JP2002024500A - Document management device - Google Patents

Abstract

PROBLEM TO BE SOLVED: To quickly decide a person in charge of management of a sanction document in response to the personnel changes or organizational changes of a corporation. SOLUTION: The producer of a sanction document and his/her assigned organization and the management organization showing the organization managing the sanction document are registered to the document management information 12a stored in a data base whose management is controlled by a WWW server. When an employee α of an organization A, for example, produced a sanction document, the document management information is set as shown in (a). Under such conditions, no management information is present and the employee a takes the responsibility for completion or discard of the sanction. When the sanction document is approved, the document management information is set as shown in (b) and the management information is registered in terms of the organization A. Thereafter, the organization A takes the responsibility for the sanction document. Thus, the person in charge of document management is always manifest via the change of the management organization and a manager is always present.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

[0001] 1. Field of the Invention [0002] The present invention relates to a document management apparatus for managing documents such as decision documents in a company or the like.

[0002]

2. Description of the Related Art Hitherto, in a company or the like, the responsibility for managing a decision document has been the organization described in the decision document. In addition, the decision document of the organization that was abolished due to the organization change (printed matter)
Management was passed to the target organization. Also, when there is a personnel change, a system administrator instructs that there is no unprocessed document or the like.

[0003]

However, the conventional document management method has the following problems. -If an organization that has been managing documents due to organization migration or consolidation is abolished, there will be no organization management information or employee management information belonging to that organization, and there will be no employees who can handle the documents.・ In order to manage the decision documents of the abolished organization by the system, it is necessary to keep the organization information of the abolished organization. -When an organization change or personnel change occurs, it is necessary to take operational measures for document management. -Until the operation countermeasure is completed, new organization management information and employee management information cannot be reflected in the system.

[0004] The present invention has been made to solve the above problems, and has as its object to provide a document management apparatus capable of promptly responding to organizational changes and personnel changes.

[0005]

In order to achieve the above object, in a first document management apparatus according to the present invention, a document creator, an organization to which the creator belongs, and an organization responsible for document management are set. Document management information registration means for registering the management organization to be indicated, and change means for changing the registered contents of the document management information registration means according to the change of the creator and / or the change of the organization.

Further, in the second document management apparatus according to the present invention, an employee management information registration means for registering a creator who has created a document and an organization to which the creator belongs, a transfer of the creator and / or There is provided changing means for changing the registered contents of the employee management information registering means according to the change of the organization.

In a third document management apparatus according to the present invention, there is provided a request management information registration means for registering at least one approver who approves the contents of the created document and a person who approves the document. Changing means for changing the registered contents of the approval management information registering means in accordance with the change of the approver and / or the approver and / or the change of the organization.

[0008]

Embodiments of the present invention will be described below with reference to the drawings. FIG. 1 is a block diagram showing a document management apparatus according to the present invention. In FIG. 1, the device is
A document management control device (terminals (browser) 1 to n used by users A... N) and a WWW server connected to each of the terminals 1 to n via a network 10 such as a LAN. A DB (database) server 12 used by the server 11
And a mail server 13 that handles electronic mail.

The DB server 12 stores document management information 12
a, Decision management information 12b, organization management information 12c, and employee management information 12d are registered. Each of these pieces of information will be sequentially described later.

The document management control device 11 includes a control unit 11a for controlling the entire system, a network communication unit 11b for communicating with each of the terminals 1 to n via the network 10, a DB server 12 and a mail server 13. It is composed of a server communication unit 11c and the like. Further, the document management control device 11 updates or modifies related information in the DB server 12 based on the organization / employee management information input as needed. The terminals 1 to n are operated by a document manager or a system manager to be described later as users An to n to give instructions to the server 11 and receive information such as display information from the server.

Next, the operation of the document management apparatus having the above configuration will be described with reference to the drawings. First, terms in each drawing and description will be described. -About the person Creator: The person who operates the terminal to create a decision document. If the decision document is a decision document, the creator starts a decision. First, second,... Approver, approver: a person who operates a terminal, examines the contents of a decision document, and makes a decision. The approver is positioned as the final approver of the case. With the approval of the decision maker, it is established as a decision document. Document manager: performs maintenance work on document management information. System administrator: organization management information 12c, employee management information 1
Perform 2d maintenance work.

Regarding the terminal Instruction input: In accordance with a human operation instruction, the operation content input to the Web screen is instructed to the server 11. Result display: A processing result from the server 11 and a Web screen of a process to be performed next are displayed.

