JP2008108173A - Image data management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To restrict the takeout of a recording medium to the outside by managing the entry/exit of the recording medium with image data recorded thereon. <P>SOLUTION: An image data management system is provided with a printer 1 for outputting image data to a recording medium, a gate 5 for monitoring the entry/exit of the recording medium in a management area 4 where the printer 1 exists, and a server 2 for managing the three of the image data, an output device, and a monitoring device in association with the management area, manages them, and permits the outputting of the image data if a correspondence exists in the three. The gate 5, if it detects the passing of the recording medium, transmits passage information to the server 2. A passage recording part 7 of the server 2 generates a passage record based on the passage information, and records the passage record in a history table. The passage recording part 7 determines whether or not the recording medium is inside or outside the management area 4 depending on the frequency that the recording medium has passed the gate 5, and manages the current location of the recording medium. <P>COPYRIGHT: (C)2008,JPO&INPIT

Description

  The present invention relates to an image data management system that manages output of image data.

In a system in which an image processing apparatus and a management server are connected via a network, output of image data is managed in order to prevent leakage of confidential information. For example, as described in Patent Document 1, a magnetic tag is attached to a recording sheet on which image data is recorded. When the user passes through the gate of the storage room, the magnetic tag of the recording sheet is detected to check whether the user can take out the recording sheet. Thereby, in the storage room, a recording sheet on which confidential information is recorded can be freely viewed. And it is possible to prevent the recording sheet from being taken out illegally.
JP 2004-110690 A

  As described above, simply restricting the recording sheet from being taken out limits the range of use of the recording sheet. When it is desired to use a recording sheet on which image data is recorded in another room, such as at a meeting, the recording sheet cannot be used when taking out is prohibited. However, when a reliable user takes out a recording sheet, there is no risk of leakage of confidential information. In this case, there is no problem with taking out the recording sheet.

  In view of the above, an object of the present invention is to provide an image data management system that manages entry / exit when a recording medium on which image data is recorded is taken out or returned.

  The present invention provides an output device that outputs image data to a recording medium, a monitoring device that monitors the entry / exit of a recording medium in a management area in which the output device exists, and three persons: an image data, an output device, and a monitoring device. And a management device that permits the output of image data when the three parties have a corresponding relationship. The management apparatus records the entry / exit of the recording medium on which the image data is recorded in the management area.

  When the monitoring device detects the passage of the recording medium, the passing information is transmitted to the management device. The monitoring device creates a passage record based on the passage information and records this. If you look at the passing record, you can immediately see the entry and exit of the recording medium in the management area.

  The management device manages the current location of the recording medium based on this incoming / outgoing record. That is, the management device determines whether the recording medium is being taken out or accommodated according to the number of times the recording medium has been taken in and out. Once in and out, the number of passes is two. Thus, it can be determined whether the recording medium is in the management area or outside the management area, and the location of the recording medium is clarified.

  One group is formed by the plurality of management areas, and the image data can be output in the management area in the group. The management device manages the location of the recording medium in groups. In any group, even if the entry / exit of the recording medium is detected in any management area, the recording medium is in the managed area. If the entry / exit of the recording medium is detected in the management area outside the group, it can be determined that the recording medium has been taken out.

  The entry / exit of the recording medium is realized by the user carrying the recording medium. The monitoring device detects a user who goes in and out with the recording medium, and the management device records the user who goes in and out. Thereby, the user who has taken out the recording medium can be specified.

  A gate is provided at the entrance of the room forming the management area, and the gate serves as a monitoring device. The monitoring device notifies when the recording medium on which the image data is recorded passes through the doorway. For example, the monitoring device reads an IC tag attached to the recording medium and detects passage of the recording medium. As a result, the recording medium on which the image data is recorded is detected in a non-contact manner, and the entry / exit of the recording medium can be managed by notifying the administrator when it passes through the gate. If necessary, it is only necessary to prevent the recording medium from being taken out according to the instructions of the administrator.

  When outputting the image data to the recording medium, the management device causes the specific output device to output the image data. For this reason, the management apparatus sets image data that can be output in the management area, an output apparatus and a monitoring apparatus belonging to the management area, and associates the three parties. The management device permits output of image data from the output device to the recording medium when there is a correspondence relationship between the three parties, and prohibits output of image data from the output device to the recording medium when there is no correspondence relationship between the three parties. To do.

