JP2009193487A - Document arranging system, document arranging method, and document-arranging program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document arranging system which manages not only an electronically displayed cabinet but also electronic documents, as in the case of a real cabinet, and reduces a management load when a document is revised. <P>SOLUTION: A code-generating means 505 generates plural pieces of code information which correspond to electronic documents on one-to-one basis. A document information registering means 506 makes a document information storage means 503 store the code information concerned in association with the electronic document identification information on the electronic documents, and also makes the document information storage means 503 store information relative to the electronic documents in association with the electronic document identification information on the electronic documents when the information relative to the electronic documents is input. Then, when code information on two electronic documents is input, the document information registering means makes the document information storage means 503 store information relative to one electronic document corresponding to one piece of code information as information relative to the other electronic document corresponding to the other piece of code information. <P>COPYRIGHT: (C)2009,JPO&INPIT

Description

  The present invention relates to a document organizing system, a document organizing method, and a document organizing program, and is an electronic cabinet that is displayed as an image imitating a physical cabinet that stores a paper document. The present invention also relates to a document organization system, a document organization method, and a document organization program.

  Various systems used for organizing documents have been proposed. For example, Patent Document 1 adds collation information such as a digital watermark to an electronic document generated from a paper document, generates management information for managing the electronic document, and manages the management information and the electronic document respectively. A system for storing documents by storing them in a DB is described.

  Further, for example, in Patent Document 2, a storage location of a paper document is identified from the electronic document by associating the storage location of the paper document with the electronic document, and a barcode is embedded in the paper document. Describes a document management system that specifies an electronic document and a position where the electronic document is stored.

Further, for example, in Patent Document 3, identification information is added to each cabinet shelf and material for storing the material, and based on the identification information, the material information related to the material and the position information indicating the storage position are associated and managed. An article management support system stored in a database is described.
JP 2004-310463 A JP 2006-309282 A JP 2002-128218 A

  When storing paper documents, if the amount of paper documents becomes enormous, much time and effort must be expended to find a desired paper document. Although it is conceivable that the storage location of the paper document can be grasped using the RF tag, a large-scale system is required to realize it, and a large cost is required.

  In Patent Document 3 and the like, the information processing apparatus visually displays an image of a cabinet corresponding to an actual cabinet storing paper documents, and when a position in the image is designated, an electronic document stored at that position is output. To do. The contents of the document can be confirmed by the cabinet displayed as an image.

  However, when a paper document is digitized, related information may be added to the electronic document. In addition, paper documents may be revised. When a paper document is revised and a new paper document is created, when registering the electronic document of the paper document, if you enter the related information again to transfer the related information before the revision, Will increase the burden.

  Therefore, the present invention can manage an electronic document together with an electronically displayed cabinet, as well as an actual cabinet, and can reduce a management burden at the time of document revision. An object is to provide a method and a document organization program.

  The document organization system of the present invention stores cabinet information storage means for storing cabinet information indicating an electronic cabinet displayed as an image, imitating a physical cabinet for storing paper documents, and stores electronic documents obtained by digitizing paper documents. Electronic document storage means, document information storage means for storing information associated with the electronic document, positional relationship storage means for storing positional relationship information indicating the relationship between the electronic document and the position in the electronic cabinet, and electronic document And the electronic document identification information of the electronic document, code generation means for generating code information corresponding to the electronic document on a one-to-one basis, code information generated by the code generation means, and electronic information of the electronic document The document identification information is stored in association with the document identification information, and when the relevant information of the electronic document is input, the relevant information is stored. A document information registration unit that stores information in the document information storage unit in association with electronic document identification information of the electronic document, a code printing unit that prints code information, and the cabinet information and the positional relationship information. Image data output means for outputting image data of the electronic cabinet for storing the electronic data, and electronic document output means for outputting an electronic document corresponding to a designated position in the image of the electronic cabinet. When the code information of one electronic document is input, the related information of the electronic document corresponding to one code information is used as the related information of the electronic document corresponding to the other code information, and the electronic document corresponding to the other code information The document information is stored in association with the electronic document identification information.

  The document organizing method of the present invention stores cabinet information storage means for storing cabinet information indicating an electronic cabinet displayed as an image, imitating a physical cabinet for storing paper documents, and stores electronic documents obtained by digitizing paper documents. Using the electronic document storage means, the document information storage means for storing information associated with the electronic document, and the positional relationship storage means for storing positional relationship information indicating the relationship between the electronic document and the position in the electronic cabinet An arrangement method for generating code information corresponding to an electronic document on a one-to-one basis when an electronic document and electronic document identification information of the electronic document are input, and generating the generated code information and the electronic document of the electronic document The identification information is associated and stored in the document information storage means, and when the relevant information of the electronic document is input, the relevant information is stored in the electronic information. The code information is printed in association with the electronic document identification information of the document, and the code information is printed. When the code information of the two electronic documents is input, the related information of the electronic document corresponding to one of the code information is And the related information of the electronic document corresponding to the other code information is stored in the document information storage means in association with the electronic document identification information of the electronic document corresponding to the other code information, and the cabinet information and the positional relationship information And outputting image data of an electronic cabinet for storing the electronic document, and outputting an electronic document corresponding to a designated position in the image of the electronic cabinet.

  A document organizing program according to the present invention stores cabinet information storage means for storing cabinet information indicating an electronic cabinet displayed as an image simulating a physical cabinet for storing paper documents, and stores electronic documents obtained by digitizing paper documents. A computer comprising: electronic document storage means for storing; document information storage means for storing information associated with the electronic document; and positional relationship storage means for storing positional relationship information indicating a relationship between the electronic document and a position in the electronic cabinet. A code generation process for generating code information corresponding to an electronic document on a one-to-one basis when an electronic document and electronic document identification information of the electronic document are input to the computer The code information generated by the code generation process is associated with the electronic document identification information of the electronic document. Document information registration process, code for storing in the document information storage means, and when the related information of the electronic document is input, the related information is stored in the document information storage means in association with the electronic document identification information of the electronic document Code printing processing for printing information, image data output processing for outputting image data of an electronic cabinet for storing an electronic document by the cabinet information and the positional relationship information, an electronic device according to a designated position in an image of the electronic cabinet When electronic document output processing for outputting a document and code information of two electronic documents are input, related information of an electronic document corresponding to one code information is used as related information of an electronic document corresponding to the other code information. The document information is stored in the document information storage means in association with the electronic document identification information of the electronic document corresponding to the other code information. Characterized in that to execute the communication information update process.

  According to the present invention, an electronic document can be managed together with an electronically displayed cabinet in the same way as an actual cabinet, and the management burden at the time of document revision can be reduced.

Hereinafter, embodiments of the present invention will be described with reference to the drawings.
FIG. 1 is an explanatory diagram schematically showing a document organization system of the present invention, and FIG. 2 is a block diagram showing an example of the configuration of the document organization system of the present invention. The document organization system of the present invention includes a document management server 10, an information providing server 20, a scanner 30, a code printer 40, a code reader 50, a management terminal 60, and an operation terminal 70. The document management server 10, the information providing server 20, the scanner 30, the code printer 40, the code reader 50, the management terminal 60, and the operation terminal 70 are connected via a communication network. Alternatively, it may be directly connected. For example, the scanner 30, code printer 40, and code reader 50 may be directly connected to the document management server 10. The management terminal 60 and the operation terminal 70 are each provided with a code reader 80.

  The document management server 10 manages an electronic cabinet that is displayed as an image simulating a physical cabinet that stores a paper document, and an electronic document obtained by digitizing a paper document. In addition, electronic documents are grouped in the same manner as paper documents are bound to a physical binder. This group is called an electronic binder. The document management server 10 also manages electronic binders.

  The information providing server 20 relays information exchanged between the management terminal 60 and the operation terminal 70 and the document management server 10. Further, the information providing server 20 generates visual information (image data) indicating a state in which the electronic document is stored in the electronic cabinet based on the information held by the document management server 10, and outputs the visual information to the operation terminal 70. This image data may also be output to the management terminal 60.

  The scanner 30 reads a paper document, converts it into an electronic document, and transmits it to the document management server 10.

  As will be described later, the document management server 10 generates code information to be attached to each position of each shelf in the paper document, the physical binder, and the physical cabinet. The code printer 50 prints each piece of code information generated by the document management server 10. The code information is different for each position of the paper document, the physical binder, and the physical cabinet. The code information is, for example, a two-dimensional code, but may be code information other than the two-dimensional code.

  The code reader 50 reads the code information attached to each position of each shelf in the paper document, the physical binder, and the physical cabinet, and transmits the read code information to the document management server 10.

