JPH02239369A - Filing organization construction in electronic filing system and retrieving system - Google Patents

Abstract

PURPOSE:To flexibly and easily construct the filing organization of an electronic filing system by constructing the filing system with the use of a multi-layered classification arranging rule guide on an optical disk. CONSTITUTION:A guide item information 2 consists of guides (1), (2),... having the layered construction at an arbitrary number of layers, and a folder linked to document data 3 on a bottom layer. Each guide and folder included in the item information 2 are defined at every layer in table information, and the layers are linked by a tree structure. The item information 2 is stored in one part of a cabinet 1 or 1' together with the document data 3. A retrieve processing part 4 executes an interactive retrieve processing by using a display device 5, a keyboard 6, a printer 7 and a mouse 8 as an input/output means. The retrieve develops and displays the item information 2 in a format utilizing a vector and discriminating the layered structure in the display 5, and selects the guide or a folder by the mouse 8.

Description

[Detailed Description of the Invention] [Summary] The purpose of the present invention is to provide a folder system that enables flexible and easy construction of a filing system for an electronic filing system that effectively and easily uses optical disks with a large storage capacity. It is equipped with an optical disk that stores multiple document data managed in units and guide item information in a hierarchical structure that categorizes and manages the above folders under cabinets or drawers. In response to a document data search request, the guide item information in the above hierarchical structure is retrieved from the optical disk. The guide item information is expanded and displayed, the corresponding guide item is selected in each hierarchy, and the corresponding document data is retrieved from the optical disk or the document is registered in the target folder according to the finally selected folder. ．． [Field of Industrial Application] The present invention relates to the construction and retrieval method of a filing system in an electronic file system that effectively and easily uses optical disks with a large storage capacity. When transitioning from regular paper filing to an electronic filing system, the transition is easy and easy. 1! In order to effectively utilize the child filing system, it is necessary to be able to transfer the conventional system of classification and organization rules to the electronic filing system as is. For this reason, the concept of classifying one optical disc into multiple files, drawers, and documents is provided. The number of layers is insufficient. Also specify the number of layers. It is necessary to be able to construct a flexible filing system such as setting names for each layer. [Prior Art] Figures 7(a) and 7(b) show examples of filing systems of conventional electronic filing systems.

In conventional electronic filing systems, one side of an optical disc is defined as a cabinet. Either register documents directly in the cabinet as shown in Figure 7(a), or define a document container called a drawer in the cabinet as shown in Figure 7(b).
A method is used to register documents in each drawer. For example, in the example shown in FIG. 7(b), a cabinet is defined as a container in which up to 10 documents can be stored. The data actually registered consists of a document consisting of image data of 0 pages or more and management information, and the document belongs to the defined drawer. FIG. 8 shows an example of document registration in such a conventional electronic filing system, and shows an example of document management of newspaper articles.

In Figure 8, the cabinet hierarchy represents the year of newspaper publication, the drawer hierarchy represents the division of fields such as politics, economics,..., culture, etc., and the document hierarchy represents the division of individual fields. Manages articles. Each hierarchy is managed by list information (not shown). Figure 9 shows the cabinet 1 drawer shown in Figure 8. This figure shows the flow of document search processing in a conventional electronic filing system with a three-layer document structure. below. Explain according to the steps marked ■ to ■ in the figure. ■ Refer to the cabinet list showing the contents of all cabinet notes registered in the electronic filing system,
The cabinet to which the target document belongs, for example 19 in Figure 8.
×Search the newspaper cabinet for the year X.

■ If a drawer is set, refer to the drawer list set for the selected cabinet and select the drawer to which the target document belongs. For example, search for the economy ■ (computer-related) drawer in Figure 8. Also, if the drawer is not set, it will be bused. ■ Outputs the list of documents set in the selected drawer (or cabinet notebook if no drawer is set),
From there, select the desired document. For example, in Figure 8, “New product ×××
Select "Publish".

