JP4761190B2 - Document management system - Google Patents

Description

  The present invention relates to a document management system and document management method for managing document disposal and the like.

  A confidential document management system that manages confidential documents by obtaining and storing the document description information of the confidential documents and then cutting and discarding the confidential documents is known (see Patent Document 1).

JP 2003-62476 A

  However, in the above conventional example, the document description information acquisition means such as an optical scanner manages the destruction of the confidential document using the document description information acquired from the confidential document. For example, an image including a digital watermark is described in the document. In the case of information, there is a problem in that the confidential document cannot be specified because the acquired document description information becomes an image deteriorated with respect to the original image, and the disposal of the confidential document cannot be managed.

  SUMMARY An advantage of some aspects of the invention is that it provides a document management system and a document management method capable of easily managing document disposal based on an original document.

In order to achieve the above object, a feature of the present invention includes a server, a disposal device that discards a recording medium in which a document and information unique to the document are recorded, and an administrator terminal. When discarding the recording medium, the discarding device transmits information unique to the document recorded on the recording medium and information unique to the document read by the reading means to the server. and a first transmission means transmitting said server includes storage means for storing in association with information specific to the original document and the document corresponding to the document, from the waste device by the first transmission means been, first receiving means for receiving information specific to the document, corresponding to the unique information in the document received by the first receiving means, said management original document stored in the storage means Second to send to the user terminal And transmitting means, if the instruction to delete the stored original document in the storage means from said manager terminal is received, and a deleting means for deleting the stored original document in the storage means, the administrator terminal includes a display means for displaying a second receiving means for receiving the original document transmitted by the second transmission means, the content of the received said original document by said second receiving means, said display means If the contents of the original document stored in the storage means is displayed by the authorization means to approve the disposal of the original document by the input administrator user, disposal of the original document has been approved by the authorization means If, transmits an instruction to delete the stored original document in the storage unit to the server, if the discarding of the original document by the authorization means is not approved, the instruction to delete the stored original document in the storage means in front In the document management system, characterized in that a third transmission means does not transmit to the server.

Preferably, the discard apparatus further includes a control unit that performs authentication of a user who discards the recording medium.

Also, preferably, the server stores encrypted information unique to the stored original document and the document in the storage means, information specific to the document from the disposal device by the first receiving means If it is received, it performs decoding of the original document corresponding to and uniquely encrypted information in the document, transmits the the decrypted an original document to the manager terminal.

Also, preferably, the administrator terminal, after the recording medium is discarded by the discarding device, and displays the stored original document in the storage means.

  According to the present invention, it is possible to easily manage document disposal based on an original document.

Next, embodiments of the present invention will be described with reference to the drawings.
FIG. 1 shows an outline of a document management system 1 according to an embodiment of the present invention. The document management system 1 includes, for example, a server 10, a printer (multifunction machine) 12, a client PC (personal computer) 14, an administrator PC (personal computer) 16 and a disposal disposed in an office 4 that is an isolated space. It has an apparatus 2 and manages the creation of documents and the disposal of documents.

The server 10 includes a CPU and a memory (not shown), for example, stores document data (original document) created in the client PC 14, and manages and controls each unit constituting the document management system 1.
The printer 12 is a multifunction machine having functions such as a copying machine and a facsimile. For example, the printer 12 prints (records) a document (image) on the recording medium 3 such as paper according to document data input from the client PC 14 via the server 10. The printer 12 is configured to print a document including a document body 30 and an ID (security management ID) 32 unique to the document body 30 on the recording medium 3 according to the document data.

  The client PC 14 includes a user interface (UI) device 140 that includes an input device and a display device, and can be used by a user who creates a document and gives a print instruction for the document. The UI 140 may be provided with, for example, an Anoto pen input device as an input device in addition to a keyboard and a mouse. The administrator PC 16 includes a user interface (UI) device 160 including an input device and a display device, and can be used by a user who is an administrator of a document created by the document management system 1, for example.

  The discarding device 2 is configured to be able to hold the recording medium 3 or to cut and discard the recording medium 3 in accordance with the control of the administrator PC 16 via the server 10, for example.

  The door 42 provided at the entrance / exit 40 of the office 4 is provided with an electronic lock 44 that performs locking and unlocking according to the control of the server 10. When the user tries to enter or leave the office 4, the electronic lock 44 is unlocked, for example, by successful user authentication using a wireless ID card reader (not shown).

Next, details of the disposal device 2 will be described.
2 and 3, the configuration of the discarding device 2 is shown.
The discard device 2 includes, for example, trays 20-1 and 20-2 and a shredder 24 that are stacked in order from above, a user interface (UI) device 25 including a display device and a keyboard, and a storage device 26 such as an HDD / CD device. , The communication device 27, and the control device 28 including the CPU 280 and the memory 282.
Further, the control device 28 is configured to authenticate the user of the discarding device 2 by using a password input via the UI device 25, for example.

