JP2006318212A - Document data distribution system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document data distribution system capable of clarifying a distribution route of a specific document to improve information security. <P>SOLUTION: For example, when a local folder of a client device 3 is set as a monitoring destination in the client device 3, when an electronic data storage device 5 is set as a distribution destination, and when an electronic data management device 7 is set as an output destination, a document management system shows that the client device 3 performs polling to a monitoring target in F1. F2 shows that an acquired document is distributed to the previously designated distribution destination in the client device 3 when the document is present in a distribution source. In F3, distribution history information is outputted to the electronic data management device 7 as the output destination of a distribution history previously designated by the client device 3. <P>COPYRIGHT: (C)2007,JPO&INPIT

Description

  The present invention relates to a document data distribution system, and more particularly to a document data distribution system that manages a distribution history of an electronic document.

  2. Description of the Related Art Conventionally, a technique is known in which a paper document is digitized by a computer and distributed as electronic document data. In such a document data distribution system, a document can be registered by accessing a document management database on a document data management server via a network from a client terminal. However, when there is a new registration on the document management server, the user has to access the server as a means of knowing this. Although a method for automatically notifying new registration of a document has been proposed, there is a problem that a heavy program must be resident and this leads to an increase in cost.

By the way, in recent years, various data such as new document files and files attached to received mails can be automatically registered in the document management database, and document data distribution that notifies users of new registration of documents without increasing costs. A system technology has been proposed (Patent Document 1).
JP 2004-30077 A

  However, when the conventional electronic document data distribution system technology is judged from the viewpoint of information security, there are problems in practical use, which is a problem. For example, it is said that many of the personal information leakage accidents of major companies that are popular in the world these days are due to insufficient log management. The fact that the distribution route management for electronic document data distribution is not performed in the conventional document data distribution system can be a major obstacle to the practical application of the document data distribution system.

  The present invention has been made in view of such a situation, and an object of the present invention is to overcome the various problems in information security described above by managing the distribution route of electronic document data and clarifying the distribution history. It is said.

  The invention according to claim 1 is a document distribution device including distribution means for distributing electronic data, a client device that operates the document distribution device, and an electronic data storage device that is a distribution source from which the document distribution device distributes electronic data A data management device comprising: a distribution destination electronic data output device to which the document distribution device distributes electronic data; a storage means for storing electronic data of a distribution destination to which the document distribution device distributes electronic data; and the distribution An electronic data storage device that outputs a distribution history of electronic data and a document data distribution system connected via a network, wherein the client device monitors the electronic data distribution source, Means for distributing electronic data acquired from a distribution source to a predetermined distribution destination, and a flow of the electronic data when distributing the electronic data; Means for setting a journal entry, a means for managing in association with the distribution history items and distribution history of the electronic data, a document data distribution system characterized in that it comprises a.

  According to a second aspect of the present invention, in the system according to the first aspect, the distribution history item setting means can select and set from a plurality of items.

  According to a third aspect of the present invention, in the system according to the first or second aspect, a distribution source and a distribution destination can be set when the document data is distributed.

  According to a fourth aspect of the present invention, in the system according to any one of the first to third aspects, an output destination can be set when the distribution history is output.

  According to a fifth aspect of the present invention, in the system according to the fourth aspect, the output destination set by the distribution history output destination setting means can be changed.

  A sixth aspect of the present invention is the system according to any one of the first to fifth aspects, wherein the distribution history output means can select an item to be output for each distribution history item.

  The invention according to claim 7 is the system according to claim 6, wherein the distribution history item selected by the distribution history item selection means can be changed.

  The invention according to claim 8 is the system according to any one of claims 1 to 7, further comprising release means for releasing the output of the distribution history.

  According to the present invention, it is possible to obtain a document data distribution system that can compensate for the disadvantages from the viewpoint of information security by managing distribution channels.

  Hereinafter, a document data distribution system according to an embodiment of the present invention will be described in detail with reference to the drawings.

  FIG. 1 is a block diagram illustrating a configuration example of a document data distribution system according to an embodiment of the present invention. In this document data distribution system, a network 1 such as the Internet, a document distribution device 2 having a distribution means for distributing electronic data, a client device 3 that operates the document distribution device 2, and the document distribution device 2 distribute electronic data. A distribution source electronic data storage device 4, an output destination electronic data storage device 5 that outputs distribution history, a distribution destination electronic data output device 6 to which the document distribution device 2 distributes electronic data, and a document distribution device 2. Is composed of an electronic data management device 7 having storage means for storing electronic data of a delivery destination for distributing electronic data.

  The document distribution apparatus 2 is, for example, an MFP (multifunction printer) or a fax. The distribution source electronic data storage device 4 is, for example, a PC, an MFP, a document management server, or the like. The distribution destination electronic data output device 6 is, for example, a fax machine. The electronic data management device 7 is, for example, a PC or a document management server. The electronic data storage device 5 that outputs the distribution history is, for example, a PC.

