JP2003223436A - Document management device and document management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document management device for managing the bibliography information of document types used in the classification of documents. <P>SOLUTION: The document management device has on a server a cabinet capable of registering and managing bibliography information. A document copy registered in the cabinet is checked to see if it is a document copy from another cabinet or a document copy from another server; the type of document to which the document copy belongs is registered along with the cabinet from which the document copy originated and the document copy coming from the server. <P>COPYRIGHT: (C)2003,JPO

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document management device and a document management system that holds document types in cabinet units.

[0002]

2. Description of the Related Art Conventionally, a document managed by a document management system has bibliographic information for managing the document. The document management system classifies and manages the documents according to the bibliographic information. For example, a document belonging to the category of bibliographic information has information such as “invoice number”, “invoice destination”, “amount”, and “use” as the bibliographic information, and a document belonging to the category of plan document is “planned” as the bibliographic information. It has information such as "Document number", "Product type", and "Planner".

[0003]

In a document management system, it is general to hold such document type information in cabinet units. However, if the same document type information does not exist when the document type is stored in cabinet units, when documents outside the cabinet are copied, or when documents stored in other document management servers are copied, each document The bibliographic information held in the type information may be truncated or forcibly assigned as other bibliographic information.

This is because the document management system manages a document by setting properties, so that different servers or cabinets have different IDs for managing the document. Therefore, even documents having the same content are identified as different documents, and the same document type information does not exist.

The present invention has been made in view of the above circumstances, and an object thereof is to provide a document management apparatus and a document management system for managing document type information used for classifying documents.

[0006]

In order to achieve the above object, the invention according to claim 1 makes a document having common bibliographic information of documents the same document type, and documents of the same document type together with the bibliographic information are cabineted. A document management device for registering and managing the document in a cabinet, and a document registration identifying means for identifying whether the document registered in the cabinet is a document stored in another cabinet or a document stored in another server. A document type registration unit that acquires the bibliographic information of the document from the cabinet or server of the copy source and registers it together with the document when the document registration identification unit determines that the document is held in another cabinet or server. It is characterized by having.

According to a second aspect of the present invention, in the first aspect of the invention, the document type registration means is common to each document type when the document to be registered in the cabinet is a document from another cabinet or another server. The feature is that bibliographic information other than bibliographic information is registered.

The invention according to claim 3 is the invention according to claim 1 or 2.
A document management system comprising a described document management device and a document type management server for storing bibliographic information of a document registered in the document management device, wherein the document management device is configured to detect when a document is registered in the document management device. In addition, the document type management server further includes a registration unit that registers the bibliographic information of the document.

According to a fourth aspect of the invention, in the third aspect of the invention, when the document management apparatus copies a document stored in another cabinet or another server to a cabinet, the document type of the document. Check means, an inquiry means for inquiring whether the document type bibliographic information checked by the checking means exists in the document type management server, and the document type bibliographic information inquired by the inquiry means does not exist in the document type management server. And a notification means for notifying the client to that effect.

[0010]

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS Next, embodiments of the present invention will be described in detail with reference to the accompanying drawings. FIG. 1 is a diagram showing a configuration example of a PC that performs document management according to the present invention. The PC that manages documents includes a CPU 1, a display device 2, a storage device 3, a system memory 4, an image memory 5, an input device 6, and a document type control unit 7. This PC is connected to a server (not shown) via a network.

The CPU 1 is a processing device that executes a document management program that realizes this system. Display device 2
Displays the image stored in the image memory 5 or the read image. The storage device 3 stores a document management program, registered document data, attribute information, and the like. A large-capacity hard magnetic storage device or the like is used for this device. A program of this system is loaded into the system memory 4 as needed. The image memory 5 stores image data. The input device 6 gives instructions such as registration. As this device, an input device (including a pointing device) such as a keyboard for the user of the system to specify a document name and to answer an inquiry from the system is used. The document type control unit 7 checks the document type and registers the document type.

The operation of copying the document 1 from the cabinet A to the cabinet B of the document management system (server X) will be described with reference to FIGS. 2 and 3. Server X
Has a cabinet A and a cabinet B, and the server Y has a cabinet C. As shown in FIG. 2, the document 1 is classified into the document type 1, and the cabinet A
The document type 1 is registered in and the document type 2 is registered in the cabinet B. Further, the document type 3 is registered in the cabinet C of the other document management server Y.

