JP2007195124A - Document management device and recording medium which records document management program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document management device and a recording medium which records a document management program with which unauthorized use is prevented before and after a paper document is read in a system and even while an access right is set until it is released. <P>SOLUTION: In the document management device of a document management system to which an image forming apparatus which reads a document from the outside or outputs the document to the outside and the document management device which manages information about the document are mutually connected via a network, the document management device is mainly characterized by providing a document computerization means for making the document into a computerized document, a reading means for reading the information in a storage medium embedded in advance in the document and a restriction means for restricting access to the computerized document, based on the information read by the reading means. <P>COPYRIGHT: (C)2007,JPO&INPIT

Description

  The present invention relates to a document management apparatus and a recording medium on which a document management program is recorded, and more particularly to a document management apparatus and a recording medium on which a document management program is recorded to prevent unauthorized use by a third party.

  Conventionally, ICs (Integrated Circuits), bar codes, and the like have been widely used as portable small storage media. With the recent enhancement of information security, ICs and barcodes are widely used for realizing reliable authentication processing, simplifying office procedures, managing history, and the like. However, since the storage capacity is limited, only a part of information can be embedded. Therefore, since it is not suitable for holding a large amount of data, it is necessary to efficiently record and store information.

  Under such circumstances, as a security-related technology, for example, a set access right is used if the system is in a shared system such as the “Ridoc (registered trademark)” document management system by the present applicant. There are systems that can perform such control.

In addition, as a security technique in printing, a technique for preventing unauthorized duplication or tampering using an electronic watermark or the like on an output printed matter is also known. Note that the invention described in Patent Document 1 is known as a related art relating to security of printed matter. Patent Document 1 discloses a technology of a document management system that uses a paper in which a wireless tag is embedded to reduce costs and to perform security management and copy / distribution management of created information.
JP 2005-035059 A

  In the case of a document management system using a conventional security technology, security is strengthened by setting an access right for each document, and the document is prevented from being illegally used by a third party. . On the other hand, the document management system cannot control a paper document before being read into the system, a paper document after being output to the outside, or a document until the access right is set / released. Therefore, it may not be possible to prevent the document from being illegally handled.

  In addition, when an administrator sets the access right manually, an erroneous operation may occur, and even in this case, the document leaks to the outside.

  In view of such a problem, the present invention provides a document management apparatus and a document management program capable of preventing unauthorized use before and after a paper document is read into the system and before the access right is set / released. An object of the present invention is to provide a recording medium on which is recorded.

  In order to achieve the above object, according to a first aspect of the present invention, there is provided an image forming apparatus that reads a document from the outside or outputs a document to the outside, and a document management apparatus that manages document information. Document management apparatus of a document management system that can be connected to each other via an electronic document, the document management apparatus is an electronic documenting means for electronically converting a document, and a reading means for reading information in a storage medium embedded in the document in advance And restricting means for restricting access to the digitized document based on information read by the reading means.

  According to a second aspect of the present invention, in the document management apparatus according to the first aspect, the document management apparatus automatically converts the information read by the reading means into an electronic document according to the access restriction by the restriction means, and stores it. It is characterized by doing.

  According to a third aspect of the present invention, in the document management apparatus according to the first or second aspect, when the document management apparatus outputs an electronic document via the image forming apparatus, the document management apparatus accesses the storage medium of the output document. It is characterized in that information relating to the restrictions is added and output.

  According to a fourth aspect of the present invention, in the document management apparatus according to the third aspect, information is added to the output document in a common format that can be recognized by other document management apparatuses. .

  According to a fifth aspect of the present invention, in the document management apparatus according to the third aspect, information is added to the output document in a format that can be read again.

  According to a sixth aspect of the present invention, an image forming apparatus that reads a document from the outside or outputs a document to the outside can be connected to each other via a network, and is executed in a document management apparatus that manages document information. A recording medium on which a document management program is recorded, and when the document is read by the image forming apparatus, the document management apparatus stores an electronic document processing for converting the document into an electronic document, and a storage medium embedded in the document in advance. A reading process for reading information and a restriction process for restricting access to the digitized document based on the information read by the reading process are executed.

