JP2009076009A - Document management apparatus, document management system, document management method, document management program, and recording medium recording document management program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To improve processing efficiency and security of data by forbidding viewing of an outsider by encoding partially only information not to permit inspection to the outsider to maintain secrecy among the information included in (or, accompanying) document data. <P>SOLUTION: A key information detection part 101 extracts only character strings from documents obtained from the outside, and generates a whole statement data. The key information detection part 101 determines whether key information registered beforehand is included in the generated whole statement data or not. When the key information is included, an encoding-coding processing part 102 encodes only the key information. A bibliography information making part 104 generates bibliography information. A key information detection part 101 determines whether key information registered beforehand is included or not in the bibliography information. When the key information is included, the encoding-coding processing part 102 encodes only the key information. <P>COPYRIGHT: (C)2009,JPO&INPIT

Description

  The present invention relates to a document management apparatus, a document management system, a document management method, a document management program, and a recording medium on which a document management program is recorded, capable of performing a search while maintaining confidentiality of a document including confidential information.

  Conventionally, many document management systems for accumulating and managing attribute information of document data along with the document data have been proposed. Such a document management system provides a document search function, various operation functions of the searched document, and the like.

  In a conventional document management system, when a database is used as a recording medium for holding data, a database made by another company is often used. For this reason, there is a possibility that confidential document data may be leaked outside. In order to solve such problems, techniques for maintaining confidentiality of document data have been proposed (see, for example, Patent Documents 1 and 2).

JP 2002-278970 A JP 2006-209649 A

  FIG. 9 is a diagram for explaining the concept of a conventional document management system. FIG. 9 shows the functions of a conventional general document management system including the technique disclosed in the above-mentioned patent document. In the conventional document management system 901, the confidentiality of the document data can be maintained by encrypting and storing all the document data and information attached thereto in the database 902. However, when document data or the like is stored in the database 902 or when document data or the like stored in the database 902 is read, the entire document data needs to be encrypted (or decrypted) every time. However, there is a problem that the processing efficiency is low and the usability is poor.

  Further, additional information such as attribute information of the document data stored in the database together with the document data is not particularly encrypted. For this reason, the output log information 903 may also output information that should not be viewed by outsiders in order to maintain confidentiality.

  Information stored in the database 902 created by the document management system 901 can be referred to by a database manager outside the document management system 901 using the database management tool 904 dedicated to the database, so that the information can be kept confidential. There is a risk that information that should not be viewed by outsiders may be leaked outside through the administrator.

  In order to solve the above-described problems caused by the prior art, the present invention partially only includes information that is not permitted to be viewed by outsiders in order to maintain confidentiality, among information included in (or associated with) document data. Document management apparatus, document management system, document management method, document management program, and recording medium on which document management program is recorded, which is improved in data processing efficiency and safety by prohibiting browsing to outsiders by encryption The purpose is to provide.

  In order to solve the above-described problems and achieve the object, a document management apparatus according to the present invention includes a full-text data creation unit that extracts only a character string from an acquired document and creates full-text data, and is registered in advance in the full-text data. Key information detecting means for determining whether the key information is included, and encryption / decryption processing means for encrypting only the key information when the key information is included in the full-text data And storage means for storing full text data including encrypted information as document data.

  The document management apparatus according to the present invention further comprises bibliographic information creating means for creating bibliographic information from the document, and the key information detecting means is registered in advance in the bibliographic information created by the bibliographic information creating means. It is determined whether or not key information is included, and when the key information is included in the bibliographic information, the encryption / decryption processing means encrypts only the key information, and the storage means Bibliographic information including information encrypted by the encryption / decryption processing means is stored.

  The document management apparatus according to the present invention further comprises Role information analysis means for acquiring Role information from a person who tries to access from outside and analyzing the attribute thereof, and the encryption / decryption processing means includes the Role information. Document data or bibliographic information including encrypted information stored in the storage means is decrypted based on the analysis result of the analysis means.