From this state, when the document 1 in the cabinet A is copied to the cabinet B in the same server as shown in FIG. 3, the document 1 is copied to the cabinet B and at the same time the document type 1 is also copied.

The above processing will be described with reference to the flowchart shown in FIG. First, when the document copy operation is started (step S1), the document data is copied (step S2). Next, it is determined whether the document copied in step S2 is from outside the cabinet (step S3), and if it is determined that the document is from outside the cabinet (step S3 / YES), the document copied in step S2. Copy the document type to which the belongs to the cabinet to be copied (step S
4) Then, the document copy process is terminated (step S5).

As described above, in the present embodiment, when copying a document from outside the cabinet, the document type information is copied together with the document into the copy destination cabinet, so that the cabinet or server that originally held the document Documents can be managed in the copy destination cabinet in the same state as.

Next, a second embodiment will be described. In this embodiment, the bibliographic information forming the document type information is a basic item common to all document types. The document type may or may not include this elementary item. In FIG. 5, the basic items include a document number, a creator, a registration date, and an update date. Document type 1
Includes a basic item, and further has “manufacturer” and “price” as additional bibliographic information. The document type 2 includes only basic items, the document type 3 includes basic items, and has “theme number” and “theme reader” as other bibliographic information.

Under this premise, document 1 of cabinet A
Is copied to the cabinet B, all the data of the document 1 is copied to the cabinet B for the document data, but only the difference items other than the basic items of the document type 1 are copied to the cabinet B for the document type. The document type 1 is held with the contents of basic item + additional information (see FIG. 6).

Further, as shown in FIG. 6, for each basic item, each cabinet has one entity, and the document type that uses it has only the link information to the basic item and does not hold the entity.

The above processing will be described with reference to the flowchart shown in FIG. First, when copying of a document is started (step S10), it is determined whether or not the document type information includes an elementary item (step S1).
1) If the basic items are included (step S1)
1 / YES), and the bibliographic information other than the basic items included in the document type information of the copied document is copied (step S1).
2) The process of document copy is completed (step S1).
3). If the basic item is not included (step S11 / NO), all the bibliographic information included in the document type information of the copied document is copied (step S1).
4), the document copy process ends (step S1)
3).

As described above, in the present embodiment, it is determined whether or not the document type includes the basic item, and if the document type includes the basic item, the basic item included in the document type to which the original document belongs. The bibliographic information common to the document type is shared and managed by copying the bibliographic information other than. When copying a document from another cabinet or another server, the document type to which the document belongs is also copied at the same time, which means that the same document type is managed between cabinets and servers, and management becomes complicated. At the same time, it is possible to solve the problem that the storage capacity is wasted.

Next, a third embodiment will be described. In this embodiment, a document type management server is provided separately from the document management server, and all document type information is centrally managed by the document type management server. FIG. 8 shows an example of a case similar to the first and second embodiments. Only the document 1 exists in the cabinet A of the server X, and the document has only the information that the document type is the document type 1. Similarly, only the document 2 exists in the cabinet B of the server X, and only the document 3 exists in the cabinet C of the server Y.

The document type management server is a document type 1,
When the document type information of the document types 2 and 3 is held and the document management server wants the document type information, the detailed information can be obtained by inquiring the document type management server each time.

For example, when a document type registration is requested of the document management server, the information is registered from the document management server to the document type management server. When a document is copied from another cabinet, the document management server checks the document type of the copy source document, queries the document type management server for the existence of that document type, and confirms that it exists. Complete document copy. If the document type does not exist, an error will occur and the document copy will not succeed.

The above processing will be described with reference to the flowchart shown in FIG. For the document management server,
When the document type registration is requested (step S2
0), the information is registered in the document type management server from the document management server (step S21).

First, when the copying of the document is started (step S22), the document data is copied (step S2).
3). Next, the document type is checked with the document type management server (step S24), and it is determined whether the document type exists in the document type management server (step S25). If the document type exists in the document type management server (step S25 / YES), the document copy process is terminated (step S26). If the document type does not exist in the document type management server (step S25 /
If NO, an error occurs and the process ends (step S2).
7).

