CN112035409A

CN112035409A - Entity file management method, system and computer storage medium

Info

Publication number: CN112035409A
Application number: CN202011211236.1A
Authority: CN
Inventors: 郑首帅; 黄勤
Original assignee: Hangzhou Yishou Network Technology Co ltd
Current assignee: Hangzhou Yishou Network Technology Co ltd
Priority date: 2020-11-03
Filing date: 2020-11-03
Publication date: 2020-12-04
Anticipated expiration: 2040-11-03
Also published as: CN112035409B

Abstract

The embodiment of the invention discloses a method and a system for managing entity files and a computer storage medium; the system may include at least one system server, a plurality of file cabinets having a plurality of file drawers, and a plurality of user terminals; the system server is in communication connection with each file cabinet through a first communication link, the system server is in communication connection with each user terminal through a second communication link, the file drawer can be used for mounting a plurality of positioning rods for clamping file bags, and each file bag is packaged with an entity file.

Description

Entity file management method, system and computer storage medium

Technical Field

The embodiment of the invention relates to the technical field of file management, in particular to a method and a system for managing entity files and a computer storage medium.

Background

In offices of banks, governments, businesses, medical, legal, and commercial types, filing cabinets are commonly used to store physical files. In particular, a file storage cabinet has several drawers that can be opened and closed, each drawer containing a relatively large number of folders, each of which may contain one or more physical files. In order to make the entity files easily inquired, the entity files are generally managed according to a certain scheme.

Current conventional physical file management schemes typically utilize folder management. For example, each entity file is initially assigned to and placed within an identified folder that is dedicated to entity files for a particular topic. Subsequent related entity files generated based on the same particular topic are typically assigned and placed within the same folder. Each folder may typically be provided with a marked portion (typically along the upper edge of the folder) that is visible when the drawer in which it is located is opened, wherein the marked portion contains readable information describing the contents of the folder, such as its corresponding specific theme. To easily access the individual files contained within the folders, some sort of indexing arrangement is typically used to identify the cabinet drawer location for each folder. One commonly applied simple technique is an alphabetical index card. For example, one file drawer panel may have index cards listing folders beginning with the letters A-F, another drawer may have index cards listing folders beginning with the letters G-L, and so on.

Based on the above-mentioned entity document management scheme, the entity file is usually stored and retrieved in which area by referring to the related paper record or using a computer to retrieve the file with the related content, and then manually go to the corresponding file storage cabinet drawer, find the folder with the corresponding retrieval identifier, and then put in or take out the specific file. If the file is placed, a new mark is marked on the current folder according to the index marks of the nearby files according to strict rules, and relevant records are made so as to be taken out at a later period. The security of the document is guaranteed through key management. The operations of retrieval, inventory and delivery are very labor-consuming, the accuracy rate cannot be guaranteed, and the risk of errors is high. And the operation has no approval process, which is not beneficial to supervision. And when carrying out the subregion and storing, can appear file cabinet utilization ratio not high, phenomenon that the full cabinet is not known to lead to the condition emergence of unable income cabinet when entity file urgently needs the storage.

Disclosure of Invention

In view of the above, embodiments of the present invention are directed to a method, system, and computer storage medium for managing entity files; the risk of errors caused by manual operation in the management process can be reduced, the accuracy of entity file management is improved, and the utilization rate of the file storage cabinet is improved.

The technical scheme of the embodiment of the invention is realized as follows:

in a first aspect, an embodiment of the present invention provides an entity file management system, where the system includes: at least one system server, a plurality of file cabinets having a plurality of file drawers, and a plurality of user terminals; the system server is in communication connection with each file cabinet through a first communication link, the system server is in communication connection with each user terminal through a second communication link, the file drawer can be used for mounting a plurality of positioning rods for clamping file bags, and each file bag is packaged with an entity file;

the system server is configured to establish a first corresponding relationship between index information of an entity file to be put in storage, which is acquired from a user terminal, and an identifier of a locating rod to be put in storage, wherein the locating rod to be put in storage is used for clamping and fixing a file pocket which is filled with the entity file to be put in storage;

determining a target file cabinet for placing the entity files to be put in a storage and target file drawers in the target file cabinet in all file drawers of all file cabinets connected with the target file cabinet according to the residual space;

after the positioning rod to be put in storage is hung on a track of a target file drawer in the target file cabinet, establishing a second corresponding relation among the target file cabinet identification, the target file drawer identification and the index information of the entity file to be put in storage;

and establishing the position information of the entity file to be put in storage according to the first corresponding relation and the second corresponding relation.

