JP2004302982A - Document management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document management system enabling a user to easily search a usable important document regardless of that the number of document management devices is single or plural. <P>SOLUTION: This system comprises at least one document management device 1 retaining documents, and providing, according to a providing request of document acquired from a user, a document requested to provide of the retained documents to the user, and an information providing device 2. The information providing device 2 records the content of providing requests made to each document management device 1 by the user, performs a predetermined statistic processing of the record, and provides the result of the statistic processing to a user-side client device 3. <P>COPYRIGHT: (C)2005,JPO&NCIPI

Description

[0001]
TECHNICAL FIELD OF THE INVENTION
The present invention relates to a document management system that manages documents used by users.
[0002]
[Prior art]
There is a document management device that holds a document used by a user, receives a provision request from the user, extracts a document related to the provision request from the held documents, and provides the document to the user.
[0003]
In the conventional document management device, for example, as a result of holding documents one after another, the number of unreferenced documents held is enormous, in order to prevent the user from taking time to find useful documents, There is a technique of calculating the usefulness based on the recent reference frequency for each document and selecting a document to be deleted from the held documents (Patent Document 1).
[0004]
[Patent Document 1]
JP 2001-5705 A
[0005]
[Problems to be solved by the invention]
However, in the above-mentioned conventional document management device, since only the usefulness of the document in the document management device is calculated, when a plurality of document management devices are arranged in a company, for example, the document management device is rarely used. In a document management apparatus that manages a document with a reference frequency of at most 10 times, a document with a relatively high reference frequency in the document management apparatus is determined to be useful. Therefore, for example, it is determined to be useful if the reference frequency is eight or more times.
[0006]
On the other hand, in a document management apparatus that manages a document that is frequently used and has a reference frequency exceeding several hundred times, a document determined to be useful among them must have a reference frequency of, for example, 90 times or more. Such a situation is also assumed.
[0007]
In short, when there are a plurality of document management apparatuses having different usage frequencies, if the above-described conventional technology is applied to each of them as it is, a difference appears in the standard of usefulness between the document management apparatuses, and the user can generate useful documents. The time to find is not substantially reduced.
[0008]
The present invention has been made in view of the above circumstances, and provides a document management system that makes it easy for a user to find important documents that are highly useful, regardless of whether there is a single document management device or a plurality of document management devices. That is one of its purposes.
[0009]
[Means for Solving the Problems]
The present invention for solving the problems of the above conventional example holds a document, and in response to a request to provide a document obtained from a user, sends the requested document to the user among the held documents. A document management system including at least one document management device to be provided to the document management device, wherein a means for recording the content of a provision request from the user made to each of the document management devices, and a predetermined statistical process for the record And providing means for providing a result of the statistical processing to the user.
[0010]
The present invention for solving the problem of the above conventional example is an information providing device, which holds a document, and in response to a document providing request obtained from a user, among the held documents, At least one of the document management devices that provide the requested document to the user is to be processed, and the content of the provision request from the user to each of the processed document management devices is described. It is characterized by comprising means for recording, and means for performing a predetermined statistical process on the record and providing a result of the statistical process to a user.
[0011]
Here, for each user of the document management apparatus that is the processing target, the processing unit includes a unit that holds a value of a weight set in advance for each user, and when performing the statistical processing, the weight is set for each user. Statistical processing using the value of the weight may be performed. Further, here, the content of the recorded provision request includes information on the date and time when the provision request was made, and when performing the statistical processing, the current date and time and the date and time when the provision request was made. , May be performed.
[0012]
The present invention for solving the above problems of the conventional example is a computer control method, which holds a document, and in response to a document providing request obtained from a user, among the held documents, At least one of the document management devices that provide the requested document to the user is to be processed, and the content of the provision request from the user to each of the processed document management devices is described. The method is characterized in that a computer performs a recording step and a step of performing predetermined statistical processing on the recording and providing a result of the statistical processing to a user.
