JP2009227382A - Document management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document management system capable of certainly performing management on a document unit basis regarding the content of a document box by a storing person while maintaining secrecy. <P>SOLUTION: The document management system has a function for providing an RFID tag written with the number for a customer by the storing person, attaching the RFID tag to each document desiring storage, placing it in the document box, installing an RFID reading device for confirming the content of the document box before the document box is requested to be stored to the storing person and capable of performing the confirmation of the number and the contents of the document; a function for installing the RFID reading device in storage even on a storage person side and reading what and how many numbers are placed on the document box unit basis; and a function for informing a difference when the difference from the information of the customer is present and eliminating the difference, and for storing the document box number and the document number of the content in a stock management system by the information when the difference is not present. Thereby, the stored document is certainly managed. <P>COPYRIGHT: (C)2010,JPO&INPIT

Description

  The present invention relates to a document management system having a function for confirming contents of a document stored in a document storage service for a company without opening a document box containing the document.

  When a customer keeps the contents of a document box confidential in a document management service for enterprises, generally a contractor entrusted with the document storage service (hereinafter referred to as a custodian) can assume responsibility for managing each document box. Was not allowed to take responsibility for the contents of the document box because it was forbidden to open and check the contents. Therefore, according to the conventional technology, the contents of the document box depend on the customer's maintenance management ability, and the custodian cannot do anything.

  As an example of document management means for solving this problem, Japanese Patent Application Laid-Open No. 2006-103929 “Incoming / Inspection Inspection System” has been proposed. In this method, document numbers are recorded one by one in the document ledger so that they can be searched. However, with this method, it is impossible to manage the document contents on the custodian's side if the document information is to be kept secret.

As described above, in the conventional document management system, when the customer keeps the stored document details secret, the custodian cannot perform any service for the contents of the document.
JP 2006-103929 A

The problem to be solved by the present invention is to provide a document management system in which a custodian can reliably manage the contents of a document box in document units while maintaining confidentiality.

The present invention has been made to solve the above-described problems, and the custodian provides an RFID tag in which a unique number is written in advance to the customer, and the document that the customer wants to store is provided for each document. A function that allows you to check the number and contents of documents by installing an RFID reader that confirms the contents of the document box before requesting the custodian to store the document box with a tag attached. When the custodian enters the warehouse, an RFID reader is installed to read what is stored in the document box, and if there is a difference from the customer information, the difference is notified. If there is no difference, the inventory management system has a function of storing the document box number and the contents document number in accordance with the information, thereby realizing a function of reliably managing the received document. When a customer requests to pull out a document stored in the inventory management system, the document management system retrieves the document box containing the document number from the inventory management system, issues the document from the storage location, and passes the document through the RFID reader. It is configured so that it is possible to reliably deliver the corresponding document to the customer by shipping and inspecting that the document is contained.

Next, a method for using the document management system of the present invention will be described in detail.
In the present invention, an RFID tag is attached to each document so that the document content can be managed on the custodian side while keeping the document content secret. A unique serial number is written in advance on the RFID tag. For example, assume that 1, 2, 3,... N are written in the RFID tag. When storing a new document, the customer attaches the RFID tag to each document and puts it in a document box. For example, when five new documents are to be stored, RFID tags with serial numbers 1 to 5 are attached to each document, for example, and placed in a document box. Then, when passed through an RFID reader to a document box unit, document number 1 to 5 th document there is Rukoto found in the document box is displayed on the management computer on a screen that displays the results of the RFID reader. When the customer can confirm the contents of the screen and the contents of the actual document, the customer inputs the document name and the outline of the contents, and discloses only the document number to the custodian. When the custodian performs the warehousing process of the document box, it passes through the RFID reader again to confirm that five documents with document numbers 1 to 5 are contained in the corresponding document box. If there is a difference compared with the warehousing information notified from the customer, it is returned to the customer so that there is no difference. In this way, document information on the custodian side while maintaining confidentiality of the customer without opening the document box by installing a RFID reading device in the document box warehousing process and means for attaching an RFID tag to each document The confirmation function can be realized.

As is clear from the above description, according to the present invention, the custodian can manage not only the document box unit but also the document unit without secretly disclosing the document contents. Even if the customer does not return to the original document box at the time of withdrawal, the custodian can manage the document correctly even if he / she puts it in another document box and returns it. This will be described in detail with reference to the conceptual diagram for explaining the detection method when the document box and the document content are changed as shown in FIG. Assume that document numbers 1 to 5 are in one document box and documents 6 to 9 are in the other document box before lending to a customer. The two document boxes are used at the customer. As a result, the document numbers 4, 6, and 9 are mistakenly assigned to one document box by the customer, and the document numbers 1, 2, 5, and 7 are assigned to the other document box. , No. 8 is returned in each case. Even in such a case, the custodian can check the above contents and detect that the document number 3 is not returned without unpacking by receiving the goods with the RFID reader 2. Therefore, the customer can obtain the desired document by notifying the custodian of only the necessary document number without being aware of the document box. Further, when a large number of document boxes are pulled out, document management can be correctly performed even if they are returned randomly without returning to the original document box, which contributes to improvement of service to customers.

