JP2007156828A - Document registration system and document registration method - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document registration system and a document registration method that can register, not only an item name but also item information that has been stored in the system, in association with reading data, when computerizing a plurality of paper documents. <P>SOLUTION: The document registration system 1 comprises an item information storage part 221 for storing item information that is information about an item; a reception information generating part 131 for generating a reception code corresponding to the item information; an attachment code creation part 132 for creating an attachment code to be printed on a paper invoice, according to data including the reception code; a reception information extracting part 332 for extracting the reception code from reading data by reference to the attachment code extracted from the reading data; and an association registering part 333 for registering the reading data, in association with the item information via the reception code extracted by the reception information extracting part 332. <P>COPYRIGHT: (C)2007,JPO&INPIT

Description

  The present invention relates to a document registration system and a document registration method for registering read data generated by reading a paper medium document related to a case in association with information related to the case.

  In the creation and management of documents relating to intellectual property rights such as patents, utility models, designs, trademarks, etc., digitization is progressing at various stages from before the application to after the acquisition of rights. However, with regard to the sachets (files) in which documents related to the project are stored, it is rare that all the documents are digitized, and paper documents and documents that are digitized based on a predetermined format ( Hereinafter, it is simply referred to as “electronic document”). For example, paper-based documents are used for contracts relating to rights, etc., while electronic documents are widely used for application documents and publications. In view of this, a system has been proposed in which paper documents are digitized to collectively manage all the stored documents as digitized documents.

  As a system for electronically managing paper document documents in this way, for example, a contract management system is known in which documents such as contract documents are stored and managed in a database as image data (see Patent Document 1). Also, when you digitize paper documents, you can use bibliographic information of the project in addition to the digitized document by reading a cover page with a barcode that identifies the project and attached documents. An intellectual property management system configured as described above is known (see Patent Document 2).

In the bag registered in the system as described above, there are a wide variety of documents for one item, and various documents have various information. Therefore, when a paper document is digitized and registered using a reading device such as a fax machine or a scanner, the digitized document (that is, the read data generated by the reading device) is associated with the matter, It is necessary to be able to easily query the information that you have. In addition, when a large amount of paper-based documents are digitized and registered in the system using the reading device, it is necessary to register the read data in association with the case while performing digitization processing on a plurality of documents. .
Japanese Patent Laid-Open No. 2004-240891 JP 2001-325282 A

  In the contract management system described in Patent Document 1, by providing a man-machine interface for registering and correcting digitized documents and contract contents, in addition to registering and correcting digitized documents and the information contained in the documents, registration Configured to be able to query However, the system described in Patent Document 1 is configured on the assumption that digitized documents are registered or corrected one by one. Therefore, when a plurality of documents exist for one item, the system user needs to associate the read data with the item while checking the contents of the read data one by one, which requires complicated work. . In particular, when a plurality of documents relating to a plurality of cases are electronically processed in a lump, such an associating operation has been extremely complicated.

  On the other hand, in the intellectual property management system described in Patent Document 2, even if the electronic processing is performed on a plurality of documents related to one case, the electronic mail processing is performed by using a cover sheet in which a barcode is described. Can be associated with the matter. In addition, by writing a barcode corresponding to the case name, attached document, etc. on the cover sheet, information regarding each document can be registered in the system during the digitization process. However, the cover sheet used in the intellectual property management system described in Patent Document 2 can register information related to attached documents and the like using a barcode, but the case information stored in the system (for example, The document summary and bibliographic items) could not be associated with the scanned data. Therefore, in the case where there are a plurality of read data for one item, in order to associate the stored item information with the read data, the user of the system reads the contents of the read data as in the case of the system described in Patent Document 1. It was necessary to perform the association while checking one by one.

  Therefore, the present invention provides a document registration system and a document that can register not only the case name but also the case information stored in the system in association with the read data when digitizing a plurality of paper media documents. The purpose is to provide a registration method.

  The document registration system of the present invention includes a web server that creates cover sheet data relating to a case, a database server that stores case information that is information related to the case, and read data generated by reading a paper medium document as an image. A reading data server that stores data, a terminal device that can communicate with the web server, a printing device that prints a cover page of a paper medium based on a cover page data created by the web server, A document registration system comprising: a reading device that generates read data by reading a document as an image, wherein the web server corresponds to the item information stored in the database server based on a request from the terminal device Based on the reception code generation means for generating the reception code and the data including the reception code, the printing device transmits the paper medium. An attachment code creating means for creating an attached code to be printed on the form; and a cover sheet data creating means for creating cover sheet data including the attached code, and the database server stores the matter information as information relating to the matter. The read data server includes a case information storage means for storing the read data by referring to the attached code extracted from the read data generated by reading the cover sheet and the paper medium related to the case by the reading device. Receiving code extracting means for extracting the receiving code from the receiving code, and registration means for registering the read data in association with the case information using the receiving code extracted by the receiving code extracting means.

  According to the document registration system of the present invention, first, an attached code is created based on the reception code corresponding to the case information. Then, the reception code is extracted from the read data of the document by referring to the attached code extracted from the read data, and the read data is associated with the case information using the extracted reception code. Therefore, even when a plurality of paper media documents are digitized, not only the case name but also the case information stored in the system can be registered in the system in association with the read data.

  Further, the reception code generation means of the web server may be configured to generate a reception code that is uniquely determined for the case information related to one piece of read data. With this configuration, since one reception code is generated for one piece of read data, it becomes easy to distinguish the registered read data. In particular, even when there are a plurality of read data with similar contents in one case or there is read data with partially overlapping contents, the read data registered in the system can be easily distinguished. .

