and each activity is basically associated with one of five “parent activities”. For example, a parent activity “create” is associated with an activity such as “produce” (referred to as a partial activity relative to the parent activity). This business activity information is an example in which the activity attribute information of the present invention is embodied.

  In the document database 21, as shown in FIG. 7, for each activity name representing each activity, an identifier (activity ID) of the activity, an activity name, and an activity ID (if any) of the parent activity of the activity. And the activity ID of the related activity defined as similar to the activity. In the example shown in FIG. 7, for the activity “activate” (activity ID = 6), “create” (activity ID = 2) is associated as the parent activity, and “process” (activity ID = 8). ) And “Prototype” (activity ID = 9) are associated as related activities.

  Note that the information defined here as parent activity includes (1) obtaining materials (values) such as materials (input), (2) creating value (process), and (3) providing value ( Output), which corresponds to business activities directly related to the value chain, (4) design value, (5) manage (4) the four activities (1) to (4), Are defined from the viewpoint of how to contribute to the five “chains of values”. By setting the abstracted information in this way, it is possible to generate uniform context information that can be compared without depending on the form unique to the company or organization, such as job type or organizational structure.

  Further, in consideration of the case where the user cannot determine which of the above activities (1) to (5) corresponds to a specific activity, (6) Other (general) information may be included as a parent activity.

  When the user registered in the user database, which will be described later, accesses the log database 22 to add, refer to, delete, search, etc. for the document stored in the document database 21, the contents of the access Record. As shown in FIG. 8, the specific record includes the user ID of the user who made the access, the type of the document to be accessed (whether it is the document itself or the document group), and the document. The ID, the contents of the access, and the access date and time are associated with each other. In the case of access related to document update, information related to the document version may also be recorded.

  The user database 23 holds a user table for recording information about users registered in advance, and user group information and user / group relation information as a result of grouping each user. Here, as shown in FIG. 9, the user table associates a user identifier (user ID), a user name, a status (information indicating whether the user is an administrator or a general user), and an update date and time. .

  Further, as shown in FIG. 10, the user group information includes a user group identifier (group ID), a group name, a status (such as “active”), an update date and time, and an upper group (if there is an upper group). The user / group relation information is obtained by associating the group ID of the user group with which the user is associated with the user ID as shown in FIG.

  The analysis database 24 holds information obtained as a result of various processes performed by the control unit 11.

  The operation unit 15 and the display unit 16 are, for example, a console connected to the control unit 11 and include a keyboard and the like, a display, and the like. The contents of the operation performed by the user on the operation unit 15 are output to the control unit 11. The display unit 16 displays various information according to instructions input from the control unit 11.

  The client computer 2 is, for example, a personal computer, and is connected to the document management system 1 via a network, transmits information related to processing requests to the document management system 1, and the document management system. Information such as a document and a processing result is received from 1 and presented to the user.

  Note that the communication between the document management system 1 and the client computer 2 can be realized by, for example, the document management system 1 operating as a web server and the client computer 2 operating as a web client. In the following description, it is assumed that the document management system 1 and the client computer 2 are communicating by this method.

  Next, the content of the process of the control part 11 is demonstrated. Specifically, the control unit 11 analyzes a record stored in the log database 22 to generate information such as a document access order and a user access order (analysis process), and the result of the analysis process. Based on this, a process for grouping users (user grouping process) and a process for grouping documents (document grouping process) are performed, which will be described below.

[Analysis processing]
The control unit 11 accepts setting of analysis conditions from the user side, extracts records that match the accepted analysis conditions from the records stored in the log database 22, and performs statistical processing on the extracted records. Execute. Specifically, the control unit 11 transmits a web page having a screen as shown in FIG. 12 to the client computer 2 side, and accepts setting of analysis conditions from a user who uses the client computer 2. In the example shown in FIG. 12, the analysis condition (A), the access content condition (B), and the analysis period step (C) can be set as analysis conditions. In the state of the screen shown in FIG. 12, “every day (analysis step) for a record indicating that there was an addition and reference access between January 1, 1999 and December 31, 1999” "Analyze 7 days as an analysis period unit".

  Furthermore, on the screen shown in FIG. 12, it is possible to set an animation period (transition period) when displaying the analysis result as an animation, a calculation period (period) of a statistical value to be animated, and an animation step. It has become.

