JP6479232B1 - Document management apparatus and document management method - Google Patents

Abstract

It is possible to reduce a burden on a user by registering attribute information and to suppress an increase in the data amount of attribute information. When a search condition is specified, a document search unit for extracting attribute information including a keyword that matches the search condition from a data recording unit, and a search condition used by the document search unit. The search history information including the search history information included in the data recording unit 12, the search condition extraction unit 25 that extracts the search conditions satisfying the extraction condition from the data recording unit 12 at the specified date and time, and the file system 11 A full-text search unit 26 that extracts a file including a keyword that matches the search condition extracted by the extraction unit 25 and extracts a document associated with the file, and a full-text search unit 26 for the data recording unit 12 And a keyword registration unit 27 for recording a keyword which is a search condition extracted by the search condition extraction unit 25 in the attribute information of the document. [Selection] Figure 1

Description

  The present invention relates to a document management apparatus and a document management method for managing documents.

2. Description of the Related Art Conventionally, document management apparatuses that manage documents by managing electronic data (files) indicating characters are known. A document is composed of one or a plurality of files.
In this document management apparatus, it is necessary for a user to register document attribute information when registering a document in order to enable document search using a keyword. At this time, in order to further improve the searchability, it is necessary for the user to register sufficient attribute information, which increases the burden on the user.

  On the other hand, in order to reduce the trouble of registering attribute information, a document management apparatus automatically extracts a keyword from the content of the document and registers the extracted keyword as attribute information when registering the document. It is known (for example, see Patent Document 1).

JP-A-9-198395

  However, in the conventional document management apparatus as disclosed in Patent Document 1, there is a high possibility that even unnecessary keywords that are less frequently used are registered as attribute information, and the amount of attribute information data increases. There is.

  The present invention has been made to solve the above-described problems, and provides a document management apparatus that can reduce the burden on the user by registering attribute information and can suppress an increase in the data amount of attribute information. It is intended to provide.

  When a search condition that is one or more keywords is specified, the document management apparatus according to the present invention includes a data recording unit that records attribute information of a document associated with a file recorded in the file system, A document search unit for extracting attribute information including a keyword matching the search condition, a history recording unit for recording search history information including the search condition used in the document search unit in the data recording unit, and a designated At the time of day, a search condition extraction unit that extracts a search condition that satisfies the extraction condition from the data recording unit, and a file that includes a keyword that matches the search condition extracted by the search condition extraction unit is extracted from the file system. The full-text search unit that extracts the document associated with the file and the attribute information of the document extracted by the full-text search unit are added to the data recording unit by the search condition extraction unit. Which is the extracted search condition Keyword is characterized in that a keyword registration unit that records the extended keyword.

  According to this invention, since it comprised as mentioned above, the user burden by registration of attribute information can be reduced, and the increase in the data amount of attribute information can be suppressed.

It is a figure which shows the structural example of the document management apparatus which concerns on Embodiment 1 of this invention. It is a figure which shows an example of the item of the attribute information recorded on the data recording part in Embodiment 1 of this invention. It is a figure which shows an example of the search history table recorded on the data recording part in Embodiment 1 of this invention. It is a figure which shows an example of the item of the extraction condition information recorded on the data recording part in Embodiment 1 of this invention. It is a flowchart which shows the operation example of the document registration by the document management apparatus concerning Embodiment 1 of this invention. It is a flowchart which shows the operation example of the file change by the document management apparatus concerning Embodiment 1 of this invention. It is a flowchart which shows the operation example of the keyword search by the document management apparatus concerning Embodiment 1 of this invention. It is a flowchart which shows the operation example of the keyword registration by the document management apparatus concerning Embodiment 1 of this invention. 9A and 9B are diagrams showing a hardware configuration example of the processing unit according to Embodiment 1 of the present invention.