  The management terminal 60 adds instructions to add, change, or delete various information (electronic document information, electronic binder information, electronic cabinet information, etc.) managed by the document management server 10. Send to.

  The operation terminal 70 displays an image generated by the information providing server 20. Further, the operation terminal 70 requests the electronic document from the document management server 10 in accordance with a user operation and displays the electronic document.

  The code reader 80 provided in the management terminal 60 and the code reader 80 provided in the operation terminal 70 read the code information attached to each position of each shelf of the paper document, the physical binder, and the physical cabinet, respectively.

  In addition, the document management server 10 includes an information input unit 11, an information output unit 12, a shelf information processing unit 110, a binder information processing unit 120, a document information processing unit 130, a related information processing unit 140, and a code generation Section 150, code printing instruction section 160, expiration date management section 170, warning transmission section 180, cabinet information processing section 190, shelf information table 210, binder information table 220, document information table 230, document The storage unit 240 includes a shelf-binder table 250, a binder-document table 260, a person-in-charge table 270, a department-in-charge table 280, a cabinet configuration table 290, and a cabinet table 295.

  The information input unit 11 is an interface that receives information and commands transmitted from the management terminal 60, the operation terminal 70, the scanner 30, and the code reader 50 to the document management server 10. These information and commands are transmitted to the document management server 10 via the information providing server 20.

  The information output unit 12 is an interface that transmits information managed by the document management server 10 to the information providing server 20, the operation terminal 70, the management terminal 60, and the code printer 40.

  The shelf information table 210 is a storage unit that stores information representing the shelves in the cabinet. For example, the shelf information table 210 stores information in which a shelf code, a cabinet ID, a shelf location ID, and a shelf position ID are associated with each other. FIG. 3 is an explanatory diagram illustrating an example of information stored in the shelf information table 210. Moreover, FIG. 4 is explanatory drawing showing a shelf place and a shelf position. Each physical cabinet is assigned a cabinet ID. The physical cabinet has one or a plurality of stages, and each stage is divided into one place or a plurality of places. The separated place is called a shelf place. The shelf location ID is identification information for identifying each location on each level. For example, in the example shown in FIG. 4, the cabinet with the cabinet ID “001” has three levels, and each level is divided into two levels. A shelf location ID “004” is assigned to the location on the right side of the top row. In the following description, each position in the shelf location is referred to as a shelf position. Each shelf position is given a shelf position ID. In addition, a shelf code that is code information corresponding to each shelf position (in other words, each position in each shelf in the cabinet) is generated. The shelf code 310 generated for each shelf position is attached to the shelf position (see FIG. 4).

  The cabinet configuration table 290 is storage means for storing information indicating the arrangement of shelf locations in the electronic cabinet. FIG. 5 is an explanatory diagram illustrating an example of information stored in the cabinet configuration table 290. The cabinet configuration table 290 stores, for example, a cabinet configuration ID, a shelf position, a shelf row position, a shelf location ID, and the number of shelf positions in association with each other. These sets of information indicate the arrangement of one shelf place. The shelf position represents the number of steps from the top (or bottom) of the cabinet. The shelf row position represents the number of the shelf location from the left (or right) of the cabinet. The number of shelf positions represents the number of shelf positions (see FIG. 4) in the shelf location. The cabinet configuration ID is identification information for identifying a set of a shelf position, a shelf row position, a shelf location ID, and the number of shelf positions.

  The cabinet table 295 is storage means for storing a cabinet ID and a cabinet configuration ID in association with each other. FIG. 6 is an explanatory diagram illustrating an example of information stored in the cabinet table 295. A set of cabinet configuration IDs corresponding to a common cabinet ID represents an arrangement of each shelf place (shelf position, shelf row position, shelf place ID, and number of shelf positions) in the same cabinet.

  The cabinet ID is common in the physical cabinet and the electronic cabinet that are paired. Further, the shelf location ID is common to the physical shelf location and the corresponding shelf location in the electronic cabinet. Similarly, the shelf position ID is common to the physical shelf position and the corresponding shelf position in the electronic cabinet.

  Based on the information stored in the cabinet configuration table 290 and the information stored in the cabinet table 295, the arrangement of each shelf location of each cabinet can be specified. It can be said that the information stored in the cabinet configuration table 290 and the information stored in the cabinet table 295 represent the configuration of the electronic cabinet.

  The binder information table 220 is a storage unit that stores information representing a binder. FIG. 7 is an explanatory diagram illustrating an example of information stored in the binder information table 220. For example, as illustrated in FIG. 7, the binder information table 220 stores a binder code, a binder ID, and a binder name in association with each other. The binder ID is identification information for identifying the binder, and the binder name is the name of each binder. The binder code is code information corresponding to each binder one to one. Note that the binder code, the binder ID, and the binder name are common in the physical binder and the electronic binder to be paired.

  The document information table 230 is a storage unit that stores a document code and document attribute information together with a document ID of an electronic document. FIG. 8 is an explanatory diagram illustrating an example of information stored in the document information table 230. For example, as shown in FIG. 8, the document information table 230 associates a document code, a document ID, a document name, a related document ID, a person-in-charge ID, a department ID in charge, and an expiration date of the document. And remember. The document ID is identification information for identifying the document, and the document name is the name of the document. Note that the document ID and the document name are common in the paper document and the electronic document that are paired. The related document ID is a document ID of a related document. The person-in-charge ID is identification information of a person in charge (for example, a document creator), and the department-in-charge ID is identification information of an administrator of the department in charge. The expiration date is the expiration date of the electronic document and the paper document corresponding to the electronic document. There may be no related document ID, person-in-charge ID, department-in-charge ID, and expiration date.

  The document storage unit 240 is a storage unit that stores an electronic document.

  The shelf-binder table 250 is a storage unit that stores information indicating a correspondence relationship between a binder and a shelf position where the binder is stored. FIG. 9 is an explanatory diagram illustrating an example of information stored in the shelf-binder table 250. The shelf-binder table 250 stores the binder specified by the binder ID in the shelf position specified by the shelf position ID by storing the shelf position ID and the binder ID in association with each other as shown in FIG. Is held.

  The binder-document table 260 is a storage unit that stores information indicating a correspondence relationship between a document and a binder binding the document. FIG. 10 is an explanatory diagram illustrating an example of information stored in the binder-document table 260. As shown in FIG. 10, the binder-document table 260 stores the binder ID and the document ID in association with each other so that the document specified by the document ID is bound to the binder specified by the binder ID. Holding.

  The person-in-charge table 270 is a storage unit that stores information on a person in charge of a document. FIG. 11 is an explanatory diagram illustrating an example of information stored in the person-in-charge table 270. For example, as shown in FIG. 11, the person-in-charge table 270 stores a person-in-charge ID, a person-in-charge name, and a contact information of the person-in-charge in association with each other. The contact address is address information that becomes a transmission destination when the document management server 10 transmits information (for example, a warning) to the operation terminal.

  The department in charge table 280 is a storage unit that stores information on the manager of the department in charge. FIG. 12 is an explanatory diagram illustrating an example of information stored in the department in charge table 280. For example, as shown in FIG. 12, the assigned department table 280 stores the assigned department ID, the assigned department name, and the assigned person ID in association with each other. Further, the contact information of the manager of the department in charge (for example, address information that becomes a transmission destination at the time of sending a warning) may be stored in association with the department ID in charge.

  The shelf information processing unit 110 manages information stored in the shelf information table 210. Here, management means adding new information and updating and deleting information that already exists, but processing other than addition, update, and deletion may be performed.

  The cabinet information processing unit 190 manages information stored in the cabinet configuration table 290 and information stored in the cabinet table 295.

  The binder information processing unit 120 manages information stored in the binder information table 220.

  The document information processing unit 130 manages information stored in the document information table 230. In addition, the electronic document stored in the document storage unit 240 is managed. For example, when an electronic document generated by the scanner 30 is received, the electronic document is stored in the document storage unit 240.

  The related information processing unit 140 manages information stored in the shelf-binder table 250 and information stored in the binder-document table 260.

  Information that instructs the shelf information processing unit 110, the binder information processing unit 120, the document information processing unit 130, and the related information processing unit 140 to perform processing is transmitted from the management terminal 60 and the operation terminal 70 as code information. FIG. 13 shows an example of code information serving as a command for the document management server 10. As code information serving as an instruction to the document management server 10, there are a cabinet discard code, a binder confirmation code, a binder discard code, a document confirmation code, and a document discard code. The cabinet discard code is code information for instructing deletion of the cabinet configuration ID corresponding to the designated cabinet ID and the information (see FIGS. 6 and 5) corresponding to the cabinet configuration ID. The binder discard code is code information for instructing to delete information on the designated binder from the binder-document table. The document discard code is code information for instructing to delete the information of the designated document from the document information table 230, the document storage unit 240, and the binder-document table 260. The binder confirmation code and the document confirmation code are code information for instructing output (presentation) of the arrangement positions of the binder and the document. Code information (each code illustrated in FIG. 13) serving as a command for the document management server 10 is prepared in advance as, for example, a two-dimensional code.

