JP5245143B2 - Document management system and method - Google Patents

Description

  The present invention relates to a document management system and method, and more particularly, to a document management system and method for an organized document that can perform the same management of paper documents and electronic documents using a computer and can easily register information about the document.

  Conventionally, when storing and preserving organizational documents generated in the office, documents are stored in computers for each individual folder from the generation of the document to storage after transfer from the storage in the office to the archive. A document management system that performs centralized and centralized management is known (see, for example, Patent Document 1).

In the document management technique of Patent Document 1, when a document is created, an identification display of the individual folder in which the document is to be stored is written in the folder attribute data file, and the storage location display of the cabinet in which the individual folder is to be stored is stored in the storage location. One year has passed since the file list creation process to be written to the data file, the file inventory process to update the storage location display of the individual folder written to the storage location data file when the storage location of the individual folder is changed, and the storage count When an individual folder is taken out from the cabinet and stored in the storage box in the storage box for each storage period, the empty position of the storage box is searched and then the empty position is displayed as the storage position display of the storage box. Receipt registration process to write the location to the storage location data file and individual files after saving When discarding a storage box that includes a rudder, search the storage box that is scheduled to be discarded on the specified date from the term data file, and then write the disposal date / date of the storage box that should be discarded to the term data file. And a process.
According to the technology of Patent Document 1, when storing and preserving various types of documents generated in an office, not only from the generation of documents, storage in the first year and special preservation in the next year, It is expected that the document can be centrally and centrally managed by the computer for each individual folder until the document is stored and discarded.

JP 2002-169709 A (Claim 1, paragraph 0094)

  However, although conventional document management techniques such as Patent Document 1 can manage documents centrally and centrally for each individual folder by a computer, manual information and a master table are used when registering information about each document in a server. It is necessary to select the item to be referred to. Especially in a large-scale office where a large number of documents are generated, it takes a lot of time and labor to register information about the document in the document management system.

  The present invention has been made in view of the above circumstances, and an object of the present invention is to enable a document management system and a method thereof to perform the same management of a paper document and an electronic document using a computer, and to register information about the document. To provide a document management system and method for a simple organizational document.

According to the document management system of the present invention, the problem is that the organizational document generated in the organization is stored in the office, the storage is managed in the archive until the document is transferred from the office to the archive, and then discarded . A document management system for managing a document folder table for storing information relating to a document folder for storing one or more electronic documents of the document , a storage period for managing the document in the office, and the document from the office A document retention period master that stores the retention period and retention period of each document folder group classified from the viewpoint of the retention period from transfer to archive to the disposal, in association with the folder group name of the document folder group, and A document management server computer comprising a thesaurus dictionary that outputs synonyms for the input word, and the document management server computer Computer is, in the registration screen, said by dragging and dropping the document folder, folder name or et al specific words of the document folders and acquisition means, acquired to get the folder name及 beauty creation date of the document folder to the new registration Means for searching the thesaurus dictionary with the specific word and extracting synonyms of the specific word, searching the document retention period master using the specific word and the synonym as a key, and the specific word or the synonym A storage / storage period search means for extracting the folder group name of the document folder group including the document folder group and acquiring the storage period and the storage period associated with the folder group name of the document folder group , and the storage / storage period When a plurality of storage periods and storage periods are acquired in the search means, a plurality of storage periods and storage periods Among them, the longest storage and retention period sum is the longest of the storage period and the storage period, the novel as the storage period and the storage period of the registration document folder, together with the creation date of the document folder, document folder to the new registration And a registration means for registering the information in the document folder table in association with information for uniquely identifying the file.

Further, according to the document management method of the present invention, the object is to store the document that is managed in the office by using the document management system according to any one of claims 1 to 4 , and the document Save managed by the archive from the office to be discarded after the transfer to the archive, a document management method for management, document management server computer, in the registration screen, by dragging and dropping the document folder to the new registration , extraction and acquisition procedure for acquiring the folder name及 beauty creation date of the document folder, cut out the folder name or et al specific word of the acquired document folder, the synonyms of the specific word by searching the thesaurus dictionary in the specific words Searching the document storage period master using the specific word and the synonym as a key, and the specific word or the synonym The extracts the folder group name of the document folder group, and storage and retention period search procedure for acquiring the storage period and storage period tied to the folder group name of the document folder group, the search-holding pipes and storage period comprising When a plurality of storage periods and storage periods are acquired by the means, the longest storage / storage period having the longest sum of the storage period and the storage period among the plurality of storage periods and storage periods is newly registered. as the storage period and storage period of the document folder, together with the creation date of the document folder, the document folder of new registered with information uniquely identifying the string, and a registration procedure for registering the document folder table That is solved.

Since the thus configured, in the registration screen of the document management server computer, by dragging and dropping a document folder to be newly registered, due to the provision of an acquisition means for acquiring the folder name及 beauty creation date of the document folders New registration and storage / retention period are automatically determined, and a simple and convenient document management system can be constructed.

Further, when a plurality of the storage periods and storage periods are acquired in the storage / storage period search means, the longest storage / storage period in which the sum of the storage period and the storage period is the longest among the plurality of storage periods and storage periods. As the storage period and the storage period of the document folder to be newly registered, the storage period is associated with information for uniquely identifying the document folder to be newly registered together with the creation date of the document folder, and is stored in the document folder table. Because it has a registration means to register, even if the legal preservation period differs depending on the law, such as commercial law, tax law, the longer storage / retention period is automatically selected and the requirements of all laws, etc. are met It becomes possible.