Regarding the “operation management AP” of the server 11 Document management organization change: Updates the management source organization information of the approval document according to the instruction from the terminal, and generates a Web screen of the result. Document creator change: The creator information of the decision document is updated in accordance with an instruction from the terminal, and the resulting Web screen is generated. Change document approver: Updates approver information of the approval document in accordance with the instruction from the terminal, and generates a Web screen of the result. Deletion of organization management information: According to the instruction from the terminal, delete the organization management information that is no longer needed due to organization change, etc.
Generate a screen. Deletion of employee management information: According to the instruction from the terminal, delete the employee management information that is no longer required due to personnel changes, etc.
Generate a screen. "XX processing" execution prompt: Notify the operator of the processing that needs to be executed by e-mail or screen display.

First, the concept of “management organization” will be described. In the present embodiment, information “management organization” is provided on the document management information 12a. For this purpose, "management organization" information which does not appear in the decision document is added to the decision document information. From the creation of the document to the approval of the approver (established as a decision document), the management responsibility of the document is the creator, and after the approval document is established, the management responsibility is the organization. That is, the employee and the organization that can handle the document are switched before and after the decision making action.

As an example, when an α employee of the organization A creates a decision document, the document management information is set as shown in FIG. In this case, there is no “management information”. Therefore, the α employee must take responsibility for completing or abolishing the approval document.

Next, when the decision document created by the α employee of the organization A is decided by the decider and the decision document is established, the document management information is set as shown in FIG. 2B. In this case, the “management information” is described as the organization A. Therefore,
In the future, organization A will be responsible for managing this decision document.

By changing the "administrative organization", the document can be managed by an effective organization without depending on the contents of the decision document, and the absence of the administrator can be prevented. .

Next, the setting of the “transition period device” will be described. For a certain period after the personnel change, the use of the system with the authority before the change is guaranteed (transition period device), so that the postponement process can be performed. For example, when the α employee who is the document creator of the organization A changes personnel to the organization B, the employee management information 12d is set as shown in FIG. As a result, the α employee can temporarily use the system with any authority of the organization A and the organization B. However, since the authority of using the system in the organization A is for the purpose of processing extra time, the following restrictions are imposed. receive. -Operations that can be performed are limited to post-processing (cannot create a new decision document).・ Assessment of organization A will be deleted as soon as there is no remaining work.
The mechanism of the deletion will be described later.

By setting such a "transition measure period", regular system operation can be performed even when an event such as an organization change or personnel change occurs due to regular document presence / absence check and garbage processing. it can.

Next, "document management organization change processing" will be described. FIG. 4 is a sequence chart showing the processing procedure. When the document manager operates the terminal to instruct document management change, the terminal instructs the operation management AP of the server 11 to change, and the server 11 performs an organization change process on the document management information 12a. When the processing is completed, the document management information returns a change OK, and the server 11 causes the terminal to display the completion of the change.

As an example 1, when the organization A is changed to the organization B by the organization transition, the management organization change processing is performed. In this case, the document management information is changed as shown in FIG. In the figure, “creator” and “organization” are the contents of the decision document and are not changed. By referring to the "administrative organization", it is understood that the administrative responsibility for the approval document belongs to the organization B.

As an example 2, when the organization A is abolished and the organization C takes over the decision document, a management organization change process is performed. In this case, the document management information is changed as shown in FIG. In the figure, “creator” and “organization” are the contents of the decision document and are not changed. By referring to the “administrative organization”, it can be seen that the administrative responsibility for the approval document belongs to the C organization.

Next, "document creator change processing" will be described. FIG. 6 is a sequence chart showing the processing procedure. When the document administrator operates the terminal to instruct the change of the document creator, the terminal instructs the operation management AP of the server 11 to change, and the server 11 performs the document creator change process on the document management information 12a. . When the processing is completed, the document management information returns a change OK, and the server 11 causes the terminal to display the completion of the change.

As an example, the document creator change process is performed when the α employee of the organization A, which is the creator of the decision document, is no longer with the organization A due to a personnel change. In this case, the document management information is changed as shown in FIG. It can be seen from FIG. 7 that the document created by the α employee is taken over by the β employee in the same organization A. Therefore, after the completion of the decision of the decision document or the cancellation due to the cancellation of the decision, the β employee is responsible.

Next, the "document approver change process" will be described. FIG. 8 is a sequence chart showing the processing procedure. When the document administrator operates the terminal to instruct the change of the document approver, the terminal instructs the change to the operation management AP of the server 11, and the server 11 performs the document approver change process on the approval management information 12b. . When the process is completed, the approval management information returns “OK”, and the server 11 displays the change completion on the terminal.

