JP2004259296A - Document management system and method - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a system and a method for managing documents by comparing them with an efficient method without comparing all the documents with one another and by deleting and disposing unnecessary documents such as copies. <P>SOLUTION: In relation to a maintenance object document 103 created by general application software and taken in through a network, the maintenance object document is taken into a maintaining document control part 105 in order to be maintained. For the taken in maintaining document, the characteristic data of the document (individual index data, head page data, head row periphery text data and last row periphery text data) are extracted by a characteristic data acquisition part 107, and they are allowed to be displayed on the same page as a list. The characteristic data are superimposed on one another by a content checking part 110 to allow them to be compared with and checked against one another. By comparing and checking only the characteristic data displayed on the same page as a list, all of unnecessary documents such as copies are deleted by a deletion/disposal part 111. <P>COPYRIGHT: (C)2004,JPO&NCIPI

Description

  The present invention relates to a document management system and method for efficiently deleting and deleting a plurality of copies of an electronic document taken into a computer.

  Generally, in an electronic document, unnecessary documents may be in-process, duplicate documents, old-fashioned documents, etc. Deletion processing was performed after judging unnecessary. In addition, upon processing, the entire text of the document is compared and referred to for the entire text one by one, and the deletion process is performed.

  Electronic documents can be copied more easily than paper documents. In addition, the electronic document can be copied in large quantities and quickly. Therefore, the flooding of the copying scheme promotes the mass production of electronic documents, and as a result, there is no danger of introducing unnecessary confusion in the determination of documents and information. In addition, long documents are time-consuming to read, thus further exacerbating these bad trends. Therefore, it is desired that the process of deleting an unnecessary electronic document including a document in process and the like be performed quickly and efficiently. Similarly, there is a demand for an improvement in so-called searchability in which a document to be deleted is easily found. These issues need to be solved.

  SUMMARY OF THE INVENTION The present invention has been made in view of the above problems, and provides characteristic data that is a hint for recalling an image of what a registered document is like from an electronic data taken in the registered document and for grasping an outline of the document. (Data in which each data having document index information, conclusion information, and first page information is displayed as a list on one page, FIG. 4) is automatically taken out, and displayed on a screen as a list so that it can be referred to and a characteristic showing an outline. It is possible to automatically collate data. By performing these reference and collation at the stage before performing the full text of the registered document and deleting it, it is possible to maintain, manage and utilize multiple documents easily, quickly and efficiently. The purpose is to be able to do it.

A document management system according to claim 1 for solving the above-mentioned problem, comprising: a first line text data indicating an outline of a document from an electronic document created by general application software loaded into hardware such as a server. Automatically extract individual index data such as creation date and creation time, including the text data around the last line, and the characteristic data of the first page data, and access the electronic document to automatically compare the extracted characteristic data with each other. Access means;
Extracting means for automatically extracting all documents having the same title from the electronic document accessed by the access means;
From all the documents having the same title extracted, individual index data such as creation date, creation time, etc., including the first line surrounding text data and the last line surrounding text data indicating the outline of the document having the latest update date, and the first A characteristic data automatic extracting means for automatically extracting characteristic data of page data,
Characteristic data other than the characteristic data of the individual index data such as creation date and creation time and the first page data including the text data around the first line and the text data around the last line indicating the outline of the document having the latest update date taken out. Characteristic data automatic extraction means for automatically extracting
A comparison unit for automatically superimposing and comparing the retrieved document having the latest update date and the other outline data on the screen; and a characteristic data indicating an outline compared by the superimposition comparison unit. Same screen display means for displaying the same on the screen when they are the same,
Non-identical screen display means for displaying on the screen that the characteristic data are not the same when the characteristic data indicating the summary compared by the comparing means for overlapping and comparing are not the same,
An electronic document with an old update date that automatically deletes an electronic document with an old update date of characteristic data showing an overview when the characteristic data indicating the outline compared by the comparing means for overlapping are the same. Automatic deletion means,
An electronic document non-deleting unit that does not delete the electronic document including the characteristic data indicating the outline when the characteristic data indicating the outline compared by the comparing unit that performs the overlap is not the same; Output data display means for outputting and printing the characteristic data indicating the outline.