  According to the seventh aspect of the present invention, in the recording medium on which the document management program according to the sixth aspect is recorded, the information read by the reading process is automatically read by the document management apparatus according to the access restriction by the restriction process. It is characterized by electronic documentation and storage.

  According to an eighth aspect of the present invention, there is provided a recording medium on which the document management program according to the sixth or seventh aspect is recorded, and when the electronic document is output from the image forming apparatus, the document storage medium output to the document management apparatus In addition, information related to access restriction is added and output.

  According to a ninth aspect of the present invention, in the recording medium on which the document management program according to the eighth aspect is recorded, the document output from the image forming apparatus to the document management apparatus can be recognized by other document management apparatuses. Information is added in the form of.

  According to a tenth aspect of the present invention, in the recording medium on which the document management program according to the eighth aspect is recorded, the document management apparatus stores information in a format that can be read again in the document output from the image forming apparatus. It is characterized by being added.

  As described above, according to the document management apparatus and the recording medium on which the document management program of the present invention is recorded, unauthorized use is prevented before and after the paper document is read into the system and before the access right is set / released. can do.

Next, the document management apparatus and the recording medium on which the document management program of this embodiment is recorded will be described in detail with reference to the drawings. In addition, this embodiment is not limited to what is described below, A various change is possible in the range which does not deviate from the meaning.
FIG. 1 is a diagram showing a configuration of a document management system using the document management apparatus of the present embodiment.

  As shown in FIG. 1, a document management apparatus 1a, a printing apparatus 2, and a document management apparatus 1b that manages other documents can be connected to each other via a network. For example, the document management apparatus 1a is connected to a network and can input / output data from the printing machine 2, or communicate with another document management apparatus 1b to share data.

  The document management apparatus 1 a includes a communication unit 11, a control unit 12, a storage unit 13, and an input unit 14. The communication unit 11 receives information from an external device, transmits information in the document management device 1a stored in the storage unit 13, and the like. The control unit 12 controls the entire document management apparatus 1a. The control unit 12 passes the data received by the communication unit 11 to the storage unit 13 and stores the data. The information in the storage unit 13 is also stored in the communication unit 11. And pass. The storage unit 13 stores various types of information in the document management apparatus 1a, stores information received via the communication unit 11, and sends the stored information in response to a request from the control unit 12. . The input unit 14 receives an input of an operation related to a document by an external user or the like.

  Note that the input unit 14 in the document management apparatus 1a of the present embodiment, and a part of the control unit 12 and the storage unit 13 necessary for them do not have to exist in the same apparatus. Further, the other document management apparatus 1b has the same configuration as the document management apparatus 1a, and the description thereof is omitted here.

  The printing apparatus 2 is a general printing apparatus such as a copier, a printer, or a multifunction peripheral, and reads a paper document and transmits it to the document management apparatus 1a, or outputs data received from a request from the document management apparatus 1a. To do.

  The document management system of the present embodiment can be applied to any system as long as it has the above configuration.

Next, the concept of access rights in this embodiment will be described with reference to the drawings.
FIG. 2 is a conceptual diagram of access rights in this embodiment.

  In the present embodiment, as shown in FIG. 2, it is possible to add an access right to a document, and thereby the operation by the user can be controlled. FIG. 2 shows a case where the document 1 and the document 2 to which the access right is added exist in the document management apparatus 1a.

  For document 1, user A: no access right, user B: viewing right, and user C: ownership are set. For document 2, user A: update right, user B: no access right, and user C: ownership are set.

  In FIG. 2, user A and user C are about to perform an operation on document 1. At this time, since the authority setting “No access right” is made for the document 1, the user A cannot perform all operations. On the other hand, since the authority setting “ownership” is set for the document 1, the user C can perform all operations. For the user B (not shown), since the “browsing right” authority is set for the document 1, only a document browsing operation can be performed.

