JP2006343964A - Document management system, document management method and program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To easily execute a maintenance operation for discard object documents even when a large number of documents are turned into discard objects. <P>SOLUTION: This document management system(document management server 1) for storing and managing document data is configured to discriminate whether or not document data satisfying prescribed discard conditions are stored, and to, when there are a plurality of document data discriminated to satisfy the prescribed discard conditions, group the plurality of document data according to the similarity of document content. Then, the plurality of document data are list-displayed as discard candidates for each of the divided groups. Also, the summary of document content shown by the whole document data belonging to the corresponding group is prepared for each of the divided groups. <P>COPYRIGHT: (C)2007,JPO&INPIT

Description

  The present invention relates to a document management system, a document management method, and a program, and in particular, a document management system that stores and manages a plurality of document data with a disposal time limit, a document management method applied to the document management system, and the program The present invention relates to a program for causing a computer to execute a document management method.

  In recent years, electronic documents have been actively shared and distributed through networks such as the Internet. However, in many cases, there are restrictions on data size in order to attach electronic documents to electronic mail. Therefore, instead of attaching to an e-mail, a document management system is provided in which a shared document management server is provided, a folder corresponding to the company or organization to be used is registered in the document management server, and files are exchanged via the folder Has been built. There, storage, sharing, or distribution of documents necessary for business is performed using functions such as uploading, copying, and downloading electronic documents.

  A function often used in this type of document management system is an automatic disposal function for managing the storage period of documents by the system. According to this function, when there is a document that has passed a predetermined period after storage registration or a document that has reached a predetermined disposal date, the system detects it and displays it as a candidate for automatic disposal. . The user who refers to it takes an instruction to actually discard the document to be discarded, or to reset the disposal deadline and extend the storage.

The user refers to the document name and bibliographic information displayed in the discard candidate list display to determine whether or not the document should be discarded (for example, see Patent Document 1). However, in order to make a decision after confirming the contents of the document, it is necessary to access the electronic document, open the file, and refer to it.
JP 09-006657 A

  However, in the conventional document management system, when there are a large number of documents to be automatically discarded, it is troublesome to open individual document files to check the contents or to display an outline. For this reason, even if there is an automatic discard function, the user tends to postpone the confirmation work and the actual deletion work. As a result, many unnecessary documents are accumulated on the document management server, which is a factor that hinders access to a truly required document.

  The present invention has been made in view of such problems, and a document management system and a document management method that can easily perform maintenance work on a document to be discarded even when a large number of documents are to be discarded. And to provide a program.

  In order to achieve the above object, according to the first aspect of the present invention, in the document management system for storing and managing document data, the determining means for determining whether or not the document data satisfying a predetermined disposal condition is stored. When there are a plurality of document data determined to satisfy the predetermined disposal condition by the determination unit, the plurality of document data are grouped according to the similarity of the document contents, and the grouping unit There is provided a document management system comprising display means for displaying a list of the plurality of document data as discard candidates for each group.

  According to the sixth aspect of the present invention, in the document management method applied to the document management system for storing and managing document data, the determination step for determining whether or not the document data satisfying a predetermined disposal condition is stored. And when there are a plurality of document data determined to satisfy the predetermined disposal condition in the determination step, the grouping step of grouping the plurality of document data according to the similarity of the document contents, and the grouping step There is provided a document management method comprising a display step of displaying a list of the plurality of document data as discard candidates for each divided group.

  Furthermore, a program for causing a computer to execute the document management method is provided.

  According to the present invention, in a document management system for storing and managing document data, it is determined whether or not document data satisfying a predetermined discarding condition is stored, and the document data determined to satisfy the predetermined discarding condition is determined. When there are a plurality of documents, the plurality of document data are grouped according to the similarity of the document contents. Then, for each divided group, the plurality of document data are displayed as a list of discard candidates. In addition, for each divided group, a summary of document contents represented by all document data belonging to the corresponding group is created.

  This makes it possible to quickly grasp the contents of all document data belonging to a group even when a large number of document data is to be discarded, and to easily determine whether or not all these documents can actually be discarded. Yes. In addition, all document data belonging to the group can be easily deleted (storage stopped) and the disposal deadline can be reset, and maintenance work for the documents to be discarded, that is, actual deletion processing and the disposal deadline can be easily reset. be able to.

  The best mode for carrying out the present invention will be described below with reference to the drawings.

