JP2008097480A - Document management server, document management system and program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a system to find a similar document even when the document similar to a document in a document group is registered in another document group. <P>SOLUTION: This document management server 10 has: a means registering a document in each the document group; a means recording information for specifying a registration document into similar document information of the already registered document similar to the registration document among the newly registered document and all the already registered documents registered before the registration document, and recording information for specifying the already registered document into similar document information of the registration document similar to the already registered document; and a means transmitting similar document information of all the documents in the document group to which a used document belongs to a user terminal using one document of all the already registered documents. The user terminal 30 has: a means acquiring management information of a document designated by a document user from the document management server; and a means displaying the similar document information included in the acquired management information. <P>COPYRIGHT: (C)2008,JPO&INPIT

Description

  The present invention relates to a document management server, a document management system, and a program.

  In recent years, with the spread of computer networks, there are increasing opportunities to handle electronic documents (hereinafter simply referred to as “documents”). In a document management system in which documents are registered in the document management server and knowledge is shared, a user of the system can “know as much as possible about good information about documents registered by the user” “registered documents” It is important that the number is large.

  Therefore, Patent Document 1 describes document information that compares the contents of a registered document and a registered document and notifies related information related to the registered document to the registrant's terminal of the registered document having similar contents. Techniques related to management methods are described.

  In Patent Document 2, as a technique for knowing information related to a document used as a document group, the latest status of the document used as the document group is shared among the users of the document, thereby utilizing the document. A mechanism for document attribute management has been proposed.

JP 2003-150602 A Japanese Patent Laid-Open No. 2004-110682

  An object of the present invention is to provide a mechanism capable of knowing the existence of a similar document even when a document similar to a document in the document group is registered in another document group.

  The invention according to claim 1 is a document registration unit for registering a document for each document group, a registered document newly registered by the document registration unit, and a document registered by the document registration unit before the registered document. Of all the registered documents, information specifying the registered document is recorded in the similar document information of the registered document similar to the registered document, and the similar document information of the registered document similar to the registered document is recorded. Similar document information recording means for recording information for identifying the registered document, and a user terminal that uses any of the registered documents in a document group to which the document to be used belongs. A document management server comprising similar document information transmitting means for transmitting similar document information of all documents.

  The invention described in claim 2 is a document management system having a document management server for managing documents and a user terminal operated by a document user who uses the documents. The document management server is provided for each document group. Among the registered documents newly registered by the document registering means and all the registered documents registered by the document registering means before the registered document, the registered document is registered in the registered document. Recording information that identifies the registered document in similar document information of the registered document that is similar, and recording information that identifies the registered document in similar document information of the registered document that is similar to the registered document The document group to which the document to be used belongs belongs to the document information recording means and the user terminal that uses any of the registered documents. Similar document information transmitting means for transmitting similar document information of all documents in the document, and the user terminal acquires the management information of the document designated by the document user from the document management server, A document management system comprising: display means for displaying similar document information included in the management information acquired by the acquisition means.

  According to a third aspect of the present invention, in the document management system according to the second aspect, summary creating means for creating a summary of a document registered by the document registration means, summary of the registered document, and summary of the registered document And a similarity determination unit that determines the similarity between the registered document and the registered document.

  According to a fourth aspect of the present invention, there is provided a computer comprising: a document registration unit for registering a document for each document group; a registered document newly registered by the document registration unit; and the document registration unit before the registered document. Among all the registered documents registered, information for identifying the registered document is recorded in the similar document information of the registered document similar to the registered document, and the similarity of the registered document similar to the registered document Similar document information recording means for recording information for identifying the registered document in the document information, and a document to which the document to be used belongs to a user terminal that uses any of the registered documents This is a program for functioning as similar document information transmitting means for transmitting similar document information of all documents in a group.

  According to the first aspect of the present invention, even when a document similar to a document in a document group is registered in another document group, the existence of a similar document can be known.

  According to the second aspect of the present invention, it is possible to know the presence of a similar document even in a system in which a document similar to a document in a document group is registered in another document group.