Next, setting of access rights in the present embodiment will be described with reference to the drawings.
FIG. 3 is a conceptual diagram of access right setting in the present embodiment.

  In the present embodiment, various information is stored in a small storage medium embedded in the paper document, as shown in FIG. 3, in the paper document read into the printing apparatus 2. FIG. 3 shows a case where correspondence information between a user and an access right is stored in a small storage medium.

  Then, when each piece of information stored in the small storage medium is taken into the document management apparatus 1a via the printing apparatus 2, it is based on the correspondence table stored in advance in the document management apparatus 1a. Identify the actual access rights. Here, the user is stored in the user list, and the access right is stored in the access right correspondence table.

  In FIG. 3, information of user: organization 1 and access right: table 2 is stored in a small storage medium in a paper document. In this case, the document management apparatus 1a confirms the user list table and the access right correspondence table in its own apparatus based on the information acquired via the printing apparatus 2.

FIG. 4 is a diagram showing a user list table and an access right correspondence table stored in the document management apparatus 1a.
Based on the information stored in the small storage medium in FIG. 3 described above, for example, the upper “user list” “Department AAA: 1 group user: Yamada” " Therefore, reading is permitted for the paper document taken into the document management apparatus 1a. Similarly, “Department BBB: Group 1 user: Harada” in the upper “user list” is “browsing” in the access right correspondence table in the lower row. Therefore, it is possible to browse the paper document captured in the document management apparatus 1a.

Next, the operation of the document management apparatus of this embodiment will be described with reference to the drawings.
First, FIG. 5 is a sequence chart showing a case where information of a paper document is added to an electronic document in the document management system using the document management apparatus of the present embodiment.

  First, information added to a paper document and a small storage medium is read by the printing apparatus 2 (step S101). The printing apparatus 2 transmits the read paper document and the additional information of the small storage medium to the document management apparatus 1a (step S102). Here, the document management apparatus 1a reads the information transmitted from the printing apparatus 2, sets the access right based on this information, and saves it (step S103). Then, the document management apparatus 1a adds the set information to the electronic document (step S104).

  In this way, the document management system using the document management apparatus of the present embodiment reads information added to a paper document and adds it to an electronic document.

  FIG. 6 is a sequence chart showing a case where information added to an electronic document is output to a paper document in the document management system using the document management apparatus of this embodiment.

  First, the document management apparatus 1a reads the electronic document and information added to the electronic document (step S201). The document management apparatus 1a requests to output the read electronic document and the information added to the electronic document to the printing apparatus 2 (step S202). When the printing apparatus 2 receives an output request from the document management apparatus 1a, the printing apparatus 2 writes the electronic document information on the paper document. At this time, information on the electronic document is stored in a storage medium embedded in the paper document.

Note that the information stored here is the above-mentioned access right, user information, and the like.
Finally, a paper document including the storage medium in which information is written is output (step S204). In this way, the document management apparatus according to the present embodiment reads the information of the electronic document and adds it to the paper document.

It is also possible to perform the above-described write / read operations in the same system.
FIG. 7 is a sequence chart showing an operation when outputting information of an electronic document and reading information of an output paper document.

  First, the document management apparatus 1a reads an electronic document and information added to the electronic document (step S301). The document management apparatus 1a requests to output the read electronic document and information added to the electronic document to the printing apparatus 2 (step S302). When the printing apparatus 2 receives the output request from the document management apparatus 1a, the printing apparatus 2 writes the electronic document information on the paper document. At the same time, the electronic document information is stored in the storage medium embedded in the paper document. Finally, a paper document including the storage medium in which information is written is output (step S304).

