JP2007110462A - Document information monitoring system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document information monitoring system for effectively performing monitoring of content of the document processed by the document processing device, by reducing a load on a document processing device side. <P>SOLUTION: A compound machine 20 transmits document data of a processed document (copy, facsimile transmission etc.), and data information, such as user's name who performed the process, machine number, processing time and day, to a document accumulation server 50, and they are subjected to the accumulation storage in the document accumulation server 50. The document data have a special file format used inside the compound machine 20. A document retrieval server 60 obtains the document data and the data information from the document accumulation server 50, and keyword retrieval is performed after the document data is converted to a file format (TIFF, BMP, and the like) by which document data can be subjected to search process. If a keyword is detected as considered to be information leak (secret mark, for example), alarm notification of the fact is send to a management terminal 70 along with the data information. <P>COPYRIGHT: (C)2007,JPO&INPIT

Description

  The present invention relates to a document information monitoring system for monitoring the contents of a document processed by a document processing apparatus such as a copying machine.

  Even if the original documents of important documents and confidential documents are stored, they may be copied by a copying machine or transmitted by a facsimile machine without knowing to leak information.

  Therefore, all documents processed by document processing devices such as copiers and facsimile machines are stored and stored in association with the identification information of the device or user that performed the processing, and keywords in the processed documents are searched. There is a document storage system that can extract information by software and suppress this information leakage by embedding this keyword in the document data and storing it. It has been proposed (see, for example, Patent Document 1).

JP 2000-353172 A

  In the system disclosed in Patent Document 1 described above, a document processing apparatus such as a copying machine is provided with a search software function, a keyword is extracted from a document in the document processing apparatus, and document data in which the keyword is embedded is created. This is transferred to the file management apparatus and stored. For this reason, there is a problem that the processing load of the document processing apparatus accompanying keyword extraction increases and the apparatus configuration becomes complicated. Further, when a plurality of document processing devices are to be monitored for information leakage, it is inefficient to monitor each document processing device individually.

  Further, since information for specifying the information leakage path is only stored and stored, if the occurrence of the information leakage is delayed, the damage will increase.

  SUMMARY OF THE INVENTION The present invention is intended to solve the above problem, and is a document information monitoring system capable of efficiently monitoring the content of a document processed by a document processing apparatus while reducing the burden on the document processing apparatus side. The purpose is to provide. It is another object of the present invention to provide a document monitoring system that can immediately detect the occurrence of information leakage and notify an administrator or the like.

  The above object is achieved by the inventions of the following items.

(1) a document processing device, a document storage server, and a document search server connected to the network,
The document storage server obtains and stores document data of a document processed by the document processing apparatus;
The document search server obtains the document data and searches whether or not a predetermined keyword is included in the document data.

  In the above invention, the document data of the document processed by the document processing apparatus is transmitted to and stored in the document storage server, and the keyword search for the document data is performed by the document search server.

(2) The document information monitoring system according to (1), wherein the document search server obtains the document data from the document storage server.

  In the above invention, document data is transmitted from the document processing apparatus to the document storage server and stored, and the document search server obtains the document data from the document storage server.

(3) The document search server converts the obtained document data into a keyword searchable file format, and searches whether or not a predetermined keyword is included in the converted document data (1) Or the document information monitoring system according to (2).

  In the above invention, the document data obtained from the document processing apparatus by the document search server via the document storage server is converted into a keyword searchable file format and then searched for keywords.

(4) The document information monitoring system according to (3), wherein the document search server is configured to be compatible with document data in a plurality of file formats.

  In the above invention, for example, in the conversion process for converting the document data into a file format that can be searched for keywords, it is preferable that the conversion source document data in a plurality of file formats can be handled. The keyword search process itself may be configured to be compatible with document data in a plurality of file formats.

(5) The document information monitoring system according to (3) or (4), wherein the document search server converts the obtained document data into a file format in which keyword search is possible using search software.

  In the above invention, the converted document data is searched for keywords by the search software. By using search software, various forms of characters can be recognized regardless of the character size and typeface.

(6) When the document processing apparatus newly processes a document, the document search server obtains document data of the document and executes the search. Any one of (1) to (5) The document information monitoring system according to any one of the above.

  In the above invention, the document processed by the document processing apparatus is immediately searched for keywords by the document search server.

(7) Any one of (1) to (6), wherein the document search server re-executes the search by changing a keyword for the document data stored and stored in the document storage server. The document information monitoring system according to one.

