JP2006309384A5 - - Google Patents

Description

Document management method

The present invention relates to a method of managing documents computer Ru edited in, particularly, the version information assigned to the unit document of a document, select the modified version in case of change in the unit of documents using The present invention relates to a document management method.

There are many types of application forms in printed materials, and the contents are frequently changed.
For example, if a change occurs in a telephone number such as toll-free number, the person in charge is notified, but may be printed without being changed due to an error of the person in charge.
Various techniques have been provided to prevent such instruction errors.
For example, “procedure system” (refer to Patent Document 1) for electronic forms, and “DTP tool automatic update system” (refer to Patent Document 2) and “document automatic generation system, document automatic generation method and A "recording medium on which an automatic document creation program is recorded" (see Patent Document 3) is disclosed.

JP 2002-279131 A JP2001-222414 JP 2001-22738 A

The disclosed technique described above manages the change history of a printed material with the version information given to the printed material, and does not correspond to partial document changes.
Therefore, the present invention provides a document management method in which version information is given to a unit document constituting a printed matter, and when the printed matter is created again, the unit document to which the latest version information is attached is selected and used.

In order to achieve the above object, the invention described in claim 1 of the document management method of the present invention is that when a document edited by a computer is decomposed into a plurality of unit documents and the document is changed. A document management method for replacing unit documents, a step of displaying a completed document on a computer display screen, a step of disassembling the document on the screen into unit documents, and a step of coding each unit document Creating a unit document file, storing the unit document with a screen layout code, pasting the latest code to a new unit document and storing it in the unit document file when the unit document changes a step, a step that is displayed is called unit document the latest code is attached from each of the unit document file when re document is used, the And it is characterized in Mukoto.

  In the invention described in claim 2, when the unit document is changed in the invention described in claim 1, at least one unit document before the change is stored in the unit document file and stored. It is characterized by this.

1) A document management method in which a document to be edited by a computer is decomposed into a plurality of unit documents as described in claim 1 and the unit document is replaced when the document is changed. and displaying the document was completed on the screen, and decomposing a document of the screen unit document, and performing encoding with the respective unit document, the arrangement of the screen unit document to create a unit statement Shofu Airu A step of storing a code, a step of pasting the latest code to a new unit document when the unit document is changed, storing the unit code in the unit document file, and a unit when the document is used again by including the steps of latest code is affixed to the unit document is displayed called and from the document file, for example, when creating a document for printing, sentences By storing the version as unit document files, upon order by the reprint, whether revised I contact the code of each unit document file to the system that manages the latest code is found immediately to prevent mistakes be able to.
It can be used as a management method for input screens distributed over the Internet, as well as for managing printed originals. In particular, it is suitable for document management that can be applied as a common item when there are many types of application forms and changes occur.
2) Also, as described in claim 2, in the document management method according to claim 1, when the unit document is changed, at least one unit document before the change remains in the unit document file. It is convenient for confirming how it came to the present by being saved.

Hereinafter, a preferred embodiment of a document management method of the present invention will be described with reference to the drawings.
Figure 1 is a diagram illustrating an embodiment of a unit document constituting the document, FIG. 2, FIG, 3 for illustrating the details of the document file of Figure 1, an example of the layout frame of the document FIG. 4 is a diagram for explaining an example of an updated document, FIG. 5 is a diagram for explaining an example of an old document, and FIG. 6 is attached to a unit document. It is a figure for demonstrating an example of the code | cord | chord which is.

Referring to FIG. 1, a description will be given of an embodiment of a unit document constituting the document.
In the following description, an example in the case of creating a printed material such as an application form or an original plate using a computer screen will be described.
In the application form, a document whose layout is determined and incorporated in the layout frame is handled as a unit document.
A document classification code is attached to the document. When the document is read on the screen, the document code is read. Further, a branch code for calling the layout screen is attached to the document code, so that the layout screen can be easily confirmed.

The layout screen are specified address for incorporating unit document to each layout frame, each unit sentence Shofu Airu stored affixed the address code of the layout frame.
Also, illustrations and other symbols are stored in design files and the like with their addresses attached as parts.
When the document screen is started up by the document code, the layout screen is automatically called, and the design and the like are pasted to the designated address.
A unit document is assigned and displayed in each layout frame.
At this time, the unit document the latest version information is attached from the unit statement Shofu Airu is displayed on the called and screen.
These operations are executed by a program incorporated in the screen.
Such a document screen may be called an electronic form.

FIG. 1 is a configuration example of a unit document when a credit card membership application form or the like is disassembled into unit documents.
The contents of a document (hereinafter referred to as an application form) 1 such as a credit card membership application form are roughly divided into company-related information 11 and customer-related information 12, and the company-related information 11 is further classified into 1-4. .
The contents of the document are bundled with common items, and the four bundled documents are incorporated into the company related information 1 to 4. This company-related information 1 to 4 is a unit document referred to herein.

In the “company information 1” that is a unit document, “covenant” information that is contract information is filed. The terms and conditions are printed on the back of the application.
In addition, the “title” of the document is filed in “company information 2”.
In “company information 3”, a “note on application” document such as a caution when applying is filed.
As the notes at the time of performing the application, described matters relating to the procedure of admission, the description of that attaching a copy of the documents to prove their identity, matters relating to confidentiality, and financial institutions name and withdrawals for payment Documents describing matters related to account descriptions are filed.
Further, in “Company information 4”, information on the location of the company is filed.