  On the other hand, the information added to the paper document and the small storage medium is read by the printing apparatus 2 (step S305). The printing apparatus 2 transmits the read paper document and the additional information of the small storage medium to the document management apparatus 1a (step S306). Then, the document management apparatus 1a reads the information transmitted from the printing apparatus 2, sets the access right based on this information, and saves it (step S307). Finally, the document management apparatus 1a adds the set information to the electronic document (step S308).

  As described above, according to the present embodiment, it is possible to prevent unauthorized access until a paper document is loaded into the document management apparatus 1a or until an access right is set. In addition, since information added to the storage medium is used, an access right and the like can be automatically set from this information, so that it is possible to efficiently use a document and prevent an erroneous operation.

  Further, since the information such as the access right added to the electronic document is stored in the storage medium of the paper document to be printed, unauthorized access from a third party can be prevented. Further, this information can be properly managed and controlled by storing the information in a format that can be recognized by other document management apparatus 1b so that the access right can always be held, or by storing it in a format that can be re-read. It becomes possible.

  In the above-described embodiment, the information output as a paper document and stored in the storage medium may have a common format that can be recognized by other document management apparatuses and document management systems. Also, information once added to the document may be output in a recognizable format. In this way, it is possible to always retain the access right, and even after the output paper document is recognized by another document management device or system, or after the paper document is imported into the system again, the access right can be maintained. Control and document information management.

It is a figure which shows the structure of the document management system using the document management apparatus of this embodiment. It is a conceptual diagram of the access right in this embodiment. It is a figure which shows typically the setting of the access right in this embodiment. It is a figure which shows a user list and an access right correspondence table. It is a sequence chart which shows the case where the information of a paper document is added to an electronic document. It is a sequence chart which shows the case where the information of an electronic document is added and output to a paper document. It is a sequence chart showing a case where addition of paper document information to an electronic document and addition of electronic document information to a paper document are performed in one system.

Explanation of symbols

1a and 1b Document management device 2 Printing device 11 Communication unit 12 Control unit 13 Storage unit 14 Input unit

Claims (10)

A document management apparatus of a document management system in which an image forming apparatus that reads an external document or outputs a document to the outside and a document management apparatus that manages document information can be connected to each other via a network. ,
The document management apparatus includes:
Electronic documenting means for electronically documenting the document;
Reading means for reading information in a storage medium embedded in the document in advance;
A document management apparatus comprising: restriction means for restricting access to the digitized document based on the information read by the reading means.   2. The document management apparatus according to claim 1, wherein the document management apparatus automatically converts the information read by the reading unit into an electronic document according to the access restriction by the restriction unit and stores the electronic document. . The document management apparatus includes:
3. When outputting the electronic document via the image forming apparatus, information relating to the access restriction is added to the storage medium of the output document and output. The document management apparatus described.   The document management apparatus according to claim 3, wherein the information is added to the output document in a common format that can be recognized by another document management apparatus.   The document management apparatus according to claim 3, wherein the information is added to the output document in a format that can be read again. An image forming apparatus that reads an external document or outputs an external document and a recording medium that can be connected to each other via a network and that records a document management program to be executed by a document management apparatus that manages document information There,
When the document is read by the image forming apparatus,
In the document management device,
Electronic document processing for electronically converting the document;
A reading process of reading information in a storage medium embedded in the document in advance;
A recording medium recording a document management program for executing a restriction process for restricting access to the digitized document based on the information read in the reading process.   7. The document management program according to claim 6, wherein the document management apparatus automatically converts the information read in the reading process into an electronic document according to the access restriction by the restriction process, and stores the electronic document. A recording medium on which is recorded.   The output of the electronic document from the image forming apparatus causes the document management apparatus to output the storage medium of the document to be added with information related to the access restriction. A recording medium on which the document management program according to 6 or 7 is recorded. In the document management device,
9. The recording medium recorded with the document management program according to claim 8, wherein the information output from the image forming apparatus is added to the document in a common format recognizable by another document management apparatus. . In the document management device,
9. The recording medium recorded with the document management program according to claim 8, wherein the information is added to the document output from the image forming apparatus in a re-readable format.

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