JP2003196429A - Official document management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To manage official document information to be inherited and discarded. <P>SOLUTION: A document information storage part 110 of a document database server 10 has a folder information table (normal) 111, a receive information table (normal) 112, a drafting information table (normal) 113, a report information and table (normal) 114. A document save information storage part 120 has a folder information table (save) 121, a receive information table (save) 122, a drafting information table (save) 123, and a report information table (save) 124. A document discard information storage part 130 has a receive information table (discard) 131, a drafting information table (discard) 132, and a report information table (discard) 133. The document information is selected and browsed, a folder select screen is opened by a folder select button, and then a desired folder with a long continuation period is selected to suspend discarding. A habitual use folder is specified to inhibit transfer to the save information. <P>COPYRIGHT: (C)2003,JPO

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention manages and manages official documents such as drafts, rehabilitation documents, and receipts processed by local governments.
With regard to an official document management system for processing, in particular, it is designed to facilitate the transfer and disposal of official documents.

[0002]

BACKGROUND ART It is desired that local governments digitize and process official documents. Conventionally, official documents have been processed and stored and managed in paper media, and after the official document has been created, it is transferred to the management department at the prescribed timing such as at the end of the year.
It was supposed to be discarded due to the expiration of a predetermined storage period. For example, the retention period (retention period) is specified as 0 years (less than 1 year), 1 year, 3 years, 5 years, 10 years after creation, and the year that comes 2 years after creation. At the end, it will be transferred to a department such as the General Affairs Department. Documents that are managed by the year and have a retention period of 0 year (less than 1 year) or 1 year are basically discarded at the end of the year (the end of March) that comes after the document is created or at the end of the next year. An official document that is managed in the year and has a shelf life of three years is transferred to the management department at the end of the year that has passed two years after its creation and is then discarded at the end of the year (third year). It Other retention dates are inherited / discarded in the same manner. Documents managed in years are calculated according to the calendar, while inheritance / disposal itself is processed at the end of the fiscal year (end of March) like documents managed in years.

[0003] FIG. 1 is a diagram for explaining the processing timing by taking disposal as an example. For example, a preservation period of less than one year and an official document of year management that was created on May 10, 2001 are less than one year. It will be destroyed at the end of the first year, that is, at the end of March 2002. An archival document with a retention period of less than one year, created on May 10, 2001, expires at the end of December 2001 in terms of counting, but it is postponed for disposal as it is and the end of the next year ( It will be disposed of at the end of March 2002).

[0006] The official document of year management, which was created on January 10, 2002 and has a storage period of less than one year, is destroyed at the end of the first year, which is less than one year, that is, at the end of March 2002. Storage period 1 created on January 10, 2002
In less than a year, the calendar year management official documents have reached the end of December, which is the first to arrive in less than a year, that is, at the end of December 2002.
It will be disposed of at the end of the next fiscal year (end of March 2003).

As described above, since the official documents are intensively handed over and discarded at the end of the fiscal year, the work efficiency is extremely low, and the process according to the distinction between the year management and the calendar year management is complicated. Further, the person in charge of document management sometimes wants to use the official document himself or herself without handing over or discarding it when the department in charge takes over or discards the official document to the general affairs department or the like. Such processing was also extremely complicated.

[0006] It is preferable that the official document be converted into an electronic document and that the processing such as handing over and discarding can be performed easily and in a manner convenient for the user.

[0007]

SUMMARY OF THE INVENTION The present invention has been made in consideration of the above circumstances, and is an official document management system that enables a user to store and dispose of an electronic official document in a convenient manner. Is intended to provide.

[0008]

According to the present invention, in order to achieve the above-mentioned object, the structure as described in the claims is adopted. Here, before describing the invention in detail, the description of the claims will be supplementarily described.

[0009] That is, according to one aspect of the present invention, in order to achieve the above-mentioned object, an official document management system for converting created official document information into official document information to be saved after a lapse of a predetermined period: Means for storing a plurality of pieces of public document folder information including a period as an attribute; means for storing public document information associated with any of the pieces of public document folder information; and means for storing folder information after a lapse of a predetermined period And a means for converting the official document information into the official document information to be stored.