  The registration unit of the read data server associates the read data with the item information when the reception code generated by the reception code generation unit of the web server matches the reception code extracted by the reception code extraction unit of the read data server. You may comprise as follows. With this configuration, not only can the association between the read data and the case information be registered more reliably, but also the read data having the case information for which no reception code has been generated can be prevented from being erroneously registered. it can.

  Further, the attached code creating means of the web server may be configured to create an attached code including the matter specifying information that can specify the matter. With such a configuration, even before the read data is registered in the system, the case can be specified by the read data with the attached code attached, so that the read data can be identified more clearly.

  Further, the attached code creating means of the web server may be configured to create an attached code including device specifying information that can specify the reading device. With this configuration, after the read data is registered in the system, it is possible to specify a reading device to be used for reading a paper medium document, and thus it is possible to specify the read data in more detail. .

  In addition, when the web server determines that the reception code extracted by the reception code extraction unit of the database server has previously been associated with the read data and the case, the association between the read data and the case information is completed. You may comprise further the notification means to notify that it is doing. By configuring in this way, the system user can know the read data for which the association has been completed, so that it is possible to prevent the read data from being registered redundantly.

  In addition, when the web server determines that the registration unit of the read data server has not made an association between the read data and the matter within a predetermined time after the attached code creation unit creates the attached code, the association is not yet established. You may comprise further the warning means to warn that it is completion. With this configuration, it is possible to prevent the association between the read data and the case information from being unregistered while the attached code is still created.

  The present invention can be described as an invention related to a document registration system as described above, and can also be described as an invention related to a document registration method as follows.

  The document registration method of the present invention includes a web server that creates cover sheet data relating to a matter, a database server that stores matter information that is information relating to the matter, and read data generated by reading a paper document as an image. A reading data server that stores data, a terminal device that can communicate with the web server, a printing device that prints a cover page of a paper medium based on a cover page data created by the web server, A document registration system comprising: a reading device that generates read data by reading a document as an image; and a document registration method for associating read data with a matter, and a database by a web server based on a request from a terminal device A reception code generation step for generating a reception code corresponding to the matter information stored in the server; An attachment code creating step for creating an attached code to be printed on a cover sheet of a paper medium by a printing device based on data including an acceptance code by the server, and a delivery for creating cover sheet data including the attached code by a web server A letter data creation step, a printing step for printing a cover sheet with an attached code printed on a paper medium by a printing device, and a paper document for the cover sheet and matter printed in the printing step by a reading device. A read data generation step for generating read data by reading the image as an image, and a read data server extracts an acceptance code from the read data by referring to an attached code included in the read data generated by the reading device The receipt code extraction step is performed by the receipt code extraction step and the reading data server. Tsu using accepted code extracted with up, and a registration step of registering in association with the read data item information.

  The invention according to the document registration method has the technical features corresponding to the invention according to the document registration system, and has the same functions and effects.

  According to the document registration system and document registration method of the present invention, since the read data is associated with the case information using the reception code corresponding to the case information, not only the case name but also the case information stored in the system is read. Can be registered in association with.

  Hereinafter, embodiments of a document registration system and a document registration method according to the present invention will be described with reference to the drawings.

  First, a document registration system and peripheral devices according to an embodiment of the present invention will be described with reference to FIGS.

  FIG. 1 is a diagram showing an overall configuration of a document registration system 1 according to an embodiment of the present invention. The document registration system 1 shown in FIG. 1 is generated by a reading device 600 that reads a paper medium document as an image in a package (file) of a matter relating to an intellectual property right such as a patent, a utility model, a design, or a trademark. This system registers read data in association with a case. The document registration system 1 includes a web server 100, a database server 200, a read data server 300, a terminal device 400, a printing device 500, and a reading device 600.

  In the document registration system 1, the web server 100, the database server 200, and the read data server 300 are configured to be able to communicate information with each other via the respective communication units 110, 210, and 311. In addition, the web server 100, the database server 200, and the read data server 300 can perform information communication with the terminal device 400 via the network N1 including the Internet network and a LAN (Local Area Network). It is configured. Furthermore, the read data server 300 can receive read data (for example, electronic data based on a format such as fax data, PDF, TIFF, etc.) transmitted from the reading device 600 via the network N2 including a telephone line network and a LAN. It is configured as follows.

Next, elements constituting the document registration system 1 and functions thereof will be described.
<Web server>
The web server 100 is capable of transmitting / receiving information to / from the terminal device 400, the database server 200, and the reading database server, and can create cover sheet data related to the case in accordance with an instruction from the outside. It is. The web server 100 includes a communication unit 110, a storage unit 120, and a processing unit 130 as functional components.

  The communication unit 110 is a part that performs mutual information communication with the database server 200, the read data server 300, and the terminal device 400, and transmits and receives various data such as case information and read data.

  The storage unit 120 is a part that stores data transmitted and received by the communication unit 110 and data processed by the processing unit 130, and stores, for example, item information transmitted from the database server 200 and information transmitted from the terminal device 400. To do.

  The processing unit 130 is a part that performs various processes in the web server 100, and includes a reception information generation unit 131 (reception code generation unit) as a part that performs processing in response to a request from the database server 200, the terminal device 400, and the like. A code creation unit 132 (attached code creation unit), a cover sheet data creation unit 133 (cover page data creation unit), a notification unit 134 (notification unit), a warning unit 135 (warning unit), and a case registration unit 136 I have.

  The reception information generation unit 131 is a part that generates a reception code corresponding to the case information stored in the database server 200 based on a request from the terminal device 400, and the generated reception code is attached to the attached code generation unit 132 and The data is output to the database server 200 described later. The reception code generated by the reception information generation unit 131 is expressed by numbers, characters, symbols, graphics, and the like, but the format of the description is not particularly limited. As an example of the reception code, it is possible to use a notation using only numbers such as “123456789” or a combination of numbers, characters and symbols such as “TM2005-1234”.