Further, means for managing resource and account information used in the network in the organization by a directory service database, and the document management server computer uses the department identification information of the user in the network in the organization. And means for acquiring information on resources and accounts from means for managing by means of a directory service database, and the information for uniquely identifying the document folder may include the department identification information.
With this configuration, it is possible to classify and manage document folders according to the department to which the user belongs. However, it is easy to understand, and it becomes possible to manage documents by classification according to the actual situation of the organization without causing confusion due to organizational changes, personnel changes, retirement of document holders, etc.

  Further, since the department identification information of the user is obtained from a means for managing the resource and account information used in the network in the organization by the directory service database, for example, a domain controller computer, there is a difference between the reality and the user information. Almost never occurs, and it is possible to always obtain the latest and accurate user information. Further, since the user does not need to input his / her name or department name, and does not need to separately create a master table for document management, a simple document management system can be provided. Furthermore, the user authority set in the directory service can be used as it is in the document management system, and the security of the document management system is improved.

Also, the document management server computer, the name and the document file storage means for storing the documents folder for storing the document consisting of an electronic document, the document, the document file storage means, the department identification information Means for storing the document folder so as to be uniquely identifiable in the generation form category name folder having the name indicating the generation form of the document in the department identification information name folder May be.
With this configuration, the document file is automatically stored in the document file storage unit in a predetermined classification, and no divergence occurs between the information in the document folder table and the storage location of the document file storage unit. Also, the trouble of copying the document folder to the document file storage means can be omitted.

Further, when the document management server computer receives information for uniquely printing the back cover for the paper document in the document folder together with information for uniquely identifying the document folder , the document management server computer receives at least the document folder table from the document folder table. Preferably, there is provided means for extracting back cover information including information for uniquely identifying a document folder , applying the back cover information to a predetermined back cover format, and creating printable back cover data. It is.
With this configuration, the corresponding paper document and electronic document are managed in the same document folder table, and unified management of all documents becomes possible. As a result, operations such as document search, storage, storage, transfer, and disposal can be simplified.

According to the present invention, by simply dragging and dropping a document folder to be newly registered, the storage / retention period is automatically determined, and when the storage / retention period elapses, a warning prompting automatic transfer or disposal is provided. This makes it possible to construct a document management system that is easy to operate and convenient.
Furthermore, it is possible to automatically enter the storage / storage period without checking the storage period in compliance with the legal storage period, manually entering it, or selecting from a selection box.

It is a block diagram which shows the life cycle from preparation of an organizational document to disposal. It is a system configuration figure of document management system S concerning an embodiment of the present invention. It is a block diagram which shows the hardware constitutions of a management server computer. It is a block diagram which shows the work processing flow of the document management system. It is explanatory drawing of a master database and a document management database. It is explanatory drawing which shows a document file list screen. It is explanatory drawing which shows a new document registration screen. It is a flowchart which shows the new document registration process to a document management database. It is a flowchart which shows the new document registration process to a document management database. It is explanatory drawing which shows a document file detailed screen. It is explanatory drawing which shows the flow of the storage process of a document file. It is a flowchart which shows the display process of a transfer and a discard alarm. It is explanatory drawing which shows an example of a spine. It is explanatory drawing which shows a drag and drop process. It is explanatory drawing which shows a drag and drop process. It is explanatory drawing which shows a drag and drop process.

Hereinafter, embodiments of the present invention will be described with reference to the drawings. Note that the configurations, arrangements, and the like described below do not limit the present invention, and various modifications can be made in accordance with the spirit of the present invention.
In this specification, “computer” means to include all information terminals provided with an arithmetic device. For example, in addition to a supercomputer, a general-purpose computer, an office computer, a control computer, a workstation, a personal computer, a mobile information terminal, a mobile phone equipped with a computing device, and the like are also included.
The program of the present embodiment may be stored in a storage medium.

The document management system S of the present embodiment is a system that facilitates the storage / storage and disposal of paper and electronic documents by automatically determining the storage / storage period and arrangement of various documents generated in the office.
The document management system S of the present embodiment is constructed in an organization 1 such as a company, a public office, or various organizations. When the scale of the organization 1 is large, a separate document management system S may be constructed for each physically close office, for example, each branch office or each building. The document management system S is operated and managed by the secretariat 3 composed of representatives collected from all departments in the organization 1. The secretariat 3 may be installed in the general affairs department or general affairs section.

Documents to be managed by the document management system S are organizational documents created and acquired by the members of the organization 1 among the documents generated in the organization 1, and include personal documents such as personal notes and personal records. Absent. Documents to be managed include paper documents on paper media and electronic documents that are electronic data. When both a paper document and an electronic document exist for documents having the same content, only one of the paper document and the electronic document may exist. In the document management system S of this embodiment, a document is handled in units of paper document files in which one or more documents are stored or in units of document folders of electronic documents . In the present specification, the paper document files correspond with the document folder of the electronic document.

As shown in Fig. 1, the life cycle from the creation to disposal of an organized document is “File Open”, which is a state where a new business or project has occurred and a new paper document file has been created, and from File Open to File Close "Work-in-process period", which is the period until the end, "File close" when one work or project is completed, and the contents of the paper document file do not increase any more, and frequently used paper document files are shared in the office “Storage period” during which “storage” is managed in the cabinet 31 of the product, “transfer” to transfer the paper document file from the office to the library 32, and the paper document file whose frequency of use has been reduced to the disposal date in the library 32 outside the office. It consists of “storage period” in which “storage” is managed and “discarding” of documents.