With this configuration, the official document information for which the storage period has elapsed can be easily converted into the stored document information.

Further, according to another aspect of the present invention, the official document management system for converting the created official document information into abandoned official document information after a lapse of a predetermined period: a plurality of official documents including a planned disposal timing as an attribute Means for storing folder information; means for storing official document information associated with any of the above-mentioned official document folder information; and means for storing official document information associated with folder information when the scheduled disposal time has arrived And means for converting into information.

In this configuration, the official document information whose discard timing has passed can be converted into discard information for management. Note that both year-managed and calendar-year managed documents are normally disposed of or handed over at the end of the year.
For example, calendar-year managed official document information may be processed at a timing different from the year-managed official document information, for example, at the end of the calendar year. The processing timing is specifically at the end of the year, but needless to say, it is not limited to this.

Further, according to still another aspect of the present invention, in the official document management system for converting the created official document information into the official document information to be saved after a predetermined period has passed: Means for storing the official document folder information; means for storing the official document information associated with any of the above-mentioned official document folder information; means for selecting the official document information; associated with the selected official document information A means for changing the existing public document folder information to the public document folder information for which conversion to the public document information to be saved is prohibited.

According to this structure, it is possible to easily convert the official document information into the stored official document information and to reserve it exceptionally by the person in charge or the department in charge.

In this structure, the official document folder information includes the discard timing information as an attribute, and the public document information associated with the folder information at the scheduled discard timing is converted into the discarded public document information. Good.

Further, the official document folder information associated with the selected official document information may be changed to another official document folder information so that the discard timing is delayed.

The present invention can be realized not only as an apparatus or system, but also as a method. Further, it goes without saying that a part of such an invention can be configured as software. Further, it goes without saying that a software product (recording medium) used for causing a computer to execute such software is also included in the technical scope of the present invention.

The above aspects of the invention and other aspects of the invention are set forth in the appended claims and will be described in more detail below using examples.

[0019]

BEST MODE FOR CARRYING OUT THE INVENTION Embodiments of the present invention will be described below.

FIG. 2 shows the entire official document management system to which the present invention is applied. In this figure, the official document management system includes a document database server 10, a client 20, and a document database backup server 3.
0, web server 40, firewall system 5
It is configured to include the external disclosure server 70 and the like.

The client 20 sends a document processing request to the document database server 10 via the web server 40 on a web basis, and drafts an official document (preparation of receipt, draft, letter of death), which will be described in detail below. In addition, the official documents are searched and browsed, and the official documents are taken over and discarded. Of course, the client 20 may use a dedicated agent program to directly send the document processing request to the document database server 10 without going through the web server 40.

The external publication server 70 holds documents that can be published externally and provides information of official documents to the outside via the Internet 80 or the like.

The document database server 10 is, for example,
It is composed of a database management system and a database, and includes a document information storage unit 110 and a document storage information storage unit 12.
0, the document destruction information storage unit 130.

After the document information storage section 110 is created,
It stores and manages the official documents (official documents that have not been taken over or discarded by the general affairs department; hereinafter also referred to as normal official documents) in the person in charge or the management section of the department in charge. ) 111, receipt information table (normal) 112, draft information table (normal) 11
3. It has a recovery letter information table (normal) 114.

The folder information table (normal) 111 is
Describes a folder that manages an official document in a unit, and has a hierarchy of large classification, middle classification, small classification, subdivision, etc., with the creation year, retention period, management classification (year / Calendar year), is set individually according to the regular division. For example, large classification 1-medium classification 2-small classification 4-fine classification 2
-FY 2001-Retention period is 0 year (less than 1 year) -Year management-There is a folder with attributes such as emergency. By associating (associating) the public document with one of such folders (folder information), the public document is treated as if it was put in the folder.

