JP2007140863A - Electronic document management apparatus and electronic document management program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To implement electronic document management streamlining the management of electronic documents requiring authentication. <P>SOLUTION: An electronic document management apparatus comprises a determination part 120 for determining whether or not the update timing of electronic signatures and time stamps of electronic documents 24 saved in a document storage part 22 must be monitored according to whether or not the expiration date of the electronic signatures and time stamps of the electronic documents 24 is before the retention date until which the electronic documents 24 must be saved, and a monitoring part 122 for monitoring the update timing of the electronic signatures and time stamps of electronic documents 24 that the determination part 120 has determined must be monitored. <P>COPYRIGHT: (C)2007,JPO&INPIT

Description

  The present invention relates to an electronic document management apparatus and an electronic document management program, and more particularly to an electronic document management apparatus and an electronic document management program for managing an electronic document that requires authentication.

  When an electronic document that requires long-term storage corresponding to the electronic document law is created and stored, it is necessary to add an electronic signature and a time stamp to the document. In general, the validity period of electronic signatures and time stamps is about 1 to several years, so it is necessary to extend the validity period of documents that need to be stored for a long time. As an example of a long-term signature format corresponding to the electronic document method, there is one specified in IEEE RFC3126 (Electronic Signature Formats for long term electronic signatures).

Moreover, as a conventional electronic file authentication system capable of automatically extending the expiration date of a time stamp, there is one described in Patent Document 1, for example. The electronic file authentication system described in this document automatically extends the expiration date of the time stamp over a very long period of time without any special operation by the user.
Japanese Patent Laid-Open No. 2005-63268

  However, when actually storing and managing electronic documents, electronic documents that no longer need to be stored often continue to be stored in the storage device, and the storage area must be wasted or managed. There is a possibility that the deadline management will continue to endless documents. Therefore, it is desired to improve the monitoring efficiency by removing electronic documents that are no longer required to be stored from the management target, and reducing the number of electronic documents to be managed to the minimum necessary.

  The present invention has been made in view of the above circumstances, and an object of the present invention is to provide electronic document management that can efficiently manage electronic documents that require authentication.

According to the present invention, based on whether the expiration date of the electronic signature and time stamp of the electronic document stored in the storage device is before the storage expiration date on which the electronic document needs to be stored, the electronic document A determination unit that determines whether it is necessary to monitor the update time of the electronic signature and the time stamp;
A monitoring unit that monitors the update timing of the electronic signature and the time stamp of the electronic document for the electronic document that is determined to be necessary to be monitored by the determination unit;
There is provided an electronic document management apparatus characterized by comprising:

  Here, the monitoring unit can monitor, for example, whether the current date and time is a predetermined number of days before the expiration date of the electronic signature and the time stamp, and can detect a predetermined number of days before the expiration date as the update time. Furthermore, a notifying unit that notifies an electronic document detected as being updated by the monitoring unit, and an updating unit that updates an electronic signature and a time stamp of the electronic document detected as being updated by the monitoring unit may be provided.

  According to the present invention, in an electronic document that complies with the electronic document method that requires long-term storage, the update time of the electronic signature and the time stamp can be monitored only during the storage period in which the electronic document needs to be stored. Therefore, the efficiency of document management can be improved.

  In the electronic document management apparatus, the storage device may have a plurality of storage areas corresponding to the type of the electronic document, and a storage period for storing the electronic document for each storage area. A period storage unit, a document reception unit that receives the electronic document stored in the storage device, a type reception unit that receives a selection of the type of the electronic document received by the electronic document, and the type reception unit that receives the type A storage unit that stores the electronic document in the storage area corresponding to the type of electronic document.

  In many cases, the storage period in which a document needs to be stored is predetermined according to the type of document. Therefore, by creating multiple folders corresponding to the document type and setting the retention period for each folder, simply specifying the document type stores the document in the folder corresponding to the type and automatically saves it. The period can be set. For example, a name indicating the type of electronic document is assigned to each of a plurality of folders, and when storing an electronic document, the folder having a folder name corresponding to the type is stored as a storage destination only by specifying the type of document, The retention period can be set automatically.

  According to this configuration, simply by specifying the type of electronic document, it is possible to automatically set the retention period predetermined for each document type for each document, facilitating document expiration management, Convenience is good.

