JP2003104516A - Document control system - Google Patents

Abstract

PROBLEM TO BE SOLVED: To enable a document storage side receiving a document from a user to store it to propose transfer of a storage place for the document to the user. SOLUTION: A data about the presence of an unoccupied condition of the storage place, a data for identifying the stored document, a data for identifying the storage place for the document, and a data for indicating use of the document are recorded, a using frequency of the document is investigated based on the data indicating the use of the document, the presence of the unoccupied storage place in response to the using frequency of the document is searched based on the using frequency of the document and the data about the presence of an unoccupied condition of the storage place, the transfer of the document to the unoccupied storage place is proposed to the user when the suitable storage place is empty, the transfer to the storage place of the document is carried out when the user indicates the transfer to the storage place of the document, and the data for identifying the storage place of the document is updated after the transfer.

Description

Detailed Description of the Invention

[0001]

TECHNICAL FIELD The present invention relates to a document management system.

[0002]

2. Description of the Related Art Conventionally, when the amount of documents to be stored is large, the documents are stored in a warehouse without being kept at hand. Documents that are not frequently used should be stored in the warehouse without being stored.

Here, the document means a recording medium in which information is recorded. The recording medium includes, for example, paper, photographic film, magnetic recording medium, optical recording medium and the like.
The information recorded on the recording medium is, for example, a sentence, a picture, a drawing, statistical data, a program list, etc. recorded by using a writing instrument or a printing device, or by using a computer input device and a recording device. Includes electronic data generated and images on photographic film formed by chemical reactions. Specific examples of documents include medical records created by doctors and radiographs.

When storing a document in a warehouse, in order to manage the document to be stored, a ledger in which information for identifying the document and information for specifying the storage location of the document are described is created. When taking out a document stored in a warehouse, the ledger is used to check the location of the warehouse storing the document and the storage location in the warehouse. Documents taken out of the warehouse are returned to the original storage place described in the ledger after use.

There is also a company (warehouse company) that provides a place for storing documents for a fee. The storage fee charged by the warehouse agent to the user (the person who rents the storage location) differs depending on each warehouse. When deciding a storage location (warehouse) to be rented, the user considers location conditions of the warehouse, convenience (for example, the time required for a document to arrive from the warehouse, etc.), storage fee, delivery fee, and the like.

In the case of a document that is frequently used, or a document that needs to be delivered from the storage location to the user in a short time (hereinafter referred to as “high-frequency-used document”), the user must keep the storage fee within the budget range of the user. Select a warehouse from which you can obtain documents in a short time and contract. For documents that are used infrequently or that may take some time to reach (hereinafter referred to as "frequently used documents"),
The user does not give much consideration to the convenience of the warehouse, and selects a warehouse whose storage fee is as low as possible to make a contract.

However, for example, depending on the usage status of the warehouse at the time when the user makes a lease contract with the warehouse company (for example, whether or not there is a vacancy in the warehouse), the storage charge may be contrary to the user's request. Infrequently used documents may be stored in high warehouses. Further, for example, among documents stored in a warehouse that is highly convenient but has a high storage fee, there are documents that were initially frequently used but later used less frequently.

As described above, it is possible to store a document having a low frequency of use, which may sacrifice some convenience, in a warehouse where the storage fee is low. However, the storage location that the user initially rented from the warehouse agent will not be changed unless the user requests the warehouse agent to change the contract details. Therefore, the user continues to pay the storage fee based on the initial contract for storing any document. Therefore, when renting a storage location with a high storage fee first, even if the document stored in the storage location has a low frequency of use, the storage fee must be paid continuously.

In order to reduce the storage fee paid to the warehousing company, infrequently used documents among the documents stored in the warehouse with the high storage fee are transferred to the warehouse with the low storage fee.
First, the user needs to investigate the usage status of the documents stored in the warehouse and identify the documents with low frequency of use. Next, it is necessary to contact the warehouse company to investigate the usage status of the warehouse (for example, whether there is a vacancy in the warehouse where the storage fee is low). It takes a lot of time and labor for the user to perform the above-mentioned investigation.

[0010] Therefore, there is a demand for a system for identifying a document with a low frequency of use among documents currently stored in a warehouse and for notifying a user of the usage status of the warehouse.

Contrary to the above example, depending on the usage status of the warehouse (for example, whether or not there is a vacancy in the warehouse) at the time when the user makes a lease contract with the warehouse company, the user may have a desire. On the other hand, a frequently used document may be stored in a less convenient warehouse (such as a warehouse that requires a long time to deliver the document from the warehouse to the user). Further, for example, among documents stored in a warehouse with low convenience, there are documents that were initially used less frequently but later used more frequently.

[0012] Concerning documents that are frequently used, convenience is often more important than storage charges. However, similarly to the above, the storage location that the user first rented from the warehouse is not changed unless the user requests the warehouse to change the contract details. Therefore, when renting a storage location with low convenience first, even if the document stored in the storage location is a frequently used document, it is necessary to accept the low convenience.

In order to move a document to a highly convenient warehouse, the user must first investigate the usage status of the document stored in the warehouse and identify the document with a high frequency of use. . Next, it is necessary to contact the warehouse company to investigate the usage status of the warehouse (for example, whether or not there is a vacancy in the highly convenient warehouse). It takes a lot of time and labor for the user to perform the above-mentioned investigation.

Therefore, there is a demand for a system for identifying a high frequency of use among the documents currently stored in the warehouse and for notifying the user of the use status of the warehouse.

It is also desirable to store a document in a storage place according to the frequency of use of the document, regardless of whether the storage place is rented for a fee. That is, there is a demand for a system for checking the usage frequency of documents currently stored in a warehouse and notifying the user of the usage status of the warehouse according to the usage frequency.