  According to the third aspect of the present invention, the similarity between the registered document and the registered document is determined by comparing the summaries of the documents, so that the similarity of the documents can be efficiently determined.

  According to the fourth aspect of the present invention, when information that identifies each document is recorded as similar document information in both a registered document and a registered document that are similar to each other, and the document is used at the user terminal. In addition, since the computer is made to function so that similar document information of all documents in the document group to which the document to be used belongs is transmitted to the user terminal, a document similar to the document in the document group Even when registered in another document group, the existence of a similar document can be known.

  Hereinafter, specific embodiments of the present invention will be described in detail with reference to the drawings.

  FIG. 1 is a block diagram showing a configuration example of a document management system according to an embodiment of the present invention. The illustrated document management system 1 is operated by a document management server 10 that centrally manages documents handled by the system and related information, and a document provider that creates and provides documents to be managed by the system. A provider terminal 20 and a user terminal 30 operated by a document user who uses the document provided by the document provider for reference, printing, etc. are connected by a communication network 1 such as a LAN (Local Area Network). They are connected so that they can communicate with each other.

  In the illustrated system configuration example, one provider terminal 20 and one user terminal 30 are shown for convenience, but this is an example, and the number of installed terminals is arbitrary. is there. Further, the document management server 10 is not limited to one, and a plurality of documents can be installed.

  Further, in the present embodiment, for convenience, a terminal device serving as a client device is illustrated and described separately for a provider terminal 20 operated by a document provider and a user terminal 30 operated by a document user. However, since a document provider can be a user of a document created by itself, and can be a user of a document created by another document provider, one client device is also used by the provider terminal 20 It can also be a person terminal 30.

<Configuration of document management server>
The document management server 10 includes a document management unit 11, a database management unit 12, a document database 13, a management log file storage unit 14, and a similarity determination unit 15. The document management unit 11 manages a document registered by the provider terminal 20 and information related thereto. The database management unit 12 performs document registration processing in the document database 13, document download processing in response to a request from the user terminal 30, and the like.

  The document database 13 stores a document and information related to the document in a database. More specifically, the document database 13 stores a document received from the provider terminal 20 in a database and stores information related to the document (version management information, summary, similar document information, etc.) as a document. The database is stored in association with each other. The management log file storage unit 14 stores the usage status of documents registered in the document database 13. When the similarity determination unit 15 receives a registration request from the provider terminal 20 and registers the document in the document management server 10, the similarity determination unit 15 registers the summary of the registered document and the previous document (stored in the document database 13). By comparing the contents of the summary of registered documents, the similarity (relevance of documents) between the registered document and the registered document is determined.

  Regarding functional means of the document management unit 11, the database management unit 12, and the similarity determination unit 13 included in the document management server 10, a CPU (Central Processing Unit), a ROM (Read-Only Memory), a RAM (Random Access Memory) are used. ), Computer hardware resources such as a hard disk drive (Hard Disk Drive), etc., can also be realized in software, and a program for that and a recording medium storing this program can also be extracted as an invention. is there.

<Configuration of provider terminal>
The provider terminal 20 includes a new registration processing unit 21, a revision registration processing unit 22, a document status setting processing unit 23, a usage status monitoring unit 24, and a registered document summary creation unit 25.

  The new registration processing unit 21 newly creates a document to be managed by this system and requests the document management server 10 to register a new document. Alternatively, an existing document may be requested to be registered as a new document. The revision registration processing unit 22 updates the created document to update the document, and requests the document management server 10 to register the revised document with the revised document as the latest version. Alternatively, a newly created document may be registered as a revised document (new edition). General-purpose document creation software can be used to create and edit (revise) a document.

  The document status setting processing unit 23 sets a usage status such as whether the created or revised document can be used (valid / invalid). The usage status monitoring unit 24 records the usage status of the document provided by the document provider in the document management server 10 and acquires the recorded contents.