After this, processes such as referencing, printing, and updating of the target document are executed as necessary. [Problem to be solved by the invention] Such conventional cabinets and drawers. A two- or three-layer VR concept such as a document cannot adequately accommodate the diverse filing systems that detail and efficiently manage the large volumes of paper documents often encountered in normal business operations. ．． Conversely, if an adequate filing system has not been established in the past, the introduction of an electronic filing system is often used as an opportunity to create a filing system that is optimal for the business. At this time, it is not possible to construct an ideal filing system using the conventional fixed filing structure with a small number of layers. And if a satisfactory filing system cannot be established.
A large amount of documents must be registered without regularity on a large-capacity optical disk, reducing the efficiency of document retrieval.

Furthermore, when migrating from a paper-based filing system to an electronic filing system, a new filing system must be redesigned, which may require a large amount of work. There is also a risk that usage may be hindered because the filing system after migration has changed from the previous one.

So generally in new filing systems. It is often difficult to create a filing system that is optimal for your business, and the only benefit is to save space. The efficiency of document searches, etc., may even be reduced.

An object of the present invention is to enable the filing structure of an electronic filing system to be constructed flexibly and easily.

[Means to solve the problem]

The present invention allows a user to create a filing system on an optical disk, such as that used in a paper document filing system.
By constructing each cabinet or drawer using multi-level classification rules called guides. This has made the transition from a paper filing system to an electronic filing system smoother, and has made it possible to perform searches easily and quickly.

FIG. 1 shows the basic configuration of the present invention.

In Figure 1. 1 is the cabinet 91' set on the optical disk, which is a drawer-divided cabinet, 2 is guide item information with a hierarchical structure, which is a classification and arrangement rule built in cabinet l or one of the drawers of cabinet 1', and 3 is the document data registered in the lowest folder of guide item information, 4 is the search processing unit 1, 5 is the display, and 6 is the keyboard. 7 is a printer and 8 is a mouse. The guide item information 2 consists of a guide (■, ■...) having a hierarchical structure with an arbitrary number of layers, from the top layer to five layers, for example, and a folder located at the bottom layer and linked to document data. Each guide and folder included in guide item information 2 is defined in the list information for each layer, and the layers are connected in a tree structure. Guide item information 2 is included along with document data 3. It is stored in a part of cabinet 1 or 1'. The search processing unit 4. Search processing is performed interactively using the display 5, keyboard 6, printer 7, and mouse 8 as input/output means.

For searching, the guide item information 2 is expanded and displayed on the display 5 in a format in which the hierarchical structure (using vectors) can be determined as shown in FIG. 6, and the desired guide or folder can be selected using the mouse 8. ．． (Function) The present invention allows guide item information that can be arbitrarily defined by the user to be set between the optical disc cabinet or drawer and the document data.The filing system used for paper documents can be transferred as is. It can be used in the same way as a paper document.It can also be used in response to changes in document data.Guide item information can be changed flexibly.1
This can prevent a decrease in search efficiency.

Figure 2 shows the flow of the search process using the electronic filing system of the present invention using steps ■' to ■'. The operation of the present invention will be explained below in accordance with the procedure. ■ Search for the corresponding cabinet, or optical disk, using the cabinet list. ■'If a drawer is set for the selected cabinet, refer to the drawer list and search for the drawer to which the target document data belongs. Also, if the selected cabinet does not have a drawer set, pass this step. ■'Display the guide list of guide item information set for the selected cabinet or drawer in a format that allows you to distinguish the hierarchical structure (using vectors) as shown in Figure 6, and select the desired guide or folder. (If you select a guide, all folders under that guide are considered to be selected). Display or print out a document list that is a list of document data registered in the selected folder. Also, with the folder (or guide) selected. Reference to document data. Processing such as printing and updating can be started.

〔Example〕

Figure 3 shows the structure of guide item information in a system according to an embodiment of the present invention. In Figure 3, 1l is a group of optical disks whose one side is used as a cabinet. l2 is. This is a list of cabinets, and the cabinet ID corresponding to each optical disk is managed. 13 is the cabinet I that is the result of displaying the cabinet list and searching.
It is D. 14 is cabinet attribute information created for each cabinet ID, and includes a drawer list of drawer IDs under that Gabinet ID. 15 is. This is a list of drawers, which can be displayed and searched. l6 is. This is drawer attribute information provided for each drawer ID. It includes a guide item definition body 16a that defines guide items for each hierarchy under the drawer ID.

