JP2000347943A - Document access management system - Google Patents

Abstract

PROBLEM TO BE SOLVED: To flexibly select a user who is allowed to refer to individual document and to perform the other handling in a form fitting an actual business practice and to flexibly and skillfully designate and set the selection in the form fitting an actual business practice. SOLUTION: A group hierarchical structure information storage device 3 stores information obtained by defining a plurality of groups with a hierarchical structure so that <=1 group can exist in the directly upper position of each group. A document storage device 1 stores individual document while storing information showing a group being a management source charged with the update of the document and distribution destination setting and an accessible group in each document. A selection managing device 5 selects a user who is allowed to refer to individual document and perform the other handling by using at least the group hierarchical structure information and the management source group information.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document access management system for storing a document electronically and, at the time of the storage, storing information used for managing access to the document. In addition to the user's ability to refer to documents and select other users who can handle other documents in a form suitable for business, the specification and setting of the selection can be performed flexibly and skillfully in a form suitable for business. The present invention relates to a document access management method, a document access management device, and a computer-readable recording medium on which a computer program according to the document access management device is recorded.

[0002]

2. Description of the Related Art When a document is managed, it is common to manage the original and always change the contents of the original, and to refer to the document by copying. Copies are given an identification number, managed by a ledger, and distributed to the parties to whom reference is permitted, generally departments, sections, and the like. It is a common practice to enter an identification number, a distribution destination, a distribution date, and the like in a ledger, receive a receipt from the distribution destination, and store the receipt together with the ledger.

[0003] On the other hand, there has been a document management system which attempts to digitize this on a computer. However, access management is based on computer file system management rather than the general method of document management as described above. There were many. In other words, first register the names of users, create a group by combining them, set the owner in the document, and decide what can be done for the owner, the group to which it belongs, and other users. is there.

Japanese Patent Laid-Open Publication No. Hei 8-101785 discloses a method of setting document permission separately from the owner by an operation of distributing the document permission. It also discloses a method for managing records of distribution and receipt.

[0005]

However, in the above-described document management system, it is not practical because it is not possible to permit reference to an arbitrary party regardless of the owner and the group to which the owner belongs. There is a possibility that the reference destination of the document may be variously changed, and it is not realistic to form a group corresponding to each. This is because the document distribution and the organization structure of the distribution destination do not conform to the document management system in a form similar to a computer file system.

[0006] In the distribution of business documents, whether or not reference is possible is determined not only by the distribution destination, but a superior to the distribution destination group is generally permitted to refer to the distribution document even if it is not explicitly distributed. Various designations are required, such as distinguishing between distribution to the head of the distribution destination and distribution including other groups subordinate to the distribution destination. However, although the above-mentioned Japanese Patent Application Laid-Open No. 8-101785 discloses a method of permitting a document to be referenced by distribution, it is not clear what is set as a distribution destination. It is unknown whether control is possible, and such a distribution form cannot be realized.

SUMMARY OF THE INVENTION The present invention has been made to solve the above-mentioned conventional problems, and it is possible to refer to individual documents and select users who can handle other documents flexibly in a form suitable for practical use. It is another object of the present invention to provide a document attribute management system capable of flexibly and skillfully specifying and setting the selection in a form suitable for practical use.

[0008]

First, a document access management method according to a first aspect of the present invention saves a document electronically and, at the time of the saving, saves information used for managing access to the document. In the document access management method
Information that defines a plurality of groups in a hierarchical structure is stored so that one or less group exists directly above each group, and users who refer to documents always belong to any group. Information indicating a management source group to which updating or distribution destination setting of the document is entrusted to each document as at least one of the access management information. For each document, information on other groups that have been granted access to, and information indicating the type of access that has been granted, are stored, and at least the selection of users who can refer to individual documents and perform other handling is described above. The problem has been solved by performing the process using the group hierarchy structure information and the management source group information.

