JP2007179179A - Document information management device - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document information management device allowing easy document information sharing in a company having various sections. <P>SOLUTION: A plurality of classification ranges to which registered document information belongs are set step by step from a wide classification range to a narrow one. In registration of the registered document information, keywords previously defined according to a category are displayed, and a keyword selected from the displayed keywords is registered as information to be used for searching for the registered document information in association with the registered document information. A user group/person allowed to browse the held document information is set. In registration of a plurality of pieces of document information according to their registration order in the same classification file, registration numbers are attached according to a selected predetermined rule. The plurality of predetermined rules to be selected are held previously. <P>COPYRIGHT: (C)2007,JPO&INPIT

Description

  The present invention is used for managing document information. In particular, the present invention relates to a document information management technique that can be commonly used by a plurality of department staff or multiple users. Here, the document information includes image data or audio data attached to the text data in addition to the text data. Furthermore, it shall include drawing data such as design drawings.

  Nowadays, in a company with various departments, etc., document information that has been managed independently by individual departments so far can be collectively managed by the whole company, and each department can browse document information to each other as needed. A document information management apparatus is used.

According to this, it is easy to manage the entire document information in the enterprise, and there is an advantage that the document information can be shared among a plurality of departments.
JP 2001-43331 A

  As described above, using a document information management apparatus in a company having various departments has an advantage that document information can be shared among a plurality of departments. Each has its own individuality, and for example, the individuality tends to be strongly reflected in the way of classifying document information and the way of assigning keywords used for search.

  Therefore, when the document information registered by a clerk in one department searches and browses the document information in another department, the classification or keyword that greatly deviates from the classification or keyword expected by the clerk in another department In some cases, the search fails.

  Or the inconvenience that the document numbering rule for document information that has been used in individual departments for many years has been changed to a company-wide numbering rule that has been unified throughout the company due to the introduction of the document information management device. There is also.

  The present invention has been made under such a background, and it is easy to manage document information in a company having various departments, and to easily browse document information among a plurality of departments. An object is to provide an information management device.

  The present invention provides a registration means for registering document information, a holding means for holding document information registered by the registration means, a search means for searching for document information held in the holding means, and held in the holding means The document information management apparatus includes a deletion unit that deletes the document information.

  Here, the present invention is characterized in that the registration means includes means for setting a plurality of classification ranges to which registered document information belongs from a wide classification range to a narrow classification range in a stepwise manner.

  For example, the broad classification range is “Department”, the subordinate classification range is “Price List or Parts List”, etc., and the subordinate classification range is “Product Name or Project Name” etc. Thus, when the document information of a certain department is searched by a clerk of another department, the narrowest categorization range is a case where the classification is greatly deviated from the categorization range expected by the clerk of another department. However, by searching sequentially from a wide classification range, the probability of reaching the target document information can be made extremely high.

  Further, when registering registered document information, the registered document information is searched for a keyword selected from the keywords displayed by the displaying means and a keyword predetermined according to the category. And means for registering in association with the registered document information as information to be used for this purpose.

  According to this, since it is possible to avoid the assignment of a special keyword that cannot be predicted by a clerk of another department, document information can be easily searched between a plurality of departments.

  The information processing apparatus may further include means for setting a group or individual of users who are permitted to view the document information held in the holding means.

  According to this, browsing of document information can be permitted to outsiders, or limited to a specific person. Such setting can be performed at the time of document information registration, or can be changed after registration.

  Furthermore, it is possible to provide means for periodically updating information of a user who is permitted to view the document information held in the holding means.

  According to this, when the permitted range for browsing the document information is set in detail, the permitted range for browsing can be set in detail based on the latest user information at that time.

  The registration means includes a registration number giving means for assigning a registration number according to a selected predetermined rule when registering a plurality of document information in the same classification file in accordance with the registration order, and the selected predetermined information. A provision rule holding unit that holds a plurality of rules in advance can be provided.

  In other words, before the introduction of a document information management device in a company, each department managed document information by assigning a reference number to the document information based on its own assignment rule. Therefore, it is convenient if the assignment rules such as reference numbers that have been uniquely used in each department can be applied as they are even after the document information management apparatus is introduced.

  In the present invention, in order to respond to such a request, a rule for assigning a number is registered and held in advance so that the predetermined rule can be applied when a registration number is assigned. . Thereby, even after the document information management apparatus is introduced, the user can use the rules for assigning the reference numbers used before the introduction as they are.

  According to the present invention, it is possible to realize a document information management apparatus that can easily manage document information in a company having various departments, and that can easily browse document information among a plurality of departments.