Hereinafter, embodiments of the present invention will be described in detail with reference to the drawings.
Embodiment 1 FIG.
FIG. 1 is a diagram showing a configuration example of a document management apparatus according to Embodiment 1 of the present invention.
The document management apparatus manages documents by managing electronic data (files) indicating characters. A document consists of one or more files. Hereinafter, among the functions of the document management apparatus, functions related to document search using keywords will be described. As shown in FIG. 1, the document management apparatus includes a management unit 1 and a processing unit 2. The management unit 1 includes a file system 11, a data recording unit 12, and an index unit 13. The processing unit 2 includes a document registration unit 21, a document search unit 22, a history recording unit 23, an extraction condition setting unit 24, a search condition extraction unit 25, a full text search unit 26, and a keyword registration unit 27. The extraction condition setting unit 24, the search condition extraction unit 25, and the keyword registration unit 27 constitute a management processing unit 28.

The file system 11 records a file.
The data recording unit 12 records document information including attribute information, a search history table having search history information, and extraction condition information. The attribute information is information indicating the attribute of the document associated with the file recorded in the file system 11. The search history information is information indicating a history when a document search using a keyword is performed in the document management apparatus. The extraction condition information is information indicating a keyword extraction condition and a keyword automatic registration method that are candidates for automatic registration of keywords as attribute information in the document management apparatus.

For example, as shown in FIG. 2, the attribute information includes information indicating a document name, a document number, a registration date, an update date, a registrant, an updater, a storage location, a keyword, a file name, an extended keyword, and the like. It is.
The document name is the name of the document. The document number is a number (subversion) for identifying a document. The registration date is the date when the document is registered in the document management apparatus. The update date is the last update date of the document. The registrant is the name of the user who registered the document. The updater is the name of the user who last updated the document. The recording destination is a hierarchy indicating the recording destination of the files constituting the document. The keyword is a keyword for document search registered by the user at the time of document registration. The file name is a name for each file constituting the document. A file remark is an explanatory text for each file. The extended keyword is a keyword for document search that is automatically extracted for each file by the document management apparatus.

For example, as shown in FIG. 3, the search history information includes information indicating the search condition, the last update date, the number of executions, the number of hits, and the previous target.
The search condition is one or more keywords used in document search. The last update date and time is the last date and time when the search condition is used. The number of executions is the number of times a document search is performed using a search condition. The number of hits is the number of attribute information including a keyword that matches the search condition. The last target indicates whether or not the search condition extraction unit 25 extracted the search condition under the condition of the number of objects in the automatic registration of the keyword performed last time, and in the example of FIG. The case where it becomes a target by automatic registration of keywords is set to 1, and the other cases are set to 0.

For example, as illustrated in FIG. 4, the extraction condition information includes information indicating the number of target cases, the number of target hits, the target update date and time, the number of target executions, and the execution conditions.
The target number is the number of search conditions that the search condition extraction unit 25 extracts from the search conditions included in the search history table in descending order of priority. Note that the priority order of the search conditions is set as appropriate, for example, in the order of the latest update date and the highest number of implementations. The target hit count is a range of hit counts of search conditions extracted by the search condition extraction unit 25 among the search conditions included in the search history table. The target update date / time is a range of the last update date / time of the search condition extracted by the search condition extraction unit 25 among the search conditions included in the search history table. The target execution count is a range of the number of executions of the search condition extracted by the search condition extraction unit 25 among the search conditions included in the search history table. The execution condition is an item for designating whether to add or overwrite a keyword to the extended keyword of the attribute information when automatically registering the keyword in the document management apparatus.

  The index unit 13 extracts an index from the file recorded in the file system 11 and records the index. Index generation and recording by the index unit 13 are periodically performed.

  As the file system 11, the data recording unit 12, and the index unit 13, for example, a RAM (Random Access Memory), a ROM (Read Only Memory), a flash memory, an EPROM (Erasable Programmable ROM), an EEPROM (Electrically EPROM), etc. Alternatively, a volatile semiconductor memory, a magnetic disk, a flexible disk, an optical disk, a compact disk, a mini disk, a DVD (Digital Versatile Disc), or the like is used.

