JP2006119923A - Electronic document management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide an electronic document management system wherein documents in any forms are linked with non-fixed document management attributes and can be flexibly and easily unitarily managed as electronic documents. <P>SOLUTION: Print information and category information which shows document attributes generated in the generation process and the use process of a document are comprehensively acquired from original document data generated by application software, in an unfixed form, and a plurality of objects are made to take partial charge of execution of a series of processes for managing the structure of these electronic document data, and document management is performed by an electronic document data management means wherein these objects are mounted on a memory. <P>COPYRIGHT: (C)2006,JPO&NCIPI

Description

  The present invention relates to an electronic document management system capable of centrally and flexibly managing documents created by various application software such as word processors, spreadsheets, and CAD drawings.

  In recent years, documents created by paperwork are mostly created by personal computers, and the need to digitize and manage large numbers of paperwork used in paperwork in offices has increased. ing.

  Conventionally, a folder for each type of document is created and managed for each personal computer user, so there is a problem in that a necessary document cannot be retrieved immediately when the number of documents becomes large. In addition, since various documents having different file formats are mixed, it is difficult to share and reuse the documents.

  Therefore, recently, document management systems have been developed that allow various documents created on a personal computer to be reused. In conventional basic document management, a document is registered in a document database, and when a specific document is necessary, the document is connected to the document database and a target document is searched from data items in the database. This type of document database is based on a conventional relational database applied to document management.

  The processing content of electronic document management can be broadly divided into processing for generating manageable document data, registration in a database, and document search.

  Conventionally, when generating document data for registering an electronic document, electronic data obtained by reading a paper document with an image scanner or document data created by an application such as word processing software is converted into document data in a format that can be registered. ing. As a conventional technique for generating this type of document data, there is a technique for generating image data read from a manuscript by a scanner and transferring the data to a device for storing an electronic document (Patent Document 1).

  In addition, in the conventional electronic document management, registration is mainly performed in a database in which the target data type is a fixed-length character string or numerical value, so that the document is structured in an XML type by a structured language such as XML. There is known a method of converting a document composed of characters into a data structure that can be easily registered in a database and registering it in a database (Patent Document 2).

In addition, in a conventional database-type document management system, for searching after registering a document, a part of the document is further extracted from the document data for full-text search, and these are classified into categories and registered in the glossary database. There is a technique to do (Patent Document 3).
JP 2000-341454 A JP 2004-126804 A JP 2001-344246 A

  There are advantages and disadvantages between paper documents and electronic documents. For example, paper documents are easy to look at as a whole and are superior to electronic documents in terms of originality. A large amount of documents can be stored without them, and there is an advantage not found in paper documents in terms of search and reuse. On the other hand, it is difficult to maintain the originality if there is a change in the document contents. Cannot be determined. Therefore, it is preferable that both paper media and electronic media can be used in parallel according to the usage environment.

  In this regard, in the conventional electronic document management system, when an electronic document is incorporated into a business model of a paper document, it is not easy to use the paper document and the electronic document in parallel by making use of respective usage characteristics. In order to use them in parallel, the contents of both must be synchronized. However, in the conventional electronic document management system, the generation processes of the two cannot be completely synchronized. For this reason, in order to utilize electronic documents, it is necessary to construct a new business model that arranges business processes that utilize paper documents and business processes that utilize electronic documents in series. Because usage characteristics become unavailable, users tend to be forced to perform unreasonable procedures. And that is why the transition to electronic documentation is not smooth.

  In addition, the conventional electronic document management system is based on the fact that the management attribute of the document is defined in advance as a data item and then registered and managed in a conventional database. It is inherently difficult to become familiar with a data management format in which data items need to be fixed in advance. In addition to attributes as files on the computer, data items can be specified in advance for some basic information such as the document name, creation date, and creator, but it is related to the document type, security management code, and specific work. Since it is determined according to its use, such as a management code and a management department, it is difficult to specify in advance.

  In actual business situations, there are various formats and contents, and documents created with various types of application software are mixed. Since it is normal for documents of categories to be generated, the conventional data management method in which data items are defined in advance cannot be used.