  FIG. 1 is a block diagram showing a network of a document management server including a document management system and a client machine according to an embodiment of the present invention.

  A client machine 3 is connected to the document management server 1 via the Internet 2. Although only one client machine 3 is shown in FIG. 1, a plurality of client machines 3 may exist. The client machine 3 exchanges document data with the document management server 1 via the Internet 2, and shares and distributes document data with other client machines connected to the document management server 1. The document management server 1 includes a storage device 1a and is used for management purposes such as storage and retrieval of document data.

  FIG. 2 is a block diagram showing a functional configuration of the document management system constructed in the document management server 1.

  The document management server 1 includes, for example, a central processing unit (CPU), a ROM (Read Only Memory) that stores programs executed by the CPU, a RAM (Random Access Memory) used by the CPU for operations, an input / output device, and the like. . Each function of the document management system shown in FIG. 2 is realized by the CPU executing the program stored in the ROM.

  The document registration unit C20 is for storing user document data transmitted from the client machine 3 via the Internet 2 in a predetermined storage location of the storage device 1a of the document management server 1.

  The document summarization unit C21 analyzes the contents of the document data stored in the storage device 1a of the document management server 1 and creates a summary sentence. A detailed configuration of the document summarizing unit C21 will be described later with reference to FIG.

  The discard period setting unit C22 is for receiving and setting document data from a user whose period is desired to be stored in the storage device 1a of the document management server 1. When the set time limit is reached, the corresponding document is displayed as an automatic discard candidate document on the image display device of the document management server 1, and the user actually deletes it from the display screen or resets the storage time limit. be able to. As the type of the disposal period that can be set by the disposal period setting unit C22, it is possible to select discarding after the lapse of the designated period, disposal when the designated period arrives, or indefinite storage. It is possible to specify such a specified period or specified date by opening a document registration screen when registering a document, or by opening a document attribute display screen after registration. FIG. 3 is a diagram showing an example of a document registration screen, in which the retention period is set to 5 years at the time of document registration and set to be discarded after 5 years from registration.

  The discard period monitoring unit C23 refers to the discard condition (discard period) set for each document data as described above at regular intervals, and there is document data for which the specified period has passed or the specified date has come. In this case, the notification is sent to the disposal period notification unit C24.

  When the user logs in to the document management system, the discard period notification unit C24 selects only the documents to which the user has access right from the documents notified from the discard period monitoring unit C23, and sets the document management server 1 as a discard candidate document. Display on the image display device.

  The document deletion unit C25 is for deleting the user's document data stored in the storage device 1a of the document management server 1, and the user selects a document from the document list screen, search result screen, discard candidate list screen, etc. This is executed when a deletion instruction is issued.

  The document search unit C26 realizes a full-text search function and an attribute search function. In the full-text search function, when a character string is designated by a user, document data including the designated character string is retrieved from the storage device 1a of the document management server 1. In the attribute search function, when the user specifies various attributes of the document data and the folder storing the document data, the document data corresponding to the specified various attributes are stored in the storage device 1a of the document management server 1. Search for a folder. The attributes of document data and folders include document name, URL (Uniform Resource Locator), comment, creator, creation date / time, update date / time, access date / time, data size, parent folder name, access right, various user indexes, and the like. . Furthermore, the folder-specific attributes include a discard deadline setting and an update notification setting. These are both automatically assigned by the document management system and manually input by the user when registering the document data.

  The document update unit C27 is for updating the contents or attributes of the registered document data. A check-in / check-out function is provided to perform exclusive control so that a certain user is not updated by another user at the same time during the update.

  The document copy / move unit C28 is for copying or moving document data designated by the user to another folder or another cabinet.

  FIG. 4 is a block diagram showing a detailed internal configuration of the document summarizing unit C21.

  Document data to be summarized is input to the document input unit C30, and the document input unit C30 accepts this, and may be directly passed from the document registration unit C20, or may be periodically sent by an asynchronous server after document registration. It is also possible to implement such a method that is automatically read. The document data received by the document input unit C30 is stored in the storage device 1a of the document management server 1 by the document storage unit C31. As will be described later, a summary sentence generated from the input document data is also stored in the storage device 1a.

  The document output unit C32 outputs the generated summary sentence to the image display device of the document management server 1, and this summary sentence is displayed on the image display device as a summary display screen.

  The document processing unit C33 performs general document processing such as editing / searching, and controls a document analysis unit C34, a context vector generation unit C35, and a context vector comparison unit C36 described below to input document data Generate abstracts and summaries.

