JP2006072622A - Document disclosure method, document disclosure system, and document disclosure program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document disclosure system having a function that allows a registrant to control the disclosure of documents on the web in such a way as to determine whether or not the documents are to be disclosed, as by setting the disclosure of documents according to the levels of importance/tasks of the documents, or setting the nondisclosure of the documents to departments to which the registrant does not want to disclose the documents. <P>SOLUTION: A method for disclosing documents, for use by a document management server that connects with a plurality of user terminals via a network, includes a step for obtaining, based on a table that defines the classification of levels of importance of target documents, the setting information of departments to which the documents are to be disclosed, which information is set by a document creator; a step for storing the setting information of the departments in a database, together with the attribute information of identifiers of the documents and the like; a step for referring to the database upon a user's request to browse and then determining the department to which the user belongs; and a step for disclosing the requested document to the user on the web if there is a match. <P>COPYRIGHT: (C)2006,JPO&NCIPI

Description

  Documents that can be disclosed on the web (standards, forms, check sheets, etc.) according to the level of importance of the document, and that the disclosure conditions can be inherited for organizational changes and user movements. The technical field of management.

  Conventionally, electronic documents such as standard standards and check sheets created by a company organization are registered between a client / server via a network such as a LAN (Local Area Network) and a WAN (Wide Area Network). Browsing document management systems are routinely performed.

  In addition, with the spread of the Internet, a technique for publishing a document registered in a server on the web (Web or WWW) and accessing the published document on a screen by the browser software of its own terminal is accessed by a plurality of clients. It is the target.

  On the other hand, for documents created in-house, it is necessary to limit the users who browse by their attributes. In document browsing on the web, a method of restricting by the attribute of the viewing user has been proposed, such as displaying the entire document or partially displaying it according to the job title of the user (for example, patent literature) 1).

However, in the disclosure of document information by the conventional document management system,
(1) Document information disclosure / non-disclosure designation is not systematized.
(2) Disclosure / non-disclosure department management of document information and update work such as organization change and user movement have not been systematized, and disclosure destination information has been manually checked and corrected each time the organization is changed. In addition, regular inventory was carried out manually. further,
(3) It is impossible to search on a per-user basis such as disclosure / non-disclosure information for each document and disclosure / non-disclosure for each department.

We had problems such as.
JP 2002-312362 A

  In order to solve the above-described problem, in the present invention, as a document disclosure condition, a rank of importance is specified for a document to be registered, a disclosure destination is set according to the rank, and a department is determined according to the rank of the document. Provided is a document disclosure system having a function capable of being disclosed or not disclosed every (individual unit).

  In addition, the purpose is to provide a function that can incorporate the organizational change and user transfer information and inherit the disclosure conditions in cooperation with the in-house personnel information system.

  That is, when disclosing a document on the web, the document creator (registrant) has control of disclosure / non-disclosure, such as disclosure setting according to the importance / work of the document, non-disclosure setting to a department that he / she does not want to show. A document disclosure system having a function capable of being provided is provided.

  A first invention is a document disclosure method of a document management server that is connected to a plurality of user terminals of an organization such as a company via a network, in an importance definition table in which importance classifications of target documents are defined. A setting information acquisition step for acquiring setting information of a disclosure destination department set by a document creator, and a storage step of storing the setting information of the disclosure destination together with attribute information such as an identifier of the document in a storage unit as a disclosure destination table And a disclosure destination determination step for determining whether or not the user's department belongs to the corresponding disclosure destination department in response to a browsing request for the document from the user, and belonging in the disclosure destination determination step And a web disclosure step for disclosing the document and attribute information on the web to the department user when the department and the disclosure destination department match. It relates to a document disclosed how.

  That is, according to the first invention, the setting information acquisition means, in the user terminal, according to the importance definition table in which the rank is defined as the importance category, the document set by the document creator (registrant). The setting information such as the department name and department code of the disclosure destination department is acquired, and the storage means stores the acquired disclosure destination setting information in the storage unit as the disclosure destination table together with the attribute information of the document including the identifier for identifying the document. To do.

  Then, the disclosure destination determination means refers to the disclosure destination table with reference to the department to which the user who requests document browsing belongs, and determines whether the browsing request department is the document disclosure destination, If they match as a result of the determination, the web disclosure means discloses the document on the web to the requesting user.

  According to the present invention, it is possible to set a disclosure destination to a specific department of an organization, improve the security of document information, set a disclosure destination in units of documents, and provide necessary information in a timely manner. In addition, the rank can be set according to the document, and the disclosure destination can be easily controlled.