(8) The document search server may notify an external terminal when a predetermined keyword is included in the searched document data. Any one of (1) to (7) Document information monitoring system described in 1.

(9) The document search server may store the document data when a predetermined keyword is included in the searched document data. (1) to (8), wherein the document data is stored. Document information monitoring system.

  In the above invention, since the document data including the keyword is stored in the document search server, the contents of the document related to the document data can be checked by accessing the document search server.

(10) The document search server obtains document data of a document processed by the document processing apparatus and attribute information related to execution of processing for the document, and a predetermined keyword is included in the document data Notifies the predetermined external terminal of the fact and the attribute information. The document information monitoring system according to any one of (1) to (9).

  In the above invention, when a predetermined keyword is included in the document data, the fact and attribute information related to the document data are notified. The attribute information related to execution includes, for example, a user name, a machine number, a date and time, a job type, and the like that executed a process related to the document data in the document processing apparatus. From this attribute information, it is possible to know when, by whom, on which device, what kind of processing has been performed to detect a keyword, which is useful for tracking the path of information leakage.

(11) In a document information monitoring system having a document processing apparatus that outputs document data, a document storage server, and a document search server,
The document processing apparatus includes output means for outputting the document data to a document storage server in conjunction with the output of the document data,
The document storage server includes first document data obtaining means for obtaining the document data from a document processing device,
The document search server performs a search with a desired keyword and extracts document data extracting means for extracting document data matching the keyword;
A document information monitoring system comprising: first notification means for notifying an administrator of document data extracted by the search.

(12) The document information monitoring system according to (11), wherein the output unit outputs the document data to the document storage server in synchronization with the output of the document data.

(13) The document information monitoring system according to (11), wherein the output unit outputs the document data and attribute information related to the output of the document data to a document storage server.

(14) The document information monitoring system according to (13), wherein the first document data obtaining unit obtains the document data and the attribute information.

(15) The document information monitoring system according to (13), wherein the document storage server includes storage means for storing the document data and the attribute information.

(16) The document information monitoring system according to (13), wherein the document search server includes second document data acquisition means for acquiring the document data from the document storage server.

(17) The document information monitoring system according to (16), wherein the second document data obtaining unit obtains the document data and the attribute information.

(18) The document information monitoring system according to (13), wherein the first notification means notifies the manager of the attribute information.

(19) The document information monitoring system according to (11), wherein the document storage server includes storage means for storing the document data.

(20) The document information monitoring system according to (11), wherein the document storage server includes a second notification unit that notifies the search request to the document search server.

(21) The document storage server includes storage means for storing the document data,
The document information monitoring system according to (20), wherein the second notification unit notifies the document search server after the storage unit stores the document data.

(22) The document information monitor according to (20), wherein when the document search server receives the search request from the document storage server, the second document data acquisition unit acquires the document data. system.

(23) The document information monitoring system according to (11), wherein the document search server includes format conversion means for converting the document data into a predetermined format.

(24) The document information monitoring system according to (23), wherein the document search server includes index creation means for creating an index of the document data converted into a predetermined format.

(25) The document information monitoring system according to (24), wherein the document data extracting means extracts the document data by performing the search for the index.

(26) The document information monitoring system according to (11), wherein the document storage server and the document search server are integrally formed.

  According to the document information monitoring system of the present invention, since the document search server is provided separately from the document processing apparatus, it is possible to monitor whether or not a predetermined keyword is included in the document processed by the document processing apparatus. It is possible to reduce the burden on the apparatus side and to carry out efficiently. For example, if a keyword for detecting information leakage is set, occurrence of information leakage can be efficiently monitored.

  In particular, if the document search server can handle document data in multiple file formats, even if the file format of the document data sent by the document processing device varies depending on the model and version of the document processing device, a common document search is possible. These can be handled by the server, and the system can be configured efficiently.

  In addition, when a document processing apparatus newly processes a document, the document search server obtains the document data of the document and performs a keyword search, so that the keyword search can be performed immediately after the processing, and information leakage occurs. Can detect and respond immediately.

  Hereinafter, embodiments of the present invention will be described with reference to the drawings.

  FIG. 1 shows a system configuration of a document information monitoring system 10 according to an embodiment of the present invention. The document information monitoring system 10 includes a plurality of MFPs 20 that are document processing apparatuses to be managed, a user authentication server 40, a document storage server 50, a document search server 60, and an administrator terminal 70. These are connected through a network 5 such as a LAN (Local Area Network) or a WAN (Wide Area Network).