  Further, the document management system according to the present invention includes a full-text data creation unit that extracts only a character string from an acquired document and creates full-text data, a bibliographic information creation unit that creates bibliographic information from the document, and the full-text data or the Key information detecting means for determining whether or not previously registered key information is included in the bibliographic information, and only the key information when the full text data or the bibliographic information includes the key information A document management apparatus comprising: an encryption / decryption processing means for encrypting the encrypted data; a preamble data storage means for storing the full-text data created by the full-text data creation means; and an encryption / decryption processing means Document data storage means for storing document data including encrypted information, and bibliographic information including information encrypted by the encryption / decryption processing means Characterized in that it is configured database and, by having the bibliographic information storage unit that, the.

  In the document management system according to the present invention, the document management apparatus includes Role information analysis means for acquiring Role information from a person who tries to access from outside and analyzing the attribute, and the encryption / decryption process The means is characterized in that the document data or the bibliographic information including the encrypted information stored in the database is decrypted based on the analysis result of the Role information analysis means.

  Further, the document management method according to the present invention includes a full text data creation step for creating only full text data by extracting only a character string from an acquired document, and key information detection for detecting whether the full text data includes key information. A process, an encryption processing step for encrypting only the key information when the full text data includes key information, and full text data including the information encrypted in the encryption processing step as document data And a document data storage step for storing the document data.

  The document management method according to the present invention includes a bibliographic information creation step of creating bibliographic information from the acquired document, a key information detection step of determining whether or not key information is included in the bibliographic information, When key information is included in the bibliographic information, an encryption processing step for encrypting only the key information, and a bibliographic information storage step for storing the bibliographic information including the information encrypted in the encryption processing step And.

  The document management method according to the present invention is based on a Role information acquisition step for acquiring Role information, a Role information analysis step for analyzing the acquired Role information, and an analysis result of the Role information analysis step. The bibliographic information decryption determining step for determining whether or not the bibliographic information stored in the document management method described is necessary, and the bibliographic information decryption determining step determines that the bibliographic information needs to be decrypted A bibliographic information decoding step for decoding the bibliographic information, and a document data decoding determining step for determining whether or not the stored document data needs to be decoded based on the analysis result of the Role information analyzing step. A document data decrypting step for decrypting the document data when the document data decryption determining step determines that the document data needs to be decrypted. Characterized in that was.

  The document management method according to the present invention includes a Role information acquisition step for acquiring Role information, a Role information analysis step for analyzing the acquired Role information, and a bibliography stored based on the analysis result of the Role information analysis step. A bibliographic information decryption determination step for determining whether or not information decryption is necessary, and a bibliography for decrypting the bibliographic information when the bibliographic information decryption determination step determines that decryption of the bibliographic information is necessary An information decoding step and a log information generation / output step for generating / outputting log information are provided.

  A document management program according to the present invention causes a computer to execute the document management method.

  A computer-readable recording medium according to the present invention stores the document management program.

  According to the present invention, out of information included in (or associated with) document data, only information that is not permitted to be viewed by outsiders for the purpose of maintaining confidentiality is partially encrypted, and viewing by outsiders is prohibited. As a result, the data processing efficiency and safety can be improved.

  Exemplary embodiments of a document management apparatus, a document management system, a document management method, a document management program, and a recording medium on which a document management program is recorded will be described below in detail with reference to the accompanying drawings.

(Embodiment 1)
(Functional configuration of document management device)
In the first embodiment, an example of a document management apparatus having a means for storing document data and bibliographic information is shown. The document management apparatus according to the first embodiment includes a key information detection unit, a Role information analysis unit, an encryption / decryption processing unit, a document data storage unit, a bibliographic information creation unit, and a bibliographic information storage unit. I have. Hereinafter, the document management apparatus according to the first embodiment will be described for each function.

  First, functions for registering document data will be described. FIG. 1 is a diagram for explaining functions at the time of document data registration in the document management apparatus according to the first embodiment. The document management apparatus 100 according to the first embodiment determines whether the acquired document data includes confidential information based on key information registered in advance by the user (or system administrator). This key information is composed of keywords that are prohibited from being disclosed to outsiders, and is registered in the key information detection unit 101.

  The key information detection unit 101 extracts only a character string from an externally acquired document and creates full text data. Then, the key information detection unit 101 determines whether or not key information registered in advance is included in the created full-text data. When the key information is included, the encryption / decryption processing unit 102 encrypts only the key information. Thereafter, the document management apparatus 100 stores a document including the encrypted key information in the document data storage unit 103 as document data.

