JP2002041548A - Device, system, and method for document management, and recording medium - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a document managing device which eliminates the user's trouble to add the right to access inputted data again. SOLUTION: This document managing device is equipped with an input means 10 which inputs document data, a storage means 50 which holds the document data, and a registering means 20 which registers the document data inputted by the input means 10 in the storage means 50; and the access right is previously set in the storage means 50 and the access right is set also the document data stored in the storage means 50. The registering means 20 when registering the document data inputted by the input means 10 sets the access right set in the storage means as the access right for the document data.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

The present invention relates to a document management apparatus, a document management system, a document management method, and a recording medium.
In particular, the present invention relates to a technique relating to setting of an access right when storing input or received data in a storage device.

[0002]

2. Description of the Related Art As a method of electronically distributing document data, an electronic mail method or an image read by a copier, a facsimile, a scanner, a multifunction peripheral, or the like is transmitted via a network to which those apparatuses are connected. And a method of distributing a document file stored in a computer using an e-mail or a bulletin board. These distributed data are stored in the storage device of the terminal that has received the data, and the user has obtained necessary information by accessing the stored storage device.

[0003]

However, according to the above-mentioned prior art, when it is desired to set the access right to the received data, the user sets the access right after the data is stored in the storage device. Was. The present invention has been made to solve the above-described problem, and eliminates the need for a user to newly add the access right of input or transmitted data, thereby improving a work efficiency, a document management apparatus, a document management system, A document management method and a recording medium are provided. Another object of the present invention is to provide a document management apparatus, a document management system, a document management method, and a recording medium that allow a user to freely set an access right of a document input or transmitted. Another object of the present invention is to provide a document management apparatus, a document management system, a document management method, and a recording medium in which a security problem when an important document such as a confidential document is transmitted is improved.

[0004]

In order to solve the above-mentioned problems, the invention according to claim 1 comprises an input means for inputting document data, a storage means for holding document data, and a document input by the input means. Registering means for registering data in the storage means, wherein the storage means has an access right set in advance, and the document data registered in the storage means has also been set an access right. The means is characterized in that when registering the document data input by the input means, the access right set in the storage means is set as the access right of the document data. Therefore, the input image, document, and the like are automatically stored as a document in the storage device of the document management device, and the access right can be automatically added. Therefore, the access right is renewed as a document for document management. This eliminates the need for additional work, and takes over the access right of the stored storage device, which is extremely practical. According to a second aspect of the present invention, the document management apparatus according to the first aspect is connected to a terminal for transmitting document data via a network, and the terminal adds the additional information to the document data and transmits the document data. And According to a third aspect of the present invention, in the document management system according to the second aspect, the document management device includes a document access right storage unit configured to hold an access right to document data in advance for each user, Extracting means for extracting an access right to be performed from the document access right storing means, wherein the input means inputs document data and user information added thereto, and the extracting means analyzes and analyzes the user information. The access right corresponding to the user who has been extracted is extracted, and the registration unit sets the access right extracted by the extraction unit to the received document data instead of the access right set in the storage unit. It is characterized by. Therefore, by setting in advance the access right of the received document or the like in the storage device of the receiving side on the transmission side, the access right that the sender wants to set can be added. The trouble of changing the right can be saved.

According to a fourth aspect of the present invention, in the document management system according to the second or third aspect, the terminal adds confidential information as additional information and encrypts the document data by a predetermined method. The document management device further comprises a decryption unit for decrypting the data, the input unit inputs the encrypted document data and the confidential information added thereto, and the registration unit outputs the confidential information. When is added, the data decoded by the decoding means is registered. Therefore, by encrypting the document data, it is possible to distribute a confidential document or the like without having to worry that the contents of the document leak due to a network trouble or the like during the distribution. According to a fifth aspect of the present invention, when registering document data in a storage unit to which an access right is set in advance, the access right set in the storage unit is set as an access right of the input document data. It is characterized by the following. Therefore, the input or transmitted image or document is automatically stored as a document in the storage device of the document management device, and the access right can be automatically added. This eliminates the need to add the right, and takes over the access right of the stored storage device, which is extremely practical. Also,
According to a sixth aspect of the present invention, in the document management method according to the fifth aspect, the document data and the additional information are received via a network, and the document data is registered. According to a seventh aspect of the present invention, in the document management method according to the sixth aspect, a predetermined access right corresponding to a user obtained by receiving user information as the additional information and analyzing the user information is provided. Is extracted, and the extracted access right is set and registered in place of the access right set in the storage means. Therefore, by setting in advance the access right of the received document or the like in the storage device of the receiving side on the transmission side, the access right that the sender wants to set can be added. The trouble of changing the right can be saved.