  The reception information generation unit 131 not only generates the same reception code as the number for specifying the case related to the read data (hereinafter referred to as “case number”), but also includes one piece of read data (for example, 1 Unique information regarding the case information (for example, the case number, the outline of the contract contents, and the name of the contracted party (especially the name of one contracted party among a plurality of contracted parties)) A fixed receipt code can be generated. When a reception code uniquely determined in this way is generated, a reception code exists for each read data with respect to one case. Examples of numbers that can be used as project numbers include so-called bibliographic information, such as application numbers for patent applications, registration numbers, and numbers using file numbers.

  In addition, the reception information generation unit 131 attaches a part or all of the case information stored in the case information storage unit 221 of the database server 200, and then outputs the reception information including the reception code to the attached code creation unit 132. It is also configured to be able to. In the following, information obtained by attaching other information such as case information to the reception code is referred to as reception information. When the reception information is generated by the reception information generation unit 131, reception information in which predetermined case information is attached to the reception code is generated according to an instruction from the control unit 430 of the terminal device 400 or a setting of the reception information generation unit 131. Can do.

  Note that the case information in this embodiment is not limited to the case number, but various information related to the case (for example, the case name, jurisdiction, application date or registration date, document name, sender information (the person in charge of the case) (Name, affiliation, telephone number, fax number), destination information (recipient name, etc.) and comments on the project), including cases where the type of information is singular or plural.

  The attached code creation unit 132 is a part that creates an attached code to be printed on a cover sheet of a paper medium by the printing apparatus 500 based on the data including the above reception code. The attached code creation unit 132 is configured to output an attached code creation notification for notifying that an attached code has been created to the warning unit 135 described later.

  The attached code created by the attached code creating unit 132 is represented by numbers, characters, symbols, figures, and the like, similar to the reception code, but the format of the notation is not particularly limited. The attached code may be expressed in the same form as the reception code, but may be expressed by converting the reception code into a two-dimensional code such as a barcode or a QR code (registered trademark). When a barcode or a two-dimensional code is used as the attached code, not only can the information amount of the attached code be increased, but also the accuracy with which the attached data is recognized and extracted by the read data server 300 can be improved.

  Note that the attached code creation unit 132 uses the reception information generated by the reception information generation unit 131 or information stored in the case information storage unit 221 or the like to specify case specification information that can specify a case. It is configured so that an attached code can be created. For such item identification information, not only the item number described above but also one or more types of information selected from the item information described above can be used.

  In addition, the attached code creating unit 132 can create an attached code including device specifying information that can specify the reading device 600 by using information stored in the case information storage unit 221 or the like. It is configured. For such reading device specifying information, for example, a fax number can be used when the reading device 600 is a fax, and a network address can be used when the reading device 600 is a scanner connected to a network.

  When creating an attached code including such item specifying information or device specifying information, it is preferable to represent the attached code as a two-dimensional code from the viewpoint of recording capacity.

  The cover sheet data creation unit 133 is a part that creates a cover sheet to be attached when the reading device 600 reads a paper medium document, and can create cover sheet data including the above-described attached code. The cover page created by the cover page data creation unit 133 uses a predetermined format (for example, PDF or TIFF) using the case information stored in the database server 200 and the attached code created by the attached code creation unit 132. For example, a cover sheet 1010 shown in FIG.

  In the example shown in FIG. 2, the cover sheet 1010 includes a title 1001, a destination 1002, bibliographic information 1003 based on the case information stored in the database server 200, a registered fax number 1004, and an attached code 1005. Is described. When this cover sheet 1010 is read by the reading device 600, it is attached to a paper medium document 1020 (for example, a contract) related to the case, so that the cover sheet 1010 and the document 1020 are collected as one set. Read data is generated. The cover sheet 1010 may include a comment input via the input unit 440 of the terminal device 400. For the destination 1002 and bibliographic information 1003, data input via the input unit 440 of the terminal device 400 in the process of creating the cover sheet 1000 may be used.

  When the read data is generated, one read data may be generated for the delivery 1000 as shown in FIG. 2, but as shown in FIG. 3, documents 1020, 2020, and 3020 related to a plurality of cases. (Note that a plurality of documents (for example, three contracts with different contracting parties) for a single case may be attached to each of the sent items 1000, 2000, and 3000 with the cover letters 1010, 2010, and 3010 attached thereto. The read data may be generated for a single set. In this case, the read data server 300, which will be described later, identifies cover sheets 1010, 2010, and 3010 from the read data, and extracts the attached codes 1005, 2005, and 3005 that are described, thereby determining the delimiter for each shipment. .

  The notification unit 134 is a part that generates notification information regarding the processing result by receiving a notification regarding the processing result in the association registration unit 333 of the read data server 300 described later. Specifically, when it is determined that the reception code identical to the reception code extracted by the reception information extraction unit 332 described later is not stored in the reception information storage unit 222, the notification unit 134 receives the read data server 300. The terminal device 400 is notified that a reception code has not been generated for the read data. In addition, when the reception code extracted by the reception information extraction unit 332 of the read data server 300 to be described later is determined that the association between the read data and the case has been performed before, the notification unit 134 reads the read data and the case information. The terminal device 400 is notified that the association is completed. When the notification unit 134 receives a notification from the association registration unit 333 that the association is completed, the notification unit 134 completes the association with the read data storage unit 320 of the read data server 300 described later. It may be configured to instruct deletion of the read data determined to be.