  Specifically, when the image data to be output and the output device are designated, the management device checks whether the management region to which the designated output device belongs is a management region capable of outputting image data. Whether or not the monitoring device corresponding to the management area is in an operating state is confirmed.

  If the management area to which the specified output device belongs matches the management area that can output the image data, it is positive. It is positive when the monitoring device is in the operating state, and not when it is not in the operating state. If both are positive, the management device determines that there is a correspondence, and permits the output of tooth image data. If either one is negative, it is determined that there is no correspondence, and output is prohibited.

  According to the present invention, image data is output and recorded on a recording medium in the permitted management area. This recording medium can be browsed freely in the management area. When a recording medium is taken out, it is possible to elucidate when and who has taken out the recording medium, and whether it has been brought back by monitoring the recording of the recording medium and recording it. As a result, the location of the recording medium on which the image data is recorded can be accurately managed, and leakage of the image data can be suppressed.

  An image data management system of this embodiment is shown in FIG. In this image data management system, a plurality of printers 1 serving as output devices that output image data to a recording medium, a server 2 serving as a storage device that stores image data, and a plurality of terminal devices 3 such as personal computers are connected to a LAN. , WAN, Internet, etc. The terminal device 3 includes a client and an administrator. The printer 1 may be an image processing apparatus that can perform copying, facsimile communication, scanning, and data communication.

  The printer 1 is installed in a management area 4 where a user can enter and exit. A plurality of management areas 4 exist, and at least one printer 1 is installed in each management area 4. The management area 4 is a partitioned area having an entrance through which a user enters and exits. For example, the management area 4 is a room having an entrance. At the entrance / exit, a gate 5 serving as a monitoring device for monitoring the entry / exit of the recording medium is provided and connected to a network. The server 2, the printer 1, the terminal device 3, and the gate 5 communicate with each other according to a predetermined protocol.

  In response to an instruction from the terminal device 3, the printer 1 prints and outputs image data on a recording sheet. This recording sheet is a recording medium. The recording sheet has an IC tag. The IC tag is embedded in the recording sheet or attached to the surface of the recording sheet. The printer 1 includes a reader / writer that transmits and receives data to and from the IC tag. When printing and outputting image data on a recording sheet, the reader / writer writes image data and identification information about the printer 1 in the IC tag. Instead of writing the identification information on the IC tag attached to the recording sheet, the printer 1 may paste the identification tag on the recording sheet after writing the identification information on the IC tag.

  The gate 5 includes a detection unit that detects the passage of the recording sheet to which the IC tag is attached, a communication unit that communicates with the server 2 when the passage is detected, and a control unit that drives and controls them. The detection unit includes an IC tag reader that performs data communication without contact with the IC tag attached to the recording sheet, and reads identification information from the IC tag each time a user carrying the recording sheet enters and exits the gate.

  The detection unit also detects a user who passes through the doorway. The user wears an IC tag. For example, an ID card embedded with an IC tag is carried. The IC tag stores user information such as a user ID for identifying the user. The user ID is given to the registered user in this management system. When this user passes through the doorway, the detection unit reads the user information from the IC tag.

  Based on the identification information and the user information, the control unit creates passing information indicating that the user has passed the gate with a recording medium on which the image data is recorded. The communication unit transmits the passage information to the server.

  The server 2 includes a storage unit 6, a passage recording unit 7, and a control unit 8. The storage unit 6 includes a hard disk device, and stores image data such as document data. The image data is input from the terminal device 3 or the image processing device to the server 2 and written in the storage unit 6.

  Upon receiving an image data output instruction from the terminal device 3, the control unit 8 reads the designated image data from the storage unit 6 and transmits the image data to the printer 2 designated by the terminal device 3.

  The server 2 functions as a management apparatus that manages the image data, the printer 1, and the gate 5 in association with the management area 4. That is, the control unit 8 of the server 2 sets the printer 1 and the gate 5 for one management area 4 and creates a device management table as shown in FIG. The device management table is stored in the management table of the storage unit 6. At this time, as shown in FIG. 3, a plurality of management areas 4 are grouped into one group. For example, the A group is composed of two management areas 4. The A group includes a gate A1 and a printer A1 belonging to one management area 4, and a gate A2 and a printer A2 belonging to the other management area 4. The same applies to the B group.