In a second aspect, an embodiment of the present invention provides a method for managing an entity file, where the method is applied to the entity file management system in the first aspect, and the method includes:

the system server establishes a first corresponding relation between index information of the entity file to be put in storage acquired from the user terminal and an identifier of a locating rod to be put in storage, wherein the locating rod to be put in storage is used for clamping and fixing a file pocket filled with the entity file to be put in storage;

the system server determines a target file cabinet for placing the entity files to be put in a storage and a target file drawer in the target file cabinet in all file drawers of all file cabinets connected with the system server according to the residual space;

after the positioning rod to be put in storage is hung on the track of the target file drawer in the target file cabinet, the system server establishes a second corresponding relation among the target file cabinet identification, the target file drawer identification and the index information of the entity file to be put in storage;

and the system server establishes the position information of the entity file to be put in storage according to the first corresponding relation and the second corresponding relation.

In a third aspect, an embodiment of the present invention provides a computer storage medium, where a management program of an entity file is stored, and when executed by at least one processor, the management program of the entity file implements the steps of the management method of the entity file according to the second aspect.

The embodiment of the invention provides a method and a system for managing entity files and a computer storage medium; after establishing a first corresponding relationship between index information of an entity file to be put in storage, which is acquired from a user terminal, and an identifier of a positioning rod to be put in storage, a system server determines a target file cabinet for placing the entity file to be put in storage and a target file drawer in the target file cabinet in all file drawers of all file cabinets connected with the system server according to the remaining space; after the positioning rod to be put in storage is hung on the track of the target file drawer in the target file cabinet, the system server establishes a second corresponding relation among the target file cabinet identification, the target file drawer identification and the index information of the entity file to be put in storage; establishing the position information of the entity file to be put in storage according to the first corresponding relation and the second corresponding relation; the file storage cabinet system has the advantages that the warehousing process of the entity files to be warehoused is completed, the risk of errors caused by manual operation is avoided, the accuracy of entity file management is improved, the system server determines the target file drawers where the entity files to be warehoused are placed according to the residual spaces of all the file drawers in all the file cabinets, the utilization rate of the file storage cabinet is improved, and the situation that the entity files cannot be stored in the cabinet when the entity files are urgently needed due to the fact that the cabinet is full but not known during manual operation is avoided.

Drawings

Fig. 1 is a schematic diagram illustrating an entity file management system according to an embodiment of the present invention.

Fig. 2 is a schematic perspective view of a file cabinet according to an embodiment of the present invention.

Fig. 3 is a schematic diagram of an external circuit of the file cabinet gateway according to the embodiment of the present invention.

Fig. 4 is a schematic perspective view of a file drawer according to an embodiment of the present invention.

FIG. 5 is a side perspective view of a file drawer provided in accordance with an embodiment of the present invention.

Fig. 6 is a schematic diagram of an external circuit of the drawer main control unit according to an embodiment of the present invention.

FIG. 7 is a schematic view of a retaining rod retaining a document pouch according to an embodiment of the invention.

Fig. 8 is a schematic composition diagram of a positioning rod according to an embodiment of the present invention.

Fig. 9 is a flowchart illustrating a method for managing entity files according to an embodiment of the present invention.

Fig. 10 is a schematic diagram of an entity file ex-warehouse process according to an embodiment of the present invention.

Fig. 11 is a schematic diagram of an entity file checking process provided in the embodiment of the present invention.

Detailed Description

The technical solution in the embodiments of the present invention will be clearly and completely described below with reference to the accompanying drawings in the embodiments of the present invention.

In the embodiments of the present invention, the terms "first", "second", and the like are used for distinguishing identical items or similar items having substantially the same functions, and it should be understood that the terms "first", "second", and "n" have no logical or temporal dependency, and do not limit the number and execution order.

Further, the term "at least one" refers to one or more, "a plurality" means two or more, for example, a plurality of drawers refers to two or more drawers.

The term "entity file" refers to a file formed by carrying specific contents or detailed information desired to be embodied on an entity such as paper by means of printing, writing, and the like.