  If the warning registration unit 135 determines that the association registration unit 333 did not associate the read data with the case within a predetermined time after the attachment code creation unit 132 created the attachment code, the warning unit 135 has not completed the association. It is a part that warns that The determination as to whether or not the association between the read data and the case has not been performed within a predetermined time can be made when the warning unit 135 receives a notification of the processing result in the association registration unit 333. Specifically, regardless of the content of the processing result, the warning unit 135 can receive notification of the processing result when the warning unit 135 receives the processing result of the operation related to the association by the association registration unit 333. Note that the predetermined time used for the determination by the warning unit 135 can be appropriately determined according to the system configuration and installation status.

  The case registration unit 136 is a part that executes processing related to registration of case information stored in the case information storage unit 221 of the database server 200. For example, the case registration unit 136 processes information input via the input unit 440 of the terminal device 400. The matter information is stored in the item information storage unit 221.

<Database server>
The database server 200 is a device that stores case information, a reception code, association information, and the like, which are information related to a case. The database server 200 includes a communication unit 210, a storage unit 220, and a processing unit 230 as functional components.

  The communication unit 210 is a part that performs information communication with the web server 100, the read data server 300, and the terminal device 400, and transmits and receives various data such as case information, reception information, and association information.

  The storage unit 220 stores data transmitted and received by the communication unit 210 and data processed by the processing unit 230, and stores, for example, item information, reception information, and association information. The storage unit 220 includes a case information storage unit 221 (case information storage unit), a reception information storage unit 222, and an association information storage unit 223.

  The case information storage unit 221 is a part that stores case information that is information related to the above-described case. The item information stored in the item information storage unit 221 can be output to the outside via the communication unit 210 in response to a request from the web server 100 or the terminal device 400.

  The reception information storage unit 222 is a part that stores reception information such as a reception code generated by the reception information generation unit 131 of the web server 100. The reception information storage unit 222 stores, in addition to the reception code, sender information (name, affiliation, etc.) for transmitting the read data, transmission destination information (recipient name, etc.), and item information corresponding to the reception code. It is configured to be able to.

  The association information storage unit 223 is a part that stores information related to the registration result of association by the association registration unit 333 of the read data server 300 described later. Specifically, the association information storage unit 223 stores information related to the association between the read data stored in the read data storage unit 320 of the read data server 300 and the reception code stored in the reception information storage unit 222. Store.

  The processing unit 230 is a part that performs various processes in the database server 200. For example, the processing unit 230 stores data received via the communication unit 210 based on instructions from the web server 100, the read data server 300, and the terminal device 400. 220 is stored.

<Reading data server>
The read data server 300 is a device that stores read data generated by reading a paper medium document as an image. The read data server 300 stores read data read by the reading device 600 and includes the web server 100 and the terminal device 400. Read data is output externally upon request. The read data server 300 includes a communication unit 311, a read data receiving unit 312, a read data storage unit 320, and a processing unit 330 as functional components.

  The communication unit 311 is a part that performs mutual information communication with the web server 100, the database server 200, and the terminal device 400, and transmits and receives various data such as read data.

  The read data receiving unit 312 receives the read data of the paper medium document read by the reading device 600 from the read data transmitting unit 620 of the reading device 600 via the network N2, and outputs the read data to the read data storage unit 320. It is.

  The read data storage unit 320 stores read data received by the read data receiving unit 312. The read data storage unit 320 is configured to output read data to the outside of the read data server 300 in response to a request from the web server 100 or the terminal device 400. The form in which the read data is stored in the read data storage unit 320 is not particularly limited, but a series of file names (for example, FAX 101-001 for the first page, FAX 101-002 for the second page, The third page can be stored with FAX 101-003 or the like, or the read data relating to one document can be stored in one folder.

  The processing unit 330 is a part that performs various types of processing in the read data server 300, and includes an attached code extraction unit 331 and a reception information extraction unit 332 that perform processing related to the read data stored in the read data storage unit 320. (Reception code extraction means) and an association registration unit 333 (registration means).

  The attached code extraction unit 331 is a part that extracts an attached code included in the read data. The attached code extraction unit 331 includes attached codes 1005, 2005, and 3005 in the read data corresponding to each page of the cover sheets 1010, 2010, and 3010 and the documents 1020, 2020, and 3020 included in the sent items 1000, 2000, and 3000. By determining whether or not it exists at a predetermined position, the page on which the attached code is described is discriminated, and the attached code is extracted.

  The reception information extraction unit 332 extracts the attached code extracted from the read data generated by the reading device 600 reading the cover sheet and the paper medium document related to the case (that is, the attached code extracted by the attached code extraction unit 331). This is a part for extracting the reception code from the read data. The reception information extraction unit 332 converts the attachment code extracted by the attachment code extraction unit 331 into information other than the reception code and the reception code by referring to a conversion table stored in advance. In addition, the reception information extraction unit 332 is configured to extract the reception code from the converted attached code and output it to the database server 200 via the communication unit 311. When the attached code includes other information such as reception information other than the reception code (for example, item identification information and device identification information), the reception information extraction unit 332 includes other information in addition to the reception code. Are also extracted and output to the database server 200.

  The association registration unit 333 is a part for registering the read data stored in the read data storage unit 320 in association with the case information using the reception code extracted by the reception information extraction unit 332. The association by the association registration unit 333 is information (association information) for changing the file name attached to the read data of the read data storage unit 320 so as to correspond to the reception code of the reception information storage unit 222, for example. And the processing result is output to the read data storage unit 320 or the association information storage unit 223, and stored so that it can be queried in response to a request from the terminal device 400. In addition, information (association information) related to the correspondence between the reception code in the reception information storage unit 222 and the file name attached to the read data in the read data storage unit 320 is generated and output to the association information storage unit 223, and the terminal It can also be performed by storing the information so that it can be queried in response to a request from the device 400. Furthermore, when associating the read data with the case information, the association registration unit 333 can associate the sender information and the destination information stored in the reception information storage unit 222 together.

