JP2003296164A - Document management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To realize a function capable of performing a document storage in line with an administrative document management rule in a system capable of freely performing the document storage. <P>SOLUTION: Documents are roughly divided into two kinds of administrative document and general document. When forming a document, either one of them is selected as a document type and assigned to the document. Holders are similarly roughly divided to information disclosure holder and general holder. Property items of the information disclosure holder are partially linked while having the same item as property information of administrative documents under it, so that only administrative documents can be stored under the information disclosure holder, and different administrative documents cannot be stored therein. Accordingly, administrative documents and general documents can be stored under the information disclosure holder and the general holder, respectively. <P>COPYRIGHT: (C)2004,JPO

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a system for storing and managing electronic data documents while reproducing a hierarchical structure composed of storage areas called folders. The present invention relates to a document management system suitable for managing administrative documents that occur in the business of government agencies.

[0002]

2. Description of the Related Art With the enactment of the Information Disclosure Law, government agencies are obliged to disclose certain information in response to requests from the private sector. Also, as part of the IT policy, the government office work is being made online, and is being made online in terms of application work, information disclosure work, and collaboration with other government offices. In order to deal with this, it became necessary to convert the documents handled by the government office business into electronic data, but if each government office operates under its own management rules, the compatibility in online collaboration will be impaired and the information provided by information disclosure will also be unified. As a result, the management of administrative documents generated by government office work is subject to uniform regulations established by the Ministry of Internal Affairs and Communications.

When an administrative document is electronically managed in such a background, document management becomes disorderly in a system in which a user can freely create a document storage folder, and management according to a document management regulation cannot be performed. Further, the information for information disclosure needs to be set not for each document but for a group of a plurality of similar documents.

Due to such restrictions, the conventional administrative document management system for public offices must be a system dedicated to administrative documents in which the document storage location and information disclosure item setting are standardized in advance. However, the documents that are generated in the business of government offices are not limited to the above-mentioned administrative documents, but there are also documents that do not need to comply with the document management regulations, such as office processing documents, internal processing documents, and staff personal documents. Can't be managed. As a result, administrative documents and other documents were managed by different systems.

In order to improve the efficiency of document management, it is desirable to integrally manage administrative documents and other documents in the same environment (same system). In order to realize this, depending on the type of document, a part that can store documents freely,
It is necessary that the parts that can store the documents according to the document management rules coexist.

Conventionally, as a method of creating a document storage location based on a certain rule, for example, Japanese Patent Laid-Open No. 2001-34
There is one disclosed in Japanese Patent No. 516. This provides a method for preventing disorder of the document storage folder.
That is, in the document management system having a plurality of folders having a hierarchical structure in which the folder name of each layer is traced and connected from the highest layer to the lowest layer, the folder name of the created / registered folder is stored in the database, When creating a new folder, the folder name of the folder to be created is compared with that of the database, and a message is output if the same or similar folder name exists. This prevents folders with similar names from collapsing.

[0007]

However, this Japanese Unexamined Patent Application Publication No.
The technique described in the publication 01-34516 can prevent folders with similar names from being scattered, but cannot store a document in accordance with the document management regulations.

An object of the present invention is to realize a function capable of discriminating the type of a document and storing the document in accordance with the administrative document management regulations etc. in a system capable of freely storing the document. , To provide a document management system capable of integrally managing administrative documents and other ordinary documents.

[0009]

[Means for Solving the Problems] In order to achieve the above object, a document is classified into a specific document (administrative document) and an ordinary document.
When creating a document, select one of the above as the document type and assign it to the document. In the case of a normal document, it can be stored without being aware of the folder hierarchical structure, and information management for information disclosure becomes unnecessary. In the case of an administrative document, items required as an administrative document are set in the property information of the document. Similarly, folders are roughly classified into a specific document folder (which is an information disclosure folder) and a normal document folder (which is a normal folder). The most recent upper-level folder of the administrative document is a specific public folder, which is a unit of information disclosure. Therefore, necessary items are set in the property information of the folder as information for information disclosure. Some of the property items of the information disclosure folder have the same items as the property information of the administrative document below and are linked. As a result, only administrative documents can be stored under the information disclosure folder,
And different administrative documents cannot be stored. In this way, administrative documents can be stored under the information disclosure folder and ordinary documents can be stored under the ordinary folder.

