JP3857472B2 - Electronic filing system and data registration method - Google Patents

Description

[0001]
BACKGROUND OF THE INVENTION
The present invention relates to an electronic filing system and a data registration method, and more particularly to an electronic filing system that manages digitized document information such as graphics, images, and texts using a hierarchical management system and a data registration method applied to the system.
[0002]
[Prior art]
Generally, an electronic filing system is used to digitize and record and manage a large amount of documents scattered in an office or the like. In this electronic filing system, a document printed on paper is read as image data page by page using a scanner or the like, and is recorded and managed in a disk device or the like. Therefore, the management unit is a page, and one document is constituted by one or more related pages.
[0003]
Similarly, graphics files, image files, text files, etc. created by a computer are managed as individual pages constituting one document. Some files may have many pages. Even in this case, one file is treated as one page.
[0004]
Electronic document information such as graphics, images, and text is managed in a hierarchical structure such as cabinet-folder-document-page. The “page” is a management unit of the lowest layer for managing the actual data itself, and the storage location for storing the page is “document”. Therefore, when viewed from the user, the storage location “document” is one piece of document information composed of individual pages existing there, that is, the document itself that is a unit to be referred to.
[0005]
A storage location for classifying and storing a large number of documents is a “folder” (or called a binder), and the storage location of the folder is called a “cabinet” (or a library, a locker, or the like). ).
[0006]
By using such a hierarchical structure such as cabinet-folder-document-page, a large number of pages can be stored and managed in a state of being classified and organized as a document.
[0007]
[Problems to be solved by the invention]
By the way, in an electronic filing system using a hierarchical structure such as cabinet-folder-document-page, pages are managed by "documents" which are storage locations of pages corresponding to actual data. Registration is always performed on “documents”. For this reason, conventionally, when registering data, it has been necessary to prepare a document as a storage destination in advance. Therefore, when registering many pages as different documents, there is a problem that a document must be created each time.
[0008]
The present invention has been made in view of the above-described circumstances, and can automatically create a document as a storage location of a page, and automatically converts the management system into a storage location structure so that a user can create a document. An object of the present invention is to provide an electronic filing system and a data registration method capable of easily registering a page without being conscious of creation.
[0009]
[Means for Solving the Problems]
In order to solve the above-mentioned problems, the present invention Management information including a page management table for managing the hierarchical structure for each page and a document management table for managing the hierarchical structure for each document, The document information to be managed includes at least a page for managing actual data of the document information, a document serving as a storage location of the page, and a document storage location for storing the document. Manage by management system In the electronic filing system, when a file is copied or moved to the document storage location in units of directories to which files created by an external application belong, management information corresponding to one document is stored in the document management table. By adding a new document having a document name corresponding to the directory name of the directory A document creation means for creating a document in the document storage location; By adding management information corresponding to the number of files of all files existing in the copied or moved directory to the page management table, all the files existing in the directory are Registration means for registering as a page in the document created by the document creation means.
[0013]
This allows you to automatically create a new document with a name corresponding to the directory name by copying or moving the actual data for each directory, and register all the data in the directory as a page. It becomes possible.
[0014]
DETAILED DESCRIPTION OF THE INVENTION
Hereinafter, embodiments of the present invention will be described with reference to the drawings.
[0015]
FIG. 1 shows the configuration of an electronic filing system according to an embodiment of the present invention. This electronic file ring system 11 is for managing computerized document information such as graphics, images, texts, etc. by a hierarchical management system of cabinet-folder-document-page. It is realized as software that can be executed on.
[0016]
As shown in the figure, the computer system on which the electronic filing system 11 is executed includes a computer main body 1, a display monitor 2, an input device 3 such as a keyboard and a mouse, a scanner 4, and the like. The computer main body 1 is composed of a CPU, a main memory, a hard disk device as a secondary storage, and the like. Software constituting the electronic file ring system 11 is loaded on the main memory as an application program and executed by the CPU. Is done.
[0017]
As shown in the figure, the electronic filing system 11 of this embodiment includes a database 111, a real file group 112, a registration module 113, a search module 114, a display module 115, an input module 116, a scanner input unit 117, a file input unit 118, and the like. It is configured.