  The code information generation unit 150 generates code information corresponding to each shelf position, each binder, and each document on a one-to-one basis. The code print instruction unit 160 causes the code printer 40 to print the code information generated by the code information generation unit 150.

  The expiration date management unit 170 measures time and compares the current time (for example, date, date and time) with the expiration date of the document stored in the document information table 230 (see FIG. 8). When the current time is a certain time before the expiration date or when the expiration date has expired, a warning is transmitted to the operation terminal 70 of the person in charge of the person in charge.

  The warning transmission unit 180 transmits a warning to a notification destination corresponding to the electronic document on condition that the electronic document has reached a certain period before the expiration date. The notification destination corresponding to the electronic document is the contact information (see FIG. 11) of the person in charge of the electronic document.

  The information providing server 20 includes an information input unit 21 and a visual information generation unit 22. The information input unit 21 relays information exchanged between the management terminal 60 and the operation terminal 70 and the document management server 10.

  The visual information generation unit 22 stores electronic documents in the electronic cabinet based on information stored in the cabinet configuration table 290, the cabinet table 295, the shelf-binder table 250, the binder-document table 260, and the like. Image data representing the state is generated, and an image of the electronic cabinet is displayed on the operation terminal 70. FIG. 14 is an explanatory diagram illustrating an example of an image of an electronic cabinet. The visual information generation unit 22 receives the information stored in the cabinet configuration table 290 and the information stored in the cabinet table 295 from the document management server 10 and receives the shelf corresponding to the “cabinet configuration ID corresponding to the common cabinet ID”. The maximum value of the position is the number of steps of the electronic cabinet. Further, the maximum value of the shelf row position corresponding to the cabinet configuration ID is set as the number of shelf locations in each stage. Then, image data of an electronic cabinet having the number of shelf locations determined from the maximum value of the shelf row position is generated in each level of the number determined from the maximum value of the shelf position. For example, if the maximum value of the shelf position corresponding to “a cabinet configuration ID corresponding to a certain common cabinet ID” is 3 and the maximum value of the shelf row position is 2, there are 3 levels, and each level is 2 The image data of the electronic cabinet divided into two shelf locations is generated.

  Further, the visual information generation unit 22 receives information stored in the shelf information table 210 and the shelf-binder table 250 from the document management server 10. Then, it is determined whether there is a binder ID associated with the shelf location ID stored in the cabinet configuration table 290 via the shelf position ID. If such a binder ID exists, image data in which the binder image 90 is arranged at the shelf position in the image is generated (see FIG. 14). Therefore, in the image of the electronic cabinet shown in FIG. 14, the position where the binder image 90 is displayed corresponds to the position where the binder binding the document actually exists.

  Shelf information processing unit 110, binder information processing unit 120, document information processing unit 130, relation information processing unit 140, code generation unit 150, code print instruction unit 160, expiration date management unit 170, warning transmission unit 180, and cabinet information processing The unit 190 is realized by a CPU that operates according to a program, for example. The document storage unit 240 and the tables 210, 220, 230, 250, 260, 270, 280, 290, and 295 are realized by a storage device included in the computer.

  The information input unit 21 and the visual information generation unit 22 included in the information providing server 21 are also realized by a CPU that operates according to a program, for example. The document management server 10 and the information providing server 21 are realized by the same computer, and the shelf information processing unit 110, the binder information processing unit 120, the document information processing unit 130, the related information processing unit 140, the code generation unit 150, and the code printing instruction unit 160, the expiration date management unit 170, the warning transmission unit 180, the cabinet information processing unit 190, the information input unit 21, and the visual information generation unit 22 may be realized by the same CPU.

  Next, the operation will be described. In the following description, a case where the code information is a two-dimensional code will be described as an example. However, the code information may not be a two-dimensional code.

  First, an operation for registering information in the shelf information table 220 will be described. FIG. 15 is an explanatory diagram showing an operation for registering information in the shelf information table 220. The management terminal 60 receives a cabinet ID assigned to a physical cabinet, a shelf location ID of the cabinet, and a shelf location ID at the shelf location by an administrator who organizes documents. The management terminal 60 transmits the set of the input cabinet ID, shelf location ID, and shelf location ID to the document management server 10 via the information providing server 20 (step S1).

  When the information input unit 21 of the information providing server 20 receives each ID transmitted in step S <b> 1, the information input unit 21 transmits each ID to the document management server 10. That is, each ID transmitted in step S1 is relayed to the document management server 10 (step S2). The information input unit 11 of the document management server 10 receives each ID from the information providing server 20 (step S3).

  The information input unit 11 of the document management server 10 sends each received ID to the shelf information processing unit 110, and the shelf information processing unit 110 acquires a set of the cabinet ID, the shelf location ID, and the shelf position ID (step). S4).

  Then, the shelf information processing unit 110 causes the code generation unit 150 to generate a unique two-dimensional code for each shelf position ID (step S5). This two-dimensional code is a shelf code.

  The code print instruction unit 160 causes the code printer 40 to print the shelf code generated by the code generation unit 150 (step S7). The printed shelf code is affixed to the corresponding physical cabinet shelf position.

  Further, the shelf information processing unit 110 stores the set of the acquired shelf location ID and the shelf position ID in the shelf information management table 210 in association with the shelf code generated by the code generation unit 150.

  Next, an operation for registering information in the cabinet configuration table 290 will be described. FIG. 16 is an explanatory diagram showing an operation for registering information in the cabinet configuration table 290. The management terminal 60 receives the cabinet configuration ID, shelf position, shelf row position, shelf location ID, and shelf position number by the administrator. The management terminal 60 transmits the set of the input cabinet configuration ID, shelf position, shelf row position, shelf location ID, and number of shelf positions to the document management server 10 via the information providing server 20 (step S201). .

  When receiving the information transmitted in step S201, the information input unit 21 of the information providing server 20 transmits (that is, relays) the information to the document management server 10 (step S202). The information input unit 11 of the document management server 10 receives the information from the information providing server 20 (step S203). The information input unit 11 sends the received information to the cabinet information processing unit 190, and the cabinet information processing unit 190 acquires a set of the cabinet configuration ID, shelf position, shelf row position, shelf location ID, and number of shelf positions. (Step S204). The cabinet information processing unit 190 stores the cabinet configuration ID, the shelf position, the shelf row position, the shelf location ID, and the number of shelf positions in association with each other in the cabinet configuration table 290 (step S205).

  Next, an operation for registering information in the cabinet table 295 will be described. FIG. 17 is an explanatory diagram showing an operation of registering information in the cabinet table. The management terminal 60 receives a cabinet ID and a cabinet configuration ID from the administrator. At this time, the cabinet ID of the physical cabinet having the shelf location represented by the cabinet configuration ID and the like input in step S201 (see FIG. 16) and the cabinet configuration ID are input. The management terminal 60 transmits the input cabinet ID and cabinet configuration ID to the document management server 10 via the information providing server 20 (step S211).

  When receiving the cabinet ID and cabinet configuration ID transmitted in step S211, the information input unit 21 of the information providing server 20 transmits (that is, relays) each ID to the document management server 10 (step S212). The information input unit 11 of the document management server 10 receives each ID from the information providing server 20 (step S213). The information input unit 11 sends each received ID to the cabinet information processing unit 190, and the cabinet information processing unit 190 acquires the cabinet ID and cabinet configuration ID (step S214). The cabinet information processing unit 190 stores the cabinet ID and the cabinet configuration ID in association with each other in the cabinet table 295 (step S215). Similarly, the shelf information processing unit 110 may acquire the cabinet ID and cabinet configuration ID from the information input unit 11 and store them in the shelf table 210 (steps S216 and S217).

  Next, an operation for registering information in the binder information table 220 will be described. FIG. 18 is an explanatory diagram showing an operation of registering information in the binder information table 220. The management terminal 60 receives the binder ID and binder name input by the administrator, and transmits the binder ID and the like to the document management server 10 via the information providing server 20 (step S11).

  The information input unit 21 of the information providing server 20 relays each piece of information transmitted in step S11 to the document management server 10 (step S12). The information input unit 11 of the document management server 10 receives the binder ID and the binder name (step S13). The information input unit 11 of the document management server 10 sends the binder ID and the binder name to the binder information processing unit 120, and the binder information processing unit 120 acquires the binder ID and the like (step S14).