  According to a second aspect of the present invention, the setting of the disclosure destination department by the document creator acquired in the setting information acquisition step is disclosed or not disclosed to a specific department of at least one organization corresponding to the importance category It is related with the document disclosure method as described in said 1st invention characterized by the above-mentioned.

  That is, according to the second invention, the document creator selects at least one or more departments to be disclosed or not to be disclosed at the time of document registration according to the category (rank) defined in the importance definition table. By inputting and setting a screen from the user terminal, the disclosure destination setting data is transmitted to the document management server and stored as a disclosure destination table.

  The disclosure destination setting for the specific department of the organization can be set in the document creation department, and the disclosure destination can be controlled, and as a result, the security of the document information is improved.

  According to a third aspect of the present invention, the setting of the disclosure destination department by the document creator acquired in the setting information acquisition step is disclosed to a specific department of the organization and all of its subordinate departments, or the The document disclosure method according to the first or second invention, wherein a part of the subordinate department is set as non-disclosure.

  That is, according to the third aspect of the invention, it is possible to designate that the entire department below the specific department of the organization is disclosed, and it is possible to make a setting so that a part of the lower department is not disclosed. According to the present invention, the entire department can be designated by, for example, a department code, and conventionally, the troublesome manual entry of all departments up to the lower part of the department can be eliminated, thereby improving efficiency. In addition, the disclosure department can be grouped, and the grouping data can be stored and patterned for reuse.

  The fourth invention is that department information such as department name and department code in the organization is linked via a network with a personnel organization system in the organization that handles organizational changes, and departments related to organization movement from the organization personnel information database in a predetermined cycle. The present invention relates to a document disclosure method according to any one of the first to third inventions, wherein the department information is the latest updated department information.

  That is, according to the fourth invention, by linking with the personnel information system of the organization through the network, for example, department information such as department name and department code in the latest organization can be taken in at a certain time every day. Even if there is an organizational movement, the data of this document disclosure system can be inherited.

  The present invention described above produces the following effects.

  By enabling the document creator (registrant) to set the disclosure destination to a specific department of the organization or the disclosure destination for each document at the registration stage, it becomes possible to control the creation department. The security of technical information can be improved and information can be provided in a timely manner.

  Further, according to the document, the rank can be set as the importance level classification, the disclosure destination can be easily controlled, and the disclosure destination can be specified by grouping for each document, so that the document management of the disclosure destination becomes easy.

  Furthermore, by linking with the in-house personnel organization system, it is possible to easily reflect any organizational change or personal movement information and improve document security management.

  Hereinafter, embodiments of the present invention will be described with reference to the drawings.

  FIG. 1 shows a basic configuration of a document disclosure system according to an embodiment of the present invention. This document disclosure system has a configuration in which a document management server 1 including a storage device 2 and a plurality of user terminals 3 of an organization are connected via a network 4.

  The document management server 1 includes setting information acquisition means 11 for acquiring document information (text information and attribute information) and disclosure destination setting information created by the user terminal 3, and storage means for storing the acquired setting information in the storage device 2. 12. In response to a document browsing request from a user, a disclosure destination determination unit 13 that determines whether a requested department is a disclosure destination department of a document with reference to a disclosure destination table 26 in which setting information is stored; A document disclosure program 10 comprising a web disclosure means 14 for disclosing a document on the web and allowing the user to browse, and a transmission / reception program for transmitting / receiving data to / from the user terminal 3 via the network 4 20.

  In addition, the storage device 2 is linked to a document master 21 for managing registered documents, a user master 22 for managing viewers or creators (registrants) of documents using the user terminal 3, and a personnel organization information DB 30 and updated as needed. An organization master 23 that holds the organization data, an attribute information table 24 that manages attribute information such as an identifier (ID) that identifies a document, an importance definition table 25 that defines document importance categories, and a disclosure destination for each document It comprises a disclosure destination table 26 for managing department setting information, and a text DB 27 (database) in which the original text of the document is stored.

  Further, each table and DB stored in the storage device 2 is connected to the in-house personnel organization information system through a network, and is linked with the personnel organization information DB 30 to capture and update the latest organization data. It is structured.

  The document disclosure program 10 and the transmission / reception program 20 are built in the document management server 1 which is a computer in advance, and the above-described units are executed.

  These programs are recorded on a computer-readable recording medium such as a flexible disk, a compact disk, or a ROM (Read Only Memory). In particular, although not shown in the drawing, the program is a built-in or externally connected medium. It is good also as an executable state by setting in a reader and installing.

  Next, the mechanism of the document disclosure system of the present invention will be described with reference to FIGS.

