JP2007299093A - Document management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document management system for supporting document approval for checking whether or not confidential information, personal information or erroneous writing is included in a document according to a reference. <P>SOLUTION: This document management system is provided with: a means for retrieving a keyword from a document by using a keyword for specifying confidential information; a means for retrieving a keyword from a document by using a notation rule for specifying the confidential information; and a means for determining the retrieved keyword as the confidential information. When a the approval request of the document is made according to a work flow, it is displayed that confidential information or personal information is included in the document on an approver terminal. <P>COPYRIGHT: (C)2008,JPO&INPIT

Description

The present invention relates to a document management system capable of checking whether confidential information or personal information is included in a document and whether there is an error in notation according to a standard.

Conventionally, electronic documents created by various document creation applications such as word processors and CAD (Computer Aided Design), and document files such as images read from manuscripts by scanners, etc., basic documents such as update date and issuing department Document management systems that store and use information in association with information have been proposed and constructed.

Some document management systems have a workflow function. FIG. 8 is a flowchart of the workflow function. The document is created (801), the document creator issues an approval request to the approver (802), and the approver approves the document (803) to register the document in the document management system (804). The registration to the document management system is canceled by refusing (805).

In recent years, the Personal Information Protection Law has been fully enforced, and if it violates it, it will be held legally responsible. Also, although there is no legal responsibility for “confidential information”, if information is leaked, there is a high possibility that the company will suffer serious damage.

Regarding the prevention of information leakage, it is necessary to carry out "human", "technical", and "physical" measures over a wide range, and there are many approaches. One effective measure against information leaking outside the company is to install mail content filtering software at the gateway connecting the company and the Internet. The mail content filtering is to check the text of an electronic mail transmitted outside the company and the contents of an attached file and perform filtering on the electronic mail corresponding to the policy.

FIG. 9 shows the content filtering function. The place name (901), general surname and first name (906) are saved in the database, and the address (902) and name (903) are specified from the text (905) as a keyword, or a combination of numbers and symbols The telephone number and the like can be specified (904) from the regularity of text (907) such as length and length.
In Patent Document 1, a predetermined portion of document data written in a markup language is encrypted using a predetermined key and registered in a database. When a search character string is input, the search character string is encrypted using the predetermined key, and document data including the encrypted search character string is searched from the database.
JP 2005-284915 A

In the document management system, in the case of a document that is disclosed outside the company, to prevent information leakage, whether confidential information or personal information is included in the document and whether there is an error in the notation are shown in FIG. Using such a workflow, the creator and the approver perform multiple checks.
However, the check items are left to the creator and the approver, and there is a risk of information leakage due to omission of check despite multiple checks.

Also, when removing confidential information using a keyword to identify confidential information, all the searched keywords are removed, so keywords that are not confidential information may be removed, and the document may not be established. The criteria for judging the searched keyword as confidential information and the final judgment by the approver are necessary. Even in Patent Document 1, a criterion to be applied to a searched keyword is not set. Furthermore, in the case of confidential information that has a notation rule such as a telephone number but is not constant, it is necessary to register all of the information in a database, which makes operation difficult.

SUMMARY OF THE INVENTION An object of the present invention is to provide a document management system capable of providing document approval support for checking whether or not confidential information or personal information is included in a document in the document management system. .

In order to achieve the above object, the document management system of the present invention includes a keyword database in which keywords for specifying confidential information are registered, and rules for determining whether confidential information is included in the target document. Using the keyword registered in the keyword database, a means for searching whether or not the keyword is included in the target document, and a result of the search, A means for determining whether or not the target document includes confidential information by collating with the rules registered in the information determination rule database, and determining that the target document includes confidential information. And display means for displaying the reason in the case of

Further, the document management system of the present invention includes a notation rule database in which notation rules for specifying confidential information are registered, and a secret in which rules for determining whether the target document includes confidential information are registered. An information determination rule database, means for searching whether or not the notation rule is included in the target document using notation rules registered in the notation rule database, and the result of the search as the confidential information Means for determining whether the target document contains confidential information by collating with the rules registered in the determination rule database; and the target document is determined to contain confidential information In some cases, a display means for displaying the reason is provided.

The document management system of the present invention has the following effects.
It is possible to provide document approval support that can check whether confidential information or personal information is included in a document and whether there is an error in notation according to a standard. It is also possible to check information having notation rules but notation rules.

Hereinafter, an embodiment of a document management system to which the present invention is applied will be described.
FIG. 1 is a system configuration diagram showing an embodiment of the present invention. The document management system 100 of this embodiment has a document management server 101, and the document management server 101 is implemented using an appropriate computer. In the computer, a program for realizing each processing function of the document management server 101 is stored in an appropriate auxiliary storage device in an executable form. The computer functions as the document management server 101 when the CPU reads the program into the memory and executes it. The document management server 101 is connected to a plurality of creator terminals 111, a plurality of approver terminals 112, and a plurality of administrator terminals 116 via an appropriate communication network, and further connected to the present system via an appropriate communication network. It is connected to a keyword database 108 storing related data, a notation rule database 109, and a confidential information determination rule database 110. The specific hardware configuration of this system is not limited to this embodiment.