  In the electronic document management apparatus, the plurality of storage areas of the storage device include a management target document storage area that stores the electronic document that needs to be monitored by the monitoring unit, and an electronic document that does not require monitoring by the monitoring unit A non-managed document storage area for storing the electronic document that the determination unit determines that the expiration date is later than the storage expiration date in the unmanaged document storage folder The moving unit may further include a moving unit, and the monitoring unit may monitor the update timing of the electronic signature and the time stamp for the electronic document in the management target document storage area of the storage device.

  According to this configuration, it is possible to automatically move the storage destination of the electronic document and stop the expiration date management of the moved electronic document.

  The electronic document management apparatus may include a reading unit that reads a document and digitizes the document to generate the electronic document, and the document receiving unit can receive the electronic document generated by the reading unit.

According to the invention, a computer is
The electronic signature and the time stamp of the electronic document based on whether or not the expiration date of the electronic signature and the time stamp of the electronic document stored in the storage device is earlier than a storage expiration date on which the electronic document needs to be stored A means for determining whether or not it is necessary to monitor the update timing of
Means for monitoring the update timing of the electronic signature and the time stamp of the electronic document for the electronic document determined to be necessary by the determining means;
An electronic document management program for functioning as

  It should be noted that any combination of the above-described constituent elements and a conversion of the expression of the present invention between a method, an apparatus, a system, a recording medium, a computer program, etc. are also effective as an aspect of the present invention.

  According to the present invention, electronic document management that can efficiently manage electronic documents that require authentication is provided.

  Hereinafter, embodiments of the present invention will be described with reference to the drawings. In all the drawings, the same reference numerals are given to the same components, and the description will be omitted as appropriate.

  FIG. 1 is a functional block diagram showing a configuration of an electronic document management apparatus according to an embodiment of the present invention. The electronic document management apparatus 100 according to the present embodiment determines whether the expiration date of the electronic signature and time stamp of the electronic document stored in the storage device (document storage unit 22) is earlier than the storage expiration date on which the electronic document needs to be stored. A determination unit 120 that determines whether or not it is necessary to monitor the update timing of the electronic signature and the time stamp of the electronic document, and the electronic document of the electronic document that is determined to be monitored by the determination unit 120 And a monitoring unit 122 that monitors the update time of the signature and the time stamp.

  In FIG. 1, an electronic document management apparatus 100 includes a PC (Personal Computer) 3 and / or an MFP (Multi Functional Peripheral) 5 and a TSA (Time-Stamping Authority) via a network 1 such as the Internet or a LAN. 7, a CA (Certificate Authority) 9, and a server 20 having a document storage unit 22. In FIG. 1, the configuration of parts not related to the essence of the present invention is omitted.

  Each component of the electronic document management apparatus 100, the PC 3, the MFP 5, and the server 20 includes a CPU, a memory, a program that realizes the components shown in the figure loaded in the memory, and a hard disk that stores the program. It is realized by an arbitrary combination of hardware and software centering on a storage unit such as a network interface. It will be understood by those skilled in the art that there are various modifications to the implementation method and apparatus. Each drawing described below shows a functional unit block, not a hardware unit configuration.

  The electronic document management apparatus 100 can be included in the PC 3, MFP 5, or server 20, for example. The electronic document management apparatus 100 is realized by executing an electronic document management program, which will be described later, by a computer constituting the PC 3, the MFP 5, or the server 20. The electronic document management program according to the present embodiment stores a computer (PC3, MFP5, server 20) with an electronic document whose electronic signature and time stamp expire on an electronic document stored in a storage device (document storage unit 22). Means (determination unit 120) for determining whether or not it is necessary to monitor the update timing of the electronic signature and time stamp of the electronic document based on whether or not it is before the storage expiration date that needs to be performed; ) Can be caused to function as means (monitoring unit 122) for monitoring the update timing of the electronic signature and time stamp of the electronic document.

  The PC 3 and the MFP 5 are client terminals that transfer an electronic document to the server 20 via the network 1 and store the electronic document in the document storage unit 22. In addition to the PC 3 and the MFP 5, a network scanner connected to the network 1, the Internet It may be a facsimile machine or a workstation.