  Further, the control unit 8 sets image data that can be output to the management area 4 and creates a data management table as shown in FIG. The data management table is stored in the management table of the storage unit 6. For each image data, an administrator and a mail address as a contact address are set. For example, there are document data doc1 and doc2 as image data that can be output in the A group. These document data are output from the printers A1 and A2 of the same group and are not output from the printers B1 and B2 of different groups. An administrator may be set for each group. The image data is stored by being divided into folders for each group. In addition, image data that needs to protect information such as confidential documents may be registered in the data management table, and no image data that can be viewed by anyone is registered.

  As described above, the image data, the printer 1, and the gate 5 are managed in association with each management area 4. Then, when outputting the image data, the control unit 8 determines whether or not there is a correspondence relationship between the three, and determines whether or not the image data can be output.

  When the image data to be output and the printer 1 are designated by the terminal device 3, the control unit 8 determines whether the group to which the designated printer 1 belongs is a group capable of outputting image data, and the printer 1 is installed. It is determined whether the gate 5 of the management area 4 being operated is in an operating state.

  If the group to which the printer 1 belongs and the group that can output image data match, the result is positive. When the gate 5 is in the operating state, it is positive. When the gate 5 is not in the operating state, it is negative. If both are positive, the control unit 8 determines that there is a correspondence, and permits output of image data. If at least one of them is negative, it is determined that there is no corresponding relationship, and output of image data is prohibited.

  When the gate 5 is not in the operating state, the gate 5 cannot detect the IC tag of the recording sheet. Therefore, by prohibiting the output of the image data, it is possible to restrict the image data from being taken out. Further, when the printer 1 in the management area 4 other than the management area 4 capable of outputting image data is designated, the image data is not output. In other words, when a third party who does not know the correspondence between the management area 4 capable of outputting image data and the printer 1 makes an output request, there is a mismatch. This can prevent output of image data due to unauthorized use.

  Upon receipt of the passage information from the gate 5, the passage recording unit 7 of the server 2 creates a passage record based on the passage information and records it in the history table. The history table is stored in the storage unit 6 or a nonvolatile memory. In the passing record, as shown in FIG. 4, the file name of the image data recorded on the recording medium, the user ID, the passing gate 5, and the passing date and time are recorded. Each time a recording medium and a user enter and exit, a passing record is created and the history table is updated.

  The passage recording unit 7 manages the current location of the recording medium. That is, it is determined whether the recording medium is in the management area or outside the management area according to the number of passes through the gate 5. Based on the result, the taking out flag is set. For example, if the number of passes is an odd number, the recording medium is outside the management area 4. At this time, the flag being taken out is set. If the number of passes is an even number, the recording medium is inside the management area 4. At this time, the accommodated flag is set. This location management is performed in units of management areas.

  The control unit 8 has a function of issuing a warning when passage information is input from the gate 5. As a warning, the administrator terminal device 3 is notified that the recording sheet output from the printer 1 has passed through the gate 5. Moreover, you may instruct | indicate to the gate 5 so that a warning sound may be emitted from the gate 5 as needed. Alternatively, if the gate 5 can be opened and closed, the gate 5 may be closed. By giving such a warning, it is possible to prevent the document data output from the printer 1 from being taken out of the management area 4.

  Here, the operation when outputting image data will be specifically described with reference to FIG. When the user wants to output image data, the user uses the client terminal device 3 to make an output request to the server 2. The terminal device 3 transmits the specified image data and information regarding the printer 1 to the server 2.

  The control unit 8 of the server 2 refers to the data management table and identifies a group corresponding to the designated image data. Then, with reference to the device management table, it is determined whether the group to which the printer 1 designated as the output destination belongs matches the specified group. If the coincidence is confirmed, it is next confirmed whether or not the gate 5 provided in the management area 4 to which the output destination printer 1 belongs is in an operating state. The control unit 8 communicates with the corresponding gate 5 and confirms the response from the gate 5. When there is a response, gate 5 is in operation. In this case, the control unit 8 determines that there is a correspondence relationship between the image data, the printer 1, and the gate 5.