Also, when searching for the necessary documents, documents that are exchanged between specific parties are often searched to find the necessary documents rather than searching to collect information. . In other words, the document sent here from that department was saved somewhere, but it could not be found. In addition, there is often a need to find a document based on information on the organization of a company or a unique attribute of the original system.
In this regard, the conventional electronic document management system is centered on systematically arranging character strings in a document as search targets. However, if the database is searched while remembering the creation status of documents, unrelated documents are often hit in large numbers and cannot reach the target document. The conventional electronic document management system can be applied to information-gathering type searches, but it can extract registered documents reliably and without omissions in a short period of time, which is required for continuous business processing in organizational activities. It is not suitable for business specifications that must be.

  A conventional electronic document management system uses a general-purpose database for managing document data and shares it via a network. Therefore, in order to connect to the database, processing such as session establishment and marshalling is indispensable, and there is a problem that it takes time to search in advance.

  Therefore, an object of the present invention is to solve the problems of the prior art and fundamentally change the idea from the conventional data management method for predetermining data items, so that all types of documents and non-fixed documents It is an object of the present invention to provide an electronic document management system that can be easily managed as an electronic document by combining the management attributes of each other.

  Another object of the present invention is managed by using an electronic document data management means dedicated to document management that does not require session connection to the database and multi-stage marshalling, unlike the conventional method utilizing a general-purpose database. It is an object of the present invention to provide an electronic document management system capable of searching and inquiring a required document from electronic documents at extremely high speed without consuming system resources.

  Furthermore, another object of the present invention is to provide an electronic document that can be electronically documented simultaneously with printing from an application software that created the document to an external printing device, and that can generate a highly reproducible electronic document. To provide a document management system.

In order to achieve the above object, an electronic document management system according to the present invention includes:
From the original document data created by the application software, the meta information print information and the category information indicating the document attributes generated in the process of creating the document are obtained in an atypical and comprehensive manner, and the electronic document data is obtained from them. Electronic document generation means for generating
Electronic document data management means for sharing execution of a series of processes for managing the structure of the electronic document data to a plurality of objects, and mounting these objects on a memory;
An asynchronous linkage means for asynchronously linking the operation of the electronic document generation means and the operation of the electronic document data management means;
It is characterized by comprising.

In addition, the document management system according to the present invention is added in the process of creating the document from the original document data that is generated sequentially, such as a drawing, a plan, and a report created by the application software, and distributed through the network. Electronic document generation means for comprehensively acquiring non-standard category information including the attribute to be generated, integrating this category information and original document data into an electronic document,
Electronic document registration means for registering the electronic documented document and a search query table developed based on the category information;
Means for performing a query, search and document editing of a document by specifying a search pattern set independently of the category information;
It is characterized by comprising.

Furthermore, when the electronic document management program according to the present invention acquires a document print instruction from an application, a step of starting a capture program for capturing print information of the document from a printer spooler in synchronization with the activation of the printer drive;
Obtaining meta-printed print information stored in the printer spooler by executing the capture program; and
Converting the format of the acquired print information;
It is characterized by having.

Further, the electronic document management program according to the present invention includes the step of acquiring the meta information and the category information indicating the document attribute generated in the process of creating the document,
Expanding a category management table for generating a table for electronic document management for each category independently of a category pattern for document search query based on the atypical category information; and
When a new category occurs, updating the table;
It is characterized by having.

  According to the present invention, it is possible to provide an electronic document management system in which all types of documents and management attributes of non-fixed documents are linked and can be easily managed as an electronic document without flexibility.

  Unlike conventional methods that use general-purpose databases, the necessary documents can be selected from the managed electronic documents by using electronic document data management means dedicated to document management that does not require session connection to the database or multi-stage marshaling. It is possible to search and inquire at a very high speed while reducing the consumption of system resources.

  In addition, it is possible to create an electronic document simultaneously with printing from an application software that has created a document to an external printing device, and it is possible to generate a highly reproducible electronic document by using meta-printed print information.

An embodiment of an electronic document management system according to the present invention will be described below with reference to the accompanying drawings.
First embodiment
FIG. 1 is a block diagram of the electronic document management system according to the first embodiment of the present invention when it is applied to a system using a personal computer equipped with Microsoft Windows (registered trademark) as an OS. In the first embodiment, an electronic document is shared between clients connected via a network without using an external database for document management.