The receipt information table (normal) 112 is a table for storing a receipt-type official document, and includes a drafting information table (normal) 113 and a letter of restoration document information (normal).
Reference numeral 114 is a table for storing draft document type official documents and recovery document type official documents, respectively.

The document storage information storage unit 120 stores official documents (excluding discarded official documents.
It also stores and manages a preserved official document, and has a folder information table (save) 121, a collection information table (save) 122, a draft information table (save) 123, and a written letter information table (save) 124. ing.

The folder information table (save) 121 is
Similar to the folder information table (normal) 111, it describes a folder that manages an official document in a unit of a unit, and has a hierarchy of large classification, middle classification, small classification, fine classification, etc. Creation year, retention period, management category (year /
It is set individually according to the calendar year) and regular use (always for emergency). For example, there is a folder having attributes such as large class 1-medium class 2-small class 4-fine class 2-2001-retention period 3 years (less than 4 years) -year management-emergency. By associating (associating) the public document with one of such folders (folder information), the public document is treated as if it was put in the folder.

The document storage information storage unit 120 is also provided with a receipt information table (save) 122, a drafting information table (save) 123, and a letter of recovery information table (save) 124 according to the official document type.

The document destruction information storage unit 130 manages the discarded official documents. Document discard information storage unit 130
Is a collection information table (discard) according to the official document type 1
31, a draft information table (discard) 132, and a letter of recovery information table (discard) 133. There is no folder information for discarded documents because management for inheriting / discarding is not required.

FIG. 3 shows document information of an official document (normally, storage,
Details of discarding) and folder information (usually, saving) will be described. In FIG. 3, when the document information is created, bibliographic items as shown in the left column of FIG. 3 are written in addition to the document data. At the same time, a window for designating a folder is opened, and a folder for document information is designated, so that a large classification, a middle classification, a small classification, a fine classification, a creation year ( At the time of drafting, the current year is the default value), the retention period, and the management category (year and calendar year) information is specified.

Usually, the saved document information is associated with the corresponding folder information (usually saved). There is no folder information for discarded document information. If folder information is used for purposes other than managing inheritance / saving, folder information (discard) may be provided for discarded document information for the purpose of facilitating tracing of discarded documents, for example. Of course.

A department history storage unit 140 is provided in relation to the staff information (user information), the search unit 141 determines the current or past affiliation of the staff, and the document information is searched based on the determined affiliation. You can also do it.

Next, description will be made regarding creation, transfer and disposal of an official document.

FIG. 4 shows an example of a receipt creation screen. In this figure, bibliographic items are input and folders are selected in the area indicated by A. To select a folder, click the folder selection button (“Folder No” button) A1 to open the folder selection screen. The folder selection screen is, for example, as shown in FIG. ), 2nd guide (medium classification), 3rd guide (small classification), individual folder names (fine classification), and click the desired one.

It is possible to input the text using the text entry field B and the attached document designation field C, and to select the stored file as the attached document.

The created receipt information is stored in the receipt information table (normal) 112 of the document information storage unit 110.

FIG. 5 shows an example of the draft creation screen.
Also in this figure, bibliographic items are input and folders are selected in the area indicated by A. Folders are selected using the folder selection button A1. The prepared draft document information is stored in the draft document information table (normal) 113 of the document information storage unit 110.
Memorized in.

FIG. 6 shows an example of a screen for creating a letter of recovery. In this figure as well, the bibliographic items are input and folders are selected in the area indicated by A. In this example, there is only one folder for the letter of requisition for each year and section.
The document information of the letter of return and the folder information are automatically associated without selecting the folder. In this example, the folder selection button A1 (FIG. 5) is not used. Of course, a folder selection button may be provided so that the user can flexibly associate the document information of the letter of return with the desired folder information. The created letter of refugee information is stored in the letter of refugee note table (normal) 114 of the document information storage unit 110.

Next, the process of taking over will be described.
FIG. 7 shows a list of folders that have reached the end of the year in 2000, with more than two years (calculated by year or calendar). In this example, the storage period of 3 years is listed, but the storage period of 5 years, 10 years, etc. can also be listed. The third guide is not used in the figure.