[0016]

SUMMARY OF THE INVENTION It is an object of the present invention to provide an opportunity to move a document to a storage location according to the frequency of use of the document.

The present invention seeks to provide the user with the opportunity to reduce the expense paid by a user who rents a place to store a document. An object of the present invention is to find a document of low frequency of use from the stored documents and inform the user of information for identifying the document.

According to the present invention, when a document with a low frequency of use is found, the user is informed of the information for identifying the document and the information on the use status of another storage location at that time, thereby storing the document. The purpose is to inform the user that the storage cost can be reduced by changing the location.

It is an object of the present invention to find a frequently used document from stored documents and inform the user of information for identifying the document. The present invention changes the storage location of a document by notifying the user of the information identifying the document and the usage status of another storage location at that time when a document with a high frequency of use is found. The purpose is to inform the user that convenience will be improved.

[0020]

According to a first aspect of the present invention, there is provided a procedure for a document storage side, which deposits and stores a document from a user, to propose to the user to move the storage location of the document. A program to be executed by a computer, the procedure comprising: (A) recording data regarding whether or not a storage location is empty; (B) recording data for identifying a document to be stored; ) Recording data identifying a storage location of the document identified by the data identifying the document;
(D) recording data indicating that the document was used when the document was used, and (E) based on the data indicating that the document was used,
And (F) based on the frequency of use of the document and the data regarding whether or not the storage location is empty, a storage location corresponding to the frequency of use of the document is determined. And (G) instructing the user to move the document to a storage location according to the frequency of use when the storage location according to the frequency of use of the document is available. A step of creating data to be sent to the user when proposing, and (H) the user who decides whether or not to move the storage location of the document with reference to the data created in the step (G). The instruction received from is an instruction to move the storage location of the document, and when the document is moved from the current storage location to a new storage location based on the instruction, the storage location of the document is identified. It said data, characterized by comprising the step of updating to identify the new storage location.

The invention according to claim 2 of the present invention is the program according to claim 1, wherein the data indicating that the document is used is data indicating the date and time when the document is used, The usage frequency is the number of times the document is used in a predetermined period.

The invention according to claim 3 of the present invention is the program according to claim 1 or 2, wherein the step of recording data indicating the delivery destination of the document, and the storage location for each storage location Recording the delivery time data indicating the time required to deliver the document from each area to each area, and the step (E) is a step of checking whether the use frequency of the document is higher or lower than a predetermined use frequency. In the step (F), for a document whose usage frequency is higher than a predetermined usage frequency, the document is stored based on the delivery time data and the data indicating a delivery destination of the document. A storage location capable of delivering the document to the area to which the delivery destination belongs in a shorter time than the storage location provided, and the step (G) includes the step of sending the data to the user. As, characterized in that it comprises the step of creating data including data identifying the document, and data relating to said storage location corresponding to the frequency of use of the document.

The invention according to claim 4 of the present invention is the program according to any one of claims 1 to 3, wherein, for each storage location, storage fee data indicating a storage fee of the storage location is recorded. The step (E) includes a step of checking whether the frequency of use of the document is higher or lower than a predetermined frequency of use, and the step (F) includes a step of frequency of use lower than the predetermined frequency of use. For the document, the method includes the step of searching for a storage location whose storage fee is lower than the storage location where the document is stored, based on the storage fee data, and the step (G) includes the data to be sent to the user. As a second aspect, the method further comprises a step of creating data including data for identifying the document and data regarding the storage location according to the frequency of use of the document.

A fifth aspect of the present invention is the program according to the first to fourth aspects, wherein the data created in the step (G) and to be sent to the user is
The method further includes transmitting to the user via a communication network, and receiving the instruction from the user regarding whether to move the storage location of the document from the user via the communication network. It is characterized by

According to a sixth aspect of the present invention, there is provided a document management system for a document storage side which deposits and stores a document from a user, to propose to the user to move the storage location of the document. , (A) means for recording data relating to whether or not the storage location is empty, (B) means for recording data for identifying a document to be stored, and (C) identification by the data for identifying the document. Means for recording data identifying the storage location of the document; (D) means for recording data indicating that the document was used when the document was used; and (E) used by the document Based on the data indicating that the document has been used, (F) the frequency of use of the document, and the data based on whether the storage location is empty or not. If the means for examining whether or not the storage location in accordance with the frequency of use of the book is free, the storage location corresponding to the frequency of use of (G) the document is empty,
A means for creating data to be sent to the user when suggesting to the user to move the document to a storage location according to the frequency of use; and (H) the data created by the means (G). The instruction received from the user who has decided whether or not to move the storage location of the document with reference is an instruction to move the storage location of the document, and the document is stored in the current storage location based on the instruction. And a new storage location, the data for identifying the storage location of the document is updated so as to identify the new storage location.

[0026]

BEST MODE FOR CARRYING OUT THE INVENTION In one embodiment of the present invention described below, a user is a doctor, and a document is a recording medium in which information about a patient is recorded, such as a medical record or an X-ray photograph created by the doctor. Shall be

FIG. 1 shows the configuration of an embodiment of the document management system of the present invention. The document management system includes an information processing apparatus 1 arranged in an office or the like where a warehouse company receives a document storage request from a user, and information arranged in each of a plurality of warehouses a to n (not shown). Processing devices 2a-2
n and the database 3 arranged at any appropriate location.

Information processing apparatus 1 and information processing apparatuses 2a-2
n and the database 3 are connected via a communication line. The communication line may be any communication means capable of data communication, such as a dedicated communication line, the Internet, or a telephone line.

The configuration of the information processing apparatus 1 is similar to that of a general computer, and includes a processing unit 10, an input unit 11 (keyboard, mouse, etc.), an output unit 12 (printer, etc.), a storage unit 13, and a clock unit 14. , A display unit 15 (display device or the like), an input / output unit 16 for data communication (input port, output port, etc.), and the like. Each of the information processing devices 2a to 2n has the same configuration as the information processing device 1.