According to an eighth aspect of the present invention, in the document management method according to the sixth or seventh aspect, when the confidential information is received as the additional information and the encrypted document data is received as the document data, When is added, the document data is decrypted and then registered. Therefore, by encrypting the document data, it is possible to distribute a confidential document or the like without having to worry that the contents of the document leak due to a network trouble or the like during the distribution. Claim 9 of the present invention is:
A computer-readable recording medium that records a program for causing a computer to function as a document management device that registers and manages document data, wherein the input means inputs document data and the storage means stores document data. Registering means for registering the document data input by the input means. The registering means, when registering the document data input by the input means, sets the access right set in the storage means. Is set as the access right of the document data. Therefore, the input or transmitted image or document is automatically stored as a document in the storage device of the document distribution device, and the access right can be automatically added. This eliminates the need to add the right, and takes over the access right of the stored storage device, which is extremely practical. According to a tenth aspect of the present invention, in the recording medium according to the ninth aspect, the document data to which the additional information is added is received via a network, and the document data is registered. According to a eleventh aspect of the present invention, in the recording medium according to the tenth aspect, there is provided an extracting unit for extracting an access right corresponding to a user from a document access right storage unit that holds the access right in advance, and the input unit is Receiving the user information as additional information, extracting the access right corresponding to the user obtained by analyzing the user information, and registering the access right set in the storage unit. Instead, the access right extracted by the extracting means is set to the received document data. Therefore, by setting in advance the access right of the received document or the like in the storage device of the receiving side on the transmission side, the access right that the sender wants to set can be added. The trouble of changing the right can be saved. Claim 12 of the present invention
Comprises a decrypting means for decrypting data, wherein the input means receives encrypted document data and confidential information added thereto, and the registration means comprises When the confidential information is added, the data decrypted by the decrypting means is registered. Therefore, by encrypting the document data, it is possible to distribute a confidential document or the like without having to worry that the contents of the document leak due to a network trouble or the like during the distribution.

[0007]

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS The configuration and operation of an embodiment of the present invention will be described below in detail with reference to the drawings. Embodiment 1 (1) Configuration of Embodiment 1 FIG. 1 is a block diagram showing a configuration of a document management apparatus according to an embodiment of the present invention. The document management device includes an input unit 1
0, registration means 20, and storage means 50. The input unit 10 inputs document data (text data, image data, audio data, etc.) and additional information (document number, user information, confidential information, etc.) input from an input device such as a scanner or transmitted from a terminal. I do. The registration unit 20 sets an access right to the document data received by the input unit 10 and registers the access right in the storage unit 50. The storage means 50 is a database for managing document data.
For example, it may be a simple storage like a receiving folder for storing received data. This storage means 5
0 is set in advance with an access right (a right to read and write to an administrator, a user, a guest, etc. is set as a category such as permission or non-permission). Such an access right can be given to individual document data.

(2) Configuration of Network on which the Document Management System Operates FIG. 2 shows a network environment for operating the document management system of the present invention. That is, the document management apparatus 1 of the present invention
. 00n are connected via the network 109 to the terminal devices 101, 102,. The network 109 is a transmission path for connecting the transmitting terminal devices 101, 102,... 10n and the receiving document management device 100, and is generally realized by a cable and has a communication protocol. TCP /
IP is used. However, the transmission path is not limited to the cable, and may use a wireless LAN or a broadcast wave as long as the communication protocol between them is the same. This terminal is realized by using a facsimile, a copier, a multifunction peripheral, a scanner, a computer, or the like. FIG.
The document management device 100 and the terminal devices 101, 102,.
.. Indicates the hardware configuration when 10n is a computer. That is, the input device 1 includes a keyboard, a mouse, a touch panel, a scanner, and the like, and is used for inputting information. The display device 2 displays and outputs various output information, information input from the input device 1, and the like.
A CPU (Central Processing Unit) 3 runs various programs. Memory 4
Holds the program itself, and the program
Information temporarily created when executed by the PU 3 is stored. The storage device 5 stores programs, temporary information at the time of program execution, and the like, such as the storage unit 50 handled by the document distribution device of the present invention. The medium drive device 6 is used to mount a recording medium storing programs, data, and the like, read them, and store them in the memory 4 or the storage device 5. Further, it may be used for directly inputting / outputting data or executing a program.