  Next, the bibliographic information creation unit 104 creates bibliographic information from the document. Here, bibliographic information refers to attribute data (name, creator, registration date, update date, etc.) attached to (or added to) a document. Then, the key information detection unit 101 determines whether or not key information registered in advance is included in the bibliographic information. When the key information is included, the encryption / decryption processing unit 102 encrypts only the key information. Thereafter, the document management apparatus 100 stores the bibliographic information including the encrypted key information in the bibliographic information storage unit 105.

  As described above, in the document management apparatus according to the first embodiment, it is determined whether or not the full text data and bibliographic information include a keyword that matches key information registered in advance, and the keyword that matches the key information. And the like are encrypted by a predetermined method and registered as document data and bibliographic information including encrypted information. FIG. 2 is a diagram showing an outline of this processing. That is, FIG. 2 is a diagram for explaining the outline of the encryption process in the document management apparatus according to the first embodiment.

  Next, functions for distributing document data will be described. FIG. 3 is a diagram for explaining functions at the time of document data distribution in the document management apparatus 100 according to the first embodiment. In the document management apparatus according to the first embodiment, the Role information analysis unit 106 acquires Role information from a general user, a system administrator, or another system to be accessed from the outside. Then, the obtained Role information is analyzed to determine whether or not the document data including confidential information can be distributed.

  Here, if it is determined that the document data including confidential information can be distributed, the document management apparatus 100 converts the document data (or bibliographic information) into the document data storage unit 103 (or bibliographic information storage unit 105). ), Decrypted by the encryption / decryption processing unit 102, and then distributed. On the other hand, when it is determined that the document data including confidential information should not be distributed, the document management apparatus 100 transfers the document data (or bibliographic information) to the document data storage unit 103 (or bibliographic information storage unit 105). ) And is distributed as it is (that is, document data or bibliographic information including encrypted key information). By performing the processing as described above, confidential information is prevented from leaking to outsiders. Although not shown in FIG. 3, log information can be output by providing log information generation means similar to that of the prior art.

(Contents of document management device processing)
Next, processing of the document management apparatus according to the first embodiment will be described. Hereinafter, document data registration processing, bibliographic information registration processing, document data / bibliographic information distribution processing, and log output processing will be described.

  First, document data registration processing will be described. FIG. 4 is a flowchart showing a procedure of document data registration processing. In the flowchart of FIG. 4, first, full text data is created (step S401). Here, the key information detection unit 101 extracts only a character string from a document acquired from the outside, and creates full-text data. Next, it is detected whether or not key information is included in the full text data (step S402). This process is executed by the key information detection unit 101.

  When key information is included in the full text data in step S402 (step S402: Yes), only the key information is encrypted (step S403). This processing is executed by the encryption / decryption processing unit 102. Then, the document including the encrypted key information is stored as document data (step S404).

  On the other hand, if the key information is not included in the full-text data in step S402 (step S402: No), the acquired document is stored as document data as it is (step S404). The document data is stored in the document data storage unit 103.

  Next, bibliographic information registration processing will be described. FIG. 5 is a flowchart showing the procedure of the bibliographic information registration process. In the flowchart of FIG. 5, first, bibliographic information is created (step S501). Specifically, bibliographic information is created from the document acquired by the bibliographic information creation unit 104. Bibliographic information refers to attribute data (name, creator, registration date / time, update date / time, etc.) attached to (or added to) a document.

  Next, it is determined whether or not key information is included in the bibliographic information (step S502). This process is executed by the key information detection unit 101. If key information is included in the bibliographic information in step S502 (step S502: Yes), only the key information is encrypted (step S503). This processing is executed by the encryption / decryption processing unit 102. Then, the bibliographic information including the encrypted key information is stored (step S504). On the other hand, if the key information is not included in the bibliographic information in step S502 (step S502: No), the bibliographic information is stored as it is (step S504). The bibliographic information is stored in the bibliographic information storage unit 105.

  Next, document data / bibliographic information distribution processing will be described. FIG. 6 is a flowchart showing a procedure of document data / bibliographic information distribution processing. In the flowchart of FIG. 6, first, Role information is acquired (step S601). Subsequently, Role information is analyzed (step S602). Then, it is determined whether or not the bibliographic information needs to be decrypted (step S603). Here, whether or not the bibliographic information including confidential information needs to be decrypted from the analysis result of the Role information acquired from the general user, system administrator or other system that the Role information analysis unit 106 tries to access from the outside is determined. to decide.