  FIG. 1 shows a case where the management unit 1 is provided inside the document management apparatus. However, the present invention is not limited to this, and the management unit 1 may be provided outside the document management apparatus.

The document registration unit 21 causes the file system 11 to record the file when the file is transferred from the outside and the registration of the document is requested, and the attribute information of the document set by the user including the information of the file Is recorded in the data recording unit 12.
The document registration unit 21 changes the file recorded in the file system 11 when a file change is requested from the outside for a registered document. In addition, the document registration unit 21 changes the attribute information of the document changed by the user, including the information on the file recorded in the data recording unit 12. At this time, the document registration unit 21 deletes the extended keyword associated with the file from the attribute information.

  When a search condition is designated from the outside and a document search is requested, the document search unit 22 extracts attribute information of a document including a keyword that matches the search condition from the data recording unit 12. The attribute information extracted by the document search unit 22 is notified to the outside.

  The history recording unit 23 records search history information including the search conditions used in the document search unit 22 in the data recording unit 12.

  The extraction condition setting unit 24 sets and confirms the extraction condition information recorded by the data recording unit 12 in response to an external request.

  The search condition extraction unit 25 extracts a search condition that satisfies the extraction condition indicated by the extraction condition information from the data recording unit 12 at the date and time designated by the external or internal scheduler. Information indicating the search conditions extracted by the search condition extraction unit 25 is notified to the full-text search unit 26. In addition, when the execution condition included in the extraction condition information indicates overwriting, the search condition extraction unit 25 determines the previous target of the search history table from the attribute information recorded in the data recording unit 12 at the above date and time. All the extended keywords corresponding to the search condition with 0 is deleted.

  The full-text search unit 26 extracts from the file system 11 a file that includes a keyword that matches the search condition extracted by the search condition extraction unit 25, and extracts a document associated with the file. In the example of FIG. 1, the full-text search unit 26 extracts a file with a matching keyword from the index recorded in the index unit 13 and extracts a document associated with the file. Information indicating the files and documents extracted by the full-text search unit 26 is notified to the keyword registration unit 27.

  The keyword registration unit 27 records the keyword that is the search condition extracted by the search condition extraction unit 25 as an extended keyword in the attribute information of the document extracted by the full-text search unit 26 in the data recording unit 12.

Next, an operation example of the document management apparatus will be described with reference to FIGS.
First, an operation example of document registration by the document management apparatus will be described with reference to FIG.
In document registration by the document management apparatus, when a file is transferred from the outside and registration of the document is requested, the document registration unit 21 first records the file in the file system 11 as shown in FIG. ST501). Note that the document registration unit 21 can also register a plurality of different files in one document.
Further, the document registration unit 21 records the attribute information of the document set by the user including the file information in the data recording unit 12 (step ST502).

Next, an example of file change operation by the document management apparatus will be described with reference to FIG.
In the file change by the document management apparatus, when a file change is requested from the outside with respect to a registered document, first, as shown in FIG. The file is changed (step ST601).
Further, the document registration unit 21 changes the attribute information recorded in the data recording unit 12 to the contents set by the user (step ST602).
Also, the document registration unit 21 deletes the changed keyword of the extended keyword that is the attribute information automatically registered by the document management apparatus from the attribute information (step ST603).

Next, an example of document search operation using keywords by the document management apparatus will be described with reference to FIG.
In the document search using keywords by the document management apparatus, when a search condition is specified from the outside and a document search is requested, the document search unit 22 first searches the data recording unit 12 for the search as shown in FIG. The attribute information of the document including the keyword that matches the condition is extracted (step ST701). The attribute information extracted by the document search unit 22 is notified to the outside.