It is understood that, although more and more documents can be presented through the electronic technology with the development of the office automation technology, thereby realizing the 'paperless office', the entity documents such as the paper documents are still kept. Aiming at the management process of the entity files, such as file warehousing, file ex-warehouse, file checking and other operations, a large amount of manual work is still needed for processing at present, manpower is consumed, the accuracy rate cannot be guaranteed, and the risk of errors is high. The embodiment of the invention provides a convenient and fast entity file management scheme, which can reduce the risk of errors caused by manual operation in the management process, improve the accuracy of entity file management and improve the utilization rate of a file storage cabinet.

Referring to fig. 1, it shows an entity file management system 1 capable of implementing the above entity file management scheme provided in the embodiment of the present invention, where the system 1 may include: at least one system server 11, a plurality of file cabinets 12 having a plurality of file drawers 121, and a plurality of user terminals 13; the system server 11 is in communication connection with each file cabinet 12 through a first communication link 14, the system server 11 is in communication connection with each user terminal 13 through a second communication link 15, and the file drawer 121 can mount a plurality of positioning rods holding file pockets, wherein each file pocket is packaged with a physical file.

For the user terminal 13 shown in fig. 1, in an implementation of the scheme may specifically be a wireless device, a mobile or cellular telephone (including so-called smart phones), a Personal Digital Assistant (PDA), a video game console (including video displays, mobile video game devices, mobile video conferencing units), a laptop computer, a desktop computer, a tablet computing device, or the like; can communicate or interact with the system server 11 via a second communication link 15.

For the first communication link 14 and the second communication link 15 shown in fig. 1, data or information interaction between connection objects may be implemented, and in an implementation process, a wireless or wired communication network may be specifically included. The wireless communication network may include, but is not limited to, a Global System for Mobile communications (GSM) System, a Code Division Multiple Access (CDMA) System, a Wideband Code Division Multiple Access (WCDMA) System, a General Packet Radio Service (GPRS), a Universal Mobile Telecommunications System (UMTS), a Long Term Evolution (LTE), and an Evolution System of the LTE System, such as an Advanced Long Term Evolution (LTE-a) System, a New Radio System (NR), and an Evolution System of the NR System, such as an NR (NR-free) System on an unlicensed spectrum (NR-free) U-NR) System, Or next generation communication systems, etc.; in some cases, the wireless communication network may also support enhanced broadband communications, ultra-reliable (i.e., mission critical) communications, low latency communications, and communication networks with low cost and low complexity devices; in some cases, the wireless communication network can also support short-range wireless transmission technologies such as WIFI. The wired communication network may include a network that uses physical media, such as coaxial cable, twisted pair cable, and fiber optics, to perform data or information interaction.

For the file cabinet 12 shown in fig. 1 having a plurality of file drawers 121, each file cabinet is illustrated as including 6 file drawers, and referring to fig. 2, each file cabinet 12 includes, in addition to 6 file drawers 121, a file cabinet gateway 122 and a file cabinet indicator light 123 for accessing the first communication link 14 to implement a communication connection with the system server 11; the file cabinet gateway 122 is a main hardware communicating with the system server, and is responsible for actively connecting to the service background and reporting basic information of the cabinet, and meanwhile, transmitting a control instruction sent by the system server to the file drawer, and returning information fed back by the file drawer to the system server. In detail, a specific external circuit diagram of the filing cabinet gateway 122 of the filing cabinet 12 is shown in fig. 3, and includes a Micro Control Unit (MCU), which may be externally connected with a filing cabinet indicator light 123, a network port for accessing the first communication link 14, a JTAG download port for downloading an MCU running program, and a FLASH for storing the MCU running program and the filing cabinet information. Moreover, in some examples, file cabinet 12 may also include environmental sensors, which may include temperature sensors, humidity sensors, etc., and a display screen, which may be used to display pertinent descriptive or status information of file cabinet 12, such as an identification of file cabinet 12, a number of files stored, etc.; and the environment sensor and the display screen can be connected with the MCU. In addition, the MCU may be connected to a plurality of Controller Area Network (CAN) buses, which may be, for example, 2 CAN buses (identified as CAN1 and CAN 2) for transmitting information between file cabinet 12 and file drawer 121. Since the components of the above file cabinet 12 require different power supply voltages during operation, the specific circuit of the file cabinet gateway 122 further includes a DC-DC power supply and an LDO power supply, as shown in fig. 3, the input voltage of the DC-DC power supply is DC 12V, the output voltage is DC 5V, the input voltage of the LOD power supply is DC 5V, and the output voltage is DC 3.3V.