  If the bibliographic information needs to be decrypted in step S603 (step S603: Yes), the corresponding bibliographic information is decrypted (step S604) and distributed (step S605). Specifically, the document management apparatus 100 reads out the corresponding bibliographic information from the bibliographic information storage unit 105, decrypts it in the encryption / decryption processing unit 102, and distributes it. On the other hand, if it is not necessary to decrypt the bibliographic information in step S603 (step S603: No), the corresponding bibliographic information is distributed without being decrypted (step S605). Specifically, the document management apparatus 100 reads out the corresponding bibliographic information from the bibliographic information storage unit 105 and distributes it as it is (that is, bibliographic information including encrypted key information).

  Next, it is determined whether or not the document data needs to be decrypted (step S606). Here, whether or not the document data including confidential information needs to be decrypted is determined from the analysis result of Role information acquired from the general user, system administrator, or other system that the Role information analysis unit 106 wants to access from the outside. to decide.

  If it is necessary to decrypt the document data in step S606 (step S606: Yes), the corresponding document data is decrypted (step S607) and distributed (step S608). Specifically, the document management apparatus 100 reads out the corresponding document data from the document data storage unit 103, decrypts it in the encryption / decryption processing unit 102, and distributes it. On the other hand, if it is not necessary to decrypt the document data in step S606 (step S606: No), the corresponding document data is distributed without being decrypted (step S608). Specifically, the document management apparatus 100 reads the corresponding document data from the document data storage unit 103 and distributes the document data as it is (that is, document data including encrypted key information).

  Lastly, log output processing will be described. FIG. 7 is a flowchart illustrating a procedure of log output processing. In the flowchart of FIG. 7, first, Role information is acquired (step S701). Subsequently, Role information is analyzed (step S702). Then, it is determined whether or not the bibliographic information needs to be decrypted (step S703). Here, the Role information analysis unit 106 analyzes Role information acquired from a system administrator to be accessed from the outside, and determines whether or not it is necessary to decrypt bibliographic information including confidential information.

  If the bibliographic information needs to be decrypted in step S703 (step S703: Yes), the corresponding bibliographic information is decrypted (step S704), and log information is generated and output (step S705). Specifically, the document management apparatus 100 reads out corresponding bibliographic information from the bibliographic information storage unit 105, decrypts it in the encryption / decryption processing unit 102, and then generates and outputs log information. On the other hand, when it is not necessary to decrypt the bibliographic information in step S703 (step S703: No), log information is generated and output without decrypting the corresponding bibliographic information (step S705). Specifically, the document management apparatus 100 reads out the corresponding bibliographic information from the bibliographic information storage unit 105, and generates and outputs log information based on the bibliographic information including the encrypted key information.

  As described above, in the document management apparatus according to the first embodiment, it is determined whether or not the document or bibliographic information includes confidential information with reference to a keyword that matches key information registered in advance. Thereafter, when it is determined that the document or bibliographic information includes confidential information, only the confidential information portion is encrypted and stored, not the entire data. By doing so, the encryption process can be simplified and the processing efficiency of document management can be improved as compared with the case where all data is encrypted.

  Further, when distributing documents and bibliographic information, complete documents and bibliographic information can be distributed by decrypting and distributing the encrypted confidential information part to the other party who may disclose the confidential information. On the other hand, leakage of confidential information can be prevented by distributing documents and bibliographic information including encrypted confidential information to a partner who does not permit disclosure of confidential information. The above processing is intended for all persons who access the document management apparatus regardless of whether they are general users or system administrators. The same applies to log output.

(Embodiment 2)
(Functional configuration of document management system)
In the second embodiment, an example of a document management system in which an apparatus that performs document management and means for storing document data to be managed, bibliographic information, and the like are configured separately will be described. Also in the second embodiment, whether or not the acquired document contains confidential information is determined based on key information registered in advance by the user (or system administrator). This key information is composed of keywords that are prohibited from being disclosed to outsiders.

  FIG. 8 is a diagram illustrating a functional configuration of the document management system according to the second embodiment. A document management system 800 according to the second embodiment includes a document management apparatus 810 and a database 820.

