JP2006072558A - Document management system, document management method, and document management program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document management system that provides standard document information and information related to this standard document information with respective version numbers and stores them in separate storage areas, a document management method, and a document management program. <P>SOLUTION: To register document information and its related information or to register only the related information, their respective version numbers are provided according to predetermined rules and the correspondence between them is stored in a management table. The standard document information and the related information are stored in the respective storage areas. <P>COPYRIGHT: (C)2006,JPO&NCIPI

Description

  The present invention relates to document management, and more specifically, version management is performed for each of document information and related information, and it is possible to individually search and display corresponding information together with the search result. The present invention relates to a document management system, a document management method, and a document management program.

  Standard documents that define provisions for products, manufacturing, inspection, etc. are generally distributed along with notices to relevant departments. In addition to the importance, disclosure scope, and service information of the standard document to be distributed, this notice contains information such as the details of change (in the case of a change) and the scope of application, and has a strong relationship with the standard document. It can be said that this is related information (hereinafter referred to as “related information”). Therefore, the standard document and the related information are required to be managed as a set, but since the conventional document management system is used as it is, the related information is often incorporated into the standard document and managed as integrated information. In this way, the standard document and related information are converted into electronic files, the version number is given and stored in the storage area, and document management functions such as search, document distribution via the network, history management, etc. can be used as they are. Because.

A method of managing related documents separately has also been proposed. For example, a method has been proposed in which structured source information and additional information added to the source information are made to have the same hierarchical logical structure in each structured database and correspond to the positions on the database. This makes it possible to refer to the other from either one. (Patent Document 1).
JP 2003-288365 A

  As shown above, standard document information and related information are often managed in an integrated manner. However, if the document management system performs a search to retrieve the required standard document information or related information, the search accuracy is improved. There was a problem that it was extremely bad and it took a lot of time to find the necessary information. Furthermore, standard documents and notices are not always created in a one-to-one correspondence but may be one-to-N (for example, the standard document remains unchanged and only the importance and disclosure range of related information is changed. In such a case, the mixture of two pieces of information (standard document information and related information) becomes more conspicuous and the search accuracy becomes worse. Therefore, it is desirable to manage the standard document information and the related information separately, and it is desirable to be able to refer to any information.

  The method of Patent Literature 1 described above can refer to the other information from both pieces of information, but is based on the premise that the document is a structured document, so that the standard document information and related information created in the past can be applied as they are. Have difficulty.

  An object of the present invention is to provide a document management system, a document management method, and a document management program capable of separately managing standard document information and related information and referring to the other information from one information.

The document management system, document management method, and document management program of the present invention are configured as follows.
(1) First Invention The first invention relates to registration of a document management system, and registers document information and related information related thereto by assigning version numbers individually.

 The principle will be described with reference to FIG. As shown in FIG. 1, the first invention comprises a version number giving means 10, a correspondence recording means 20, and an information storage means 30.

  The version number assigning means 10 assigns a version number to each of the document information and related information or registration of only the related information according to a predetermined rule. Here, the document information and the related information may be text information or image information.

  The correspondence recording unit 20 records the correspondence relationship between the document information to which the version number is given by the version number giving unit 10 and the related information in the management table.

  The information storage means 30 stores the document information and the related information individually in the storage area.

With this configuration, the document information and the related information can be managed with a correspondence relationship while being numbered according to a predetermined rule and stored separately.
(2) Second invention The second invention also relates to the registration of the document management system, and determines the method of assigning the version number by the difference in registration form between the document information and the related information. That is, when registering document information and related information, the version number of the document information is increased, and the related information is given a version number that is the first version (that is, the first version). In case of registration of only related information, the version number is increased. This is because, when the document information is changed, related information that is also a notification is newly created, so that the document information is version-up and the related information is the first version. The state in which only the related information is registered is a case where the document information remains unchanged and the related information is changed, so that only the related information is upgraded.
(3) Third invention The third invention has a search function in the document management system described above, and the search can be performed independently of either document information or related information, and the other information is based on the search result. Is displayed.

That is, since the document information and the related information are stored separately and have management information, they can be independently searched, and the corresponding other information can be displayed by referring to the management table.
(4) Fourth Invention The fourth invention is a document management method based on the first invention.
(5) Fifth Invention The fifth invention is a document management program based on the first invention.

  According to the first invention, document management can be performed separately while maintaining the correspondence between the document information and the related information.