  Version information is affixed to each company information, and version “A” is affixed to the first created unit document, and “B” indicating the latest version is affixed when a change occurs. Then, the code up to version “Z” is attached.

In the customer related information 12, document information constituting a customer information description column is filed.
As the unit information constituting the customer information, a character string to be printed in the vicinity of the entry column for entering “address / name information”, for example, “zip code”, “address”, “name”, “reading name”, etc. Are filed together with codes such as typeface, series, and printing color.

  Also, a guide character string for describing “other information 1”, for example, a character code such as “phone number”, “mobile phone number”, “e-mail address”, etc., and a guide for describing “other information 2”. Character strings such as “birth date”, “sex”, etc., and guide characters for “other information 3”, such as “income”, “family composition”, “subscription” Character code such as “Credit card name”, “Owner's house or leased house”, and the name of the financial institution for payment and the guide character string for debit account description are codes such as typeface, series, printing color, etc. Filed with.

Details of the document file of FIG. 1 will be described with reference to FIG.
The document information database 100 stores a company information column unit document file 110, a customer information column unit document file 120, a form design file 130, and other files (not shown).
In the company information column unit document file 110, company information files 1 to 4 are stored, and each file stores from the unit document when the document is first created to the latest changed unit document. .
For example, in the company information 3 file, the unit document “Notes on application A-200210” 11011 when the document is first created and the latest unit document “Notes on application B-200410” 11012 that have been changed are included. Stored.

An example of a document layout frame will be described with reference to FIG.
In the layout frame 2, a display frame for preparing each unit document to be displayed is prepared.
For example, title display frame 21, application note display frame 22, address name description column 23, telephone number description column 24, date of birth description column 25, income etc. description column 26, payment account description column 27, company An address display frame 28 and the like are formed as an input screen in a state in which address information is incorporated.
When a document code is input, a layout screen corresponding to the document code is called and a design or the like is pasted at a designated address.
A unit document is assigned and displayed in each layout frame.
At this time, the unit document the latest version information is attached from the unit statement Shofu Airu is displayed on the called and screen.

An example of an updated document will be described with reference to FIG.
When the document code is input by the input means of the computer, the application form 200 corresponding to the document code is called up on the display unit, and the design and unit document are affixed to the entire application form and the designated address of the layout frame.
At this time, the unit document the latest version information is attached from the unit statement Shofu Airu is displayed on the called and screen.
For example, the title 201, address name description column document 203, telephone number description column document 204, and company address 208 are displayed in a new version.
The version information (for example, “A-200210” in the case of a title) may or may not be pasted on the unit document, but the whole has been renewed by a method such as highlighting (shaded in the figure). It is preferable to be able to understand.
It can be seen that the unit documents in the application note document 202, the date of birth description column document 205, the income description column document 206, and the payment account description column document 207 have not changed from the last used state.

The application form 300 shown in FIG. 5 shows an example of the previous (as it is old) document corresponding to FIG.
There is no highlighted unit document, and the previous version information is pasted on all unit documents. Conventionally, a place changed in such a state is searched, and it is revised (changed) as a change of the entire document.
As a result, mistakes such as overlooking a part to be changed or making an incorrect input have occurred.

An example of a code attached to the unit document will be described with reference to FIG.
“Unit document code” in the table, for example, “01B200410” is “a contract section of a document to be incorporated into an application form, and starts with a section code“ 01 ”of the contract.
Next, “200410” indicating date information “October 2004” indicating at which point the document is created follows. Since it is a rewritten version, the version symbol “B” is pasted before the date information.
Hereinafter, a file code is assigned to each item according to the same standard and stored in the document information database.

Printed original management of, as well, can be used to manage the input screen that will be delivered over the Internet. In particular, such as the application form, the type is many, Ru can be suitably used in the document management must be changed in common when the change point has occurred.

It is a diagram for explaining an embodiment of a unit document constituting the document. It is a figure for demonstrating the detail of the document file of FIG. It is a figure for demonstrating an example of the layout frame of a document. It is a figure for demonstrating an example of the updated document. It is a figure for demonstrating an example of an old document. It is a figure for demonstrating an example of the code attached to a unit document.

Explanation of symbols

1,20,200,300 Document (Application)
2 Layout frame 11 Company related information 12 Customer related information 21 Title display frame 22 Application note document display frame 23 Address full name column 24 Telephone number description column 25 Date of birth description column 26 Income etc. description column 27 Payment account description 27 Field 28 Company address display frame 100 Document information database 110 Company information unit document file 120 Customer information unit document file 130 Form design file 201,301 Title 202,302 Application note 203,303 Address name entry field document 204,304 Telephone Number etc. column document 205,305 Date of birth column document 206,306 Income etc. column document 207,307 Payment account column document 208,308 Company address 11031 Company information 3 unit document 11032 Changed company information 3 unit documents

Claims (2)

A document management method in which a unit document is replaced when a document to be edited is decomposed into a plurality of unit documents and the document is changed.
And displaying the document has been completed on the display screen of the computer, and decomposing a document of the screen unit document, and performing encoding with the respective unit document, the unit document to create a unit statement Shofu Airu A step of storing the screen with an arrangement code, a step of pasting the latest code to a new unit document when the unit document is changed, storing the unit code in the unit document file, and when the document is used again management of documents, which comprises the steps of unit document the latest code is attached from each of the unit document file is displayed called and, a. In the document management method according to claim 1,
A document management method, wherein when a unit document is changed, at least one unit document before the change is stored in the unit document file and stored.