The network interface 7 includes a document management device 100 and terminal devices 101, 102,.
0n to the network 109. The bus 8 connects the above components. In such a configuration, first, the user operates the terminal devices 101, 10
2,... 10n is used to transmit document data (for example, data obtained by scanning a document in the case of FAX, or data in a file in advance in the case of a computer). To the receiving document management apparatus 100 via At the time of distribution, various additional information can be given. The input data 10 of the receiving document management apparatus 100 receives the distributed data. The registration means 20 confirms that the received data has no additional information, and if there is no additional information, sets the same access right as the access right set in the storage means 50 to this data, and Register to 50. According to the document management device configured as described above, the input or transmitted image or document is automatically stored as a document in the storage device of the document distribution device, and the access right can be automatically added. This eliminates the need for re-adding an access right as a document for document management, and the access right of the storage device in which the document is stored is inherited, which is very practical.

(3) Processing Flow FIG. 4 is a flowchart for explaining the flow of the document registration processing according to the first embodiment. Terminal devices 101, 102,.
.. Receive data transmitted from 10n (step S100). Check that there is no additional information in the received data. When there is no additional information, an access right (for example, “read only”) set in the storage unit 50 is extracted. The access right is determined as the access right (“read only”) of the received data (step S110).
The received data is registered in the storage means 50, and the determined access right is set as the access right of the registered data (step S120).

Second Embodiment (1) Configuration of Second Embodiment FIG. 5 is a block diagram showing another configuration of a document management apparatus according to one embodiment of the present invention. The document management device includes an input unit 10, a registration unit 20, an extraction unit 30, a storage unit 50, and a document access right storage unit 60. The input unit 10 receives document data (text data, image data, audio data, etc.) and additional information (document number, user information, confidential information, etc.) transmitted from the terminal. The registration unit 20 sets an access right to the document data received by the input unit 10 and registers the access right in the storage unit 50. The extracting unit 30 analyzes the user information among the additional information added to the document data received by the input unit 10, and extracts the access right assigned to the analyzed user from the document access right storage unit 60. The storage means 50 is a database for managing document data. For example, it may be a simple storage like a receiving folder for storing received data. An access right is set in the storage unit 50 in advance. Such an access right can be given to individual document data. The document access right storage unit 60 sets in advance, for each user who uses the storage unit 50, the authority of reading and writing as permission and non-permission. For example, it is stored as a table in which access authority is set corresponding to the user ID. The configuration of the network and terminals used in such a document management system can be the same as in the first embodiment. In such a configuration, first, the user operates the terminal devices 101, 10
2,... Document data used for transmission in 10n (for example, data obtained by scanning a document in the case of FAX, or data previously stored in a file in the case of a computer) and user information To the receiving document management apparatus 100 via the network 109 as additional information. The input data 10 of the receiving document management apparatus 100 receives the distributed data. When the received data includes additional information of user information, the registration unit 20 extracts the access right to be given to the user from the document access right storage unit 60 by the extraction unit 30 and receives the extracted access right. The registered data is set in the storage means 50. According to the document management apparatus configured as described above, the access right to be set by the sender can be added by setting in advance the access right of the received document or the like in the storage device on the reception side on the transmission side. This eliminates the need to change the access right of the received document after reception.

(2) Processing Flow FIG. 6 is a flowchart for explaining the flow of the document registration processing according to the second embodiment. Terminal devices 101, 102,.
.. Receive data with additional information transmitted from 10n (step S200). It is checked whether the additional information of the received data includes user information (step S21).
0). When the user information is added as additional information, the user information is analyzed to extract information (for example, a user ID) that can identify the user. The document access right storage unit 60 is searched using the extracted user ID as a key. The access right (for example, “read / write permission”) given to the searched user is extracted and determined as the access right to the received data (step S2).
20). When there is no additional information or when there is no user information, the access right (for example, “read only”) preset in the storage unit 50 is extracted. The access right is determined as the access right (“read only”) of the received data (step S230). The received data is registered in the storage means 50, and the determined access right is set as the access right of the registered data (step S240).

Embodiment 3 (1) Configuration of Embodiment 3 FIG. 7 is a block diagram showing another configuration of a document management apparatus according to an embodiment of the present invention. The document management device includes an input unit 10, a registration unit 20, an extraction unit 30, a decryption unit 40, a storage unit 50, and a document access right storage unit 60. The input unit 10 receives document data (text data, image data, audio data, etc.) and additional information (document number, user information, confidential information, etc.) transmitted from the terminal. If the confidential information exists in the additional information, the document data is encrypted. The registration means 20 includes the input means 10
The access right is set to the document data received in step (if the additional information has confidential information, the decrypted document data) and registered in the storage means 50. The extracting unit 30 analyzes the user information among the additional information added to the document data received by the input unit 10, and extracts the access right assigned to the analyzed user from the document access right storage unit 60. When there is confidential information in the additional information, the decryption means 40 performs decryption processing here to decrypt the code. Here, any encryption method can be used, for example,
It is determined in advance like a common key method. The storage means 50
This is a database that manages document data. For example, it may be a simple storage like a receiving folder for storing received data. An access right is set in the storage unit 50 in advance. Such an access right can be given to individual document data. The document access right storage unit 60 sets in advance, for each user who uses the storage unit 50, the authority of reading and writing as permission and non-permission. For example, it is stored as a table in which access authority is set corresponding to the user ID.
The configuration of the network and terminals used in such a document management system can be the same as in the first embodiment.