The database 3 records data necessary for managing documents, such as warehouse data, user registration data, document identification data, and storage location data. The warehouse data is data relating to each of a plurality of warehouses (warehouse a to warehouse n) owned by this warehouse agent, and includes the warehouse address, storage fee, delivery time required to deliver documents from the warehouse to each region, and auxiliary equipment. , Data indicating the usage status (contracted or vacant status) of each storage location in the warehouse.

The user registration data includes personal data (address, name, sex, age, telephone number, hospital name, delivery destination, etc.) of the doctor registered as a user, a user ID, and a password.

The document identification data is data for identifying a document to be stored, and includes a file name, a hospital name, a patient name, a user ID, a desired delivery time, a contract date, a use date and time (document storage date and time, document delivery). Data such as date and time).

The storage location data is data recorded in association with the document identification data, and includes data for identifying a warehouse for storing documents and a storage location in the warehouse. Next, the operation of the document management system shown in FIG. 1 will be described.

A. Processing from receiving a document storage request from a user by the warehouse agent until storing the document in the storage location: In FIG. 2, the warehouse agent requests the document storage from the user in the document management system shown in FIG. The flowchart of the process from the receipt to the storage of the document in the storage location is shown.

In step A1, upon receiving a document storage request from the doctor, the warehouse agent registers the doctor as a user. First, the warehousing company uses a sheet of paper containing columns for describing user registration data including the doctor's personal data (address, name, sex, age, telephone number, hospital name, delivery address, etc.), desired user ID and password, Give to a doctor. The doctor writes the user registration data on this form and gives it to the warehouse agent. The warehouse agent is the display unit 1 of the information processing device 1.
A data input screen (GUI) for user registration is displayed on the screen 5. The warehouse agent inputs the user registration data via the data input screen displayed on the input unit 11 and the display unit 15 of the information processing device 1. The processing unit 10 transmits the input data from the input / output unit 16 to the database 3 and records it. Upon completing this step, the doctor will be registered as a user.

The step A1 is a step performed only for a doctor who has newly requested the storage of the document.
It is not necessary to perform step A1 for users who are already registered. Further, the user registration data can be received by any method (phone, facsimile, e-mail, Internet, dedicated communication line, etc.) other than the method using paper. The warehouse ID may be determined and notified to the user without the user himself / herself determining either or both of the user ID and the password.

In step A2, the warehouse agent gives the user a guidebook in which information on the warehouse is written and a sheet in which the format of the storage request sheet is written. It should be noted that this guide can be given to the user by an arbitrary method, and for example, there is a method of sending it as electronic data by e-mail, sending it by facsimile, or transmitting the contents of the guide verbally.

The guidebook includes addresses, storage charges, time required for delivery of documents from the warehouse to each area, auxiliary equipment, etc. for each of the plurality of warehouses (warehouse A to warehouse N) owned by the warehouse company. Is listed. The user refers to the contents of this guidebook to rent the storage location (warehouse).
To decide.

The storage request form includes a field in which information for identifying a document (document identification data) is written and a field in which information for designating a storage location of a document (storage location data) is written. The document identification data includes "hospital name", "patient name", and "user ID".
(User name) "and" desired delivery time ". The "desired delivery time" defines the time from when the user requests the warehouse agent to deliver the document (delivery from the warehouse to the user) until the document reaches the user. For example, if the user writes "3 hours" in the "desired delivery time" column, it means that "the user desires to obtain the document within 3 hours after the completion of the delivery request". To do.
In addition, the storage request form also includes a column in which detailed information of the patient, for example, information such as “sex”, “age”, “disease name” is described, and such information can be included in the document identification data. However, it may be omitted if the user does not want detailed classification of the document or if this information needs to be kept secret.

In the column for storing the storage location data, the name of the warehouse that the user desires as the storage location (warehouse number, etc.)
Enter. Here, it is assumed that the user has selected "warehouse a" as the storage location.

After completing the description of the document identification data and the storage location data, the user passes the storage request form to the warehouse agent. It should be noted that, without using the paper storage request form, you can receive the same data as the data described in the paper storage request form by any appropriate method, such as telephone, facsimile, e-mail, the Internet, or a dedicated communication line. Is also possible.

Upon receipt of the storage request form from the user, the warehouse agent displays the data input screen for receiving the storage request on the display unit 15 of the information processing apparatus 1. This data input screen contains a field for the user to enter each data described in the storage request form, a field for inputting the file name (created by the warehouse operator) that contains this document identification data, and the storage request form. It includes a field for inputting the date (contract date) and a field for inputting the storage location data.

The warehouse operator uses the input unit 11 and the display unit 15
The document identification data, the file name, and the contract date entered in the storage request form are input through the data input screen displayed in. By this input, the file name and the contract date data are added to the document identification data.

In step A3, the warehouse agent inputs the storage location data (data identifying the warehouse a) described in the storage request form through the data input screen and the input unit 11. The processing unit 10 of the information processing device 1 accesses the database 3 in response to the input of the storage location data,
Data regarding the usage status of the warehouse a in the warehouse data is searched. The processing unit 10, based on the retrieved data,
For each storage location (storage locations a1 to an, not shown) of the warehouse a, a table indicating whether another person is using, that is, contracted or vacant, is created, and the display unit 15 To display. Based on the table displayed on the display unit 15, the warehouse company determines whether the warehouse a has an empty storage location.