FIG. 2 is a system configuration diagram of the document management system S according to the present embodiment. The document management system S of the present embodiment includes an intranet 2 and a document management server computer 30, a domain controller computer 20, a client computer 4, and a printer 5 connected to each other via the intranet 2 as main components.
In addition, the organization 1 in which the document management system S is constructed includes a cabinet 31 in the office of each department that stores paper documents over a storage period, and an outside office that stores paper documents after the storage period is completed until the storage period ends. The archive 32 is provided.

The document management server computer 30 is a server computer that manages and controls the document management system S of the present embodiment, and is installed in the secretariat 3 that manages and manages the document management system S.
The hardware configuration of the document management server computer 30 is shown in FIG.
The document management server computer 30 includes a CPU 41 as a data calculation / control processing device, a RAM 42 as a storage device, a ROM 43, an HDD 44, and a storage medium device 45.
The CPU 41 executes various processes according to programs stored in the ROM 43 or the HDD 44.
The RAM 42 appropriately stores data necessary for the CPU 41 to execute various processes.

The keyboard 47 and mouse 48 that are input devices are appropriately operated when a predetermined command is input to the CPU 41.
Further, information, images and the like displayed in a predetermined format are output and displayed on the display device 49 and the printer 5.

The storage medium device 45 is composed of an external hard disk, a magneto-optical disk, a CD-R, a DVD, a memory stick, and the like, so that data transmitted via the intranet 2 can be appropriately stored and read out. Has been made.
The communication device 46 transmits data to the intranet 2 and receives data supplied via the intranet 2.

The HDD 44, as shown in Figure 5, a master database 300 that will be used when registering each document folder 311a to the document management database 310, a document management database 310 serve as the management register for each document folder 311a A thesaurus dictionary (not shown) is stored.

The master database 300 includes (1) a department master 301, (2) a cabinet master 302, (3) a storage box master 303, (4) a warehouse master 304, and (5) a legal storage term master 305.
here,
(1) The department master 301 interpolates storage of master data of departments and sections.
(2) The cabinet master 302 sets the cabinet number for the document folder 311a. Stored in regard to the presence / absence of locking, disclosure / non-disclosure of cabinet information, and remarks.
(3) The storage box master 303 is master data of storage box information. The storage box master 303 is configured such that when a paper document file (folder 311a ) is moved to the warehouse [archive 32], it is always put in the “storage box” and then transferred to the warehouse. The storage box master 303 stores a storage box number, a management unit signature, a disposal date, and the like.
(4) Warehouse [archive] master 304 stores information on a warehouse for storing paper document files (folders 311a ) . In the warehouse [archive] master 304, the warehouse No. , Warehouse name, address, remarks, etc. are stored.
(5) The legal preservation term master 305 is a master for the document folder 311a that needs to be legally preserved. Stores the names of relevant laws, storage / preservation dates, contents, etc. This legal retention term master 305 corresponds to the “document retention period master” in the claims.
That is, the legal retention term master 305 is a master table used for determining the in-process period, storage period, and retention period of each document 311b and document folder 311a. The legal preservation term master 305 is constructed as data obtained by storing documents 311b and document folders 311a generated in the organization 1 and classifying them from the viewpoint of the preservation period. Examples of the document 311b and the document folder 311a include a customer-specific collective bill, a foreign currency-denominated import price bill, and the like.
The items of the legal preservation term master 305 include a document name as a document folder group name in the claims , an in-process period, a retention period, a retention period, a retention period (storage period + retention period), a legal retention period, a basis law statement, etc. Is included. For the legal storage period, the period extracted by searching the legal storage period table with the document name of each data is input, and for the storage period, the period obtained by the formula (statutory storage period-storage period) is input. The
The legal preservation period table is a table in which legal preservation periods are registered for documents that are obliged to preserve originals for a certain period of time by various laws such as tax law, commercial law, and labor law.

The document management database 310 stores document file storage means 311, and the document file storage means 311 is the most basic of the document management database 310.
Here the document file storage unit 311, when the paper if a paper document files, electronic documents are stored statements Shofu O Le Da.

Hierarchy document file storage unit 311, a document folder (in the case of paper the paper document files, corresponding to a document folder in the case of electrons) 311a and a document (in the case of paper the paper document, corresponds to a document in the case of electrons) are composed of 311b, 311b document has been kicked related Dzu to the lower of the document folder 311a.
As shown in FIGS. 5 and 7, the document 311b is an individual document included in the document folder 311a. This document 311b is automatically captured by drag and drop.

The document management database 310 stores a document file storage unit 311 and a document folder table 312.
Document folder table 31 2, which functions as a document management ledger information about each document folder is stored, the owner part number as an item, the owner section name, owner Division number, owner Division name, Owner name, generation mode, year or year, document file series number, document file series name, document file number, medium type (electronic document or paper document), temporary number, document file name, file device (binder, etc.), file Size (A4, etc.), category, file creation date, file completion date, file completion scheduled date, storage period, storage start date, storage planned date, storage cabinet number, storage period, storage start date, planned storage date, storage box number , Warehouse number, disposal date, planned disposal date, disposal method, included document list (document number of included document, document name, document creation date, media type, copy -Destination file name, input status / copy status, remarks).

The generation mode refers to the classification of the document folder 311a and the document 311b according to the generation mode of the document, and is classified into three types, a periodic generation type, a project type, and a storage update type. Periodic-occurring documents are documents that occur annually or monthly, such as estimates and invoices, in chronological order. Although they are used frequently for a while after the document is created, This is the usage frequency of “mountain” where the usage frequency suddenly drops. The project-type document refers to, for example, a document that is grouped for each individual case, and is a frequency of “mountain” usage. Accumulated / updated documents are, for example, documents that are used while replacing documents as needed, such as in-house regulations and manuals. Although the frequency of document usage is not so high, it is a “hill-type” document that is used over a long period of time. Usage frequency.