  Then, the binder information processing unit 120 causes the code generation unit 150 to generate a two-dimensional code that has a one-to-one correspondence with the binder ID (step S15). This two-dimensional code is a binder code. The code print instruction unit 160 causes the code printer 40 to print the binder code generated by the code generation unit 150 (step S16). FIG. 19 is an explanatory diagram illustrating a state where a binder code is attached to a physical binder. The binder code 320 printed in step S16 is affixed to a part of the binder as shown in FIG.

  Further, the binder information processing unit 120 associates the acquired binder ID and binder name with the binder code generated by the code generation unit 150 and stores them in the binder information table 210.

  Next, an operation for registering information in the shelf-binder table 250 will be described. This operation is an operation of registering the correspondence between the shelf position and the binder arranged at the position. FIG. 20 is an explanatory diagram showing an operation for registering information in the shelf-binder table 250. The code reader 50 is operated to read the binder code affixed to the physical binder, and transmits the read binder code to the document management server 10 (step S21). The information input unit 11 of the document management server 10 receives the binder code (step S22).

  Similarly, the code reader 50 is operated to read the shelf code attached to the shelf position where the physical binder is stored, and transmits the read shelf code to the document management server 10 (step S23). The information input unit 11 receives the shelf code (step S24). The administrator stores the physical binder at the shelf position.

  When the information input unit 11 receives the binder code and the shelf code in steps S22 and S24, the information input unit 11 sends the binder code and the shelf code to the related information processing unit 140, and the related information processing unit 140 acquires each code (step S25). . Then, the related information processing unit 140 reads the binder ID corresponding to the binder code from the binder information table 220, reads the shelf position ID corresponding to the shelf code from the shelf information management table 210, and sets the binder ID and the shelf position ID. The data are stored in the shelf-binder table 250 in association with each other (step S26). As a result, the correspondence between the physical binder and the shelf position is held in the shelf-binder table 250.

  Next, the information update operation of the shelf-binder table 250 will be described. FIG. 21 is an explanatory diagram showing an information update operation of the shelf-binder table 250. Even when the physical binder is moved to another shelf position, the code reader 50 is operated so as to read the binder code of the physical binder and the shelf code of the moved shelf position. The operations from when the code reader 50 reads the binder code and the shelf code to when the related information processing unit 140 acquires the respective codes are the same as steps S21 to S25 shown in FIG. Since the binder ID and the shelf position ID of the shelf position before the movement are associated with each other in the shelf-binder table 250, the related information processing unit 140 assigns the binder ID corresponding to the acquired binder code to the binder information table 220. The shelf position ID corresponding to the acquired shelf code is read from the shelf information management table 210, and the binder ID and the shelf position ID are associated with each other and overwritten on the shelf-binder table 250 (step S36). As a result, the information stored in the shelf-binder table 250 is updated.

  Next, the document registration operation will be described. FIG. 22 is an explanatory diagram showing the document registration operation. The scanner 30 reads a paper document, generates an electronic document, and transmits it to the document management server 10 (step S41). The management terminal 60 receives a document ID and a document name from the administrator. Further, the document ID (related document ID) of the document related to the document may be input together. The management terminal 60 transmits information such as the document ID to the document management server 10 via the information providing server 20.

  The information input unit 11 receives the electronic document, the document ID, the document name, and the like and sends them to the document information processing unit 130 (step S42). When the document information processing unit 130 acquires the information (step S43), the document information processing unit 130 causes the code generation unit 150 to generate a two-dimensional code corresponding to the electronic document (step S44). This two-dimensional code is a document code. The code print instruction unit 160 causes the code printer 40 to print the document code generated by the code generation unit 150 (step S45). FIG. 23 is an explanatory diagram showing a state where a document code is pasted on a paper document. The printed document code 330 is attached to a part of the binder as shown in FIG.

  Further, the document information processing unit 130 associates the document code generated by the code generation unit 150 with the acquired document ID, document name, etc., and stores them in the document information table 230 (step S46). Further, the acquired document ID and the electronic document are associated with each other and stored in the document storage unit 240 (step S47).

  Next, an operation for registering information in the binder-document table 260 will be described. This operation is an operation for registering a correspondence relationship between a binder and a document bound to the binder. FIG. 24 is an explanatory diagram showing an operation for registering information in the binder-document table 260. The code reader 50 is operated to read the document code attached to the paper document, and transmits the read document code to the document management server 10 (step S51). The information input unit 11 of the document management server 10 receives the document code (step S52).

  Similarly, the code reader 50 is operated to read a binder code attached to a physical binder, and transmits the read binder code to the document management server 10 (step S53). The information input unit 11 of the document management server 10 receives the binder code (step S54). The administrator binds the paper document to the physical binder.

  When the information input unit 11 receives the document code and the binder code in steps S52 and S54, the information input unit 11 sends the document code and the binder code to the related information processing unit 140, and the related information processing unit 140 acquires each code (step S55). . Then, the related information processing unit 140 reads the document ID corresponding to the document code from the document information table 230, reads the binder ID corresponding to the binder code from the shelf information management table 210, and associates the document ID with the binder ID. The data is stored in the binder-document table 260 (step S56). As a result, the correspondence between the binder and the document bound to the binder is held in the binder-document table 260.

  Next, the information update operation of the binder-document table 260 will be described. FIG. 25 is an explanatory diagram showing an information update operation of the binder-document table 260. Even when the paper document is moved to another physical binder, the code reader 50 is operated so as to read the document code of the paper document and the binder code of the physical binder after the movement. The operations from when the code reader 50 reads the document code and the binder code until the related information processing unit 140 acquires the codes are the same as steps S51 to S55 shown in FIG. Since the document ID and the binder code of the physical binder before movement are associated with each other in the binder-document table 260, the related information processing unit 140 acquires the document ID corresponding to the acquired document code and the acquired binder. The binder ID corresponding to the code is read from the document information table 230 and the shelf information management table 210, respectively, and overwritten in the binder-document table 260 in association with the document ID and binder ID (step S66). As a result, the information stored in the binder-document table 260 is updated.

  Next, an operation for displaying the electronic cabinet on the management terminal 60 or the operation terminal 70 will be described. Hereinafter, a case where an operator who intends to view a document using the electronic cabinet operates the operation terminal 70 will be described as an example, but the operation when the electronic cabinet is displayed on the management terminal 70 is also the same. FIG. 26A shows an example of a physical cabinet, and FIG. 26B shows an example of an electronic cabinet. A cabinet configuration ID is determined for each shelf location included in the physical cabinet shown in FIG. 26A, and the cabinet configuration ID, shelf position, shelf row position, shelf location ID, and number of shelf locations are associated with each other. It is held in the management server 10. Further, the cabinet ID of the cabinet and the cabinet configuration ID of each shelf location of the cabinet are associated with each other and held in the document management server 10. The document management server 10 also holds the correspondence between the shelf position and the binder and the correspondence between the binder and the paper document.

  When the visual information generation unit 22 of the information providing server 20 receives an output (display) command for the electronic cabinet from the operation terminal 70, the information (shelf position) for each electronic cabinet is determined for each electronic cabinet. , Shelf row position, shelf location ID, etc.) are transmitted to the document management server 10. The visual information generation unit 22 transmits and receives information and commands to and from the document management server 10, the operation terminal 70, and the management terminal 60 via the information input unit 21.

  When receiving the above command, the cabinet information processing unit 190 of the document management server 10 reads each cabinet configuration ID corresponding to the cabinet ID from the cabinet table 295 for each cabinet ID, and further corresponds to each cabinet configuration ID. A set of shelf position, shelf row position, shelf location ID, etc. is read from the cabinet configuration table 290, and a set of shelf location, shelf row position, shelf location ID, etc. is transmitted to the information providing server 20 for each cabinet configuration ID. To do. That is, for each cabinet ID of each cabinet, a set of shelf position, shelf row position, shelf location ID, etc. for each shelf location provided in the cabinet is transmitted. The visual information generation unit 22 of the information providing server 20 receives the information.

  Furthermore, the related information processing unit 140 transmits the binder ID associated with each shelf location ID to the information providing server 20 via the shelf position ID. That is, the related information processing unit 140 reads the shelf position ID associated with each shelf location ID from the shelf information table 210, and further assigns the binder ID associated with the shelf position ID to the shelf-binder table 250. And the set of the shelf location ID and the binder ID is transmitted to the information providing server 20. The visual information generation unit 22 of the information providing server 20 also receives the shelf place ID and the binder ID.