  The document analysis unit C34 reads and analyzes the input document data stored in the storage device 1a by the document storage unit C31, and decomposes it into words, sentences, and paragraphs. In the document analysis method executed in the document analysis unit C34, the document is decomposed into words by performing morphological analysis, or the document is decomposed into paragraphs and sentences by paying attention to a specific break. The context vector generation unit C35 generates a paragraph, sentence, word, and context vector in the original document obtained by document analysis by the document analysis unit C34.

  Here, the generation of the context vector will be briefly described.

  In generating a context vector, first, a feature space is defined by enumerating feature words in a related field of a document to be abstracted. That is, the type, field, and number of feature words are arbitrary, and strictness in selection is not required, and the contents that the feature words mean may overlap each other. By enriching feature words peculiar to the field of the document to be abstracted, the accuracy of the context vector generated based on the feature words is improved, and a high-quality summary can be extracted. For example, for words and phrases related to documents used in the office, the summarization accuracy can be improved by preparing characteristic words such as “report, approval, meeting, planning, sales, work management, OA equipment, personnel changes”. .

  The word dictionary C37 stores words to be referred to when generating a context vector, and the word dictionary C37 includes a feature representing the presence / absence (or strength of relevance) of these words with the feature word. Space is shown. This feature space indicates the context vector of the word, and this context vector is stored in the word dictionary C37 in association with the word.

  FIG. 5 is a diagram illustrating an example of words stored in the word dictionary C37 and their context vectors.

  FIG. 5 shows one word in each line and the context vector of the word. In this example, the word is “report, approval, personnel change, OA equipment, network, computer, politics,...”. Each element constituting the context vector corresponds to each feature word. That is, in the example shown in FIG. 5, the feature word matches the word, and each element constituting the context vector is the feature word “report, approval, personnel change, OA equipment, network, computer, politics,... It is represented by a number indicating the relationship between and. The number in each element constituting the context vector is related to the corresponding feature word (“1” is related, “0” is not related. Although not illustrated here, “1” and “0” May be used to express the strength of relevance).

  Specifically, the following is expressed in the word context vector illustrated in FIG. That is, for example, the word “approval” expresses that it is related to the characteristic word “report, approval, personnel change” and not related to the characteristic word “OA device, network, computer, politics”. . For example, the word “OA device” expresses that it is not related to the feature word “report, approval, personnel change, politics” and related to the feature word “OA device, network, computer”. Yes.

  In this embodiment, the only words used when generating the context vector are nouns and sa-variable nouns (nouns that become sa-line modification utilizing verbs when “to” is added to the end of the word). Therefore, the words registered in the word dictionary C37 are also nouns and sa variable nouns.

  Returning to FIG. 4, the context vector generation unit C35 refers to the word dictionary C37 and generates a context vector in the paragraph, sentence, word, and original document obtained by the context analysis unit C34. That is, first, for a word, the same word is searched with reference to the word dictionary C37 to obtain a corresponding context vector. For a sentence, the context vector of each word constituting the sentence is obtained, and the obtained context vector is added / normalized for each element to obtain the context vector of the sentence. Note that the normalization of the context vector means that the length of the context vector is made uniform.

  For a paragraph, the context vector of each sentence constituting the paragraph is obtained as described above, and the obtained context vector of each sentence is added / normalized element by element to obtain the context vector of the paragraph. . Similarly, for a document, the context vector of each paragraph constituting the document is obtained as described above, and the obtained context vector of each paragraph is added / normalized element by element to obtain the context vector of the document. Ask.

  The context vector comparison unit C36 compares the following context vectors based on the document, paragraph, sentence, and word context vectors generated by the context vector generation unit C35. That is, comparison between the context vector of a document and the context vector of each paragraph constituting the document, comparison between the context vector of the document and the context vector of each sentence included in each paragraph constituting the document, context of each paragraph The distance between each context vector is calculated by comparing the vector and the context vector of each sentence in each paragraph for each paragraph, and comparing the context vector of the document with each of the context vectors constituting the document. The distance between the two context vectors is calculated by calculating the inner product of both normalized context vectors. Then, the larger the inner product value, the closer the distance between the two context vectors is defined.