As an example, A which is the second approver of the approval document
The document approver change process is performed when the β employee of the organization is out of the organization A due to a personnel change. In this case, the request management information is changed as shown in FIG. It can be seen from FIG. 9 that the unapproved document in which the β employee is set as the approver is carried over to the γ employee in the same organization A. Therefore, after the approval of the unapproved document is completed, or after the cancellation of the approval, the γ employee responsibly carries out the disposal. In this case, the α employee of the first approver and the Σ employee of the approver are the same before and after the change.

According to the "document creator change process" and the "document approver change process" described above, it is possible to prevent the generation of a document that cannot be processed when there is no employee from the organization due to a personnel change or the like. it can.

Next, the "employee management information deletion process" will be described. FIG. 10 is a sequence chart showing the processing procedure. When the system administrator operates the terminal to instruct deletion of employee information, the terminal instructs the operation management AP of the server 11 to delete. The server 11 stores the document management information 12a
Checks whether there is a document belonging to the employee, that is, a document currently handled by the employee, and returns a check result as the document management information.

If the check result indicates that there is no belonging document, the server 11 deletes the management information from the employee management information 12d. When the processing is completed, the employee management information returns "OK". To display the completion of deletion.

If the result of the check is that the document belongs, the server 11 issues an instruction to the mail server 13 to send an e-mail for prompting the user to execute the document creator change process and the document approver change process. Send a reminder email to the system administrator. The system administrator instructs the server 11 to delete the employee management information after causing the server 11 to execute the document creator change process and the document approver change process of the employee management information. The employee management information returns OK when processing is completed,
The server 11 displays the completion of the deletion on the terminal.

As an example, when deleting the employee management information belonging to the organization A of the α employee who has changed personnel from the organization A to the organization B, the setting is made as shown in FIG. Then, the processing shown in the flowchart of FIG. 12 is performed according to the sequence of FIG. In FIG. 12, at step S11, A
It is checked whether there is a decision document under approval created by the α employee of the organization or a decision document pending approval in which the α employee is designated as the approver. If there is no approval document pending approval, in step S12, the employee information of the α employee of the organization A is deleted. If there is a decision document pending approval, in step S13, the employee information of the α employee of the A organization is left as it is, and an email is sent to the α employee to process the decision document or to take over to another employee. Then, in a state where there is no decision document to be processed due to the e-mail prompt, the deletion is completed by executing the “employee management information deletion process” again.

Next, the "organization management information deletion process" will be described. FIG. 13 is a sequence chart showing the processing procedure. When the system administrator operates the terminal to instruct to delete the organization management information, the terminal operates the operation management AP of the server 11.
To delete. The server 11 stores the document management information 1
2a is checked to see if there is a document belonging to the employee, that is, a document currently being handled by the employee, and the document management information returns a check result.

If the check result indicates that the document belongs, the server 11 issues an instruction to the mail server 13 to send an e-mail for urging the user to perform the document management organization change process. To the person.

If the result of the check is that there is no belonging document, the server 11 checks the presence / absence of a belonging employee with respect to the employee management information 12d, and the document management information returns a check result.

As a result of the check, if the employee is present, the server 11 instructs the mail server 13 to send an e-mail for urging the user to perform document processing, and the mail server 13 sends the e-mail to the system administrator. I do.

As a result of the above check, if the employee is not present, the server 11 instructs the organization management information 12c to delete the organization management information, and when the processing is completed, the organization management information returns "OK". To display the completion of deletion.

As an example, A which has disappeared due to organization transition or abolition
When the organization management information of the organization is deleted, the processing shown in the flowchart of FIG. 14 is performed according to the sequence of FIG. In FIG. 14, in step S21, it is checked whether or not there is an approved decision document whose management organization is organization A. If there is no approved decision document, step S
At 22, it is checked whether or not the employee management information belonging to the organization A exists by the transition measure. If there is, step S23
Then, the organization management information of the organization A is deleted. If it does not exist, in step S24, the organization management information of the organization A is left as it is, and an e-mail for prompting processing of a decision document is transmitted to the employee who is in the transition measure state and belongs to the organization A.

If there is an approved document in step S21, the organization management information of the organization A is left as it is, and the system administrator and the document administrator are notified from the organization A to the other organization in step S25. Send an email prompting you to change the organization management information to. Then, in a state where the affiliation decision document and the employee no longer exist due to the e-mail prompt, the "organization management information deletion process" is executed again to complete the deletion.