The folder to be handed over can be searched from the information on the year and the retention period of the folder information.

In FIG. 7, the user who carries out the takeover process clicks an individual folder display to browse a list screen (FIG. 9) of document information contained in the folder, that is, linked to the corresponding folder information. Yes, and if necessary, transfer individual document information to another folder. The change of the document information folder will be described later. After that, by clicking the "execute handover" button D,
The relevant document information is moved from the document information storage unit 110 to the document storage information storage unit 120.

Next, the reservation of the takeover process performed for individual document information will be described. This is done by changing to the current folder of the document information, and to the regular folder.

FIG. 8 shows the operation of retaining the transfer process. In this figure, first, the folder list (FIG. 7) is browsed (S10). After that, a folder is selected and the list of document information (FIG. 9) included in the folder is browsed (S11, S12). After this, the document information (Fig. 1
Select (0) to browse (S13, S14) and click the folder selection button to select the folder selection screen (Fig. 1).
1) is opened (S15). After that, a desired regular folder is selected (S16), and the process ends. A common folder is one in which the common division of folder information is enabled. If the service partition is enabled, takeover processing is prohibited. It should be noted that the attribute of the document information may be directly specified and a search may be performed, and then the transfer processing may be reserved.

Next, the discarding process will be described. 12
Indicates a list of folders that have reached the end of the year in less than one year (calculated by year or calendar year) in 2000. In this example, since the storage period is 0 year, it has not yet been taken over by the general affairs department and the like, and the document management manager of each department in charge carries out the disposal.

The folder to be discarded can be searched based on the date of discard of the folder information (the scheduled date of discard, and the date of discard also includes the date of actual discard). . Of course, it is also possible to search from the information of the year and the retention period.

In FIG. 12, the user who performs the discarding process can click the individual folder display to browse the list screen of the document information included in the folder, that is, the document information linked to the corresponding folder information, and it is necessary. if there is,
Transfer individual document information to another folder. After this,
By clicking the "discard execution" button E, the corresponding document information is transferred from the document storage information storage unit 120 to the discarded document information storage unit 130.

Next, the reservation of the discarding process performed for individual document information will be described. This is done by changing to the current folder of the document information and the folder with a longer retention period.

FIG. 13 shows the operation of retaining the discard processing. In this figure, first, the list of folders is browsed (S20). After that, a folder is selected and a list of document information included in the folder is browsed (S21, S
22). After this, the document information is selected and viewed (S23, S
24) Click the folder selection button to open the folder selection screen (FIG. 11) (S25). After that, a folder having a desired long life is selected (S26), and the process ends. It is also possible to change the lifetime after performing a search by directly specifying the attribute of the document information.