  According to the second invention, since the version number is rationally given based on the registration form of the document information and the related information, the relationship between the document information and the related information can be clearly managed.

  According to the third invention, since the document information and the related information can be independently searched, the search accuracy is improved. In addition, the other information corresponding to the information obtained from the search result (if the document information is searched, the related information becomes the other information) can be referred to.

  According to the fourth and fifth inventions, it is possible to provide a document management method and a document management program capable of separately managing documents while maintaining the correspondence between the document information and the related information.

  An embodiment of the present invention will be described with reference to FIGS. FIG. 2 is a diagram illustrating the configuration of the document management system.

In the document management system, a user terminal 200 and an administrator terminal 300 are connected to a document management server 100 via a network. The user terminal 200 is, for example, a personal computer, and the user accesses the document management server 100 and searches for standard information or downloads search results. The administrator terminal 300 is also a personal computer, for example, and a document management administrator registers document information and related information in the document management server 100 using the administrator terminal 300. Document information and related information to be registered may be text data or image data. If management is performed using image data, the administrator terminal 300 should have an image reader. A communication line connecting the document management server 100 and the user terminal 200 or the administrator terminal 300 is a LAN (Local Area Network), a WAN (Wide Area Network), or the like.
The document management server 100 includes a CPU (Central Processing Unit) 110 that controls data and programs, a communication control unit 120 that controls communication with the user terminal 200 and the administrator terminal 300, a document management program 130 that performs document management, and a standard document. It comprises a management table 140 storing data for managing information and related information, a standard document information DB 150 storing standard document information, and a related information DB 160 storing related information.

  The document management program 130 includes a registration unit 131 for registering standard document information and related information, and a search unit 132 for searching registered information.

  The management table 140 is stored in the master management table 141 that manages the entire standard document information and related information registered as a set, the standard management table 142 that manages the standard document information stored in the standard document information DB 150, and the related information DB 160. It consists of a related management table 143 for managing related information. An example of each data is shown in FIG.

  FIG. 3A shows an example of data in the master management table 141. Each field of the master ID, the standard document name, the standard document information ID, the latest version of the standard document information, the related information ID, the latest version of the related information, etc. Consists of. The master ID is an ID for identifying a set of standard document information and related information, and is given to the set. The latest version number of standard document information and the latest version of related information are the latest version number of each. Show. In the data example of FIG. 3A, the standard document name is “XXX inspection standard”, the document ID is “ABC”, and the latest version number is “03” (the latest version number of the standard document information is “03” version means that the standard document information of the three versions from “01” version to “03” version is stored and managed), and the ID of the related information is “XYZ”. This indicates that the latest version number of the related information is “02” version. The ID as a set of the standard document information and related information is “XX0012345”.

  FIG. 3B shows an example of data of the standard management table 142, which is composed of fields such as a standard document information ID, version number, related information ID, latest related information version number, registration date, created department, storage address, and the like. . In this data example, the standard document information is the ID of “ABC”, the version number is “03” version, the corresponding related information is the ID of “XYZ”, and the latest version number is “02” version. . This standard document information is registered on “August 17, 2004”, the department that created the standard document information is “inspection section”, and the storage address of the standard document information DB 150 of the information is “35DB”. Show. This data is created for the version number of the standard document information.

  FIG. 3C shows an example of data in the relation management table 143, which is composed of fields such as relation information ID, version number, standard document information ID, standard document information version number, registration date, created department, and storage address. To do. In this data example, the related information is “XYZ” ID, the version number is “01” version, the corresponding standard document information is “ABC” ID, and the version number is “03” version. This related information is registered on “August 17, 2004”, the department that created the related information is “Production Management Department”, and the storage address of the related information DB 160 of the information is “AF12”. Yes. This data is created for the version number of the related information.

  Here, the relationship between the version number of the standard document information and the version number of the related information will be described with reference to FIG. The standard document information DB 150 of FIG. 4 shows a state in which standard document information having the standard document information ID “ABC” and three version numbers “01”, “02”, and “03” is stored. On the other hand, the related information DB 160 stores related information created for the standard document information ID “ABC” (the related information ID is “XYZ”). These related information is created for each version number of the standard document information “ABC”. In FIG. 4, in order to clarify the related information corresponding to the version number of the standard document information, The version number of the standard document information is added before the version number. For example, the related information for the “01” version of the standard document information is the “01-01”, “01-02”, and “01-03” versions. Similarly, the related information for the “02” version of the standard document information is only the “02-01” version, and the related information for the “03” version of the standard document information is two version numbers “03-01” and “03-02”. It is. That is, the related information for a certain version number of the standard document information has a 1: N relationship. These relationships can be known from the standard management table 142 and the related management table 143. From the standard management table 142, it is possible to know how many versions of related information have been created based on the latest number of related information. Further, from the relation management table 143, it is possible to know the version of the standard document information of the relevant information of the version number.