[0013]
Further, the program according to an aspect of the present invention holds a document and provides the user with the requested document among the held documents in response to a document providing request obtained from the user. A process of recording, at least one of the document management apparatuses, a content of a provision request from the user made to each of the document management apparatuses to be processed, as a processing target; Performing statistical processing and providing a result of the statistical processing to the user.
[0014]
BEST MODE FOR CARRYING OUT THE INVENTION
An embodiment of the present invention will be described with reference to the drawings. As shown in FIG. 1, a document management system according to an embodiment of the present invention includes a document management device 1 and an information providing device 2, and is connected to a client device 3 via a network. The document management device 1 includes a storage unit 11, a control unit 12, and a communication control unit 13, and the information providing device 2 includes a control unit 21, a storage unit 22, and a communication control unit 23.
[0015]
The storage unit 11 of the document management device 1 holds at least one document. Specifically, the document held in the storage unit 11 includes information for specifying the document and information on the content of the document. Further, the storage unit 11 holds at least one piece of access right information in association with each document. The access right information is information indicating whether or not processing such as updating / browsing of contents or browsing of an outline (such as a title) is performed for each user.
[0016]
The control unit 12 performs a process based on various requests input via the communication control unit 13, and transmits a result of the process to a request source. In one example of the present embodiment, the control unit 12 responds to a request received from the client device 3. That is, the control unit 12 performs a process of authenticating the user of the client device 3 (authentication process) by using the user name and the password, and determines that the user of the client device 3 is a valid user registered in advance. Only when it is determined, a process according to a request from the client device 3 described below is performed. Here, assuming that the user name is, for example, a mail address of the user, a different user name is not assigned to one user in each document management apparatus 1.
[0017]
When the control unit 12 receives a request for providing a list of held documents from the client device 3 after the user is authenticated, the access right information of each document held in the storage unit 11 is displayed. Then, a process of providing a list of documents for which an overview of the authenticated user is set to be viewable (list providing process) is performed.
[0018]
Further, when the control unit 12 receives a document provision request (provision request) from the client device 3 after the user is authenticated, the control unit 12 refers to the access right information of the document related to the provision request, and It checks whether or not the contents of the document can be browsed, and when it is set that the contents can be browsed, obtains the document from the storage unit 11 and sends it to the client device 3 which has provided the request. And send (providing process).
[0019]
When the control unit 12 receives a document to be registered from the client device 3 together with a request for registering a new document (registration request) after the user is authenticated, the control unit 12 stores the received document in the storage unit 11. . In addition, in the registration request, the summary information of the document is also received, and the summary information is stored in the storage unit 11 in association with the corresponding document (registration processing).
[0020]
Further, when the control unit 12 receives a document modification / update request (update request) from the client device 3 after the user is authenticated, the control unit 12 refers to the access right information of the document related to the update request, and It checks whether or not the content of the document can be updated, and if it is set that the content can be updated, stores it in the storage unit 11 according to the update instruction received from the client device 3 side. The document associated with the update request is modified / updated (update process).
[0021]
In the present embodiment, when the control unit 12 receives the above-described request from the client device 3, the control unit 12 transmits information (for example, a user name acquired in the authentication process) identifying the user of the client device 3 and the request. Is output to the communication control unit 13 and transmitted to the information providing device 2 (hereinafter, referred to as request history information). Here, the request history information includes, for example, information for specifying the type of request (different of list provision request, provision request, etc.), information for specifying the requested document, and access right information for the document. It may include information identifying the date and time when the request was made. Here, the information for specifying the document may include, for example, the outline information of the document, or may include information such as a hash value uniquely calculated from the content of the document.
[0022]
The communication control unit 13 is connected to a network, receives various information arriving via the network, and outputs the information to the control unit 12. Further, the communication control unit 13 transmits various information via a network according to an instruction input from the control unit 12.
[0023]
The control unit 21 of the information providing device 2 operates according to the program stored in the storage unit 22, and is performed from each document management device 1 to each document management device 1 via the communication control unit 23. Receiving the content of the document providing request from each user and storing the content in the storage unit 22 (information collection process), and generating statistical information for the information stored in the storage unit 22 by the information collection process. A process (statistical process) to be stored in the storage unit 22 and a process (information providing process) of transmitting the result of the statistical process to the client device 3 are performed. Each process of the control unit 21 will be described later in detail.