  Next, the history recording unit 23 records search history information including the search conditions used in the document search unit 22 in the data recording unit 12 (step ST702). The history recording unit 23 records, for example, the search conditions used in the document search unit 22 and the number of hits under the search conditions, and the last update date and the execution using the search conditions. Update the number of times.

Next, an operation example of automatic keyword registration by the document management apparatus will be described with reference to FIG. In the following, it is assumed that the extraction condition information includes information indicating the number of targets, the number of target hits, the target update date, the number of target executions, and the execution conditions.
In the automatic keyword registration by the document management apparatus, as shown in FIG. 8, the search condition extraction unit 25 determines whether the date and time designated by the external or internal scheduler has come (step ST801).
In step ST801, if the search condition extraction unit 25 determines that the date and time have not come, the sequence returns to step ST801.
Note that the execution based on the designated date and time is not limited to the determination based on the sequence, but may be interrupt processing by the timer function or event activation by an external schedule, and the method thereof is not limited.

On the other hand, if the search condition extraction unit 25 determines in step ST801 that the date and time have come, it determines whether or not the execution condition included in the extraction condition information indicates overwriting (step ST802).
In this step ST802, if the search condition extraction unit 25 determines that the execution condition indicates overwriting, the search target in the search history table is 0 from the attribute information recorded in the data recording unit 12. All the extended keywords corresponding to the conditions are deleted (step ST803).

  On the other hand, in step ST802, if the search condition extraction unit 25 determines that the execution condition does not indicate overwriting, that is, if the execution condition indicates addition, step ST803 is skipped, and the sequence proceeds to step ST804. Transition.

  Next, the search condition extraction unit 25 sets the previous target of the search condition corresponding to the number of targets included in the extraction condition to 1 for the search history table recorded in the data recording unit 12, and sets the previous search condition of the other search conditions. The target is set to 0 (step ST804).

  Next, the search condition extraction unit 25 determines whether there is a search condition corresponding to the target number included in the extraction condition information in the search history table recorded in the data recording unit 12 (step ST805).

In step ST805, when the search condition extraction unit 25 determines that there is a search condition corresponding to the number of cases, the number of target hits included in the extraction condition information, the target update date and time, and the number of target executions among the search conditions. It is determined whether there is a search condition corresponding to (step ST806).
In step ST806, if the search condition extraction unit 25 determines that there is a search condition corresponding to each of the above conditions, the sequence proceeds to step ST807.
On the other hand, if it is determined in step ST805 that there is no search condition corresponding to the target number in step ST805, or if it is determined in step ST806 that there is no search condition corresponding to each of the above conditions, Processing is skipped and the sequence ends.

Through the processing of steps ST801 to ST806, the search condition extraction unit 25 can extract search conditions that satisfy the extraction condition indicated by the extraction condition information from the data recording unit 12.
It should be noted that by performing automatic keyword registration, there may be a search condition in which the condition for the number of hits applies to the previous time and the current time, but the condition for the number of hits is outside the range this time. Therefore, by including information indicating the previous target in the search history information, it is possible not to repeat that the search condition is not the target in the above case.

  Next, the full-text search unit 26 extracts from the file system 11 a file containing a keyword that matches the search condition extracted by the search condition extraction unit 25, and extracts a document associated with the file (step ST807). In the example of FIG. 1, the full-text search unit 26 extracts a file with a matching keyword from the index recorded in the index unit 13 and extracts a document associated with the file.

  Next, the keyword registration unit 27 records the keyword that is the search condition extracted by the search condition extraction unit 25 as an extended keyword in the attribute information of the document extracted by the full-text search unit 26 in the data recording unit 12 ( Step ST808). Thereafter, the sequence ends.

  As described above, the document management apparatus according to the first embodiment records the history every time a document search using a keyword is performed. Then, when automatically registering the keyword, the document management device extracts only the search condition that matches the extraction condition in the history and performs a full-text search, and the search condition obtained by the full-text search is stored in a corresponding file. An extended keyword is automatically registered as attribute information of the associated document. As a result, it is possible to reduce the burden on the user by registering the attribute information, and it is possible to register only valid expansion keywords, and therefore it is possible to suppress an increase in the data amount of the attribute information.