[0010]

BEST MODE FOR CARRYING OUT THE INVENTION An embodiment for carrying out the present invention will be specifically described below with reference to the drawings. Here, it is assumed that the government office integrates administrative documents and ordinary documents in the same environment.

FIG. 1 shows the overall configuration of an embodiment of an administrative document management system according to the present invention. In FIG. 1, 10 is a central processing unit (CPU) that controls the entire system and performs desired processing, 20 is a terminal device installed in each department, and 30
Is a communication control device connected to a terminal of a general user through a network such as the Internet, 40 is a folder / document management database for managing properties and attributes of folders and document files described later, and 50 is a document entity. Document entity database, 60 is a LAN connecting each device
Is. Here, the CPU 10 includes a folder creation processing unit 11, a folder name correction processing unit 12, a document creation processing unit 13 and the like as a configuration related to the present invention. CP
The U10 also has a document search function and the like, but is omitted in FIG.

FIG. 2 is a diagram showing an example of a hierarchical structure of document management in this administrative document management system. Documents are roughly classified into two types: administrative documents that are specific documents and ordinary documents. Similarly, the document folder is roughly divided into an information disclosure folder of a specific document folder that stores an administrative document (administrative document file) and a normal document folder that stores a normal document (normal document file). Here, the normal document folder and other folders (year name folder, department name folder, etc.) other than the information disclosure folder are normal folders.

In the public offices, documents are generally managed on a year-by-year basis, so the highest folder in the hierarchical structure is on a year-by-year basis. Below that, folders of departments of each government office are in the nth layer. Then, the lowest folder becomes an information disclosure folder which is a unit of information disclosure, and stores each administrative document (administrative document file). On the other hand, in the case of a normal document, it is not necessary to be aware of a hierarchy like an administrative document, and a normal folder is arbitrarily set to store a desired normal document (normal document file).

Here, the information disclosure folder holds information for information disclosure. FIG. 3 shows an example of information for information disclosure date. Although there are differences in the names of items, etc., depending on the government agencies, the disclosure of administrative documents is subject to such uniform regulations. Set this information in the property information of the information disclosure folder. Some of the items of property information of this information disclosure folder (for example, document classification, etc.) have the same items as the property information of the administrative document thereunder, and are linked. As a result, only administrative documents can be stored under the information disclosure folder, and different administrative documents cannot be stored in a certain information disclosure folder.

FIG. 4 shows a folder / document management database 4
An example of the configuration of information managed by 0 is shown. The folder / document management database 40 manages property information and attribute information of each folder and each document file. FIG. 4A shows folder management information, which includes a folder name, property information, attribute information, and the like. The property information is detailed information of the folder, and in the case of the public information folder, the property information includes the information for information disclosure shown in FIG. The attribute information includes hierarchical path information, folder type (information disclosure folder, normal folder, etc.). FIG. 4B shows management information of a document file, which is composed of a document name, property information, attribute information and the like. The property information is detailed information of the document file, and in the case of an administrative document, the property information includes a part of the information disclosure information (document classification, administrative document file name, etc.) in FIG. Attribute information is file format, hierarchical path information,
The document type (administrative document, normal document, etc.), availability of disclosure, and the like. It should be noted that the availability of disclosure is set in the case of an administrative document, and in the case of a normal document, it is not subject to disclosure from the beginning, so it is set to “NULL”, for example.

Next, the processes of the folder creation processing unit 11, the folder name correction processing unit 12, and the document creation processing unit 13 in the CPU 10 of FIG. 1 will be described.