[0024]
The storage unit 22 includes a computer-readable storage medium for storing a program to be executed by the control unit 21, a drive device that is a unit for reading the program from the storage medium, and the like. It also operates as a work memory including a RAM for holding information, a hard disk device, and the like.
[0025]
The communication control unit 23 is connected to a network, receives various information arriving via the network, and outputs the information to the control unit 21. The communication control unit 23 transmits various information via a network according to an instruction input from the control unit 21.
[0026]
The client device 3 is a general personal computer, and transmits information and requests to the document management device 1 or the information providing device 2 via a network according to a user's instruction, and receives information or requests from the document management device 1 or the information providing device 2. Presented information to the user.
[0027]
Here, the content of each process of the control unit 21 of the information providing device 2 will be described.
[0028]
[Information collection processing]
When the request history information by the user is received from one of the document management apparatuses 1 together with the information specifying the user, the control unit 21 receives the information (A) specifying the document management apparatus 1 as input. As shown in FIG. 2, an access database including at least one entry is generated in the storage unit 22 as one entry in which information (B) specifying the user and request history information (C) are associated with each other. Yes (information collection processing). Here, the information specifying the document management apparatus 1 may be the network address of the document management apparatus 1 or information such as a host name and a domain name provided from the document management apparatus 1.
[0029]
[Statistical processing]
The control unit 21 performs a statistical process on the information stored in the storage unit 22 by the information collection process at a predetermined timing (for example, every time the information collection process is performed or periodically). In this statistical processing, for example, the number of times a specific request is made (for example, the number of times that a provision request is made), the number of requests for each user (ie, the number of times the document management device 1 is used), and the like are calculated for each document. Is done.
[0030]
Specifically, the control unit 21 refers to the request history information (C) of each entry of the access database stored in the storage unit 22 and extracts the entry in which the information for specifying the type of the request is “provide request”. . Then, for each of the extracted entries, reference is made to the request history information (C) to obtain information for specifying the requested document. Then, for each piece of information that specifies the document, that is, for each requested document, the number of provision requests for each document is counted. Then, the count results for each document are stored in the storage unit 22 in association with each other. In addition, the count value for each document may be not only the total value but also a daily value that is calculated and stored in the storage unit 22.
[0031]
Also, referring to the information (B) for specifying the user, which is included in the access database, the number of accesses for each user is counted, and the count result for each user is stored in the storage unit 22 in association with each other.
[0032]
These statistical calculation results are used as a criterion of the importance of the document, for example, a document that is frequently requested to be provided is presumed to be an important document.
[0033]
[Use of weight for each user]
In addition, a document that requires an important decision in a company may not be referred to unless it has more than the usefulness, and the number of times a request for provision is not always related to the importance. In consideration of such circumstances, it is preferable to perform processing using the weight set for each user as follows.
[0034]
That is, for each user of the document management apparatus 1, a weight value is set in advance for each user and stored in the storage unit 22. Here, the weight for each user may be set to, for example, "3" for user A and "2" for user B as shown in FIG. ), Users are classified into groups. For example, directors are "5", other managers are "3", and other employees are "1". The weight may be set according to the target situation. The weight of a user who performs a test of the document management apparatus 1 may be set to “0”.
[0035]
The control unit 21 refers to the request history information (C) of each entry of the access database stored in the storage unit 22 and extracts an entry for which the information for specifying the type of request is “provide request”. Then, for each of the extracted entries, reference is made to the request history information (C) to obtain information for specifying the requested document. Then, for each piece of information that specifies the document (that is, for each requested document), information (B) that specifies the user who made the provision request is referred to, and the user specified by the information is set. Calculate the cumulative value of the weights. Then, the accumulated value is stored in the storage unit 22.