When it is determined that the warehouse a does not have an empty storage location, the process proceeds to step A4. In step A4, the warehouse agent instructs the user to select another warehouse because the warehouse a does not have an empty storage location. Upon receiving this instruction, the user rewrites only the storage location data portion of the storage request form described above, for example, from "warehouse a" to "warehouse b" and passes it again to the warehouse agent. next,
The process returns to step A3, and the warehouse company checks whether or not the warehouse newly selected by the user has an empty storage location.

On the other hand, if it is determined in step A3 that the warehouse a has an empty storage location, step A
Go to 5. In step A5, the warehouse operator selects an empty storage location from the storage locations of the warehouse a displayed on the display unit 15. Here, it is assumed that the warehouse company selects the storage location a1 of the warehouse a. The warehouse agent inputs the data for identifying the storage location a1 from the input unit 11.
The processing unit 10 of the information processing device 1 transmits this data to the database 3. As a result, the data regarding the usage status of the storage location a1 of the warehouse a in the warehouse data recorded in the database 3 is changed from “vacant” to “contracted”.
Can be rewritten as

At the same time, data for identifying the storage location a1 is added to the storage location data. When the warehouse agent completes the input of all the data (user registration data, document identification data, storage location data) related to the document storage request, the processing unit 10 records the data in the database 3 in association with each other. In the case of a registered user, the document identification data and the storage location data are recorded in association with the user registration data already recorded in the database 3.

When the warehouse agent completes the process of accepting the storage request for the document, it notifies the user of the file name created for this document. Also, in the case of a configuration in which the warehouse agent creates one or both of the user ID and password,
It also informs the user.

The warehouse agent then receives the document from the user. In step A6, the warehouse agent stores the document received from the user in the storage location a1 of the warehouse a.
When the storage is completed, the warehouse agent calls the data input screen for recording the receipt of the document from the information processing device 2a installed in the warehouse a. The warehousing person has the file name of this document and data identifying the warehouse and storage location,
The data indicating the storage date and time of this document are input through the data input screen displayed on the input unit and the display unit of the information processing device 2a. The processing unit of the information processing device 2a records this input data in the database 3 in association with the document identification data of this document.

With the above processing, the process from the storage company receiving a document storage request from the user to the storage of the document in the storage location is completed. The information processing devices 1, 2a to 2n store programs for implementing the above steps.

B. Processing from when the warehouse agent receives a request from the user to issue the document to when the document is returned to the storage location: In FIG. 3, the warehouse agent requests the user to issue the document in the document management system shown in FIG. 9 shows a flowchart of processing from receiving the document to returning it to the storage location again.

In step B1, the warehouse agent gives the user an ID, a password, a file name, and
Document delivery request data including data indicating the date and time of document receipt (the date and time at which the user desires to receive the document) is received. The document delivery request data can be received by any method (telephone, facsimile, e-mail, Internet, dedicated communication line, etc.).

In step B2, the warehouse agent calls the data input screen for inputting the document delivery request data from the information processing apparatus 1, and the input unit 11 and the display unit 15 display the document via the display data input screen. Enter the issue request data. The processing unit 10 inspects the user ID and password in the input document delivery request data, and rejects the document delivery request if it is not appropriate,
The process ends. If it is proper, the process proceeds to step B3.

In step B3, the processing unit 10 of the information processing apparatus 1 stores the storage location data relating to the document requested to be delivered in the database 3 based on the document delivery request data.
Search from. Here, it is assumed that the storage location data indicates the warehouse a and the storage location a1. The processing unit 10 uses the information processing device 2a of the warehouse a indicated by the storage location data.
To the document delivery request data, and instructs the delivery of the document indicated by the document delivery request data.

In step B4, the warehouse agent takes out the document from the storage location a1 of the warehouse a based on the document delivery request data displayed on the display unit of the information processing apparatus 2a. When the warehousing is completed, the warehouse agent operates the information processing device 2a.
Calls the data input screen for recording the document issue. The warehousing company stores the file name of this document, data identifying the warehouse and storage location, and data indicating the date and time of issue of this document (issue date and time data).
Input is made via the input unit of the information processing device 2a and the data input screen. The processing unit of the information processing device 2a records this input data in the database 3 in association with the document identification data of this document. The delivery date and time data is
A new document is added each time the document is delivered.

In step B5, the warehouse agent delivers the delivered document to the user (delivery destination). In step B6, after using the document delivered to the user in step B5, the user again requests the warehouse company to store the document. From the user, the warehouse agent
The document re-entry request data including data indicating D, the password, the file name, and the desired delivery date and time of the document to the warehouse agent is received. The document re-stocking request data can also be received by any method (phone, facsimile, e-mail, Internet, dedicated communication line, etc.).

In step B7, the warehouse agent calls the data input screen for inputting the document re-entry request data from the information processing apparatus 1, and displays the data input screen displayed on the input unit 11 and the display unit 15. Enter the document restocking request data via. The processing unit 10 inspects the user ID and password in the input document re-stocking request data, rejects the request for document re-stocking if they are not appropriate, and ends the process. If it is proper, the process proceeds to step B8.

In step B8, the warehouse agent receives the document from the user and stores it again in the original storage location (storage location a1 of the warehouse a). After the storage is completed, the warehouse company inputs the data indicating the date and time when the document was re-stored (storage date and time data) from the information processing device 2a of the warehouse a. The processing unit of the information processing device 2a records this storage date / time data in the database 3 in association with the document identification data of this document. The storage date data is newly added every time the document is stored.

With the above processing, the warehouse company receives a request from the user to issue the document, transfers the document to the user, receives a request to store the document again, and returns the document to the original storage location. To do. The information processing devices 1, 2a to 2n are
It stores a program for realizing the above steps.

C. A process of proposing a change of the storage location to a user and dealing with a response from the user to the suggestion regarding a document of low use frequency among documents stored by a warehouse agent: FIG. In the document management system shown in, processing for proposing to the user a change in the storage location of a document that is used infrequently among the documents stored by the warehouse, and handling the response from the user to the proposal. The flowchart of is shown.