  A thesaurus dictionary (not shown) is a program for searching for synonyms of an input word. In this embodiment, a known thesaurus dictionary program for business terms is used.

Document file storage unit 31 1 is a storage means for storing each electronic document. The classification of electronic documents is the same as the classification of paper documents, and the hierarchy and arrangement of folders for storing each electronic document are determined to be the same as the hierarchy and arrangement for storing paper documents.
In this embodiment, the classification of the electronic document and the paper document is not an inefficient “major classification”, “medium classification”, and “small classification” hierarchy, but a section-section-occurrence form-document file No. The document folder 311a is managed in a hierarchy such as (serial number). As shown in FIGS. 11 and 13, the hierarchy is easily understood from the screen of the client computer 4 and the back cover printed by the printer 5.

The domain controller computer 20 is a computer that manages various resource information used in the intranet 2 of the organization 1, for example, various devices such as computers and printers 5, information of employees of the organization 1 who are users of the intranet 2, and the like in a database. It is.
The hardware configuration of the domain controller computer 20 is the same as that of the document management server computer 30 and is therefore omitted.
The domain controller computer 20 stores a directory service database 200 in which various resource information used in the intranet 2 of the organization 1 is registered. The directory service database 200 is configured by a directory service such as an active directory.

A directory service refers to various physical and logical resources such as computers, printers, user information, and various data that are widely distributed on the network, and the names and attributes of accounts according to organizational structure, geographical division, etc. This is a service that is managed in a tree-like form so that the location and information about those resources can be referenced.
The directory service database 200 according to this embodiment includes a domain 201 for each department, such as a “management department” of the organization 1, and business departments. The domain 201 includes “accounting department”, “general affairs department”, “personnel department”. OU202 (Organization Unit) for each equal section is stored.

Here, the domain 201 is a unit such as security and replication of domain information, and the OU 202 functions as a minimum boundary of security and management policy in the domain. In the domain, a plurality of OUs 202 can be built hierarchically.
The OU 202 stores data including a computer, a printer, and user information. For example, data items related to user information include a user name, a user name on the intranet 2, a password, a user's title, an information hierarchy level that can be viewed by the user, and the like. In this embodiment, an active directory (registered trademark, hereinafter the same) is used as an employee information database. In this case, it is only necessary to input an ID and a password for logging in to Windows (registered trademark, the same hereinafter). On the other hand, when the employee information database is used as in the prior art, it is necessary to input the ID and password at least twice. That is, in addition to the ID and password for logging in to Windows, it is necessary to separately input the ID and password for accessing the employee information database. Such an input twice is troublesome, and the configuration as in the present embodiment is very convenient and convenient for the user.

  The client computer 4 and the printer 5 are used by each employee who is a user who uses the document management system S. Since the hardware configuration of the client computer 4 is the same as that of the document management server computer 30, description thereof is omitted.

Document some have described above is treated to capture automatically by dragging and dropping a document folder, in which are processed as 14 to 16. The process is as follows: (1) First, information on the active directory is acquired. (2) Next, the acquired active directory information is written. (3) Drag and drop the organizational document and click the “Create” button. The procedure is as follows.

That means
(1) First, information on the active directory is acquired. This is because the user may belong to a plurality of departments or sections, and in that case, it is necessary to select which department or section to register the document.
There is also a demand for speeding up the process of drag and drop even if the user does not belong to one department or section. That is, by clicking “automatic acquisition” on the drag-and-drop registration screen, the department / section selection screen is displayed, and this screen is configured to select.
Further, document some have to be registered as a systematic document by dragging and dropping a document folder, predetermined items such as shelf life of the document or document folder is entered automatically. Then, by clicking on the "Create" button, document 311b some have automatically is created document folder 311a is, drag-and-drop document some stomach is document folder is registered in the file server.
When a word in the document name or document folder name is cut out and the thesaurus dictionary is searched, the corresponding legal preservation year is set, and at the same time, the date of transfer to the warehouse and the date of disposal are automatically calculated and displayed.
This will be explained with the figure.
When acquiring information on the active directory, it is first determined whether or not the user is logged in to the active directory. If the user is not logged in, a message is displayed and the process ends.
On the other hand, when logged in, it connects to the active directory. If unable to connect to Active Directory, display message and exit. Then, among the associated group for the current login user is acquired only groups of systems (HDM) related to the present invention.
If there are more than one group, the group name selection screen is displayed. Then, an affiliated group is selected on this selection screen. On the other hand, if not applicable, a message is displayed and the process ends.

(2) Next, the acquired active directory information is written.
If no section name is selected, a message is displayed and the process ends. If it is selected, section no. If it is blank, a message is displayed and the process ends.
If it is not blank, the section No. is displayed without displaying the group name selection screen. Paste the section name and user name in the “Create new document file” tab.

(3) Drag and drop the document or document folder by clicking the "Create" button.
When this “Create” button is clicked, it is checked whether information necessary for document management such as storage period, department name, department, etc. has been entered. At this time, if there is an error, a message is displayed and the process ends.
If there is no error, to create a list of drag-and-dropped document or document folder. If the number of files is 0 at this time, a message is displayed and the process ends.
Next, the list of dragged and dropped documents or document folders is taken into document management software (for example, FileMaker (registered trademark) is used as this document management software.
Next, the document or document folder is copied to the file server with reference to the dragged and dropped document or document folder list.