[0036]
For example, when the weights for the users are set as shown in FIG. 3B, the total value of the documents that the two directors refer to once and the three general managers refer to once, respectively, is 5 + 5 + 3 + 3 + 3 = 19. Therefore, it becomes "19". In addition, the cumulative value for a document that is referenced once by each of ten employees who are neither directors nor general managers is “10”, which is obtained by accumulating “1” ten times.
[0037]
[Use of date and time information]
Further, the control unit 21 may perform the following processing using the information on the request date and time included in the request history information. That is, with reference to a calendar (not shown) that measures the current date and time, the current date and time (when statistical processing is performed) is obtained, and the difference between the request date and time of each request provision information and the current date and time (from the request date and time) The weight of each request provision information is determined based on the number of days elapsed until the statistical processing, and the weight is used in the statistical processing.
[0038]
For example, if the difference between the requested date and time and the current date and time is within 7 days (within one week), it is set to "3"; if it is 30 days (within one month), "2"; Weights are set in advance, and when a provision request is counted for each document, a difference between the date of each provision request (request date and time) and the current date and time is calculated. Instead of incrementing, "3" is added to the counter. If it exceeds 7 days and is within 30 days, "2" is added to the counter instead of incrementing the counter. In this way, the more recently accessed documents have higher usefulness.
[0039]
When a weight is set for each user, the cumulative addition is performed by multiplying the weight of the user by the weight based on the difference between the date and time when the user makes a request and the current date and time. For example, in the example shown in FIG. 3B, the usefulness of a document in which one of the directors has requested to provide once once two weeks ago, and one director and one director has requested once three days ago. Since 5 × 2 + 5 × 3 + 3 × 3 = 34, it is calculated as “34”.
[0040]
[Information provision processing]
Further, the control unit 21 performs a process of providing the information held in the storage unit 22 as a result of the statistical process in response to an information provision request from the client device 3 side. Specifically, the statistical processing results provided by the control unit 21 include (a) the number of requests for each document, (b) the number of requests for each user, (c) request history information for each document, and (d) the request for each document. The control unit 21 provides such information. The information providing process may be implemented as a servlet in a web server or a CGI program by operating the control unit 21 as a web server. In this case, the information to be provided can be described using HTML (HyperText Markup Language) or the like, and the client device 3 displays the provided information using a web client (browser).
[0041]
First, (a), when receiving an information provision request for information on the number of requests for each document, the control unit 21 generates an HTML document that is generated by statistical processing and stored in the storage unit 22 and describes the information on the number of requests for the document. Then, the information is transmitted to the client device 3 that has requested the information provision. The screen displayed on the client device 3 by the HTML document provided by the control unit 21 is, for example, as shown in FIG. The control unit 21 similarly provides (b) the number of requests for each user to the client device 3 and displays the same.
[0042]
(C) When the request history information is requested for each document, the control unit 21 sets the document related to the request as a noted document, extracts an entry related to the noted document from the entries of the access database, and An HTML document including the request history information (C) included in the extracted entry is generated, provided to the client device 3, and displayed on the client device 3. When the request includes an instruction for providing information on only the request history information related to the acquisition request, the request refers to the request history information (C) included in the extracted entry, and the Only the entry is re-extracted, an HTML document including the request history information (C) of the entry after the re-extraction is generated and provided to the client device 3. In this case, referring to the information (B) for specifying the user included in each of the entries after the re-extraction, as shown in FIG. 5, the information for specifying the user who made the request for each day when the request was made, as shown in FIG. Information that associates the number of times with the number of requests of the user may be provided.
[0043]
(D) Information on the change in the number of requests for each document for each day can also be generated by the same processing as the information on the number of requests for the user for each day, and a display indicating the change in the number of requests for each day is performed on the client device 3 ( (Fig. 6).
[0044]
[Access right control]
Further, at the time of the information providing process, the control unit 21 may authenticate the user of the client device 3 which is the information providing request source, and may control information to be provided based on the result of the authentication.
[0045]
For example, the control unit 21 generates information to be provided (information including a statistical processing result) in response to an information providing request from the authenticated user. Then, for each document included in the information to be provided, information on the access right of the authenticated user to the document is acquired.