[0018]
The database 111 stores hierarchical structure management information for managing document information by a hierarchical management system of cabinet-folder-document-page-revised version page. The database 111 is constructed on a storage medium such as a hard disk device provided in the computer main body 1, for example. The real file group 112 is a collection of real data registered in the electronic filing system 11. The actual data includes an image data file obtained by reading by the scanner 4 and various data files (graphic data file, image data file, text data file, etc.) created by other application programs. These files are also stored on a hard disk device provided in the computer main body 1. Each file in the real file group 112 is managed in units of pages.
[0019]
The registration module 113 is for registering actual data in the electronic filing system 11, and an image data file obtained by reading from the scanner 4 and various files created by other application programs are stored in the actual file group 112. Register with. When registering actual data, the registration module 113 registers management information in the database 111 so that each registered file is managed as a page. Reading of image data from the scanner 4 is performed through the scanner input unit 117, and file input from other applications and external devices is performed through the file input unit 118.
[0020]
In a hierarchical management system of cabinet-folder-document-page, actual data is a page, the storage location of the page is a document, storage processing for classifying and storing the document is a folder, and storage of the folder The place becomes a cabinet. Therefore, pages are managed by “documents” which are storage locations of pages corresponding to actual data. From the viewpoint of the user, the storage location “document” is a single page composed of individual pages existing there. Document information, that is, the document itself, which is a unit to be referred to. For this reason, registration of actual data by the registration module 113 is normally performed for “documents”. In the present embodiment, the registration module 113 is provided with a page storage document automatic creation function, so that a “document” can be automatically created in the folder. Therefore, the user can easily register a page without preparing a document for registering the page in advance.
[0021]
The search module 114 uses the search information stored in the database 111 to search for pages, documents, and folders that match the search conditions input by the user. Search information includes keywords such as title information added as tags to pages, documents, and folders, and text information for full-text search of pages, that is, actual data. The search result information is transferred to the display module 115 and displayed on the screen as necessary.
[0022]
The display module 115 is for displaying a file operation screen of the electronic filing system 11 on the monitor 2, and visually displays a hierarchical management system of cabinet-folder-document-page in a tree format. Has a tree display function.
[0023]
The input module 116 is for receiving various operation instructions from the user, and sends various operation instructions related to registration, search, display, and the like to the corresponding module.
[0024]
(Hierarchical management structure of electronic filing system)
FIG. 2 shows an example of a hierarchical structure used in the electronic filing system 11. As described above, in the electronic filing system 11, document information is managed in a hierarchical structure of cabinet-folder-document-page-revised version page. “Page” corresponds to the file itself, which is actual data, and each file existing in the actual file group 112 is managed as a page.
[0025]
In FIG. 2, three documents “document A”, “document B”, and “document C” are created as page storage locations. “Document A” is composed of three pages, page 1 to page 3, “Document B” is composed of two pages, page 1 and page 2, and “Document C” is composed of three pages, page 1 to page 3. It is configured.
[0026]
A “folder” is a storage location for classifying and storing a large number of “documents”, and is sometimes referred to as a “binder”. In this example, among the three documents “document A”, “document B”, and “document C”, “document A” and “document B” are “folder A”, and “document C” is “folder”. B ”is classified and stored. The storage location of these folders is a “cabinet” (or referred to as a library or locker). In this example, two cabinets “cabinet A” and “cabinet B” are prepared in the root directory of the electronic filing system 11, and “folder A” and “folder B” are stored in “cabinet A”.
[0027]
Hierarchical structure management information for managing such a management system exists in the database 111, and actual data corresponding to each page exists in the actual file group 112.
[0028]
Since the “document” is a collection of one or more pages, the user can access the target document information in units of the “document” by adding an appropriate name (document name) to each “document”. it can.
[0029]
(Hierarchical structure seen from the file system)
FIG. 3 shows an actual directory structure managed on the file system of the operating system.