  The registered document summary creation unit 25 creates a summary of documents requested to be registered in the document management server 10 by the new registration processing unit 21 and the revision registration processing unit 22. The document summary creation method uses general-purpose full-text search index creation software corresponding to the document format. For example, if the document format is DocuWorks, Word, or PDF (Portable Document Format), it is already called IFilter, a text extraction component for indexing service that extracts information such as body text and document name and update date from a document file Can be used.

  Here, for example, a serial number in ascending order such as the first version or the second version is assigned to the document created by the new registration processing unit 21 or the document revised by the revision registration processing unit 22 as version information. Normally, the version information of a document newly created by the new registration processing unit 21 is the first version, and every time the document is revised by the revision registration processing unit 22, the version information of the document is the second version, the third version,. Updated. However, if the original document is document A, no matter how many times the document A is revised, the version information is different and it is still document A.

  In addition, the new registration processing unit 21 and the revision registration processing unit 22 give document identification information to each created or revised document, and request the document management server 10 to register the document. Version information and summary are also sent. The document identification information is embedded in the header area or unique area of the document file. The document identification information may be any information as long as it can identify that the documents belong to the same version series even if the version information of the documents is different. For example, the document identification information is generated based on a predetermined rule such as “document ID + version number”. The revised documents created by the revised registration processing unit 22 are the same document (for example, document A), but are given different document identification information.

  Regarding the functional means of the new registration processing unit 21, the revision registration processing unit 22, the document status setting processing unit 23, the usage status monitoring unit 24, and the registered document request processing unit 25 provided in the provider terminal 20, the above-described computer It can also be realized in software using hardware resources.

<User terminal configuration>
The user terminal 30 includes a document acquisition processing unit 31, a used document storage unit 32, a management information acquisition processing unit 33, a management information display processing unit 34, and a print processing unit 35.

  The document acquisition processing unit 31 acquires a document by downloading the document from the document management server 10 according to the operation (input instruction) of the document user or receiving the document transmitted from the provider terminal 3 It is. The used document storage unit 32 stores the document acquired by the document acquisition processing unit 31 as a used document. The document user basically uses the document stored in the used document storage unit 32.

  The management information acquisition processing unit 33 acquires, from the document management server 10 that manages the document, management information of the document input and designated by the document user from the documents stored in the used document storage unit 32. is there. The management information display processing unit 34 displays the management information of the document acquired by the management information acquisition processing unit 33. The management information of the document acquired by the management information acquisition processing unit 33 includes version management information and similar document information. In response to this, the management information display processing unit 34 displays the version management information for displaying the version management information. 34A and a similar document information display unit 34B for displaying similar document information. The print processing unit 35 prints out the document acquired by the document acquisition processing unit 31 from an image forming apparatus such as a printer.

  Regarding the functional means of the document acquisition processing unit 31, the management information acquisition processing unit 33, the management information display processing unit 34, and the print processing unit 35 provided in the user terminal 30, software using the computer hardware resources described above is used. It can also be realized.

<Data structure of document database>
In the document database 13 according to the present embodiment, each document, version management information including version series information and version information, and a summary of each document, such as a summary of each document, are stored in association with each other. The The version series information is information for dividing and grouping each document by version series, and one version series information constitutes one document group. The version series information is unique information generated by the document management server 10 every time a registration request for a document newly created by the provider terminal 20 is received. For example, the version series information includes the names of documents belonging to the version series ( Document name) is assigned.

  In the version series information, version information of documents belonging to the same version series (document group) is connected in series in the document registration order. The version information is information (version information ID) for identifying a version of a document, which is given every time a document is created or revised by the provider terminal 20, and is associated with each document in a 1: 1 relationship. It is registered (in association). The document management unit 12 performs version management of each document using version management information. In other words, when the document management unit 12 receives the document and version information from the provider terminal 20, the document management unit 12 causes the database management unit 12 to register the document and version information in the document database 13 in accordance with the data structure described above. , Version management of each document.

  In this embodiment, the storage location of the document managed by the document management server 10 is the document database 13 in the document management server 10. However, the present invention is not limited to this, and the document is stored in a location different from the document management server 10. The document management server 10 may store the document storage location information in the document management server 10 and retrieve the existing document with reference to the document storage location information.