  Further, according to the setting made by the system user, the association registration unit 333 extracts the reception code generated by the reception information generation unit 131 of the web server 100 by the reception information extraction unit 332 of the read data server 300. When the received code matches, the read data can be associated with the item information.

<Terminal device>
The terminal device 400 is a device that can communicate with the web server 100, the database server 200, and the read data server 300 and has a function as a client computer of the document registration system 1. The terminal device 400 includes a communication unit 410, a storage unit 420, a control unit 430, an input unit 440, and a display unit 450 as functional components.

  The communication unit 410 can communicate with the web server 100, the database server 200, and the read data server 300 of the document registration system 1 via the network N1, transmits requests regarding various processes, and processes results. This is the part that receives The storage unit 420 is a part that stores data generated in the terminal device 400 and data such as item information and read data received via the communication unit 410. The control unit 430 is a part that performs various processes in the terminal device 400 and controls each element constituting the terminal device 400.

  The input unit 440 is a part for inputting a request to the web server 100, item information, and the like, and is configured by an input device such as a keyboard and a mouse. The display unit 450 is a part that displays a result of processing in the terminal device 400 and data (such as item information and read data) received from the servers 100, 200, and 300, and is configured by a display device such as an LCD. For example, when the case information received via the communication unit 410 is shown, as shown in FIG. 4, the display unit 450 has a cover page creation button 451 for instructing creation of a cover page 1010, a cover page print button 452, In addition to buttons 453 and 454 relating to other processes, bibliographic information 455, item data 456 (a mark in the example of FIG. 4) and detailed information 457, which are part of the item information, are displayed.

<Printing device>
The printing apparatus 500 is an apparatus that prints a cover sheet of a paper medium based on cover sheet data created by the cover sheet data creating unit 133 of the web server 100 in response to a request from the control unit 430 of the terminal device 400. Specifically, the terminal device 400 is configured to be able to print and output a cover sheet on a paper medium based on the cover sheet data received from the web server 100. The cover sheets 1010, 2010, and 3010 output by the printing apparatus 500 are used as attached to a paper medium document of the project as shown in FIGS.

<Reader>
The reading device 600 is a device that generates read data by reading a paper medium document as an image, and includes a reading unit 610 and a read data transmitting unit 620 as functional components. As such a reading device, for example, a fax machine or a scanner can be used.

  The reading unit 610 is a part that reads the paper medium document related to the case and the cover sheets 1010, 2010, and 3010 printed by the printing apparatus 500 to generate read data and performs processing associated with the read data generation. The format of the read data generated by the reading unit 610 is not particularly limited. When the reading device 600 is a fax device, fax data is used, and when the reading device 600 is a scanner, various formats (for example, PDF, Read data based on a file format such as TIFF).

  The read data transmitting unit 620 is a part that transmits the read data generated by the reading unit 610 to the read data receiving unit 312 of the read data server 300 via the network N2.

  Subsequently, referring to FIG. 5 to FIG. 9, as the document registration method according to the embodiment of the present invention, read data generated by the reading device 600 that reads a paper medium document related to a case as an image is a case (specifically, A document registration method for registering in association with the reception code stored in the reception information storage unit 222 of the database server 200 will be described.

  First, processing from connection request generation to item information display will be described using the sequence diagram of FIG. In the terminal device 400 that is permitted to be connected to the web server 100, the control unit 430 receives a command from the system user via the input unit 440 and sends a connection request for requesting a connection to the web server 100. It generates (S101) and transmits a connection request to the web server 100 via the communication unit 410 (S102). The processing unit 130 of the web server 100 receives the connection request received via the communication unit 110, performs authentication related to the connection with the terminal device 400 (S103), and transmits an authentication completion notification to the terminal device 400 (S104). .

  After receiving the authentication completion notification via the communication unit 410, the control unit 430 of the terminal device 400 displays it on the display unit 450 according to the bibliographic information of the case input by the system user using the input unit 440. The selected item information related to the item to be generated is generated (S105), and the selected item information generated via the communication unit 410 is transmitted to the web server 100 (S106).

  After receiving the selected case information via the communication unit 110, the processing unit 130 of the web server 100 generates a case information request in order to make an inquiry about the case information to the database server 200 (S107). 200 (S108).

  After receiving the matter information request via the communication unit 210, the processing unit 230 of the database server 200 receives the matter information corresponding to the content of the matter information request from the matter information stored in the matter information storage unit 221 of the storage unit 220. Is extracted (S109), and the extracted item information is transmitted to the web server 100 (S110).

  The processing unit 130 of the web server 100 stores the item information received from the database server 200 via the communication unit 110 in the storage unit 120 (S111), and transmits the received item information to the terminal device 400 (S112).

  The control unit 430 of the terminal device 400 receives the case information transmitted from the terminal device 400 via the communication unit 410 and displays it on the display unit 450 in a manner as shown in FIG. 4, for example (S113).

  Next, the processing from the cover page creation request generation to cover page data printing will be described using the sequence diagram of FIG. When the cover page is created, the system user selects the cover page creation button 451 using the input unit 440 while displaying the case information on the display unit 450 of the terminal device 400 as shown in FIG. The control unit 430 of the terminal device 400 generates a cover sheet creation request (S201). When generating this cover page creation request, the system user uses the input unit 440 to input comments such as the sender, destination, and correspondence as contents to be printed on the cover sheet as necessary. And attach it to a request to create a cover page. After the request is generated, the control unit 430 transmits a cover page creation request to the web server 100 via the communication unit 410 (S202).