  Upon confirming the correspondence, the server 2 transmits the designated image data and identification information to the output destination printer 1. When the printer 1 receives the image data, the printer 1 prints the image data on a recording sheet. At this time, an IC tag is attached to the recording sheet. Identification information is written in the IC tag. For example, in the case of document data, the identification information includes information such as a file name, a group, and an administrator.

  If the designated image data is not registered in the data management table, the server 2 transmits the image data to the output destination printer 1 without confirming the correspondence relationship. The printer 1 prints image data on a recording sheet and outputs it. Identification information relating to the image data is written on the IC tag attached to the recording sheet. For this image data, it is not necessary to write identification information on the IC tag.

  When the group to which the printer 1 designated as the output destination belongs does not match the group that can output image data, or when there is no response from the gate 5 and the gate 5 is not in the operating state, the control unit 8 of the server 2 It is determined that there is no corresponding relationship. The server 2 does not transmit the image data to the designated printer 1. Then, the server 2 notifies the terminal device 3 that requested the output of the error.

  As described above, even when the user is not near the printer 1, the image data can be output from the printer 1 in the specific management area 4, and the user can hold the recording sheet on which the image data is printed. Can be put.

  By the way, in the above, when there is a request for outputting image data, the operation state of the gate 5 is confirmed to determine whether or not there is a correspondence relationship between the three. Instead, the control unit 8 of the server 2 periodically checks the operation state of the gate 5 and records an output permission flag indicating the operation state of the gate 5 in the device management table. As shown in FIG. 6, an output permission flag is set in the device management table. “OK” indicates that the gate 5 is in an operating state, and “NG” indicates that the gate 5 is not in an operating state. Each time the server 2 confirms the operating state of the gate 5 at regular intervals, the output permission flag is updated.

  When the server 2 determines the correspondence between the three parties, the operating state of the gate 5 can be confirmed by checking the device management table. As a result, it is possible to save communication time between the server 2 and the gate 5, and shorten processing time until image data is output.

  In the management area 4, the recording sheet on which the image data is recorded can be browsed freely. In some cases, the user takes out the recording sheet from the management area 4 such as using the recording sheet in another room.

  As shown in FIG. 7, when a user with a recording sheet exits from the gate 5, the detection unit communicates with the IC tag of the recording sheet and the user's IC tag to read the identification information and the user information. The control unit of the gate 5 creates passage information based on the identification information and the user information, and transmits the passage information to the server 2.

  In the server 2, the passage recording unit 7 creates a passage record based on the passage information and records it in the history table. At this time, since the number of passages of the gate 5 is 1, the take-out flag is set during take-out. Further, the warning unit notifies the manager terminal device 3 that the image data has passed through the gate. In FIG. 7, S represents a recording sheet, T represents a recording sheet IC tag, and U represents a user IC tag.

  When the user having the same recording sheet returns to the management area 4, the user passes through the gate 5 again. Similar to when leaving the gate 5, the identification information and the user information are read, and the passage information is transmitted to the server 2. The passage recording unit 7 of the server 2 creates a passage record and records it in the history table. At this time, since the number of passages of the gate 5 is 2, the take-out flag is set to be accommodated. Further, when entering a different management area 4 in the same group, it passes through the gate 5 of the same group, so the passing recording unit 7 sets the take-out flag to accommodated.

  Here, in the passing recording for the same recording sheet, that is, the same image data, the take-out flag based on the latest location is always set. For this reason, the carry-out flag set in the previous passing record is deleted.

  If the user enters a different management area 4 instead of the same management area 4, the recording sheet is not returned because the passing gate 5 is the gate 5 belonging to a different management area 4. For this reason, the passage recording unit 7 keeps the carry-out flag for the image data being taken out.

  When a user different from the user who took out the recording sheet comes in with the recording sheet, the passing recording unit 7 indicates that the recording sheet has returned because the recording sheet has passed the gate 5 twice. Judgment and set the take-out flag to accommodated These passing records are reported to the terminal device 3 for the manager one by one. Further, when a user who does not have a user ID holds a recording sheet and enters and exits the gate 5, the server 2 immediately issues a warning. Alternatively, the gate 5 may be closed to restrict entry / exit.