  The default settings such as the analysis start time is the document management system use start time, the analysis end time is the current time, the access content is “all”, the step is one day, and the analysis period unit is one month. It may be prepared and initially presented to the user as a display representing the default state.

  Thus, the analysis conditions set by the user are transmitted to the control unit 11 side, and the control unit 11 performs statistical processing according to the analysis conditions. Specifically, here, seven days from January 1, 1999 to January 7, 1999 are set as the first analysis period, and statistical processing described later is performed for this analysis period.

  Then, the period is advanced by the analysis period unit, and statistical processing is performed in the same manner with the next analysis period being 7 days from January 8, 1999 to January 14, 1999. Hereinafter, this process is repeated, and the above processing is repeated until the end of the set analysis period coincides with or exceeds the end of the period set as the condition for the analysis period (here, December 31, 1999).

[Statistical processing]
Statistical processing for each analysis period is performed as follows. That is, the control unit 11 divides the set analysis period into periods for each analysis step, and extracts access records recorded in the period (extraction target period) divided by the analysis step from the log database 22. In addition, the control unit 11 further extracts the extracted access records that match the conditions regarding the contents of access. The extracted access record is divided into each access content for each user or user group who has made the access, and the number of documents accessed, the number of document groups, and the documents are associated with each other. For example, in this example, for each of the users A and B, “addition” and “reference”, which are the contents of each access, are calculated. Divided into).

  Specifically, in the above example, the first analysis period is 7 days from January 1, 1999 to January 7, 1999, and the analysis step is set as “1 day”. The first analysis step period is set as the first analysis step period from 0:00 on January 1st, 0: 0: 01 to January 1, 1999, 23:59:59. The total number of accesses is calculated.

  Next, the control unit 11 updates the period of the analysis step (in the above example, from January 2, 1999, 0: 0: 0 to January 2, 1999 23:59:59). In the updated period, the process of calculating the total number of accesses in the same manner is repeated, and the total number of accesses for each analysis step within the set analysis period is calculated.

  Next, a statistical value such as an average value or variance is calculated for the total number of accesses for each analysis step. In other words, the control unit 11 divides the entire analysis target period into analysis periods specified by the user, and further subdivides the analysis period by the specified analysis step, and stores the analysis period in the log database 22 for each subdivided analysis step. The recorded access records are totaled, and the statistical value of access for the analysis period is calculated based on the total result. Then, for each analysis period, a statistical value related to access within the analysis period is obtained.

  The statistical values obtained in this way can be represented using a binary table as shown in FIG. The control unit 11 may generate this binary table and provide it to the client device 2 side.

  The control unit 11 further analyzes from the log database 22 an analysis period for each set analysis period (in the above example, from January 1, 1999 to December 31, 1999). Based on the access records recorded during the period, the order of access to documents, document groups, and related business activity information for each user or user group (access records arranged in that order) is generated as document access order information. To do. Similarly, for each document, document group, and related business activity information, the order of the users and user groups that accessed them (access records arranged in that order) is generated as user access order information. This process is sequentially performed for each analysis period, and is repeated until the end of the analysis period matches or exceeds the end of the entire period to be analyzed.

  Further, the control unit 11 may perform the same statistical calculation as described so far over the entire period to be analyzed so that it can be compared with the statistical calculation results based on other settings.

[User grouping]
The control unit 11 groups users based on the statistical values obtained in this way, statistical access results such as document access order information for each user or user group, user access order information for each document or document group, and related business activity information. A process of dividing and a process of grouping documents are performed.

  First, user grouping processing will be described. The control unit 11 selects users having similar access tendencies from the result of the statistical calculation described above, and collects the selected users as one user group candidate.

  Hereinafter, specific description will be given with examples. First, in the case of using a statistical value, users whose statistical values such as the number of accesses to a document in any analysis period are approximated are regarded as users having similar access tendencies, and user group candidates are generated. More specifically, using the example shown in FIG. 13, the user “User1” who belongs to the user group “X division design department” presents a document whose related business activity information is “provide”. Added 4 cases and referred to 6 cases. On the other hand, the user “User4” belonging to the user group “Y part” adds five documents related to the related business activity information “provide” and refers to six documents. In this way, between “User1” and “User4”, the difference in the number of accesses for “adding” a document about “provided” by the related business activity information is “1”, and “reference” is accessed. Since the difference in the number of times is “0”, when the sum related to the difference is smaller than a predetermined value (threshold value), it is determined that there is a similar access tendency, and “User1” and “User4” A candidate for a new user group to which the user belongs is generated. Further, here, the statistical values related to the same analysis period are compared, but the statistical values related to different analysis periods may be compared for each user, or the statistical values over a plurality of consecutive analysis periods may be used. Also good.