  FIG. 1 shows the elements of the function realizing means realized by the electronic document management program of the present invention and the data input / output relationship between these function realizing means. In FIG. 1, reference numeral 10 indicates an electronic document generation unit that is a module that provides a function of generating electronic document data managed by the present system from original document data created by the application software 20. Reference numeral 12 indicates 1 shows a module (hereinafter referred to as a work space) that provides an electronic document data management function for managing a structure of electronic document data. Reference numeral 14 indicates a message exchange unit that is a module that provides a function for associating the operation of the electronic document generation unit 10 and the operation of the workspace asynchronously. Reference numeral 16 denotes an IFS (Internet File System) communication unit for taking in data transmitted / received through the Internet into the system. Reference numeral 18 indicates a P2P communication unit that directly transmits and receives electronic document data between computers including the document management system without using a server. Documents targeted by this system include literally narrowly created documents created by various application software 20 such as word processing software, spreadsheet software, CAD software, files obtained from e-mail, Internet websites, and images In addition, electronic data in a broad sense including multimedia files including audio can be handled as electronic documents.

  In FIG. 1, reference numeral 21 denotes a file system for storing electronic document data registered in the present system in an external storage device to make the electronic document data permanent. This file system uses the OS file system. Reference numeral 24 indicates a sub-module that provides various interfaces for registering a document in the present system and for searching and querying a necessary document from registered electronic documents. Reference numeral 26 denotes an original identifier creating unit that is a module that provides a function for assuring the originality of an electronic document. The original identifier creating unit 26 generates a unique management code at the time when it is set in the computer, and based on this, takes into account the time information at the time when the electronic document is generated, and is a unique and unique electronic document identifier. Create

  As for the detailed configuration of each module constituting the system, FIG. 2 shows a capturing unit that provides a capturing function among the functions of the electronic document generation unit 10, and FIG. 3 shows a block configuration of the workspace 12. FIG. FIG. 4 shows a category management unit that provides a category management function.

Document category information
Next, before entering the description of each module as described above, the category information of documents handled in this system will be described.
In the case of a document in a normal sense, a substance in which a paper is printed on a medium and characters, figures, symbols, and the like are represented on the paper is the substance of the document. On the other hand, the documents handled on the computer of this system, when printed or displayed on the monitor, will be in the form of substantial “documents”, but each file data that depends on the application software environment. Is a set.

  Therefore, when looking at a document from the viewpoint of electronic data, the contents of the document are not only composed of data related to the text content such as characters, but in addition to this, the basic attributes of the document file, file type, file location, creation Data indicating the attributes of the file itself, such as date and time, creator, data on character attributes such as font and color, data on attributes such as document paragraphs, pages, spreadsheets, and CAD drawings There is data about the attributes of the objects. These are data on attributes inherent to the document itself from the beginning.

  Further, in addition to these document-specific attributes, there is data relating to typical attributes of information of documents, which are arbitrarily added in the process of creating a document and the process of using a document. These document attributes are generally called title, title, category, and keyword.

  In FIG. 7, it is assumed that document A is a drawing created by CAD software, document B is an estimate written by spreadsheet software, and document C is a daily construction report created by word processing software. The title of the document is a general classification of the document such as a drawing, an estimate, and a daily construction report. The subordinate category attribute items include items such as a document creator, a company name to which a document creation document belongs, a department, and a person in charge. For example, if the drawings are layout diagrams, the drawings belonging to the same category have a common category item.

  In the case of a drawing such as document A, there are category items characteristic of the drawing, such as a drawing number, work number, designer, and format name. Similarly, an estimate such as document B has characteristic category items such as an estimate number and an estimated amount. In the present invention, for specific category items that are arbitrarily added to identify and organize documents, data is defined as category information.

  The category information is data that is arbitrarily and non-fixedly added as document information or document properties in the process of creating a document with application software or afterwards.

Generation of Electronic Document Next, an electronic document generation process that is first performed in order to manage a document with this system will be described with reference to FIG.

  FIG. 2 is a block diagram of an electronic document generation unit that generates an electronic document at the same time as printing from application software on a client personal computer constituting the system. The electronic document generation unit 10 includes a program that realizes the function of the capture unit 22 that acquires document data from print information, and a program that realizes the function of the unit 24 that formats the format of the acquired document data.