With combined reference to fig. 4 and 5, for each file drawer 121, there may be included a drawer indicator 1211, a button 1212, and a display 1213 disposed on a face of the file drawer 121, and a rail 1214, a drawer master 1215, and an electromagnetic lock 1216 disposed inside the file drawer 121, it being understood that the drawer indicator 1211 and the button 1212 may be integrated, with the drawer indicator 1211 surrounding the button 1212; moreover, the components of the file drawer 121 may be connected via a bus to communicate among the components. In the present embodiment, drawer master control unit 1215 is responsible for communicating with the spuds mounted on tracks 1214 and feeding back all of the spud information mounted within file drawer 121 to file cabinet gateway 122; the button 1212 is used for unlocking after the system server is authorized, and the electromagnetic lock 1216 can be opened by pressing the button 1212 after the system server is authorized; the display 1213 is used for displaying the number of files stored in the file drawer 121 and some abnormal information; the rails 1214 may preferably be four gold-plated rails corresponding to the power supply positive and negative circuits and the data bidirectional transmission circuit, as shown in fig. 5, the rails 1214 may mount the positioning rods 2 of the fixed file folder, so that each file drawer 121 can accommodate a plurality of positioning rods 2. In detail, a schematic diagram of an external circuit of the drawer main control Unit 1215 in the file drawer 121 is shown in fig. 6, the drawer main control Unit 1215 may preferably be a Micro Control Unit (MCU), the MCU may externally connect a button 1212, a display screen 1213 composed of nixie tubes, an electromagnetic lock 1216, a CAN interface for accessing a CAN bus in the circuit shown in fig. 3, and may further be connected to a positioning rod 2 region through a

rail

1214, and 3 positioning rod regions (respectively identified as positioning rod region-1, positioning rod region-2, and positioning rod region-3) are shown in fig. 6 as an example. In addition, in some examples, since the components or assemblies included in fig. 6 above require different supply voltages during operation, the specific circuit shown in fig. 6 further includes a DC-DC power supply and an LDO power supply, and similar to fig. 3, the input voltage of the DC-DC power supply is DC 12V, the output voltage is DC 5V, the input voltage of the LOD power supply is DC 5V, and the output voltage is DC 3.3V.

As shown in fig. 7, each positioning rod 2 can fix a file pocket 3 containing files by clamping or the like; in some examples, the document pouch 3 contains a specific colloid, which can only be destructively opened after being stuck on, and cannot be used for a second time, so that the document cannot be tampered after being put into the document pouch 3 and sealed, and the document pouch has a certain sealing property, and can play roles of preventing water, moisture and oxidation of documents in the document pouch 3, and the like. With continued reference to fig. 8, each positioning rod 2 may further include, in addition to the rod body 21 and the holding portion 22 for holding the file pocket 3, a mounting portion 23 for mounting the positioning rod 2 on the track 1214, an electronic tag 24 disposed on the rod body 21 and storing a corresponding identifier of the positioning rod 2, and a positioning rod indicator light 25; the electronic tag 24 and the positioning rod indicator lamp 25 are connected to the track 1214 through the conductive strip 26 embedded in the mounting part 23 to electrically connect with the file drawer 121; specifically, the conductive strips 26 may include a data conductive strip and a power supply conductive strip, wherein the electronic tag 24 may be connected to the data bidirectional transmission circuit in the rail 1214 through the data conductive strip to electrically connect with the drawer main control unit 1215; the locator light 25 may be connected electrically to the drawer main control unit 1215 by power conducting strips that connect to positive and negative power circuits in the track 1214. In the embodiment of the present invention, after the positioning rod 2 is mounted on the track 1214, the positioning rod identifier stored in the electronic tag 24 is reported to the drawer main control unit 1215 in the file drawer 121 where the positioning rod identifier is located, so that the position record of the file can be realized; in addition, the positioning rod indicator lamp 25 can also be controlled by a system server to be switched on, so that the position can be conveniently found manually by lighting.

With respect to the system server 11 shown in FIG. 1, which may be a web backend developed, for example, by Java or other high-level computer language, a user may be provided with a web interface capable of browsing and enabling communication with other component devices in the system 1. And in the embodiment of the present invention, the basic services that it can provide include, but are not limited to: manage user accounts belonging to different organizations, roles and permissions, record information about and location of entity files, provide all operational modes related to other component devices in the system 1, and log.