  Based on the value of the distance between context vectors calculated by the context vector comparison unit C36, the document processing unit C33 selects a paragraph or sentence that is close to the document in terms of content, and a sentence that is close to a paragraph, and uses these to select a figure. A summary of the input document data is generated as described later with reference to FIG. The summary of the document generated in this way is stored in the storage device 1a of the document management server 1 by the document storage unit C31, and is output from the document output unit C32 as necessary.

  FIG. 6 is a flowchart showing the procedure of the summary creation process performed in the document summarization unit C21 shown in FIG.

  In step S51, document data to be summarized is input to the document summarization unit C21 via the document input unit C30, and execution of this summary creation process is started. This document data is stored in the storage device 1a of the document management server 1 by the document storage unit C31.

  In step S52, the document analysis unit C34 reads the document data from the storage device 1a and divides it into paragraphs. In this division, for example, a line break is used as a paragraph break.

  In step S53, the document analysis unit C34 divides the document data divided into paragraphs into sentence units. In this division, for example, a punctuation is used as a sentence break.

  In step S54, the document analysis unit C34 decomposes the document data divided into sentence units into words by morphological analysis. Then, among the obtained words, only the nouns and the savory nouns (hereinafter, both are simply referred to as words), the document input in step S51, each paragraph divided in step S52, and each sentence divided in step S53. To the context vector generation unit C35.

  In step S55, the context vector generation unit C35 generates the context vector of the document, the context vector of each paragraph, and the context vector of each sentence as follows. That is, first, the context vector of each word constituting each document, each word constituting each paragraph, and each word constituting each sentence is obtained with reference to the word dictionary C37. Next, the context vector of each word constituting each sentence is added and normalized for each element to calculate the context vector of each sentence. Similarly, the context vector of each word constituting each paragraph is added and normalized to calculate the context vector of each paragraph, the context vector of each word constituting the document is added and normalized, and the context vector of the document is calculated. calculate.

  In step S56, the document vector comparison unit C36 compares the context vector of the document calculated in step S55 with the context vector of each paragraph, and calculates the distance between the context vectors of the document and each paragraph. Further, the context vector of the document and the context vector of each sentence constituting each paragraph are compared for each paragraph, and the distance between the document and each context vector is calculated. Further, the context vector of each paragraph and the context vector of each sentence in each paragraph are compared, and the distance between the context vectors between each paragraph and each sentence constituting each paragraph is calculated. Further, the context vector of the document is compared with the context vector of each sentence constituting the document, and the distance between the context vectors of the document and each sentence constituting the document is calculated.

  In step S57, the document processing unit C33 refers to the distance between context vectors between the document and each paragraph calculated in step S56, and selects the paragraph having the context vector closest to the document context vector. The selected paragraph is stored in the storage device 1a of the document management server 1 by the document storage unit C31, and the document output unit C32 reads out from the storage device 1a and outputs it as necessary.

  In step S58, the document processing unit C33 refers to the distance between context vectors between the document calculated in step S56 and each sentence constituting each paragraph, and the sentence of each paragraph having the context vector closest to the context vector of the document. Is elected. Sentences obtained by arranging the sentences for each selected paragraph in the order of the corresponding paragraphs are stored in the storage device 1a of the document management server 1 by the document storage unit C31, and the document output unit C32 stores the storage device 1a as necessary. Read from and output.

  In step S59, the document processing unit C33 refers to the distance between the context vectors between each paragraph calculated in step S56 and each sentence in each paragraph, and in each paragraph having the context vector closest to the context vector of each paragraph. Select each sentence. Sentences obtained by arranging the sentences in each selected paragraph in the order of the corresponding paragraphs are stored in the storage device 1a of the document management server 1 by the document storage unit C31, and the document output unit C32 stores the storage device as necessary. Read from 1a and output.

  In step S60, the document processing unit C33 refers to the distance between context vectors between the document calculated in step S56 and each sentence constituting the sentence, and determines the context from the sentence having the context vector closest to the context vector of the document. Select up to a predetermined number of sentences whose vectors are farther away. The selected plural sentences are stored in the storage device 1a of the document management server 1 by the document storage unit C31, and the document output unit C32 reads out from the storage device 1a and outputs it as necessary.

  In step S61, the document output unit C32 reads and outputs the text stored in the storage device 1a in steps S57 to S60, and the document processing unit C33 combines them to create a summary.

  In step S62, the summary creation process ends.

  In step S61, the document output unit C32 may selectively synthesize a part of the sentences stored in the storage device 1a in steps S57 to S60 to create a summary. Alternatively, only one of the steps S57 to S60 may be provided, and the document output unit C32 may read and output the sentence stored in the storage device 1a at that step as a summary. In that case, step S61 is also unnecessary.