  As shown in FIG. 1, the document management server 101 includes a document receiving unit 102, a workflow processing unit 103, a keyword search processing unit 104 using keywords, and a keyword search process using notation rules as each processing function unit. Section 105, confidential information determination processing section 106, confidential information detection result display section 107, confidential information determination rule input section 113, notation rule input section 114, and keyword input section 115.

A schematic flow of the present system will be described with reference to FIG.
A document targeted by this system is input from the creator terminal 111. A document receiving unit 102 in the document management server 101 receives an input document. The workflow processing unit 103 processes the received document according to the workflow.

A keyword for specifying confidential information from the document is input from the administrator terminal 116. The keyword input unit 115 receives the input keyword, and stores the input keyword in the keyword database 108. The keyword search processing unit 104 searches for documents using a keyword database.

A notation rule for specifying confidential information from the document is input from the administrator terminal. The notation rule input unit 114 receives the input notation rule and stores the input notation rule in the notation rule database 109. The keyword search processing unit 105 searches for a document using the notation rule database 109.

A confidential information determination rule for determining that confidential information is finally included from the keyword search result is input from the administrator terminal. The confidential information determination rule input unit 113 receives the input confidential information determination rule, and stores the input confidential information determination rule in the confidential information determination rule database 110. The confidential information determination processing unit 106 collates the confidential information determination rule database 110 and finally determines from the keyword search result that confidential information is included.

The confidential information detection result display unit 107 displays the reason why the confidential information is included in the approver when the confidential information is included in the document.

FIG. 2 is a block diagram of an embodiment of the database of the present invention shown in FIG. The database of this embodiment includes a keyword database 201, a notation rule database 206, and a confidential information determination rule database 207.

The keyword database 201 further stores a name keyword table 202 storing name keywords, an address keyword table 203 storing address keywords, a confidential information keyword table 204 storing confidential information keywords, and erroneous keywords. It is composed of an erroneously written keyword table 205.

The name keyword table 202 stores keywords for specifying names such as “Suzuki” or “Ichiro”. By using this keyword, it is possible to check whether or not personal information is included in the document.
The address keyword table 203 stores a keyword for specifying an address such as “Kanagawa Prefecture” or “Yokohama City”. By using this keyword, it is possible to check whether or not personal information is included in the document.
The confidential information keyword table 204 stores keywords that specify confidential information such as “confidential” or “contract”. By using this keyword, it can be checked whether confidential information is included in the document.
For example, in order to check for errors such as writing “XX software” where “XX software” should be written, the error keyword table 205 stores an error as a keyword. By using this keyword, it can be checked whether there is an error in the notation in the document.

The notation rule database 206 further includes a notation rule name column 208 and a notation rule column 209. In the notation rule, for example, in the case of a telephone number, a notation rule for specifying confidential information such as “a 14-digit character repeated with a number starting from 0 and −” is stored. By using this notation rule, information having notation rules but notation rules can be checked.

In the confidential information determination rule database 207, for example, “when ten or more address keywords are included” and “when ten or more notation rules A are included” are finally classified from keyword search results and / or notation rule search results. Stores confidential information determination rules for determining that information is included (including cases where “personal information is included” and “incorrect information is included”).

FIG. 3 is a flowchart of confidential information determination processing according to an embodiment of the present invention. First, in step 301, a keyword is acquired from the keyword database, and in step 302, a document received from the creator terminal is searched using the acquired keyword. That is, if the acquired keyword is included in the target document, it is extracted and stored temporarily. In step 303, it is determined whether all keywords registered in the keyword database have been searched. When the search for all keywords is completed, proceed to the next step.

Next, in step 304, a notation rule is acquired from the notation rule database, and in step 305, a search is performed using the acquired notation rule to search for a target document. That is, if the acquired notation rule is included in the target document, it is extracted and stored temporarily. In step 306, it is determined whether all notation rules registered in the notation rule database have been searched. When all the notation rules have been searched, proceed to the next step.

Finally, in step 307, the confidential information determination rule database is checked to determine whether or not confidential information is finally included based on the keyword search result and / or the notation rule search result. If it is finally determined that confidential information is included, in step 308, the confidential information determination rule corresponding to the approver terminal is displayed. Thereafter, the process ends at step 309.

FIG. 4 is a keyword input interface 401 showing an embodiment of the present invention. The input is performed from the administrator terminal 116 shown in FIG. The administrator selects from the drop-down list 402 a table for registering a keyword to be input. The drop-down list 602 includes each keyword table included in the keyword database 201 shown in FIG. The administrator enters a keyword to be specified in the text box 403 and presses the input button 404 to input the keyword. The entered new or updated keyword is registered in the keyword database 201 shown in FIG.