  According to a second aspect of the present invention, in the document management system according to the first aspect, the screen display means for displaying the characteristic data indicating the outline of the electronic document on the screen includes a first line peripheral text data and a last line peripheral text data. List display means for displaying a list of the second individual index data of the individual index data, such as the creation date and the creation time, including the first text data, and the third top page data on the same page. It is characterized by that.

  According to a third aspect of the present invention, in the document management system according to the first or second aspect, the output print display means for outputting and displaying the characteristic data indicating the outline of the document includes text data around the first line and a last line. List display means for displaying, on the same page, second individual index data of individual index data, such as creation date and creation time, and third top page data, including first text data with surrounding text data And characterized in that:

  A document management system according to claim 4, wherein the text data around the first line and the text data around the last line indicating the outline of the first, second, and third documents according to claim 1, 2, or 3, The three characteristic data of the individual index data and the first page data are characterized by including means for enlarging or reducing each.

  According to a fifth aspect of the present invention, in the document management system according to the first, second, third, or fourth aspect, the enlargement or reduction means includes an enlargement or reduction display means for displaying the result. It is characterized by that.

According to a sixth aspect of the present invention, there is provided a document management method including a first line surrounding text data and a last line surrounding text data indicating an outline of a document from an electronic document created by general application software loaded into hardware such as a server. An access step of automatically extracting individual index data such as creation date and creation time and characteristic data of the first page data, and automatically accessing the electronic document by an access means in order to automatically compare the extracted characteristic data with each other. When,
An extraction step of automatically extracting by an extraction means for automatically extracting all documents having the same title from the electronic document accessed by the access means;
From all the documents having the same title extracted, individual index data such as creation date, creation time, etc., including the first line surrounding text data and the last line surrounding text data indicating the outline of the document having the latest update date, and the first An extraction step of automatically extracting characteristic data by a characteristic data automatic extraction means for automatically extracting characteristic data of page data;
Characteristic data other than the characteristic data of the individual index data such as creation date and creation time and the first page data including the text data around the first line and the text data around the last line indicating the outline of the document having the latest update date taken out. Automatically extracting characteristic data other than the characteristic data by the characteristic data automatic extracting means automatically extracting characteristic data other than the document having the latest updated date and the document having the latest updated date. A comparing step of automatically superimposing and comparing the characteristic data indicating the outline of each other on the screen, A same-screen display step of displaying a screen by the same-screen display means for displaying the same in the case of the same,
A non-identical screen display step of displaying a screen by a non-identical screen display unit for displaying on the screen that the characteristic data are not the same when the characteristic data indicating the outlines compared by the comparing means for overlapping and comparing are not the same;
An electronic document with an old update date that automatically deletes an electronic document with an old update date of characteristic data showing an overview when the characteristic data indicating the outline compared by the comparing means for overlapping are the same. An electronic document automatic deletion process with an old update date to be automatically deleted by the automatic deletion means,
The electronic document including the characteristic data indicating the outline is not automatically deleted, and the electronic document is not automatically deleted by the electronic document non-deletion means when the characteristic data indicating the outline compared by the comparing means for overlapping and comparing are not the same. An electronic document non-deletion step and an output print display step of outputting and printing the output by the output print display means for outputting and printing the characteristic data indicating the outline of the document displayed on the PC screen. It is characterized by that.

  According to a seventh aspect of the present invention, there is provided the document management method according to the sixth aspect, wherein the characteristic data indicating the outline of the electronic document is displayed on the screen. The second individual index data of the individual index data, such as the creation date and the creation time, including the first text data, and the third top page data are listed on the same page by a list display means. And a list display method for displaying a list.

  According to a eighth aspect of the present invention, in the document management method according to the sixth or seventh aspect, the output print display step of outputting and printing the characteristic data indicating the outline of the document includes text data around the first line and the last line. List display means for displaying, on the same page, second individual index data of individual index data, such as creation date and creation time, and third top page data, including first text data with surrounding text data And a list display step of displaying a list on the same page.

  A document management method according to claim 9, wherein the first line surrounding text data and the last line surrounding text data indicating the outline of the first, second, and third documents according to claim 6, 7, or 8. The three characteristic data of the individual index data and the first page data are configured to include a step of enlarging or reducing, respectively.

