JP2010117908A - Electronic document management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To prevent a document with a limited disclosure level from being copied to a folder without limitation a browsing person. <P>SOLUTION: The electronic document management system is configured so that a disclosure level of an electronic document can be set by using a stamp added to the electronic document data to perform comparative determination with an access right set to a folder. When the access level of a copying destination of the document is not included in the disclosure level of the stamp, it is warned that the security level of the document is high by instructing a text (e.g., R1 secrecy) of annotation set to the document. Further, stamps with wide disclosure level (e.g., R3 secrecy) are listed to allow replacement of the stamp. <P>COPYRIGHT: (C)2010,JPO&INPIT

Description

  The present invention relates to an electronic document management system capable of setting a publication level of a corresponding document using a stamp added to electronic document data, and a program for executing an electronic document management method of the electronic document management system. .

When copying a document, a document whose publication level is limited may be copied to a folder where the viewer is not limited. In order to prevent this, a method of setting an access right for a stamp added to document image data is disclosed (for example, see Patent Document 1). Furthermore, a method is disclosed that uses a stamp to add a restriction when a user without specific authority uses an image document outside the document management system (see, for example, Patent Document 2).
Japanese Unexamined Patent Publication No. 2000-181868 JP 2006-318124 A

  However, these conventional techniques have a problem that it is impossible to prevent a user having an appropriate access right from accidentally copying a document to an inappropriate folder. Furthermore, when a document is mistakenly copied to an inappropriate folder, it is not preferable that the document is placed in a folder where the document should not be placed. Even if an appropriate read access right is set for the document, and in effect an improper user cannot read the document, this is not the case as well. Also, users with high access rights to the document can freely copy and move the document, so the awareness of copying from a restricted location to a less restrictive location is lessened, and the document is open to users who should not be allowed originally May lead to information leakage.

In order to solve the problems described above, the present invention provides:
Folder access right setting means for setting a user's access right to a folder for storing a document;
A stamp publication level setting means for setting a publication level corresponding to the access right of the user for a stamp added to a document;
A stamp publication level confirmation unit for confirming whether or not a stamp having a publication level set by the stamp publication level setting unit is pasted to the document when copying / moving / saving the document;
When it is confirmed by the stamp publication level confirmation means that a stamp with a publication level is pasted, the access right set to the copy / move / save folder by the folder access right setting means is changed. A folder access right confirmation means to confirm;
Access right / public level inclusion relation confirmation means for confirming whether or not the access right holder confirmed by the folder access right confirmation means is included in all the public level persons confirmed by the stamp publication level confirmation means. When,
As a result of the confirmation by the access right / publication level relation confirmation means, if the stamp disclosure target person does not include all access target persons of the folder, the document confidentiality level warning means for warning that the confidential level of the document is high ,
After the document secret level warning means, a stamp enumeration means for enumerating stamps having a public level that includes all access targets of the folder;
Stamp pasting means for pasting to a stamp selected from among those listed by the stamp listing means;
And a document copy / move / save unit for executing copy / move / save of the document after the stamp is replaced by the stamp pasting unit.

  According to the present invention, when a document with a public level set is mistakenly copied / moved / saved in a place where the access setting is insufficient, the text of the set stamp is displayed to the user. You can warn that the level of secret is high.

  Furthermore, even when the user lowers the publication level of the document and publishes the document, it is possible to easily change the stamp to an appropriate stamp according to the change in the publication level.

  Next, details of the present invention will be described in accordance with the description of the embodiments.

  Hereinafter, a preferred example of the embodiment of the present invention will be described.

  FIG. 1 is a diagram showing system blocks of an electronic document management system according to the present invention. The electronic document management system in this embodiment is a client (1000) server (1100) type application that runs on the OS of a personal computer. Another object is to capture documents from devices such as scanners and files on the OS and manage the documents with multiple users. All saved documents are automatically converted to XML format and handled. Furthermore, it is possible to handle such data by accessing the server using a web browser.

<Document input / output processing section>
First, a processing unit that performs document input / output and operations will be described.

  Reference numeral 1001 denotes a user interface unit. The user performs operations such as document registration, document acquisition from the document server, and document search via the user interface unit. In addition, operations such as setting of access right for a fixed keyword according to the present invention, acquisition of a document with access right set, and display are performed.

  Information operated from the user interface unit is analyzed by the command control unit 1002, and appropriate processing is performed. If necessary, a command for communicating with the server is created here.

  A device such as a scanner is controlled by a device control unit 1003. Here, processing is performed to download document data from the device side or receive data transmitted from the device side.

  A document file saved on an OS such as a file server can be input-processed by a file control unit 1004 in a form of importing document data. Also, a process for exporting a file managed on the document management server to the OS is performed here.

  An external module communication unit 1005 communicates with an external application, and performs processing such as passing a document in the document management server to the external application and receiving a document from the external application. For example, a process of passing a document managed by the document management server to a mailer that supports MAPI is performed here.

<Client system internal processing unit>
Next, various processing units arranged in the client system will be described.