FIG. 5 is a notation rule input interface 500 showing an embodiment of the present invention. The input is performed from the administrator terminal 116 shown in FIG. The notation rule input interface 500 includes a notation rule name input text box 507 and a plurality of components arranged so that the notation rule can be easily input. For example, it is composed of components such as check boxes for specifying alphabetic repetition 501 and numerical repetition 502, an input text box 503 for characters to be included, a character number specification 504, and a character number limit specification 505. For example, when “repetition of 14 or more characters including-” is input as a notation rule for specifying a telephone number, “phone number” is input in the notation rule name text box 507 and a repeat number check box is selected. Check 502, enter "-" in the input text box 503 for characters to be included, enter "14" in the character number specification input text box 504, and select "more" from the character number specification drop-down list 505. When the input button 506 is pressed, a notation rule is input. The inputted new or updated notation rule is registered in the notation rule database 206 shown in FIG.

FIG. 6 is a confidential information determination rule input interface 601 showing an embodiment of the present invention. The input is performed from the administrator terminal 116 shown in FIG. The administrator selects a keyword type from the keyword type list box 602. The types of keywords are displayed by, for example, the table names included in the keyword database 201 shown in FIG. For the selected keyword, the number of keywords to be finally determined to contain confidential information is entered in the keyword number input text box 603, and the confidential information judgment rule is entered by pressing the input button 604. . The entered new or updated confidential information judgment rule is registered in the confidential information judgment rule database 207 shown in FIG.

FIG. 7 is a confidential information detection result display interface 700 showing an embodiment of the present invention. If it is determined that confidential information is finally included according to the flowchart of FIG. 3 described above, the approver terminal 112 shown in FIG. A list 702 of relevant confidential information judgment rules is displayed. The approver can confirm the document by pressing the confirmation button 703, approve it by pressing the approval button 704, or reject it by pressing the reject button 705.

1 is a system configuration diagram showing an embodiment of the present invention. It is a database block diagram which shows one Example of this invention. It is a flowchart of the confidential information judgment process which shows one Example of this invention. It is a keyword input interface which shows one Example of this invention. It is a notation rule input interface which shows one Example of this invention. It is a confidential information judgment rule input interface which shows one Example of this invention. It is a confidential information detection result display interface which shows one Example of this invention. It is a flowchart of a workflow function. It is a figure which shows a content filtering function.

Explanation of symbols

DESCRIPTION OF SYMBOLS 101 ... Document management system, 102 ... Document receiving part, 103 ... Workflow processing part, 104 ... Keyword search processing part using a keyword, 105 ... Keyword search processing part using a notation rule, 106 ... Confidential information judgment processing part, 107 ... Confidential information detection result display section, 108 ... Keyword database, 109 ... Notation rule database, 110 ... Confidential information judgment rule database, 111 ... Creator terminal, 112 ... Approver terminal, 113 ... Confidential information judgment rule input section, 114 ... Notation rule input unit 115 ... Keyword input unit 116 ... Administrator terminal 201 201 Keyword database 202 202 Name keyword table 203 ... Address keyword table 404 404 Confidential information keyword table 205 205 Error keyword table 206 206 Notation Rule database, 2 7 ... Confidential information determination rule database, 208 ... Notation rule name string, 209 ... Notation rule string, 401 ... Keyword input interface, 402 ... Registration destination table drop-down list, 403 ... Keyword input text box, 404 ... Input button, 501 ... Alphabetical repetition check box, 502 ... Number repetition check box, 503 ... Character input text box to be included, 504 ... Character number input text box, 505 ... Character number restriction drop-down list, 506 ... Input button, 601 ... Confidential information judgment rule input Interface, 602 ... Keyword type list box, 603 ... Keyword number input text box, 604 ... Input button, 701 ... Message containing confidential information, 702 ... Relevant confidential information judgment rule list Door, 703 ... confirmation button, 904 ... approval button, 705 ... denial button

Claims (2)

A keyword database in which keywords for identifying confidential information are registered,
A confidential information determination rule database in which rules for determining whether or not confidential information is included in the target document;
Means for searching for whether or not the keyword is included in the target document using a keyword registered in the keyword database;
Means for determining whether or not confidential information is included in the target document by comparing the search result with the rule registered in the confidential information determination rule database;
A document management system, comprising: display means for displaying the reason when it is determined that confidential information is included in the target document. A notation rule database in which notation rules for identifying confidential information are registered, and
A confidential information determination rule database in which rules for determining whether or not confidential information is included in the target document;
Means for searching whether or not the notation rule is included in the target document, using notation rules registered in the notation rule database;
Means for determining whether or not confidential information is included in the target document by comparing the search result with the rule registered in the confidential information determination rule database;
A document management system, comprising: display means for displaying the reason when it is determined that confidential information is included in the target document.

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