  In addition, in the example shown here, in order to simplify the explanation, the statistics of access to the documents related to the activity content related to “provide” which is a large classification of activities are compared, but a plurality of related business activity information May be compared.

  In another example, access order information may be used. That is, users having similar access orders are selected as users belonging to the same user group. In this case, specifically, the access order information of each user in a plurality of consecutive analysis periods is extracted, and the access order information of each user is compared. Also in this case, the continuous analysis period may be different for each user.

  Specifically, the user “User5” who currently belongs to the user group “manufacturing department” adds a document associated with the activity content “quality inspection”, and then a document associated with the activity content “quality inspection” (for example, (It may be a document different from the one added). On the other hand, a user “User6” who currently belongs to another user group “customer center” adds a document associated with the activity content “quality inspection”, and then a document associated with the activity content “quality inspection” (for example, If it is referred to (which may be a document different from the one added), the access order of each user of “User5” and “User6” is the same, so it is determined that they have a similar access tendency. Then, a new user group candidate to which “User5” and “User6” belong is generated.

  Furthermore, in these cases, other conditions such as whether or not “User5” and “User6” refer to the same document (eg, one document such as “Product A Inspection 1998-4”). , And when the difference in the access order information is a predetermined number or less and the other conditions are satisfied, it may be determined that the access tendency is similar.

  These conditions regarding user grouping may be set arbitrarily by the administrator. In addition, the candidate information generated in this way is presented to a user who is determined in advance as an administrator, and when the user determined as the administrator performs a predetermined registration operation, the user group generated as a candidate is As a result, the contents of the user database 21 are updated.

[Document grouping]
Similarly, documents can be grouped. For documents, the above-described statistical values, user access order information for each document or document group may be used, and further, the above-described grouping results of users may be used.

  Hereinafter, some examples will be described. First, when using a statistical value, if any user is selected as a target user and a plurality of documents having the same statistical value related to the access of the target user are found, the document group candidate to which the plurality of documents belong Is generated.

  For example, it will be as follows if it demonstrates using the example shown in FIG. According to the example shown in FIG. 13, the user “User2” who currently belongs to the user group “X division design department” adds one document whose related business activity information is “identify customer”, Two documents related to related business activity information “Identify customer needs” are added and one document is referenced. In addition, one document related to “Keep good relationship with customers” is added and referred to, and one document related to “identifying needs and requirements” is referred to.

  On the other hand, the user “User3” who currently belongs to the user group “Y” also has the same access to the documents related to the same activity content. Therefore, the documents associated with the activities "Identify customers", "Identify customer needs", "Keep good customer relationships", and "Identify needs and requirements" are the same document group. And the document group candidate is generated. Although the statistical values for the same analysis period are compared here, the statistical values for different analysis periods may be compared for each document, or the statistical values over a plurality of consecutive analysis periods may be used. The same is true for the user. Further, in this example, an example of comparison based on the statistical value between the access records of the two users is shown, but the comparison may be made based on the statistical value between the access records of the two user groups. The statistical value of the group access record may be compared with the statistical value of the user access record.

  An example of using document access order information for each user or user group will be described. In a plurality of consecutive analysis periods, the order of accesses received from users or user groups is compared, and a plurality of documents determined to be similar to each other are detected based on the comparison. Then, the detected plurality of documents are extracted as one document group.

  That is, the control unit 11 determines the similarity between documents by a process as shown in FIG. First, of the documents related to the document access order information, any two documents are set as a target document pair (S11), and an access record for each document of the target document pair within the set analysis period is extracted as an access list. (S12). Then, the length of the access list (access list length) for each document is compared with a predetermined list length threshold value. For example, it is determined whether or not the access list length is greater than a list length threshold value (S13). Here, for documents whose access list length is less than the list length threshold (that is, documents whose access list is short), the access records for the next analysis period following the set analysis period are recorded in the current access list. The access list is updated by connecting to the back (S14), and the process returns to the process S13 to continue the process.