[0030]
“Install Dir” is a directory in which the software of the electronic filing system 11 is installed, and this corresponds to the root directory of FIG. A “cabinet” directory exists below “install Dir”, a “folder” directory exists below that, and a “document” directory exists below that directory. In the directory “document”, there is a page directory corresponding to the number of pages constituting the “document”. In the case of a document composed of three pages, pages 1 to 3, the directory “document” includes three pages “page 1 Dir”, “page 2 Dir”, and “page 3 Dir” as shown in the figure. A directory will be created.
[0031]
Each page page directory stores a file of actual data corresponding to the page. For a page for which a revised page does not exist, only one file is stored in the page directory. On the other hand, for a page where a revised version page exists, a file corresponding to each revised page and a file corresponding to the latest page are stored in the page directory. In FIG. 3, “page 1Dir” is a page directory including a revised page.
[0032]
Further, a database file group is provided in the directory “DB” provided in the “cabinet” directory, and this corresponds to hierarchical structure management information managed by the database 111.
[0033]
(Example of hierarchical management structure of electronic filing system)
FIG. 4 shows a specific usage example of the hierarchical management system of cabinet-folder-document-page-revised page. Here, a cabinet called “patent information” is prepared, and an “electric” folder and a “soft” folder are prepared as folders for document classification management. In the “Electricity” folder, a document called “A001 patent document” and a document called “A002 patent document” are prepared, and each document includes a product catalog, a publication gazette, a patent gazette, and the like that include related product information. Each file is registered as a page. When a revised version is created by updating the product catalog file, the latest version becomes the basic page, and the old version is managed as a revised version for the basic page.
[0034]
(Database)
FIG. 5 shows an example of a specific data structure of the hierarchical structure management information of the database 111. The hierarchical structure management information is composed of a page management table, a document management table, a folder management table, and a cabinet management table.
[0035]
・ Page management table
The page management table is a group of information necessary for managing the hierarchical structure of each page, and is composed of a plurality of record groups corresponding to each page to be managed, as shown in FIG. Each record includes “page name field”, “document name field”, “folder name field”, “cabinet name field”, “file type field”, “creation date field”, two “keyword fields”, “revision” The “page presence / absence information field”, “revision page number field”, “path information field”, “page number field”, and the like are defined.
[0036]
The “page name field” is a field for registering a page name for page identification, and a sequential number is registered in the “page name field” as a page name each time a page is registered. The “document name field”, “folder name field”, and “cabinet name field” are information for specifying “document”, “folder”, and “cabinet” in the upper layer of the corresponding page, respectively. In the “file type field”, the file format (extension) corresponding to the corresponding page is registered, and in the “creation date field”, file creation date information is registered. Two “keyword fields” are information used for page search, and two keywords can be defined for each page.
[0037]
The “revision page presence / absence information field” is information indicating the presence / absence of a revision page, and the “revision page number field” is information indicating the number of revision pages existing. The “path information field” is path information indicating a page storage position viewed from the cabinet or the root, and is used for actual file access and the like. The “page number field” indicates what page in the document the corresponding page is.
[0038]
・ Document management table
The document management table is a group of information necessary for managing the hierarchical structure of each document, and includes a plurality of record groups corresponding to each document to be managed, as shown in FIG. Each record includes “document name field”, “folder name field”, “cabinet name field”, “creation date field”, two “keyword fields”, “page presence / absence information field”, “page number field”, “ Path information field "is defined.
[0039]
The “document name field” is a field indicating a document name given to the corresponding document. The “folder name field” and “cabinet name field” are information for specifying the “folder” and “cabinet” in the upper layer of the corresponding document, respectively. Document creation date information is registered in the “creation date field”. Two “keyword fields” are information used for document search, and two keywords can be defined for each document. The “page presence / absence information field” is information indicating the presence / absence of a page, and the “page number field” is information indicating the number of pages existing in the document. The “path information field” is path information indicating the document storage position viewed from the cabinet or the route.
[0040]
・ Folder management table
The folder management table is a group of information necessary for managing the hierarchical structure of each folder, and includes a plurality of record groups corresponding to each folder to be managed, as shown in FIG. Each record includes a “folder name field”, “cabinet name field”, “creation date field”, two “keyword fields”, “document presence / absence information field”, “document number field”, “path information field”, and the like. Is defined.