  The document management apparatus 810 includes a full text data creation module 811, a key information detection module 812, an encryption / decryption processing module 813, a bibliographic information creation module 814, a Role information analysis module 815, and a replacement module 816. I have. In addition, the database 820 includes a preamble data storage unit 821, a document data storage unit 822, and a bibliographic information storage unit 823.

  The full-text data creation module 811 creates full-text data by extracting only character strings from a document acquired from the outside. The full text data created here is stored in the previous text data storage unit 821 of the database 820. The key information detection module 812 determines whether or not key information registered in advance is included in the full text data. Here, if the key information is included in the full text data, the encryption / decryption processing module 813 performs encryption processing only on the key information. Then, this is stored as document data in the document data storage unit 822 of the database 820. The bibliographic information creation module 814 creates bibliographic information from the document. Bibliographic information refers to attribute data (name, creator, registration date, update date, etc.) attached to (or added to) a document. Then, the key information detection module 812 determines whether or not key information registered in advance is included in the bibliographic information created by the bibliographic information creation module 814. If the key information is included, the encryption / decryption processing module 813 encrypts only the key information. Then, it is stored in the bibliographic information storage unit 823 of the database 820 as bibliographic information.

  The Role information analysis module 815 acquires Role information from a general user, a system administrator, or another system that is to be accessed from the outside. Then, the acquired Role information is analyzed to determine whether or not the document data (bibliographic information) including confidential information can be distributed. If it is determined that the document data (bibliographic information) including confidential information can be distributed, the corresponding document data (or the bibliographic information storage unit 823) stored in the document data storage unit 822 is determined. The corresponding bibliographic information stored) is decrypted by the encryption / decryption processing module 813. Then, the replacement module 816 replaces the decrypted document data (or bibliographic information) with a predetermined document format. Thereafter, a document (or bibliographic information) replaced with a predetermined document format is distributed to a user who desires distribution (a person who is permitted to disclose confidential information) or the like. On the other hand, if it is determined that the document data (bibliographic information) including confidential information should not be distributed, the document remains encrypted without being decrypted. The replacement module 816 replaces the data (or bibliographic information) with a predetermined document format. Thereafter, the encrypted document (or bibliographic information) is distributed to a user who desires distribution (a person who is not permitted to disclose confidential information) or the like.

  In the document management system configured as described above, the same effect as that of the document management apparatus shown in the first embodiment can be obtained. That is, in the document management system according to the second embodiment, document data and bibliographic information related to the document data are encrypted. At that time, instead of encrypting all the information, whether to encrypt the information is determined based on whether or not the character string is included in the full-text data based on the key information designated by the user or the like. As a result, by encrypting only the portion of the document data / bibliographic information that is not desired to be disclosed to outsiders, it is possible to improve confidentiality and document management processing efficiency.

  As described above, according to the present invention, out of the information included in (or associated with) the document data, only the information that is not permitted to be viewed by outsiders for the sake of confidentiality is partially encrypted. By prohibiting browsing by the user, the data processing efficiency and safety can be improved.

  The document management method described in this embodiment can be realized by executing a program prepared in advance on a computer such as a personal computer or a workstation. This program is recorded on a computer-readable recording medium such as a hard disk, a flexible disk, a CD-ROM, an MO, and a DVD, and is executed by being read from the recording medium by the computer. Further, this program may be a transmission medium that can be distributed via a network such as the Internet.

  As described above, the document management device, the document management system, the document management method, the document management program, and the recording medium on which the document management program is recorded are useful for confidential document management. It is suitable when safety and efficient processing are required.

FIG. 6 is a diagram for explaining a function when registering document data in the document management apparatus according to the first embodiment; 6 is a diagram for explaining an outline of encryption processing in the document management apparatus according to Embodiment 1. FIG. FIG. 6 is a diagram for explaining a function at the time of document data distribution in the document management apparatus according to the first embodiment; It is a flowchart which shows the procedure of a document data registration process. It is a flowchart which shows the procedure of a bibliographic information registration process. It is a flowchart which shows the procedure of the delivery process of document data and bibliographic information. It is a flowchart which shows the procedure of a log output process. It is a figure which shows the functional structure of the document management system concerning Embodiment 2. FIG. It is a figure for demonstrating the concept of the conventional document management system.