  The multi-function device 20 stores document data obtained by reading a document, stores it or outputs it to an external terminal (not shown), a copy function that forms and outputs a copied image of the read document on recording paper, and the received print data. The document processing apparatus includes various functions such as a printer function for forming and outputting an image on a recording sheet, a facsimile function for transmitting and receiving document data, and a mail transmission function for transmitting an electronic mail with document data attached.

  The user authentication server 40 is a server for the multifunction device 20 to authenticate the usage right of the user. An LDAP (Lightweight Directory Access Protocol) server or the like is applicable. The document storage server 50 performs a function of acquiring and storing document data processed (output) by the multifunction device 20 using any one of the above functions from the multifunction device 20. Here, when the execution of a job such as copying or printing is completed, the multifunction device 20 transmits the document data of the document processed by the job to the document storage server 50.

  The multi-function device 20 adds predetermined attribute information (hereinafter referred to as data information) related to execution of processing to the document data of the processed document, and transmits the document data to the document storage server 50. Here, the user name, the function name used (such as copy or scan), the operation date and time, and the unique number (machine number) of the multifunction device 20 are added to the document data as data information.

  The document search server 60 obtains the document data obtained from the multifunction machine 20 by the document storage server 50 from the document storage server 50, converts the document data into a file format that can be analyzed by a keyword, and a predetermined keyword is included in the converted document data. It performs the function of searching whether or not it is included. In addition, when a predetermined keyword is detected, a function of transmitting a warning notification including the fact and the data information of the document data to the administrator terminal 70, the document data in which the predetermined keyword is detected, and the data information are provided. It performs the function of associating and saving. Furthermore, a function of transmitting the stored document data to the administrator terminal 70 in response to a request from the administrator terminal 70 is provided.

  The administrator terminal 70 is composed of a general-purpose personal computer (hereinafter referred to as a PC) or the like, and has a function of generating a display and a notification sound indicating that the previous warning notification has been received from the document search server 60, and the received warning notification. And a function for obtaining and displaying document data related to the warning notification from the document search server 60.

  FIG. 2 shows a schematic configuration of the multifunction machine 20. The multifunction device 20 includes a control unit 21, a scan unit 22, a facsimile unit 23, a copy unit 24, a printer unit 25, an image processing unit 26, a communication I / F (Interface) unit 27, and an operation panel 28. And a user authentication unit 29. The control unit 21 performs overall control of the operation of the multi-function device 20 and includes a central processing unit (CPU), a read only memory (ROM), and a random access memory (RAM) as main parts.

  The scanning unit 22 has a function of optically reading a document and inputting document data in an image format. The facsimile unit 23 performs control for realizing the facsimile function. The copy unit 24 performs control related to the copy function. The printer unit 25 performs a function of forming and outputting an image on a recording sheet, and serves as an output unit for a copy function and a printer function.

  The image processing unit 26 functions to convert document data in an image format processed by the scan unit 22, the facsimile unit 23, the copy unit 24, and the printer unit 25 into document data in a predetermined file format. Here, the data is converted into a predetermined file format selected on the basis of a high compression rate, high speed data loading / unloading even when compressed, and difficulty in being decoded by a third party.

  The communication I / F unit 27 has a function of transferring document data and data information to the document storage server 50. The communication I / F unit 27 transfers the document data and the data information handled by the processing to the document storage server 50 for all the processing performed in the multifunction machine 20. Processing includes execution of a copy job, a scan job, a facsimile reception job, a facsimile transmission job, a print job, and a PC-facsimile transmission job.

  The operation panel 28 has a function of accepting various operations from the user and a function of displaying various operation guides and operation states of the apparatus, and includes a liquid crystal display, a touch panel, operation buttons, and the like. Through the operation panel 28, execution instructions for various jobs such as scanning and copying, and settings related to execution contents are accepted.

  The user authentication unit 29 performs a function of inquiring the user authentication server 40 to perform user authentication as to whether or not the user who has attempted to log in is a user who has the right to use the multifunction device 20. User information for login is acquired from the operation panel 28, input from a card storing user information, or acquired by a contactless method such as IrDA (Infrared Data Association) or RFID (Radio Frequency IDentification). May be. Furthermore, authentication by biometric information may be used.