  A document management method according to a tenth aspect is configured such that the enlarging or reducing step according to the sixth, seventh, eighth, or ninth aspect includes an enlarging / reducing displaying step for displaying a result thereof. It is characterized by the following.

  The present invention recalls an image of what a registered document is from electronic data incorporated in the registered document, and also provides characteristic data (index information of the document, conclusion information, and the like) as a hint for grasping the outline of the document. The data in which each data having the first page information is displayed in a list on one page (FIG. 4) is extracted, and it is possible to refer to the data and to collate the characteristic data with each other. By performing these reference and collation at the stage before performing the full text of the registered document and deleting the document, it is possible to maintain, manage and utilize a plurality of documents easily, quickly and efficiently. It is possible to do.

Hereinafter, preferred embodiments of the present invention will be described with reference to the accompanying drawings.
FIG. 1 is a block diagram illustrating a configuration of the document management system. In FIG. 1, reference numeral 101 denotes an original document server that stores documents before maintenance (original documents). Reference numeral 102 denotes a network for connecting digital devices. Reference numeral 103 denotes a maintenance document server which retrieves, using the network 102, documents stored for maintenance in the original document server 101. Reference numeral 104 denotes an original document storage unit having a storage management function for documents received from the maintenance document server 103. Reference numeral 105 denotes a maintenance document control unit having an outline grasping function and a storage management function for grasping the outline of the document accommodated in the maintenance document server 103. Reference numeral 106 denotes a client, which has a function of acquiring electronic data obtained from a work document from the maintenance document control unit 105, and performing document organization and management processing. Reference numeral 107 denotes a characteristic data acquisition unit which acquires characteristic data of index data, image data, and text data from the entire text of the document acquired by the client 106. Reference numeral 108 denotes the same-character-page display having a function of displaying the characteristic data acquired by the characteristic data control unit 107 on the same page. Reference numeral 109 denotes the same title document sort for displaying text data among the characteristic data acquired by the characteristic data same page display 107. Reference numeral 110 denotes an acquired content collation unit for acquiring the entire text of the document. Reference numeral 111 denotes a deletion disposal unit. Reference numeral 112 denotes a title change unit. 113 is an attribute assignment unit.

  Next, the flow of the process will be described with reference to the flowcharts of FIGS. 1, 2, and 3 and the example of FIG.

  First, document data is transferred from the original document server 101 to the maintenance document server 103 via the network 102. One of the conveyed document data is stored as a backup in the original document storage unit 104 which is a storage device such as a DVD as document data before maintenance. The other is taken into the maintenance document control unit 105 for document maintenance. The maintenance document control unit 105 has a storage management function and a maintenance function.

  FIG. 3 is a flowchart illustrating an example of processing for deleting and disposing of unnecessary documents as part of document maintenance. An example of deleting and disposing of an unnecessary document will be described with reference to FIGS. 1, 2, 3, and 4. FIG.

First, a plurality of arbitrary documents are acquired from the registered document by the client 106, and a document having the same title is extracted from the acquired document, and a list is displayed by the same title document sort 109. Next, a document having the latest update date is extracted from the listed documents having the same file name, and an original characteristic data document 110-2 is extracted. This is temporarily set as parent document characteristic data. Next, the characteristic data document 110-3 having the same file name to be compared and having another update date is extracted. This is a document. Then, the two are collated by the original characteristic data and the document verification 110-4. As a result, if the characteristic data of the parent document is the same as the characteristic data of the document, the document is determined to be a copy, and is deleted and disposed. After that, it is taken out in the same manner and the deletion is repeated.
When the characteristic data of the parent document differs from the characteristic data of the document to be read, it is needless to say that the contents are carefully examined to determine whether the document is an unnecessary document, and the document is deleted and disposed.

  The collation method for confirming whether the parent document characteristic data and the document characteristic data are the same is as follows. First, an electronic file (tentatively referred to as an original negative) in which the color of the parent document characteristic data is inverted is created. Next, the electronic document of the document characteristic data to be checked is captured as an image. This is superimposed on the original negative. Since the two have a negative and a positive relationship, if they match, the entire page will be a single color. As a result, the document is deleted and disposed.