  The TSA 7 issues a time stamp in response to a request from the electronic document management apparatus 100. The TSA 7 acquires accurate time information from a TA (Time Authority) (not shown), and generates a time stamp. The protocol between the TSA 7 and the electronic document management apparatus 100, or the PC 3, the MFP 5, or the server 20 can be made compliant with, for example, the IETF RFC3161 (Time Stamp Protocol) standard. In the case of a TSA that requires user authentication, the user of the electronic document management apparatus 100 performs user registration with the TSA 7 in advance, receives an account, requests the TSA 7 to issue a time stamp after login authentication. The TSA 7 may be a plurality of time distributors. It is also possible to request the TSA 7 to issue a time stamp from the PC 3 or MFP 5 that creates the electronic document, and attach it to the electronic document.

  The CA 9 issues an electronic certificate to the electronic document management apparatus 100 and can be included in the electronic document management apparatus 100. Alternatively, a certificate issued in advance by the CA 9 can be stored in a recording medium such as a USB memory, and the certificate read from the recording medium by the electronic document management apparatus 100 can be used.

  The electronic document management apparatus 100 according to the present embodiment stores, for example, an electronic document (“document” in the figure) when an electronic document read and created by the MFP 5 is stored in the document storage unit 22 of the server 20 via the network 1. The time-stamped electronic signature 26 of the electronic document 24 stored in the document storage unit 22 is managed. The electronic document management apparatus 100 is an electronic document 24 that requires long-term storage corresponding to the electronic document law, for example, storage for 5 to 10 years, for example, when the expiration date of an electronic signature or a time stamp is 1 to several years. It is possible to automatically extend the expiration date of the time-stamped electronic signature 26 only for the storage period that needs to be stored.

  The server 20 includes a document storage unit 22, and stores the electronic document 24 with the time-stamped electronic signature 26 transferred from the PC 3 and the MFP 5 in the document storage unit 22. For example, the document storage unit 22 can have a directory structure as shown in FIG. As shown in FIG. 2, under the root directory C :, a directory 140 named “Finance” and a plurality of subdirectories 142, for example, “Contract”, “Quote”, “Order”, “Billing” And a plurality of directories having names corresponding to document types such as “book”.

  In many cases, the storage period in which a document needs to be stored is predetermined according to the type of document. Therefore, by creating multiple folders corresponding to the document type and setting the retention period for each folder, simply specifying the document type stores the document in the folder corresponding to the type and automatically saves it. The period can be set. As described above, for example, a folder having a folder name corresponding to the type can be obtained by assigning a name indicating the type of the electronic document to each of the plurality of folders and simply specifying the type of the document when saving the electronic document. The storage period can be set automatically. According to this configuration, simply by specifying the type of electronic document, it is possible to automatically set the retention period predetermined for each document type for each document, facilitating document expiration management, Convenience is good.

  Returning to FIG. 1, the electronic document management apparatus 100 includes an interface unit (shown as “I / F” in the figure) 102, a monitoring condition storage unit (shown as “monitoring condition” in the figure) 110, and a determination unit 120. A monitoring unit 122, a notification unit 124, an update unit 126, a display unit 130, an operation unit 132, and a setting reception unit 134.

  The interface unit 102 communicates with the PC 3, MFP 5, TSA 7, CA 9, and server 20 via the network 1. The monitoring condition storage unit 110 includes a monitoring destination list 112 and a file management list 114. FIG. 3 is a diagram illustrating an example of the structure of the monitoring destination list 112. The monitoring destination list 112 includes monitoring conditions when the monitoring unit 122 to be described later monitors the update timing of the electronic document, and includes a monitoring interval 152, an update start timing 154, and a storage period 156 for each monitoring destination 150. .

  The monitoring destination 150 is indicated by a host name and / or folder name, and includes a host and / or folder to be monitored. For example, the monitoring destination can be specified by the host name of the server 20 or the folder name. The monitoring interval 152 is a time interval at which the monitoring unit 122 monitors the storage area indicated by the monitoring destination 150. For example, it can be set by specifying the interval such as 1 day, 1 week, 10 days, 1 month, specifying what time every day, what day of the week, what day of the month, what day of the month, what time of the year, etc. can do. In the case of specifying the interval, the monitoring interval 152 can include information on the date and time when the previous monitoring was performed.

  The update start time 154 is an update time for the expiration date of the electronic signature and time stamp of the electronic document when the monitoring unit 122 monitors the update time of the electronic document. For example, the update start time 154 is designated as a predetermined number of days before the expiration date. Is possible. It is also possible to specify the update time for each electronic signature and time stamp. The retention period 156 is a retention period corresponding to the type of electronic document to be stored that is specified for each host and / or folder specified by the monitoring destination 150.