  FIG. 3 shows a schematic configuration of the document storage server 50. The document storage server 50 includes a control unit 51, a communication I / F unit 52, a data storage unit 53, and a memory 54. The control unit 51 is composed of a CPU or the like, and performs overall control of the operation of the document storage server 50. The communication I / F unit 52 functions to receive and obtain document data and data information from the multi-function device 20 through the network 5. The data storage unit 53 accumulates and stores document data and data information obtained from the multifunction machine 20. The memory 54 temporarily stores document data and data information newly obtained from the multifunction device 20 for retrieval by the document retrieval server 60.

  FIG. 4 shows a schematic configuration of the document search server 60. The document search server 60 includes a control unit 61, a search processing unit 62, a communication I / F unit 63, a file conversion unit 64, a first memory 65, and a second memory 66.

  The control unit 61 is composed of a CPU and the like, and performs overall control of the operation of the document search server 60. The communication I / F unit 63 functions to receive and obtain document data and data information from the document storage server 50.

  The file conversion unit 64 functions to convert the document data obtained from the document storage server 50 into a file format that can be searched for keywords. The first memory 65 temporarily stores the document data after the file format is converted by the file conversion unit 64. The search processing unit 62 has a function of searching whether or not a predetermined keyword is included in the converted document data. The search processing unit 62 is a search software device, and the file conversion unit 64 converts the file into a file format that can be read by the search software, for example, a TIFF (Tagged Image File Format) or bitmap format file.

  When a predetermined keyword is included in the retrieved document data, the control unit 61 notifies the administrator terminal 70 of a warning to that effect. The second memory 66 stores document data to be warned and its data information. The control unit 61 can transmit document data and data information stored in the second memory 66 to the administrator terminal 70 in response to a request from the administrator terminal 70. The keyword to be searched can be changed from the administrator terminal 70 or the like. Further, it has a function of obtaining document data stored and stored in the document storage server 50 and re-searching with the changed keyword. The re-search target range can be specified by a target date (year / month / day), a target period, a file name, a user name, and the like. For file names and user names, the target range can be specified with partial match.

  Next, the work flow in the document information monitoring system 10 will be described.

  FIG. 5 shows a work flow in the multifunction machine 20. The multifunction device 20 connects to the user authentication server 40 and confirms whether or not the user has the right to use the multifunction device 20 before use (when logging in) (FIG. 5: Step S101). FIG. 1: P1). Here, the job cannot be executed unless connected to the user authentication server 40 and authenticated.

  When a job execution instruction related to some function such as a copy function or a scan function is received from the user after the user authentication (step S102; Y), the designated job is executed (step S103). Further, the document data of the document processed by the job is compressed and converted into a predetermined file format used inside the multi function device 20. Information is created by adding the data information of the document data to the document data in this file format (step S104), and this is transmitted to the document storage server 50 (step S105, FIG. 1: P2).

  The data information includes the user name acquired at the time of user authentication, the specified job type (function name such as copy and scan), operation date and time, and the unique number (machine number) of the MFP 20. It is. The other information may be attribute information related to the execution of the process related to the document data, that is, information for tracking the transaction later, such as the execution date and time, the execution place, the execution apparatus, and the executor of the process.

  In the following, document data and data information are transferred to the document storage server 50 in various job executions.

  FIG. 6 shows the case of a copy job. After the user name is confirmed by the user authentication operation, copy setting and start operation are performed. As a result, the document is scanned by the scanning unit 22 and image data is input as raster data (Cp1). The read raster data is temporarily stored as data of a predetermined file format used inside the multifunction device 20 (Cp2). The image data is converted into output data (bitmap format data) and an image is formed by the printer unit 25 (Cp3). However, the image data is converted for output in conjunction with the output of the document data to the printer unit 25. Before branching from the output route, the information is transferred to the document storage server 50 together with data information including a user name, a function name, an operation date and time, and a unique number (machine number) of the MFP 20 (Cp4). The document data to be transferred is in a predetermined file format when stored internally.

  FIG. 7 shows the case of a print job. In this system, the user must always use the confidential printing function when transmitting print data from an external device such as a PC to the multifunction device 20. The print data transmitted without using the confidential printing function is automatically discarded inside the multifunction device 20. With the confidential printing function, print data transmitted from an external terminal such as a PC to the multifunction device 20 is temporarily stored in a confidential box for each user provided in the multifunction device 20, and user authentication is performed by the multifunction device 20. This is a function that enables print data in the user's confidential box to be printed out. That is, when the user name is determined by the user authentication work, an operation for instructing output of a print job related to confidential printing can be performed.