  The visual information generation unit 22 performs the following processing for each cabinet ID, and generates image data of each electronic cabinet. The visual information generation unit 22 specifies the maximum value of the shelf position of each corresponding shelf location and the maximum value of the shelf row position for each cabinet ID. Then, the visual information generation unit 22 determines the maximum value of the shelf position as the number of stages of the electronic cabinet, and determines the maximum value of the shelf row position as the number of shelf locations provided in each stage. Subsequently, the visual information generation unit 22 generates image data of an electronic cabinet having the number of steps and each shelf having the same number of shelf locations.

  In addition, when the visual information generation unit 22 receives a binder ID corresponding to the shelf location ID of each shelf location of the electronic cabinet from the information providing server 20, the visual information generation unit 22 displays the binder location on the shelf location indicated by the shelf location ID. The image of the electronic cabinet is generated so that the image of is displayed. The visual information generation unit 22 transmits the generated image data to the operation terminal 70 via the information input unit 21. Furthermore, the visual information generation unit 22 also transmits a binder ID corresponding to the image of each binder included in the image of the electronic cabinet to the operation terminal 70. The operation terminal 70 displays an image represented by the received image data.

  As shown in FIG. 26A, when the positions of the physical binder and the shelf location are changed, the information held in the binder-document table 260 is also updated by the operation shown in FIG. Since the visual information generation unit 22 generates image data based on the correspondence between the binder and the shelf location held by the binder-document table 260, the displayed electronic cabinet is located at the same position as the physical cabinet. It is displayed so that the binder is arranged.

  Further, when an operation such as a mouse click is performed on the displayed binder, the operation terminal 70 transmits the binder ID of the binder to the information providing server 20. When receiving the binder ID of the binder clicked on the image from the operation terminal 70, the visual information generation unit 22 of the information providing server 20 requests the document management server 10 for an electronic document indicated by each document ID corresponding to the binder ID. To do. In response to the request, the related information processing unit 140 of the document management server 10 reads the document ID corresponding to the binder ID from the binder-document table 260, and the document information processing unit 130 further reads the electronic document indicated by the document ID. Is read from the document storage unit 240 and the electronic document is transmitted to the information providing server 20. However, the electronic document to be transmitted to the information providing server 20 is an electronic document before the expiration date, and the electronic document whose expiration date has expired is excluded from the provision target and is not transmitted to the information providing server 20. The expiration date setting process will be described later.

  When receiving the electronic document from the document management server 10, the visual information generation unit 22 of the information providing server 20 transmits the electronic document to the operation terminal 70. The operation terminal 70 displays the received electronic document.

  The visual information generation unit 22 may generate image image data of a document for each electronic document, transmit the image image data to the operation terminal 70, and cause the operation terminal 70 to display the image image of the document. Good. The document information processing unit 130 also transmits the document name to the information providing server 20 together with the electronic document, and the visual information generation unit 22 generates image data so that the document name is also displayed on the image image of the document. Good.

  Then, when an operation such as a click is performed on the image image of the document, the operation terminal 70 transmits the fact to the information providing server 20, and the visual information generation unit 22 operates the electronic document at that timing. You may transmit to the terminal 70. When a plurality of documents are collected in the binder, identification information for each image image data may be generated so that the operation terminal 70 can be notified of which image has been clicked.

  Further, the search keyword is transmitted from the operation terminal 70 or the management terminal 60 to the document management server 10, the electronic document including the keyword is retrieved and transmitted, and the electronic document is transmitted to the operation terminal 70 or the management terminal. 60 may be displayed.

  Next, an operation when the manager extracts and discards the paper document from the physical binder will be described. FIG. 27 is an explanatory diagram showing an operation when a document is discarded. The code reader 50 is operated so as to continuously read the document code attached to the paper document to be discarded and the document discard code. When the code reader 50 reads the document code attached to the paper document to be discarded, the code reader 50 transmits the document code to the document management server 10. When the code reader 50 reads the document disposal code, the code reader 50 transmits the document disposal code to the document management server 10. (Steps S71, S73). The information input unit 11 of the document management server 10 receives the document code and the document discard code (steps S72 and S74). The information input unit 11 sends the document code and the document discard code received in steps S71 and S73 to the related information processing unit 140 and the document information processing unit 130.

  When the related information processing unit 140 acquires the document code and the document discard code (step S75), the related information processing unit 140 reads the document ID corresponding to the document code from the document information table 230, and associates the document ID with the document ID. The ID set (the set of document ID and binder ID shown in FIG. 10) is deleted from the binder-document table 260 (step S76).

  When the document information processing unit 130 acquires the document code and the document discard code (step S77), the document information, the document name corresponding to the document code, and the document ID (see FIG. 8) are deleted from the document information table 230. (Step S78). At this time, if the related document ID, the person in charge ID, the department ID in charge, and the expiration date are also stored together with the document code, the information is also deleted.

  Further, the document storage unit 240 stores a document ID to be deleted and an electronic document in association with each other. The document information processing unit 130 deletes the set of the document ID and electronic document to be deleted in step S78 from the document storage unit 240 (step S79).

  Next, an operation when the administrator discards the physical binder will be described. It is assumed that the physical binder to be discarded does not bind a paper document. When a paper document is bound to the physical binder to be discarded, the administrator first discards the paper document (see FIG. 27) or moves the paper document to another binder (FIG. 25). ).

  FIG. 28 is an explanatory diagram showing an operation when the physical binder is discarded. The code reader 50 is operated so as to continuously read the binder code attached to the physical binder to be discarded and the binder discard code. When the code reader 50 reads the binder code affixed to the physical binder to be discarded, the code reader 50 transmits the binder code to the document management server 10. When the code reader 50 reads the binder discard code, the code is sent to the document management server 10. Transmit (steps S81 and S83). When the information input unit 11 of the document management server 10 receives the binder code and the binder discard code (steps S82 and S84), the information input unit 11 sends the binder code and the binder discard code to the related information processing unit 140 and the binder information processing unit 120.

  When the related information processing unit 140 obtains the binder code and the binder discard code (step S85), the related information processing unit 140 reads the binder ID corresponding to the binder code from the binder information table 230, and stores the binder ID and the shelf position ID corresponding to the binder ID. (A set of binder ID and shelf position ID shown in FIG. 9) is deleted from the shelf-binder table 250 (step S86).

  In addition, when the binder information processing unit 120 acquires the binder code and the binder discard code (step S87), the binder information, a binder ID corresponding to the binder code, and a binder name (see FIG. 7) are set as a binder. Delete from the information table 220 (step S88).

  Next, an operation when the cabinet is discarded after registration of the electronic document (the process illustrated in FIG. 22) will be described. Note that there is no physical binder at each shelf location of the physical cabinet to be discarded. When there is a physical binder in the physical cabinet to be discarded, the physical binder is moved to another physical cabinet and the processing in FIG. 21 is completed, or the physical binder is discarded. Then, the process of FIG. 18 is completed.

  The management terminal 60 receives the cabinet ID to be discarded by the administrator. The code reader 80 is operated to read the cabinet discard code. When the cabinet ID is input and the code reader 80 reads the cabinet discard code, the management terminal 60 transmits the cabinet ID and the code reader 80 to the document management server 10 via the information providing server 20.

  When receiving the cabinet ID and cabinet discard code from the management terminal 60, the information input unit 11 of the document management server 10 sends the cabinet ID and cabinet discard code to the shelf information processing unit 110 and cabinet information processing unit 190.

  Then, the cabinet information processing unit 190 deletes the cabinet ID and the set of cabinet configuration IDs (see FIG. 6) associated with the cabinet ID from the cabinet configuration table 290. Further, the cabinet configuration ID and the shelf position, shelf row position, shelf location ID and number of shelf positions (FIG. 7) associated with the cabinet configuration ID are deleted from the cabinet configuration table 290. Further, the shelf information processing unit 110 deletes the cabinet ID and the shelf code, shelf location ID, and shelf position ID associated with the cabinet ID from the shelf information table 210.

  Next, an operation for registering related information of an electronic document in the document information table will be described. It can be said that the related information is attribute information indicating an attribute of the electronic document. Here, the case where the related information includes the expiration date of the electronic document will be described as an example. Specifically, the case where the expiration date, the person in charge, and the department in charge are related information will be described as an example. The related information may include a related document ID and a document name.

  FIG. 29 is an explanatory diagram showing a registration operation of related information. Hereinafter, although the case where the management terminal 60 is operated will be described as an example, the operation terminal 70 may be operated. In the management terminal 60, a set of an expiration date, a person in charge, and a department in charge is input by the administrator. Such related information is input together with the document ID, for example. Alternatively, the code reader 80 may read the document code. The management terminal 60 transmits the set of the input expiration date, person in charge, department in charge, and document ID (which may be a document code) to the document management server 10 via the information providing server 20 (step S91).