  The reception information generation unit 131 of the web server 100 receives the cover page creation request from the terminal device 400 via the communication unit 110 and then stores the item information stored in the database server 200 based on the request from the terminal device 400. The reception information including the reception code corresponding to is generated (S203). As described above, when the reception information is generated, the reception information generation unit 131 stores the item information stored in the storage unit 120 in S111 according to the instruction of the control unit 430 of the terminal device 400 or the setting of the reception information generation unit 131. The reception information in which a part or all is attached to the reception code is generated.

  After generating the reception information, the processing unit 130 of the web server 100 transmits the reception information to the database server 200 via the communication unit 110 (S204). After receiving the reception information from the web server 100 via the communication unit 210, the processing unit 230 of the database server 200 stores the reception information including the reception code in the reception information storage unit 222 of the storage unit 220 (S205). Further, the attached code creating unit 132 of the web server 100 creates an attached code to be printed on a cover sheet of a paper medium by the printing apparatus 600 based on data including the received code (or received information data) (S206). . The created attachment code is attached to the read data by being read by the reading device 600. As described above, when creating the attached code, the attached code creating unit 132 uses the reception information and the case information according to the instruction of the control unit 430 of the terminal device 400 or the setting of the attached code creating unit 132. Thus, an attached code including the case specifying information and the device specifying information is created in the attached code.

  The cover sheet data creation unit 133 of the web server 100 creates cover sheet data including an attached code (S207). The cover sheet data to be created is, for example, a cover sheet 1010 with an attached code 1005 written in a predetermined format (for example, a file format such as PDF or TIFF) as shown in FIG. As described above, when the system user inputs a comment or the like as the content to be printed on the cover page when generating the cover sheet generation request in S201, the comment input to the cover sheet data to be generated Etc. are reflected. After the cover page data creation unit 133 creates cover page data, the processing unit 130 transmits the cover page data to the terminal device 400 via the communication unit 110 (S208).

  The control unit 430 of the terminal device 400 stores the cover page data received via the communication unit 410 in the storage unit 420 (S209), and according to the selection of the cover page print button 453 using the input unit 440 by the system user. The printing apparatus 500 is instructed to print the cover sheet data on a paper medium. In response to the instruction from the control unit 430, the printing apparatus 500 prints a cover sheet on which the attached code is written on a paper medium and outputs it (S210).

  Next, processing from reading of a cover sheet and a document to extraction of a reception code and the like will be described using the sequence diagram of FIG. After printing the cover page on a paper medium using the printing apparatus 500 and outputting it, the reader 600 reads the cover sheet printed in S210 and the paper medium document related to the case as an image (S301), and reads the data. Is generated (S302). Specifically, in the case of the example shown in FIG. 2, using the reading device 600, as shown in FIG. 2, a delivery 1000 in which a cover letter 1010 is attached to a paper medium document 1020 is read. The reading unit 610 of the reading device 600 generates read data (facsimile data or data in a file format such as PDF, TIFF) by reading the delivery 1000. After generating the read data, the reading device 600 transmits the read data to the read data server 300 via the read data transmission unit 620 (S303).

  The processing unit 330 of the read data server 300 stores the read data received via the read data receiving unit 312 in the read data storage unit 320 (S304). Next, the attached code extraction unit 331 of the processing unit 330 extracts the attached code included in the read data (S305).

  The reception information extraction unit 332 converts the attached code extracted by the attached code extraction unit 331 using a conversion table stored in advance (S306). The reception information extraction unit 332 extracts the reception code from the attached code converted in S306. Thereby, the reception information extraction unit 332 of the read data server 300 extracts the reception code from the read data by referring to the attached code included in the read data generated by the reading device 600 (S307). Subsequently, the reception information extraction unit 332 extracts the case identification information and the device identification information included in the attached code in addition to the reception code (S308).

  Next, processing from the processing for the extracted reception code to the association registration and the processing result confirmation or notification information display will be described using the sequence diagram of FIG. After the reception information extraction unit 332 of the read data server 300 completes the extraction of the reception code, the case identification information, the device identification information, and the like, the association registration unit 333 receives the same reception code as the reception code extracted by the reception information extraction unit 332 Is stored in the reception information storage unit 222 (S401).

  In S401, when it is determined that the same reception code as the reception code extracted by the reception information extraction unit 332 is stored in the reception information storage unit 222 (when the processing result of S403 is Yes), that is, the reception information extraction unit When the reception code extracted by 332 matches the reception code generated by the reception information generation unit 131, the association registration unit 333 refers to the information stored in the association information storage unit 223, so that the reception information extraction unit For the reception code extracted by 332, it is determined whether the association between the read data and the reception code has been performed before (S402).

  In S402, when it is determined that the reception code of the association processing information has not been associated (when the processing result of S402 is No), that is, for the reception code extracted by the reception information extraction unit 332, between the read data and the case If the association registration unit 333 determines that the association has not been performed before, the association registration unit 333 performs a process of associating the read data in the read data storage unit 320 with the reception code in the reception information storage unit 222 to generate association information (S403). ) And transmitted to the database server 200 via the communication unit 311 (S404). The processing unit 230 of the database server 200 stores the association information received via the communication unit 210 in the association information storage unit 223 (S405). As a result, the association registration unit 333 of the read data server 300 uses the reception code extracted by the reception information extraction unit 332 of the read data server 300 (that is, the reception code extracted in step S307) to convert the read data into the item information. The process of registering in association with.

  After storing the association information in the association information storage unit 223, the association registration unit 333 of the processing unit 330 generates a processing result notification indicating that the association processing has ended (S406), and the processing result via the communication unit 311. A notification is transmitted to the web server 100 (S407). The notification unit 134 and the warning unit 135 of the web server 100 receive the processing result notification via the communication unit 110, thereby confirming that the association processing is completed (S408).