  When an output instruction is received, the print data is expanded into a raster image to become print data (Pr1), and then temporarily stored as image data of a predetermined file format used internally (Pr2). This data is converted into output data (bitmap format data) and an image is formed by the printer unit 25 (Pr3), but before being converted for output in conjunction with the output of the document data to the printer unit 25. Are branched from the output route and transferred to the document storage server 50 together with data information including the user name, function name, operation date and time, and the unique number (machine number) of the multifunction device 20 (Pr4). The document data to be transferred is in a predetermined file format when stored internally.

  FIG. 8 shows the case of a facsimile transmission job. After the user name is confirmed by the user authentication operation, the facsimile transmission is set and started. As a result, the document is scanned by the scanning unit 22 and image data is input as raster data (Ft1). The read raster data is temporarily stored as data of a predetermined file format used inside the multifunction device 20 (Ft2). The image data is converted into data for facsimile transmission and transmitted (Ft3), but is branched from the output route before being converted for transmission in conjunction with the output of document data to the destination facsimile. Then, the data is transferred to the document storage server 50 together with data information including the user name, function name, operation date and time, and a unique number (machine number) of the MFP 20 (Ft4). The document data to be transferred is in a predetermined file format when stored internally.

  FIG. 9 shows a case of a PC-facsimile transmission job that receives a facsimile transmission request from a PC. When transmitting data related to a PC-facsimile transmission job from a PC, the user always adds user information and transmits the data to the multifunction device 20. If no user information is added, the job is automatically discarded inside the multifunction device 20.

  The PC-facsimile transmission job can be executed when the user name is determined based on the user information added to the data related to the PC-facsimile transmission job. The multifunction device 20 may be designed to automatically start facsimile transmission when the user name is determined, or may be designed to start facsimile transmission after selecting a job on the operation panel 28.

  Data relating to the PC-facsimile transmission job (Pf1) is temporarily stored as data of a predetermined file format used inside the multifunction device 20 (Pf2). Although this image data is converted into data for facsimile transmission and transmitted (Pf3), it is branched from the output route before being converted for transmission in conjunction with the output of document data to the destination facsimile. Then, it is transferred to the document storage server 50 together with data information including the user name, function name, operation date and time, and the unique number (machine number) of the multifunction device 20 (Pf4). The document data to be transferred is in a predetermined file format when stored internally.

  FIG. 10 shows the case of facsimile reception. The facsimile reception job is designed to stop without outputting the received data stored in the multifunction machine 20. After the user name is determined by the user authentication operation, the received data stored in the multifunction device 20 is selected and output to the recording paper. At this time, it is possible to convert the data into electronic data such as a PDF (Portable Document Format) file and save it in a storage area on the network without outputting it on a recording sheet.

  The facsimile reception data (Fr1) is temporarily stored as data of a predetermined file format used inside the multifunction machine 20 (Fr2). This data is converted into output data (bitmap format data) and an image is formed by the printer unit 25 (Fr3). In conjunction with the output of the document data to the printer unit 25, the data is output before conversion. A branch is taken from the route, and the information is transferred to the document storage server 50 together with data information including a user name, a function name, an operation date and time, a unique number (machine number) of the MFP 20, and the like (Fr4). The document data to be transferred is in a predetermined file format when stored internally.

  FIG. 11 shows the case of a scan job. After the user name is determined by the user authentication operation, the document is scanned by the scanning unit 22 and image data is input as raster data (Sc1). The read raster data is temporarily stored as data of a predetermined file format used inside the multifunction device 20 (Sc2). This image data is converted into a data format corresponding to the output format, such as e-mail transmission, FTP (File Transfer Protocol), and storage in HDD (Hard Disk Drive), etc., but is output (Sc3). In conjunction with this, the document is stored in the document storage server 50 together with data information including a user name, a function name, an operation date and time, a unique number (machine number) of the MFP 20, etc. Transfer (Sc4). The document data to be transferred is in a predetermined file format when stored internally.

  As described above, in various job executions, the document data to be output is output to the document storage server in conjunction with the output of the document data. However, the processing of the document data performed by the multifunction device 20 is immediately performed. If the security is improved by grasping the above, it is preferable to output the document data to the document storage server in synchronization with the output of the document data.