  When the information input unit 21 of the information providing server 20 receives the expiration date transmitted in step S91, the information input unit 21 transmits the expiration date to the document management server 10 (step S92). The information input unit 11 of the document management server 10 receives the set of the expiration date, the person in charge, the department in charge, and the document ID from the information providing server 20 (step S93). The information input unit 11 sends the received information to the document information processing unit 130, and the document information processing unit 130 acquires the information (step S94). Then, the document information processing unit 130 stores the expiration date, the person in charge, and the department in charge in the binder information table 220 in association with the acquired document ID (step S95). As a result, the expiration date, the person in charge, and the department in charge are added to the document code, document ID, document name, etc. stored in the binder information table 220.

  Here, the case where an expiration date or the like is added to the document information table 230 as related information is illustrated, but other information such as a related document ID or a document name is added to the document information table 230 by the same operation as described above. Also good.

  Next, an operation when a warning that the expiration date of a document is approaching or a warning that the expiration date has expired will be described. FIG. 30 is an explanatory diagram showing an operation during warning transmission. The expiration date management unit 170 refers to each expiration date stored in the document information table 230 and determines whether or not the current time is a certain period before any expiration date (step S91). ). The current time to be compared with the expiration date may be a date or a date. For any expiration date, the same determination is repeated unless the current time is before a certain period.

  If the current time is a certain period before any expiration date (YES in step S91), warning transmitter 180 reads the person-in-charge ID corresponding to the expiration date from document information table 230, and further The contact address (see FIG. 11) corresponding to the person-in-charge ID is read from the person-in-charge table 270. Here, it is assumed that the contact information stored in the person-in-charge table 270 is address information (for example, mail address) determined for each person in charge. The warning transmission unit 180 transmits a warning indicating that a certain period before the expiration date has passed with the contact address as a destination (step S92).

  Further, when the contact information of the manager of the department in charge is registered in the department table 280 together with the department ID in charge, the warning transmission unit 180 may send a warning to the manager of the department in charge. In this case, the department ID in charge corresponding to the expiration date is read from the document information table 230, the contact information of the department ID in charge is read from the department table 280, and the contact address is used as a destination before a predetermined period of the expiration date. It is only necessary to transmit a warning indicating that it has become (step S93).

  In the above description, the case where it is determined whether or not the current time is a certain period before any expiration date has been described, but it may be determined whether or not any expiration date has expired. . That is, it may be determined whether or not the current time matches any expiration date. If they match, the expiration date has expired, and if they do not match, the expiration date has not yet expired.

  If the current time matches one of the expiration dates, the warning transmission unit 180 may transmit a warning that the expiration date has expired to the person in charge of the document whose expiration date has expired. Similarly, a warning may be transmitted to the manager of the department in charge. The operation of transmitting a warning that the expiration date has expired is the same as steps S92 and S93 described above.

  When the operation terminal 70 of the person in charge (or the manager of the department in charge) receives a warning from the document management server 10 indicating that a certain period before the expiration date has been reached or a warning that the expiration date has expired, the operation terminal 70 receives the warning. indicate. The person in charge (or manager of the department in charge) confirms the warning and determines whether to extend the expiration date of the document. In the case of extending, the document organizing system performs the same processing as the processing shown in FIG. 29, and the new expiration date is stored in the document information table 230. If not extended, the document before the fixed expiration time (or the document whose expiration date has expired) is discarded and the processing shown in FIG. 27 is executed.

  Next, the operation when the paper document is revised and the version of the document is updated will be described. FIG. 31 is an explanatory diagram showing an operation at the time of document revision. Assume that information such as a document code ID and an expiration date has already been registered in the document information table 230, and a document in which an electronic document is registered in the document storage unit 240 (hereinafter referred to as document A) has been revised. The revised new document is hereinafter referred to as document B. For document B, the operations of steps S41 to S47 are performed, and the document code, document ID, and the like are stored in document information table 230 and the electronic document is stored in document storage unit 240, as in document A before revision. Suppose that it is in a state. Assume that a document code generated for document B separately from document A is affixed to document B. Further, the case where the related information of the electronic document is the document name, the person in charge ID, the department in charge ID, the related document ID, and the expiration date will be described as an example.

  The code reader 50 is operated so as to continuously read the document codes attached to the document A before revision and the document B after revision. When the code reader 50 reads the document code attached to the document A, the code reader 50 transmits the document code to the document management server 10. When the code reader 50 reads the document code attached to the document B, the code reader 50 sends the document code to the document management server 10. Transmit (steps S101 and S103). The information input unit 11 of the document management server 10 receives each document code (steps S102 and S104). The information input unit 11 sends the document codes of the documents A and B received in steps S102 and S104 to the document information processing unit 130.

  When the document information processing unit 130 acquires the document codes of the documents A and B (step S105), the document information processing unit 130 updates the related information of the document B so that the related information of the document A can be taken over as the related information of the document B. That is, the related information of document A associated with the document code of document A is stored in the document information table 230 in association with the document ID of document B as related information of document B associated with the document code of document B. (Step S106).

  In this example, the document information processing unit 130 associates the document name, the person-in-charge ID, and the department-in-charge ID that are stored in association with the document code of the document A with respect to the document B that is associated with the document code of the document B. Information is stored in the document information table 230 in association with the document ID of the document B.

  Similarly, the document information processing unit 130 stores the related document ID stored in association with the document code of document A in the document information table 230 in association with the document ID of document B. At this time, if the related document ID of the document A is not registered, the document ID of the document A is stored in the document information table 230 as the related document ID of the document B. Further, the document information processing unit 130 stores the document ID of the document B in the document information table 230 as the related document ID of the document A.

  Similarly, the document information processing unit 130 stores the expiration date stored in association with the document code of document A in the document information table 230 in association with the document ID of document B as the expiration date of document B. At this time, the expiration date of the document A corresponding to the document code of the document A is updated to a predetermined expiration date. The predetermined time limit is the current time (for example, the current date or the current date and time). For example, when the expiration date is determined by date, the expiration date of document A may be updated to the current date. As described above, the document A becomes an expired document by passing the expiration date of the document A to the document B and updating the expiration date of the document A to the current time (current date, etc.).

  After the above operation, it is assumed that the expiration date of the document A is newly input and reset by the processes in steps S91 to S95. Then, the document information processing unit 130 stores the input expiration date in the document information table 230 as the expiration date of the document A. As a result, in the operation shown in FIG. 31, the expiration date of the document A once updated at the current time is updated again to the newly input expiration date. Further, the document information processing unit 130 updates the expiration date of the document specified by the related document ID of the document A (that is, the document B) to a predetermined expiration date (that is, the current time such as the current date or the date). As described above, when the expiration date of the document A before the revision is reset, the expiration date of the document B is updated so that the expiration date of the document B expires, and the document B becomes an expired document.

  Next, an operation for displaying a document or a binder arrangement position using a document code affixed to a paper document or a binder code affixed to a physical binder will be described. This operation is performed in order for an administrator or an operator to confirm registration contents after registration in the shelf-binder table 250 or registration in the binder-document table 260. FIG. 32 is an explanatory diagram showing this operation. Hereinafter, although the case where the operation terminal 70 is used is taken as an example, the management terminal 60 may be used instead of the operation terminal 70.

  First, an operation for displaying the binder arrangement position according to the binder code will be described. The code reader 80 of the operation terminal 70 is operated so as to continuously read the binder code affixed to the physical binder and the binder confirmation code prepared in advance, and when the binder code and the binder confirmation code are read, the binder The code and the binder confirmation code are transmitted to the document management server 10 (step S101). When the information input unit 11 of the document management server 10 receives the binder code and the binder confirmation code (step S102), the information input unit 11 sends the binder code and the binder confirmation code to the binder information processing unit 120, and the binder information processing unit 120 acquires the binder code and the binder confirmation code ( Step S103).

  When the binder information processing unit 120 acquires the binder code together with the binder confirmation code, the binder information processing unit 120 reads out the binder ID corresponding to the binder code from the binder information table (step S104). Further, the binder information processing unit 120 reads the shelf position ID corresponding to the binder ID from the shelf-binder table 250, and reads the shelf location ID corresponding to the shelf position ID from the shelf information table 210 (step S105). Further, the binder information processing unit 120 transmits the shelf location ID together with the information stored in the cabinet configuration table 290 and the cabinet table 295 to the information providing server 20 via the information output unit 12 (step S106).

  Upon receiving this information, the information input unit 21 of the information providing server 20 passes the information to the visual information generation unit 22 (step S107). The visual information generation unit 22 uses the information stored in the cabinet configuration table 290 and the cabinet table 295 to generate image data of the electronic cabinet. As described above, this image data generation process may be generated by specifying the number of stages and the number of shelf locations in each stage. However, when the image data is generated, the image data is generated so that the shelf location corresponding to the shelf location ID received from the document management server 10 is displayed separately from other shelf locations (step S108). The visual information generation unit 22 transmits the image data to the operation terminal 70, and the operation terminal 70 displays the image. As a result, the operator can confirm the location of the binder according to the binder code.

