KR102662093B1 - Document life-cycle management system - Google Patents

Abstract

The present invention discloses a document management system. More specifically, the present invention relates to a document life cycle management system that defines document formats on a computer, manages the life cycle, and implements linkage with commercial software.
According to an embodiment of the present invention, by applying a life cycle management strategy to documents used by a company, necessary information can be provided in the form at the time the information is needed to a system that can be linked, such as an ERP operated by the company, and commercial software. The administrator also has the effect of ensuring that information related to the form is available on the form at the time it is needed.

Description

Document life cycle management system {DOCUMENT LIFE-CYCLE MANAGEMENT SYSTEM}

The present invention relates to a document management system, and particularly to a document life cycle management system that defines document formats on a computer, manages the life cycle, and implements linkage with commercial software.

Currently, commercial software developed in the computer field to create, delete, and update documents for use in corporate work generally defines and develops document formats in independent unit programs.

Accordingly, with the computerization of corporate business, documents operated in ERP, etc. are not managed systematically according to the document life cycle, and there is no separate system for document management.

In addition, as the linkage of data related to the document form existing in the database of the ERP system is developed and operated separately in a unit program, there are difficulties in linking and processing related data in commercial software to be applied to the standardized document form, and at the same time, it is efficient. There is a problem that makes management difficult.

As a published prior art document, Patent Publication No. 10-2009-0089601 creates a document in which a user terminal receives a standard document format over a wired or wireless network, automatically combines the data entered by the user, and displays the created document file on an application program. As an automated system, when a document format is selected by creating a new document, the latest version of the standard document format is transmitted from the outside in real time, a means to display the standard document format on the application, and when the standard document format is displayed, on the application. A means for automatically displaying on the application a dedicated initial input window consisting of at least one item that is registered as a menu and must be entered in a standard document form, and a means for automatically displaying a dedicated initial input window in the application program when the user completes the entry of the required items in the initial input window. means for automatically displaying the fields of a standard document form, optionally registering as a menu on an application program when the required items are entered, and displaying an input window corresponding to the remaining fields of the document form; A means to automatically display the fields of the corresponding standard document form each time the user enters an individual item, and when the user directly enters data in the fields of the document form, it is displayed in the corresponding input window or stored so that it can be displayed in the input window. A means of automatically creating a document by combining the document form and input data using a document creation application, including a means of separately storing the document input data and the standard document form when the user selects to save the document. We are launching an automated document creation system.

However, according to these prior art documents, the concept of life cycle management for documents is missing as it deals with methods of creating and storing documents using predefined document formats, so companies cannot use documents for work. It is believed that there will be limitations in overcoming problems related to systematic management and linked processing between data.

Publication of Patent No. 10-2009-0089601 (Publication date: 2009.08.24.)

The present invention was devised to solve the above-mentioned problems. The present invention is a system that systemizes document formats, manages the life cycle management of document formats (standards) by access rights for each user, and uses commercial software in related documents. There is a challenge in providing a document life cycle management system that equips documents with means that can be linked to related data.

In order to solve the above-described problem, the document life cycle management system according to an embodiment of the present invention includes a document classification unit that sets usage rights and classification systems for each type of a plurality of documents created on an independent platform operated by a company. , a form register that sets the life cycle for multiple documents, registers one or more document forms, registers one or more executives and employees within the company as users, and grants permission to use each user's registered documents according to their position and job. It includes a permission setting department that sets up one or more registered document forms and a database that stores the usage rights of each user, and a document management department that establishes, revises, and discards the document forms according to the set life cycle for the registered document forms. can do.

In addition, the document life cycle management system of the present invention is connected to one or more user terminals through an information and communication network, and interlocks with document software installed on the connected user terminal to control execution according to the usage rights and life cycle set for each document. May include wealth.

The linkage unit is further connected to the ERP system linked to the company through an information and communication network, collects document forms and data for one or more documents operated in the ERP system, and transmits them to the document management unit to perform a registration procedure. .

When the linking unit receives a request for document format and data for specific document software from the user terminal, the linking unit may search and extract the requested document format and data from the database through the document management unit and reply to the user terminal.

The user terminal includes document software that provides editing functions to create, update, and delete documents according to user input, and inserts the document format and data in the form of meta information into the generated document, and the document software When a user selects an unspecified document stored in the user terminal, the document can be read according to the associated document format with reference to meta information included in the document.

The meta information may further include an instruction command instructing to discard a document whose expiration date has expired according to the life cycle of the given document.