  FIG. 2 shows a flow of disclosed data in the document management server according to the embodiment of the present invention. The document management server 1 receives document information including a document body (with version number) and attribute information (notice described later) transmitted from the user terminal 3, and stores the acquired entity data in each table and DB of the storage device 2. The document disclosure program 10 checks the disclosure destination setting information input by the document creator (registrant), and compares the document text with document attribute information such as document-related articles, design changes, disclosure destinations, etc. The disclosed information on the web is determined to be disclosed to the general (unrestricted) department or to the specific (restricted) department, and can be viewed in the requesting user department. The document attribute information includes disclosure destination setting information set by the document creator.

  FIG. 3 shows an example of a notice screen in which attribute information of a document according to the embodiment of the present invention is described. The notice describes the attribute information indicating what the created document is. Items to be filled in by the creator include “version number”, “application” (items indicating urgency, for example, “same day”), “application date”, “reason for changing standards” associated with establishment / revision / abolition, “Disclosure” as “Reason for change / notification”, “Reason for non-disclosure”, “Reason for change / notification” And “Non-disclosure” check fields, “Company name / Department name”, “Create”, “Inspection”, and “Approval” consisting of department, name, and date.

  In the disclosure destination setting, for example, if the importance category is “A”, a pre-registered related department list is displayed in the “Distribution / Disclosure / Non-Disclosure” item, and the “Disclosure” check mark Just do it. In this department name, the latest organization data from the organization master 23 of the storage device 2 of the document management server 1 is taken in by a link with the personnel organization information DB 30.

  In the setting of the “importance level” item, for example, by right-clicking this item, definition information based on data defined in the importance level definition table 25 described later is displayed to guide entry. Also good.

  FIG. 4 is a schematic diagram showing document disclosure to a grouped organization according to an embodiment of the present invention. In the figure, when the information is disclosed to all the A headquarters, it can be disclosed to all departments belonging to the A headquarters by setting the A headquarters. When the B2 business department is set, it is disclosed to all the departments belonging to the B2 business department. In addition, it schematically represents a state that it is not disclosed to the upper division or the B headquarters and the B1 division that are connected horizontally. Furthermore, when the information is disclosed to the B2 business unit but not disclosed to the B2-b part, the B2-b part can be set to “non-disclosure”.

  Next, the data structure of the database used in the document disclosure system of the present invention will be described with reference to FIGS.

  FIG. 5 shows the configuration of the document master according to the embodiment of the present invention. The document master 21 includes data of “document ID”, “document name”, “manager ID”, “manager name”, “text ID”, and “attribute information ID”. “Document ID”, “Administrator ID”, “Text ID”, and “Attribute Information ID” are identifiers that uniquely identify the document, administrator, text, and attribute information in this system, respectively. A 4-digit number, alphabet, or a mixed character string of numbers / alphabets is added.

  FIG. 6 shows the structure of the attribute information table according to the embodiment of the present invention. The attribute information table 24 includes “attribute information ID”, “document ID”, “text ID”, “disclosure source department code”, “disclosure destination department code”, “non-disclosure destination department code”, and “importance classification”. It is composed of items. The “attribute information ID”, “document ID”, and “text ID” are the same data as the document master 21.

  “Disclosure source department code” is the code of the department the document creator belongs to, “Disclosure department code” is the code of the disclosure department that discloses the document, and “Non-disclosure department code” is the non-disclosure destination that you do not want to disclose Department codes. For example, these codes are represented by four-digit numbers.

  By having “disclosure destination department code” and “non-disclosure destination department code” as in this table, it is possible to set disclosure or non-disclosure of at least one organization to a specific department.

  The “importance level classification” assigns ranks such as “A”, “B”, and “C” to each document based on the importance level definition table 25 according to the content of the document. Therefore, the disclosure destination of the document is set.

  FIG. 7 shows the structure of the importance level definition table according to the embodiment of the invention. The importance level definition table 25 defines rules for setting the “importance level category” in advance. In the embodiment, three ranking cases of “A”, “B”, and “C” are assumed, and the “A” classification is “disclosed in a specific department”, and is at least one organization. Set the department. “B” is a case where “a child department in a specific department is not disclosed”, and there is a department in a lower hierarchy in the department, and a child department that is not desired to be displayed is set to non-disclosure. “C” is a case of “disclosure to all departments” and is generally disclosed without limitation.

  FIG. 8 shows the data structure of the disclosure destination table according to the embodiment of the present invention. The disclosure destination table 26 includes items of “attribute information ID”, “disclosure destination department code”, “non-disclosure destination department code”, and “importance category”. The disclosure destination table 26 is obtained by extracting only the disclosure destination information from the attribute information table 24.