  The operation for displaying the position of the document according to the document code is as follows. However, the details of the same processing as the above processing are omitted. The code reader 80 of the operation terminal 70 is operated so as to continuously read the document code affixed to the paper document and the document confirmation code prepared in advance, and when the document code and the document confirmation code are read, the document code The document confirmation code is transmitted to the document management server 10 (step S111). When the information input unit 11 of the document management server 10 receives the document code and the document confirmation code (step S102), the information input unit 11 sends the document code and the document confirmation code to the document information processing unit 130, and the document information processing unit 130 acquires the document code and the document confirmation code (step S102). Step S112).

  When the document information processing unit 130 acquires the document code together with the document confirmation code, the document information processing unit 130 reads the document ID corresponding to the document code from the document information table 230 (step S113), and further selects the binder ID associated with the document ID. Read from the binder-document table 260 (step S114). The document information processing unit 130 reads the shelf position ID corresponding to the binder ID from the shelf-binder table 250, and reads the shelf location ID corresponding to the shelf position ID from the shelf information table 210 (step S115). Further, the document information processing unit 130 transmits the shelf location ID together with the information stored in the cabinet configuration table 290 and the cabinet table 295 to the information providing server 20 via the information output unit 12 (step S106).

  The subsequent operations in steps S107 and S108 are the same as those already described.

  Further, although the case where the document arrangement position corresponding to the document code is displayed is shown, a search keyword may be input instead of the document code, and the arrangement position of the document including the keyword may be displayed.

Next, the effect of the present invention will be described.
According to the present invention, based on the information stored in the cabinet configuration table 290 and the cabinet table 295, the visual information generation unit 22 generates image data representing an electronic cabinet corresponding to the physical cabinet, and the operation terminal 70 and the like. The electronic document is displayed on the operation terminal 70 in response to an operation on the electronic cabinet. Since an electronic cabinet similar to the physical cabinet in which the paper document is stored is displayed and the document can be viewed on the electronic cabinet, the burden of searching for the document can be reduced.

  In the present invention, when the document is revised, the document information processing unit 130 stores the related information (for example, expiration date) of the document before the revision in the document information table 230 as the related information of the revised document. . Therefore, the document information processing unit 130 performs a process of transferring the related information to the revised document, so that the document organization can be simplified and the management burden can be reduced. That is, there is no need to re-input related information of the revised document, and the management burden can be reduced.

  In addition, since the document management server 10 provides an electronic document before the expiration date, it is possible to prevent browsing of a document whose expiration date has expired, and to appropriately manage the expiration date of the electronic document.

  When the document is revised, the expiration date of the document before the revision is taken over as the expiration date of the revised document, and the expiration date of the document before the revision is set to the current time (for example, the current date). When the expiration date before the revision is reset, the expiration date of the revised document is set to the current time (for example, the current date). Therefore, even when the revision is made or when the validity period of the original document is reset after the revision, the electronic document can be provided based on the latest validity period.

Next, the outline of the present invention will be described.
FIG. 33 is a block diagram showing an outline of the present invention. The document organization system of the present invention includes a cabinet information storage unit 501, an electronic document storage unit 502, a document information storage unit 503, a positional relationship storage unit 504, a code generation unit 505, a document information registration unit 506, a code A printing unit 507, an image data output unit 508, and an electronic document output unit 509 are provided.

  The cabinet information storage unit 501 (for example, the cabinet configuration table 290 and the cabinet table 295) stores cabinet information indicating an electronic cabinet displayed as an image, imitating a physical cabinet that stores paper documents.

  The electronic document storage unit 502 (for example, the document storage unit 240) stores an electronic document obtained by digitizing a paper document.

  The document information storage unit 503 (for example, the document information table 230, the person-in-charge table 270, and the person-in-charge department table 280) stores information associated with the electronic document.

  The positional relationship storage unit 504 (for example, the shelf-binder table 250 and the binder-document table 260) stores positional relationship information indicating the relationship between the electronic document and the position in the electronic cabinet.

  When the electronic document and the electronic document identification information of the electronic document are input, the code generation unit 505 (for example, the code generation unit 150) generates code information corresponding to the electronic document on a one-to-one basis.

  The document information registration unit 506 (for example, the document information processing unit 130) stores the code information generated by the code generation unit 505 in association with the electronic document identification information of the electronic document in the document information storage unit 503, and stores the electronic document. When the related information is input, the related information is stored in the document information storage unit 503 in association with the electronic document identification information of the electronic document.

  The code printing unit 507 (for example, the code printing instruction unit 160 and the code printer 40) prints code information.

  The image data output means 508 (for example, the visual information generation unit 22) outputs image data of the electronic cabinet that stores the electronic document, based on the cabinet information and the positional relationship information.

  The electronic document output unit 509 (for example, the visual information generation unit 22) outputs an electronic document corresponding to the designated position in the image of the electronic cabinet.

  Further, when the code information of the two electronic documents is input, the document information registration unit 506 corresponds the related information of the electronic document (for example, the document A described above) corresponding to one code information to the other code information. As the related information of the electronic document (for example, the document B described above), it is stored in the document information storage unit 503 in association with the electronic document identification information of the electronic document corresponding to the other code information.

  With the above configuration, an electronic cabinet similar to a physical cabinet in which paper documents are stored can be displayed, and the burden of document management can be reduced. Further, since the related information of the document before the revision can be transferred to the document after the revision, the burden of managing the document can be reduced even when the document is revised.

  In the above-described embodiment, when the related information of the electronic document includes the expiration date of the electronic document, and the code information registration unit 506 inputs the code information of two electronic documents, one of the code information corresponds to the code information. The electronic document corresponding to the other code information is stored in the document information storage unit 503 in association with the electronic document identification information of the electronic document corresponding to the other code information. A configuration is disclosed in which the expiration date of an electronic document corresponding to one of the code information is updated to a predetermined expiration date (for example, the current date).

  Further, in the above embodiment, when the document information registration unit 506 newly inputs an expiration date corresponding to one of the code information, the document information registration unit 506 includes the electronic document identification information of the electronic document corresponding to the one code information. A configuration is disclosed in which the document information is stored in the document information storage unit 503 in association and the expiration date of the electronic document corresponding to the other code information is updated to a predetermined time limit.

  Further, in the above embodiment, when the document information registration unit 506 inputs a notification destination of a warning that the expiration date of the electronic document is approaching, the document information registration unit 506 associates the notification destination with the expiration date of the electronic document. A configuration is disclosed in which a warning is notified to a notification destination corresponding to an electronic document on condition that the information is stored in the information storage unit 503 and a certain period before the expiration date of the electronic document is reached.

  Further, in the above embodiment, the cabinet information storage unit 501 stores information indicating the arrangement of shelves in the electronic cabinet as cabinet information, and the code generation unit 505 stores each information in each shelf in the physical cabinet. When position information for specifying a position is input, position code information corresponding to the position information is generated one-on-one. When binder identification information of a binder that binds a paper document is input, the position identification information is one-to-one. When the code printing unit 507 prints the position code information and the binder code information, and the set of the code information and the binder code information of the electronic document is input, the electronic document identification information and The binder identification information is associated and stored in the positional relationship storage means as part of the positional relationship information, and the binder code information and the positional code are stored. When the set of the information is input, in association with the positional information and the binder identification information configured to be stored in the positional relationship storage means as a part of the positional relationship information is disclosed.

  Further, the above-described embodiment discloses a configuration in which the document information registration unit 506 deletes an electronic document when the electronic document code information is input together with an instruction to discard the electronic document.

  The present invention relates to a document organization system, a document organization method, and a document organization program for managing electronic documents.