  FIG. 12 shows the flow of processing performed by the document storage server 50. When the document storage server 50 receives document data and data information from any of the multifunction devices 20 (step S121, FIG. 1: P2), the document storage server 50 stores the data in the data storage unit 53 in the document storage server 50 for storage. (Step S122). Further, the document newly obtained from the multifunction device 20 is temporarily stored in the memory 54 for retrieval by the document retrieval server 60 (step S123). Thereafter, a search request for new document data is notified to the document search server 60 (step S124).

  FIG. 13 shows the flow of processing performed by the document search server 60. When a search request is received from the document storage server 50 (step S141; Y), the document search server 60 obtains new document data and data information stored in the memory 54 of the document storage server 50 through the network 5 (step S142). FIG. 1: P3). In this example, the document data and data information obtained by the document search server 60 are stored in the memory 54 of the document storage server 50. However, the storage area of the document search server 60 is not the document storage server 50 or the document search server 60. It does not matter if it is a place. In short, as long as the document storage server 50 and the document search server 60 are storage areas that can be operated with respect to each other, their location is not limited.

  The document search server 60 converts the document data obtained from the document storage server 50 into a file format that can be searched for keywords (step S143). Here, since keyword search is performed by search processing, it is converted into a file format that can be searched.

  The file format of the document data obtained from the document storage server 50 is a compression format file format used internally by the multi-function device 20, and cannot be searched as it is. Therefore, as shown in FIG. 14, the document data 81 in the file format unique to the multifunction machine 20 is converted into a TIFF or bitmap format file 82 that can be searched. Note that the document search server 60 is configured to be able to handle document data of a plurality of file formats in order to cope with the case where the file format of the document data is not unified depending on the model and version of the multifunction machine 20. Specifically, a plurality of types of conversion processes for converting into a searchable file format are provided, and a conversion process according to the file format of the document data of the conversion source is performed.

  The document search server 60 performs search processing on the document data converted into a file format that can be searched, and creates an index by performing an indexing operation for executing the search. Further, a search is executed for this index based on the designated keyword (step S144). Here, the indexing operation is an operation of extracting words from the characters detected by the search process and listing the words included in the document data (creating an index). A plurality of types of words to be extracted may be set in advance, or all the words appearing in the dictionary may be used.

  It is searched whether or not the specified keyword is included in the words extracted by the indexing operation. In the keyword, a word for specifying information leakage is set. That is, words that are included in important documents and confidential documents that are subject to information leakage prevention are set as keywords. For example, “confidential”, “secret”, “CONFIDENTIAL”, etc. are set as keywords. The keyword may be one word or plural.

  When the designated keyword is detected (step S145; Y), the searchable document data stored in the first memory 65 and the data information corresponding to the document data are copied to the second memory 66. (FIG. 1: P4), the original is deleted from the first memory 65 (step S146). Further, the search document data and data information temporarily stored in the memory 54 of the document storage server 50 are deleted (step S147). This deletion may be performed by sending a predetermined command from the document search server 60 to the document storage server 50, or the data in the document storage server 50 may be deleted directly from the document search server 60. In this way, a search is performed using a desired keyword, and document data including a matching desired keyword is extracted.

  Further, the administrator terminal 70 is notified of a warning that a specified keyword has been detected from the document data (document data including a desired keyword has been extracted), that is, there is a risk of information leakage. (Step S148, FIG. 1: P5) The process ends. Data information related to the document data in which the keyword is detected is added to the warning. The warning notification is performed using e-mail or the like. A warning method other than e-mail includes a method of displaying a warning message on the screen of the administrator terminal 70.

  When the designated keyword is not detected (step S145; N), the searchable document data stored in the first memory 65 and the data information corresponding to the document data are deleted (step S149). Further, the search document data and data information temporarily stored in the memory 54 of the document storage server 50 are deleted (step S150), and the process is terminated.

  In the case of a warning target, the administrator's confirmation work is prioritized over ensuring the user's security. Therefore, document data that can be searched and its data information are stored in the document search server 60 (see above). In step S146), the administrator can grasp the contents. In other words, since it is not possible to absolutely specify that an information leak has occurred by simply detecting a keyword, the administrator can check the document contents. Then, the administrator actually confirms the data, and if there is no problem in the contents, the data is discarded. In addition, since the document data is left in a TIFF or bitmap format file that can be searched in the document search server 60, the contents of the document can be easily browsed and confirmed by a general viewer of the administrator terminal 70. Can do.