Based on the entity file management system 1 set forth above, an embodiment of the present invention provides a method for managing entity files that can be applied to the entity file management system 1, and referring to fig. 9, the method may include:

s91: the system server establishes a first corresponding relation between index information of the entity file to be put in storage acquired from the user terminal and an identifier of a locating rod to be put in storage, wherein the locating rod to be put in storage is used for clamping and fixing a file pocket filled with the entity file to be put in storage;

s92: the system server determines a target file cabinet for placing the entity files to be put in storage and target file drawers in the target file cabinet in all file drawers of all file cabinets connected with the system server according to the residual space;

s93: after the positioning rod to be put in storage is hung on the track of the target file drawer in the target file cabinet, the system server establishes a second corresponding relation among the target file cabinet identification, the target file drawer identification and the index information of the entity file to be put in storage;

s94: and the system server establishes the position information of the entity file to be put in storage according to the first corresponding relation and the second corresponding relation.

By the technical scheme shown in fig. 9, the process of warehousing the entity files to be warehoused is completed, the risk of errors caused by manual operation is avoided, the accuracy of entity file management is improved, the target file drawers in which the entity files to be warehoused are placed are determined by the system server according to the residual spaces of all the file drawers in all the file cabinets, the utilization rate of the file storage cabinets is improved, and the situation that the entity files cannot be warehoused when the entity files are urgently needed to be stored due to the fact that the cabinets are full but unknown during manual operation is avoided.

For the technical solution shown in fig. 9, in some possible implementation manners, the establishing, by the system server, a first corresponding relationship between index information of the entity file to be put in storage, which is acquired from the user terminal, and an identifier of the locating lever to be put in storage may include:

the system server acquires index information of an entity file to be put in storage from a user terminal;

after the entity file to be put in storage is put into a file bag and the file bag is clamped and fixed by a positioning rod to be put in storage, a system server acquires an identifier of the positioning rod to be put in storage;

and the system server establishes a first corresponding relation between the index information of the entity file to be put in storage and the identification of the locating rod to be put in storage.

For the above example, specifically, when the entity file to be put in storage needs to be put in storage, a putting-in event ticket may be established in a system interface provided by the system server through the user terminal based on an input operation to initiate a putting-in process, and index information of the entity file to be put in storage is added to the putting-in event ticket, at this time, the binding between the entity file to be put in storage and the putting-in event ticket is completed. And then, the personnel initiating the warehousing process can package the files to be warehoused into file bags and seal and package the files according to the warehousing event list, and insert the packaged file bags into a positioning rod for clamping and fixing, so that the positioning rod is the positioning rod to be warehoused, and at the moment, the physical binding among the physical files to be warehoused, the file bags and the positioning rod to be warehoused is realized. Then, the person initiating the warehousing process may scan the electronic tag of the to-be-warehoused locating rod through a Radio Frequency scanning device connected to the system server, so that the system server obtains the identifier of the to-be-warehoused locating rod from the electronic tag, for example, the electronic tag may be a Radio Frequency Identification (RFID) tag. Then, the system server can bind the identifier of the locating rod to be put in storage with the index information of the entity file to be put in storage in the storage event list, so as to establish a first corresponding relationship. Therefore, physical binding and system record binding between the locating rod to be put in storage and the entity file to be put in storage are completed.

Next, the system manager can use the user terminal to perform input operation to approve the warehousing event note, the system server transmits the warehousing event note to the user terminal of the file manager according to an approval instruction of the warehousing event note, the file manager can use the radio frequency scanning device to scan the electronic tag of the locating rod to be warehoused after receiving the entity file, and the system server confirms whether the entity file to be warehoused corresponds to the warehousing event note according to the identification of the locating rod obtained by scanning the electronic tag.

After the system server confirms, the file manager can perform file warehousing operation, at this time, the system server can obtain the remaining space of all the file drawers according to the file placing states of all the file drawers of all the file cabinets connected with the system server, determine a target file cabinet for placing the entity file to be warehoused and a target file drawer in the target file cabinet from all the file drawers of all the file cabinets connected with the system server according to the remaining space, and in order to prompt the file manager about the specific positions of the target file cabinet and the target file drawer, the system server can display a guide map on an interface of a user terminal of the file manager, so as to guide the file manager to find the target file cabinet and the target file drawer.