Next, the legally stored term database is searched. In the search of the legal preservation term database, a document name or a document folder name is extracted into words. Next, a thesaurus dictionary (not shown) is searched for the extracted words, and synonyms are extracted.
If there is a synonym, the legally stored term database is searched for the synonym, and the one-method fixedly stored term database is searched for the extracted word.
If there is a corresponding record, set the legal retention period and automatically calculate the disposal date.

Next, the business process flow of the document management system S of this embodiment will be described based on the block diagram of FIG.
As a business process of the document management system S, first, in process 1, a construction preparation work for the document management system S is performed. First, representatives are gathered from all departments in the organization 1 and a document management office 3 is established.
The secretariat 3 investigates the current document management status in the organization 1 and picks up problems. Then, create standards and rules to improve the problem. As the creation of standards and rules, the location of fixtures to be used, the determination of the department in charge of management, the determination of binders for paper documents, document files (folders), etc., the determination of the selection criteria for documents to be stored, the retention period, and the storage period Gathering information on the retention period, determining rules for handling confidential / important documents, determining handover rules in case of organizational changes, determining rules for discarding documents, etc.

Next, preparation work for constructing the document management system S is performed. The preparatory work includes purchasing storage equipment for paper documents, inputting basic data to the master database 300 of the document management database 310, and deleting / discarding unnecessary document folders 311a, 311b, and binders.
Thus, the construction preparation work for the document management system S in the process 1 is completed.

Next, processes 2 to 4 are performed according to the program of the document management system S, and the registration process of the document folders 311a and 311b to be managed is performed in the document management database 310.
In process 2, a disposal date, a storage period, and a storage period are determined. In process 3, the document folder 311a and the document 311b are classified. In process 4, the document folder 311a and the document 311b are registered in the document management database 310 that functions as a document ledger.
These processes 2 to 4 are automatically executed according to the flowcharts of FIGS. 8 and 9 of the program of the document management system S.

First, a new document to be registered, a new sentence Shofu O tissue in possession of Le Da 1 of the document holder from the client computer 4, to access the program of the document management system S.
When the document holder of the organization 1 clicks the program management system S program icon on the screen of the client computer 4, the document is controlled by the CPU 41 of the document management server computer 30, and the client computer 4 automatically moves to the document management server computer 30. to access.

Then, a program initial screen (not shown) of the document management system S is displayed on the screen of the user's client computer 4. When the document file tab is clicked on this initial screen, a document file list screen 100 shown in FIG. 6 is displayed. When the new creation button 101 is clicked on the document file list screen 100, a new document registration screen 110 shown in FIG. 7 is displayed. Then, the process of the flowchart of FIG. 8 starts. The processing in FIG. 8 is controlled by the CPU 41 of the document management server computer 30.
In step S11, it determines whether a document full O Le Da were dragged and dropped onto the new document registration screen 110 in FIG. Article full O Le Da is, if not dragged and dropped onto the new document registration screen 110 in FIG. 7 (Step S11: NO), repeats step S11. In other words, until the document full O Le Da is dragged and dropped onto the new document registration screen 110 in FIG. 7, it repeats step S11.

If the document full O Le Da that stores as an electronic document, is dragged and dropped onto the new document registration screen 110 (step S11: YES), in step S12, the document folder drag and drop document full O Le Da da name it is determined whether or not the valid document folder name. Whether this valid document folder name, whether it contains a particular word in a valid document folder name that is dragged is performed by judging.
In this step, first, by a program for executing a known method such as morphological analysis, dividing the document folder name, the morpheme strings is the minimum unit having a meaning as a language. Thereafter, the specific word master is searched using each obtained morpheme as a key, and it is determined whether or not the specific word is included in the obtained morpheme. In this way, the specific word is performed by comparing whether or not the specific word matches a term in a thesaurus dictionary (not shown) stored in the HDD.

If it in the document folder name of drag-and-dropped documents folder does not contain a specific word (step S12: NO), in step S13, because it does not contain specific words in the "document folder name, document can not be automatic input of the storage period. hand enter. "displays an error message that, documents folder, until the drag-and-drop it onto the new document registration screen 110 of FIG. 7, repeat the step S11.

Drag and if a particular word in the document folder name of the dropped documents folder was included (step S12: YES), in step S14, to create a 1 new record in the document folder table 31 2. Thus, in the present embodiment, in which "document folder creation in one drug" is made, as a trigger "or document folder is dragged" in step S11, and all the processing is configured to begin .

In step S15, whether there is a particular word in the document folder name, discriminated, if there is a specific word (step S15: Yes), in step S16, the cut out certain words, as a key specific words in step S17 Search the thesaurus dictionary. In this step, for example, when the specific word is “billing”, “billing” is extracted as a synonym. In step S15, if there is no specific word in the document folder name (step S15: No), in step S21, the error message ".. Can not be automatic input of the document retention period must be manually input", as shown in FIG. Proceed to step S22 shown in FIG.

  Next, in step S17, the legally stored term master 305 is searched using the specific word extracted in step S15 and the synonyms extracted in the search in step S16. If no synonym is extracted in step S17, the legally stored term master 305 is searched with only specific words in step S18.