(First Example)
A first embodiment of the present invention will be described with reference to FIGS. FIG. 1 is a block diagram of the document information management apparatus according to the first embodiment.

  In the present embodiment, as shown in FIG. 1, a registration unit 1 for registering document information, a registration information storage unit 4 for storing document information registered by the registration unit 1, and a registration information storage unit 4 The document information management apparatus includes a registration information search unit 2 that searches for the document information that has been stored, and a registration information deletion unit 3 that deletes the document information held in the registration information storage unit 4.

  The user can use the operation terminal 5 to access the registration unit 1, the registration information search unit 2, and the registration information deletion unit 3 to register, search, edit, or delete document information. The administrator can use the management terminal 6 to access the registration unit 1 and the registration information storage unit 4 and perform management tasks such as maintenance and inspection.

  Here, the document information management apparatus according to the present embodiment is characterized in that the registration unit 1 includes means for stepwise setting a plurality of classification ranges to which registered document information belongs from a wide classification range to a narrow classification range. There is.

  FIG. 2 is a diagram showing an example of a registration screen immediately after the user logs into the document information management apparatus. The screen of FIG. 2 displays the user's department name and name, indicating that login is complete. Furthermore, it is possible to select work contents (registration, search, edit / delete).

  Here, the processing flow when the user clicks the “document registration” button and selects document registration will be described with reference to FIGS. FIG. 3 is a diagram showing an example of a department selection screen. FIG. 4 is a diagram showing an example of a large classification selection screen. FIG. 5 is a diagram showing an example of a medium classification selection screen. FIG. 6 is a diagram illustrating an example of a small classification selection screen. FIG. 7 is a flowchart showing the flow of the classification setting process.

  When document registration is selected on the screen shown in FIG. 2, a department selection screen is displayed as shown in FIG. This corresponds to steps S1 and S2 in FIG. On the department selection screen, the department to which the registered document information belongs is selected.

  When a department name (for example, development management department) is selected on the screen shown in FIG. 3, a large classification selection screen is displayed as shown in FIG. This corresponds to steps S3 and S4 in FIG. On the large classification selection screen, the large classification to which the registered document information belongs is selected.

  When a major category name (for example, issued document ledger) is selected on the screen shown in FIG. 4, a middle category selection screen is displayed as shown in FIG. This corresponds to steps S5 and S6 in FIG. In the middle category selection screen, the middle category to which the registered document information belongs is selected.

  When a middle classification name (for example, a report) is selected on the screen shown in FIG. 5, a small classification selection screen is displayed as shown in FIG. This corresponds to steps S7 and S8 in FIG. On the small category selection screen, the small category to which the registered document information belongs is selected.

  When a small classification name (for example, technical exhibition report) is selected on the screen shown in FIG. 6, the document information classification setting is completed. When the classification setting is completed and the user clicks the “keyword setting” button at the bottom of the display screen shown in FIG. 6, the keyword setting process is started.

  That is, as shown in FIG. 1, the document information management apparatus according to the present embodiment includes a keyword list display unit 12 that displays keywords predetermined according to categories when registering registered document information. FIG. 9 is a diagram showing an example of the keyword list. The keyword list display unit 12 displays the keyword list as shown in FIG. 9 stored in the keyword list storage unit 11 on the screen of the operation terminal 5. . Note that the keyword list stored in the keyword list storage unit 11 can be edited (added or deleted) by keyword editing input from the operation terminal 5.

  The registration information creation unit 10 registers a keyword selected from the keywords displayed by the keyword list display unit 12 in association with the registered document information as information used for searching the registered document information. Means.

  FIG. 8 is a flowchart showing the flow of the keyword setting process. When the keyword list is displayed on the operation terminal 5 (S10), the user selects an appropriate keyword from the list (S11, S12). The selected keyword is attached to the registered document information as information used at the time of retrieval (S13). When the keyword setting is completed and the user clicks the “access permission range setting” button at the bottom of the display screen in FIG. 9, the access permission range setting process is started.

  That is, the document information management apparatus according to the present embodiment includes means for setting a group or individual of users who are permitted to view the document information held in the registered information storage unit 4.

  10 and 11 are flowcharts showing the flow of the access permission range setting process. FIG. 10 is a flowchart showing the flow of access permission range free setting processing, and shows the flow of processing when setting an access permission range by specifying an individual or a department (S20, S21). In this case, the identification number of an individual or a department is input from the operation terminal 5. FIG. 11 is a flowchart showing the flow of the release permission setting process, and shows the flow of the process of selecting alternatively or privately (S30 to S32).