  Next, even if the parent document characteristic data and the document characteristic data have the same file name, if the contents are partially different as a result of the reference, the parent document is left and the document is deleted and disposed.

  Here, the characteristic data of FIG. 4 will be described. The characteristic data is composed of three types. The three types are displayed on the same page. The first individual index data is so-called individual index information for obtaining a file name, a creator, and a creation date and time of a document. The second reduced first page is the first page information for having an image of what the document is, as the saying goes, "Seeing is believing." It is scaled down for display on the same page. The third text data around the first line and the text data around the last line are information for obtaining a conclusion of the document. Here, 300 characters are displayed in the text data. Normally, if there are 300 characters, 600 characters are displayed around the first line and the last line, and if the reading of the text data around the first line of the first information is added to the text data around the last line where the conclusion is gathered, the conclusion is obtained. It may be possible to get hints. By listing these three types of information on the same page and reading them comprehensively, it is possible to obtain a hint of the outline of the registered document, and by using these, it is possible to easily and quickly access a plurality of the registered documents. Maintenance, management and utilization are possible.

Next, the characteristic data shown in FIG. 4 is taken out, and as a result of reference and characteristic data original, characteristic data original, and document collation 110-4 at the same characteristic data page display 111-2, a document that is a privately owned document and an unnecessary document is obtained. Documents in process and unnecessary documents, documents belonging to old stories and documents determined to be unnecessary documents are deleted and disposed.
Thereafter, it is similarly taken out, and reference, comparison and collation are performed, and deletion and disposal are repeated.

  As a precautionary measure, when comparing not only the characteristic data but also the entire text, that is, the full text of the parent document and the subject document, the deletion and the disposition are performed by comparing the procedures according to the paragraph numbers [0020] to [0024]. It goes without saying that things are also possible.

It is a block diagram showing the structure of a document management system. 9 is a flowchart illustrating collation of document identity as part of document preparation. 9 is a flowchart illustrating the process of deleting and disposing of unnecessary documents as part of document preparation. FIG. 9 is a diagram illustrating an example of characteristic data in which information reminding an outline of a registered document is displayed in a list on the same page.

Explanation of reference numerals

101 Original document server 102 Network 103 Maintenance document server 104 Original document storage unit 105 Maintenance document control unit 106 Client 107 Characteristic data acquisition unit 108 Characteristic data same page display 109 Same title document sort 110 Content matching unit 111 Deletion disposal unit 112 Title change Unit 113 Attribute assignment unit

Claims (10)