[0041]
The “folder name field” is a field indicating a folder name given to the corresponding folder. The “cabinet name field” is information for specifying the “cabinet” in the upper layer of the corresponding document. Information on the folder creation date is registered in the “creation date field”. Two “keyword fields” are information used for folder search, and two keywords can be defined for each folder. The “document presence / absence information field” is information indicating the presence / absence of a document, and the “document number field” is information indicating the number of documents existing in the folder. The “path information field” is path information indicating the storage location of the folder as viewed from the cabinet or root.
[0042]
・ Cabinet management table
The cabinet management table is a group of information necessary for managing each cabinet, and includes a plurality of record groups corresponding to each cabinet to be managed, as shown in FIG. Each record defines a “cabinet name field”, “creation date field”, “folder presence / absence information field”, “folder number field”, “path information field”, and the like.
[0043]
The “cabinet name field” is a field indicating the cabinet name assigned to the corresponding cabinet. Information on the cabinet creation date is registered in the “creation date field”. The “folder presence / absence information field” is information indicating the presence / absence of a folder, and the “folder number field” is information indicating the number of folders existing in the cabinet. The “path information field” is path information indicating the storage position of the cabinet as viewed from the root.
[0044]
(Operation screen)
Next, a file operation screen used in this embodiment will be described with reference to FIG.
[0045]
In the screen of FIG. 6, a tree display area 201 and a list display area 202 are provided as shown.
[0046]
The tree display area 201 is a window for visually displaying the structure of a hierarchical management system of cabinet-folder-document-page-revised version page in a tree format. “Various data”, “XX factory”, and “XX factory” displayed as leafs of a tree below “cabinet” are folders for document classification created in a cabinet called “cabinet”. A “description document” displayed as a leaf below the folder “various data” is a document existing in the folder “various data”. If there are nine pages in the document “description document”, a + plus button is displayed next to the document “description document”, and when the user selects the + plus button, as shown in the figure. , “1 page”, “2 page”,... “9 page” are displayed in the lower layer of “description document”. In addition, when there are three revised pages related to page 1, “1 version”, “2 version”, and “3 version” are displayed below the display item “1 page” as shown in the figure. Is called. In this manner, in the tree display area 201, not only the hierarchy up to the document but also the hierarchical structure up to the page and revision page below it are visually displayed in a tree format.
[0047]
The list display area 202 is for displaying a list of directories and files existing in the leaf designated in the tree display area 201. When the user selects a document “description document”, as shown in the figure, “1 The images of the files corresponding to “page”, “2 pages”,... “9 pages” are displayed as thumbnails (reduced display). In this thumbnail display (reduced display), for a file composed of a plurality of pages, only the image of the first page is displayed. The actual file name is displayed below each display image. Thumbnail display can be performed at high speed without accessing actual data by creating a reduced image in advance and registering it in the database 111 when registering the page.
[0048]
(Automatic document creation)
Next, the operation of the automatic document creation process will be described with reference to FIGS.
[0049]
FIG. 7 shows a case where copying or moving a file to the “A” folder of the electronic filing system is performed for each “X” directory in which files created by an external application or the like are stored by a drag-and-drop operation or the like. An example is shown. In this case, the “X” document in which the same name as the directory name (X) of the “X” directory is added as the document name in the “A” folder designated as the copy or move destination by the drag and drop operation. Is automatically created. In the “X” document, files (A.tif and B.tif) existing in the “X” directory are registered as pages.
[0050]
As shown in FIG. 8, a document is created by adding a record to the aforementioned document management table and registering information corresponding to each field in the record. At the time of automatic creation, information corresponding to all other fields except the keyword field is registered. Thereby, document management information for registering the page is created.
[0051]
Hereinafter, the procedure of the page registration process will be described with reference to the flowchart of FIG.
[0052]
(Step S101)
First, copying or moving data from the “X” directory storing files created by an external application or the like to the “A” folder managed by the electronic filing system 11 is performed by a drag-and-drop operation or the like. Then, the registration module 113 receives the data from the file system of the operating system through the file input unit 118 and starts a process for registration.