  FIG. 12 is a screen display example that is displayed when the “access permission range setting” button at the bottom of the display screen shown in FIG. 9 is clicked. The access permission range setting (release and display) is “not released”, “ “Release” and “Individual permission” are displayed, and “Release” is selected here. When “individual permission” is selected, an identification number or the like of an individual or a department permitted to access is entered in a predetermined column on the screen.

  Further, the results of the classification setting process shown in FIG. 7 and the keyword setting process shown in FIG. 8 are also displayed. The major classification name is “issued document ledger”, the middle classification name is “report”, and the subject ( “Technical Exhibition Report” is displayed as the (Small Category Name), “Development Management Department” as the department name, “XXX” as the person in charge of the document, and “November 16, 2005” as the registration date. Furthermore, it can be seen that “occupant safety; exhaust gas; noise” is selected as a keyword.

  When the access permission range setting is completed and the user clicks the “registration number assignment rule setting” button at the bottom of the display screen of FIG. 12, the registration number assignment rule setting process is started.

  That is, the registration information creation unit 10 of the document information management apparatus according to the present embodiment registers a plurality of document information in the same classification file according to the registration order, and gives a registration number according to a selected predetermined rule. Numbering means and an assignment rule list storage unit 13 for holding a plurality of predetermined rules to be selected in advance are provided.

  FIG. 14 is a diagram illustrating an example of the assignment rule list, but the assignment rule list display unit 14 displays the assignment rule list as illustrated in FIG. 14 stored in the assignment rule list storage unit 13 on the screen of the operation terminal 5. Display above. The grant rule list stored in the grant rule list storage unit 13 can be edited (added or deleted) by the grant rule edit input from the operation terminal 5.

  FIG. 13 is a flowchart showing the flow of the assignment rule setting process. As shown in FIG. 13, the grant rule list display unit 14 displays the grant rule list stored in the grant rule list storage unit 13 on the screen of the operation terminal 5 (S40). The user selects an assignment rule while referring to the assignment rule list displayed on the screen of the operation terminal 5 (S41, S42).

  For example, the rule for assigning rule number “1” is a rule of adding a 4-digit serial number as a serial number to the last two digits of the year. Further, the rule with the rule number “2” is simply a rule having only four additional numbers. Also, the rule for assigning rule number “3” is a rule of adding a three-digit serial number as a serial number to the symbol (H). The rule with the rule number “4” is a rule that a symbol (N) is added to a 4-digit serial number. Further, the rule with the rule number “5” is a rule that a 4-digit serial number is added to the symbol (A) as a serial number, and a symbol (B) is added to the end.

  When the setting of the grant rule is completed and the user clicks the “Grant rule setup complete” button at the bottom of the display screen of FIG. 14, a final confirmation screen shown in FIG. 15 is displayed.

  Here, “D800-0101-050001” is assigned as a registration number. “D800-0101” is an identification number used by the administrator, but “050001” is a registration number assigned based on the assignment rule selected by the user. The user refers to the final registration confirmation screen shown in FIG. 15 and, if there is no error, clicks the “Register” button at the bottom of the screen, so that the registered document information is stored in the registration information storage unit 4 and the registration operation is completed. To do. The content displayed on the final confirmation screen shown in FIG. 15 is output as registration information from the registration information creation unit 10 of the registration unit 1 and stored in the registration information storage unit 4.

  The description of the document search, document editing or deletion processing is not directly related to the present invention, and thus a detailed description thereof will be omitted. However, when searching for a document, the user must select a department, a large category, and a medium category. → The classification of searched document information can be reliably narrowed down in the order of small classification, and a keyword list as illustrated in FIG. 9 is displayed on the screen of the operation terminal 5, and keywords are selected with reference to this. By using it, an accurate search can be executed. For example, even if the minor classification is unknown, it is possible to search using a keyword after narrowing down to the middle classification.

  The document information retrieved by the registered information retrieval unit 2 in this way is displayed on the screen of the operation terminal 5. In addition to viewing the document information on the screen of the operation terminal 5, the user can copy the document information to an external storage medium, print it out, edit it, and re-register it. If the document information is not necessary, the document information is deleted from the registration information storage unit 4 by inputting a delete operation input including the registration number assigned to the document information to the registration information deletion unit 3. can do.

(Second embodiment)
A second embodiment of the present invention will be described with reference to FIGS. FIG. 16 is a block diagram of the document information management apparatus of the second embodiment. The configuration of the document information management apparatus of the second embodiment is a configuration in which a personnel information storage unit 15 is added to the configuration of the first embodiment shown in FIG. The processing procedure in the second embodiment follows the flowchart showing the flow of the access permission range free setting process shown in FIG. 10, but the range free setting method in step S20 is different from that in the first embodiment.