Individual indexes, such as creation date and creation time, including the text data around the first line and text data around the last line, which indicate the outline of the document, from electronic documents created by general application software loaded into hardware such as servers. Access means for automatically extracting data and characteristic data of the first page data and accessing the electronic document in order to automatically compare the extracted characteristic data with each other;
Extracting means for automatically extracting all documents having the same title from the electronic document accessed by the access means;
From all the documents having the same title extracted, individual index data such as creation date, creation time, etc., including the first line surrounding text data and the last line surrounding text data indicating the outline of the document having the latest update date, and the first A characteristic data automatic extracting means for automatically extracting characteristic data of page data,
Characteristic data other than the characteristic data of the individual index data such as creation date and creation time and the first page data including the text data around the first line and the text data around the last line indicating the outline of the document having the latest update date taken out. Characteristic data automatic extraction means for automatically extracting
A comparison unit for automatically superimposing and comparing the retrieved document having the latest update date and the other outline data on the screen; and a characteristic data indicating an outline compared by the superimposition comparison unit. Same screen display means for displaying the same on the screen when they are the same,
Non-identical screen display means for displaying on the screen that the characteristic data are not the same when the characteristic data indicating the summary compared by the comparing means for overlapping and comparing are not the same,
An electronic document with an old update date that automatically deletes an electronic document with an old update date of characteristic data showing an overview when the characteristic data indicating the outline compared by the comparing means for overlapping are the same. Automatic deletion means,
An electronic document non-deleting unit that does not delete the electronic document including the characteristic data indicating the outline when the characteristic data indicating the outline compared by the comparing unit that performs the overlap is not the same; A document management system, comprising: output print display means for outputting and printing the characteristic data indicating the outline.   The screen display means for displaying the characteristic data indicating the outline of the electronic document on the screen includes first index data including the first line surrounding text data and the last line surrounding text data, including individual index data such as creation date and creation time. 2. The document management system according to claim 1, further comprising: a list display means for displaying a list of the second individual index data and the third top page data on the same page.   The output print display means for outputting and printing the characteristic data indicating the outline of the document includes a creation date, a creation time, etc., including the first text data of the text data around the first line and the text data around the last line. 3. The document according to claim 1, further comprising: a list display unit that displays a list of second individual index data of the individual index data and a third head page data on the same page. Management system.   Means for enlarging or reducing the three characteristic data of the first line surrounding text data and the last line surrounding text data indicating the outline of the first, second and third documents, the individual index data and the first page data, respectively; 4. The document management system according to claim 1, wherein the document management system comprises:   5. The document management system according to claim 1, wherein the enlargement or reduction means includes an enlargement or reduction display means for displaying the result. Individual indexes, such as creation date and creation time, including the text data around the first line and text data around the last line, which indicate the outline of the document, from electronic documents created by general application software loaded into hardware such as servers. An access step of automatically extracting data and characteristic data of the first page data and automatically accessing the electronic document by an access means in order to automatically compare the extracted characteristic data with each other;
An extraction step of automatically extracting by an extraction means for automatically extracting all documents having the same title from the electronic document accessed by the access means;
From all the documents having the same title extracted, individual index data such as creation date, creation time, etc., including the first line surrounding text data and the last line surrounding text data indicating the outline of the document having the latest update date, and the first An extraction step of automatically extracting characteristic data by a characteristic data automatic extraction means for automatically extracting characteristic data of page data;
Characteristic data other than the characteristic data of the individual index data such as creation date and creation time and the first page data including the text data around the first line and the text data around the last line indicating the outline of the document having the latest update date taken out. Automatically extracting characteristic data other than the characteristic data by the characteristic data automatic extracting means automatically extracting characteristic data other than the document having the latest updated date and the document having the latest updated date. A comparing step of automatically superimposing and comparing the characteristic data indicating the outline of each other on the screen, A same-screen display step of displaying a screen by the same-screen display means for displaying the same in the case of the same,
A non-identical screen display step of displaying a screen by a non-identical screen display unit for displaying on the screen that the characteristic data are not the same when the characteristic data indicating the outlines compared by the comparing means for overlapping and comparing are not the same;
An electronic document with an old update date that automatically deletes an electronic document with an old update date of characteristic data showing an overview when the characteristic data indicating the outline compared by the comparing means for overlapping are the same. An electronic document automatic deletion process with an old update date to be automatically deleted by the automatic deletion means,
The electronic document including the characteristic data indicating the outline is not automatically deleted, and the electronic document is not automatically deleted by the electronic document non-deletion means when the characteristic data indicating the outline compared by the comparing means for overlapping and comparing are not the same. An electronic document non-deletion step and an output print display step of outputting and printing the output by the output print display means for outputting and printing the characteristic data indicating the outline of the document displayed on the PC screen. A document management method characterized by:   The screen display method for displaying the characteristic data indicating the outline of the electronic document on the screen includes the first index data including the first line surrounding text data and the last line surrounding text data, including individual index data such as creation date and creation time. And a list display method for displaying a list on the same page by a list display means for displaying a list of the second individual index data and the third top page data on the same page. The document management method according to claim 6, wherein   The output print display step of outputting and printing the characteristic data indicating the outline of the document includes the creation date, creation time, etc., including the first text data of the text data around the first line and the text data around the last line. A list display step of displaying a list of the second individual index data of the individual index data and the third first page data on the same page by a list display means for displaying the list on the same page. The document management method according to claim 6 or 7, wherein:   Expanding and reducing the three characteristic data of the first line surrounding text data and the last line surrounding text data indicating the outline of the first, second and third documents, the individual index data and the first page data, respectively; 9. The document management method according to claim 6, wherein the document management method comprises:   10. The document management method according to claim 6, wherein the enlargement or reduction step includes an enlargement / reduction display step of displaying a result of the enlargement or reduction.

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