  In this manner, since the entry / exit of the recording medium on which the image data is recorded in the management area 4 is recorded and managed each time, the current location of the recording medium becomes clear. And when a recording medium is taken out, the user who carried out can be specified and leakage of image data can be suppressed. Further, even if the whereabouts of the recording medium is lost, the movement of the recording medium can be tracked based on the passing recording. Therefore, it becomes possible to find the recording medium, which helps prevent the recording medium from being lost.

  FIG. 8 shows another form of image data management system. In this system, a host device 10 that manages the printer 1 and the gate 5 belonging to the management area 4 is provided. The host device 10 functions as a management device that manages the three parties in association with the management area. The server 2 functions as a file server that stores image data.

  A plurality of management areas 4 exist, and a host device 10 is installed in each management area 4. In the management area 4, a plurality of printers 1 are installed, and a plurality of gates 5 are provided. The printer 1 and the gate 5 are communicably connected to a host device 10 composed of a personal computer. The host device 10 is connected to a network and can communicate with the server 2 and the terminal device 3. Other configurations are the same as those of the image data management system.

  The host device 10 creates a device management table for the printer 1 and the gate 5 and stores the device management table in the storage unit of the own device. Each host device 10 creates a device management table in the management area 4 to which the host device 10 belongs. For example, the host device A1 has a device management table shown in FIG. 9A, and the host device A2 has a device management table shown in FIG. 9B.

  When the host device 10 periodically checks the operation state of the gate 5, the host device 10 in each management area 4 performs device management including an output permission flag as shown in FIGS. 10 (a) and 10 (b). Create a table.

  As shown in FIG. 11, the server 2 creates a host device management table related to the host device 10 in each management area 4. The host device management table is stored in the management table of the storage unit 6. The management table stores a data management table.

  Next, the operation when outputting image data in this system will be described with reference to FIG. The user uses the client terminal device 3 to make an output request to the server 2. The terminal device 3 transmits the specified image data and information regarding the printer 1 to the server 2.

  The server 2 refers to the data management table and identifies a group corresponding to the designated image data. Then, the host device 10 in each management area 4 constituting the group is inquired about the presence or absence of the correspondence relationship.

  In response to the inquiry from the server 2, the host device 10 confirms the presence of the printer 2 designated as the output destination and the operation state of the gate 5. The host device 10 refers to the device management table and checks whether the printer 1 exists. Also, it communicates with the gate 5 to check whether there is a response or to check the output permission flag of the device management table.

  When the host device 10 managing the corresponding printer 1 confirms that there is a correspondence relationship, the host device 10 replies to the server 2 that there is a correspondence relationship. On the other hand, the host device 10 that does not manage the corresponding printer 1 replies to the server 2 that there is no corresponding relationship. As a result, the correspondence between the three parties is confirmed, and the image data can be output.

  Upon receiving these responses, the server 2 transmits the designated image data and identification information to the host device 10 in the output destination management area 4. The host device 10 transmits image data and identification information to the printer 1. The printer 1 prints image data on a recording sheet and writes identification information on an IC tag.

  As described above, by providing the host device 10 as compared with the case where the server 2 performs centralized management, it is possible to easily cope with the case where the printer 1 and the gate 5 are added in the management area 4. When there are a plurality of printers 1 and gates 5 in one management area 4, the host device 10 manages them by communicating with them. When a change occurs in the management area 4 such that the printer 1 or the gate 5 increases or decreases, the host device 10 recognizes the change. And it can respond quickly by updating each table.

  When a user with a recording sheet enters and exits the gate 5, the host device 10 creates passage information based on the identification information and user information detected by the gate 5 and transmits it to the server 2. The passage recording unit 7 of the server 2 creates a passage record and records it in the history table. Alternatively, the host device 10 creates a passage record from the passage information and transmits the passage record to the server 2. In the server 2, the passage recording unit 7 records the passage record in the history table.

  As a result, the host device 10 can manage the entry and exit of the recording medium in its own management area. And the server 2 can grasp | ascertain the present location of a recording medium correctly by managing the passage record from each host apparatus 10 collectively.

  Although the management of the location of the recording medium is performed in units of the management area 4, if the management area 4 is in the group, the same image data can be output. Therefore, the passage recording unit 7 manages the location of the recording medium in units of groups. Even if a user who has a recording medium enters / exits the management area 4 in the group, the passing recording unit 7 sets the take-out flag during accommodation. When entering the management area 4 of another group, the passing recording unit 7 sets the take-out flag during take-out.