FIG. 5 is a processing flowchart of the folder creation processing section 11. Here, it is assumed that the hierarchical structure as shown in FIG. 2 is displayed on the terminal device 20. When creating a folder, the user designates a desired portion of the hierarchical structure displayed on the terminal device 20 with a mouse or the like, and selects and sets a folder type of either "information disclosure folder" or "normal folder" ( Step 101). The folder creation processing unit 11 determines the set folder type (step 102), and in the case of an information disclosure folder, determines whether or not a higher-level folder exists based on the information (path information) in the folder / document management database 40. (Step 1
03). If there is no higher-level folder, the folder you are trying to create will be the top-level folder, but the information disclosure folder requires an ordinary folder with a year name such as "yyyy" at the top of the path, so an error message is output. Then, the folder creation process is completed (step 104).
If there is a higher-level folder in step 103, the folder type of the higher-level folder is determined from the information in the folder / document management database 40 (step 105). When the folder type is the information disclosure folder, a folder cannot be created under the information disclosure folder (only the lowest folder in the path can be the information disclosure folder). Therefore, the same error message is output and the folder creation process ends. (Step 106).

When it is determined in step 105 that the folder type is a normal folder, it is determined from the information (path information) in the folder / document management database 40 whether or not it is the top folder (step 107). If it is not the highest-level folder, the path information of the folder / document management database 40 is followed to search for the highest-level folder (step 1
08). Then, the name of the highest-level folder of that path is referred to (step 109). If the name does not represent a year name such as “yyyy year”, it does not apply to the hierarchy of administrative document management and an error message is output and the folder creation processing ends (step 110).

In step 109, the folder name is "yyy".
In the case of a year name such as “y year”, the folder you are trying to create is in the administrative document management hierarchy and is consistent, so a new folder is set to the prescribed hierarchy of the hierarchical structure of the folder / document management database. The corresponding folder management information is registered in 40 (step 111), and the folder creation process is terminated. Here, the user inputs the folder name and property information (information in FIG. 3). As for the attribute information, the system automatically sets the path information and the information disclosure folder selected in step 101 is set as the folder type.

On the other hand, when the folder type is determined to be a normal folder in step 102, the folder creation processing unit 11
Determines whether or not there is a higher-level folder from the information (path information) in the folder / document management database 40 (step 112). If there is no upper-level folder, it means that the folders are matched with each other, so that the folder is newly set to a predetermined hierarchy in the hierarchical structure and the corresponding folder management information is registered in the folder / document management database 40 (step 111). The folder creation process ends. In this case as well, the user inputs the folder name and the property information.

If an upper folder exists in step 112, the folder type of the upper folder is determined (step 113). When the folder type of the higher-level folder is the information disclosure folder, it is the administrative document management hierarchy that is trying to create the folder, and the information disclosure folder already exists. Since there cannot be multiple information disclosure folders in the hierarchy traced from the bottom up, an error message is output and the folder creation processing ends (step 11).
4). If the folder type is the normal folder in step 113, the consistency is ensured, so that the folder is newly set to the predetermined hierarchy of the hierarchical structure, and the corresponding folder management information is registered in the folder / document management database 40 ( Step 111) ends the folder creation process.

FIG. 6 is a processing flowchart of the folder name correction processing unit 12. Here again, it is assumed that the hierarchical structure as shown in FIG. 2 is displayed on the terminal device 20.

When correcting the folder name, the user selects the corresponding folder in the hierarchical structure displayed on the display device 30 and selects the folder name correction. The folder name correction processing unit name 12 determines whether or not the correction target folder is the top-level folder based on the information (path information) in the folder / document management database 40 (step 201). If it is not the top-level folder, it is possible to correct the folder name because the consistency will not be lost due to the modification. When the user inputs the folder name (step 210), the folder name in the corresponding folder management information in the folder / document database 40 is changed (step 211),
The folder name correction process ends. As a result, the name of the folder having the hierarchical structure displayed on the terminal device 20 is changed to the corrected name. If the correction target folder is the top-level folder in step 201, the name of the correction target folder is changed to the folder / document management database 40.
Refer to the corresponding folder management information of (step 20).
2). If the name of the correction target folder is not a year name such as “yyyy year”, the folder name can be corrected because it is not in the hierarchy of administrative document management. When the user inputs the folder name (step 210), the folder name in the corresponding folder management information in the folder / document management database 40 is changed (step 211), and the folder name correction process is terminated. If the folder name is a year name such as “yyyy year” in step 202, it is determined from the information (path information) of the folder / document management database 40 whether or not a lower folder exists (step 203). If the subordinate folder does not exist, the folder name can be corrected because it is not in the administrative document management hierarchy. Also in this case, when the user inputs the folder name (step 210), the folder name in the corresponding folder management information in the folder / document management database 40 is changed (step 21).
1), the folder name correction process ends.