The meta information includes a file item containing basic information about the document, a link item defining the type of document software to which the document is linked, an expiration date item defining the expiration date of the document, and a user classification with permission to use the document. Among the owner items defined, version items whose versions are recorded, convertible items defined as to whether they can be converted to other platforms, deletable items defined as to whether they can be deleted, and transferability items defined as to whether they can be transmitted to the outside, It may contain more than one.

According to an embodiment of the present invention, by applying a life cycle management strategy to documents used by a company, necessary information can be provided in the form at the time the information is needed to a system that can be linked, such as an ERP operated by the company, and commercial software. The administrator also has the effect of ensuring that information related to the form is available on the form at the time it is needed.

Figure 1 is a diagram schematically showing the overall system structure of a company that has introduced a document life cycle management system according to an embodiment of the present invention.
Figure 2 is a diagram showing the structure of a document life cycle management system according to an embodiment of the present invention.
Figure 3 is a diagram showing a document management method by a document life cycle management system according to an embodiment of the present invention.
Figure 4 is a diagram illustrating the structure of meta information included in a document in a document life cycle management system according to an embodiment of the present invention.

Prior to explanation, when a part is said to "have" or "include" a certain component throughout the specification, this does not exclude other components but may further include other components, unless specifically stated to the contrary. It means that there is. In addition, terms such as "...Unit", "...Server", and "...System" used in the specification refer to a unit that processes at least one function or operation. This can be implemented through hardware, software, or a combination of hardware and software.

In addition, the term "example" in this specification means serving as an example, example, or illustration, but the subject matter of the invention is not limited by such examples. In addition, "comprising", "comprising", "having" and other similar terms are used, but when used in the claims, they are open transition words that do not exclude any additional or other elements. It is used inclusively in a similar way to the term “comprising.”

The various techniques described herein may be implemented with hardware or software, or a combination of both as appropriate. As used in this specification, terms such as "...Unit", "...Server", and "...System" also refer to computer-related entities, that is, hardware. , it can be treated as a combination of hardware and software, equivalent to software or software at execution time. Additionally, each function implemented in the system of the present invention may be composed of a program in module units, and may be recorded in one physical memory, or distributed and recorded between two or more memories and recording media.

In the following description, the term referring to the 'document life cycle management system' of the present invention may be abbreviated as 'system' for convenience of explanation.

Hereinafter, the structure of a document life cycle management system according to an embodiment of the present invention will be described with reference to the drawings.

Figure 1 is a diagram schematically showing the overall system structure of a company that has introduced a document life cycle management system according to an embodiment of the present invention.

Referring to Figure 1, the document life cycle management system according to an embodiment of the present invention is a system that is introduced to a company and manages it according to the life cycle of the document operated by the company, including the company's resource management system (ERP). It is characterized by providing management functions according to the life cycle of documents in various formats that are operated in conjunction with the production operation management system (MES) and supply chain management system (SCM).

The user terminal 100 is a computer terminal device such as a PC, tablet, laptop, and smartphone used by executives and employees registered as users of the company for work, and is a publicly known MS-Word capable of executing and editing business documents. Document software such as , MS-Excel, MS-PowerPoint, Hangeul, and other editors can be installed, and users can select the appropriate document software according to the task to run the document, edit, update, delete, etc. tasks can be performed.

In particular, the user terminal 100 according to an embodiment of the present invention may or may not be able to access a specific document depending on the usage rights granted to the user, that is, an executive or employee, and may enable or disable access to a specific document through an information and communication network such as an in-house intranet or the Internet. The cycle management system 200 can be accessed. Additionally, the system 200 can link with document software installed on the user terminal 100 to restrict access to the document according to usage rights.

To this end, the document software installed on the user terminal 100 determines execution through meta information included in each document operated by the company in an add-on manner, or provides a compatibility function for documents written in other platform formats. can be provided.

The document life cycle management system 200 is a system that provides management functions according to the document life cycle for various business-related documents operated by a company, and can be implemented as a separate server device.

This document life cycle is a concept of managing document forms over time in one stage of the life cycle, which is the introduction, growth, maturity, and decline stages. It allows companies to operate various document forms over time from introduction to disposal. make it possible

To this end, the document life cycle management system 200 registers a new document form and sets the user's permissions, and creates and edits the document according to the registered form in conjunction with document software such as a word processor installed on the user terminal. Depending on the life cycle, document forms that have expired can be discarded and controlled so that the forms are excluded from work.