  On the other hand, when it is determined in S401 that the same reception code as the reception code extracted by the reception information extraction unit 332 is not stored in the reception information storage unit 222 (when the processing result of S401 is No), or the reception information in S402 When it is determined that the reception code extracted by the extraction unit 332 has been associated (when the processing result of S402 is Yes), the read data server 320 does not perform the process of associating the read data in the read data storage unit 320 with the reception code. Upon receiving an instruction from the association registration unit 333 of 300, the notification unit 134 of the web server 100 generates notification information corresponding to the processing result in S401 or S402 (S409). That is, the notification unit 134 generates notification information indicating that a reception code has not been generated for the read data received by the read data server 300 when the processing result of S403 is No, and the processing result of S404 is Yes Notification information indicating that the association between the read data and the reception code is completed.

  After generating the notification information, the notification unit 134 of the web server 100 transmits the notification information to the terminal device 400 via the communication unit 110 (S410). The control unit 430 of the terminal device 400 receives the notification information via the communication unit 410 and displays it on the display unit 450 (S411).

  As described above, the process of registering the read data generated by the reading device 600 that reads the paper medium document related to the case as an image in association with the case is performed.

  Next, a process for generating warning information in the warning unit 135 of the web server 100 will be described with reference to FIG. Note that the processing for generating the warning information is performed in parallel with the processing relating to the document registration method shown in FIGS.

  First, the attached code creation notification created by the attached code creating unit 132 of the web server 100 together with the process of S206 shown in FIG. 6 is input to the warning unit 135 (S501). After the attachment code creation notification is input, the warning unit 135 waits for the input of the processing result notification generated in the processing of S406 illustrated in FIG. 8 (S502). Here, when the processing result notification generated in the processing unit 230 of the database server 200 is input, the warning unit 135 ends the process without generating the warning information.

  On the other hand, when the processing result notification is not input, the warning unit 135 determines whether or not a predetermined time has elapsed since the input of the attached code creation notification (S503). When the predetermined time has not elapsed (S503) When the processing result is No), the processing from S502 to S503 is repeated until a predetermined time elapses. When the predetermined time has passed without the input of the processing result notification (when the processing result in S503 is Yes), the warning unit 135 causes the association registration unit 333 to associate the read data with the reception code within the predetermined time. Warning information for warning that it has not been completed is generated (S504). After generating the warning information, the warning unit 135 transmits the warning information to the terminal device 400 via the communication unit 110 (S505).

  Thus, when the warning unit 135 determines that the association registration unit 333 did not associate the read data with the matter within a predetermined time after the attached code creation unit 132 created the attached code, the association is Warn outside that it is incomplete.

  Operations and effects of the document registration system 1 and the document registration method according to the present embodiment described above will be described.

  The document registration system 1 first creates an attached code based on the reception code corresponding to the case information. Then, by referring to the attached code extracted from the read data, the document registration system 1 extracts the reception code from the read data of the document, and associates the read data with the item information using the reception code. Therefore, even when a plurality of paper media documents are digitized, not only the case name but also the case information stored in the system can be registered in the system in association with the read data.

  In addition, the reception information generation unit 131 of the document registration system 1 is configured to generate a reception code that is uniquely determined for the case information related to one piece of read data. With this configuration, since one reception code is generated for one piece of read data, it becomes easy to distinguish the registered read data. In particular, even when there are a plurality of read data with similar contents in one case or there is read data with partially overlapping contents, the read data registered in the system can be easily distinguished. .

  Further, the association registration unit 333 of the document registration system, when the reception code generated by the reception information generation unit 131 matches the reception code extracted by the reception information extraction unit 332, reads the read data as the reception code (case information). Configured to associate. With this configuration, not only can the association between the read data and the case information be registered more reliably, but also the read data having the case information for which no reception code has been generated can be prevented from being erroneously registered. it can.

  The attached code creating unit 132 of the document registration system 1 is configured to create an attached code including case specifying information that can specify a case. With such a configuration, even before the read data is registered in the system 1, the case can be specified by the read data with the attached code attached, so that the read data can be identified. Further, when it is determined whether or not the reception code generated by the reception information generation unit 131 matches the reception code extracted by the reception information extraction unit 332, the read data is erroneously used by using the case specifying information together. The possibility of being registered can be further reduced.

  The attached code creating unit 132 of the document registration system 1 is configured to create an attached code including device specifying information that can specify the reading device 600. With this configuration, after the read data is registered in the system, it is possible to specify the reading device 600 to be used for reading the paper medium document, and thus the read data can be specified in more detail. it can. Further, when it is determined whether or not the reception code generated by the reception information generation unit 131 matches the reception code extracted by the reception information extraction unit 332, the reading data is erroneously detected by using the device specifying information together. The possibility of being registered can be further reduced.

  Also, when the document registration system 1 determines that the reception code extracted by the reception information extraction unit 332 has previously been associated with the read data and the case, the read data, the reception code (case information), A notification unit 134 for notifying that the association is completed. By configuring in this way, the system user can know the read data for which the association has been completed, so that it is possible to prevent the read data from being registered redundantly.

  Also, the document registration system 1 determines that the association registration unit 333 did not associate the read data with the reception code (case information) within a predetermined time after the attachment code creation unit 132 created the attachment code. In this case, a warning unit 135 that warns that the association is incomplete is further provided. With this configuration, it is possible to prevent the association between the read data and the reception code (case information) from being unregistered while the attached code is still created.

  Note that the document registration method according to the present embodiment also has technical features corresponding to the document registration system 1 and has the same operations and effects.

  In addition, the present invention is not limited to the above-described embodiments, and various modifications can be made without departing from the scope of the present invention.