  FIG. 4 is a diagram illustrating an example of the structure of the file management list 114. The file management list 114 includes a file name 160, an expiration date 162, a storage expiration date 164, and an update necessity flag 166 for each electronic document. The file name 160 includes, for example, a host name, a folder name, and a file name where the file is stored. The expiration date 162 includes the expiration date of the electronic signature and time stamp given to the electronic document. The expiration date 162 can be acquired by directly verifying the electronic signature and the time stamp when the expiration date is confirmed without being managed by the file management list 114.

  The storage expiration date 164 is a storage expiration date of the electronic document calculated based on a storage period in which the electronic document needs to be stored from the time when the electronic document is stored in the document storage unit 22. The update necessity flag 166 is a flag that is set to “1” when the expiration date of the electronic document has passed and it is no longer necessary to monitor the expiration date of the electronic signature and time stamp of the electronic document.

  Returning to FIG. 1, the determination unit 120 determines whether or not the expiration date of the electronic signature and time stamp of the electronic document stored in the document storage unit 22 is earlier than the storage expiration date on which the electronic document needs to be stored. It is determined whether it is necessary to monitor the update timing of the electronic signature and time stamp of the electronic document. Specifically, the determination unit 120 accesses the file management list 114, checks the update necessity flag 166 for each electronic document file, and determines whether monitoring is necessary based on the update necessity flag 166. Furthermore, after the electronic signature and the time slump are updated by the update unit 126, which will be described later, whether or not monitoring is necessary is determined based on whether or not the new expiration date 162 is before the storage expiration date 164. If it becomes, “1” is set in the update necessity flag 166.

  The monitoring unit 122 monitors the update timing of the electronic signature and the time stamp of the electronic document for the electronic document determined to be monitored by the determination unit 120. Specifically, the monitoring unit 122 accesses the monitoring destination list 112 of the monitoring condition storage unit 110, acquires the monitoring destination 150 to be monitored, and based on the monitoring interval 152 and the update start timing 154 for each monitoring destination, Monitors the update timing of electronic signatures and time stamps of electronic documents. Further, the monitoring unit 122 accesses the file management list 114 of the monitoring condition storage unit 110 and checks the update necessity flag 166 for each electronic document stored in the monitoring destination 150 at the monitoring interval 152 for each monitoring destination. Then, it is monitored whether the electronic signature and the expiration date 162 of the time stamp of the electronic document to be monitored are earlier than the predetermined number of days specified in the update start time 154. Thereby, an electronic document that is about to expire is detected.

  The notification unit 124 notifies the user of the electronic document detected by the monitoring unit 122 as soon as it expires. As an example, a creation unit (not shown) that creates a list of electronic documents that are about to expire may be included, and a presentation unit (not shown) that presents the created document list to the user. A presentation unit (not shown) notifies a display control unit (not shown) that displays a document list on the screen of the display unit 130, a printing unit (not shown) that prints out, and a pre-registered mail address by e-mail. A transmitting unit (not shown) can be included. Alternatively, the presenting unit can present the document list to the PC 3, the MFP 5, and the server 20 via the network 1. For example, the PC 3 includes a web browser and can refer to a document list from the browser.

  The update unit 126 updates the electronic signature and time stamp of the electronic document detected by the monitoring unit 122 as approaching the expiration date, a predetermined number of days before the expiration date. The predetermined number of days is specified by, for example, the update start time 154 of the monitoring destination list 112. Specifically, the update unit 126 includes a hash generation unit (not shown) that generates a hash value of the electronic document stored in the document storage unit 22 and a recording medium that stores an electronic certificate acquired in advance from the CA 9. A signature generation unit (not shown) that digitally signs the generated hash value using the read electronic certificate, and the hash generation unit further generates a hash value of the hash value that has been digitally signed. Further, the update unit 126 transmits the generated hash value to the TSA 7 via the network 1, makes a time stamp issue request, and also receives a time stamp issued from the TSA 7 via the network 1 (not valid). Included). The signature generation unit digitally signs the electronic document using the same electronic certificate used for the electronic signature. The update unit 126 further includes an adding unit (not shown) that adds the time stamp received by the request unit to the electronic document that has been digitally signed.