  Next, a processing procedure when a document provider registers a document created by operating the provider terminal 20 in the document management server 10 will be described. The document registration process is performed by the cooperative operation of the provider terminal 20 and the document management server 10.

  FIG. 2 is a flowchart showing the procedure of the document registration request process of the provider terminal 20. First, when registering a document created by the new registration processing unit 21 or a document revised by the revision registration processing unit 22 in the document management server 10, a summary of a document to be registered is created by the registered document summary creation unit 25. (Step S11).

  Next, together with the document created by the new registration processing unit 21 or the document revised by the revision registration processing unit 22, the version information given to the document and the summary created in step S <b> 11 are added to the new registration processing unit 21 or the revision registration. For example, the processing unit 22 transmits the message to the document management server 10 together with a message requesting document registration (step S12).

  FIG. 3 is a flowchart showing a procedure of document registration processing of the document management server 10. First, when receiving a document registration request from the provider terminal 20, the document management unit 11 causes the database management unit 12 to perform document registration (step S21). The database management unit 12 registers the document transmitted from the provider terminal 20 and information related thereto (version information, summary) in the document database 13. At this time, if the document transmitted from the provider terminal 20 is a newly created document (version information is the first version document), new version series information is generated and the version information of the newly created document is displayed. Along with registration, a summary of a newly created document is registered in association with the version information. If the document transmitted from the provider terminal 20 is a revised document (version information is a document after the second version), the version information of the revised document is additionally registered in the existing version series information, and the version information is also registered. Register the summary of the revised document in association with.

  Next, the database management unit 12 confirms whether or not there is a registered document for similarity confirmation in the current document registration process (step S22). Specifically, with respect to a document (registered document) newly registered in this document registration process, all documents (registered documents) registered in the document database 13 before that (before the current document registration process) are registered. It is confirmed whether a document that has not been subjected to similarity confirmation exists in the document database 13. If there is no registered document that should be checked for similarity, the process ends.

  If there is a registered document that should be checked for similarity, the similarity determination unit 15 compares the summary of the registered document with the summary of the registered document. Based on the comparison result, the registered document is similar to the registered document. It is determined whether or not (step S23). If the similarity determined by the similarity determination unit 15 is lower than a preset reference similarity (threshold), it is determined as “not similar” and the process returns to step S22, and the similarity is equal to or higher than the reference similarity. In such a case, it is determined that they are “similar”, and the processing returns to step S22 after performing the processing of steps S24 and S25.

  In step S24, the similar document management table held in the document database 13 is associated with the version information ID of the registered document determined to be similar to the registered document in the similarity check in step S23, and the registered document. Is registered (registered) as a similar document ID of the registered document. In step S25, the similar document management table held in the document database 13 is associated with the version information ID of the registered document determined to be similar to the registered document in the similarity check in step S23. The version information ID of the registered document is recorded (registered) as a similar document ID of the registered document. The similar document ID may be information (for example, document identification information) other than the version information ID as long as it is information that can uniquely identify (identify) a registered document or a registered document that becomes a similar document.

  By the above processing, for example, two documents A-1 and A-2 corresponding to version information A-1 and A-2 belonging to version series information A, and version information B-1 belonging to version series information B , B-2 and two documents B-1 and B-2 and one document C-1 corresponding to the version information C-1 belonging to the version series information C are respectively registered as document databases. 13, when the revised document A-3 to which the version information A-3 is assigned is registered from the user terminal 20 to the document management server 10 in the situation registered in FIG. The similarity determination unit 15 sequentially compares the registered document A-3 and the summary of each (all) registered documents B-1, B-2, and C-1 having different version series information (document group). Each similarity is determined, and based on the determination result, the similar document ID is assigned to the similar document management. It will be recorded in the table (registration).