  FIG. 9 shows the data structure of the organization master according to the embodiment of the present invention. The organization master 23 includes items of “department code”, “parent department code”, “department name”, “network domain”, and “all organization names”. “Department code” and “Department name” are codes of departments of an organization such as a company, and are department names. The “network domain” is a name on the network when the personnel organization information system is connected via the network 4, and the “all organization name” is the name of all the organizations of the company.

  The organization master 23 obtains organization information from the personnel organization DB via the network 4 by the organization information obtaining unit 15 at regular intervals, and the data is updated twice a day, for example.

  FIG. 10 shows the data structure of the user master according to the embodiment of the present invention. The user master 22 includes items of “user ID”, “password”, “affiliation department code”, “name”, and “mail address”. In the user master 22, users who use this document disclosure system in a department that creates a document and a department that wants to browse are registered with the above items.

  FIG. 11 shows a process flow of document registration by the creator in the document disclosure system according to the embodiment of the present invention. First, in step S11, a document text for registration is created. In step S12, text information for managing the created document text is set. As the text information, for example, in the case of a design standard document, a figure, a version number, a document name, an administrator, a management department, and the like are set.

  Next, in step S13, a notice to the related department of the organization is created. The notification form describes the attribute information of the document for notification to the department. In step S14, as the document attribute information, for example, the version number, application time, reason for establishment / revision / abolition of the standard, importance level classification, document disclosure destination, and the like are set and input. In step S15, the created document text and the document data of the notice are transmitted to the document management server 1 for registration.

  Documents registered in this way are released on the web and respond to user browsing requests. At the same time, for example, there is a prior notification means such as notifying related business departments of list information of registered documents by e-mail. It is good also as a structure.

  FIG. 12 shows a processing flow for setting a disclosure destination from the notice screen by the document creator according to the embodiment of the present invention. In the present embodiment, a case is shown in which the document creator sets the document disclosure destination department on the user terminal 3 using the notification form screen of FIG. First, in step S21, the notice screen shown in FIG. 3 is displayed, and the rank defined in the importance definition table 25 is designated as the importance classification. This definition information is preferably displayed on the screen by, for example, right-clicking the mouse in the “importance level” input field of the notification screen. In the definition example of the embodiment, ranks “A”, “B”, and “C” are provided.

  Next, in step S22, a disclosure destination department is set according to the importance level definition table 25. In step S23, it is determined what the importance category is. If the importance category is “A”, in step S24, the code of the specific department that discloses the target document is set. Specifically, in the “disclosure / non-disclosure” item on the notification form screen of FIG. 3, the pre-registered related business departments are displayed in a list in the “company name / department” column, and the ○ in the “disclosure” column It becomes an operation to check the mark with the mouse.

  If the importance level is “B” in the determination step of step S23, it is determined in step S25 whether there is a non-disclosure department in the lower department of the department set in “A”. As a result, if there is a subordinate department that is desired to be undisclosed, the code of the subordinate department is set in step S26. As in step S24, specifically, a check is made with the mouse in the “non-disclosure” column of the “non-disclosure” column of the department list of the “disclosure / non-disclosure” item on the notification form screen of FIG.

  Furthermore, if the importance level classification is “C” in the determination step of step S23, no special designation is made in step S27, and general disclosure is made for all departments.

  In step S28, the disclosure destination data is transmitted as a notification to the document management server 1 and stored in the storage device 2 of the document management server 1.

  FIG. 13 shows a processing flow of document disclosure according to the embodiment of the present invention. In the embodiment, a processing flow of document disclosure in response to a browsing request from a user is shown.

  In step S31, the document browsing request from the user is received, and the document ID of the browsing request is acquired together with the user confirmation by the user ID and the password. Next, in step S32, the department code is acquired from the user master 22 stored in the storage device 2 based on the user ID.

  In step S33, the disclosure department code of the target document is searched using the document ID as a key. In step S34, it is determined whether or not the department code of the user requested to view is designated as the disclosure destination department of the target document. To do.

  If the department code and the disclosure destination department code match as a result of the determination, the requested target document is disclosed in step S35. If the department codes do not match at step S34, at step S36, it is notified that the document is “non-disclosure”.

  As described above, according to the present invention described above, when setting the disclosure destination in the system, disclosure / non-disclosure can be set for each department (individual unit) according to the rank of importance of the document. The disclosure destination can be controlled.