  The display unit 130 is a liquid crystal display, a CRT display, or the like, and displays various screens. The operation unit 132 is a keyboard, mouse, tablet, touch panel, sheet key, operation button, switch, and the like, and is operated by the user. The setting receiving unit 134 receives settings input or selected by operating the operation unit 132. Here, for example, the setting screen is displayed on the display unit 130 using a general browser or the like, and the setting input unit 134 receives the setting input using the operation unit 132. For example, a monitoring destination designation screen (not shown) for creating the monitoring destination list 112 described above, a document storage screen (not shown) for specifying a storage destination when an electronic document is stored in the document storage unit 22, An updated document list screen (not shown) that displays a list of electronic documents detected as updated by the monitoring unit 122 can be displayed on the display unit 130.

  These screens can be displayed and set via the network 1 by using a browser or the like from the PC 3, MFP 5, and server 20 as well as the electronic document management apparatus 100.

  In the monitoring destination designation screen, for example, the host name and / or folder name of the monitoring destination storage area, the monitoring interval for monitoring the expiration of the electronic document included in the storage area for each monitoring destination storage area, and the electronic signature And a column for designating a time stamp update time, a retention period in which the electronic document needs to be preserved, and the like, and the designated information is stored in the monitoring destination list 112 for each storage area.

  The operation of the electronic document management apparatus 100 configured as described above will be described below. FIG. 5 is a flowchart showing an example of the operation at the time of electronic document monitoring of the electronic document management apparatus 100 of this embodiment. Hereinafter, description will be made with reference to FIGS.

  First, in the electronic document management apparatus 100, the monitoring unit 122 accesses the monitoring condition storage unit 110 and acquires the monitoring destination list 112 (step S11). If the monitoring destination 150 does not exist (NO in step S13), the process ends. When the monitoring destination 150 exists (YES in step S13), the determination unit 120 accesses the monitoring condition storage unit 110 and acquires the file management list 114 (step S15). At this time, the file management list 114 of the electronic document corresponding to the monitoring destination 150 is acquired from the file name 160 of the file management list 114.

  The determination unit 120 refers to the update necessity flag 166 of the file management list 114 of each electronic document acquired in step S15, and determines that the update is necessary when the update necessity flag 166 is “1” (YES in step S17). ) For the electronic document determined to be updated, the monitoring unit 122 accesses the file management list 114 of the monitoring condition storage unit 110, refers to the electronic signature and the expiration date 162 of the time stamp, and verifies (step). S19). The determination by the determination unit 120 and the monitoring process of the electronic document by the monitoring unit 122 in steps S15 to S27 are performed for each electronic document stored in the monitoring destination 150 for each monitoring destination 150 acquired in the monitoring destination list 112. Do.

  The monitoring unit 122 refers to the monitoring destination list 112 corresponding to the host name and / or folder name corresponding to the file name 160 in the file management list 114, acquires the monitoring interval 152 and the update start time 154, and monitors the current time. It is determined whether or not the interval 152 is reached, and if it is the monitoring time, it is detected whether or not the current time is before the update start time 154, for example, a predetermined number of days on the expiration date. When the monitoring unit 122 determines that the expiration date is close for each electronic document (YES in step S21), long-term signature update processing is performed (step S23).

  Specifically, for example, the notification unit 124 creates a list of electronic documents that are about to expire and notifies the user. Alternatively, the update unit 126 updates the electronic signature and time stamp of the electronic document that is about to expire. Here, it is assumed that the update process is automatically performed by the update unit 126. Then, the determination unit 120 sets the expiration date of the updated electronic signature and time stamp to the expiration date 162 of the file management list 114, compares the storage expiration date 164 with the expiration date 162, and creates a new When the expiration date 162 exceeds the storage expiration date 164, subsequent update monitoring is not required (NO in step S25), and therefore, the update necessity flag 166 of the file management list 114 is set to “1” (step S27).

  The processing from step S15 to step S27 is repeated for each file of the monitoring destination 150 (YES in step S29). When the processing is completed for all files in the monitoring destination 150 (NO in step S29), the process returns to step S11. Similar processing is repeated for the next monitoring destination 150.

  If it is not near the expiration date in step S21 (NO in step S21), the long-term signature update process in step S23 is bypassed. If it is determined in step S25 that updating is necessary next time (YES in step S25), step S27 is bypassed.

  As described above, according to the electronic document management apparatus 100 of the present embodiment, in an electronic document or the like corresponding to an electronic document method that requires long-term storage, an electronic signature and a time stamp are stored only during the storage period in which the electronic document needs to be stored. Since the update time can be monitored, it can be automatically extended only during the storage period, and the efficiency of document management can be improved.