In step S19, it is determined whether the data in the legal preservation term master 305 has been extracted.
If the data in the legal storage term master 305 is not extracted (step S19: NO), an error message “Document storage period cannot be entered automatically. Please enter manually.” Is displayed in step S21. In step S22, the person-in-charge name, the department name, the department number, the section name, and the section number in the user's data are displayed as the owner name of the corresponding document folder data in the document folder table 312 , the department name of the owner, Set the department number, section name, and section number.

If the data in the legal storage term master 305 is extracted (step S18: YES), in step S19, the extracted storage period of the data, the storage period, to get the total time, the document folder table 31 2 the corresponding document folders retention tube period 311a, retention period, respectively set as the holding period.
Here, when a plurality of data is extracted from the legal storage term master 305, the documents are arranged so that the total period of the storage period and the storage period is in descending order, and the document 311b arranged first, that is, the total duration of the storage period and the storage period to get the longest document 311b, retention tube period corresponding document folder 311a of the document folder table 31 2, storage period, respectively set as the holding period.
Then, the process proceeds to step S22 shown in FIG. 9, the contact name in the data of the user, department name, department number, department name, the department number, where lifting name of the document folder 311a of the document folder table 312, holder Set the department name, department number, section name, and section number.

In step S23, a document file number (owner's part number-section number-number indicating the generation form-serial number) obtained from the owner's part number, section number, generation number and serial number is acquired, and the document folder is acquired. It is set to table 31 2 of the relevant document folder.
In step S2 5 after the document file storage unit 31 1, search for "¥ acquired part number ¥ acquired division number" address, the extracted full O in Le Da, document file No. Create a document folder with a name that includes .

That is, as shown in FIG. 7, the address is \ part number \ section number \ document file No. Document file No. Is included in the address . Generally, in the case of an electronic document, a search can be performed in an instant. If there is, it is possible to find the target document folder immediately. On the other hand, in the case of a paper document, if there is no form of occurrence, “the division / section alone is too rough to search”. However, in the present embodiment, the department number, section number, document file No. When the generation form is included in the address , if the user has mistakenly registered the generation form, the timing for changing the generation form on the document folder table 312 side. Thus, there is an inconvenience that the address must also be corrected, but such a configuration does not occur.

In addition, it is good also as a process using the generation | occurrence | production form as a process of said step S23. In this case, using the number indicating the generation mode, the generation mode number can be configured as follows, assuming that the fixed generation type is 1, the project type is 2, and the storage update type is 3.
That is, first, the part number, section number, and number indicating the generation form of the owner of the document folder set in step S23 are acquired. Then, the document file number of the document folder table 31 2, by connecting these numbers Part Number - division number - Search number indicating the occurrence form as the key.
Data having the largest document file number is extracted from the extracted data, and a serial number (serial number dfNo _max ) at the end of the document file number of the data is acquired. Next, (dfNo _max +1) is acquired as the serial number at the end of the number of the corresponding document folder 311a, and "part number of the owner-section number-number indicating the generation form- (dfNo _max +1)" is determined as the corresponding document folder. as of the document file number, set to the document folder table 31 2 of the relevant document folder.
For example, the part number of the document holder who performs the processing of FIGS. 8 and 9 for registering the document folder is 12, the section number is 3, the number indicating the generation form is 3 (accumulation update type), and 12-3- 3 searches the document file number of the document folder table 31 2 as a key, the largest end of the serial number of the extracted data is to be had been 107, document file number of the relevant document folder in the registration process, 12- 3-3-108.

Then, in step S24, acquires the document file name of the dragged document folder set in the document file name of the document folder table 31 2 the corresponding document folder.
In addition, to obtain the document file creation date of the drag-and-drop document folder, set in the document file creation date of the document folder table 31 2 of the relevant document folder.
In step S25, it is determined whether the “automatically copy file after dragging” selection button on the new document registration screen 110 is checked.

If the selection button is not checked (step S25: NO), as such the user is attempting to store manually a document folder in the document file storage unit 31 1, at step S26, after "" drag, automatic copying files ”Is not selected, and the process ends without copying the file.If you want to copy automatically, select“ Automatically copy the file after dragging ”. Displays an error screen with "No" selection buttons.

In step S27, it is determined whether “No” has been clicked.
If “No” is clicked (step S27: YES), it is determined in step S25 whether the “Automatically copy file after dragging” selection button on the new document registration screen 110 is checked.
If “No” has not been clicked (step S27: NO), it is determined in step S28 whether “Yes” has been clicked.
If "YES" is clicked (step S28: YES), as such the user is attempting to store manually a document folder in the document file storage unit 31 1, and ends the process.
If “Yes” has not been clicked (step S28: NO), it is determined in step S27 whether “No” has been clicked.
That is, steps S27 and S28 are repeated until “yes” or “no” is clicked.

If the selection button in S25 is checked (step S25: YES), in step S29, the document file storage unit 31 1 in the corresponding document folder holder parts number, department number, document file No. To get.
Then, in step S30, the document file storage unit 31 in 1, the obtained part of the name of a folder (department identification name folder) within the folder to name the acquired division (department identification name folder) to, the corresponding document file No. Create a document folder named.
In this step, the document file storage means 31 1, the "¥ acquired part number ¥ acquired division number" search by address, within the extracted folder (department identification information name folder), document file No. Create a document folder with a name that includes .

That is, the address is \ part number \ section number \ document file No. Document file No. Is included in the address . In this embodiment, the department number, section number, document file No. “Basically unchanged data”, so that it is not registered by mistake and the folder name is not corrected.