  Next, the difference between the access list lengths of the documents related to the document pair of interest is compared with a predetermined list length difference threshold value. For example, it is determined whether or not the difference between the access list lengths of each document is larger than a list length difference threshold value (S15).

  In this process S15, when the difference between the access list lengths of the respective documents is larger than the list length difference threshold value (in the case of Yes), it is determined that the documents related to the target document pair are not similar (S16). The process ends.

  On the other hand, if the difference between the access list lengths of each document is equal to or smaller than the list length difference threshold value (No) in process S15, the related business activity information associated with each document is compared. For example, it is determined whether each related business activity information (activity content) matches (S17). Instead of this example, it may be determined whether or not the related business activity information matches at the parent activity level.

  In this example, if they do not match in processing S17 (in the case of No), it is determined that the documents related to the document pair of interest are not similar (S16), and the processing is terminated. Further, in the process S17, when they match (in the case of Yes), the process proceeds to a process of comparing access lists (A). That is, as shown in FIG. 15, a storage area for a similar counter as a counter variable and a list index counter for each document is secured in the storage unit 12, and these are reset to “0” (counter initialization). S18).

  Then, the access record at the location indicated by the corresponding list index counter is extracted from the access list of each document (S19). Specifically, the top of the access list is set to “0”, and sequentially associated with the values of the list index counter such as “1”, “2”,.

  Based on the retrieved access record, user access order information and document access order information are generated (order information generation; S20), and the access contents and order are similar (document access order information is similar), and It is determined whether the user type and order determined from the user ID and the user group type and order determined from the user group ID are similar (the user access order information is similar). S21). Here, if either one of the user access order information and the document access order information is not similar (in the case of No), the list index counter corresponding to one of the documents related to the document pair of interest is incremented (S22). ), The process returns to step S19 to continue the process in order to retrieve the next access record from the access list of the document.

  Note that the similarity between the user access order information and the document access order information in the process S20 is the number of access records whose contents match the number of all access records included in them (or the reciprocal of the number of access records that do not match). And a predetermined threshold value, or the length of a partial list in which access records having the same contents are continuously compared with another predetermined threshold value. The user type and user group type match means that the user ID patterns appearing in the access lists match. For example, the first user “adds” a document and the second user “references”. Then, for the case where the first user “updates” the document, the third user “adds” the document, the fourth user “references”, and then the third user views the document. It is determined that the case of “update” is the same.

  If the user access order information and the document access order information are similar (Yes) in process S20, the similarity counter is incremented (S23). Then, the control unit 11 determines whether or not the value of the similarity counter has reached a predetermined similarity threshold value (S24), and if it has reached (if Yes), both documents that have become the target document pair. Are judged to be similar to each other (S25), recorded in the analysis database 24, and the process ends.

  If the value of the similarity counter does not reach the predetermined similarity threshold value in process S24, the list index counter of each document is further incremented (S26), and the process returns to process S19 to continue the process. In step S19, when there are no more access records to be extracted (when all access records have been extracted from the access lists for both documents), it is determined that the documents related to the document pair of interest are not similar to each other. Then, the process is ended.

  This will be described more specifically with reference to FIG. 16 as follows. FIG. 16 shows a part of document access order information relating to the documents D1 and D2 and D100 and D200 when the analysis period is one month. In FIG. 16, it is abbreviated as “G1: U1, reference” that the user U1 belonging to the user group G1 performs reference access.

  FIG. 16A shows an example of an access list in which the analysis period is from July 1, 1999 to July 31, 1999, and relates to documents D1 and D2. Here, the document D1 is associated with related business activity information “identify customers”, and the document D2 is associated with related business activity information “design functions and services”.

  FIG. 16B is an example of an access list in which the analysis period is from August 1, 2000 to 31st of the month, and relates to the documents D100 and D200. Here, the document D100 is associated with related business activity information “identify customers”, and the document D200 is associated with related business activity information “design functions and services” the same as the document D2. Yes. In FIG. 16, the order of access is shown arranged in time series from the left side to the right side. Note that each of the related business activity information of the documents D1 and D100 is associated with the parent activity “provide”.