Next, a document access management device according to a second invention of the present application stores a document electronically and, at the time of the storage, saves information used for managing access to the document. In the apparatus, a group hierarchical structure information storage device for storing information defining a plurality of groups in a hierarchical structure such that one or less groups exist directly above each group, and a user who refers to a document at least, Always, it is set so as to belong to any one of the groups, and as at least one of the access management information, information indicating a group to be a management source to which updating and distribution destination setting of the document is entrusted, and While storing information about other groups that are allowed to access the document and information indicating the type of access allowed for each document, individual documents are stored. A document storage device for reference and the individual document, the selection of the user that may other handling,
The object is attained by providing at least a selection management device that performs the selection using the group hierarchy structure information and the management source group information. Note that the above group hierarchical structure information storage device, document storage device, and sorting management device can be realized by a computer program as an entity.

Further, a computer-readable recording medium according to a third invention of the present application stores the computer program for controlling the group hierarchical structure information storage device, the document storage device, and the selection management device according to the second invention. This problem has been solved by providing a computer-readable recording medium according to the present invention.

Hereinafter, the operation of the present invention will be briefly described.

FIG. 1 is a block diagram showing the configuration of a typical document access management device according to the present invention.

The document access management device shown in FIG. 1 stores a document electronically and, at the time of the storage, stores information used for managing access to the document. Further, the document access management device of the present invention includes a group hierarchical structure information storage device 3, a document storage device 1, and a selection management device 5.

Reference numeral 7 denotes a document to be accessed or the like. In the present invention, objects to be selected for a user who can operate the document include at least an operation of referring to the document, and the present invention is not limited to this, and includes an operation of updating the document. Is also good. Furthermore,
Operations relating to document management, such as giving reference rights to others, may be included in such user selection.

Here, at least the user who refers to the document must be set to belong to any group. For example, in order to store the settings of the group to which the user belongs as information, that is, as user-affiliated group management information, a user-affiliated group management information storage device 4 is provided as necessary.

As at least one of the access management information, management source group information indicating a group serving as a management source to which updating and distribution destination setting of the document is entrusted, and access permission group information indicating an access permission group are described. May be stored in the document storage device 1 together with the target document. Alternatively, as shown, an access management information storage device 2 for storing the management source group information and the access permitted group information may be provided separately from the document storage device 1.

In FIG. 1, a group hierarchical structure information storage device 3 stores information in which a plurality of groups are defined in a hierarchical structure such that one or less groups exist directly above each group. Further, the document storage device 1 stores, for each document, information indicating a group serving as a management source to which updating and distribution destination setting of the document are entrusted and information indicating an access permitted group as at least one of the access management information. While saving individual documents. The sorting management device 5
Reference of individual documents and selection of users who can handle other documents are performed using at least the group hierarchical structure information and the management source group information.

In the above configuration, in the present invention,
First, information in which a plurality of groups are defined in a hierarchical structure is stored such that one or less groups exist directly above each group. Next, at least the user who refers to the document is set to belong to any group. Further, as at least one of the access management information, information indicating a group serving as a management source to which updating and distribution destination setting of the document is entrusted and information indicating an access permitted group are stored for each document.

Then, the selection of the user 8 who can refer to individual documents and perform other handling is performed using at least the group hierarchical structure information and the management group information. Therefore, it is possible to flexibly select the user 8 who can refer to each document and perform other handling in a form suitable for business, and also flexibly designate and set the selection in a form suitable for business. Also, it can be performed skillfully.

[0020]

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS Embodiments of the present invention will be described below in detail with reference to the drawings.

FIG. 2 is a block diagram showing the configuration of the document management system according to the embodiment to which the present invention is applied.

This embodiment comprises a document management server device 20 and an arbitrary number of client devices 10. The client device 10 is connected to the document management server device 20 via a network.

Each client device 10 has WWW (worl)
d wide web) Equipped with a browser. The client device 10 uses a WWW browser to display screens 12 and 1
A screen display such as 6 is performed. In addition, the WWW browser can realize necessary functions while operating buttons on the displayed screen, for example, start buttons 13 and 17.

The document management server 20 has a server program connection mechanism 21 and a general-purpose document management mechanism 23.
And processing descriptions 27 and 28 for applications other than document management, and programs / programs unique to these applications.
Library, that is, application-specific program library 6
1 and 62, a database 50 and a database interface unit 52, a search unit 55, and a document file storage unit 56.