Finally, the features of this embodiment will be summarized. (1) By registering and managing the official document list, body text, attached materials, and document images using a computer, the work of document management work will be reduced and streamlined. (2) A system configuration in which a document database server, a document database backup server, a WEB server, and a plurality of clients are network-connected. (3) Since the document database server has a dedicated backup server, it can be promptly restored when a failure occurs. (4) Since the document data and attached material data stored in the document database server are stored in the database in binary format, not in physical file format, the security is high. (5) Since the client uses a browser to perform processing, it is not necessary to install the document management system software on each client. (6) The registered document data includes the folder information, and it is possible to carry out the work in the same image as the paper-based official document management work. (7) Folder information includes heading information having a hierarchical structure, and management similar to paper-based official document management work is possible. (8) Since the folder name data can be output as a sticker, it is not necessary to manually write the folder name when the document is operated on a paper basis. (9) Since the folder information includes the information of the year of occurrence and the storage period, it is possible to automatically extract the target folder in the disposal processing and the transfer processing. (10) It can be excluded from the target by changing the storage folder information of the document data at the time of discarding or taking over. (11) At the above time, it is possible to output the discard list, the takeover document, and the saved document ledger. (12) The folder information / document information includes management department information, and folder management / document management for each department is possible. (13) The document information includes management department information and viewing authority information, and the reference authority of the document can be controlled. (14) The document information includes information as to whether or not the document can be published, and can be used as reference information when the document is published. (15) The folder information includes information on the number of documents in the folder, so that the number of books can be confirmed instantly. (16) The folder information / document information includes information on whether or not it is a letter of return (report of a business trip, etc.), and can be registered from the input screen dedicated to the letter of return. In addition, it can be managed independently of other draft documents. (17) The folder information / document information includes information as to whether or not a document whose storage period has expired is kept without being taken over, and it is possible to store documents whose storage period has expired. (18) The folder information / document information includes information on year management / calendar year management, and it is possible to manage coexistence of year management documents and calendar year management documents. (19) Department information included in folder information / document information
Since the staff information retains historical data, it is possible to create documents in the past organizational system even after the organizational system is changed. (20) Document information is a collection document, similar to the work of a local government.
It has a draft document and a letter of independence as independent data. (21) For receipt documents (documents sent by other municipalities, etc.),
It includes information on the necessity of drafting a draft document reflecting the receipt document and its deadline information, and the client can easily confirm the necessity / non-necessity of drafting document creation and the expiration date. (22) The document information has a normal document, a stored document, and a discarded document as independent data for each of the receipt / draft / recall document. This shortens the database access time for each function and contributes to the reduction of the waiting time when the system is used. (23) The folder information has a normal folder and a save folder as independent data. This shortens the database access time for each function and contributes to the reduction of the waiting time when the system is used. (24) The save folder information includes save box information,
It is possible to link data in the storage box, folders and documents. (25) Since the stored document information includes the microfilm information, data linkage between the microfilm and the document information is possible. (26) Since the saved document information includes the saved document image information, data cooperation between the saved document image and the document information is possible. (27) Since it is possible to change a discarded document to a normal document or a stored document, it is possible to recover a document that has been erroneously discarded. (28) At the time of logging in to the system from the client, the login ID and password are requested and the authentication is confirmed in the system. In each function, the login ID and the department to which the user belongs are automatically determined based on the login ID, and are automatically set in the input fields. (29) It is possible to search by using various information of a document as search conditions. Further, it is possible to register a new document based on a document created in the past from the search result. (30) It is possible to search for a document using any character in the document body information as a search condition. Further, it is possible to register a new document based on a document created in the past from the search result. (31) C of department data, staff data, folder data
SV (comma separated value) input / output is possible. This facilitates data linkage with external personnel and payroll systems, etc., and makes it possible to import data created and modified with spreadsheet software. (32) CSV output of various master data other than the above is possible.

This is the end of the description of the embodiment. It should be noted that the present invention is not limited to the above-described embodiments, and various modifications can be made without departing from the spirit of the invention. For example,
In the above-mentioned embodiment, the storage period, the disposal timing, the regular division management, etc. are managed using the folder information, but the term is not limited to them, and label information, box information, etc. may be used. In addition, retention period, disposal timing,
Of course, it is possible to manage succession and discard by using the retention period, the discard timing, the regular division, etc. as the attribute of the document information, instead of managing the distinction of the regular division as the attribute of the folder information.

[0052]

As described above, according to the present invention, it is possible to easily carry out the handing over process and the discarding process of digitized official document information.

[Brief description of drawings]

FIG. 1 is a diagram illustrating disposal management of an official document.

FIG. 2 is a diagram showing, as a whole, an official document management system according to an embodiment of the present invention.

FIG. 3 is a diagram illustrating document information and folder information of the official document management system of the above-described embodiment.

FIG. 4 is a diagram illustrating a receipt receipt information creation screen (halftone image displayed on the display) in the above-described embodiment.

FIG. 5 is a diagram illustrating a draft creation information creation screen (halftone image displayed on the display) of the above-described embodiment.

FIG. 6 is a diagram illustrating a creation and creation screen (halftone image displayed on the display) of the letter of resume writing in the above-described embodiment.