In addition, the document life cycle management system 200 can support standardization of document formats for documents required to process ERP procedures by linking with an operating system for corporate operations, for example, the ERP system 300. .

The ERP system (300) integrates and manages management activity processes such as production, logistics, finance, accounting, sales, purchasing, and inventory within the company, and shares information generated within the company, creating new information and making quick decisions. It refers to an enterprise resource management system that helps with You can.

This ERP system 300 can use documents based on the document format provided by the document life cycle management system 200 in relation to internal corporate document processing, such as approval, sharing, modification, storage, and transmission of internal corporate documents. .

According to the above-described structure, the document life cycle management system according to an embodiment of the present invention can perform a series of procedures for introducing and discarding new document forms according to the life cycle for various document forms operated by a company. , As a result, company executives and employees can create, update, and dispose of documents more efficiently when performing their duties.

Hereinafter, a document life cycle management system according to an embodiment of the present invention will be described in detail with reference to the drawings.

Figure 2 is a diagram showing the structure of a document life cycle management system according to an embodiment of the present invention.

Referring to FIG. 2, the document life cycle management system 200 according to an embodiment of the present invention provides forms for various documents operated by the company, or multiple documents created according to an independent platform operated by the company. A document classification unit 210 that sets usage rights and classification systems for each type of document, a form register 220 that sets the life cycle for multiple documents and registers one or more document forms, and one or more executives and employees within the company. A permission setting unit 230 that registers users as users and sets permissions to use registered documents for each user according to rank and job, and a database 240 that stores one or more registered document forms and the permissions of each user. ), for registered document forms, a document management unit 250 that establishes, revises, and discards document forms according to the life cycle, and a document connected to one or more user terminals 100 through an information and communication network and installed on the connected user terminal. It may include an interlocking unit 260 that interfaces with software to control execution according to the usage rights and life cycle set for each document.

In addition, the linking unit 260 is further connected to the ERP system 300 linked to the company through an information and communication network, and collects document forms and data for one or more documents operated in the ERP system 300 to form a document management unit. You can perform the registration process by sending it to .

In addition, when the linking unit 260 receives a request for document forms and data for specific document software from the user terminal 100, the linking unit 260 searches and extracts the requested document forms and data from the database 240 and stores them in the user terminal 100. You can reply.

In detail, the document classification unit 210 can receive document information input by an administrator and classify it according to its type when a new document format is introduced in a company. Companies require various types of documents, such as accounting and human resources, depending on their work, and the document classification unit 210 classifies document forms to be added according to type according to the input document information.

The form registration unit 220 can register classified forms in the system 200. The system 200 can register and store the registered document form in the database 240 in a standard form so that the document form according to the input document information can be applied to the entire company system.

In particular, the document information defines the life cycle for the document form for which registration is requested, and the form register 220 includes the life cycle in the meta information when registering the document form, thereby establishing, revising, or disposing of the document form registered thereafter. The deadline is determined.

The permission setting unit 230 can set usage permissions according to the type of newly registered document form. In order to execute or edit a specific document in a company, for reasons such as corporate secrecy and security, only those related to the employee's department, job, rank, etc. must be able to access it. Accordingly, the permission setting department 230 is responsible for all registered document forms. You can set access rights for executives and employees.

These rights are determined by the relevant department, job, etc. of the executives and employees included in the document information, and the rights setting unit 230 can set use rights for all registered document forms and related documents by referring to the document information.

The database 240 may store document forms and related documents registered in the system 200. The database 240 stores all document forms operated by the company and authority information for executives and employees who use the document forms, and documents for work in the user terminal 100 or the company's ERP system 300. When a form is requested, the corresponding document form can be searched and extracted and a reply can be made.

Additionally, the database 240 may store various settings necessary for operating the document life cycle management system 200.

The document management unit 250 may establish, revise, and discard document forms for each document form according to the document life cycle defined for each document form. The system 200 according to an embodiment of the present invention applies the 'life cycle' concept to various types of document forms operated by companies, limiting their use to only within a specified scope and deadline, both externally and internally within the company. Accordingly, when a document format is requested from the user terminal 100 or when access to a document written in a specific document format occurs in the document software 150, the document management unit 250 provides a document format revised according to the life cycle. You can request the document software 150 to provide or block access to the document.

In addition, according to an embodiment of the present invention, the document management unit 250 provides an event handler, and according to the quality-payment process of the document defined in the document form, a new document is created or the current document is created in the user terminal 100. When the procedure is completed, the event handler detects this and performs a payment-payment process, which can be delivered to the user terminal 100 of the person in charge of processing or providing a notification.