  Next, a flow of registration processing and search processing of the document management server 100 of the document management system will be described.

  FIG. 5 shows a flow of registration processing. The document management server 100 when the document management administrator transmits standard document information and related information registered from the administrator terminal 300 to the document management server 100 for registration. The processing is shown.

  First, the document management server 100 inquires the administrator of the registration mode in step 100 (hereinafter referred to as S100) (that is, inquires whether the registration is new registration or update registration). In the case of updating, the process proceeds to S110, the standard document information and related information registered with reference to the master management table 141 are displayed in a list, and the administrator selects information to be updated. Selection information from the administrator is acquired, and the latest version number of the corresponding information is obtained from the master management table 141 (S110, S120).

  Next, based on the information selected by the administrator in S120, it is determined whether the information to be updated is standard document information and related information or only related information. If the information is standard document information and related information, the process proceeds to S140. Acquires standard document information and related information transmitted from. The version number of the standard document information is obtained by adding “+1” to the latest version number of the standard document information obtained in S120, and the version number of the related information is “01” version. Then, the standard document information latest version number and the related information latest version number in the master management table 141 are updated (S130 to S160).

  Management information such as the creation department signature and creator name of the standard document information input by the administrator is acquired, and this information is added to the standard management table 142. Then, the acquired standard document information is stored in the standard document information DB 150. Similarly, the management information of the related information is acquired for the related information, the management information is added to the related management table 143, and the related information is stored in the related information DB 160 (S170 to S220).

  Next, the case where the registration information is only related information in S130 will be described. The related information transmitted from the terminal is acquired, the version number of the related information is added to the latest related information version acquired in S120, and “+1” is added to the master management table 141 and the standard management table 142. The version number is updated (S230 to S250). Thereafter, the process proceeds to S200.

  Next, in the case of new registration, first, standard document information and related information transmitted from the terminal are acquired, and a master ID, standard document information ID, and related information ID are newly given, and the standard document information and related information Both versions are “01” versions. Then, the administrator inputs the document name and the like of the standard document to acquire this information, and adds the previous ID and version number information to the master management table. (S260 to S290). Thereafter, the process proceeds to S170, management information is added to each management table as described in update registration, and the transmitted standard document information and related information are stored in the standard document information DB 150 and the related information DB 160, respectively.

  Next, the flow of search processing of the document management server 100 will be described with reference to FIG. This process indicates a process in which the document management server 100 performs a search based on a search keyword input from the user terminal 200 by the user, and transmits the search result to the use terminal 200 for display.

  First, in step 300, the document management server 100 causes the terminal (user terminal 300) to select whether the information to be searched is standard document information or related information, and acquires the information (S300).

  When the search target is standard document information, the process proceeds to S310, and the user is requested to input a keyword for search. The input keyword is acquired, the standard document information DB 150 is searched, and the list of searched standard document information is transmitted to the terminal. The specified information entered by the user looking at this list is acquired, and the specified standard document information is transmitted to the terminal. The document management server 100 inquires of the user whether to display the related information of the standard document information transmitted subsequent to the transmission. If the user wants to display related information, the related information is extracted from the related information DB 160 with reference to the related management table 143 and transmitted to the terminal. If the user does not require the related information, the process ends as it is (S310 to S360).

  If the search target is related information in S300, the process proceeds to S370, and a keyword for search is acquired and the related information DB 160 is searched in the same manner as in the case of searching standard document information. A list of related information retrieved is transmitted to the terminal, and related information designated by the user is transmitted to the terminal. If the user wants to display the corresponding standard document information, the standard document information DB 150 is extracted by referring to the standard management table 142 and transmitted to the terminal (S370 to S420).

  The registration and search flow of the document management server 100 has been described above. As described above, the standard document information and the related information are individually managed and the management information is provided, so that the corresponding information can be referred to each other.