This processing is one characteristic processing of the system of the present invention. The following processing can be performed at any time for each stored document, but it is preferable to perform the processing periodically (eg, once a week).

In step C1, the warehouse agent makes a list of all the stored documents, which are related to the documents for which a predetermined period or more has passed from the date and time when the document was last issued to the current date and time. A command to be displayed on the display unit 15 is input from the input unit 11 of the information processing device 1.
In response to this input, the processing unit 10 creates a list and displays it on the display unit 15.

In the following C1a to C1j, the steps performed by the processing unit 10 of the information processing apparatus 1 to create the list will be described. C1a. From the database 3, for each document,
The user registration data of the user who requested the storage of the document, the document identification data for the document, and the storage location data are read.

C1b. The latest delivery date and time data (representing the date and time of the last delivery) included in the read document identification data is read out. C1c. Date and time data representing the current date and time is read out from the clock unit 14.

C1d. The latest delivery date and time data obtained in C1b and the date and time data representing the current date and time obtained in C1c are compared to calculate the period elapsed from the date and time when the document was last delivered to the current date and time.

In the case of a document that has never been delivered (when there is no delivery data), the period elapsed from the date and time when the document was delivered to the current date and time is calculated. C1e. The period calculated in C1d is compared with a predetermined period (for example, 365 days), and if the calculated period is not longer than the predetermined period, the data of the document is not used for creating the list (the data of the document is Not on the list). If the period is equal to or longer than the predetermined period, the process proceeds to C1f.

C1f. Based on the warehouse data of the warehouse indicated by the storage location data regarding this document and the warehouse data of other warehouses, it is checked whether or not there is a warehouse whose storage fee is lower than the warehouse that the user is currently renting.

C1g. The data in this document will not be used for listing unless there is a warehouse that has a lower storage charge than the warehouse in which this document is currently stored. If there is a warehouse whose storage fee is lower than the warehouse where this document is currently stored, proceed to C1h.

C1h. Check the usage status data (data indicating whether each storage location in the warehouse is contracted or empty) included in the warehouse data of the warehouse with the cheap storage cost found in C1g above, and the warehouse is currently empty. Check if there is a storage place for the condition. If there is currently no free storage space, the data in this document will not be used to create a list.

C1i. In the above C1h, when it is determined that there is an empty storage location in the warehouse, the storage unit 1 is temporarily used to use the data of the document for list creation.
Store in 3.

C1j. C1a above for all documents
When the processing of C1i is completed, the storage unit 13 stores, in the storage unit 13, data related to a document that has been stored for a predetermined period or more from the date and time of the last shipment to the current date and time and can be moved to a warehouse where the storage fee is low (user registration. Only data, document identification data, and storage location data) are stored in the storage unit 13. Based on this data, a list including the file name, the date and time of the last delivery, and the like for each of these documents is created and displayed on the display unit 15.

In step C2, the warehouse agent, regarding each document included in the list displayed on the display unit 15,
Create a report on storage for sending to users.
This report contains data that identifies the user (user's address, name, hospital name, etc.), document identification data (file name, hospital name, patient name, user ID, contract date, etc.), current storage location. Related data (warehouse name, storage fee, etc.) and data about warehouses that have a storage space that is cheaper than the warehouse currently rented by the user and is currently empty (warehouse address, storage charge, from warehouse) (Time required for delivery of documents to each area, auxiliary equipment, etc.)
including. Further, the report includes a message addressed to the user from the warehouse agent.

The warehouse agent inputs from the input unit 11 an instruction to create a report regarding storage of one document in the list. In C2a to C2d below, steps performed by the processing unit 10 of the information processing apparatus 1 to create a report regarding storage of one document will be described.

C2a. In response to the input from the input unit 11, the user registration data of the user who requested the storage of the document, the document identification data for the document, and the storage location data are read from the database 3 (or from the storage unit 13).

C2b. From the warehouse data recorded in the database 3, the warehouse data of warehouses other than the warehouse indicated by the storage location data obtained in the above C2a is examined, and the storage fee is lower than the warehouse currently rented by the user and is currently The warehouse data of a warehouse having an empty storage location, that is, the warehouse data of a warehouse that is a candidate for the transfer destination of a document is searched for and read.

C2c. User registration data, document identification data, and storage location data read by C2a,
And based on the warehouse data read in C2b above,
Create a report containing data that describes the current state of storage of the document.

C2d. In addition, this report includes the statement that "the document has never been issued within 12 months" and that "the storage fee can be reduced if the storage location of this document is moved to another location". Create and add a message.

Further, regarding the creation of the message in the above C2d, it is included in the user registration data, the document identification data, the storage location data, and the warehouse data.
The user's address, warehouse address, desired delivery time, delivery time required for delivery from each warehouse to the user's address, storage fee, etc. are comprehensively determined, and the warehouse that is most suitable for the user is automatically determined. It is also possible to configure the information processing apparatus 1 so as to automatically create a message that suggests that the document should be moved to the storage location.

In this case, for example, the processing section 10 first
Check the desired delivery time data in the document identification data. When the delivery time desired by the user is, for example, 5 hours, the processing unit 10 selects the delivery time data of the user from the delivery time data indicating the time required to deliver the document from the warehouse to each area in the warehouse data. The delivery time to the area to which the address belongs is checked, and the warehouse data of the warehouse whose delivery time is within 5 hours is extracted. Next, the storage charge data in the extracted warehouse data is examined, and the warehouse with the lowest storage charge (for example, warehouse c) is selected. Then, a message to the effect that "it is recommended to transfer the document from the current warehouse to the warehouse c" is created and added to the report.