  FIGS. 2A and 2B are block diagrams showing an example of history information output in the document data distribution system shown in FIG. FIG. 2A shows an example of history information output in the case where the client device 3 is set with, for example, a local folder of its own device as a monitoring destination, an electronic data storage device 5 as a distribution destination, and an electronic data management device 7 as an output destination. It is. This document data distribution system polls the monitoring target (monitoring target folder of the distribution source apparatus. In this case, the distribution source set in FIG. 4A described later) from the client apparatus 3 in F1. Indicates. F2 distributes the acquired document to a distribution destination designated in advance in the client device 3 (in this case, a distribution destination set in FIG. 4A described later) if the document exists at the distribution source. Indicates. Finally, distribution history information is output to the electronic data management device 7 as an output destination of distribution history designated in advance by the client device 3 in F3.

  FIG. 2B shows an electronic data storage device in the client device 3 with the electronic data storage device 4 having storage means for storing electronic data as the monitoring destination, the electronic data output device 6 as the distribution destination, and the distribution history output destination. It is an example of history information output when 5 is set as the output destination. This document data distribution system determines whether or not a document exists for the distribution source designated by the client apparatus 3 in F1 (in this case, the distribution source set in FIG. 4B described later). Inquire. If a document exists at the distribution source, the document is subsequently distributed to a distribution destination designated in advance in the client apparatus 3 at F2 (in this case, a distribution destination set in FIG. 4B described later). Finally, in F3, the distribution history is output to the electronic data storage device 5 as the output destination of the distribution history specified in advance by the client device 3 (the output distribution history information will be described in FIG. 5).

  FIG. 3 is a module configuration diagram of the document data distribution system shown in FIG. The client device 3 includes a user interface 8, a data monitoring device access unit 9, a monitoring unit 10, a distribution unit 11, an output unit 12, and a processing control unit 13, and operates according to a program according to the embodiment of the present invention. Thus, these functions can be realized.

The user interface 8 can display various screens on a display device (for example, a display) or can perform various operations using an input device such as a keyboard and a mouse. The user interface 8 can realize the functions shown in the following (B1) to (B3).
(B1) Function as a first operation means for performing an operation for designating a distribution source folder and a distribution destination folder (monitoring condition) to be monitored (first operation function)
(B2) Function as second operation means for performing operation for designating output destination of distribution history information (second operation function)
(B3) Function as a third operation means for performing an operation of selecting an item to be output as a distribution history (third operation function)

  The data management device access means 9 accesses the delivery source designated in advance by the user and the delivery destination designated in advance by the user together with the user information, and delivers data. The monitoring unit 10 monitors a distribution source folder designated in advance by a user. The distribution unit 11 distributes a document existing at a distribution source to a distribution destination designated in advance. The output means 12 outputs the distribution history item previously selected by the user in the same manner as the output destination of the distribution history information specified in advance by the user. When the processing control unit 13 recognizes that the electronic data is stored in the distribution source folder designated in advance according to the monitoring result of the monitoring unit 10, the data management device access unit 9 accesses the distribution source folder designated by the user. Similarly, the distribution unit 11 accesses the folder designated by the user of the distribution destination by the data management device access unit 12, and functions as a distribution processing control unit that performs processing for distributing the electronic data from the distribution source to the distribution destination. Can be realized.

  FIGS. 4A and 4B are items of distribution history output destinations and distribution history information to be output accompanying the setting of the electronic data distribution source and distribution destination in the document data distribution system shown in FIG. It is an example of the display screen for implement | achieving selection of. The user can input an arbitrary distribution history output destination on this screen. Further, the user can select an item of distribution history information to be output for the input distribution history output destination. As shown in the figure, the distribution history item is, for example, a document name, a distribution source, a distributor, a distribution date / time, a document creation date, a document comment, and the like. The document name is a file name given to data created by an application, for example. The document comment is an item that can be arbitrarily set by the user, such as a simple comment on the document data, for example, “theme specification”. Further, the user can change and cancel the items that have been set on this screen. The information input / selected here is stored in the document data distribution system as monitoring information.

  FIG. 5 is an example of an embodiment of output distribution history information managed by the electronic data storage device 5 as an output destination of distribution history information in the document data distribution system shown in FIG. This is output / stored in the electronic data storage device 5 as an output destination of the distribution history information by the output means 12. The administrator of this system can manage the operating state of this system by referring to this distribution history information. In this case, six items of distribution date / time 14, document name 15, distribution source 16, distribution destination 17, distributor 18 and document creator 19 are output.

  FIG. 6 is a flowchart showing an example of a process for automatically distributing electronic data with the monitoring information set by the user on the display screen shown in FIG. 4 in the document data distribution system according to the embodiment of the present invention. . When this monitoring process is started, the client device 3 first reads the distribution source information (monitoring information) set by the user's operation using the screen shown in FIG. 2 in step S1, and performs constant monitoring in step S2. Delay processing is performed until the interval is reached. The delay process is to monitor a monitoring target by polling at a constant interval. For example, if the interval is set to 1 minute, monitoring is performed in the first minute, waits for the next minute, and performs monitoring in the next minute.