  For example, in the document registration system 1 and the document registration method described above, the case where the web server 100, the database server 200, and the read data server 300 are provided separately has been described. However, these servers are integrated and configured as one server. May be. Similarly, the terminal device 400 configured to be able to communicate with the document registration system 1, the printing device 500, and the reading device 600 may be integrated and configured as one device. Moreover, you may comprise so that each component of the web server 100, the database server 200, and the read data server 300 may be provided in another server. Specifically, the database server 200 may include some of the components of the web server 100 and the read data server 300.

1 is an overall configuration diagram of a document registration system according to an embodiment of the present invention. It is a figure which shows the one aspect | mode of the cover sheet and document which are read by the reader. It is a figure which shows the other aspect of the cover sheet and document which are read by the reader. It is a figure which shows the example of the item information displayed on the display part of a terminal device. It is a sequence diagram which shows the process from connection request production | generation to case information display about the document registration method which concerns on embodiment of this invention. It is a sequence diagram which shows the process from cover sheet preparation request generation to cover sheet data printing about the document registration method which concerns on embodiment of this invention. It is a sequence diagram which shows the process from the reading of a cover sheet and a document to extraction of a reception code etc. about the document registration method concerning embodiment of this invention. It is a sequence diagram which shows the process from the process with respect to the extracted reception code to an association registration and a process result confirmation or notification information display about the document registration method which concerns on embodiment of this invention. It is a figure which shows the process which produces | generates warning information in the warning part of a web server.

Explanation of symbols

  DESCRIPTION OF SYMBOLS 1 ... Document registration system, 100 ... Web server, 110 ... Communication part, 120 ... Storage part, 130 ... Processing part, 131 ... Reception information generation part, 132 ... Attached code preparation part, 133 ... Cover page data preparation part, 134 ... Notification unit 135 ... Warning unit 200 ... Database server 210 ... Communication unit 220 ... Storage unit 221 ... Matter information storage unit 222 ... Reception information storage unit 223 ... Association information storage unit 230 ... Processing unit 231 ... matter registration unit, 232 ... association registration unit, 300 ... read data server, 311 ... communication unit, 312 ... read data reception unit, 320 ... read data storage unit, 330 ... processing unit, 331 ... attached code extraction unit, 332 ... Reception information extraction unit, 400 ... terminal device, 410 ... communication unit, 420 ... storage unit, 430 ... control unit, 440 ... input unit, 450 ... display unit, 500 ... mark Device, 600 ... reader, 610 ... reader, 620 ... read data transmission portion, N1 ... network, N2 ... network.

Claims (8)

A web server that creates cover page data for the project,
A database server for storing matter information that is information related to the matter;
A read data server for storing read data generated by reading a paper medium document as an image;
A terminal device capable of mutual communication with the web server;
A printing apparatus that prints a cover page of a paper medium based on cover page data created by the web server;
A document registration system comprising: a reading device that generates read data by reading a paper medium document as an image;
The web server is
A reception code generating means for generating a reception code corresponding to the item information stored in the database server, based on a request from the terminal device;
An attached code creating means for creating an attached code to be printed on a cover sheet of a paper medium by the printing device based on the data including the receipt code;
Cover page data creating means for creating cover page data including the attached code;
Comprising
The database server is
Comprising matter information storage means for storing matter information that is information relating to the matter;
The read data server is
Reception code extraction for extracting the reception code from the read data by referring to the attached code extracted from the read data generated by reading the cover sheet and the paper medium document related to the case by the reading device Means,
A document registration system comprising: registration means for registering the read data in association with the item information using the receipt code extracted by the receipt code extraction means.   The document registration system according to claim 1, wherein the reception code generation unit of the web server generates a reception code that is uniquely determined for the item information related to one piece of the read data.   The registration means of the read data server, when the reception code generated by the reception code generation means of the web server matches the reception code extracted by the reception code extraction means of the read data server, The document registration system according to claim 1 or 2, wherein the document registration system is associated with information.   The document registration according to any one of claims 1 to 3, wherein the attached code creating means of the web server creates an attached code including case specifying information capable of specifying the case. system.   The document according to any one of claims 1 to 4, wherein the attached code creating means of the web server creates an attached code including device specifying information capable of specifying the reading device. Registration system.   When the web server determines that the association between the read data and the case has been performed before with respect to the reception code extracted by the reception code extraction unit of the database server, the read data and the case information 6. The document registration system according to claim 1, further comprising notifying means for notifying that the association with is completed.   When the web server determines that the registration unit of the read data server has not made an association between the read data and the matter within a predetermined time after the attached code creation unit creates the attached code, 7. The document registration system according to claim 1, further comprising warning means for warning that the association is incomplete. A web server that creates cover sheet data relating to the case, a database server that stores case information that is information related to the case, a read data server that stores read data generated by reading a paper medium document as an image, and A terminal device capable of mutual communication with the web server, a printing device for printing a cover sheet of a paper medium based on cover sheet data created by the web server, and reading a paper medium document as an image In a document registration system comprising a reading device that generates read data, a document registration method for associating the read data with the matter,
A reception code generation step of generating a reception code corresponding to the matter information stored in the database server, based on a request from the terminal device by the web server;
An attached code creating step for creating an attached code to be printed on a cover sheet of a paper medium by the printing device based on data including the acceptance code by the web server;
A cover page data creation step of creating cover page data including the attached code by the web server;
A printing step of printing a cover sheet with the attached code printed on a paper medium by the printing device; and
A reading data generation step of generating reading data by reading the cover sheet printed in the printing step and the paper document relating to the case as an image by the reading device;
A reception code extracting step of extracting the reception code from the read data by referring to the attached code included in the read data generated by the reading device by the read data server;
A registration step of registering the read data in association with the case information using the receipt code extracted in the receipt code extraction step by the read data server;
Document registration method comprising.

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