In such a configuration, first, the user operates the terminal device 101, 102,... 10n to send document data (for example, in the case of FAX, data obtained by scanning a document, or a computer. In such a case, data stored in a file may be used in advance, and user information or confidential information (when this is specified, the document data is encrypted by a predetermined encryption method.)
To the receiving document management apparatus 100 via the network 109 as additional information. The input data 10 of the receiving document management apparatus 100 receives the distributed data. When the received data includes additional information of user information, the registration unit 20 extracts the access right to be given to the user from the document access right storage unit 60 by the extraction unit 30 and receives the extracted access right. The registered data is set in the storage means 50. When the confidential information is included in the additional information, the received data is decrypted by the decryption means 40 and the resulting data is registered in the storage means 50. According to the document management device configured as described above, by encrypting the document data, it is possible to distribute a confidential document or the like without having to worry that the content of the document is leaked due to a network trouble or the like during the distribution. it can.

(2) Process Flow FIG. 8 is a flowchart for explaining the flow of the document registration process of the third embodiment. Terminal devices 101, 102,.
.. Receive data with additional information transmitted from 10n (step S300). It is checked whether the confidential information is included in the additional information of the received data (step S31).
0). If confidential information is added, the received document data is decrypted by a predetermined method to generate decrypted document data, and the process proceeds to step S330 (step S320). If the confidential information has not been added, the process proceeds to step S330. It is checked whether the additional information of the received data includes user information (step S330). When the user information is added as additional information, information that can identify the user by analyzing the user information (for example,
(User ID). The document access right storage unit 60 is searched using the extracted user ID as a key. The access right (for example, “read / write permission”) given to the searched user is extracted and determined as the access right to the received data (step S340).
When there is no additional information or when there is no user information, the access right (for example, “read only”) preset in the storage unit 50 is extracted. The access right is determined as the access right (“read only”) of the received data (step S350). The received data (or decrypted document data if confidential information has been added) is registered in the storage means 50, and the determined access right is set as the access right of the registered data (step S).
360).

<Modification of Third Embodiment> In the third embodiment, confidential information and user information are added to document data to be transmitted as additional information. In this modification, the user information may not be added, only the confidential information may be added, and the document data may be encrypted before transmission. In this case, steps S330 and S340 in FIG. 8 are deleted, and step S32
After 0, steps S350 and S360 are connected. That is, the setting of the access right of the document data uses the access right of the storage unit 50 as it is. <Embodiment by Computer> Each function of the document management apparatus shown in FIG. 1, FIG. 5 or FIG. 7 is programmed and written in a recording medium such as a CD-ROM in advance.
The CD-ROM is mounted on a computer equipped with a medium drive device 6 such as a CD-ROM drive at each site, and this program is stored in the memory 4 or the storage device 5 and executed to execute the above-described operation. Functions similar to those of the embodiment can be realized. Note that a recording medium on which a program for realizing each function of the document management apparatus is recorded is a semiconductor medium (for example, ROM, IC memory card, etc.) or an optical medium (for example, DVD, MO, MD, C
DR) or a magnetic medium (for example, a magnetic tape, a flexible disk, or the like). Further, the program for realizing the functions of the present invention can be distributed in the form of a medium. Further, it is also possible to store a program for realizing the functions of the present invention in a storage device such as a magnetic disk and distribute the program in a form such as download by a wired or wireless communication network. Further, a program for realizing the functions of the present invention may be provided by distributing it by broadcast waves.

[0017]

As described above, according to the first, fifth or ninth aspect of the present invention, an image or a document input or transmitted is automatically stored as a document in the storage device of the document distribution apparatus. In addition, since the access right can be automatically added, there is no need to add the access right again as a document for document management, and the access right of the stored storage device is taken over, which is very practical. become. According to the second, third, sixth, seventh, tenth, or eleventh aspects of the present invention, the access right of a received document or the like is set in advance in the storage device on the receiving side on the transmitting side, so that the sender Can be added, so that the trouble of changing the access right of the received document after reception can be saved. Claims 4, 8 or 12
According to the invention, by encrypting the document data, it is possible to distribute a confidential document or the like without having to worry that the content of the document is leaked due to a network trouble or the like during the distribution.