  In addition, by referring to the master management table 141, the standard management table 142, and the related management table 143 shown in FIG. 3, a history can be created while associating the standard document information with the related information and displayed on the user terminal. Is possible.

  In the embodiment, the document is a standard document (a document defining a standard), but the present invention is not limited to the standard document. The document management system of the present invention can be applied to any information (related information) created corresponding to a certain document.

In addition to the above examples, the following additional notes are disclosed.
(Appendix 1)
A document management system for managing document information and related information related to the document information,
Version number giving means for assigning a version number to each of the document information and the related information based on a predetermined rule when registering the document information and the related information or registering only the related information;
Correspondence recording means for recording a correspondence relationship between the document information to which the version number is assigned and the related information in a management table;
An information storage unit for storing the document information and the related information in a storage area, respectively.
(Appendix 2)
In the case of registration of the document information and the related information, the version number granting unit increases the version number of the document information, gives a version number with the version number of the related information as an initial version, and registers only the related information. In this case, the document management system according to appendix 1, wherein a version number for increasing the version number of only the related information is assigned.
(Appendix 3)
The document management system independently searches the registered document information and the related information, and refers to the management table based on the searched information, and searches for the corresponding document information or related information. The document management system according to supplementary note 1 or supplementary note 2, further comprising: a search unit for displaying together.
(Appendix 4)
A document management method for managing document information and related information related to the document information,
In the registration of the document information and the related information, or the registration of only the related information, a version number giving procedure for giving a version number to the document information and the related information based on a predetermined rule,
A correspondence recording procedure for recording a correspondence relationship between the document information to which the version number is given and the related information in a management table;
An information storage procedure for storing the document information and the related information in a storage area, respectively.
(Appendix 5)
A document management program for managing document information and related information related to the document information,
A version number giving means for giving a version number to each of the document information and the related information based on a predetermined rule when registering the document information and the related information or registering only the related information;
Correspondence recording means for recording a correspondence relationship between the document information to which the version number is given and the related information in a management table;
A document management program for causing a computer to function as information storage means for storing the document information and the related information in a storage area.
(Appendix 6)
The document management system according to claim 3, further comprising history display means for displaying a history of corresponding document information or related information with reference to the management table.

It is a principle diagram of the invention. It is a structural example of a document management system. It is an example of data of a management table. It is a figure explaining the correspondence of standard document information and related information. It is an example of a registration processing flow of a document management server. It is an example of a search processing flow of the document management server.

Explanation of symbols

10 version number assigning means 20 correspondence recording means 30 information storing means 100 document management server 110 CPU
120 Communication Control Unit 130 Document Management Program 131 Registration Unit 132 Search Unit 140 Management Table 141 Master Management Table 142 Standard Management Table 143 Related Management Table 150 Standard Document Information DB
160 Related Information DB
200 User terminal 300 Administrator terminal

Claims (5)

A document management system for managing document information and related information related to the document information,
Version number giving means for assigning a version number to each of the document information and the related information based on a predetermined rule when registering the document information and the related information or registering only the related information;
Correspondence recording means for recording a correspondence relationship between the document information to which the version number is assigned and the related information in a management table;
An information storage unit for storing the document information and the related information in a storage area, respectively. In the case of registration of the document information and the related information, the version number granting unit increases the version number of the document information, gives a version number with the version number of the related information as an initial version, and registers only the related information. The document management system according to claim 1, wherein a version number for increasing the version number of only the related information is assigned. The document management system independently searches the registered document information and the related information, and refers to the management table based on the searched information, and searches for the corresponding document information or related information. The document management system according to claim 1, further comprising search means for displaying together. A document management method for managing document information and related information related to the document information,
In the registration of the document information and the related information, or the registration of only the related information, a version number giving procedure for giving a version number to the document information and the related information based on a predetermined rule,
A correspondence recording procedure for recording a correspondence relationship between the document information to which the version number is given and the related information in a management table;
An information storage procedure for storing the document information and the related information in a storage area, respectively. A document management program for managing document information and related information related to the document information,
Version number giving means for assigning a version number to each of the document information and the related information based on a predetermined rule when registering the document information and the related information or registering only the related information;
Correspondence recording means for recording a correspondence relationship between the document information to which the version number is assigned and the related information in a management table;
A document management program for causing a computer to function as information storage means for storing the document information and the related information in a storage area.

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