In the present embodiment described above, the concept of "management organization" is introduced. "Document management organization change processing", "document creator change processing", and "document approver change processing" are performed.・ The feature is that the concept of “transitional measures period” was introduced.

Therefore, according to the present embodiment, the following effects can be obtained.・ Documents can always be assigned to valid organizations and employees. -Even when an event such as an organization change or personnel change occurs, it can be handled by normal system operation. -By the above two effects, the decision document created by the abolished organization does not become the absence of the manager, and the manager in charge is always clear. -In addition, there is no document in a state of "the approval has been delayed because no one can process".・ In addition, there is no need to take operational measures before and after personnel changes. -Furthermore, organization management information and employee management information can be immediately reflected in the system.

[0041]

As described above, according to the present invention, a document can always belong to an effective organization / employee, and an organization change, personnel change, etc. can be dealt with by normal system operation. be able to. For this reason, the decision-making document does not become the absence of the manager, and the manager in charge can always be identified. In addition, when the approver or approver of the approval document changes, the agent is registered, so that the approval can be prevented from being delayed.

[Brief description of the drawings]

FIG. 1 is a block diagram showing a document management device according to an embodiment of the present invention.

FIG. 2 is a configuration diagram showing document management information when using management organization information.

FIG. 3 is a configuration diagram showing employee management information when a transition measure period is set.

FIG. 4 is a sequence chart of a document management organization change process.

FIG. 5 is a configuration diagram showing document management information when performing document management change processing.

FIG. 6 is a sequence chart of a document creator change process.

FIG. 7 is a configuration diagram illustrating document management information when a document creator change process is performed.

FIG. 8 is a sequence chart of a document approver change process.

FIG. 9 is a configuration diagram showing the approval request management information when a document approver change process is performed.

FIG. 10 is a sequence chart of employee management information deletion processing.

FIG. 11 is a configuration diagram showing employee management information when an employee management information deletion process is performed.

FIG. 12 is a flowchart of employee management information deletion processing.

FIG. 13 is a sequence chart of an organization management information deletion process.

FIG. 14 is a flowchart of an organization management information deletion process.

[Explanation of symbols]

 1 to n terminal 10 network 11 document management control device (WWW server) 11a control unit 11b network communication unit 11c server communication unit 12 database server 12a document management information 12b request management information 12c organization management information 12d employee management information 13 mail server

 ──────────────────────────────────────────────────続 き Continuing on the front page (72) Inventor Hideko Seito 1-9-1-1 Konan, Minato-ku, Tokyo NTT Communicationware Co., Ltd. (72) Inventor Akihiko Miyazaki Konan, Minato-ku, Tokyo (9-1) Inventor Katsuaki Okamoto 1-9-1, Konan, Minato-ku, Tokyo In-house NTT Communicationware Co., Ltd. (72 ) Inventor Kaoru Asanuma 1-9-1, Konan, Minato-ku, Tokyo NTT Communicationware Co., Ltd. (72) Inventor Atsushi Nemoto 1-9-1, Konan, Minato-ku, Tokyo・ T-Communicationware Co., Ltd. (72) Inventor Miki Toshima Konan, Minato-ku, Tokyo Chome No. 9 No. 1 NTT Te I Thi communication hardware stock company in the F-term (reference) 5B049 CC31 5B075 NR02 NR20

Claims (7)

[Claims] 1. A document management information registration means for registering a creator of a document, an organization to which the creator belongs, and a management organization indicating an organization responsible for management of the document, and a transfer of the creator and / or a A document management information registering means for changing the registered content of the document management information registration means according to the change. 2. The management responsibility before the approval of the document is the creator, and the change means registers that the management organization is an organization to which the creator belongs after the approval of the document. 2. The document management device according to claim 1, wherein 3. The document management apparatus according to claim 1, wherein the change unit registers a substitute creator in an organization to which the creator has been transferred when the creator has changed. 4. An employee management information registration means for registering a creator who has created a document and an organization to which the creator belongs, and said employee management information registration means in response to a change in the creator and / or a change in the organization. And a changing means for changing the registered content of the document. 5. The document management apparatus according to claim 4, wherein the change unit registers an organization before the transfer and an organization after the transfer as a department to which the creator belongs for a predetermined period. 6. Approval management information registering means for registering at least one approver who approves the contents of a created document and a decision approver who approves the document, and transfer of the approver and / or approver. And / or changing means for changing the registered contents of said approval request management information registering means in response to a change in organization. 7. The document management apparatus according to claim 6, wherein the change unit registers a substitute approver and / or a decision maker when the approver and / or the decision maker change.