Meanwhile, in order to enable the target file cabinet and the target file drawer to be more clearly performed to the file manager, the method shown in fig. 9 may further include: the system server sends a first indication signal to the target file drawer and a target file cabinet where the target file drawer is located; wherein the first indication signal is used to activate an identification signal of the target file cabinet and the target file drawer. By combining the file cabinet and the file drawer explained by the technical scheme, the system server can respectively send first indicating signals to the indicating lamps of the target file cabinet and the target file drawer, so that the indicating lamps of the target file cabinet and the target drawer are all lightened, and file managers can better identify the target file cabinet and the target file drawer. After a target file drawer is opened by a file manager, a locating rod to be warehoused is hung on a track of the target file drawer, and at the moment, an indicating lamp of the locating rod to be warehoused is lightened to indicate that an entity file to be warehoused is correct and is successfully located by system service and record relevant positions, namely a target file cabinet identifier and a target file drawer identifier, so that a second corresponding relation among the target file cabinet identifier, the target file drawer identifier and index information of the entity file to be warehoused is established. After the file manager closes the target file drawer, the system server confirms that the placed position is correct, and clicks the warehousing completion operation, so that the warehousing of the file is completed, and the system server establishes the position information of the entity file to be warehoused according to the first corresponding relation and the second corresponding relation.

It should be noted that, the file warehousing process can complete a fast, convenient and recorded file warehousing process through cooperation of each component device in the entity file management system 1. After the above-described warehousing operation scheme is completed, when the entity file already warehoused needs to be searched and exported, in some possible implementations, referring to fig. 10, the method may further include:

s1001: the system server acquires index information of a file to be delivered;

s1002: the system server searches the position information of the file to be delivered based on the index information of the file to be delivered;

s1003: the system server sends a second indication signal to a file cabinet where the file to be delivered is located, a file drawer and a positioning rod corresponding to the file to be delivered according to the position information of the file to be delivered;

s1004: and activating corresponding identification signals according to the second indication signal by the file cabinet and the file drawer where the file to be delivered is located and the positioning rod corresponding to the file to be delivered.

For the foregoing implementation scheme, in some examples, the obtaining, by the system server, index information of the file to be exported may include: establishing a delivery event list on a system interface provided by the system server through a user terminal based on input operation, and calling a file to be delivered from the warehouse into the delivery event list; for example, a file requestor initiating a warehouse-out process may screen a file to be warehoused, which is stored in a system server, and a set screening condition in a system interface to obtain a file to be warehoused, so as to bind the file to be warehoused and a warehouse-out event list, and thus obtain index information of the file to be warehoused.

Next, when a file retrieving person initiates and starts the ex-warehouse event list, a system management person can examine and approve the ex-warehouse event list according to the authority of the file retrieving person, and after the system server receives an examination and approval instruction of the ex-warehouse event list, the position of the file to be ex-warehouse is retrieved according to the index information of the file to be ex-warehouse, namely a file cabinet, a file drawer and a corresponding positioning rod of the file to be ex-warehouse; and the file management personnel is guided to find the position of the file to be delivered by displaying the guide picture on the interface of the user terminal of the file management personnel. Meanwhile, in order to enable file managers to find the positions of the files to be exported more accurately, the system server can send second indication signals to the file cabinet where the files to be exported are located, the file drawer and the positioning rods corresponding to the files to be exported according to the position information of the files to be exported. After receiving the second indication signal, the file cabinet and the file drawer where the file to be delivered is located and the positioning rod corresponding to the file to be delivered can enable file management personnel to clearly identify the file cabinet and the file drawer where the file to be delivered is located and the positioning rod corresponding to the file to be delivered; in addition, the electromagnetic lock of the file drawer where the files to be delivered are located is in an openable state, and a file manager can press a button of the file drawer to open the electromagnetic lock, so that the files to be delivered are taken out from the positioning rod according to the positioning rod with the indicator lights turned on. After the file to be delivered is taken out, the system server records the taking-out state of the file to be delivered and updates the record of the file which is put in storage. In addition, preferably, after the file manager takes out the file, the ex-warehouse event list page can be opened again, the corresponding button space in the page is clicked to complete the ex-warehouse event list, the taken-out positioning rod is scanned through the radio frequency scanning device, the system server matches the index information of the file to be ex-warehouse after scanning, and after the file to be ex-warehouse is confirmed to be correct, the file manager can submit the file to be ex-warehouse to a file requestor, so that the file ex-warehouse process is completed.