The server / program connection mechanism 21 described above
Is a JSP (Jav) provided in a WWW server program and, for example, Web Sphere of IBM Corporation of the United States.
aServerPage) A middleware program that mediates a processing request message from a WWW browser to a program other than a WWW server program, such as an execution management unit or a servlet execution management unit. These middleware programs are stored in the client device 10
It is also used when the display screen on the side is provided from the document management server device 20 side.

The above-mentioned general-purpose document management mechanism 23 includes a core program library 30 including various application programs as indicated by reference numerals 31 to 38,
Processing descriptions 25 and 26, which are programs for performing various processes with the client device 10, are included.

The core program library 30 includes:
A document attribute management unit 34 as a group of document management programs;
It has a document access management unit 35 and a version management unit 36. Also, the core program library 30 includes a full-text search operation unit for operating a search unit 55 of a general-purpose full-text search engine that searches a document file storage unit 56 accessed via the document file operation unit 38. 37. Further, the database interface unit 52
Through a database 50 which is a general-purpose database
Has a database access unit 33 for accessing the.

Hereinafter, the operation of the present embodiment will be described.

When the user operates the client device 10 to receive a desired function, the WWW browser on the client device 10 sends the document management server device 20
A message requesting activation of the above document management program is sent to the document management server device 20.

Then, in the document management server device 20, the server / program connection mechanism section 21 selects and activates the corresponding processing description 25 in response to the request for the message, and includes the server processing description therein. In response, a requested document management program of, for example, reference numerals 34 to 36 or another program in the core program library 30 is started. In order to display the processing result of the activated program on the client device 10, a screen program for displaying the processing result is generated according to the client screen description in the processing description 25, and a request is issued by the server program connection mechanism unit 21. Is sent to the client device 10 which has been activated. After that, the process is executed by the client device 10 and the process result is displayed by the execution. An example of this screen program is
This is as shown in FIGS.

For example, the display screen 12 is displayed by such a screen program. Further, on the display screen 12, a start button 13 for executing a related function and the like are arranged.

Next, the user presses the start button 13 by, for example, pressing the click button of the pointing device while pointing the start button 13 of the display screen 12 with a pointing device such as a mouse. Then, the press is detected by the screen program generated by the document management server device 20 and sent to the client device 10 as described above, and a request is made to start the server program corresponding to the pressed start button 13. The message is sent from the client device 10 to the document management server device 20.

Upon receiving the message, the document management server device 20 performs the requested processing. For example, via the process description 26, the document attribute management unit 34 of the core program library 30 can search for a document whose document management data has a specific value. Or,
With the full-text search operation unit 37, a document including a specific character string can be searched.

The result of the request processing is the processing description 2 described above.
5 and the processing after the processing description 25, the processing description 26 can be displayed on the client device 10 as the display screen 16, for example. For example, if the request process is a document search, the corresponding document can be displayed as a list on the client device 10 as the display screen 16.

Further, based on the display screen 16, the user can execute subsequent processing. For example, a specific document in such a document list is
The user can execute a series of document management operations such as selecting the user and referring to the document management data on the document management server device 20 side.

Here, in the present embodiment, the present invention is mainly applied to setting of accessible users and access management based on the setting, which is performed by the document access management unit 35. Further, it is applied to a document search performed by the full-text search operation unit 37 and the search unit 55, and the like.

That is, in the document access management unit 35,
The group hierarchical structure information storage device 3, the user belonging group management information storage device 4, and the selection management device 5 shown in FIG.
That realize the above function are configured. The document file storage unit 56 is configured to realize the functions of the document storage device 1 and the access management information storage device 2.

The management of users and groups in this embodiment will be described below. It is assumed that a user group is configured as an access right setting unit.

In the present embodiment, the overall policy of access management is to restrict users who access the general-purpose document management mechanism 23 by account management and thereby restrict users who access documents. The application target is basically assumed to be a business document. Therefore, the unit of setting the document access right is not an individual but a group. Users in a group have the same access rights to the same document.

Therefore, as a procedure of access management, a group is first created, and an access right is defined for each operation between the group and the document.

In the management of such a group, as described below, the group management policy is to configure a group hierarchy assuming a business organization and realize natural handling of business documents. .