  FIG. 15 shows an example of the warning notification 90. The warning notification 90 includes a document search ID as identification information for specifying the document data to be warned, in addition to a message notifying that information leakage has occurred. Also included are the name of the user who executed the job relating to the document data to be warned, the function name of the job, the machine number, the operation date and time, the ID number on the document storage server 50, and the like.

  As described above, since the document search server 60 is independently provided outside the multi-function device 20, the device configuration of the multi-function device 20 is compared with a case where each multi-function device 20 is provided with a search function and a keyword search is performed individually. In addition to simplification, the processing load is reduced and, for example, a reduction in productivity in a copy function or the like can be prevented.

  Further, since the document search server 60 is configured to be compatible with document data of a plurality of file formats, even if the file format used internally by the managed multifunction device 20 varies depending on the model and version, one document search server 60 can be used. The document search server 60 can cope with this in common, and an efficient system configuration is possible. In particular, the installation of the document search server 60 is effective when providing an information leakage monitoring service to an existing multifunction machine 20 that does not have a search processing function for information leakage monitoring.

  Further, in conjunction with the processing of the document data in the multifunction device 20, the processed document data is output, and the keyword search is immediately performed on the output document data by the document search server 60, and immediately when necessary. Since the warning notification is sent to the administrator terminal 70, the administrator can immediately take action when information leakage occurs, and damage can be minimized.

  Even after the document data and the data information are deleted in the document search server 60, the document storage server 50 has a storage period (for example, several months to one year) in which the document data and the data information are determined. Since it is stored and saved until you do, you can change the keyword and search again.

  Specifically, a keyword change operation is performed on the document search server 60 from the administrator terminal 70 or the like, and a document re-search request with the changed keyword is output. In this request, the range of documents to be searched can be narrowed down by, for example, the user name, machine number, date and time when the document was processed by the multi-function device 20, and document storage ID.

  Upon receiving the re-search request, the document search server 60 obtains the document data and data information to be searched from the document storage server 50, converts them into a searchable file format, and then searches for these document data with new keywords. . For example, this search is effective when a search is initially performed using “confidential” as a keyword, but it is desired to reconfirm whether there is information leakage using “secret” as a keyword.

  The embodiment of the present invention has been described with reference to the drawings. However, the specific configuration is not limited to that shown in the embodiment, and there are changes and additions within the scope of the present invention. Are also included in the present invention.

  In the embodiment, the document storage server 50 and the document search server 60 are configured as separate servers. However, physically, the document storage server 50 and the document search server 60 may be configured as the same server. In the embodiment, search document data and data information are temporarily stored in the document storage server 50 and a search request is notified to the document search server 60. However, the document data and data information are stored in the document. You may comprise so that it may transmit to the document search server 60 from the accumulation | storage server 50. FIG.

  Depending on the level of security, it is not always necessary to immediately grasp the processing of document data performed by the multifunction machine 20. In such a case, a periodic search by a document search server may be performed.

It is explanatory drawing which shows the system configuration | structure of the document information monitoring system concerning embodiment of this invention. 1 is a block diagram illustrating a configuration of a multifunction machine as a document processing apparatus. It is a block diagram which shows the structure of a document storage server. It is a block diagram which shows the structure of a document search server. 6 is a flowchart showing processing of the multifunction machine. It is explanatory drawing which shows a mode that document data and data information are transferred to a document storage server in a copy job. FIG. 6 is an explanatory diagram illustrating a state in which document data and data information are transferred to a document storage server in a print job. It is explanatory drawing which shows a mode that document data and data information are transferred to a document storage server in a facsimile transmission job. FIG. 10 is an explanatory diagram showing how document data and data information are transferred to a document storage server in a PC-facsimile transmission job. It is explanatory drawing which shows a mode that document data and data information are transferred to a document storage server in a facsimile reception job. It is explanatory drawing which shows a mode that document data and data information are transferred to a document storage server in a scan job. It is a flowchart which shows the process of a document storage server. It is a flowchart which shows the process of a document search server. FIG. 9 is an explanatory diagram schematically illustrating a state in which a file format unique to a multifunction peripheral is converted into a file format that can be searched. It is explanatory drawing which shows an example of a warning notification.