FIG. 7 is a diagram illustrating an example of a handover processing screen (halftone image displayed on a display) of the above-described embodiment.

FIG. 8 is a flowchart for explaining a flow of reservation of the transfer process of the above-described embodiment.

FIG. 9 is a diagram illustrating an example of a document information list screen (halftone image displayed on a display) of the above-described embodiment.

FIG. 10 is a diagram illustrating an example of a document information browsing screen (halftone image displayed on a display) of the above-described embodiment.

FIG. 11 is a diagram illustrating an example of a folder selection screen of the above-described embodiment.

FIG. 12 is a diagram illustrating an example of the discard processing screen (halftone image displayed on the display) of the above-described embodiment.

FIG. 13 is a flowchart illustrating a flow of a discarding process takeover process of the above-described embodiment.

[Explanation of symbols]

10 Document database server 20 clients 30 Document database backup server 40 web server 50, 60 firewall system 70 External Publishing Server 80 Internet 110 document information storage unit 120 document storage information storage unit 130 Discarded Document Information Storage Unit 130 Document Disposal Information Storage Unit 140 Department History Storage 141 Search Department

Continued front page    (72) Inventor Yoshitaka Kuroda             1-19-1 Sakashita, Itabashi-ku, Tokyo Fujize             Within Rocks System Service Co., Ltd. F-term (reference) 5B009 SA07                 5B082 CA14 EA01 EA07

Claims (9)

[Claims] 1. A public document management system for converting created public document information into public document information to be stored after a predetermined period has elapsed, means for storing a plurality of public document folder information including a retention period as an attribute, A means for storing the official document information associated with any of the official document folder information, and a means for converting the official document information associated with the folder information after a lapse of a predetermined period into the official document information to be saved. An official document management system characterized by having. 2. A public document management system for converting created public document information into discarded public document information after a lapse of a predetermined period, means for storing a plurality of public document folder information including a planned discard timing as an attribute, And a means for storing the official document information associated with any of the document folder information, and a means for converting the official document information associated with the folder information at the scheduled disposal time into the discarded official document information. A characteristic official document management system. 3. An official document management system for converting the created official document information into official document information to be saved after a lapse of a predetermined period, means for storing a plurality of official document folder information including a retention period as an attribute, A means for storing the official document information associated with any of the official document folder information, a means for selecting the official document information, and an official document to be saved as the official document folder information with which the selected official document information is associated. An official document management system having means for changing to public document folder information for which conversion into information is prohibited. 4. The public document folder information according to claim 3, wherein the public document folder information includes the discard timing information as an attribute, and the public document information associated with the folder information at the scheduled discard timing is converted into the discard public document information. Document management device. 5. The official document management system according to claim 4, wherein the official document folder information associated with the selected official document information is changed to another official document folder information to delay the disposal timing. 6. An official document management system for converting created official document information into official document information to be stored after a lapse of a predetermined period, means for selecting the official document information, and the selected official document information with respect to the official document information. Means for adding a predetermined display for preventing information from being converted into the public document information to be stored, and not converting the public document information added with the predetermined display to the public document information to be stored An official document management system characterized by that. 7. An official document management system for converting created official document information into disposal information after a period allotted to the official document information, a means for selecting the official document information, and a method for selecting the official document information. A means for allocating a predetermined display so as not to be discarded even after a lapse of a period, and a delay in converting the official document information to which the predetermined display is allocated into the disposal information based on the predetermined display allocated. And official document management system. 8. A means for storing official document information in an official document management system for converting official document information into a document to be saved or conversion into disposal information on an annual and yearly basis, and included in the above official document information. , A public document management system having means for converting the above-mentioned public document information into a document to be stored or into a disposal information based on information indicating whether to manage in year unit or yearly unit . 9. An official document storage unit for storing official document information including, as an attribute, belonging information about a department to which a user, such as an owner at the time of creation, belongs, and a department history storage unit to store history of a department to which the user belongs. And a means for retrieving a past department of the user by the department history storage means, and searching for public document information related to the current or past department of the user from the public document storage means. And official document management system.