  The tray 20-1 has an opening 200 at the top for receiving the recording medium 3 on which a document is printed. Further, in the tray 20-1, a placement unit 202 is provided on which a plurality of recording media 3 that have passed through the opening 200 are placed from above. The placement unit 202 raises the placed recording medium 3 from below so that, for example, the leading end side (the right side in FIG. 3) of the recording medium 3 is in contact with the pickup roll 204 that picks up the recording medium 3. A retard roll 206 is disposed in front of the pickup roll 204 in the conveying direction (right side in FIG. 3).

The first transport path 208 is a recording medium path from the retard roll 206 of the tray 20-1 to the storage unit 214 in the tray 20-2, and transport rolls 210-1 to 210-3 for assisting the transport of the recording medium. Is provided. The first transport path 208 is in the vicinity of the front surface (the right side surface in FIG. 3) of the disposal device 2 and has a portion that is formed substantially vertically between the transport rolls 210-1 and 210-2.
Also, a reader 212 that reads an ID (security management ID) 32 printed on the recording medium 3 picked up by the pickup roll 204, for example, is disposed between the pickup roll 204 and the transport roll 210-1. Note that the reading device 212 is not limited to reading the ID 32 printed on the recording medium 3, and may read the entire document printed on the recording medium 3, for example.

  As described above, the recording medium 3 sent out from the placement unit 202 by the pickup roll 204 is guided by the retard roll 206 to the first transport path 208 through the vicinity of the reading device 212, and is transported from the transport rolls 210-1 to 210-1. The sheet is conveyed downward by 210-3 and accumulated on the accumulation unit 214 in the tray 20-2.

  The accumulation unit 214 raises the loaded recording medium 3 from below so that, for example, the leading end side (left side in FIG. 3) of the recording medium 3 contacts the pickup roll 216 that picks up the recording medium 3. Note that the recording medium 3 stored in the storage unit 214 cannot be seen from the outside of the disposal device 2, for example. A retard roll 218 is disposed in front of the pickup roll 216 in the conveyance direction (left side in FIG. 3).

  The second transport path 220 is a recording medium path from the retard roll 218 of the tray 20-2 to the placement unit 202 in the tray 20-1, and transport rolls 222-1 and 222- assisting the transport of the recording medium. 2 is provided. The second transport path 220 is in the vicinity of the rear surface (the left side surface in FIG. 3) of the disposal device 2 and has a portion that is formed substantially vertically between the transport rolls 222-1 and 222-2.

  In addition, a switching claw 224 that guides the recording medium 3 in the tray 20-2 to either the tray 20-1 or the shredder 24 is disposed near the back surface side (left side in FIG. 3) of the transport roll 222-1. ing. That is, the switching claw 224 places the recording medium 3 in either the third conveyance path 226 or the second conveyance path 220 that is the recording medium path from the retard roll 218 of the tray 20-2 to the shredder 24. Guided according to the control of the control device 28.

  As described above, the shredding part 24 is disposed below the tray 20-2, and has a shredding cutter 240 for finely cutting the recording medium 3, and a storage part 242 for storing the cut recording medium 3. It operates as a shredder for discarding the guided recording medium 3.

  Therefore, the recording medium 3 sent out from the placing unit 202 of the tray 20-1 by the pickup roll 204 is guided by the retard roll 206 to the first transport path 208 through the vicinity of the reading device 212, and the transport roll 210. −1 to 210-3, the sheet is conveyed downward, accumulated on the accumulation unit 214 in the tray 20-2, and once held.

  Further, the recording medium 3 sent out by the pickup roll 216 from the storage unit 214 under the control of the control device 28 is switched when the switching claw 224 is switched to guide the recording medium 3 to the shredding unit 24, for example. 3 is cut through the conveyance path 226 and the shredding cutter 240 and accommodated in the accommodating portion 242. When the switching claw 224 is switched to guide the recording medium 3 to the tray 20-1, the recording medium 3 is transported upward along the second transport path 220, and the tray 20-1 is transported upward. It is returned and held on the inner mounting portion 202.

Next, an example of the overall operation of the document management system 1 will be described.
FIG. 4 is a conceptual diagram showing an example of the overall operation of the document management system 1.
FIG. 5 is a flowchart showing an overall operation example (S10) of the document management system 1.
As shown in FIG. 5, in step 100 (S 100), the client PC 14 outputs document data corresponding to the confidential document to the server 10 in response to the input of the user who created the confidential document, for example. An instruction to print a document is issued via the server 10.

  In step 102 (S102), the server 10 assigns an ID (security management ID) to the document data received from the client PC 14, and outputs the document data and ID to the printer 12.

  In step 104 (S104), the printer 12 prints the document body 30 on the recording medium 3 with ID 32 in accordance with the document data and ID received from the server 10. That is, the printer 12 prints (records) a confidential document with a confidential management ID.

In step 106 (S106), the server 10 associates the document data (print data) output to the printer 12 with the ID, performs encryption and compression, and stores them. That is, the server 10 stores the confidential document with the confidential management ID.
For example, when additional data input by hand by an Anoto pen input device is added to another layer with respect to the document data stored in the server 10, the additional data is also associated with the document data and the ID. Then, encryption and compression may be performed and stored.