The operator of the information processing apparatus 1 may be configured to select the warehouse that is most suitable for the user and create the message. In step C3, the warehouse agent outputs this report from the output unit 12 of the information processing apparatus 1, for example, a printer in the form of a printed matter, and delivers it to the user. Although the report is delivered to the user in the form of a printed matter here, the report can be delivered to the user by any method. For example, the printed matter can be sent by facsimile, or the report can be sent in the state of electronic data using e-mail, the Internet, a dedicated communication line, or the like.
Further, the operator of the information processing device 1 can verbally inform the user using a telephone while looking at the report displayed on the display unit 15.

In step C4, the user determines whether to change the storage location of the warehouse based on the information described in the report. When the change is desired, the data indicating the change and the data indicating the desired warehouse name are transmitted to the warehouse agent. In the place where the change is not desired, the data indicating that is transmitted to the warehouse company.

Upon receiving the data from the user, the warehouse agent calls the data input screen for inputting the data relating to the change of the storage location and causes the display section 15 to display the data input screen.
If the data received from the user indicates that the user does not want to change the storage location of the warehouse, then step C5
Go to.

In step C5, the warehouse operator inputs the data indicating that he / she does not want to change the data and the data indicating the date and time when the data is received into the input unit 11 and the display unit 15.
Input via the data input screen displayed in. The processing unit 10 adds the input data to the document identification data of the document. This is because when the list of step C1 is created next time, this data (data indicating that no change is desired and date and time when the data is received) is included in the list and displayed.
The warehousing company may look at the list when creating a report on storage for each document in step C2, and may not create a report for documents to which this data is added.

If the user does not want to change the storage location of the document, the process ends here. On the other hand, in step C4, if the result received from the user indicates that the user desires to change the storage location of the warehouse,
Go to step C6.

In step C6, the warehouse agent inputs data indicating that he / she wants to change and data indicating the name of the desired warehouse (desired storage location data) through the data input screen and the input unit 11. . Here, it is assumed that the document is currently stored in the storage location a1 of the warehouse a, and the user desires the warehouse c as a new storage location.
That is, the desired storage location data indicates the warehouse c.
In response to the input of the desired storage location data, the processing unit 10 accesses the database 3 and searches the warehouse data for data regarding the usage status of the warehouse c. Based on the retrieved data, the processing unit 10 displays on the display unit 15 the data indicating the empty storage place among the storage places (storage places c1 to cn, not shown) of the warehouse c.

In step C7, the warehouse agent checks the data indicating the empty storage location displayed on the display unit 15 and selects an appropriate storage location. Here storage location c
It is assumed that 1 is empty. The warehouse agent inputs data identifying the storage location c1 from the input unit 11. The processing unit 10 of the information processing device 1 transmits this data to the database 3. As a result, the data relating to the usage status of the storage location c1 of the warehouse c in the warehouse data recorded in the database 3 is rewritten from "empty" to "contracted". This allows this document for warehouse c
The storage location c1 is secured.

From the information processing apparatus 1, the warehousing company selects the warehouse a.
Data for instructing to change the storage location of this document is transmitted to the information processing device 2a installed in the storage device and the information processing device 2c (not shown) installed in the warehouse c. The instruction to change the storage location to each warehouse can also be issued using a telephone or a facsimile.

In step C8, the warehouse agent moves the document stored in the storage location a1 of the warehouse a to the storage location c1 of the warehouse c. When the storage of the document in the storage location c1 is completed, the warehouse agent calls the data input screen for recording the change of the storage location of the document from the information processing device 2c installed in the warehouse c. From this data input screen, the warehouse agent inputs the file name of this document, the data identifying the warehouse and the storage location, and the data indicating the date and time of receipt of this document into the input unit of the information processing device 2c. Input through the data input screen displayed on the display unit.

The processing section of the information processing device 2c updates the storage location data of this document recorded in the database 3 with the data for identifying the warehouse c and the storage location c1 in the input data. Other input data is recorded in association with the document identification data of this document. In addition, the processing unit of the information processing device 2c uses the storage location a1 of the warehouse a of the warehouse data recorded in the database 3.
The data on the usage status of is rewritten from "contracted" to "free".

As described above, the process of proposing to the user the change of the storage location of the document of low use frequency out of the documents stored by the warehouse company and dealing with the response from the user to the proposal is performed. Complete. Information processing devices 1, 2a-2
n stores a program for realizing the above steps.

D. A process of proposing a change of the storage location to a user and dealing with a response from the user to the suggestion regarding a document of high use frequency out of documents stored by a warehouse agent: In the process of the above C, Regarding the document of low frequency of use among the documents stored by the warehouse company, the process of proposing the change of the storage location to the user and dealing with the response from the user to the suggestion has been described. A method similar to that is applied to the process of proposing a change in the storage location of a frequently used document stored by the warehousing user to the user and handling the response from the user to the suggestion. It is also possible to apply. The processing in that case will be briefly described below.

D1. In advance, it is defined what kind of document is the “highly used document”. For example, a document that has been delivered more than a predetermined number of times during a predetermined period (for example, a document that has been delivered 10 times or more in 30 days) is defined as a document of high usage frequency.

D2. For each stored document, check the number of times the document was issued during the specified period. D3. It is determined whether or not the number of shippings exceeds a predetermined number. D4. With respect to a document for which the number of deliveries during the predetermined period exceeds the predetermined number, the storage location data of the document is obtained.

D5. From the "Delivery time required for delivery of documents from warehouse to each region" in the warehouse data indicated by the storage location data, the delivery time required for delivery of documents from the warehouse to the region to which the delivery destination belongs Read the data.