In this embodiment, in the document access management method, an individual user is referred to as a user and is the minimum unit of access management. The access log is used to record individual users in units of users. Also, the user belongs to one group. The group is called a primary group. In the present embodiment, the user is assigned to another group and is given the same access right as the primary group, which is referred to as "concurrent".

The groups as described above constitute an arbitrary number of trees. The upper group has only one or none. In such a group configuration, the document reference right is automatically given to the upper / lower groups on the tree, and the reference right is transmitted. In this way, management similar to that of a general business document browsing right is performed.

Further, at the time of document registration and at the time of distribution described in the next section, selection of a common document / limited document is provided. Here, in the present embodiment, the distribution of a document is a setting for granting a reference right to a group of a distribution destination. If necessary, the distribution right may be notified to the distribution destination separately, or the notification may be automatically performed.

In both the case of document registration and the case of distribution described in the next section, the reference right extends to the direct higher-level group in the group tree. Also, only the common documents are in the lower group,
The right of reference spreads.

Next, management of distribution in this embodiment will be described below. In this embodiment, distribution of a document means setting of an access right for each document. Further, the distribution management refers to management that the setting is performed as specified, and that reference and restriction of the document are performed according to the set access right.

In the distribution management according to the present embodiment, the responsibility for updating the document is collected in the management group, and only the management group is allowed to update. On the other hand, the overall policy is to allow documents to be set flexibly for each document without being restricted by the group configuration.

Here, the distribution management of this embodiment will be specifically described. As a document management source, a single management source group is set for each document. The document itself,
Only the management group has the right to update the attribute. Further, the document management source group also has a right related to document reference. Which operation can be performed is defined in the operation master.

In this embodiment, distribution of a document means permission to refer to the document, and permission to refer to the document and reference to its attributes is referred to as distribution. The management group can set such reference permission for each document, and according to the setting, the management group grants reference permission of the document to an arbitrary group.

The distribution destination group manager checks the documents distributed in this way. This confirmation processing is called reception in this embodiment. The distribution of the document and the receipt of the distributed document are recorded in the distribution log.

Further, in this embodiment, there is a distribution form called distribution outside the system. The out-of-system distribution is to distribute a document managed by the present embodiment to a user other than the user of the present embodiment, for example, a subcontractor. For distribution outside the system, record the record in the distribution log. The actual distribution of documents by mail or other means will be done separately.

Hereinafter, the operation of the present embodiment will be described.

FIG. 6 is a diagram showing a hierarchical structure of groups in this embodiment.

As shown in this figure, first, a hierarchical “group”
Is defined. Then, the user is made to belong to the group.
The access management is performed on a group basis.

In this embodiment, the present invention is applied,
The document management source is set and saved with the document. That is,
Each document has a “management group”.

In the present embodiment, distribution of a document means giving a document reference right to the distribution destination. The distribution is performed to the users in the group other than the management source by the “distribution” operation of the management source user, and the users in the group other than the management source are given document reference rights.

FIG. 7 is a data structure diagram showing the structure of the database relating to the record of document distribution constructed in the database 50.

In this embodiment, distribution is performed for a plurality of groups by designating a plurality of documents. that time,
As shown in FIG. 7, for a single distribution, a group of distribution records such as C1 to C4 is created in the database.
Each of these distribution records is a record of a corresponding table, and these records are mutually referred to by a subject and an ID.

When an attempt is made to distribute a document, one record is first added to the distribution record table C1 in FIG. 7 at this stage. The record is added for each distribution.
When a document to be distributed is set, the distribution document table C3
Is added to the record.

When the document is collected, the collected document itself is still stored in the document file storage unit 56, but the collection destination loses the right to refer to the document, and the collection destination cannot refer to the document. . Further, such a setting related to collection is performed by adding a record to the collection record table C4 in FIG.

In this embodiment, the setting of the distribution destination is shown in FIG.
Is performed by adding a record to the distribution destination table C2.

The upper right group of the distribution destination group hierarchy is automatically given a reference right. For example, the reference right is automatically set in the range of the symbol A in the distribution part F of FIG.