It is explanatory drawing which shows typically the document organization system of this invention. It is a block diagram which shows the structural example of the document organization system of this invention. It is explanatory drawing which shows the example of the information which a shelf information table memorize | stores. It is explanatory drawing showing a shelf place and a shelf position. It is explanatory drawing which shows the example of the information which a cabinet structure table memorize | stores. It is explanatory drawing which shows the example of the information which a cabinet table memorize | stores. It is explanatory drawing which shows the example of the information which a binder information table memorize | stores. It is explanatory drawing which shows the example of the information which a document information table memorize | stores. It is explanatory drawing which shows the example of the information which a shelf-binder table memorize | stores. It is explanatory drawing which shows the example of the information which a binder document table memorize | stores. It is explanatory drawing which shows the example of the information which a person in charge table memorize | stores. It is explanatory drawing which shows the example of the information which a charge department table memorize | stores. It is explanatory drawing which shows the example of the code information used as the command with respect to a document management server. It is explanatory drawing which shows the example of the image of an electronic cabinet. It is explanatory drawing which shows the information registration operation | movement to a shelf information table. It is explanatory drawing which shows the information registration operation | movement to a cabinet structure table. It is explanatory drawing which shows the information registration operation | movement to a cabinet table. It is explanatory drawing which shows the information registration operation | movement to a binder information table. It is explanatory drawing which shows the state which stuck the binder code | cord | chord to the physical binder. It is explanatory drawing which shows the information registration operation | movement to a shelf-binder table. It is explanatory drawing which shows the information update operation | movement of a shelf-binder table. It is explanatory drawing which shows a document registration operation | movement. It is explanatory drawing which shows the state which stuck the document code on the paper document. It is explanatory drawing which shows the information registration operation | movement to a binder document table. It is explanatory drawing which shows the information update operation | movement of a binder document table. It is explanatory drawing which shows the example of a physical cabinet and an electronic cabinet. It is explanatory drawing which shows the operation | movement at the time of document disposal. It is explanatory drawing which shows the operation | movement at the time of discard of a physical binder. It is explanatory drawing which shows the registration operation | movement of related information. It is explanatory drawing which shows the operation | movement at the time of warning transmission. It is explanatory drawing which shows the operation | movement at the time of document revision. It is explanatory drawing which shows the operation | movement which displays the arrangement position of a document or a binder. It is a block diagram which shows the outline | summary of this invention.

Explanation of symbols

DESCRIPTION OF SYMBOLS 10 Document management server 11 Information input part 12 Information output part 20 Information provision server 21 Information input part 22 Visual information generation part 30 Scanner 40 Code printer 50 Code reader 60 Management terminal 70 Operation terminal 80 Code reader 110 Shelf information processing part 120 Binder information Processing unit 130 Document information processing unit 140 Related information processing unit 150 Code generation unit 160 Code printing instruction unit 170 Expiration date management unit 180 Warning transmission unit 190 Cabinet information processing unit 210 Shelf information table 220 Binder information table 230 Document information table 240 Document storage Section 250 Shelf-Binder table 260 Binder-Document table 270 Person-in-charge table 280 Department-in-charge table 290 Cabinet configuration table 295 Cabinet table

Claims (10)

Cabinet information storage means for storing cabinet information indicating an electronic cabinet displayed as an image imitating a physical cabinet for storing paper documents;
An electronic document storage means for storing an electronic document obtained by digitizing a paper document;
Document information storage means for storing information associated with the electronic document;
Positional relationship storage means for storing positional relationship information indicating the relationship between the electronic document and the position in the electronic cabinet;
Code generation means for generating one-to-one code information corresponding to an electronic document when an electronic document and electronic document identification information of the electronic document are input;
The code information generated by the code generation unit and the electronic document identification information of the electronic document are associated with each other and stored in the document information storage unit, and when the related information of the electronic document is input, the related information is Document information registration means for storing in the document information storage means in association with the electronic document identification information of the document;
Code printing means for printing code information;
Image data output means for outputting image data of an electronic cabinet for storing an electronic document by the cabinet information and the positional relationship information;
An electronic document output means for outputting an electronic document corresponding to a specified position in the image of the electronic cabinet;
When the code information of the two electronic documents is input, the document information registration unit sets the related information of the electronic document corresponding to one code information as the related information of the electronic document corresponding to the other code information. A document organizing system characterized in that it is stored in a document information storage means in association with electronic document identification information of an electronic document corresponding to the code information. The related information of the electronic document includes the expiration date of the electronic document,
When the code information of the two electronic documents is input, the document information registration unit sets the expiration date of the electronic document corresponding to one code information as the expiration date of the electronic document corresponding to the other code information. The electronic document identification information of the electronic document corresponding to the code information is stored in the document information storage unit in association with the electronic document, and the expiration date of the electronic document corresponding to the one code information is updated to a predetermined time limit. Document organization system. When a validity period corresponding to the one piece of code information is newly input, the document information registration unit newly associates the electronic document identification information of the electronic document corresponding to the one piece of code information with the new document information storage unit. The document organizing system according to claim 2, wherein the document organizing system is stored and updates the expiration date of the electronic document corresponding to the other code information to a predetermined expiration date. The document information registration unit, when a notification destination of a warning that the expiration date of the electronic document is approaching is input, stores the notification destination in the document information storage unit in association with the expiration date of the electronic document,
The document organizing system according to claim 2 or 3, wherein the warning is notified to a notification destination corresponding to the electronic document on condition that the electronic document has reached a certain period before the expiration date. The cabinet information storage means stores information indicating the arrangement of shelves in the electronic cabinet as cabinet information,
When the position information specifying each position in each shelf in the physical cabinet is input, the code generation means generates position code information corresponding to the position information on a one-to-one basis, and binds the paper document. When identification information is input, binder code information corresponding to the binder identification information on a one-to-one basis is generated,
The code printing means prints the position code information and the binder code information,
When a set of electronic document code information and binder code information is input, the electronic document identification information and the binder identification information are associated with each other and stored in the positional relationship storage means as part of the positional relationship information. The pair of position code information is input, and the binder identification information and the position information are associated with each other and stored in the positional relationship storage means as a part of the positional relationship information. The document organizing system according to any one of the above items. The document organization system according to any one of claims 1 to 5, wherein the document information registration unit deletes the electronic document when code information of the electronic document is input together with an instruction to discard the electronic document. Cabinet information storage means for storing cabinet information indicating an electronic cabinet displayed as an image imitating a physical cabinet for storing paper documents, electronic document storage means for storing electronic documents obtained by digitizing paper documents, and electronic A document organization method using document information storage means for storing information associated with a document, and positional relationship storage means for storing positional relationship information indicating a relationship between an electronic document and a position in the electronic cabinet,
When the electronic document and the electronic document identification information of the electronic document are input, code information corresponding to the electronic document is generated one-to-one,
The generated code information and the electronic document identification information of the electronic document are associated with each other and stored in the document information storage means, and when the relevant information of the electronic document is input, the relevant information is identified with the electronic document Store it in the document information storage means in association with the information,
Print code information
When the code information of two electronic documents is input, the related information of the electronic document corresponding to one code information is used as the related information of the electronic document corresponding to the other code information. In association with the electronic document identification information of the document is stored in the document information storage means,
According to the cabinet information and the positional relationship information, output image data of an electronic cabinet storing an electronic document,
A document organization method characterized by outputting an electronic document corresponding to a specified position in an image of an electronic cabinet. The related information of the electronic document includes the expiration date of the electronic document,
When the code information of the two electronic documents is input, the electronic document corresponding to the other code information is set as the expiration date of the electronic document corresponding to the other code information. The document organizing method according to claim 7, wherein the document information storage unit stores the information in association with the electronic document identification information of the document, and updates the expiration date of the electronic document corresponding to the one code information to a predetermined expiration date. Cabinet information storage means for storing cabinet information indicating an electronic cabinet displayed as an image imitating a physical cabinet for storing paper documents, electronic document storage means for storing electronic documents obtained by digitizing paper documents, and electronic A document organizing program mounted on a computer, comprising: document information storage means for storing information associated with a document; and positional relationship storage means for storing positional relationship information indicating a relationship between an electronic document and a position in the electronic cabinet. There,
In the computer,
A code generation process for generating code information corresponding to an electronic document on a one-to-one basis when an electronic document and electronic document identification information of the electronic document are input;
The code information generated by the code generation process and the electronic document identification information of the electronic document are stored in association with each other in the document information storage unit, and when the related information of the electronic document is input, the related information is Document information registration processing for storing in the document information storage means in association with the electronic document identification information of the document,
Code printing process to print code information,
Image data output processing for outputting image data of an electronic cabinet for storing an electronic document by the cabinet information and the positional relationship information,
When electronic document output processing for outputting an electronic document corresponding to a specified position in an image of an electronic cabinet and code information of two electronic documents are input, related information of the electronic document corresponding to one code information is Document for executing related information update processing to be stored in the document information storage means in association with the electronic document identification information of the electronic document corresponding to the other code information as related information of the electronic document corresponding to the other code information Organizing program. In the computer,
In the document information registration process, as the related information, the expiration date of the input electronic document is stored in the document information storage means,
When the code information of two electronic documents is input in the related information update process, the expiration date of the electronic document corresponding to one code information is set as the expiration date of the electronic document corresponding to the other code information. The electronic document identification information of the electronic document corresponding to the code information is stored in the document information storage unit, and the expiration date of the electronic document corresponding to the one code information is updated to a predetermined time limit. Document organization program.

Images