D6. The data of the delivery time required to deliver the document from the warehouse read in D5 to the delivery destination (or the area to which the user's address belongs) and the document from the warehouse to the area to which the delivery destination belongs in the warehouse data of other warehouses. The delivery time required for delivery is compared, and a warehouse that can deliver the document to the user in a shorter delivery time than the warehouse that currently stores the document is selected.

D7. The usage status (contracted or vacant state) of each storage location in the warehouse selected in D6 is checked from the warehouse data of that warehouse. D8. If the warehouse has an empty storage location, create a report containing data that describes the current state of storage of the document. This report states that "the document has been issued 10 times or more in 30 days" and "If the storage location of this document is moved to another location, convenience will be improved (delivery time shortened, etc.)" Message is added and created.

D9. Hereinafter, the same steps as the steps after the step C3 of the above C are performed. With the above, regarding the frequently used documents among the documents stored by the warehouse,
The process of proposing the change of the storage location to the user and coping with the response from the user to the suggestion is completed. The information processing devices 1, 2a to 2n store programs for implementing the above steps.

Further, of the stored documents, a document whose storage period is about to expire is processed to determine whether the storage should be continued even after the storage period has expired. This process will be briefly described below. In addition,
The method of determining the storage period is arbitrary, and for example, the warehouse company side can set such that all documents have the same period (for example, one year from the day following the contract date). In this case, for example, the information processing apparatus 1 is configured to automatically add the data indicating the last day of the storage period to the document identification data of each document. In the case of a configuration in which the user can select an arbitrary storage period, data indicating the last day of the storage period designated by the user is added to the document identification data of each document.

The warehouse company uses the information processing apparatus 1 to periodically (for example, once a week) set the last day of the storage period in the document identification data of the document entrusted by the user for each user. Examine the data shown and document that the retention period is about to expire (for example, if the end of the retention period is 3
For documents that are within 0 days), data for identifying the document and data for identifying the last day of the storage period of the document are read from the database 3 and a list recording these data is created. The warehouse agent sends this list to the user in the form of, for example, a printed matter or electronic data.

From the data recorded in the list, the user confirms that among the documents that the user has entrusted to the warehousing company, there is a document whose storage period is about to expire. If there is a document desiring to be discarded among the documents listed in this list, the user instructs the warehouse company to discard the document. The method of instructing the warehouse operator to dispose of the document is arbitrary. For example, when the warehouse agent creates a list in the form of a printed matter and sends it to the user, the warehouse agent prints on this printed matter a column for selecting documents to be discarded and a column for the user to sign, and the user The name (file name) of the document to be discarded and the user's name can be written in each column of the printed matter with a writing instrument and returned to the warehouse agent. In addition, a column for allowing the user to write a mark instructing the disposal may be provided in advance next to the column in which the data for identifying the document is described.

When the warehousing company creates a list in the form of electronic data and sends it to the user, the user displays the received list (electronic data) on, for example, a display device of a computer and inputs it through an input device. , Write the data that identifies the documents to be discarded in a list and return the list (electronic data) to the warehouse agent. Transmission and reception of this list can be performed using a communication network, for example.

The warehouse company discards the document for which the user has instructed to discard it when the storage period expires. For documents that the user has not instructed to dispose of by the last day of the storage period, the warehousing company considers that the user renews the storage contract, and the last day of the storage period of the document recorded in the database 3 The data identifying the item is updated with the data identifying the last day of the new storage period. Further, regarding the discarded document, the data indicating the usage status of the storage location where the document is stored is rewritten from "contracted" to "vacant". This is the end of the process for determining whether or not to keep the document storage. The data regarding the discarded documents and the documents for which the storage contract has been canceled is retained as a record until a predetermined period has elapsed.

The above embodiment relates to the case where the warehouse company provides the storage place for a fee, but the present invention is also applicable to a place where the storage place is not provided for a fee. In that case, data regarding storage charges should be excluded from consideration, and a storage location suitable for storing the document should be determined based on, for example, frequency of use and delivery time (delivery time of the document from the warehouse to the user). You can

Further, in the above-mentioned embodiment, the document of high frequency of use and the document of low frequency of use are taken as an example, but an appropriate frequency of use should be determined individually for each of a plurality of storage locations (warehouses). Is also possible. For example, if there are five warehouses, the first warehouse should store documents that have not been used for 180 days or more, and the second warehouse should store documents that have not been used for 60 to 180 days. , The third warehouse is 6
Documents that have been used less than 10 times in 0 days are stored, and the fourth warehouse uses 10 to 2 times in 60 days.
Documents should be stored 0 times, and the fifth warehouse should store documents used 21 times or more in 60 days. For each of the stored documents, it is checked which of the above-mentioned five types of frequency of use they belong to, and the user is suggested to move to the warehouse according to the frequency of use of the document.

In the above embodiment, the number of times of use during a predetermined period (whether the document is used within the predetermined period, how many times during the predetermined period, etc.) is used as a measure of the frequency of use. Using. However, it is also possible to use, for example, the period that has elapsed from when a document is used until the next time it is used (for example, how many days are used) as a measure of the frequency of use. is there.

[0106]

As described above, the user can get an opportunity to move a document to a storage place suitable for storing the document, depending on the frequency of use of the document. Further, by moving the document to a storage location suitable for storing the document, there is an effect that the efficiency of document management is improved.

A user who wants to reduce the cost paid for storing a document has the effect of saving the labor and time of finding a document of low frequency of use from the documents that the user has deposited with the warehouse company. This has the effect of saving the labor and time of asking the warehousing company about whether or not there is a warehouse whose storage fee is lower than that of the warehouse storing the documents, the location of the warehouse, and various conditions when renting.