Further, the document management apparatus can suppress an increase in the data amount of the automatically registered extended keyword by overwriting the keyword as an automatic keyword registration method.
Further, the document management apparatus separately manages the keyword specified by the user at the time of document registration and the extended keyword automatically registered by the document management apparatus, thereby changing the execution condition or changing or deleting the file. Extended keywords can be automatically deleted in conjunction with the operation.
In addition, by using the number of hits as an extraction condition, search results can be automatically detected by narrowing down to a keyword with a low result, while the degree of expectation of a search result is high. That is, the condition for the number of hits is to prevent the document management apparatus from automatically registering the keyword that is the search condition as an extended keyword when the number of attribute information hit under a certain search condition is large (for example, 1000). belongs to. The number of hits can be searched automatically by registering search conditions that are frequently searched but do not hit very much as extended keywords so that users can search automatically and exclude those that already have many search results. The purpose is that.

  Note that the number of search conditions that can be registered in the search history table may be limited. This also can suppress an increase in the data amount of the attribute information.

  As described above, according to the first embodiment, when the search condition that is one or more keywords is designated, the attribute information of the document associated with the file recorded in the file system 11 is recorded. The document search unit 22 for extracting attribute information including a keyword that matches the search condition from the data recording unit 12 and the search history information including the search condition used in the document search unit 22 are stored in the data recording unit 12. Extracted by the search condition extraction unit 25 from the history recording unit 23 for recording, the search condition extraction unit 25 for extracting the search condition satisfying the extraction condition from the data recording unit 12 at the designated date and time, and the file system 11. A full-text search unit 26 that extracts a file including a keyword that matches the search condition and extracts a document associated with the file and the data recording unit 12 Since the attribute information of the document extracted by the search unit 26 is provided with a keyword registration unit 27 that records a keyword that is a search condition extracted by the search condition extraction unit 25 as an extended keyword, the user burden due to registration of attribute information Can be reduced, and an increase in the amount of attribute information can be suppressed.

Finally, an example of the hardware configuration of the processing unit 2 in the first embodiment will be described with reference to FIG.
The functions of the document registration unit 21, document search unit 22, history recording unit 23, extraction condition setting unit 24, search condition extraction unit 25, full-text search unit 26, and keyword registration unit 27 in the processing unit 2 are realized by the processing circuit 51. Is done. The processing circuit 51 may be dedicated hardware as shown in FIG. 9A, or as shown in FIG. 9B, a CPU (Central Processing Unit) that executes a program recorded in the memory 53, a central processing unit, It may be a processing device, an arithmetic device, a microprocessor, a microcomputer, a processor, or a DSP (Digital Signal Processor)) 52.

  When the processing circuit 51 is dedicated hardware, the processing circuit 51 may be, for example, a single circuit, a composite circuit, a programmed processor, a parallel programmed processor, an ASIC (Application Specific Integrated Circuit), or an FPGA (Field Programmable Gate). Array) or a combination thereof. The processing circuit 51 may realize the functions of the document registration unit 21, document search unit 22, history recording unit 23, extraction condition setting unit 24, search condition extraction unit 25, full-text search unit 26, and keyword registration unit 27. Alternatively, the functions of the respective units may be collectively realized by the processing circuit 51.