  In FIG. 2, reference numeral 25 indicates a printer spooler prepared by the OS, and 26 indicates a printer driver that executes printing while controlling the printer 27. If the document opened by the application software 20 is normally printed, when printing is executed from the print menu, the print data of the original document to be printed is stored in the print spooler 26 together with the print instruction from the application software 20. Is sent to the printer driver 26, printed by the printer 27, and converted into a paper medium 30.

In parallel with the actual printing, electronic document data is generated from the original document data as follows.
First, when a print instruction is issued from the application software 20 and the printer driver 26 is activated, the program of the capture unit 22 is thread-activated in synchronization therewith. The print data stored in the printer spooler 25 is sent to the printer driver 26 for the purpose of printing, and the capture unit 22 acquires the same print data from the printer spooler 25.

  The print data delivered to the capture unit 22 includes basic management information unique to the document, the above-described category information, and meta-image information of the document that is meta-printed print information.

  Therefore, messages are exchanged between the processes of the capture program 22 and the format shaping unit 24, and the print data acquired from the printer spooler 25 is delivered to the format shaping unit 24 and the contents thereof are analyzed. Then, electronic document data including a file including basic management information and category information and a separate file of the document meta image is generated. Of these, the basic management information and the category information, for example, are described as basic information consisting of the types of information shown in FIG. 8, and then the category information is held in the form of XML-like tag information. On the other hand, the document image acquired here is meta-printed print information. Unlike image format, it is vector format data consisting of the position and size of characters and rectangles. Because of this format of data, the present document management system can obtain an output with excellent reproducibility without losing its expression configuration when reprinting or enlarging the electronic document.

  In addition, the format shaping unit 24, for the document meter image file, for example, integrates print information including different sizes divided into page units into one document, or receives an application request from the application. Data processing such as data compression is incorporated.

  Thus, by printing a document from the application software 20, a document as a printed matter in which information is fixed on the paper medium 30 and electronic document data 32 converted into a format for managing the document on a computer are generated simultaneously. This electronic document data is delivered to the objects constituting the workspace 12 by exchanging messages with the format shaping unit 24. The message exchange unit 14 asynchronously links the generation of the electronic document and the processing in the workspace, thereby continuing the processing such as capture without waiting for the end of the processing of the message receiving source and performing the next processing. Processing can be leveled.

Management of Electronic Document Data in Workspace Thus, management of electronic document data in workspace 12 will be described with reference to FIG.
In the workspace program, the electronic document data is defined as a structure, and by executing the program, a workspace object 40 that handles the electronic document data structure is mounted in the memory space. The workspace object 40 is roughly divided into a lower level object, a provider management object 41 for setting and querying the location of an electronic document, and a document management for creating, deleting, copying, moving, searching, and querying an electronic document. The object 42 is divided into an electronic document set creation / deletion and a document set management object 43 for instructing the document management object for electronic document deletion / copying / movement / search.

  Among these, an object called an electronic document that is handled by the document management object 42 in the workspace can be practically expressed as follows.

  In the document management object 42, DOC1, DOC2, DOC3,... Are generated as instances belonging to a class called an electronic document. These instances are composed of an instance composed of basic management information and category information and an instance composed of document meta-image information corresponding to each electronic document data. As the former lower instance, for each of DOC1, DOC2, DOC3, etc., there is a mapping that associates the value of the category with the address of the storage area storing it for each category. Has been.

  In the case of a search, a message for searching for a category value is sent from the document set management object 43 to the document management object 42. In the document management object 42, the method specified by the message is executed. For example, when the company name is searched for with the category and the value is the company A, the data having the same category value is extracted from the instance in which the address and the category value are associated with each other, and the corresponding document is specified. The reference to the document management object 42 in the workspace 12 is extremely fast because, when a document identifier is specified, a new query is not generated, data type conversion, and evaluation are not required unlike a general-purpose database reference. Executed.

Category Search Pattern Management In this system, a program for managing a category search pattern and a program for providing a search / query interface are provided as sub-modules in FIG. 24.