The error caused by the above processing is basically an error because the document type to which the document belongs is registered in the document type management server when the document is copied from another cabinet or another server. However, there is a possibility that it will not be registered in the document type management server due to a problem between systems. Therefore, if the document type does not exist in the document type management server, the user can be notified and the main point is instantly notified. It is provided for confirmation.

As described above, in this embodiment, when the document type registration is requested to the document management server,
By registering the information from the document management server to the document type management server, it is possible to manage the document types in a unified manner. If the document type does not exist in the document type management server, an error occurs and the processing is terminated, so that the user can instantly confirm the purport thereof.

The above-described embodiment shows an example of a preferred embodiment of the present invention, and the present invention is not limited to this, and various modifications may be made without departing from the spirit of the invention. Is possible.

[0029]

As is apparent from the above description, according to the present invention, when a document is registered by a document copy from outside the cabinet or a document copy from another server,
Since the document type to which the copy source document belongs is also copied at the same time as the document, the document including the document type can be copied in the same state as the copy source without loss of information.

Further, according to the present invention, the portion corresponding to the basic item of the document type is assigned to the corresponding item of the existing document type, and the document type is copied with respect to the bibliographic information other than the basic item corresponding to the difference, thereby making the document type common. The bibliographic information can be shared and managed, and only the difference portion can be individually managed, so the storage capacity can be small.

Further, according to the present invention, the document type management server is provided for the document management system, and when the document type is registered in each document management system, the information is transmitted to the document type management server to notify the document type. Since it is possible to perform centralized management, the document type does not exist even when the document is copied from another cabinet or another server, the document type can be easily managed, and the storage capacity can be minimized.

Further, according to the present invention, the user instantly confirms the management process by inquiring whether the document type exists in the document type management server and notifying the client that the inquired document type does not exist. be able to.

[Brief description of drawings]

FIG. 1 is a diagram showing a configuration example of a document type management system according to the present invention.

FIG. 2 is a first diagram showing an example of copying a document 1 from a cabinet A to a cabinet B of a document management system (server X).

FIG. 3 is a second diagram showing an example of copying document 1 from cabinet A to cabinet B of the document management system (server X).

FIG. 4 is a flowchart showing an operation process of the first embodiment.

FIG. 5 is a diagram illustrating a configuration example of a document type.

FIG. 6 is a third diagram showing an example of copying document 1 from cabinet A to cabinet B of the document management system.

FIG. 7 is a flowchart showing the operation processing of the second embodiment.

FIG. 8 is a fourth diagram showing an example of copying document 1 from cabinet A to cabinet B of the document management system.

FIG. 9 is a flowchart showing an operation processing example of the third embodiment.

[Explanation of symbols]

1 CPU 2 display 3 storage devices 4 system memory 5 image memory 6 Input device 7 Document type controller

Claims (4)

[Claims] 1. A document management apparatus for registering documents having common bibliographic information of documents as the same document type, and registering and managing documents of the same document type in a cabinet together with the bibliographic information, which is registered in the cabinet. Document registration identification means for identifying whether the document is a document stored in another cabinet or a document stored in another server, and a document stored in another cabinet or server by the document registration identification means. A document management device comprising: a document type registration unit that acquires bibliographic information of a document from a copy source cabinet or server and registers it together with the document when it is determined that the document exists. 2. The document type registration means, when the document to be registered in the cabinet is a document from another cabinet or another server, registers the bibliographic information other than the bibliographic information common to each document type. The document management device according to claim 1. 3. A document management system comprising the document management apparatus according to claim 1 and a document type management server storing bibliographic information of a document registered in the document management apparatus, wherein the document management apparatus is A document management system, comprising registration means for registering the bibliographic information of the document in the document type management server when the document is registered in the document management device. 4. The document management apparatus, when a document stored in another cabinet or another server is copied to the cabinet, an inspecting unit that inspects a document type of the document, and an inspecting unit that inspects the document type of the document. Inquiry means for inquiring whether the document type bibliographic information exists in the document type management server, and notifying means for notifying the client that the document type bibliographic information inquired by the inquiry means does not exist in the document type management server. The document management system according to claim 3, further comprising: