JP2007034933A - Document update method in document management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To directly update a document in a document management system in an environment that does not introduce the document management system. <P>SOLUTION: When exporting a binder document, a document in which a hash value calculated from the document, a server address and a document ID for specifying the document are embedded is prepared. When a document update person starts the document, the document update person compares the embedded hash value, a hash value calculated from the document and a hash value stored in the server with each other, verifies whether the document is valid and approves document update. In addition, by using a unique format called a binder document, a document that is not usually handled is circulated to thereby enhance security more than exporting an application document. <P>COPYRIGHT: (C)2007,JPO&INPIT

Description

  The present invention relates to an electronic document management system.

  Companies are introducing document management systems to promote document reuse. Early products were such that paper documents could be captured and stored as images with a scanner, but recently there have been many documents created on personal computers, and they can now be registered and saved.

  In the document management system, various documents are stored in a database and are shared by a plurality of users. The document management system holds data representing the document entity, and also holds various document information associated with the document. Document registration, deletion, and update processing can be performed within the document management system.

  Recently, it has become possible to extract an arbitrary page from a plurality of registered documents and bind them like a binder to form a single document. This is called an electronic binder here.

  Conventionally, when updating a document, it is necessary to install the entire client software of the document management system. In general, the client software of a document management system has many functions, is a huge software, and it is difficult to introduce a document management system depending on the user environment because it is necessary to set a database connection. . Therefore, for users who have not introduced the document management system, the document management system document is temporarily saved as a file, and the document management system is introduced by media such as e-mail, physical CD-R, or MO. I was giving it to users who didn't. Furthermore, a user who has not introduced the document management system again after the update sends the edited document to the user who has introduced the document management system by e-mail or the like, and the user who has introduced the document management system , Re-register in the document management system or update the document.

As a conventional example, for example, Patent Document 1 can be cited.
JP2003-173329A

  When requesting a document update to a user who has not installed a document management system, send the document as a file that can be handled by the application, receive the updated file again after editing, and re-register it in the document management system. It took time and effort for the user to update.

  In addition, since the file is temporarily converted into a file, the document may be distributed outside the document management system and may be illegally used.

The present invention
In a document management system having means for registering a document and means for updating the registered document, and storing information relating to the document as a document management table, the information relating to the document is retained when the document is stored externally. The server URL information, the document ID for specifying the document, and the hash value obtained from the document are embedded in the document. Further, when the document is exported to the outside, the other user inserts the document. When updating a document by locking so that it cannot be operated, the hash value embedded in the document is compared with the hash value obtained from the actual document data and the hash value held in the document management table. Because it is a document update method characterized by allowing update of
When requesting a document update to a user who has not installed a document management system, send the document as a file that can be handled by the application, receive the updated file again after editing, and re-register it in the document management system. The update takes time and effort from the user.
Further, since the file is once converted into a file, it is possible to eliminate the possibility of the document being distributed outside the document management system and being illegally used.

  As described above, when a document is stored externally in a document management system having a means for registering a document and a means for updating the registered document and holding information on the document as a document management table. The URL information of the server holding the information about the document, the document ID for specifying the document, and the hash value obtained from the document are embedded in the document, and further, the document is being exported to the outside. Locks so that other users cannot operate the document, and when updating the document, the hash value embedded in the document, the hash value obtained from the actual document data, and the hash held in the document management table The document update method is characterized by allowing the document to be updated by comparing with the value. When requesting a document update, the document is temporarily sent as a file that can be handled by the application, the updated file is received again after editing, and it is re-registered or updated in the document management system. Further, since the file is once converted into a file, it is possible to eliminate the possibility of the document being distributed outside the document management system and being illegally used.

  The present invention will be described below with reference to the drawings.

  The present invention relates to a document management system.

  FIG. 1 is a diagram showing the configuration of a document management system according to the present invention. Reference numeral 101 denotes a client PC, in which client software for document management software exists. Reference numeral 102 denotes a document data server, in which the substance of a document input to the document management system is stored. Information such as the creator, creation date, and update date associated with the document is stored in the document information server 103. These client PC 101, document data server 102, and document information server 103 are connected by a network 105. Here, the network 105 is often a LAN (Local Area Network). In FIG. 1, one client PC 101 is used for simplicity of explanation, but there are a plurality of client PCs in the operation of a normal document management system. In addition, there is a client PC 104 that does not have a document management software line and software via a network.

  Specifically, processing for registering a document in the document management system will be described. When the client PC 101 registers a document using the client software of the document management software, the entity of the document is stored in the document data server 102, and the creator, update date, summary, search information, thumbnail, etc. of the document are attached. Document information is stored in the document information server 103. When displaying information associated with a document such as search, thumbnail display, etc. in client software of document management software, it is necessary to obtain information from the document information server and display it, and when it is necessary to access the actual data of the document Acquires document data from the document data server.

  According to this embodiment, it is possible to update the data in the document data server even in an environment where there is no client software of the document management system, that is, in an environment such as the client PC 104. A specific description will be given below.

  First, an electronic binder document will be described as a document format for explaining the present embodiment.

  Electronic binder documents convert different documents into a unified format. For example, the page data is represented by an image format such as TIFF or a bitmap file, PDF, or SVG created by the World Wide Web Consortium. Then, based on the converted page data, editing operations such as changing the order of pages and documents, rotation, and deletion are performed.

  The conversion to the unified format requires that the page data be determined, and therefore there is a method of generating page data by executing printing from an application. At this time, in order to convert to a desired page data format, the page data is converted into a unified format using a printer driver. As shown in FIG. 2, the binder generation program 201 executes an application 203 associated with an application file 202 that the binder generation program 201 wants to import into the binder and prints it using a printer driver 204 that converts it to a specific unified format. To do. Data generated by the printer driver is taken into the binder as page data.

  Here, a method of generating page data and importing it into an electronic binder document by starting an application and printing with a specific printer driver has been described, but a file format that is not related to a specific application, such as an image format, You may convert directly to a unified format without launching the application.

  The electronic binder document may have original document data together with the converted page data. Original document data is the original data used for conversion. When the electronic binder document has original document data, the electronic binder document remembers how many pages of the original document data correspond to the converted pages used as pages of the electronic binder document. That is, the page number in the electronic binder document identifies the original document and the page number of the original document. Conversely, the page number of the electronic binder document corresponds to the specific page in the original document.

  FIG. 5 will be described using the GUI of one example software. Reference numeral 501 denotes an example of document management software. Reference numeral 502 denotes an example of file management managed on the computer OS. Reference numeral 503 is an example of binder software for processing the matters of the present invention. Reference numeral 504 denotes a Document List that manages the original document. Reference numeral 505 denotes a page view for displaying each original page. Reference numeral 506 denotes a work space for managing the binder document. Reference numeral 507 denotes display software for displaying an electronic binder document.

  In FIG. 5, for example, when an original document is brought into the binder software by drag and drop with the mouse from the document management software 501 or the OS file management 502, it is converted into a unified format by the printer driver described above. At this time, in this system, the original document is taken into the electronic binder document, a list of the original documents is displayed in the Document List, and each page of the selected original document is displayed in the Page View. In Workspace, DocumentList, and PageView, each page is displayed using thumbnails that are reduced in size.

  In this binder software example, data as an electronic binder document is constructed by moving a page or document from DocumentList or PageView to Workspace. In addition, page rearrangement can be performed in the workspace.

  Further, in order to simplify the page configuration of the electronic binder document, it is possible to configure the electronic binder document in units of documents without the presence of PageView. An example of such binder software will be described with reference to FIG. Reference numeral 301 denotes a work space as in FIG. 5, which represents binder data. The workspace 301 is different from 506 in that the data handled here is data in document units. For example, in FIG. 3, there are three documents in the Workspace, 303, 304, and 305, respectively. A thumbnail of the first page of each document is displayed, and an icon indicating what kind of application file is added to the corner of the thumbnail.

  In the DocumentList 302, a list of original documents in the binder is displayed. At this time, a document name and an application icon associated with the document are displayed as in 306. If no icon is displayed as in 307, the original document is not contained in the binder, and only the converted page data is contained.

  In this embodiment, an electronic binder document will be described as an example. Export (take out) the electronic binder document from the document management system. This is synonymous with exporting an electronic binder document from the client PC 101. When the electronic binder document is exported from the client PC 101, the actual data of the document is extracted from the document data server 102. Further, information indicating that the document information of the document information server 103 is locked is described.

  For example, it is assumed that the document information is managed by a document management table as shown in FIG. FIG. 6 shows part of the document information, and in addition, information related to the document is stored. Reference numeral 601 denotes a document ID, which is an ID that uniquely identifies a document within the document management system. In the same document management system, this document ID 601 does not overlap. Reference numeral 602 denotes a lock flag. This indicates whether each document is locked, and this is a flag for preventing other users from changing when someone is editing when sharing a document. Further, there is an editing user ID field in 606, and when editing is in progress, a unique ID for identifying the user who is editing is given in 606. When the lock flag 602 is set, the document is locked, and only the editing user of the document specified by the editing user ID 606 can edit the document. After the document editing is completed, the lock flag 602 and the editing user ID field 606 are cleared.

  Reference numeral 603 denotes an export lock flag. This flag is set when the document is exported. At this time, similarly to the lock flag 602, there is an export user ID field 607 in which an ID for specifying the exported user is described. While the document is being exported, other users cannot perform document-related operations such as editing. Further, when exporting a document, a hash value is calculated from the document data by a hash function. For the calculation of the hash value, a hash function which is a known technique is used. For example, MD5 defined by RFC1321 (Request For Comment) is used. This value is given to the hash value field of 604. Reference numeral 608 denotes an export password field. When a password is set during export, the password is stored in 608. Authentication can be performed by confirming the password when accessing.

  Reference numeral 605 includes a user ID field, which stores the ID of the owner of this document. The document information table is not limited to this. For example, document information such as update date / time and thumbnail information, and although not described in this embodiment, the access right setting between users or by defining the group, Information such as access rights can also be given.

  Although not explicitly shown in FIG. 6, it is assumed that information indicating where the actual document data is located in which document database is also stored in the document management table.

  When exporting a document, the hash value is calculated as described above. The calculated hash value is embedded in the actual document data, and the document is exported. Specifically, as shown in FIG. 7, hash data 702 is added to the actual document data 701. In this embodiment, it is added at the beginning, but may be present at the end or in the middle. As described above, when MD5 is used as a hash function, the hash data 702 is 128 bits. Further, the URL information of the document information server is stored in the URL field 703. The document ID of the document is stored in the document ID field 704.

  When the document is exported, the export lock flag 603 is enabled as described above, and the exported user ID is described in the export user ID field 605. Also, the hash value calculated from the document and embedded in the actual data is written into the hash value field 604.

  The export process will be described with reference to the flowchart of FIG. In step S801, it is determined whether the lock flag 602 of the document to be exported is valid. If it is valid, the document cannot be exported because the document is used by itself or another user, and the process is terminated. If the lock flag 602 is not valid, the process proceeds to S802, where the lock flag 602 is validated. The user ID is stored in the 606 edit user ID field. Locking in this way prevents other users from editing the document.

  In step S803, document data is extracted from the document database. In S804, a hash value is calculated. In S805, the calculated hash value is stored in the 604 hash value field. In step S806, the hash value, the URL information of the document information server, and the document ID are embedded in the document data. In step S807, a 603 export lock flag is set. In S808, the user ID that executed the export is described in the 607 export user ID field. In step S809, the document data in which information is embedded in step S806 is moved to a desired location on the disc. In S810, the 602 lock flag set in S801 is canceled.

  If the processing of FIG. 8 is followed, it becomes possible to export a document to which data necessary for document update is added.

  A document to which data necessary for the document update is added is sent to another user by using e-mail or a physical medium as a medium. If the other user does not have the client software of the document management software, it cannot be updated directly. However, in this embodiment, the document editing / updating process can be performed only with the software having only the binder editing function. It becomes possible. Hereinafter, a document to which data necessary for updating the document is added is referred to as an exported document.

  When the user activates the exported document, the URL information 703 of the document information server included in the document is accessed, and 604 corresponding to the document specified by the document ID 704 in the document management table. The hash value field, the hash value 702 in the activated document data, and the hash value obtained again from the actual document data 701 are compared. If the hash value 702 in the exported document data is different from the hash value obtained again from the actual document data 701, the actual document data has been changed, or the hash value in the document data has been changed. It turns out that activation is not permitted. Also, if the 604 hash value field corresponding to the document specified by the document ID 704 in the document management table is different from the hash value 702 in the exported document data, the activation is not permitted because it has been changed. .

  When editing and saving the document, that is, the binder document, the document information server specified by the document information server URL 703 is accessed again, and the update processing is performed on the data stored in the document database. A new document addition process may be used instead of the update process.