Explanation of symbols

DESCRIPTION OF SYMBOLS 5 ... Network 10 ... Document information monitoring system 20 ... Multifunction machine 21 ... Control part 22 ... Scan part 23 ... Fax part 24 ... Copy part 25 ... Printer part 26 ... Image processing part 27 ... Communication I / F part 28 ... Operation panel 29 User authentication unit 40 User authentication server 50 Document storage server 51 Control unit 52 Communication I / F unit 53 Data storage unit 54 Memory 60 Document search server 61 Control unit 62 Search processing unit 63 Communication I / F unit 64 ... file conversion unit 65 ... first memory 66 ... second memory 70 ... administrator terminal 90 ... warning notification

Claims (26)

A document processing device, a document storage server, and a document search server connected to each network;
The document storage server obtains and stores document data of a document processed by the document processing apparatus;
The document search server obtains the document data and searches whether or not a predetermined keyword is included in the document data. The document information monitoring system according to claim 1, wherein the document search server obtains the document data from the document storage server. The document search server converts the obtained document data into a keyword searchable file format, and searches whether or not a predetermined keyword is included in the converted document data. Document information monitoring system described in 1. The document information monitoring system according to claim 3, wherein the document search server is configured to be compatible with document data in a plurality of file formats. 5. The document information monitoring system according to claim 3, wherein the document search server converts the obtained document data into a file format in which keyword search is possible using search software. 6. The document search server according to claim 1, wherein when the document processing apparatus newly processes a document, the document search server acquires document data of the document and executes the search. Document information monitoring system. 7. The document search server according to claim 1, wherein the document search server re-executes the search by changing a keyword for document data stored and stored in the document storage server. 8. Document information monitoring system. 8. The document information according to claim 1, wherein, when a predetermined keyword is included in the retrieved document data, the document retrieval server notifies the external terminal to that effect. 9. Monitoring system. The document information monitoring system according to any one of claims 1 to 8, wherein the document search server stores the document data when a predetermined keyword is included in the searched document data. . The document search server obtains document data of a document processed by the document processing apparatus and attribute information related to execution of processing for the document, and if the document data includes a predetermined keyword, The document information monitoring system according to any one of claims 1 to 9, wherein the notification and the attribute information are notified to a predetermined external terminal. In a document information monitoring system having a document processing device that outputs document data, a document storage server, and a document search server,
The document processing apparatus includes output means for outputting the document data to a document storage server in conjunction with the output of the document data,
The document storage server includes first document data obtaining means for obtaining the document data from a document processing device,
The document search server performs a search with a desired keyword and extracts document data extracting means for extracting document data matching the keyword;
A document information monitoring system comprising: first notification means for notifying an administrator of document data extracted by the search. The document information monitoring system according to claim 11, wherein the output unit outputs the document data to the document storage server in synchronization with the output of the document data. The document information monitoring system according to claim 11, wherein the output unit outputs the document data and attribute information related to the output of the document data to a document storage server. The document information monitoring system according to claim 13, wherein the first document data obtaining unit obtains the document data and the attribute information. The document information monitoring system according to claim 13, wherein the document storage server includes a storage unit that stores the document data and the attribute information. The document information monitoring system according to claim 13, wherein the document search server includes a second document data acquisition unit that acquires the document data from the document storage server. The document information monitoring system according to claim 16, wherein the second document data obtaining unit obtains the document data and the attribute information. The document information monitoring system according to claim 13, wherein the first notification unit notifies the manager of the attribute information. The document information monitoring system according to claim 11, wherein the document storage server includes a storage unit that stores the document data. The document information monitoring system according to claim 11, wherein the document storage server includes second notification means for notifying the document search server of the search request. The document storage server includes a storage unit that stores the document data.
The document information monitoring system according to claim 20, wherein the second notification unit notifies the document search server after the storage unit stores the document data. 21. The document information monitoring system according to claim 20, wherein when the document search server receives the search request from the document storage server, the second document data acquisition unit acquires the document data. The document information monitoring system according to claim 11, wherein the document search server includes format conversion means for converting the document data into a predetermined format. 24. The document information monitoring system according to claim 23, wherein the document search server includes index creation means for creating an index of the document data converted into a predetermined format. The document information monitoring system according to claim 24, wherein the document data extraction unit extracts the document data by performing the search for the index. The document information monitoring system according to claim 11, wherein the document storage server and the document search server are integrally formed.

Images