If it is determined in step 203 that a subordinate folder exists, it is determined from the corresponding folder management information in the folder / document management database 40 whether the folder is the lowest folder (step 204). If it is not the lowest folder, the lowest folder is searched from the information (path information) in the folder / document management database 40 (step 205). Then, the folder type of the lowest folder is referenced from the corresponding folder management information in the folder / document management database 40 (step 206). If the folder type of the lowest folder is a normal folder, the folder name can be corrected because it is not in the hierarchy of administrative document management. When the user inputs the folder name (step 21
0), change the folder name in the corresponding folder management information in the folder / document management database 40 (step 2).
11) and the folder name correction process is terminated.

On the other hand, when the folder type of the lowest folder is the information disclosure folder in step 206, when the user inputs the correction name (step 207), whether the input folder name (correction name) is a name representing the year The determination is made (step 208). If the corrected name does not represent the year, the name of the top-level folder in the administrative document management hierarchy does not represent the year and the consistency cannot be maintained. Therefore, an error message is output and the folder name correction process ends (step). 209). If the folder name input in step 207 represents the year, the folder name can be corrected because the administrative document management hierarchy is consistent. In this case, the folder name in the corresponding folder management information in the folder / document management database 40 is changed according to the input folder name (step 211), and the folder name correction process ends.

The folder name correction process is effective, for example, when the hierarchical structure of a certain year is changed to the name of the highest-order folder and is copied as it is to the hierarchical structure of another year. .

FIG. 7 is a processing flowchart of the document creation processing unit 13. Also in this case, it is assumed that the hierarchical structure as shown in FIG. 2 is displayed on the terminal device 20. When creating a document, the user specifies a desired portion of the hierarchical structure displayed on the terminal device 20 with a mouse and selects and sets a document type of either "administrative document" or "normal document" (step 301). The document creation processing unit 13 determines the set document type (step 302), and in the case of a normal document, the user creates a document (step 307),
When the document name, property information, etc. are input, the document entity is stored in the document entity database 50, the corresponding document file management information is registered in the folder / document management database 40, and the document creation process is terminated. In this case, the normal document file is displayed under the predetermined normal folder having the hierarchical structure displayed on the terminal device 20.

When the document type is the administrative document in step 302, it is determined from the information (path information) in the folder / document management database 40 whether a folder exists in the upper level (step 303). If there is no upper-level folder, the administrative document is stored only under the information disclosure folder, so the consistency cannot be achieved, so an error message is output and the document creation process is terminated (step 304). If a higher-level folder exists in step 303, the folder type of the higher-level folder is determined from the corresponding folder management information in the folder / document management database 40 (step 3
05). When the folder type of the upper-level folder is a normal folder, the administrative document is stored only under the information disclosure folder, and therefore there is no consistency. Therefore, an error message is similarly output and the document creation process ends (step 30).
6).

In step 305, when the folder type of the upper folder is the information disclosure folder, the administrative document management can be consistent, so the user creates a document (step 30
7) When the document name, the availability of disclosure, etc. are entered, the document entity is stored in the document entity database 50, the corresponding document management information is registered in the folder / document management database 40,
The document creation process ends. In this case, as the property information, a part of the property information (FIG. 3) of the upper information disclosure folder is set as described later. Further, the document file is displayed under the information disclosure folder of the predetermined lowest layer of the hierarchical structure displayed on the terminal device 20.

Although not described here, similarly, the folder creation processing unit 11 also moves and deletes folders, and the document processing unit 13 also corrects and deletes document files. It is also possible.