In addition, according to one embodiment of the present invention, the document management unit 250 uses at least one or more user accounts according to the user account through the application screen on the document creation or editing screen running through the document software 150 of the user terminal 100. Receive permission, create a division application document according to user permissions, request allocation or rental of use rights for the division application document based on the meta information included in the division application document, and allow other designated users to By allowing users to be granted temporary permission to use documents, other users who need them for work but are not originally granted permission to use them due to their position or job can also temporarily access the document.

In particular, the use of split documents rather than original documents in this function is to prevent the contents of the original document from being changed or deleted by other users who have been granted temporary use rights.

The interlocking unit 260 can perform data communication through an information and communications network by linking with one or more user terminals 100 and the ERP system 300 within the company and other external systems related to corporate operations such as EDMS.

In particular, as described above, the linking unit 260 is connected to the ERP system 300 linked to the company through an information and communication network, and can extract and provide the document format requested by the ERP system 300, and the ERP system The registration process can be performed by collecting document forms and data for one or more documents operated by 300 and delivering them to the document management department 250.

In addition, when the linking unit 260 receives a request for document forms and data for specific document software from the user terminal 100, the document form and data requested from the database 240 according to the life cycle through the document management unit 250 can be searched and extracted and returned to the user terminal 100.

Hereinafter, a document management method using a document life cycle management system according to an embodiment of the present invention will be described in detail with reference to the drawings.

Figure 3 is a diagram showing a document management method by a document life cycle management system according to an embodiment of the present invention. In the following description, the executor of each step is the document life cycle management system of the present invention and its driving unit, even if not separately described.

Referring to FIG. 3, in the document management method using the document life cycle management system according to an embodiment of the present invention, an administrator first inputs one or more document forms that a company wishes to apply to work into the system and registers a document style classification system. Do it (S100).

In addition, the administrator registers executives and employees belonging to the company as users in the system and registers permission to use each document form for each employee's rank and job (S110).

Next, the system registers one or more document forms for which usage rights are set according to the administrator's approval for the registered document forms (S120). The registered document format becomes the standard for later business processing in the company.

Next, the administrator registers the data linking method for each registered document format. Registered document forms must be able to be created, edited, and deleted on commercially available document software. Accordingly, the administrator sets the method of linking the document form and document software in the system, and the settings are then sent to the user terminal that accesses the system. By applying it to the installed document software, it becomes possible to perform tasks through standardized document formats.

Afterwards, in corporate business processing, when a user wants to create a new document or edit an existing document through the user terminal, or when requesting a document form or data from an ERP system introduced to the company, etc., the system searches the database. and extract (S150).

In addition, the document form extracted by the system is provided to the user terminal or ERP system (S160), and the user terminal or ERP system creates a new document based on the document form for business processing, or updates or updates an existing document. It can be deleted.

In addition, although not shown, the system implements a management function after step S140 by performing procedures such as establishing, revising, or discarding the document form according to the document life cycle set in the meta information at the time of registration for each document form.

Hereinafter, the technical idea of the present invention will be described in detail through an example of meta information included in a document by the document life cycle management system according to an embodiment of the present invention.

Figure 4 is a diagram illustrating the structure of meta information included in a document in a document life cycle management system according to an embodiment of the present invention.

Referring to FIG. 4, the document life cycle management system according to an embodiment of the present invention can generate and add meta information (Meta Data) of the document created by the standardized document format when registering a new document format. In the following description, the names of type and data value are only examples, and various names other than those described may be applied.

The meta information of the document according to the embodiment of the present invention may include not only general data related to the document file, but also various types of data values for life cycle management as registered in the document life cycle management system of the present invention. there is.

In detail, meta information (Meta Data) is basic information (D1) included in general document data and may include the following data values.

In detail, 'name' is the document file name, 'directory' is the folder or directory where the document file is saved, 'size' is the document file size, 'modification data/time' is the date the document file was created or last edited, and Time and 'base software' may refer to the type or manufacturer of document software that forms the format of the document file.

In addition, the meta information of the document according to the document format registered by the document life cycle management system according to an embodiment of the present invention may further include the following data values.

First, 'linked software (d1)' refers to the type of document software linked to the document, and the type or file extension of document software that can read the document may be defined.

Additionally, 'term(d2)' can define the expiration date according to the life cycle of the document. The document format, which is the standard for the document, can be accessed and executed only within the expiration date according to the life cycle. When the expiration date has expired, not only is the document format discarded by the system, but the document created by that document format is also executed. This may not be possible or may be automatically deleted.