  The above process will be described below with reference to the flowchart of FIG. In step S901, a hash value is extracted from the exported document data. In step S902, the document ID is extracted from the exported document data. In step S903, the URL information of the document information server is extracted from the exported document data. In step S904, actual document data is extracted from the exported document data. Here, the actual document data is not extracted as a physically accessible medium such as a file, but is extracted on a memory in a computer. This prevents the editing user from acquiring actual document data.

  In S905, a hash value is calculated for the actual document data extracted in S904. The hash value calculation method is the same as that calculated by the document information server. In step S906, it is determined whether the hash value calculated in step S905 is the same as the hash value extracted in step S901. If they are not identical, the process ends. If they are the same, the process proceeds to S907, and it is determined whether the URL of the document information server obtained in S903 is accessible. If inaccessible, the process is terminated. If accessible, the process proceeds to S908. In S908, the hash value extracted in S901 is compared with the value of the 604 hash value field corresponding to the document ID extracted in S902 in the document management table. If not identical, the process is terminated. If they are the same, the process proceeds to S909. In step S909, it is checked whether a password is set in the export password field 608 for the document. If no password is set, the process proceeds to S912. If a password has been set, the process advances to S910 to allow the user to input the password. In S911, the input password is confirmed, and if it is different, the process returns to S910 to input again. In the flowchart of the present embodiment, the password is allowed to be input any number of times. However, a mechanism may be adopted in which access is not possible if the prescribed password is incorrect. In addition, about the confirmation method of a password, what is necessary is just to use a well-known technique instead of the category of a present Example. If the password is correct, the process proceeds to S912. In step S912, the actual data extracted in step S904 is opened so that it can be edited.

  Note that the password is confirmed in S910. This password is set by the exported user. If the password is known, the document can be updated even if the user is not a document management software user. If it is desired to limit the user to the document management software, the user ID and password in the document management software may be confirmed in S910.

  In this embodiment, since the binder function, which is one function of the document management system described above, is used, the reduction in security caused by temporarily outputting a usable file by taking out the actual document data is prevented. it can. If this is a general application, it needs to exist as a file on a disk or the like so that the application can read a document. In this embodiment, since it is a binder, when actual document data is extracted, the data can be directly developed in an application (binder viewer), so that unauthorized use by a malicious user can be prevented.

  The above is a flowchart for explaining processing when opening a document. Editing is performed as described above.

  After editing the document, a description will be given using the flowchart of FIG. In step S1001, the actual document is registered in the document database via the document information server. In S1002, a new document is registered in the document information server. Instead of registering a new document, the document may be updated by overwriting or updated by new version registration by version management. In S1003, re-updating is disabled by putting an invalid value in the 604 hash value field.

  When the user who executed the export accesses the document using the client software of the document management system, since the 604 hash value field has an invalid value, it is confirmed that the document has been updated. I can grasp. The user who executed the export performs processing on the document management system such as accepting the updated document or saving it as another name. After completing the document update, the export lock flag 603 is canceled, and the export user ID field 605 and the hash value field 604 are cleared.

  In this embodiment, although not stated as a protocol used for communication, for example, HTTPS (Hypertext Transfer Protocol Security) having a security function, which is a known technique, is used.

  Japanese Patent Laid-Open No. 2003-173329 “Document Management System” has URL information inside a document format, which is intended to clarify the storage location in an environment where a plurality of document storage services exist. Since the document location is registered in the directory service and the file exists on each client, the document is not targeted for a uniquely managed document as in the document management system according to the present invention.

  In this embodiment, the document is edited as a binder document, but is not limited to a binder document, and a general application document such as a word processor or spreadsheet software may be used as actual document data. However, when the actual document data is a general application document, the user who performs the editing operation can acquire the actual document data at the stage of extracting the actual document data. In the case of a binder document, since the format depends on the document management software, actual document data can be acquired. When actual document data may be acquired, it can be applied to general application documents. By using a general application as a target document instead of a binder document, the document editing function described with reference to FIGS. 2, 3, and 5 in this embodiment is not necessary, and the actual document data and document information extraction function, and the hash value are used. This is a module in which only the document verification function and the document update function are implemented, and can be handled more easily for users who cannot introduce the document management system.

  As described above, according to the present invention, the client software in the document management system can update a document even in an environment without the client software.

  In the first embodiment, only the update from a single user is targeted, but update processing from a plurality of users may be performed.