  Initially, the control unit 11 extracts the access list relating to the document D1 and D100 as a target document pair as shown in FIG. Since these are longer than the list length threshold (for example, “2”) and the difference between the lengths is smaller than the list length difference threshold (for example, “2”), the related business activity information matches next. Judge whether or not.

  Here, since the parent activities of the related business activity information are all “provide” and coincide with each other, the process shifts to a process of comparing access lists. In the access lists related to the documents D1 and D100, the control unit 11 matches the contents of the access from the first to the sixth, and matches the type and order of the users (or / and user groups). Therefore, it is determined that the documents D1 and D100 are similar to each other.

  Further, the control unit 11 extracts the access list relating to the document D2 and D200 as a target document pair as shown in FIG. These are also longer than the list length threshold (for example, “2”), the difference between these lengths is smaller than the list length difference threshold (for example, “2”), and each related business activity information is all Since it matches “design function or service”, the process shifts to a process of comparing access lists. However, in those access lists, the document D2 is updated by users G1: U3 and G1: U5 belonging to the same user group after updating by the user G1: U3. After the user G1: U3 is updated, users such as U5: U23 and U10: U55 belonging to a different user group update. That is, the types and order of the user groups do not match on these access lists, and the control unit 11 determines that these documents are not similar to each other.

  After these processes, the control unit 11 determines that they are similar to each other, and generates a new document group candidate for the document pair whose result is stored in the analysis database 24. If it is determined that the documents Dx and Dy are similar to each other, and the documents Dx and Dz are determined to be similar to each other, if the comparison result between the documents Dy and Dz is determined to be similar to each other, Document group candidates including three documents Dx, Dy, and Dz may be generated. In the above case, if the comparison result between the documents Dy and Dz is determined not to be similar to each other, the document group candidate including the documents Dx and Dy and the documents Dx and Dz are included. Generate document group candidates separately.

  The control unit 11 provides the document group candidates generated in this way to the user side determined in advance as an administrator, newly generates a document group related to the candidate that has received the user's approval operation, and relates to the candidate The document database 21 is updated so that the document belongs to the newly generated document group.

  Further, when the document group is generated, the user who has been determined as an administrator is inquired whether or not to set the access right of the user and the user group to the generated document group. In the case where the access right setting is such that the access right is set, the access right of the user or user group to the generated document group may be set.

[Information provision processing]
Further, the control unit 11 may perform a process of providing information indicating the results of the analysis process, the user grouping, and the document grouping process described so far to the user side. The information providing process will be described next.

  That is, the control unit 11 generates a screen (for example, an HTML document representing a web page) representing the result of each processing in the form of a graph or a table, and provides the screen to the client device 2 on the user side. Specifically, any two (display axis items) are selected from the information related to the document, the information related to the user, and the items related to the analysis period, and are displayed in a binary table or a binary relationship chart. Here, as the information related to the document, one of a document name, a document group to which the document belongs, and related business activity information that is activity attribute information of the document is selectively used. As information related to the user, a user name (or user ID) and a user group to which the user belongs are used.

  For example, as a result of the analysis process, the information is provided by using a binary table as shown in FIG. In the example shown in FIG. 13, only the total number of accesses is provided, but statistical values such as an average value and variance of accesses may be provided together. Which of these may be provided may be set arbitrarily by the user.

  Further, the statistical values may be displayed in the following chart. That is, for at least some users, user markers corresponding to each user are arranged in a predetermined shape, and for at least some documents, document markers corresponding to each document are arranged in a predetermined shape. An image in which a link marker connecting at least one of the user markers and at least one of the document markers is drawn is provided based on the statistical value of access between the user markers. At this time, at least one of each user marker, each document marker, and link marker based on the related business activity information as activity attribute information associated with the document and the access record recorded in the log database 22. One display mode may be changed.

  An image generated and provided to the user side is as shown in FIG. 17, for example. In the example shown in FIG. 17, user markers (circular graphic elements) representing the user as the first display axis item are arranged in a circle, and are configured by the user marker substantially concentric with the circle serving as the arrangement locus. Document markers (rectangular graphic elements) are arranged on an arc whose diameter is larger than the circle to be formed. Then, the document (group) accessed by the user represented by each user marker is specified from each user marker, and a line segment to the document marker corresponding to the specified document (group) is drawn as a link marker.