Then, in step S31, the corresponding document folder or the like which is dragged and dropped in Step S11, and stored in the sentence Shofu O Le Da generated in step S30, the process ends.
Above, the process of the flowchart of FIG. 8, FIG. 9 is complete | finished.
The document file detail screen 120 of the document folder for which the processing of the flowcharts of FIGS. 8 and 9 has been completed is as shown in FIG.
In the present embodiment, a document, a document folder drag and drop the document in the document folder table 31 2 automatically by the information of the document folder is registered, the document in the document file storage unit 31 1, a document folder In the case where there is no electronic document but only a paper document, it is manually input directly from the client computer 4 on the new document registration screen 110.

8 and 9, when the disposal date, storage period, storage period determination, document classification, and registration in the document ledger are completed in processes 2 to 4, the document is stored in process 5. Is called.
Electronic document folder, as shown in FIG. 11, is stored in the document file storage unit 31 1 to disposal date comes.
In addition, in the document file list screen 100 of FIG. 6, the selected document folder, when the print button is clicked, the document management system S of the program is to search the document folder table 31 2 in the document file number of this document folder The corresponding data is extracted, and the document file name, location (storage or storage location), file creation date, file completion date, storage period, storage period are obtained from this data, and a preset binder (not shown) Applies to the format of the back cover of the document file (folder) and displays it on the screen. When a print button (not shown) is clicked for this format, the spine displayed on the screen is printed.

On the back cover, as shown in FIG. "Basically unchanged data" is attached . Document file ID is assigned, the document file number, holder parts number - division number - number indicates the generation form - has become the serial numbers, the corresponding electronic document folder document file storage unit 31 1 of the holder part number folder match the hierarchy stored in the generation form of folders in (department identification name folder) in the division number folder (department identification name folder) (generated form classification name folder) of Also good . Therefore, simply placing the back cover on all the paper documents to be stored and arranging the paper document files in the cabinet 31 or the archive 32 in the order of the document file numbers attached to the back cover, the arrangement and documents of the paper documents being stored and stored It becomes that the arrangement of the electronic document file storage unit 31 in one match, it and the paper document and the electronic document is apart, one is such that there is no not be found in the paper document or an electronic document.

In addition, what was originally a paper document is printed only on the back cover, but it originally exists as an electronic document and must be stored and stored as a paper document for legal and internal management reasons. The back cover and the document are printed.
Which exist only as a paper document is not made document folder storage process to the document file storage unit 31 1 in step S31 in FIG. 9, the information about the paper document file is manually input, the document folder table 31 since it is stored in two, along with other documents, it can be managed by the present system.
There is only an electronic document, having no need of storage and preservation by paper documents, document folder, without performing the printing of the back cover, the storage and preservation of the only in the document file storage means 31 1 is carried out.
The paper document file with the back cover as described above is stored in the cabinet 31 in the office from the end of the work-in period until the storage period elapses.

Thereafter, the paper document file whose storage period has passed is transferred from the cabinet 31 in the office to the archive 32 outside the office where the maintenance cost is low, and is stored from the end of the storage period to the disposal date.
Thereafter, in processing 7, the document is discarded. Paper documents are the disposal of such dissolution, the electronic document is deleted from the document file storage unit 31 1.

When the paper document file being stored or stored comes to the time of transfer of processing 6 or the time of disposal of processing 7, it is automatically notified by the program of the document management system S. When the document file list screen 100 in FIG. 6 of the program of the document management system S is started up, an alarm message is displayed in the “input state” column of the document to be transferred and discarded, as shown in FIG. The document is configured to be automatically displayed.
This transfer or discard document display process is executed by the following process. This process is controlled by the CPU 41 of the document management server computer 30.
First, when the person in charge of document management in the secretariat 3 or the person in charge of document management in each section accesses the program of the document management system S from the client computer 4, an initial program (not shown) of the document management system S is displayed on the screen of the client computer 4. A screen is displayed.
When the document file tab is clicked on this initial screen, the processing of the flowchart of FIG. 12 starts. First, in step S41, the date of the day is acquired from the RAM.

In step S42, single item reads the document folder data of the document folder table 31 2, in step S43, determines whether or not the date of disposal Date ≧ the day of the document folder data.
If the date of disposal Date ≧ the day (step S43: YES), in step S44, set a disposal alarm flag to the document folder data, in step S47, there are any remaining data that has not been read into the document folder table 31 2 judge.
If the scheduled date of disposal is not the date of that day (step S43: NO), it is determined that the scheduled date of disposal of the document folder has not yet been reached, and it is determined in step S45 whether the scheduled date of storage of the document folder data ≧ the date of that date. . If it is not the date of storage Date ≧ the day (step S45: NO), as not yet reached to save scheduled date for the transfer for the document folder, in step S47, the remaining data that has not been read into the document folder table 31 2 Judgment is made.
If the date of storage Date ≧ the day (step S45: YES), make the transfer alarm flag to the document folder data in step S46, in step S47, there are any remaining data that has not been read into the document folder table 31 2 decision To do.

If there remains any data that has not been read into the document folder table 31 2 (step S47: YES), the single item of the next document folder data of the document folder table 31 2 reads, in step S43 in step S48, the document folder data It is determined whether or not the scheduled date of disposal ≥ the date of that day. That is, for all the documents folder data of the document folder table 31 2 repeats the processing of steps S43~ step S48.
If there are no data that has not been read into the document folder table 31 2 (step S47: NO), save scheduled date for the entire document folder data of the document folder table 31 2, as a check of the disposal date has elapsed has been completed, step In S49, the document file list screen 100 of FIG.