  By executing the category search pattern management program and the search / inquiry interface program, a function realizing means as shown in FIG. 4 is provided.

  In FIG. 4, a reference pattern definition unit 50 has a function of defining a required number of category patterns as a reference for each routine work and storing the patterns. For example, in the business of managing an estimate, a category pattern necessary for document search and display requires at least the category items shown in FIG. 9A, which is used as a reference pattern.

  These reference patterns are defined independently of the categories in each electronic document. Independence makes it easy to add, modify, and delete reference rules. On the other hand, when it is used as a reference rule, the association with the category in the electronic document is dynamically formed, so that it is possible to easily construct a document search mechanism based on a new management policy. Become.

  For example, as shown in FIG. 9B, in the management of an estimate, when creating a new management policy and adding categories of process numbers and estimated amounts, these categories may be added to the reference pattern. This change in the reference pattern is immediately reflected in the search pattern and the display pattern. At this time, unlike a general-purpose database, it is not necessary to newly generate a query for reference, and to add or modify database items.

  The search pattern setting unit 52 and the display pattern setting unit 54 each read an arbitrary reference category pattern from the reference pattern definition unit 50, and set the items of the category as a subset composed of several combinations as necessary. For example, if the reference category pattern is an estimate, several search patterns can be set as a lower subset and selected from them. The virtual directory query pattern definition unit 56 defines hierarchical structure attributes between categories, and forms a virtual directory based on the category values.

  The search / query interface program provides functions of a search interface unit 60, a display interface unit 62, and a virtual directory query interface unit 64. The search interface unit 60 displays a GUI for inputting a search condition on the monitor, and when the search condition is input, delivers the search condition to the workspace. When a search is executed in the workspace as described above, a list of electronic documents that match the search condition is acquired, and this list is transferred to the display interface unit 62 via the pattern set unit 58. The display interface unit 62 displays the pattern specified by the pattern setting unit 58 on the monitor screen.

Second embodiment
FIG. 4 shows a second embodiment of the electronic document management system according to the present invention. In the second embodiment, an electronic document is stored in a database of a server, and the electronic document is registered and searched from a browser of a client. In the system of the second embodiment, the category management program of the first embodiment and the search and inquiry interface program are incorporated in the browser, and the same function realizing means are denoted by the same reference numerals and described. Is omitted.

  In FIG. 4, reference numeral 66 indicates an electronic document database on the server side. When the capture unit 22 acquires the electronic document data from the print information, the basic management information and category information data files of the electronic document data are transmitted to the document management database 66.

  The document management database 66 generates and stores a document management table 68 developed for each category from the category information. When new electronic document data is sent, it is checked whether there is a new category in the category information. If the category already exists, the data is added and the document management table 68 is updated. Therefore, it is not necessary to set a fixed category in advance for document management, and category information is automatically captured for any type of document, and the document management table 68 is updated.

  When a search condition is input from the search interface unit 62 of the browser, the document management table is searched, a list of electronic documents matching the search condition is acquired, and this list is transferred to the search interface unit 60 of the browser. This document list is transferred to the display interface unit 62 via the pattern setting unit 58 and displayed on the monitor in a desired format.

  In the second embodiment, when establishing a connection with the electronic document database 66, session establishment and marshalling procedures are required. However, since the electronic document data is generated from the print information and the document management dedicated table 68 developed from the category information is searched, the formation and execution of a query related to the subquery can be reduced. The search is performed faster than

Third embodiment
FIG. 6 shows a third embodiment of the electronic document management system according to the present invention. The third embodiment is an embodiment in which a job management function is added to the system of the first embodiment. In this embodiment, a job management program characterized by defining a data bus for standard input / output is used in order to directly exchange data between jobs for batch processing.

  As an example of a batch processing job, a process of periodically connecting to a mail server to receive a mail and receiving a document file attached to the mail is defined as a first job, and the received document file is defined as application software 20. And a process of taking the document file from the application software 20 into the system is defined as a second job.

  By executing the job management program 70, a data bus 73 for transferring the received document file between the first job 71 and the second job 72 is formed on the memory in software. When the first job 71 is executed, the document file extracted from the received mail is passed to the data bus 73 as a standard output. Then, the document file output from the standard output through the data bus 73 is passed to the standard input of the second job 72.