  By the way, when considering the case where there are a plurality of documents to be discarded, a group of documents to be discarded at the same time and at the same time are registered at the same timing at the time of registration or similar in content. Are often related to each other. In the present embodiment, focusing on the latter, a plurality of discard candidate documents are grouped based on the similarity of the document contents so that all documents belonging to the group can be processed together.

  That is, in the present embodiment, a plurality of documents that are candidates for disposal are grouped according to the document contents, displayed in a list of candidate documents for disposal, and the contents of all the documents belonging to the group are overviewed for each group. A group summary that can be created can be created and displayed, and in addition, an actual deletion designation and a resetting of the disposal time limit can be collectively performed for each group.

  The document management system monitors the generation of discard candidate documents every predetermined time. When the generation of a discard document is detected, the document management system groups all the documents that are candidates for discard as described below. Perform group document summary creation processing.

  In the grouping process, the distance between the context vectors of two documents among all the documents that are candidates for discarding is calculated. If the distance is equal to or less than a predetermined value, the two documents belong to the same group. It is considered that if the distance is larger than that, it belongs to a different group. By performing this process on all documents that are candidates for discarding, all documents that are candidates for discarding are classified into several groups, and each document always belongs to one group. In this way, all the documents that are candidates for discarding can be grouped into a plurality of groups in which documents with similar contents are grouped together. Of course, as a result, all discard candidates may be classified into the same group. In such a case, only one group is created.

  Next, group document summary creation processing for creating a summary of the contents of the entire document belonging to each group created as described above will be described with reference to FIG. This group document summary creation processing is also performed in the document summary section C21 shown in FIG.

  FIG. 7 is a flowchart showing the procedure of the group document summary creation process performed in the document summary unit C21.

  First, a context vector of each word constituting all documents to be discarded is obtained. Then, all these context vectors are added for each element and normalized to calculate the context vectors of all documents that are candidates for discarding (step S72).

  Subsequently, a context vector of each word constituting each document belonging to the group is obtained. Then, for each group, the context vectors of all words belonging to the group are added and normalized for each element to calculate the context vector of each group (step S73). It is assumed that the context vector of each document included in each group and the context vector of each sentence constituting each document are calculated by the process shown in FIG.

  Next, in all groups, the context vector of the group is compared with the context vector of each document belonging to the group, and the distance between the context vectors between the group and each document in the group is calculated (step S74). Then, based on the distance between the context vectors, a document in the group having the context vector closest to the group context vector is determined as an important document (step S75).

  A distance between context vectors between each sentence constituting the important document in the group determined in this way and the group is calculated, and a predetermined number of sentences in the group having a context vector closest to the context vector of the group are selected. . Then, the selected predetermined number of sentences are output (step S76). A predetermined number of these output sentences are appropriately combined to form a summary representing the contents of the entire document belonging to the group (step S77).

  The summary of all the documents belonging to the group thus obtained is stored in the storage device 1a of the document management server 1 by the document storage unit C31, and is output from the document output unit C32 as necessary.

  Next, various screens displayed on the image display device of the document management server 1 when there is a discard candidate document in the document management system will be described.

  FIG. 8 is a diagram showing a main screen 10 displayed on the image display device of the document management server 1 when the user logs in to the document management system.

  The main screen 10 includes a folder hierarchy display unit 11 and an in-folder document display unit 13. The folder hierarchy display unit 11 displays each folder storing a plurality of documents managed by the document management system. The in-folder document display unit 13 displays a document stored in the folder 12 (for example, the folder “contract”) selected in the folder hierarchy display unit 11.

  When the user logs in to the document management system and there is a discard candidate document in the document management system, a balloon icon 14 indicating that the discard candidate document exists is displayed at the top of the main screen 10. When the user clicks the balloon icon 14 at an arbitrary timing, a discard candidate document list screen as shown in FIG. 9 is displayed on the image display device of the document management server 1.

  FIG. 9 is a diagram showing an example of a discard candidate document list screen displayed on the image display device of the document management server 1 when the balloon icon 14 shown in FIG. 8 is clicked. This discard candidate document list screen displays a result of grouping processing and group document summary creation processing performed on documents for which the logged-in user has access authority among the discard candidate documents.