  As in the document management table shown in FIG. 11, a 1101 update data link list may be provided. Reference numeral 1101 represents a list reference destination, and the update data link list is represented in a list format such as 1103. A specific operation when the document is updated from a plurality of users will be described. Each time a document is updated by each user, the updated document is registered as a new document. At this time, a new document ID is assigned, but an update document field 1102 is provided, and a parent document ID representing a document before update is stored therein, and this document becomes a document that cannot be handled normally. You can only check for updates.

  The update data link list includes a 1104 document ID field, a 1105 user ID field, and a 1106 update date / time field. When the user accesses the document information server in order to update the document, the actual document data is registered as a new document, and the document ID is acquired. However, the parent document ID is entered in the update document field 1102, and the document cannot be handled as a normal document. The acquired document ID is entered in the 1104 document ID field, and the accessed user ID is stored in the 1105 user ID field. Here, as described in the first embodiment, when a user who is not document management software accesses, a specific keyword is input, an IP address of a computer that has been accessed is input, and a user name is input. There is a mechanism such as using an OS user name. Also, 1106 stores the date and time of update.

  Specifically, in FIG. 11, it is assumed that the document ID “00152” is exported. It is assumed that the exported document is edited by a user whose user ID is U00773 and re-registered in the document management software. This re-registered document is the document represented by the document ID00649. Since it is an updated document, the update document field 1102 contains the document ID 00152 of the parent document, which is a document that cannot be normally viewed. This document stores user information and date and time in the update data link list indicated by the 1101 update data link list of the document ID 00152, and can access the document 00649 together with the document 00152.

  The user who performed the export completes the document update by comparing the documents and registering only the necessary documents or collecting the documents. When the document update is completed, the export lock flag 603 is canceled and the export user ID field 605 and the hash value field 604 are cleared so that no further document update is permitted.

  Further, according to the present embodiment, in the first embodiment, the user is given an opportunity to update only once, but one user may be allowed to update the document a plurality of times. At this time, since the distinction is made based on the user ID, it is possible to keep only the latest update for a plurality of updates from the same user.

  In the first and second embodiments, access is unconditionally updated, but access may be restricted by setting accessible users and IP addresses.

  As in the document management table shown in FIG. 4, a 1201 accessible user list and a 1202 accessible IP address list are provided. Reference numeral 1201 denotes a reference to a list representing a list of user IDs that can be accessed. In the accessible user ID list, as indicated by 1203, “+” is assigned to a user ID that permits access, and “−” is assigned to a user ID that denies access. Similarly, 1202 represents a reference to a list representing a list of accessible IP addresses. In the accessible IP list, as shown by 1204, “+” is assigned to an IP address that permits access, and “−” is assigned to an IP address that denies access. Here, for IP addresses, for example, as in “192.10.1. *”, An asterisk (*) may be used to permit or deny access to all IP addresses in a certain range. In this embodiment, access control is performed by user IDs 1201 and 1203. However, when there is a concept of user groups for managing a plurality of users collectively in the document management software, the user group Access control may be performed in units.

An example of a structure of a document management system. An example of binder software processing. Binder software screen configuration example. An example of a document management table provided with accessible user ID and IP address fields. Display example of document management system and binder software. An example of a document management table. An example of a document with information embedded and exported. The flowchart explaining exporting a document. The flowchart explaining opening the exported document as edit object. 6 is a flowchart for explaining document registration processing after document editing. An example of a document management table capable of holding an updated document list.

Claims (7)

  In a document management system having means for registering a document and means for updating the registered document, and storing information relating to the document as a document management table, the information relating to the document is retained when the document is stored externally. The server URL information, the document ID for specifying the document, and the hash value obtained from the document are embedded in the document. Further, when the document is exported to the outside, the other user inserts the document. When updating a document by locking so that it cannot be operated, the hash value embedded in the document is compared with the hash value obtained from the actual document data and the hash value held in the document management table. A document updating method characterized by permitting update of a document.   The document management system according to claim 1, wherein password authentication is performed.   3. The document management system according to claim 1, further comprising a document update data list that holds a plurality of update documents.   4. The document management system according to claim 1, further comprising an accessible user list for designating a user who is allowed to update a document and an accessible IP address list for designating an IP address. How to update documents.   5. The document management system according to claim 4, wherein a user who is not allowed to update a document is specified in an accessible user list, and an IP address which is not allowed to be updated is specified in an accessible IP address list. Document update method.   6. The document management system according to claim 1, wherein the use target document is a binder document.   6. The document management method according to claim 1, wherein the document to be used is not limited.

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