  As described above, when the data exchange of the document file is performed between the first job 71 and the second job 72, the document file is transferred to the application 20 by executing the second job 72. The capturing program is activated simultaneously with the printing process, and electronic document data is generated from the print information captured from the printer spooler as described in the first embodiment.

1 is a block diagram showing a configuration of an electronic document management system according to a first embodiment of the present invention. The block block diagram of the electronic document production | generation part which comprises the same electronic document management system. FIG. 3 is a block diagram for explaining a work space constituting electronic document management means of the electronic document management system. The block diagram explaining the category management means of the electronic document management system. The block diagram which shows the structure of the electronic document management system by 2nd Embodiment of this invention. The block diagram which shows the structure of the electronic document management system by 3rd Embodiment of this invention. The figure which shows the example of the kind and category of a document applied to this invention. The figure which shows the kind of basic management information and category information. Explanatory drawing of the reference pattern for search inquiry.

Explanation of symbols

DESCRIPTION OF SYMBOLS 10 Electronic document production | generation part 14 Workspace 14 Message exchange part 20 Application 21 File system 22 Capture part 24 Format shaping part 25 Printer spooler 26 Printer driver 30 Paper medium 32 Electronic document

Claims (11)

From the original document data created by the application software, the print information and the category information indicating the document attributes generated in the process of creating or using the document are obtained in an atypical and comprehensive manner, and electronic document data is generated from them. Electronic document generation means for
Electronic document data management means for sharing execution of a series of processes for managing the structure of the electronic document data to a plurality of objects, and mounting these objects on a memory;
An asynchronous linkage means for asynchronously linking the operation of the electronic document generation means and the operation of the electronic document data management means;
An electronic document management system comprising:   The electronic document generation unit includes a capture unit that captures meta information of a document from a printer spooler and acquires document data from the print information when the document is printed from an application. The electronic document management system according to claim 1.   3. The electronic document management system according to claim 2, wherein the electronic document generation means further includes means for shaping the format of the document data delivered from the capture means.   2. The electronic document management system according to claim 1, further comprising category management means for defining and managing a tele-category pattern used for document search and inquiry based on category information of the electronic document data. Electronic document data management means
A provider management object for setting and querying the location of electronic documents;
Document management objects that create, delete, move, and query electronic document collections;
A document set management object that gives instructions to the document management object for electronic document set generation, deletion, and deletion, copying, movement, and search of electronic documents;
The electronic document management system according to claim 1, further comprising:   2. The electronic document management system according to claim 1, wherein the asynchronous cooperation unit cooperates and cooperates by exchanging data between a process of generating an electronic document and a process of the electronic document data management unit.   2. The electronic document management system according to claim 1, further comprising means for defining a data bus for performing direct data exchange between batch processing jobs by standard input / output. From the original document data created by the application software, comprehensively obtain meta-printed information and atypical category information indicating the document attributes generated in the process of creating or using the document. Electronic document generation means for generating document data;
Category information expansion means for expanding an electronic document management table for each category from the category information of electronic document data;
A database that stores the expanded tables;
A document search / inquiry means for connecting and executing a document search / query to the database;
An electronic document management system comprising: Non-including attributes that are added in the process of creating or using the document from the original document data that is generated sequentially, such as drawings, plans, reports, etc., created by application software and distributed through the network An electronic document generation means for comprehensively acquiring standard category information and integrating the category information and original document data into an electronic document;
Electronic document registration means for registering the electronic documented document and a search query table developed based on the category information;
Means for performing a query, search and document editing of a document by specifying a search pattern set independently of the category information;
An electronic document management system comprising: Obtaining a document print instruction from an application, and starting a capture program for capturing print information of the document from a printer spooler in synchronization with the activation of the printer drive;
Obtaining meta-printed print information accumulated in the printer spooler by executing the capture program;
Converting the format of the acquired print information;
An electronic document management program characterized by comprising: Obtaining the meta information and the category information indicating the document attribute generated in the process of creating the document;
Expanding a category management table for generating a table for electronic document management for each category independently of a category pattern for document search query based on the atypical category information; and
When a new category occurs, updating the table;
An electronic document management program characterized by comprising:

Images