  In the similarity determination, for example, as shown in FIG. 4, the summary of the registered document A-3 belonging to the version series information A and the summary of the registered document B-2 belonging to the version series information B are similar. In the similar document management table, as shown in FIG. 5, the version information ID “A-3” is registered as the similar document ID in association with the version information ID “B-2”. On the other hand, the version information ID “B-2” is registered as the similar document ID in association with the version information ID “A-3”.

  FIG. 6 is a flowchart showing a processing procedure when the document user operates the user terminal 30 to use the document. First, when the document user performs an operation of opening a document file acquired from the document management server 10 or the provider terminal 20 and stored in the used document storage unit 32, the management information acquisition processing unit In step S31, the management information of the document designated and input by the document user through the operation is acquired from the document management server 10 (step S31). At this time, the document management information transmitted from the document management server 10 to the user terminal 30 includes version management information and similar document information.

  Next, the management information display processing unit 34 displays the version management information and the similar document information included in the management information of the document acquired by the management information acquisition processing unit 33, and the corresponding version management information display unit 34A and similar document information. The information is displayed on the display unit 34B (step S32).

  FIG. 7 is a flowchart showing a procedure of management information transmission processing of the document management server 10. First, when the document management unit 11 receives a management information acquisition request from the management information acquisition processing unit 33 of the user terminal 30, the document specified as the management information acquisition target in the acquisition request (hereinafter referred to as "acquisition target document"). In the similar document management table, the similar document ID is registered in the similar document ID list (step S41). However, if the similar document ID related to the version information ID of the acquisition target document is not registered in the similar document management table, the registration to the similar document ID list is not performed.

  Next, the document management unit 11 checks whether there is a document (a document with different version information) different from the acquisition target document in the version series information to which the acquisition target document belongs (step S42). In this case, a similar document ID registered in the similar document management table in association with the version information ID of the document is acquired (step S43), and the acquired similar document ID is additionally registered in the similar document ID list (step S43). Step S44). However, in the similar document management table, if the similar document ID is not registered in association with the version information ID of the document belonging to the same version series information as the acquisition target document, the registration to the similar document ID list is not performed. . When it is determined No in step S42, the document management unit 11 transmits management information including a similar document ID list to the user terminal 30 that is a request source (step S45).

  With the above processing, for all documents belonging to the same version series information as the acquisition target document, all similar document IDs registered in the similar document management table in association with the version information ID of each document are acquired. It is registered in the similar document ID list of the document. For example, in the situation where the version information B-1 and the version information B-2 are registered in the version database information B in the document database 13, the document for which management information is to be acquired is identified by the version information ID “B-1”. In the case of the document B-1, the similar document ID registered in the similar document management table in association with the version information ID “B-1” and the version information ID “B-2” are similar. The similar document IDs registered in the document management table are registered in the similar document ID list, respectively, and management information including the similar document ID list is transmitted to the user terminal 30.

  At this time, as in the similar document management table shown in FIG. 5, the version information ID “B-1” is not registered in association with the similar document ID, and the version information ID “B-2” is “ If the similar document ID of “A-3” is registered in association, the similar document ID of “A-3” is registered in the similar document ID list, and management information including this similar document ID list is transmitted. Become. Further, as in the similar document management table shown in FIG. 8, the similar document ID “C-2” is registered in association with the version information ID “B-1”, and the version information ID “B-2” is “ When the similar document ID of “A-3” is registered in association with each other, the similar document ID of “C-2” and the similar document ID of “A-3” are registered in the similar document ID list, and this similar document ID is registered. Management information including a list is transmitted.

  FIG. 9 is a diagram showing an example of a display result obtained by displaying the management information of the document transmitted from the document management server 10 by the management information display processing unit 34 of the user terminal 30. In this display example, the version management information display unit 34A, as one piece of management information of the document corresponding to the specification B-1, has a document of a version newer than the document of the specification B-1 (specification B-2). ) And a message prompting the document user to obtain the latest version of the specification B is displayed on the version management information display unit 34A as a precaution when using the document of the specification B-1. it's shown. The version management information display unit 34A may display whether the version of the specification B-1 is valid (usable) or invalid (unusable) as one of the version management information.