  Thereafter, it is checked whether or not new electronic data exists for the distribution source set in the monitoring information read in step S1 (step S3). When it is recognized that there is no new electronic data at the distribution source (step S3 / No), the delay process is performed in step S2 until the predetermined monitoring interval is reached again. On the other hand, when it is recognized that new electronic data exists at the distribution source (step S3 / Yes), the process proceeds to step S4, and the electronic data is distributed to the distribution destination set in the monitoring information read in step S1. Next, in step S5, when distribution history output destination information cannot be read in step S1 (when distribution history output destination information is not set) (step S5 / No), step S2 is repeated until a certain monitoring interval is reached again. Delay processing is performed in If the distribution history output destination information has been read in step S1 (Yes in step S5), the distribution history information item to be output read in step S1 is output to the distribution history output destination (step S6). After the output process is completed, the delay process is performed in step S2 until the predetermined interval is reached again.

  FIG. 7 shows an example of processing until the monitoring information set by the user on the display screen shown in FIG. 4 is registered (stored) in the document data distribution system in the document data distribution system according to the embodiment of the present invention. It is a flowchart to show. When the registration process is started, the client device 3 reads the monitoring information input from the user on the screen shown in FIG. 2 (step S7), and the distribution source input to the read monitoring information is already a document. It is determined whether it is registered in the data distribution system (step S8). If the distribution source information read in step S7 is a registered distribution source (step S8 / Yes), the process proceeds to step S9. If not registered (step S8 / No), the process proceeds to step S10. In step S9, the already registered monitoring information is discarded (erased). In step S10, the monitoring information read in step S1 is registered (stored) in the document data distribution system.

  Here, although the distribution source read in step S1 in step S8 is a registered distribution source and distribution history output destination information is registered along with the distribution source information, distribution history output is performed in step S1. If the destination information cannot be read, the distribution history output is “canceled”. Further, in step S8, the distribution source read in step S1 is an already registered distribution source, and distribution history output destination information is registered along with the distribution source information. The distribution history output read in step S1 If there is a change in the combination of distribution history output item information and distribution history information items that have already been registered, or one of them, change the monitoring information to That ’s it.

It is a block diagram which shows the structure of the document data delivery system which concerns on embodiment of this invention. It is the block diagram which showed an example at the time of the log | history information output in the document data delivery system shown in FIG. It is a module block diagram of the document data delivery system shown in FIG. It is the figure which showed an example of the display screen for implement | achieving document management in the document data delivery system shown in FIG. FIG. 3 is a diagram showing an output example of distribution history information managed by an electronic data storage device as a distribution history output destination in the document data distribution system shown in FIG. 1. It is the flowchart which showed an example of the distribution history information output process in the document data delivery system shown in FIG. FIG. 3 is a flowchart showing an example of monitoring information registration processing in the document data distribution system shown in FIG. 1.

Explanation of symbols

DESCRIPTION OF SYMBOLS 1 Network 2 Document delivery apparatus 3 Client apparatus 4 Distribution origin electronic data storage apparatus 5 Output destination electronic data storage apparatus 6 Electronic data output apparatus 7 Electronic data management apparatus 8 User interface 9 Data management apparatus access means 10 Monitoring means 11 Distribution means 12 Output Means 13 Processing control means 14 Delivery date and time 15 Document name 16 Delivery source 17 Delivery destination 18 Distributor 19 Document creator

Claims (8)

A document delivery device comprising delivery means for delivering electronic data;
A client device for operating the document distribution device;
A distribution source electronic data storage device from which the document distribution device distributes electronic data;
A delivery destination electronic data output device to which the document delivery device delivers electronic data;
A data management apparatus comprising storage means for storing electronic data of a distribution destination to which the document distribution apparatus distributes electronic data;
An electronic data storage device that outputs a distribution history of electronic data during the distribution, and a document data distribution system connected via a network,
The client device is
Means for monitoring a distribution source of the electronic data;
Means for distributing electronic data acquired from the distribution source to a predetermined distribution destination;
Means for setting a distribution history item of the electronic data when distributing the electronic data;
A document data distribution system comprising: means for managing the distribution history of electronic data and distribution history items in association with each other.   2. The document data distribution system according to claim 1, wherein the distribution history item setting means can select and set from a plurality of items.   3. A document data distribution system according to claim 1, wherein a distribution source and a distribution destination can be set when the document data is distributed.   The document data distribution system according to any one of claims 1 to 3, wherein an output destination can be set when the distribution history is output.   5. The document data distribution system according to claim 4, wherein the output destination set by the distribution history output destination setting means can be changed.   The document data distribution system according to claim 1, wherein the distribution history output unit can select an item to be output for each distribution history item.   7. The document data distribution system according to claim 6, wherein the distribution history item selected by the distribution history item selection means can be changed.   The document data distribution system according to claim 1, further comprising a canceling unit that cancels the output of the distribution history.

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