[0046]
The acquisition of the access right information is performed, for example, by transmitting information for specifying a user and information for specifying the document to the document management device 1 that holds the document, requesting information on the access right, and obtaining the information on the access right. 1 may provide information on the access right of the user to the document in response to the request.
[0047]
When acquiring the access right information for each document included in the information to be provided, the control unit 21 describes a procedure for acquiring the document for a document set to be viewable. Is included in the information to be provided. For example, when the document management apparatus 1 operates as a web server and the acquisition request of each document is made by URL (Uniform Resource Locators), it can be realized by describing and including the URL of the document.
[0048]
For documents for which it is not possible to view the contents due to the access right, it is next checked whether or not the overview is set to be viewable. Only information about the outline of the document, such as the name of the document included in the information to be provided, is included in the information to be provided.
[0049]
Further, for a document that is set so that neither viewing of the contents nor browsing of the outline is possible due to the access right, control is performed so as not to provide information about the document, for example, by deleting the description of the document from the provided information.
[0050]
[Access to multiple document management devices]
Further, the information providing device 2 according to the present embodiment accesses a document managed by each of the plurality of document management devices 1 on behalf of the client device 3 and relates to a document provided from each document management device 1. A process of collecting information and providing the information to the client device 3 may be performed.
[0051]
In this case, the user of the client device 3 transmits various requests such as a provision request to the information providing device 2 instead of directly transmitting any of the requests to the document management device 1. The information providing device 2 receives a user name and a password from the user of the client device 3, authenticates the user, and sends a plurality of document management devices 1 together with the user name and password to the plurality of document management devices 1 set in advance. The request received from the device 3 is transmitted.
[0052]
Each document management device 1 performs an authentication process using the user name and the password received from the information providing device 2, and sends information as a response to the request received together with the user name and the password to the information providing device 2. Send. Then, the information providing device 2 combines the information received from each of the document management devices 1 and transmits the combined information to the client device 3.
[0053]
Specifically, upon receiving a request for providing a list of held documents from the client device 3, the information providing device 2 requests the user of the client device 3 to transmit a user name and a password, and Authentication processing is performed using the user name and password received in response to the request, and the user name and password are stored.
[0054]
Then, the information providing apparatus 2 transmits a document list providing request to the plurality of document management apparatuses 1 set in advance together with the held user name and password. Each of the document management apparatuses 1 receiving the list provision request and the like authenticates the user, and among the documents held in the respective storage units 11, the access right information indicates that the authenticated user has an overview of the authenticated user. Is transmitted to the information providing apparatus 2.
[0055]
The information providing device 2 combines the information of the document list received from each document management device 1 and transmits the combined information to the client device 3. More specifically, the information generated by rearranging the information of the list of documents received from each document management device 1 in the order of the character codes using the titles of the documents is generated and transmitted to the client device 3. The title of each document is associated with information for identifying the user who registered the document, the date and time of the last update, and at least a part of the statistical information.
[0056]
In the client device 3, as shown in FIG. 7A, a list sorted in the order of titles is displayed, and the list includes documents managed by the plurality of document management devices 1, respectively. . In addition, in the respective character string portions (P) of “title”, “user”, “update date”, and “importance” in FIG. 7A, an instruction to perform sorting based on each is provided. Information to be transmitted to the device 2 is set. When the user operates one of these character strings by clicking with a mouse or the like, an instruction set in the operated character string is transmitted to the information providing apparatus 2 side, and the information providing apparatus 2 The entire document list information received from the document management apparatus 1 is rearranged in the order of the specified information and transmitted to the client apparatus 3. For example, when the character string of “importance” is operated, the information providing apparatus 2 sorts the entire document list information received from each document management apparatus 1 in order of importance, and sends the information to the client apparatus 3. Send. Then, the display as shown in FIG. 7B is performed on the client device 3. In addition, when there is information of other types of importance such as importance using the weight set for each user in addition to the number of times of provision request, You may make a user select whether to use.
[0057]
Further, a button image (Q) for requesting the provision of detailed information is associated with the display of each document, and when the button image is clicked, the request history information of the document related to the button image is displayed. The provision request may be transmitted to the information providing device 2.