  In FIG. 9, there are a total of nine discard candidates, which are classified into three groups, and are displayed separately. Three documents belong to the first group, four documents belong to the second group, and two documents belong to the third group. Each document displays attribute information such as a document name, a storage folder name, a document creator, a document creation date, and a comment, and a check box for selecting a discarded document is displayed at the top. There are two types of check boxes. When a check is entered in a check box that exists in each group, all documents in the corresponding group are selected. If a check is entered in a check box that exists for each document, only the corresponding document is selected.

  Function buttons are arranged on the upper right of the discard candidate document list screen, and are used to execute each operation on the document or document group selected by the check box. For example, when the summary button 21 is pressed, a summary of the selected document or document group is displayed on another screen. When the delete button 22 is pressed, the selected document or all documents belonging to the selected document group are deleted from the storage device 1a of the document management server 1. When the reset button 23 is pressed, a discard deadline reset screen is displayed on the image display device of the document management server 1.

  FIG. 10 shows a display on the image display device of the document management server 1 when a check is input to the check box corresponding to the third document group and the summary button 21 is pressed on the discard candidate document list screen shown in FIG. It is a figure which shows an example of the group document summary screen performed.

  11 is displayed on the image display device of the document management server 1 when a check is input to the check box corresponding to the first document group and the delete button 22 is pressed on the discard candidate document list screen shown in FIG. It is a figure which shows an example of the deletion confirmation screen.

  On this screen, a list of documents belonging to the first document group is displayed. In the check box arranged at the head of each document name, the check is displayed in all the check boxes by default. The user confirms these, cancels the selection as necessary, and presses the execution button 31 so that only the selected document is actually deleted.

  FIG. 12 is a diagram showing an example of a discard deadline reset screen displayed on the image display device of the document management server 1 when the reset button 23 is pressed on the discard candidate document list screen shown in FIG. .

  In this discard deadline resetting screen, a new discard deadline for the selected document or document group can be set. After setting on this screen, pressing the OK button 32 returns to the discard candidate document list screen of FIG. In this discard candidate document list screen, display is performed based on the newly reset discard deadline for the document or document group. This display is grayed out, and control is performed so that the function is not executed even if the function button is operated.

  As described above, when there are a plurality of documents that have reached the predetermined disposal deadline, these documents are appropriately grouped according to the document contents, and displayed as a list for each group. Each group is selected and various processes can be performed. Thus, the user can grasp the gist not in units of individual documents but in units of document groups that are organized in content, and can quickly determine whether or not to delete and perform actual deletion operations.

[Other Embodiments]
Another object of the present invention is to supply a storage medium storing software program codes for realizing the functions of the above embodiments to a system or apparatus, and a computer (or CPU, MPU, etc.) of the system or apparatus. It is also achieved by reading and executing the program code stored in the storage medium.

  In this case, the program code itself read from the storage medium realizes the functions of the above-described embodiments, and the program code and the storage medium storing the program code constitute the present invention.

  Examples of the storage medium for supplying the program code include a floppy (registered trademark) disk, a hard disk, a magneto-optical disk, a CD-ROM, a CD-R, a CD-RW, a DVD-ROM, a DVD-RAM, and a DVD. -RW, DVD + RW, magnetic tape, nonvolatile memory card, ROM, etc. can be used. Alternatively, the program code may be downloaded via a network.

  Further, by executing the program code read by the computer, not only the functions of the above-described embodiments are realized, but also an OS (operating system) running on the computer based on the instruction of the program code. A case where part or all of the actual processing is performed and the functions of the above-described embodiments are realized by the processing is also included.

  Further, after the program code read from the storage medium is written in a memory provided in a function expansion board inserted into the computer or a function expansion unit connected to the computer, the function expansion is performed based on the instruction of the program code. This includes the case where the CPU or the like provided in the board or the function expansion unit performs part or all of the actual processing, and the functions of the above-described embodiments are realized by the processing.

  Further, by executing the program code read by the computer, not only the functions of the above-described embodiments are realized, but also the OS running on the computer based on the instruction of the program code performs actual processing. Needless to say, the present invention also includes a case where the functions of the above-described embodiment are realized by performing part or all of the above-described processing.

  In this case, the program is supplied by downloading directly from a storage medium storing the program or from another computer or database (not shown) connected to the Internet, a commercial network, a local area network, or the like.