Embodiments of the present invention will be described below with reference to the drawings.
FIG. 1 is a conceptual diagram showing an example of the configuration of a document management system for realizing the functions of the present invention. The device configuration of this system will be described below. The entire system consists of three main parts: a computer that manages the document management functions in general, a customer device connected to the computer via the Internet, and a storage device connected to the computer via the LAN or the Internet. The FIG. 1 shows an example in which the computer and the custodian device are connected via a LAN. The customer equipment includes an input / output terminal for managing a document ledger on the customer side, an RFID tag issuing machine connected to the terminal, and an RFID reader 1. The equipment on the custodian side is provided with an input / output terminal for the custodian and an RFID reader 2 (for batch reading or individual reading, or both. The batch reading is for mass receipt or mass shipment. When installed, efficient work is possible, but in principle it is the same.)

Next, according to the conceptual diagram showing the procedure when the customer newly deposits a document shown in FIG. 2 when the customer newly deposits a document on the assumption that the equipment is configured as shown in FIG. I will explain. The case where there are 5 new documents to be deposited will be explained. The customer first issues tags with the RFID tag numbers 1 to 5 on the RFID issuing machine, and attaches the RFID tag to each new document to be deposited (1 to 3 in the figure).

  Next, the customer registers the document contents in the ledger for each document number, and checks whether there are five documents to be stored in the document box by the RFID reader 1 (4 to 6 in the figure). The custodian goes out from the customer to pick up, transports the document box to the storage location, and performs an incoming inspection with the RFID reader 2. In this stock inspection process, the customer deposit request information (5 documents and their document numbers 1 to 5) is collated with the information actually read by the RFID reader 2, and if the collation result is correct, the document box unit Then, it is registered in the document storage management system and stored in a predetermined storage location (7 to 8 in the figure). If there is a difference between the customer information and the RFID reader 2 as a result of the collation, the customer information is returned to the customer and a confirmation of the contents of the document box is requested.

  As described above, the RFID tag is attached to each document, the RFID reader 1, the document information that is the read result = customer deposit request information is disclosed to the custodian, and the RFID reader 2 By installing, the customer can manage each document without disclosing the document contents to the custodian, and the custodian does not open the document box.

Next, the case where the customer pulls out the document already stored in the custodian will be described with reference to the conceptual diagram illustrating the case where the customer pulls out the document already stored in the custodian shown in FIG. A case where the customer wants to withdraw a document with document number 3 will be described. The customer requests the document storage management system from the customer input / output terminal through the Internet to perform a document number 3 withdrawal request process (1, 2 in the figure). The document storage management system extracts the document box containing the document number 3 and instructs the document box to be picked from the shelf, and the worker of the custodian issues the corresponding document box (3 in the figure). ). The document box is applied to the RFID reader 2 to confirm that it is the document box containing the corresponding document number 3, and the status of the corresponding document box in the document storage management system is updated to the lending state (see FIG. Medium 4-5). The shipped document box is unpacked at the customer, and the document with the document number 3 requested by the customer has reached the customer correctly (6 to 8 in the figure). Even in the case of withdrawal as described above, the customer can manage each document without disclosing the document contents to the custodian, and the custodian does not open the document box.

It is a conceptual diagram which shows an example of a structure of the document management system for implement | achieving the function of this invention. FIG. 2 is a conceptual diagram showing a procedure when a customer deposits a new document in the document management system of FIG. FIG. 2 is a conceptual diagram illustrating a case where a customer pulls out a document already stored in a custodian in the document management system in FIG. It is a conceptual diagram explaining the detection method when a document box and document content are changed.

Claims (2)

A tag issuing means for issuing an RFID tag and an RFID tag issued by the tag issuing means are attached to each document, and what is stored in a document box storing the document with the tag attached. An RFID reading means is installed on the customer side to check the number and contents of documents, a sending means for sending document number information read by the RFID reading means to the custodian side, and the custodian side When receiving goods with the RFID reading means installed, it receives the information sent by the sending means and the warehousing recording function that can check what number and contents are in the document box by reading what is in the document box If there is a difference between the received information received by the receiving means and the warehousing record, the difference is resolved by notifying the customer side, and if there is no difference Document management system, characterized in that without opening the document box by managing the document box are receipts by the information in contact with the ability to check the contents of the stored document box. A tag issuing means for issuing an RFID tag and an RFID tag issued by the tag issuing means are attached to each document, and what is stored in a document box storing the document with the tag attached. A document management system characterized in that the contents of a document box can be confirmed without opening the document box by means of an RFID reading means installed in the office.

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