17 is guide definition information, and includes a document number list hl7a indicating document data under the guide items (including folder items) defined here. In addition, the guide list explained at ■' in Figure 2 is as follows. It is created from each guide definition information under one cabinet or drawer. 18 is a document list of the document data content list corresponding to each document number in the document number list 17a, and is displayed for 2 searches. 19 is document data that can be referenced from the document number list 17a. FIG. 4 shows the detailed structure of the drawer attribute information 16 in FIG. 3, which is managed by the drawer 10 and the drawer name, and the guide level number indicating the number of layers of guide items under the drawer. Guide item definition body. The total number of guide definitions is set. Here, up to six guide item definition bodies can be accommodated, each including a guide item name and a maximum guide value length.

Figure 5 shows the detailed structure of the guide definition information @17 in Figure 3, which is managed by the drawer ID of the drawer to which the guide belongs, and is managed by the level of the guide (floor 1i).
). The guide name, number of documents under the guide, document number list under the guide, etc. are set. Figure 6 shows an example of a guide list extracted from the above information and displayed on the display. In this example, specify ``Ria Calculator'' as the cabinet name. Next is a list of guides under the drawer that is displayed by specifying "Computer-related articles" as the drawer name, and the guide items are guide ■. It consists of three levels: guide ■ and folders. The illustrated guide list is an image of each folder stored in one drawer in a cabinet in paper document management sorted and organized by guide name. It is structured so that you can easily search for the folder containing the desired document data. [Effects of the Invention] According to the present invention, a large amount of document data can be managed using a large-capacity optical disk. iffi can adopt a guide item system that matches the usual business process. Also, in response to changes in business processing systems and increases and decreases in the amount of document data. Since you can change the contents of guide items and the number of layers appropriately, you can always maintain the best filing efficiency.

[Brief explanation of drawings]

FIG. 1 is a diagram explaining the principle of the present invention, and FIG. 2 is a flowchart of document search processing according to the present invention, explaining the operation of the present invention. FIG. 3 is a configuration diagram of guide item information in a system according to an embodiment of the present invention, and FIG. 4 is a detailed configuration diagram of drawer attribute information in FIG. 3. Fig. 5 is a detailed configuration diagram of the guide definition information in Fig. 3, Fig. 6 is an explanatory diagram of a display example of the guide list, and Fig. 7 is an explanatory diagram of the filing system in a conventional electronic filing system. Figure 8 is an explanatory diagram of an example of document registration using a conventional electronic filing system, and Figure 9 is a flowchart of document search processing in the conventional electronic filing system. In Figure 1: Cabinet 1' on the optical disk Cabinet with double doors 2: Guide item information 3: Document data 4: Search processing section 5: Display 6: Keyboard 7: Printer 8: Mouse Features of the present invention Buried Explanation Figure 1 Figure Doroa hawk property information Details of Doroa attribute information! 8 Configuration diagram No. 4 (!l Detailed configuration diagram of guide definition information Figure 5 In the cabinet!! Document writing f Green (a) Separate documents and records for each drawer (b) Jubei's electronic filing system 1 An explanatory diagram of the Gookero filing system Figure 7 Figure 8 A translation diagram of an example of cabinet drawer text registration

Claims (1)

[Claims] A plurality of document data (3) managed in folder units;
Move the above folder to the cabinet (1) or drawer (1)
Hierarchical guide item information (
2), and in response to a document data search request, extracts the guide item information (2) in the hierarchical structure described above from the optical disk, expands and displays the guide item information, and displays the corresponding guide item in each hierarchy. A method for constructing and retrieving a filing system in an electronic filing system, which comprises selecting a folder and extracting corresponding document data from an optical disk or registering the document in a target folder according to the finally selected folder.