According to the scheme of the file delivery process, the indication lamps are arranged on the positioning rods corresponding to the file cabinet, the file drawer and the files, the three indication lamps are simultaneously turned on during delivery, the file cabinet and the file drawer where the files to be delivered are located are accurately positioned according to the indication lamps of the file cabinet and the file drawer, the positioning rods corresponding to the files are accurately positioned according to the indication lamps of the positioning rods after the file drawer is opened, searching is facilitated, and mistakes are avoided. In addition to the schemes of the file warehousing process and the ex-warehouse process, the method may further include an inventory process for warehoused files, the system server may periodically or manually start the inventory process, and in some possible implementations, referring to fig. 11, the method may further include:

s1101: the system server retrieves positioning rod identifications corresponding to all the files which are put into a warehouse;

aiming at the locating rod identification corresponding to each put-in-storage file, the following steps are executed:

s1102: the system server transmits a locating rod identifier corresponding to the put-in file to a file cabinet where the put-in file is located according to the file cabinet identifier where the put-in file is located;

s1103: the file cabinet detects whether a positioning rod corresponding to the put-in file exists in a file drawer according to the positioning rod identification corresponding to the put-in file:

s1104: if the file does not exist, the file cabinet reports the missing locating rod identification to the system server, and the system server determines the corresponding put-in-storage file according to the reported locating rod identification and records the missing entity file.

It should be noted that, a file manager can obtain information of a missing file by looking up a record of the missing entity file, so as to perform corresponding remedial processing. In addition, if all the files already put in storage are determined to be not missing through detection, the file checking result can be recorded.

It can be understood that through the above-mentioned file checking process, the information recorded in the system server and the physical file of the file cabinet can be automatically compared to determine whether there is a loss, and there is no need to compare the checking manually. And each file drawer can be controlled to be about 10 seconds, and different file drawers can be simultaneously checked, so that the checking time of the whole file warehouse is kept within one minute, and compared with the traditional manual checking, the manual checking is greatly reduced in labor time consumption and error rate and can be basically ignored. If the lost file exists, the details of the lost file, related warehousing and ex-warehousing events and operators and related file drawer operators can be conveniently inquired, and the reason can be conveniently checked. In addition, each file cabinet has an upper limit of the number of stored files, so that the current use number of corresponding file drawers can be increased or decreased every time the files are put in or taken out of the storage. The system server can also set a page to check the utilization rate of each file cabinet, so that the file cabinets with lower utilization rate can be conveniently screened out for storing files. In addition, a reminder may also be sent to the system server when the file cabinet is about to fill up.

For the method for managing entity files, the specific scheme may be embodied in the form of a software product, where the software product is stored in a storage medium and includes several instructions to enable a computer device (which may be a personal computer, a server, or a network device, etc.) or a processor (processor) to execute all or part of the steps of the method described in this embodiment. And the aforementioned storage medium includes: a U-disk, a removable hard disk, a Read Only Memory (ROM), a Random Access Memory (RAM), a magnetic disk or an optical disk, and other various media capable of storing program codes.

Therefore, the present embodiment provides a computer storage medium, where a management program of an entity file is stored, and the management program of the entity file is executed by at least one processor to implement the steps of the management method of the entity file in the above technical solution.

It should be noted that: the technical schemes described in the embodiments of the present invention can be combined arbitrarily without conflict.

The above description is only for the specific embodiments of the present invention, but the scope of the present invention is not limited thereto, and any person skilled in the art can easily conceive of the changes or substitutions within the technical scope of the present invention, and all the changes or substitutions should be covered within the scope of the present invention. Therefore, the protection scope of the present invention shall be subject to the protection scope of the appended claims.