  The personnel information stored in the personnel information storage unit 15 is synchronized with the personnel management database 16 in the personnel management system provided in the personnel department or the like. This synchronization processing is automatically and periodically performed at a time zone such as before the start of work every day. In the block configuration diagram of FIG. 16, the personnel information storage unit 15 is illustrated as if it is an external storage device of the registration information storage unit 4 in order to make the explanation easy to understand. You may incorporate as a part of function of the registration information storage part 4. FIG. Further, the administrator can use the management terminal 6 to access the personnel information storage unit 15 and perform management operations such as maintenance and inspection of the personnel information storage unit 15.

  FIG. 17 is a diagram illustrating a second example of the “release” column in the screen display example displayed when the “access permission range setting” button illustrated in FIG. 9 is clicked. In the second embodiment, in addition to the screen display example in the “Release” column of FIG. 12, an item “detailed setting” is displayed as shown in FIG. In the following, input / output information is exchanged between the operation terminal 5 and the registration information creating unit 10 by “HR information output” and “access permission range setting input” shown in FIG.

  When the user selects the detailed setting in the screen display example of FIG. 17, a department level access permission range setting screen is displayed as shown in FIG. In the example of FIG. 18, the user permits only the development management unit to disclose document information.

  When the user finishes selecting the departments permitted to be published in the screen display example of FIG. 18, next, as shown in FIG. 19, a list is displayed for each department and department within the department. While viewing the screen display shown in FIG. 19, the user sets the access permission range in detail for each department in the department and for each organization. In the screen display example of FIG. 19, ◎ indicates permission to refer to and change document information. Further, ○ indicates permission only for referring to document information. Further, × indicates that reference to document information is not permitted.

  In this way, in the second embodiment, it is possible to set the detailed access permission range for each department, each department within the department, and each department system.

  According to the present invention, it is possible to realize a document information management apparatus that can easily manage document information within a company having various departments, and that can easily browse document information between a plurality of departments. This can contribute to improving convenience.

1 is a block configuration diagram of a document information management apparatus according to a first embodiment. The figure which shows an example of the screen for registration immediately after a user logs in to a document information management apparatus. The figure which shows an example of the selection screen of a department. The figure which shows an example of the selection screen of large classification. The figure which shows an example of the selection screen of middle classification. The figure which shows an example of the selection screen of a small classification. The flowchart which shows the flow of a classification setting process. The flowchart which shows the flow of a keyword setting process. The figure which shows the example of a keyword list. The flowchart which shows the flow of an access permission range free setting process. The flowchart which shows the flow of a release permission setting process. The figure which shows the example of a screen display displayed when the "access permission range setting" button is clicked. The flowchart which shows the flow of a provision rule setting process. The figure which shows the example of a provision rule list. The figure which shows the example of a display of a final confirmation screen. The block block diagram of the document information management apparatus of 2nd Example. The figure which shows the example of a screen display of the "release" column displayed when the "access permission range setting" button of 2nd Example is clicked. The figure which shows the example of a screen display for performing the access permission range setting for every department. The figure which shows the example of a screen display for performing the access permission range setting according to the department in a department, and the organization system within a department.

Explanation of symbols

DESCRIPTION OF SYMBOLS 1 Registration part 2 Registration information search part 3 Registration information deletion part 4 Registration information storage part 5 Operation terminal 6 Management terminal 10 Registration information creation part 11 Keyword list storage part 12 Keyword list display part 13 Assignment rule list storage part 14 Assignment rule list display Department 15 Personnel information storage 16 Personnel information management database

Claims (5)

A registration means for registering document information;
Holding means for holding document information registered by the registration means;
Search means for searching for document information held in the holding means;
In a document information management device comprising a deleting means for deleting document information held in the holding means,
The registration means comprises means for stepwise setting a plurality of classification ranges to which registered document information belongs from a wide classification range to a narrow classification range. Means for displaying a predetermined keyword according to a category when registering registered document information;
A means for registering a keyword selected from the keywords displayed by the display means in association with the registered document information as information used for searching the registered document information. Document information management device described.   2. The document information management apparatus according to claim 1, further comprising means for setting a group or individual of users who are permitted to view the document information held in the holding means.   4. The document information management apparatus according to claim 3, further comprising means for periodically updating information of a user who is permitted to view the document information held in the holding means. The registration means includes
A registration number giving means for giving a registration number according to a predetermined rule selected when registering a plurality of document information in the same classification file according to the registration order;
The document information management apparatus according to claim 1, further comprising provision rule holding means for holding a plurality of the predetermined rules to be selected in advance.

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