Explanation of symbols

100,810 Document management apparatus 101 Key information detection unit 102 Encryption / decryption processing unit 103,822 Document data storage unit 104 Bibliographic information creation unit 105,823 Bibliographic information storage unit 106 Role information analysis unit 800 Document management system 811 Full text data Creation module 812 Key information detection module 813 Encryption / decryption processing module 814 Bibliographic information creation module 815 Role information analysis module 816 Replacement module 820 Database 821 Preamble data storage unit

Claims (11)

Full text data creation means for extracting only text strings from the acquired document and creating full text data;
Key information detection means for determining whether or not pre-registered key information is included in the full-text data;
An encryption / decryption processing means for encrypting only the key information when the key information is included in the full-text data;
Storage means for storing full-text data including encrypted information as document data;
A document management apparatus comprising: Bibliographic information creating means for creating bibliographic information from the document,
The key information detection means determines whether or not key information registered in advance is included in the bibliographic information created by the bibliographic information creation means,
When the key information is included in the bibliographic information, the encryption / decryption processing means encrypts only the key information,
The document management apparatus according to claim 1, wherein the storage unit stores bibliographic information including information encrypted by the encryption / decryption processing unit. Role information analysis means for acquiring Role information from a person trying to access from outside and analyzing its attributes,
The encryption / decryption processing means performs decryption of document data or bibliographic information including encrypted information stored in the storage means based on an analysis result of the Role information analysis means. The document management apparatus according to claim 1 or 2. Full text data creation means for extracting only text strings from the acquired document and creating full text data;
Bibliographic information creating means for creating bibliographic information from the document;
Key information detecting means for determining whether or not key information registered in advance is included in the full text data or the bibliographic information;
When the key information is included in the full-text data or the bibliographic information, encryption / decryption processing means for encrypting only the key information;
A document management device comprising:
Pretext data storage means for storing full text data created by the full text data creation means;
Document data storage means for storing document data including information encrypted by the encryption / decryption processing means;
Bibliographic information storage means for storing bibliographic information including information encrypted by the encryption / decryption processing means;
A database with
A document management system comprising: The document management device includes Role information analysis means for acquiring Role information from a person who tries to access from outside and analyzing the attribute thereof,
The encryption / decryption processing means decrypts document data or bibliographic information including encrypted information stored in a database based on an analysis result of the Role information analysis means. Item 5. The document management system according to Item 4. A full text data creation process that creates only full text data by extracting only character strings from the acquired document;
A key information detection step for detecting whether or not key information is included in the full text data;
An encryption processing step for encrypting only the key information when the full text data includes key information;
A document data storage step of storing, as document data, full-text data including the information encrypted in the encryption processing step;
A document management method comprising: A bibliographic information creation process for creating bibliographic information from the acquired document;
A key information detection step of determining whether key information is included in the bibliographic information;
When the bibliographic information includes key information, an encryption processing step of encrypting only the key information;
A bibliographic information storage step for storing bibliographic information including the information encrypted in the encryption processing step;
A document management method comprising: Role information acquisition process for acquiring Role information;
Role information analysis process for analyzing the acquired Role information;
A bibliographic information decoding determination step for determining whether or not it is necessary to decode the bibliographic information stored in the document management method according to claim 7, based on an analysis result of the Role information analysis step;
A bibliographic information decrypting step for decrypting the bibliographic information when it is determined that the bibliographic information needs to be decrypted by the bibliographic information decryption determining step;
A document data decryption determination step for determining whether or not it is necessary to decrypt the document data stored in the document management method according to claim 6 based on the analysis result of the Role information analysis step;
A document data decrypting step for decrypting the document data when it is determined that the document data decryption is necessary in the document data decryption determining step;
A document management method comprising: Role information acquisition process for acquiring Role information;
Role information analysis process for analyzing the acquired Role information;
A bibliographic information decoding determination step for determining whether or not it is necessary to decode the bibliographic information stored in the document management method according to claim 7, based on an analysis result of the Role information analysis step;
A bibliographic information decrypting step for decrypting the bibliographic information when it is determined that the bibliographic information needs to be decrypted by the bibliographic information decryption determining step;
Log information generation / output process to generate / output log information,
A document management method comprising:   A document management program for causing a computer to execute the document management method according to claim 6.   A computer-readable recording medium on which the document management program according to claim 10 is recorded.

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