In the process of step S49, an alarm “Present disposal date has passed. Please discard this document file” in the “input status” column of the document folder data for which the discard alarm flag is set. In the “Input status” field of the document folder data for which the transfer alarm flag is set, the alarm message “The save start date has passed. Please transfer this document file to the archive” is displayed. The document file list screen 100 of FIG. 6 is displayed.
Thereafter, the process of FIG.

S Document management system 1 Organization 2 Intranet 3 Secretariat 4 Client computer 5 Printer 20 Domain controller computer 30 Document management server computer 31 Cabinet 32 Library 41 CPU
42 RAM
43 ROM
44 HDD
45 Storage medium device 46 Communication device 47 Keyboard 48 Mouse 49 Display device 100 Document file list screen 101 New creation button 110 New document registration screen 120 Document file detail screen 200 Directory service database 201 Domain 202 OU
300 master database 301 department master 302 cabinet master 303 storage box master 204 warehouse master 305 legal storage term master 310 document management database 311 document file storage means 311a document folder 311b document 312 document folder table

Claims (8)

Storage to manage the organizational document generated by the organization in the office, the storage managed by the archive to be discarded after the transfer of the document to the archive from the office, a document management system to manage,
A document folder table storing information relating to a document folder storing electronic documents of the one or more documents;
The storage period and storage period of each document folder group classified from the viewpoint of the storage period for managing the document at the office and the storage period from when the document is transferred from the office to the archive until it is discarded. A document retention period master to be stored in association with the folder group name of the folder group ;
A thesaurus dictionary that outputs synonyms for the input words;
A document management server computer with
The document management server computer, in the registration screen, by dragging and dropping the document folder for new registration, acquisition means for acquiring the folder name及 beauty creation date of the document folder,
Obtained was cut a folder name or al specific words in the document folders, means for extracting the synonyms of the particular word by searching the thesaurus with the specific word,
The search for the document storage period master certain words and the synonyms as a key, the extracts the folder group name of the document folder group including the particular word or the synonyms, strap the folder group name of the document folder group Storage / retention period retrieval means for acquiring the attached retention period and retention period;
The longest storage / storage period in which the sum of the storage period and the storage period is the longest among the plurality of storage periods and storage periods when the storage / storage period search means acquires a plurality of the storage periods and storage periods. , said as the storage period and storage period of the document folder to be newly registered, together with the creation date of the document folders, said association with information that uniquely identifies a document folder to be newly registered is registered in the document folder table A document management system comprising: a registration unit; The document management system according to claim 1 ,
Means for managing resource and account information used in the network within the organization by means of a directory service database;
The document management server computer further comprises means for acquiring department identification information of the user from means for managing resource and account information used in the network in the organization by a directory service database,
The document management system, wherein the information for uniquely identifying the document folder includes the department identification information. The document management system according to claim 2 ,
The document management server computer
Document file storage means for storing the document folder for storing the document consisting of electronic documents;
Said document, said document file storage means, said department in department identification name folder identification information and the name, the generation mode classification names in a folder to name a classification indicating the occurrence form of the document Means for storing the document folder in a uniquely identifiable manner. The document management system according to any one of claims 1 to 3 ,
The document management server computer, together with information that uniquely identifies the document folder, upon receiving the information that instructs printing of the back cover for the paper document of the document folders, from the document folder table, at least the document folders Characterized in that it comprises means for extracting back cover information including information for uniquely identifying the back cover, applying the back cover information to a predetermined back cover format, and creating printable back cover data. Document management system. Using the document management system according to any one of claims 1 to 4, storage for managing organizational documents that occur in tissues in the office, in the library the document from the office before discarding after transfer to archive Save to manage, there is provided a document management method for managing,
The document management server computer, in the registration screen, by dragging and dropping the document folder to be newly registered, an acquisition procedure for acquiring the folder name及 beauty creation date of the document folder,
Cut out the folder name or et al specific word of the acquired document folder, and the procedure for extracting the synonyms of the specific word by searching the thesaurus dictionary in the specific words,
The search for the document storage period master certain words and the synonyms as a key, the extracts the folder group name of the document folder group including the particular word or the synonyms, strap the folder group name of the document folder group A storage / retention period retrieval procedure for obtaining the attached retention period and retention period;
The longest storage / storage period in which the sum of the storage period and the storage period is the longest among the plurality of storage periods and storage periods when the storage / storage period search means acquires a plurality of the storage periods and storage periods. , said as the storage period and storage period of the document folder to be newly registered, together with the creation date of the document folders, said association with information that uniquely identifies a document folder to be newly registered is registered in the document folder table A document management method comprising: a registration procedure; The document management method according to claim 5 ,
After the storage / retention period search procedure and before the registration procedure,
The document management server computer, a department identification information of the user, the procedure of acquiring information of resources and account used by the network in said tissue from a domain controller computers managed by the directory service database, further comprising,
The document management method, wherein the information for uniquely identifying the document folder includes the department identification information. The document management method according to claim 6 ,
The document management server computer , after the registration procedure, the document folder for storing the document consisting of electronic documents , the department identification information name folder whose name is the department identification information in the document file storage means the inner, the generation mode classification names in a folder to name a classification indicating the occurrence form of the document, a procedure for saving uniquely identifiably the document folder, document management method, characterized in that it comprises. The document management method according to claim 7 , comprising:
When the document management server computer receives the information for uniquely printing the back cover for the paper document in the document folder together with the information for uniquely identifying the document folder after the saving procedure , the document folder Back cover information including at least information for uniquely identifying the document folder is extracted from the table, and the back cover information is applied to a predetermined back cover format to create printable back cover data. A document management method comprising a procedure.

Images