  In addition, the similar document information display unit 34B includes, as one piece of management information of the document corresponding to the specification B-1, the document of the description A-3 belonging to the document group of the specification A and the document of the specification C. A message indicating that the document of the specification C-2 belonging to the group is found as a document similar to the document of the document group (version series) to which the specification B-1 belongs is displayed on the similar document information display unit 34B. it's shown.

  In the above embodiment, when the document management server 10 registers a document in the document database 13 in response to a document registration request from the provider terminal 20, the summary of the registered document and the summary of the registered document are displayed. Although the similarity is determined by the similarity determination unit 15 and the similar document ID is registered in the similar document management table based on the determination result, the similarity determination processing and the similar document information ( The similar document ID) registration process does not necessarily have to be performed at the time of document registration, and may be performed at, for example, a system idle time or at night.

  In the above embodiment, when the provider terminal 20 registers a document in the document management server 10, the registered document summary creation unit 25 of the provider terminal 20 creates a document summary. The summarization may be performed by the document management server 10 after the provider terminal 20 registers the document in the document management server 10. In this case, the document management server 10 has a document summary creation function instead of the provider terminal 20. Further, the timing at which the document management server 10 creates the summary of the registered document may be when the document is registered, or may be an idle time of the system or at night.

It is a block diagram which shows the structural example of the document management system which concerns on embodiment of this invention. It is a flowchart which shows the procedure of a document registration request process of a provider terminal. It is a flowchart which shows the procedure of the document registration process of a document management server. It is a figure which shows an example of a similarity determination result. It is a figure which shows the 1st registration example of a similar document management table. It is a flowchart which shows the process sequence of a user terminal. It is a flowchart which shows the procedure of the management information transmission process of a document management server. It is a figure which shows the 2nd registration example of a similar document management table. It is a figure which shows the example of a display of the management information in a user terminal.

Explanation of symbols

  DESCRIPTION OF SYMBOLS 10 ... Document management server, 15 ... Similarity determination part, 20 ... Provider terminal, registration document summary preparation part, 30 ... User terminal, 33 ... Management information acquisition process part, 34 ... Management information display process part

Claims (4)

Document registration means for registering documents for each document group;
Of the registered document newly registered by the document registration unit and all registered documents registered by the document registration unit before the registered document, similar document information of the registered document similar to the registered document Similar document information recording means for recording information identifying the registered document in the similar document information of the registered document similar to the registered document.
A similar document information transmitting unit configured to transmit similar document information of all documents in a document group to which the document to be used belongs to a user terminal that uses any of the registered documents. A document management server characterized by that. A document management system having a document management server for managing a document and a user terminal operated by a document user who uses the document,
The document management server includes a document registration unit for registering a document for each document group, a registered document newly registered by the document registration unit, and all registrations registered by the document registration unit before the registered document. Among registered documents, information for identifying the registered document is recorded in similar document information of the registered document similar to the registered document, and the registered document is registered in similar document information of the registered document similar to the registered document. Similar document information recording means for recording information for identifying a document, and all documents in the document group to which the document to be used belongs to a user terminal that uses any of the registered documents. Similar document information transmitting means for transmitting the similar document information of
The user terminal obtains management information of a document designated by a document user from the document management server, and display means for displaying similar document information included in the management information obtained by the obtaining means. A document management system comprising: Summary creating means for creating a summary of a document registered by the document registration means;
The document according to claim 2, further comprising: similarity determination means for determining a similarity between the registered document and the registered document by comparing the summary of the registered document with the summary of the registered document. Management system. Computer
Document registration means for registering documents for each document group;
Of the registered document newly registered by the document registration unit and all registered documents registered by the document registration unit before the registered document, similar document information of the registered document similar to the registered document Similar document information recording means for recording information identifying the registered document in the similar document information of the registered document similar to the registered document.
Among the all registered documents, the user terminal that uses any document is caused to function as a similar document information transmission unit that transmits similar document information of all documents in the document group to which the document to be used belongs. Program for.

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