  Next, a configuration for storing an electronic document in the document storage unit 22 in the electronic document management apparatus 100 according to the present embodiment will be described. For example, a case will be described in which an electronic document that has been read and digitized by the MFP 5 is stored in the document storage unit 22 and managed by the electronic document management apparatus 100.

  FIG. 6 is a partial functional block diagram showing the configuration of the electronic document management apparatus 100 of the present embodiment. In this figure, among the elements shown in FIG. 1, only the necessary elements are shown in the following description. However, the electronic document management apparatus 100 in FIG. 6 also includes the electronic document management apparatus 100 in FIG. It shall contain the same components.

  In addition to the configuration of FIG. 1, the electronic document management apparatus 100 can include a document reception unit 202, a grant unit 204, a document type reception unit 206, a storage unit 208, and a retention period calculation unit 210.

  The document reception unit 202 receives an electronic document stored from the PC 3 or MFP 5 on the network 1 via the interface unit 102. Alternatively, the electronic document management apparatus 100 can include a reading unit (not shown) that reads an original and digitizes it to generate an electronic document, and the document reception unit 202 can receive the electronic document generated by the reading unit. Good. The assigning unit 204 assigns an electronic signature and a time stamp to the electronic document received by the document receiving unit 202. Specifically, first, the assigning unit 204 generates a hash value of the electronic document received by the document receiving unit 202. Then, the assigning unit 204 performs an electronic signature on the hash value of the electronic document using the electronic certificate acquired from the recording medium, and further generates a hash value of the electronic signature. Then, the assigning unit 204 transmits the generated hash value to the TSA 7 via the network 1, obtains a time stamp from the TSA 7, and further uses the same electronic certificate that was used when requesting the time stamp from the TSA 7. The electronic document is digitally signed and a time stamp is added.

  A document type accepting unit 206 accepts a document type designated from the PC 3 or MFP 5 via the network 1. Specifically, the MFP 5 displays a screen (not shown) for designating the type of electronic document on an operation panel (not shown), the user selects the type of electronic document, for example, “contract”, and the document The type reception unit 206 receives the selection. The storage unit 208 specifies a corresponding storage destination folder according to the type of electronic document received by the document type reception unit 206, and stores the specified storage destination in the document storage unit 22 of the server 20 via the interface unit 102. Store electronic documents.

  Further, the storage unit 208 accesses the monitoring condition storage unit 110 to generate the file management list 114 of the stored electronic document, and stores the expiration date of the electronic signature and the time stamp in the expiration date 162. Further, the storage period calculation unit 210 accesses the monitoring condition storage unit 110, the storage unit 208 acquires the storage destination monitoring destination list 112 in which the electronic document is stored, acquires the storage period 156, the current time and the storage period. From 156, the storage expiration date of the electronic document is calculated and stored in the storage expiration date 164 of the file management list 114 of the electronic document. The determination unit 120 described above makes a determination for each electronic document based on the storage expiration date 164 calculated by the storage expiration calculation unit 210.

  As described above, according to the electronic document management apparatus 100 of the present embodiment, it is possible to efficiently manage an electronic document that is created and stored corresponding to the electronic document method or the like and requires authentication.

  As mentioned above, although embodiment of this invention was described with reference to drawings, these are the illustrations of this invention, Various structures other than the above are also employable.

  For example, the determination unit 120 is configured to determine the update time based on the current time, but is not limited to this. For example, including a date and time reception unit that accepts designation of an arbitrary date and time, the determination unit 120 can also determine an electronic document that expires by the specified date and time. Alternatively, the date and time reception unit may receive designation of a period such as within the next year. Furthermore, a list creation unit that creates a list of the determined electronic documents and a presentation unit that presents the document list can be included. According to this configuration, it is possible to present to the user in the document list whether there is an electronic document that will expire in the future. The document list can be displayed on the screen or printed out. Alternatively, it can be sent by e-mail to a predetermined e-mail address.

  In the above embodiment, the case where the electronic document is stored in the storage area that exists in advance has been described. However, when the electronic document is stored, a new storage area can be created and stored. In this case, the electronic document management apparatus 100 includes a creation instruction receiving unit (not shown) that receives an instruction to create a new storage area for the monitoring destination, an area creation unit (not shown) that creates the designated storage area, A monitoring destination list creation unit (not shown) that creates the monitoring destination list 112 for each created storage area can be included.