  When the processing circuit 51 is the CPU 52, the functions of the document registration unit 21, document search unit 22, history recording unit 23, extraction condition setting unit 24, search condition extraction unit 25, full-text search unit 26, and keyword registration unit 27 are software, This is realized by firmware or a combination of software and firmware. Software and firmware are described as programs and recorded in the memory 53. The processing circuit 51 reads out and executes the program recorded in the memory 53, thereby realizing the function of each unit. That is, the processing unit 2 includes a memory 53 for recording a program that, when executed by the processing circuit 51, for example, causes each step shown in FIGS. 5 to 8 to be executed as a result. Also, these programs store the procedures and methods of the document registration unit 21, document search unit 22, history recording unit 23, extraction condition setting unit 24, search condition extraction unit 25, full text search unit 26, and keyword registration unit 27 on a computer. It can be said that it is what is executed. Here, as the memory 53, for example, a nonvolatile or volatile semiconductor memory such as a RAM (Random Access Memory), a ROM (Read Only Memory), a flash memory, an EPROM (Erasable Programmable ROM), an EEPROM (Electrically EPROM), or the like. A magnetic disk, a flexible disk, an optical disk, a compact disk, a mini disk, a DVD (Digital Versatile Disc), or the like is applicable.

  Note that some of the functions of the document registration unit 21, document search unit 22, history recording unit 23, extraction condition setting unit 24, search condition extraction unit 25, full-text search unit 26, and keyword registration unit 27 are partially dedicated hardware. It may be realized by a part, and a part may be realized by software or firmware. For example, the function of the document registration unit 21 is realized by a processing circuit 51 as dedicated hardware. The document search unit 22, the history recording unit 23, the extraction condition setting unit 24, the search condition extraction unit 25, and the full-text search unit 26. The keyword registration unit 27 can realize its function by the processing circuit 51 reading and executing the program recorded in the memory 53.

  As described above, the processing circuit 51 can realize the above-described functions by hardware, software, firmware, or a combination thereof.

  In the present invention, any constituent element of the embodiment can be modified or any constituent element of the embodiment can be omitted within the scope of the invention.

  DESCRIPTION OF SYMBOLS 1 Management part, 2 Processing part, 11 File system, 12 Data recording part, 13 Index part, 21 Document registration part, 22 Document search part, 23 History recording part, 24 Extraction condition setting part, 25 Search condition extraction part, 26 Full text Search unit, 27 Keyword registration unit, 28 Management processing unit, 51 Processing circuit, 52 CPU, 53 Memory.

Claims (4)

When a search condition that is one or more keywords is specified, a keyword that matches the search condition is included from the data recording unit that records the attribute information of the document associated with the file recorded in the file system. A document search unit for extracting attribute information
A history recording unit that records search history information including search conditions used in the document search unit in the data recording unit;
A search condition extraction unit that extracts a search condition that satisfies the extraction condition from the data recording unit at a designated date and time;
A full-text search unit that extracts a file including a keyword that matches the search condition extracted by the search condition extraction unit from the file system, and extracts a document associated with the file;
A document management unit comprising: a keyword registration unit that records, as an extended keyword, a keyword that is a search condition extracted by the search condition extraction unit in the attribute information of the document extracted by the full-text search unit. apparatus. In response to a request from the outside, the search condition extraction unit was previously executed from the attribute information recorded in the data recording unit at the date and time when the execution condition included in the extraction condition indicates overwriting. 2. The document management apparatus according to claim 1, wherein, in automatic keyword registration, all extended keywords corresponding to search conditions that do not correspond to the number of search conditions extracted in descending order of priority are deleted. . The document management apparatus according to claim 1, wherein the extraction condition is set by a user. When a search condition that is one or more keywords is specified, the document search unit receives the search condition from the data recording unit that records the attribute information of the document associated with the file recorded in the file system. Extract attribute information that contains matching keywords,
The history recording unit records search history information including the search conditions used in the document search unit in the data recording unit,
The search condition extraction unit extracts a search condition satisfying the extraction condition from the data recording unit at a specified date and time,
The full-text search unit extracts, from the file system, a file containing a keyword that matches the search condition extracted by the search condition extraction unit, extracts a document associated with the file,
The keyword registration unit records the keyword that is the search condition extracted by the search condition extraction unit as an extended keyword in the attribute information of the document extracted by the full-text search unit to the data recording unit. Document management method.

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