Claims

1. A physical file management system, the system comprising: at least one system server, a plurality of file cabinets having a plurality of file drawers, and a plurality of user terminals; the system server is in communication connection with each file cabinet through a first communication link, the system server is in communication connection with each user terminal through a second communication link, the file drawer can be used for mounting a plurality of positioning rods for clamping file bags, and each file bag is packaged with an entity file;

2. The system of claim 1, wherein the system server is further configured to: acquiring index information of a file to be delivered;

searching the position information of the file to be delivered based on the index information of the file to be delivered;

sending a second indication signal to a file cabinet, a file drawer and a positioning rod corresponding to the file to be delivered according to the position information of the file to be delivered; the second indication signal is used for activating corresponding identification signals of a file cabinet where the files to be delivered are located, a file drawer and a positioning rod corresponding to the files to be delivered.

3. The system of claim 1, wherein the system server is further configured to:

retrieving positioning rod identifications corresponding to all files which are put in storage;

and aiming at the locating rod identification corresponding to each put-in file, executing the following steps:

transmitting the locating rod identification corresponding to the put-in file to the file cabinet of the put-in file according to the file cabinet identification of the put-in file, so that the file cabinet detects whether the locating rod corresponding to the put-in file exists in the file drawer according to the locating rod identification corresponding to the put-in file:

and if the file does not exist, receiving the missing locating rod identification reported by the file cabinet, determining the corresponding put-in-storage file according to the reported locating rod identification, and recording the missing entity file.

4. The system of any of claims 1 to 3, wherein the file cabinet comprises a file drawer, a file cabinet gateway and a file cabinet indicator light for accessing the first communication link to enable a communication connection with the system server; the file cabinet gateway is main hardware communicated with the system server, and is responsible for actively connecting with the system server and reporting basic information of the file cabinet, transmitting a control instruction sent by the system server to the file drawer, and returning information fed back by the file drawer to the system server.

5. The system of claim 4, wherein the file drawer includes a drawer indicator, buttons, and display screen, as well as a rail, a drawer master control unit, and an electromagnetic lock; the drawer main control unit is used for communicating with positioning rods mounted on the tracks and feeding back information of all the mounted positioning rods in the file drawer to the file cabinet gateway; the button is used for unlocking after the system server is authorized, and the electromagnetic lock can be opened by pressing the button after the system server is authorized; the display screen is used for displaying the number of the files stored in the file drawer and abnormal information.

6. The system of claim 5, wherein the positioning rod comprises a rod body, a clamping part for clamping a file pocket, a mounting part for mounting the positioning rod on the track, an electronic tag arranged on the rod body and storing a mark corresponding to the positioning rod, and a positioning rod indicator light; the electronic tag and the positioning rod indicator lamp are connected into the track through the conductive bars embedded in the mounting part to realize electrical connection with the file drawer.

7. A method for managing entity files, the method being applied to the entity file management system according to any one of claims 1 to 6, the method comprising:

8. The method according to claim 7, wherein the system server establishes a first correspondence between index information of the entity file to be put in storage, which is acquired from the user terminal, and an identifier of the locating lever to be put in storage, and includes:

the system server acquires index information of the entity file to be put in storage from the user terminal;

9. The method of claim 7, further comprising:

the system server sends a first indication signal to the target file drawer and a target file cabinet where the target file drawer is located; wherein the first indication signal is used to activate identification signals of the target file cabinet and target file drawers such that the target file drawer of the target file cabinet is identified.

10. The method according to any one of claims 7 to 9, further comprising:

the system server acquires index information of a file to be delivered;

the system server searches the position information of the file to be delivered based on the index information of the file to be delivered;

the system server sends a second indication signal to a file cabinet where the file to be delivered is located, a file drawer and a positioning rod corresponding to the file to be delivered according to the position information of the file to be delivered;

and activating corresponding identification signals according to the second indication signal by the file cabinet and the file drawer where the file to be delivered is located and the positioning rod corresponding to the file to be delivered.

11. The method of claim 10, further comprising:

the system server retrieves positioning rod identifications corresponding to all the files which are put into a warehouse;

the system server transmits a locating rod identifier corresponding to the put-in file to a file cabinet where the put-in file is located according to the file cabinet identifier where the put-in file is located;

the file cabinet detects whether a positioning rod corresponding to the put-in file exists in a file drawer according to the positioning rod identification corresponding to the put-in file:

if the file does not exist, the file cabinet reports the missing locating rod identification to the system server, and the system server determines the corresponding put-in-storage file according to the reported locating rod identification and records the missing entity file.

12. A computer storage medium storing a management program of a physical file, the management program of the physical file implementing the steps of the management method of the physical file according to any one of claims 7 to 11 when executed by at least one processor.