  In addition, this invention is not limited to the said embodiment, Of course, many corrections and changes can be added to the said embodiment within the scope of the present invention. A printer or a gate may function as a management device. Then, information relating to an output management area and an output device is added to the image data. This eliminates the need for a device management table and only manages image data.

  Instead of attaching an IC tag directly to a recording sheet, a container for storing a recording sheet such as a file or case with an IC tag is used. When outputting the image data, identification information is written in the IC tag of the container, and the user can carry out the recording sheet from the management area by carrying the container.

  Further, as a form of outputting image data from the output device, a portable recording medium such as a semiconductor memory, an optical disk, or a magnetic disk is used, and the image data is recorded on the recording medium. An IC tag is attached to this recording medium. Alternatively, the image data may be recorded in a communication terminal device that can perform data communication wirelessly, such as a mobile phone or a portable information terminal. The output device outputs identification information together with the image data to the communication terminal device. In these cases, the output device is an image processing device or a terminal device such as a personal computer, a portable information terminal, or a mobile phone.

  As a monitoring device, a camera such as a CCD camera, an infrared camera, or an X-ray camera is used to monitor the entrance / exit. A substance that emits ultraviolet rays, infrared rays, X-rays, or the like is added to a recording medium for recording image data or a container in which the recording medium is placed so that other objects can be identified.

  In addition, a transmitter is attached to the recording medium, a receiver is used as a monitoring device, and radio waves emitted from the transmitter are received by the receiver to monitor entry / exit from the management area. In this case, the range in which radio waves reach becomes the management area. Therefore, an area extending over a plurality of rooms can be set as a management area instead of a room unit. Furthermore, only a partial area in the room can be set as a management area.

The figure which shows schematic structure of the image data management system of this invention (A) The figure which shows an equipment management table, (b) The figure which shows a data management table Diagram showing how multiple management areas are grouped The figure which shows the history table which records the passage record Flow chart for printing image data Figure showing another device management table The figure which shows the operation of the monitoring device with respect to the entry and exit of the user who has the record sheet The figure which shows schematic structure of the image data management system of another form. The figure which shows the apparatus management table which each host apparatus installed in a different management area | region has. The figure which shows the other apparatus management table which each host apparatus installed in a different management area | region has. Figure showing the host device management table The figure which shows the communication procedure when outputting image data

Explanation of symbols

DESCRIPTION OF SYMBOLS 1 Printer 2 Server 3 Terminal device 4 Management area 5 Gate 6 Storage part 7 Passing recording part 8 Control part 10 Host apparatus

Claims (8)

An output device that outputs image data to a recording medium, a monitoring device that monitors the entry / exit of a recording medium in a management area in which the output device exists, and an image data, output device, and monitoring device are managed in association with the management area. And a management device that permits the output of the image data when there is a correspondence relationship between the three parties, and the management device records the entry / exit of the recording medium in which the image data is recorded in the management area. Management system. The image data management system according to claim 1, wherein the management device manages a current location of the recording medium. 3. The image data management system according to claim 2, wherein the management device determines whether the recording medium is being taken out or accommodated according to the number of times the recording medium has been taken in and out. 3. A group is formed by a plurality of management areas, image data can be output in the management area in the group, and the management apparatus manages the location of the recording medium in units of groups. Image data management system. 2. The image data management system according to claim 1, wherein the monitoring device detects a user who goes in and out with a recording medium, and the management device records the user who goes in and out. 2. A gate is provided at a doorway of a room forming a management area, and the gate serves as a monitoring device, and the monitoring device notifies when a recording medium on which image data is recorded passes through the doorway. Image data management system. The image data management system according to claim 6, wherein the monitoring device reads an IC tag attached to an object passing through the doorway and detects the passage of the object. The management device associates the three parties by setting image data that can be output in the management region, and the output devices and monitoring devices belonging to the management region, and records from the output device when there is a correspondence relationship between the three parties. 8. The image data output to a medium is permitted, and when there is no corresponding relationship between the three, the output of image data from the output device to the recording medium is prohibited. Image data management system.

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