Next, FIG. 8 shows a link between the information disclosure folder and the administrative document. As described above with reference to FIG. 4, the information disclosure folder has information for information disclosure defined in the administrative document management rules shown in FIG. 3 in its property. It is possible to link with the administrative document located in the lower order by the item of document classification in this.
That is, the document classification also exists as an item in the property information of the administrative document (this is also defined by the administrative document management regulation), and has the same information as the upper information disclosure folder to maintain consistency. When the administrative document is created under the information disclosure folder, the property information of the information disclosure folder is searched and extracted from the folder / document management database 40 and set as the property information of the administrative document.

A person who requests the disclosure of information on an administrative document accesses the document management system of the government office via the Internet or the like, sets a search condition based on the information disclosure information shown in FIG. 3, and requests the information disclosure. To do. In the system, referring to the folder / document management database 40, first,
Search the information disclosure folder that contains the property information that matches the search conditions. Next, as a document item of the document property information, an administrative document having the same information as the document item in the property information of the retrieved information disclosure folder is searched, and whether or not disclosure is possible in the attribute information of the retrieved administrative document is " The administrative document of “OK” is read from the document entity database 50 and made public.

The CP in the system shown in FIG.
The present invention can be realized by configuring a part or all of the processing functions of each processing unit of U10 by a computer program and executing the program using the computer, or as shown in FIGS. 5 and 7. It goes without saying that the processing procedure can be configured by a computer program and the computer can be caused to execute the program. A computer-readable recording medium, such as an FD, MO, or R, stores a program for realizing the processing function of the computer or a program for causing the computer to execute the processing procedure.
The program can be recorded in an OM, a memory card, a CD, a DVD, a removable disk, etc., and saved or provided, and the program can be distributed through a network such as the Internet.

[0034]

As described above, according to the present invention, the administrative documents that need to be managed in accordance with the document management regulations and the ordinary documents that do not have specific management regulations are separated by different systems as before. It is possible to manage in an integrated manner in the same system instead of managing in. By increasing the number of folder types and document types, multiple types of documents under separate document management regulations can be handled by the same system, and a wider range of document management can be performed in an integrated manner. It can be applied to various fields.

[Brief description of drawings]

FIG. 1 is an example of a hierarchical structure of a document according to the present invention.

FIG. 2 is a specific example of an item open to the right next to an administrative document.

FIG. 3 is a system configuration diagram of an embodiment of the present invention.

FIG. 4 is a configuration example of management information in a folder / document management database.

FIG. 5 is an example of a folder creation processing flow in the system of the present invention.

FIG. 6 is an example of a folder name correction processing flow in the system of the present invention.

FIG. 7 is an example of a document creation processing flow in the system of the present invention.

FIG. 8 is a link diagram of an information disclosure folder and an administrative document.

[Explanation of symbols]

10 (CPU) 11 Folder creation processing unit 12 Folder name correction processing unit 13 Document creation processor 20 department terminal equipment 30 Transmission control device 40 folders / document management database 50 document entity database 60 LAN

─────────────────────────────────────────────────── ─── Continuation of front page (51) Int.Cl. ⁷ Identification code FI theme code (reference) G06F 17/60 154 G06F 17/60 154 (72) Inventor Masayuki Takasaka 6 Onoue-cho, Naka-ku, Yokohama-shi, Kanagawa 81-chome Hitachi Software Engineering Co., Ltd. Internal F-term (reference) 5B009 SA03 SA12 VA09 5B017 AA07 BA06 CA16 5B082 EA01 EA11

Claims (3)

[Claims] 1. A hierarchy composed of a storage area called a folder for a specific document converted to electronic data that needs to be managed based on a unified rule and a normal document converted to electronic data that does not have a specific document management rule. A document management system that stores and manages in an integrated manner while reproducing the structure, classifies folders into a specific document folder and a normal document folder, and a part of the property items of the specific document folder is
It has the same items as the property information of the specific document below it,
Only specific documents are stored under the specific document folder,
In addition, the document management system is characterized in that a specific document of a different item cannot be stored and a normal document is arbitrarily stored in the normal document folder. 2. The document management system according to claim 1, wherein the specific document is an administrative document generated in a government office business. 3. The document management system according to claim 1 or 2, wherein a part of the attributes of the specific document is provided with information indicating permission / prohibition of disclosure, and the specific document is made public or non-public based on the information. A document management system characterized by the following.