  Furthermore, in the electronic document management apparatus according to another embodiment, a plurality of storage areas of the storage device (document storage unit 22) include a management target document storage area for storing an electronic document that needs to be monitored by the monitoring unit 122, and a monitoring unit. And an unmanaged document storage area for storing electronic documents that do not need to be monitored by 122. The determination unit 120 may further include a moving unit (not shown) that moves the electronic document determined to have an expiration date later than the storage expiration date to the unmanaged document storage folder. The monitoring unit 122 can monitor the update time of the electronic signature and the time stamp of the electronic document in the management target document storage area of the storage device (document storage unit 22).

  In this case, the update necessity flag 166 of the file management list 114 of the above embodiment is unnecessary, and further, the determination of the update necessity flag 166 by the determination unit 120 in step S17 of FIG. 5 is unnecessary. In step S27, instead of setting the update necessity flag 166, a process of moving the electronic document to the storage area not subject to monitoring is performed.

  According to this configuration, it is possible to automatically move the storage destination of the electronic document and stop the expiration date management of the moved electronic document.

It is a functional block diagram which shows the structure of the electronic document management apparatus which concerns on embodiment of this invention. It is a figure which shows an example of the directory structure of the document memory | storage part of the server of FIG. It is a figure which shows an example of the structure of the monitoring destination list | wrist of FIG. It is a figure which shows an example of the structure of the file management list | wrist of FIG. It is a flowchart which shows an example of the operation | movement at the time of the electronic document monitoring of the electronic document management apparatus of this embodiment. It is a partial functional block diagram which shows the structure of the electronic document management apparatus of this embodiment.

Explanation of symbols

1 network 3 PC
5 MFP
7 TSA
9 CA
20 server 22 document storage unit 24 electronic document 26 digital signature with time stamp 100 electronic document management apparatus 102 interface unit 110 monitoring condition storage unit 112 monitoring destination list 114 file management list 120 determination unit 122 monitoring unit 124 notification unit 126 update unit 130 display Section 132 Operation section 134 Setting reception section 140 Directory 142 Subdirectory 150 Monitoring destination 152 Monitoring interval 154 Update start time 156 Storage period 160 File name 162 Expiration date 164 Storage expiration date 166 Update necessity flag 202 Document reception section 204 Assignment section 206 Document type reception unit 208 Storage unit 210 Retention period calculation unit

Claims (5)

The electronic signature and the time stamp of the electronic document based on whether or not the expiration date of the electronic signature and the time stamp of the electronic document stored in the storage device is earlier than a storage expiration date on which the electronic document needs to be stored A determination unit for determining whether or not monitoring of the update time of
A monitoring unit that monitors the update timing of the electronic signature and the time stamp of the electronic document for the electronic document that is determined to be necessary to be monitored by the determination unit;
An electronic document management apparatus comprising: The electronic document management apparatus according to claim 1.
The storage device has a plurality of storage areas corresponding to the type of the electronic document,
A storage period storage unit that stores a storage period for storing the electronic document for each storage area;
A document reception unit that receives the electronic document stored in the storage device;
A type accepting unit that accepts selection of the type of the electronic document accepted by the electronic document;
A storage unit for storing the electronic document in the storage area corresponding to the type of the electronic document received by the type reception unit;
An electronic document management apparatus comprising: The electronic document management apparatus according to claim 2.
The plurality of storage areas of the storage device are:
A management target document storage area for storing an electronic document that needs to be monitored by the monitoring unit;
An unmanaged document storage area for storing an electronic document that does not need to be monitored by the monitoring unit,
The determination unit further includes a moving unit that moves the electronic document, which has been determined that the expiration date is later than the retention date, to the unmanaged document storage folder,
The electronic document management apparatus, wherein the monitoring unit monitors the update time of the electronic signature and the time stamp for the electronic document in the management target document storage area of the storage device. The electronic document management apparatus according to claim 2 or 3,
A reading unit that reads a document and digitizes the document to generate the electronic document;
The electronic document management apparatus, wherein the document receiving unit receives the electronic document generated by the reading unit. Computer
The electronic signature and the time stamp of the electronic document based on whether or not the expiration date of the electronic signature and the time stamp of the electronic document stored in the storage device is earlier than a storage expiration date on which the electronic document needs to be stored A means for determining whether or not it is necessary to monitor the update timing of
Means for monitoring the update timing of the electronic signature and the time stamp of the electronic document for the electronic document determined to be necessary by the determining means;
Electronic document management program to function as

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