Further, the user can automatically obtain the opportunity to reduce the expense paid for the storage of the document even if the user does not positively desire it. In addition, the warehouse company automatically finds a low-frequency document from the stored documents without the need for time and effort, and the storage fee is cheaper than the warehouse in which the document is stored. Since it is possible to automatically check whether or not the warehouse is vacant, it is possible to provide a service that suggests the user to move the storage location of the document. By being able to provide such a service, there is an added value that the conventional document storage service does not have, and there is an effect that it becomes easier to secure customers.

A user who demands convenience in document storage, delivery, delivery, etc. has the effect of saving the labor and time required for the user to find a document with a high frequency of use from the documents entrusted to the warehouse company. , There is an effect that it is possible to save the time and effort of asking the warehouse operator whether or not there is a warehouse that is more convenient than the warehouse storing the documents, the location of the warehouse, and various conditions when renting.

Further, there is an effect that the user can automatically obtain an opportunity to enhance the convenience of document storage, delivery, delivery, etc. even if the user does not positively desire it. In addition, the warehouse company automatically finds the frequently used documents among the stored documents without the need for time and effort, and is more convenient than the warehouse where the documents are stored. Since it is possible to automatically check whether or not the warehouse is vacant, it is possible to provide a service that suggests the user to move the storage location of the document. By being able to provide such a service, there is an added value that the conventional document storage service does not have, and there is an effect that it becomes easier to secure customers.

On the warehousing side, by using the present invention, as a result, the frequently used documents are concentrated and stored in the highly convenient warehouse, and the less frequently used documents are stored in the less convenient warehouse. Will be concentrated and stored in. As a result, it is possible to provide a more convenient document storage service for the user. Also, for the warehouse company side, there is an effect that the efficiency of document management becomes high.

[Brief description of drawings]

FIG. 1 shows the configuration of an embodiment of a document management system of the present invention.

FIG. 2 is a flowchart of operations in the document management system shown in FIG. 1 from when a warehouse company receives a document storage request from a user to when the document is stored in a storage location.

FIG. 3 is a flowchart of operations in the document management system shown in FIG. 1 from when a warehouse company receives a document delivery request from a user until the document is returned to the storage location.

FIG. 4 proposes to the user to change the storage location of a document with a low frequency of use among the documents stored by the warehouse in the document management system shown in FIG.
The flowchart of the process which responds to the response from the user with respect to the proposal is shown.

[Explanation of symbols]

1, 2a to 2n Information processing device 3 database

Claims (6)

[Claims] 1. A program for causing a computer to execute a procedure for a document storage side which stores a document from a user and stores the document, wherein (A) the storage place is empty. Recording data relating to whether the document is in a state, (B) recording data identifying a document to be stored, and (C) identifying a storage location of the document identified by the data identifying the document Recording data, (D) recording data indicating that the document was used when the document was used, and (E) recording data indicating that the document was used And (F) based on the frequency of use of the document and the data on whether the storage location is empty or not. And (G) if the storage location according to the frequency of use of the document is vacant, the use of the document is performed if the storage location of the document according to the frequency of use is vacant. A step of creating data to be sent to the user when proposing to the user to move to a storage location according to frequency; (H) referring to the data created in the step (G), The instruction received from the user who decides whether to move the storage location is an instruction to move the storage location of the document, and based on the instruction, moves the document from the current storage location to a new storage location. Updating the data identifying the storage location of the document to identify the new storage location when moved, the program causing a computer to execute a procedure. 2. The program according to claim 1, wherein
The program, wherein the data indicating that the document has been used is data indicating the date and time when the document was used, and the use frequency is the number of times the document has been used in a predetermined period. 3. The program according to claim 1 or 2, wherein the step of recording data indicating a delivery destination of the document, and the delivery of the document from the storage location to each region for each storage location. Recording delivery time data indicating time, the step (E) including a step of checking whether the frequency of use of the document is higher or lower than a predetermined frequency of use, and the step (F) includes: For a document whose usage frequency is higher than a predetermined usage frequency, a shorter time than the storage location where the document is stored based on the delivery time data and the data indicating the delivery destination of the document. In the step of (G), the document is identified as the data to be sent to the user. And a step of creating data including data relating to the storage location according to the frequency of use of the document. 4. The program according to claim 1, further comprising a step of recording storage charge data indicating a storage charge of the storage location for each storage location, the step (E) comprising: , A step of checking whether the use frequency of the document is higher or lower than a predetermined use frequency, and the step (F) includes the storage charge data for the document whose use frequency is lower than the predetermined use frequency. A step of searching for a storage location whose storage fee is lower than a storage location in which the document is stored, wherein the step (G) includes, as the data to be sent to the user, data for identifying the document; A program comprising: creating data including data relating to the storage location according to the frequency of use of the document. 5. The program according to claim 1, wherein the data created in step (G) to be sent to the user is sent to the user via a communication network, A program further comprising: receiving the instruction from the user regarding whether to move the document storage location from the user via the communication network. 6. A document management system for allowing a document storage side that stores a document from a user to store the document and proposes to the user to move the storage location of the document, wherein (A) whether the storage location is empty or not. Means for recording data regarding whether or not data is stored, (B) means for recording data for identifying a document to be stored, and (C) data for identifying a storage location of the document identified by the data for identifying the document. Means for recording, (D) means for recording, when the document is used, data indicating that the document has been used, and (E) based on the data indicating that the document has been used Means for checking the frequency of use of the document, and (F) storing the document according to the frequency of use based on the frequency of use of the document and the data on whether the storage location is empty or not. (G) moving the document to a storage location according to the frequency of use when the storage location according to the frequency of use of the document is free; Means for creating data to be sent to the user when proposing to the user, and (H) whether or not to move the storage location of the document with reference to the data created by the means (G). The determined instruction received from the user is an instruction to move the storage location of the document, and when the document is moved from the current storage location to a new storage location based on the instruction, the storage location of the document And a means for updating the data identifying the storage location to identify the new storage location.