  In step 108 (S108), when the recording medium 3 on which the confidential document is printed with the confidential management ID is placed on the placement unit 202, the discarding device 2 reads the ID from the recording medium 3.

In step 110 (S110), the discard device 2 regards the recording medium 3 as a confidential document to be discarded because the read ID is a confidential management ID, and discards the recording medium 3 by finely cutting the recording medium 3. To do.
The discarding device 2 may be configured to authenticate a user who discards the recording medium 3 with a password or the like input via the UI device 25.

  In step 112 (S112), the administrator PC 16 displays on the UI device 160 via the server 10 that the discard device 2 has discarded the confidential document according to the ID read by the discard device 2. That is, the user who is the administrator of the document created by the document management system 1 can confirm that the confidential document has been discarded.

  In step 114 (S114), the server 10 restores the document data corresponding to the confidential document by decrypting and decompressing the document data corresponding to the discarded confidential document in accordance with the ID read by the discarding device 2. The contents of the discarded confidential document are displayed on the UI device 160 of the administrator PC 16. That is, a user who is a manager of a document created by the document management system 1 can check the contents of a discarded confidential document.

  In step 116 (S116), the administrator PC 16 determines whether there is an input for approving the discard of the document data by the administrator of the document created by the document management system 1, and there is an input for approving the discard. In this case, the process proceeds to S118. If there is no input to approve discarding, the process ends.

  In step 118 (S118), the server 10 accepts information indicating that there is an input to approve discarding of the document data from the administrator PC 16, and stores the stored document data in accordance with the ID read by the discarding device 2. delete.

  In step 120 (S120), the client PC 14 displays on the UI device 140 that the server 10 has deleted the document data.

  Thus, in the document management system 1, when the discard device 2 discards the document, the UI device 160 of the administrator PC 16 displays the document stored in the server 10 corresponding to the discarded document. Therefore, the administrator of the document created by the document management system 1 can confirm the original document without deterioration of the document recorded on the discarded recording medium. Further, the document management system 1 can also manage a user who has discarded a document by authenticating the user by the discarding device 2.

  Further, the document management system 1 may be configured such that the switching claw 224 is switched according to the ID 32. In other words, the manager of the document created by the document management system 1 can change the confidential document by switching the switching claw 224 to guide the recording medium 3 to the tray 20-1 according to the ID 32 read by the discarding device 2. It is possible to confirm that the recording medium 3 on which the confidential document has been printed is about to be discarded without discarding the recording medium 3 on which is printed.

It is a block diagram which shows the structure of the document management system which concerns on embodiment of this invention. It is a block diagram which shows the structure of a discard apparatus. It is a side view which shows the outline of a disposal device. It is a conceptual diagram which shows the example of whole operation | movement of a document management system. It is a flowchart which shows the example of operation | movement (S10) of a document management system.

Explanation of symbols

DESCRIPTION OF SYMBOLS 1 ... Document management system 10 ... Server 12 ... Printer 14 ... Client PC
140 ... UI device 16 ... PC for administrator
160 ... UI device 2 ... Disposal device 20-1, 20-2 ... Tray 212 ... Reading device 224 ... Switching claw 24 ... Shredder 240 ... Shred cutter 3 ... Recording medium 30 ... Document body 32 ... ID

Claims (4)

A server, a disposal device for discarding a recording medium on which a document and information unique to the document are recorded, and an administrator terminal,
The disposal device
Reading means for reading information unique to the document recorded on the recording medium when the recording medium is discarded;
First transmission means for transmitting information unique to the document read by the reading means to the server;
The server
Storage means for storing in association with information specific to the original document and the document corresponding to the document,
First receiving means for receiving information unique to the document transmitted from the discarding device by the first transmitting means;
And second transmitting means for transmitting corresponding to the unique information in the document received by the first receiving means, the stored original document in the storage means to the management terminal,
When an instruction to delete the stored original document in the storage means from said manager terminal is received, and a deleting means for deleting the stored original document in the storage means,
The administrator terminal is
Second receiving means for receiving the original document transmitted by the second transmission means,
Display means for displaying the contents of the original document that has been received by said second receiving means,
If the contents of the original document stored in the storage means by the display means is displayed, and approval means to approve the disposal of the original document by an input for an administrator account,
If the drop of the original document has been approved by the authorization means, transmits an instruction to delete the stored original document in the storage unit to the server, if the discarding of the original document by the authorization means is not approved, the document management system, characterized in that the instruction to delete the original document stored in the storage unit and a third transmission means does not transmit to the server.   The document management system according to claim 1, wherein the discarding device further includes a control unit that authenticates a user who discards the recording medium. The server, when the stored encrypted information unique to the stored original document and the document in the storage means, information specific to the document from the disposal device is received by said first receiving means, said performs decoding corresponding to and encrypted the original document to the information specific to the document, the document according to claim 1 or 2, characterized in that transmitting the the decrypted an original document to the manager terminal Management system. The administrator terminal, after said recording medium has been discarded by the discarding device, the document management according to any one of claims 1 to 3, characterized in that the display of the stored original documents in the storage means system.

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