[0053]
(Step S102)
Next, the registration module 113 performs a process of creating a new document (“X” document) having the name “X” of the copy or transfer source directory in the copy destination “A” folder. In this process, the number of files existing in the “X” directory is detected. Then, the registration module 113 adds a record to the document management table, and in the record, the document name indicating the same name “X” as the copy or movement source directory, the folder name indicating the “A” folder, “A” The cabinet name in which the folder exists, creation date, page presence / absence information (present), page number information (2), and relative path information are registered. As a result, the management information of the “X” document for page registration is created in the database 111, and the page can be registered for the created document. Further, since the document of the electronic filing system 11 is one directory when viewed from the file system of the operating system, a process of creating a new directory in a directory called “A” folder is also performed at the time of document creation. This directory creation process may be performed through the file system, for example, by issuing a directory creation command from the electronic filing system 11 to the file system.
[0054]
(Step S103)
Thereafter, the registration module 113 copies all the files (A.tif, B.tif) existing in the copy or move source “X” directory to one page (A.tif) of the created “X” document. And processing for registering as two pages (B.tif). In this process, first, the registration module 113 adds records corresponding to the number of all files (A.tif, B.tif) existing in the copy or move source “X” directory to the page management table. Each added record includes a page name composed of sequential numbers, a document name indicating “X” document, a folder name indicating “A” folder, a file type (tif), revised page presence / absence information (none), Revision page number information (0), relative path information, and page number information (1, 2) are registered. As a result, all files (A.tif, B.tif) existing in the “X” directory of the copy or movement source can be managed as pages constituting the “X” document.
[0055]
Next, the second procedure of the page registration process will be described with reference to the flowchart of FIG.
[0056]
Here, a process for creating a document name from the file name of the copy or move source is performed instead of creating a document name from the directory name where the copy or move source file exists.
[0057]
(Step S111)
First, a copy or movement of a file created by an external application or the like is performed on the “A” folder managed by the electronic filing system by a drag-and-drop operation or the like. The registration module 113 receives the data from the file system of the operating system through the file input unit 118 and starts a process for registration.
[0058]
(Step S112)
Next, the registration module 113 performs processing for creating a new document (“X” document) having the file name “X” of the copy or movement source in the “A” folder of the copy destination. In this process, the registration module 113 adds a record to the document management table, and in the record, the document name indicating the same name “X” as the file to be copied or moved, the folder name indicating the “A” folder, “ The cabinet name, creation date, page presence / absence information (present), page number information (1), and relative path information in which the “A” folder exists are registered. As a result, the management information of the “X” document for page registration is created in the database 111, and the page can be registered for the created document. Further, a directory corresponding to the “X” document is created through the file system.
[0059]
(Step S113)
Thereafter, the registration module 113 performs processing for registering the file “X” to be copied or moved as one page of the created “X” document. In this processing, first, the registration module 113 adds a record to the page management table, and adds a page name, a document name indicating “X” document, a folder name indicating “A” folder, and a file type to the added record. Revision page presence / absence information (none), revision page number information (0), relative path information, and page number information (1) are registered. As a result, the copied or moved file can be managed as a page constituting the “X” document.
[0060]
As described above, according to the present embodiment, since a document serving as a storage location of the page is automatically created at the time of page registration, a user can create a new page without being aware of the creation of the document. It can be registered and used in the electronic filing system 11 having a hierarchical management system of cabinet-folder-document-page. In particular, a document with the same name as the directory is automatically created with a single operation of copying or moving the file with the directory, and all files existing in the directory are registered as pages in the document. Therefore, a large number of pages can be registered easily.
[0061]
Since the electronic filing system 11 of this embodiment is entirely realized by software, if a computer-readable recording medium recording a computer program including the processing procedure of the electronic filing system 11 of this embodiment is prepared, The effect similar to that of the present embodiment can be obtained simply by introducing the computer program into a normal computer through the recording medium.