[0058]
[Setting weight]
Further, the information providing apparatus 2 may accept the setting of the weight for each user via a network or the like. For example, when an instruction to set or change the weight of the user is received from the client device 3 side, the information providing device 2 presents a list of the currently set weights (FIG. 8A). In this list, a current weight and an image of a button (edit button) representing an instruction to change the weight are displayed in association with each other for each user.
[0059]
When the edit button is clicked, the information providing device 2 presents a screen (FIG. 8B) for setting the weight of the user associated with the clicked edit button to the client device 3. In the screen shown in FIG. 8B, the user whose weight is to be changed is specified, and the weight after the change is input. Here, a group including at least one user may be created, and a weight may be set for the group. In this case, the weight value set for the group is set to a user belonging to the group.
[0060]
[Modification]
Further, the information providing apparatus 2 of the present embodiment searches the access database for a document registered by the authenticated user, generates information such as the number of requests for providing the document, and generates a client device 3 of the user. May be presented.
[0061]
In the above description, each document management device 1 and the information providing device 2 have been described as being separate devices. However, the information providing device 2 is integrated with any one of the document managing devices 1. It does not matter. In this case, the control unit 21 and the like of the information providing device 2 may be combined with the control unit 12 and the like of the document management device 1. The storage unit 22 is included in the document management device 1.
[Brief description of the drawings]
FIG. 1 is a configuration block diagram illustrating a configuration example of a document management system according to an embodiment of the present invention.
FIG. 2 is an explanatory diagram illustrating an example of contents of an access database.
FIG. 3 is an explanatory diagram illustrating an example of weight setting for a user or a group.
FIG. 4 is an explanatory diagram illustrating an example of information provided to a client device 3 side.
FIG. 5 is an explanatory diagram illustrating an example of information provided to a client device 3 side.
FIG. 6 is an explanatory diagram illustrating an example of information provided to a client device 3 side.
FIG. 7 is an explanatory diagram illustrating an example of information provided to the client device 3 side.
8 is an explanatory diagram illustrating an example of a weight setting screen displayed on the client device 3. FIG.
[Explanation of symbols]
1 Document Management Device, 2 Information Provision Device, 3 Client Device, 11 Storage Unit, 12, 21 Control Unit, 13, 23 Communication Control Unit, 22 Storage Unit.

Claims (6)

A document management device that holds a document and, in response to a document providing request obtained from a user, provides the user with the provided document out of the held documents;
Means for recording the content of the provision request from the user made to each of the document management devices,
Providing means for performing a predetermined statistical process on the record, and providing a result of the statistical process to a user;
A document management system, comprising: A document management device that holds a document and provides the requested document to the user among the held documents in response to a document provision request obtained from the user; As
Means for recording the contents of a provision request from the user made to each of the document management devices subjected to the processing,
Means for performing predetermined statistical processing on the record, and providing a result of the statistical processing to a user;
An information providing device comprising: The information providing device according to claim 2,
For each user of the document management device that has been the processing target, including means for holding a value of weight set in advance for each user,
An information providing apparatus, wherein when performing the statistical processing, the statistical processing is performed using a weight value set for each user. The information providing device according to claim 3,
The content of the recorded provision request includes information on the date and time when the provision request was made,
An information providing apparatus, wherein when performing the statistical processing, statistical processing is performed based on a current date and time and a date and time when the provision request is made. A document management device that holds a document and provides the requested document to the user among the held documents in response to a document provision request obtained from the user; As
A step of recording the contents of a provision request from the user made to each of the document management devices that have been processed,
Performing a predetermined statistical process on the record, and providing a result of the statistical process to a user;
A computer control method. A document management device that holds a document and provides the requested document to the user among the held documents in response to a document provision request obtained from the user; As
On the computer,
A procedure for recording the content of a provision request from the user made to each of the document management devices that have been processed,
Performing a predetermined statistical process on the record, and providing a result of the statistical process to a user;
A program characterized by executing

Images