On the other hand, whether or not reference rights are given to lower groups is specified for each distribution destination at the time of distribution. For example, in the F part of the distribution destination in FIG. 6, whether or not the reference right is given to the range of the code B is specified for each distribution destination at the time of distribution.

Further, in this embodiment, the confirmation of the receipt of the document at the distribution destination is managed. In the management, a reception mark is entered in the distribution record by a reception operation of a user of the distribution destination group.

As described above, according to the present embodiment, the present invention can be effectively applied. Accordingly, it is possible to flexibly perform the selection of a user who can refer to individual documents and perform other handling in a form suitable for business, and also flexibly specify and set the selection in a form suitable for business. Also, it can be performed skillfully.

[0066]

According to the present invention, reference to individual documents,
In addition to being able to flexibly select a user who can perform other handling in a form suitable for business, the designation and setting of the selection can also be performed flexibly and skillfully in a form suitable for business.

[Brief description of the drawings]

FIG. 1 is a block diagram showing a configuration of a typical document access management device according to the present invention.

FIG. 2 is a block diagram showing a configuration of a document management system according to an embodiment to which the present invention is applied;

FIG. 3 is a first diagram showing a part of an example of a screen program generated by the document management server device of the embodiment and sent to the client device;

FIG. 4 is a second diagram showing a portion of the screen program following the first portion.

FIG. 5 is a third diagram showing a portion of the screen program following the second portion.

FIG. 6 is a diagram showing a hierarchical structure of groups in the embodiment.

FIG. 7 is a data configuration diagram showing a structure of a database relating to a record of document distribution constructed in the database in the embodiment.

[Explanation of symbols]

 DESCRIPTION OF SYMBOLS 1 ... Document storage device 2 ... Access management information storage device 3 ... Group hierarchical structure information storage device 4 ... User belonging group management information storage device 5 ... Sorting management device 7 ... Document to be accessed etc. 8 ... User 10 ... Client device 12, 16 display screen 13, 17 start button 20 document management server device 21 server program connection mechanism 23 general document management mechanism 25, 26 processing description 27, 28 application processing description 30 core -Program library 33-Database access unit 34-Document attribute management unit 35-Document access management unit 36-Version management unit 37-Full text search operation unit 38-Document file operation unit 50-Database 52-Database interface unit 55- Search unit 56 ... Document file storage unit 61, 62 ... Application Yes program library C1 ... distribution record table C2 ... distribution destination table C3 ... distribution document table C4 ... collected record table

──────────────────────────────────────────────────の Continued on the front page (51) Int.Cl. ⁷ Identification code FI Theme coat ゛ (Reference) G06F 15/40 370A (72) Inventor Hideyo Namimoto 3-3-3 Toyosu, Koto-ku, Tokyo F term in System Co., Ltd. (reference)

Claims (3)

[Claims] 1. A document access management method for electronically storing a document and, at the time of storing the document, storing information used for managing access to the document. The information in which a plurality of groups are defined in a hierarchical structure is stored so that the following groups exist, and at least the user who refers to the document must be set to belong to any one of the groups. As at least one of the management information, information indicating a group as a management source to which updating and distribution destination setting of the document is entrusted is stored for each document, and further, another group permitted to access the document. Information and the type of access allowed are stored for each document, reducing the need to reference individual documents and to select users who can handle other documents. Document access management method characterized in that it also has to perform by using the group hierarchy structure information and the management source group information. 2. A document access management apparatus for electronically storing a document and storing information used for managing access to the document at the time of storing the document. A group hierarchical structure information storage device that stores information that defines a plurality of groups in a hierarchical structure so that the following groups exist, and a user who at least refers to a document must be set to belong to one of the groups. In advance, as at least one of the access management information, information indicating a group serving as a management source to which updating and distribution destination setting of the document are entrusted,
And a document storage device for storing each document while storing information on other groups permitted to access the document and information indicating the type of access permitted for each document, and Reference and selection of users who can perform other handling, a selection management device that performs at least using the group hierarchical structure information and the management source group information,
A document access management device characterized by comprising: 3. A computer-readable recording medium recording a computer program for controlling the hierarchical group management information storage device, the document storage device, and the selection management device according to claim 2.