[0062]
Note that the procedure of the page registration process of the present embodiment can also be applied to a process such as automatically generating a reception folder based on a file name in a mail system or the like. In addition, a storage folder can be automatically created even when registering a large amount from a digital copier or the like.
[0063]
【The invention's effect】
As described above, according to the present invention, a document as a page storage destination can be automatically created, and a user can easily register a page without being aware of the creation of the document. .
[Brief description of the drawings]
FIG. 1 is a block diagram showing a functional configuration of an electronic filing system according to an embodiment of the present invention.
FIG. 2 is a diagram for explaining an example of a hierarchical structure used in the electronic filing system of the embodiment.
3 is a diagram showing an actual directory structure on a file system corresponding to the hierarchical structure of FIG. 2;
FIG. 4 is a diagram showing a specific usage example of a hierarchical management system of cabinet-folder-document-page-revised page used in the electronic filing system of the embodiment.
FIG. 5 is a view showing a configuration example of a database used in the electronic filing system of the embodiment.
FIG. 6 is an exemplary view showing an example of a file operation screen used in the electronic filing system of the embodiment.
FIG. 7 is an exemplary view for explaining the principle of automatic document creation processing executed by the electronic filing system according to the embodiment;
8 is a diagram for explaining a record addition operation to the document management table performed in the document automatic creation process of FIG. 7;
FIG. 9 is an exemplary flowchart illustrating a first procedure of page registration processing which is executed by the electronic filing system according to the embodiment;
FIG. 10 is an exemplary flowchart illustrating a second procedure of page registration processing which is executed by the electronic filing system according to the embodiment;
[Explanation of symbols]
1 ... the computer
2 ... Monitor
3 ... Input device
4 ... Scanner
11 ... Electronic filing system
111 ... Database
112 ... Real files
113 ... Registration module
114 ... Search module
115 ... display module
116: Input module
117 ... Scanner input section
118 ... File input section

Claims (3)

Manage document information to be managed, at least actual data of the document information, by management information including a page management table for managing the hierarchical structure for each page and a document management table for managing the hierarchical structure for each document. In an electronic filing system managed by a hierarchical management system, including a page for storing, a document serving as a storage location of the page, and a document storage location for storing the document,
By adding management information corresponding to one document to the document management table when a file copy or move operation to the document storage location is performed in units of a directory to which a file created by an external application belongs, A document creation means for creating a new document having a document name corresponding to the directory name of the directory in the document storage location;
By adding management information corresponding to the number of files of all files existing in the copied or moved directory to the page management table, all the files existing in the directory are added by the document creation means. An electronic filing system comprising registration means for registering as a page in a created document. Manage document information to be managed, at least actual data of the document information, by management information including a page management table for managing the hierarchical structure for each page and a document management table for managing the hierarchical structure for each document. A data registration method applied to an electronic filing system managed by a hierarchical management system, including a page for storing a document, a document serving as a storage location of the page, and a document storage location for storing the document ,
When a file copy or move operation to the document storage location is performed in units of a directory to which a file created by an external application belongs, the electronic filing system manages information corresponding to one document in the document management table. Creating a new document in the document storage location with a document name corresponding to the directory name of the directory by adding
The electronic filing system adds management information corresponding to the number of files of all files existing in the copied or moved directory to the page management table, whereby each file existing in the directory is added. And a step of registering as a page in the created document. The management information including at least a page management table for managing the hierarchical structure for each page and a document management table for managing the hierarchical structure for each document is stored in the computer as document data to be managed, at least as actual data of the document information. And a procedure created by a hierarchical management system, including a page for managing a document, a document serving as a storage location for the page, and a document storage location for storing the document, and a file created by an external application When a file copy or move operation to the document storage location is performed in units of the directory to which the file belongs, the management information corresponding to one document is added to the document management table, thereby supporting the directory name of the directory. A new document having a document name to be created in the document storage location, and the copy Alternatively, by adding management information corresponding to the number of files of all the files existing in the moved directory to the page management table, all the files existing in the directory are added to the created document. A computer-readable recording medium having recorded thereon a program for executing a procedure for registering as a page.

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