1 is a block diagram illustrating a network between a document management server including a document management system according to an embodiment of the present invention and a client machine. It is a block diagram which shows the function structure of the document management system constructed | assembled by the document management server. It is a figure which shows an example of a document registration screen. It is a block diagram which shows the detailed internal structure of a document summary part. It is a figure which shows an example of the word stored in a word dictionary, and its context vector. It is a flowchart which shows the procedure of the summary preparation process performed in the document summary part shown in FIG. It is a flowchart which shows the procedure of the group document summary creation process performed in a document summary part. It is a figure which shows the main screen displayed on the image display apparatus of a document management server, when a user logs in to a document management system. FIG. 9 is a diagram showing an example of a discard candidate document list screen displayed on the image display device of the document management server when the balloon icon shown in FIG. 8 is clicked. A group document summary screen displayed on the image display device of the document management server when a check is input to the check box corresponding to the third document group and the summary button is pressed on the discard candidate document list screen shown in FIG. It is a figure which shows an example. When a check is input to the check box corresponding to the first document group on the discard candidate document list screen shown in FIG. 9 and the delete button is pressed, the delete confirmation screen displayed on the image display device of the document management server is displayed. It is a figure which shows an example. FIG. 10 is a diagram illustrating an example of a discard deadline reset screen displayed on the image display device of the document management server when a reset button is pressed on the discard candidate document list screen illustrated in FIG. 9.

Explanation of symbols

1 Document management server (document management system, discrimination means, grouping means, display means)
DESCRIPTION OF SYMBOLS 1a Memory | storage device 2 Internet 3 Client machine C21 Document summary part C30 Document input part C31 Document storage part C32 Document output part C33 Document processing part C34 Document analysis part C35 Context vector generation part C36 Context vector comparison part C37 Word dictionary

Claims (11)

In a document management system that stores and manages document data,
Determining means for determining whether document data satisfying a predetermined disposal condition is stored;
Grouping means for grouping the plurality of document data according to the similarity of the document contents when there are a plurality of document data determined to satisfy the predetermined disposal condition by the determination means;
A document management system, comprising: a display unit configured to display a list of the plurality of document data as discard candidates for each group divided by the grouping unit.   The discriminating unit determines whether the predetermined discarding condition is document data for which a predetermined period has elapsed after the start of storage or document data that has reached a predetermined discarding date and time as the predetermined discarding condition. 1. The document management system according to 1.   2. The document management system according to claim 1, further comprising group summary creation means for creating a summary of document contents represented by all document data belonging to a corresponding group for each group divided by the grouping means.   2. The apparatus according to claim 1, further comprising: a deleting unit that deletes all document data in accordance with a deletion instruction issued by a user to all document data belonging to a corresponding group for each group divided by the grouping unit. 1. The document management system according to 1.   For each group divided by the grouping means, according to the discard deadline resetting instruction made by the user for all document data belonging to the corresponding group, the discard deadline already set for the all document data The document management system according to claim 1, further comprising a discard period resetting unit for resetting. In a document management method applied to a document management system for storing and managing document data,
A determination step for determining whether or not document data satisfying a predetermined disposal condition is stored;
A grouping step of grouping the plurality of document data according to the similarity of the document contents when there are a plurality of document data determined to satisfy the predetermined disposal condition in the determination step;
A document management method comprising: displaying a plurality of document data as discard candidates for each group divided in the grouping step.   The discriminating step determines, as the predetermined discarding condition, whether the document data has passed a predetermined period after starting storage or the document data has reached a predetermined discarding date and time. 6. The document management method according to 6.   7. The document management method according to claim 6, further comprising a group summary creation step of creating a summary of document contents represented by all document data belonging to a corresponding group for each group divided in the grouping step.   2. The method according to claim 1, further comprising a deletion step of deleting all document data in accordance with a deletion instruction issued by a user to all document data belonging to a corresponding group for each group divided in the grouping step. 6. The document management method according to 6.   For each group divided in the grouping step, according to the discard deadline resetting instruction made by the user for all the document data belonging to the corresponding group, the disposal deadline already set for the all document data The document management method according to claim 6, further comprising a resetting deadline resetting step for resetting. In a program for causing a computer to execute a document management method applied to a document management system for storing and managing document data,
A determination step for determining whether or not document data satisfying a predetermined disposal condition is stored;
A grouping step of grouping the plurality of document data according to the similarity of the document contents when there are a plurality of document data determined to satisfy the predetermined disposal condition in the determination step;
A display step of displaying a list of the plurality of document data as discard candidates for each group divided in the grouping step.

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