  Further, the control unit 11 changes the display mode such as the color and line type (separate line, broken line, etc.) of the user marker, document marker, and link marker based on the statistical value. For example, the user marker is defined as “blue” for one or less times and “green” for two to three times according to the number of accesses (the number of access information related to each user). For link markers, the colors and line types are similarly changed according to the number of accesses. Furthermore, in the example shown in FIG. 17, it is possible to provide an animation representing the temporal change of the statistical value by updating the display while changing the analysis period.

  According to the present embodiment, users and documents are dynamically grouped based on information such as statistical values and access order based on access records for the documents.

  In addition, with respect to documents, attribute information (activity attribute information) indicating which document has what meaning in the actual activity is associated and used for the above statistical value and access order information. Grouping is performed according to the activity content.

  As described above, according to the present embodiment, it is possible to effectively use a document even for a change on the user side, and to support improvement of business efficiency.

DESCRIPTION OF SYMBOLS 1 Document management system, 2 Client apparatus, 11 Control part, 12 Storage part, 13 Communication part, 14 Database part, 15 Operation part, 16 Display part, 21 Document database, 22 Log database, 23 User database, 24 Analysis database

Claims (7)

The user added to a document that is associated with at least one activity attribute information among a plurality of predefined activity attribute information as information indicating the meaning of the document in the user's business activity An access recording means for recording the access content representing the access including the reference together with information for identifying the user who has made the access;
By referring to the information recorded in the access recording means, for each access content for each user, the number of activity attribute information associated with the accessed document is calculated as the total number of accesses, and the calculated total number of accesses is statistical Means for calculating a value;
Means for comparing the statistics for each user and selecting a plurality of documents determined to be similar to each other as documents belonging to the same document group;
A document management system comprising: The means for calculating the statistical value divides the information recorded in the access recording means for each analysis period designated by the user, and associates the information accessed with each accessed content for each user in each analysis period. The number of activity attribute information being calculated is calculated as the total number of accesses, the statistical value for each analysis period is calculated for the total number of accesses for each calculated analysis period,
The means for selecting documents belonging to the same document group selects, as documents belonging to the same document group, a plurality of documents determined to be similar to each other based on the statistical value in any one of the analysis periods.
The document management system according to claim 1. The user added to a document that is associated with at least one activity attribute information among a plurality of predefined activity attribute information as information indicating the meaning of the document in the user's business activity An access recording means for recording the access content representing the access including the reference together with information for identifying the user who has made the access;
Means for referring to the information recorded in the access recording means, recording access contents for each user and activity attribute information associated with the accessed document as access order information in the order of access;
Means for comparing the access order information for each user and selecting a plurality of documents determined to be similar to each other based on the comparison as documents belonging to the same document group;
A document management system comprising:   Whether the means for selecting documents belonging to the same document group is similar to each other depending on whether the length of the access record within the set analysis period is greater than a predetermined threshold value The document management system according to claim 3, wherein: The activity attribute information is
(1) Obtain materials and other sources of value (input)
(2) Creating value (process),
(3) Providing value (output),
(4) Design value,
(5) Manage four activities from (1) to (4) (managed)
The document management system according to claim 1, wherein the document management system is associated with any one of the activities. Computer
The user added to a document that is associated with at least one activity attribute information among a plurality of predefined activity attribute information as information indicating the meaning of the document in the user's business activity An access recording means for recording the access content representing the access including the reference together with information for identifying the user who has made the access;
By referring to the information recorded in the access recording means, for each access content for each user, the number of activity attribute information associated with the accessed document is calculated as the total number of accesses, and the calculated total number of accesses is statistical Means for calculating a value;
Means for comparing the statistics for each user and selecting a plurality of documents determined to be similar to each other as documents belonging to the same document group;
A program characterized by functioning as Computer
The user added to a document that is associated with at least one activity attribute information among a plurality of predefined activity attribute information as information indicating the meaning of the document in the user's business activity An access recording means for recording the access content representing the access including the reference together with information for identifying the user who has made the access;
Means for referring to the information recorded in the access recording means, recording access contents for each user and activity attribute information associated with the accessed document as access order information in the order of access;
Means for comparing the access order information for each user and selecting a plurality of documents determined to be similar to each other based on the comparison as documents belonging to the same document group;
A program characterized by functioning as

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