'authority(d3)' can define permission to use the document. In an embodiment of the present invention, each document format and the document created by the document format can be created and executed only by users who are authorized to use it, and 'authority(d3)' is authorized to use the document and document format. You can define the rank and department of the employees you are assigned to.

'ver(d5)' can indicate the version of the document format, that is, the revision history. This 'ver(d5)' does not indicate the version of the linked document software, but rather the document format, and is information that allows you to check the degree of change in the format.

'transformed(d6)' can indicate whether the format of the document file can be changed. As an example, document files used in business may need to be changed to the format of another document software depending on the situation. As an example, it may be necessary to change a document such as '.doc', '.docx' written in MS-Word to the plain text '.txt' format, and 'transformed(d6)' may be 'able' If set to 'disable', file format changes can be made in the document software, and if set to 'disable', format changes can be restricted in the document software.

'delete(d7)' can indicate whether the document can be deleted. There are documents processed within a company that must be kept for a certain period of time depending on their purpose or content, and if 'delete(d7)' is set to 'disable', deletion of the document may be restricted.

'take off(d8)' can indicate whether the document can be exported externally. There are documents that are strictly prohibited from being exported to the outside of corporate documents according to company confidentiality regulations, or there are documents that are not, and if 'take off(d8)' is set to 'disable', export of the documents to the outside may be prohibited.

Although many details are described in detail in the above description, this should be interpreted as an example of a preferred embodiment rather than limiting the scope of the invention. Therefore, the invention should not be determined by the described embodiments, but by the scope of the patent claims and their equivalents.

100: User terminal 150: Document software
200: Document life cycle management system 210: Document classification unit
220: Form register 230: Permission setting unit
240: database 250: document management department
260: Linkage part 300: ERP system

Claims (7)

A document classification unit that sets usage rights and classification systems for each type of a plurality of documents created on an independent platform operated by the company;
A form register that sets the life cycle for a plurality of documents and registers one or more document forms;
A permission setting unit that registers one or more executives and employees within the company as users and sets permissions for each user to use registered documents according to their positions and duties;
A database storing one or more registered document forms and the usage rights of each user; and
For registered document forms, the document management department establishes, revises, and disposes of document forms according to the established life cycle.
Including,
An interlocking unit that is connected to one or more user terminals through an information and communications network and controls execution according to the usage rights and life cycle set for each document in conjunction with document software installed on the connected user terminal.
It further includes,
The linkage part,
When a request is made for a document format and data for a specific document software from the user terminal, the requested document format and data are searched and extracted from the database through the document management unit and a reply is made to the user terminal,
The user terminal is,
It includes document software that provides editing functions to create, update, and delete documents according to user input, and inserts the document format and data in the form of meta information into the created document,
The document software is
When an unspecified document stored in the user terminal is selected by the user, the document is read according to the associated document format with reference to meta information included in the document,
The meta information is,
For the given document, an instruction command is further included to instruct the disposal of documents whose expiration date has expired according to the life cycle,
When a document format is requested from a user terminal or access to a document written in a specific document format occurs in document software, the document management unit provides a revised document format according to the life cycle or provides document software to block access to the document. request,
The document management unit provides an event handler, and according to the quality-payment process of the document defined in the document form, when a new document is created in the user terminal or the current procedure is completed, the event handler detects this and executes the quality-payment process. It is performed and delivered to the user terminal of the person in charge for payment or payment, or a notification is provided.
The document management unit receives permission according to the user account through the creation or editing screen of a document running through document software executed on the user terminal, creates a division application document according to the permission, and writes to the division application document. A document life cycle management system that requests allocation or rental of use rights for the document requested for division based on the included meta information and allows other designated users to be granted temporary rights to use the document requested for division. delete According to claim 1,
The linkage part,
The document life cycle is further connected to the ERP system linked to the company through an information and communications network, collects document forms and data for one or more documents operated in the ERP system, and transmits them to the document management department to perform a registration procedure. Management system. delete delete delete According to claim 1,
The meta information is,
A file item that contains basic information about the document, a link item that defines the type of document software to which the document is linked, an expiration date item that defines the expiration date of the document, an owner item that defines the classification of users with permission to use the document, Containing one or more of the following: a version item in which the version is recorded, a convertible item that defines whether it can be converted to another platform, a deleteable item that defines whether it can be deleted, and a transferability item that defines whether it can be transmitted to an external party. Document life cycle management system.

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