  Further, in the above embodiments, description has been made assuming an in-house system, but the document disclosure system of the present invention is not limited to this, and can be realized in cooperation with other systems including supplier information. The

It is a figure which shows the basic composition of the document disclosure system which becomes embodiment of this invention. It is a figure which shows the flow of the disclosure data in the document management server which becomes embodiment of this invention. It is a figure which shows the example of a notice screen which described the attribute information of the document which becomes embodiment of this invention. It is a figure which shows the schematic diagram showing the document disclosure to the grouped organization | tissue which becomes embodiment of this invention. It is a figure which shows the structure of the document master which becomes embodiment of this invention. It is a figure which shows the structure of the attribute information table which becomes embodiment of this invention. It is a figure which shows the structure of the importance definition table used as embodiment of invention. It is a figure which shows the data structure of the disclosure destination table which becomes embodiment of this invention. It is a figure which shows the data structure of the organization master which becomes embodiment of this invention. It is a figure which shows the data structure of the user master which becomes embodiment of this invention. It is a figure which shows the processing flow of the document registration by the creator in the document disclosure system which becomes embodiment of this invention. It is a figure which shows the processing flow of a disclosure destination setting from the notice screen by the document creator which becomes embodiment of this invention. It is a figure which shows the processing flow of the document disclosure which becomes embodiment of this invention.

Explanation of symbols

DESCRIPTION OF SYMBOLS 1 Document management server 2 Storage device 3 User terminal 4 Network 10 Document disclosure program 11 Setting information acquisition means 12 Storage means 13 Disclosure destination judgment means 14 Web disclosure means 15 Organization information acquisition means 20 Transmission / reception program 21 Document master 22 User master 23 Organization master 24 Attribute Information Table 25 Importance Definition Table 26 Disclosure Table 27 Text DB (Database)
30 Human Resources Organization Information DB

Claims (6)

A document disclosure method of a document management server connected to a plurality of user terminals of an organization such as a company via a network,
A setting information acquisition step for acquiring the setting information of the disclosure destination department set by the document creator based on the importance level definition table in which the importance level classification of the target document is defined;
Storing the setting information of the disclosure destination in a storage unit as a disclosure destination table together with attribute information such as the identifier of the document;
A disclosure destination determination step of determining whether or not the department to which the user belongs is a corresponding disclosure destination department by referring to the disclosure destination table in response to a browsing request of the document from the user;
A web disclosure step of disclosing the document and attribute information on the web for the department user when the department and the disclosure destination department match in the disclosure destination determination step;
A document disclosure method comprising:   The setting of the disclosure destination department by the document creator acquired in the setting information acquisition step is set as disclosure or non-disclosure to at least one organizational unit corresponding to the importance category. The document disclosure method according to claim 1, wherein the document is disclosed.   The setting of the disclosure destination department by the document creator acquired in the setting information acquisition step corresponds to the importance classification, and disclosure to a specific department of the organization and all of its subordinate departments, or a part of the subordinate departments. 3. The document disclosure method according to claim 1, wherein the document disclosure method is set as non-disclosure.   The department information such as department name and department code in the organization is linked via the network to the personnel organization system in the organization that handles organizational changes, and the department information related to organization movement is fetched from the organization personnel information database at a predetermined cycle. 4. The document disclosure method according to claim 1, wherein the department information is updated. A document disclosure apparatus of a document management server connected to a plurality of user terminals of an organization such as a company via a network,
A setting information acquisition means for acquiring setting information of a disclosure destination department set by a document creator based on an importance definition table in which importance levels of target documents are defined;
Storage means for storing the disclosure destination setting information together with attribute information such as the identifier of the document in a storage unit as a disclosure destination table;
In response to a browsing request for the document from the user, a disclosure destination determination unit that refers to the disclosure destination table and determines whether or not the department to which the user belongs is a corresponding disclosure destination department;
Web disclosure means for disclosing the document and attribute information on the web to the department user when the department and disclosure department match in the disclosure destination determination means;
A document disclosure method comprising: A document disclosure program of a document management server connected to a plurality of user terminals of an organization such as a company via a network,
On the computer,
A setting information acquisition step for acquiring the setting information of the disclosure destination department set by the document creator based on the importance level definition table in which the importance level classification of the target document is defined;
Storing the setting information of the disclosure destination in a storage unit as a disclosure destination table together with attribute information such as the identifier of the document;
A disclosure destination determination step of determining whether or not the department to which the user belongs is a corresponding disclosure destination department by referring to the disclosure destination table in response to a browsing request of the document from the user;
A web disclosure step of disclosing the document and attribute information on the web for the department user when the department and the disclosure destination department match in the disclosure destination determination step;
Document disclosure program to execute

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