[Brief description of the drawings]

FIG. 1 is a block diagram illustrating a configuration of a first exemplary embodiment of the present invention.

FIG. 2 is a diagram illustrating a network environment for operating a document management system according to the present invention.

FIG. 3 is a block diagram illustrating a hardware configuration of a document management device and a terminal on which the present invention operates.

FIG. 4 is a flowchart illustrating a document registration process according to the first embodiment.

FIG. 5 is a block diagram illustrating a configuration of a second exemplary embodiment of the present invention.

FIG. 6 is a flowchart illustrating a document registration process according to a second embodiment.

FIG. 7 is a block diagram illustrating a configuration of a third exemplary embodiment of the present invention.

FIG. 8 is a flowchart illustrating a document registration process according to a third embodiment.

[Explanation of symbols]

10 input means, 20 registration means, 30 extraction means, 4
0 decryption means, 50 storage means, 60 document access right storage means, 100 terminal, document management device, computer device, 1 input device, 2 display device, 3 CPU, 4
Memory, 5 storage device, 6 medium drive device, 7 network interface, 8 bus, 9 network

Continued on the front page (51) Int.Cl. ⁷ Identification symbol FI Theme coat II (reference) G06F 12/14 320 G06F 12/14 320C

Claims (12)

[Claims] 1. An input device for inputting document data, a storage device for holding the document data, and a registration device for registering the document data input by the input device in the storage device, wherein the storage device comprises: The access right is set in advance, and the access right is also set to the document data registered in the storage unit. When the registration unit registers the document data input by the input unit, the registration unit stores the access right in the storage unit. A document management device, wherein the set access right is set as the access right of the document data. 2. The document management apparatus according to claim 1, wherein the document management apparatus is connected to a terminal device for transmitting document data via a network, and the terminal device transmits the document data by adding additional information to the document data. Document management system. 3. The document management system according to claim 2, wherein the document management device includes: a document access right storage unit configured to hold an access right to the document data for each user in advance; Extracting means for extracting from the document access right storing means, wherein the input means inputs document data and user information added thereto, and the extracting means corresponds to a user obtained by analyzing the user information A document, wherein an access right is extracted, and wherein the registration unit sets the access right extracted by the extraction unit to the received document data instead of the access right set in the storage unit. Management system. 4. The document management system according to claim 2, wherein the terminal device adds confidential information as additional information, encrypts the document data by a predetermined method, and transmits the encrypted data. The document management device includes decryption means for decrypting data, the input means inputs encrypted document data and confidential information added thereto, and the registration means, when confidential information is added, A document management system, wherein data decrypted by the decryption means is registered. 5. When registering document data in a storage unit to which an access right has been set in advance, the access right set in the storage unit is set as an access right of the input document data. Document management method. 6. The document management method according to claim 5, wherein
A document management method characterized by receiving document data and additional information via a network, and registering the document data. 7. The document management method according to claim 6, wherein
User information is received as the additional information, and a predetermined access right corresponding to the user obtained by analyzing the user information is extracted, and this extraction is performed instead of the access right set in the storage unit. A document management method, wherein a registered access right is set and registered. 8. The document management method according to claim 6, wherein when confidential information is received as additional information and encrypted document data is received as document data, when the confidential information is added, A document management method characterized in that document data is decrypted and then registered. 9. A computer-readable recording medium on which a program for causing a computer to function as a document management apparatus for registering and managing document data is provided, the input means for inputting document data, and holding the document data. A registration unit for registering the document data input by the input unit to the storage unit, wherein the registration unit sets the storage unit when registering the document data input by the input unit. And a computer-readable recording medium storing a program for setting the specified access right as the access right of the document data. 10. The recording medium according to claim 9, wherein said program receives document data to which additional information is added via a network, and registers the document data as program contents. recoding media. 11. The recording medium according to claim 10, wherein
Extracting means for extracting the access right corresponding to the user from the document access right storage means which holds the access right in advance,
The input means receives user information as additional information,
The extracting unit extracts an access right corresponding to the user obtained by analyzing the user information, and the registration unit replaces the access right set in the storage unit with the access right extracted by the extracting unit. A recording medium wherein the right is set in the received document data. 12. The recording medium according to claim 9, further comprising a decryption unit for decrypting data, wherein said input unit receives encrypted document data and confidential information added thereto, The recording medium, wherein the registration means registers the data decrypted by the decryption means when the confidential information is added.