  Reference numeral 1006 denotes a document management control unit, which is the heart of the client. Here, processing is performed according to a file or command passed from the input / output processing unit.

  Reference numeral 1007 denotes an internal data storage unit for storing temporary data. This is a place for temporarily storing data created in the process of image processing, data created in the process of communication with the server, and the like.

  Reference numeral 1008 denotes a document conversion processing unit. In this embodiment, since all data is stored in the XML format, files that are not in the XML format are converted into the XML format by this processing unit.

  Reference numeral 1009 denotes an OCR engine. When the file is image data, text information is extracted by OCR processing and converted into an XML format according to an instruction from the image conversion processing unit 1008.

  A communication control unit 1010 performs control for communicating with the server 1100. The communication control unit of this embodiment performs only control specialized for processing of the document management server, and the control of communication itself such as TCP / IP uses what is prepared in the OS.

<Server system internal processing unit>
Next, various processing units arranged in the server system will be described.

  A communication control unit 1101 performs control for communication with the communication control unit 1010 of the client. However, the communication control unit of the server can communicate simultaneously with the communication control units of many clients.

  Reference numeral 1102 denotes a WWW control unit, which performs processing when accessing this server from a web browser. Basically, the same processing as that of the communication control unit 1101 is performed, but HTTP is used as a communication protocol.

  A document management processing unit 1103 controls processing on the server side according to an instruction from the client or the web.

  Reference numeral 1104 denotes an internal data storage unit for storing temporary data. This is a place for temporarily storing data created in the course of communication with the client, documents converted according to the document conversion rules, and the like.

  A search control unit 1105 performs a process for searching requested by a client, or performs a process for creating a search index for a registered document. Searching for keywords in a document according to the present invention is performed by this control unit.

<Database processing part>
Next, the database processing unit will be described.

  A database control unit 1106 creates data to be stored in the database, and performs processing for storing documents corresponding to the volume database, attribute database, and full-text search database. In addition, in response to a request from the client, data is extracted from each database and processing for creating a document to be passed to the client is performed.

  A volume database 1107 is a database in which the actual state of a document is stored. The volume database is conceptual, and there is no problem even if the actual file system is an OS file system.

  Reference numeral 1108 denotes an attribute database in which information about attributes such as a document name, creation date, and comments is stored. Also, 1108 stores management information data such as information on a user who uses the document management system, an access control table for keywords, and a document conversion rule corresponding to the access right.

  A full-text search database 1109 extracts text data from a registered document and registers data as index information. When full-text search is performed on the client, the full-text search database is searched.

  FIG. 2 is a diagram showing a flow in the server and the client of the document registration process, which is the basic operation of the document management system of the present embodiment.

<Client document registration process>
First, document registration processing on the client side will be described.

  In S2001, the file is loaded into the application. In this process, any of the device control unit (1003), file control unit (1004), and external module control unit (1005) is used to create files on the OS, images from the scanner, and documents from external applications. , Import to document management application.

  In S2002, document conversion processing is performed. This processing is performed by the document conversion processing unit 1008, and performs processing such as thumbnail creation corresponding to the document data and conversion of the document into a document storage format in the document management system as necessary. At this time, a file may be temporarily stored in the temporary folder 1007. In this embodiment, the format of all stored documents is converted to the XML format. Therefore, when the document is an image document, text data is extracted using the OCR engine 1009.

  In S2003, processing for transmitting thumbnails and document data to the server is performed. In this embodiment, TCP / IP is used as a communication protocol, and basic processing related to TCP / IP is performed by the OS.

  The above is the document registration process in the client.

<Server document registration process>
Next, document registration processing on the server side will be described.

  In S2101, processing for receiving data transmitted from the client is performed. Here, as with the client, the basic processing related to TCP / IP is handled by the OS.

  In S2102, preparation for registration processing of the received document is performed. This processing is performed by the document processing unit 1103.

  In S2103, index data used for search is extracted from the received document.

  In S2104, the document data received from the client is stored in the volume database 1107. The data stored in the volume database is the received document data itself and thumbnail data.

  In step S2105, processing for registering the search index data extracted from the document data in the full text search database 1109 is performed.

  In step S2106, the document attribute data, the document data ID registered in the volume database, and the search index data ID registered in the full-text search database are registered in the attribute database 1108. Thereby, the data registered in the attribute database, the volume database, and the search database are associated with each other.

  The above is the document registration process in the server.

  Next, a user operation procedure according to the present invention will be described.

  FIG. 3 shows examples of stamps used in the electronic document management system and examples of display states thereof.

  The stamp 3001 is an example of a stamp. Depending on the release level, stamps such as R1 secret, R2 secret, R3 secret, etc. are prepared. The document viewer 3002 is a document viewer provided in the electronic document management system. A reduced image (hereinafter referred to as a thumbnail) 3003 is displayed on the left side, and in the case of a document of a plurality of pages, a plurality of thumbnails are displayed side by side, and it is easy to grasp the whole image.

  The document image 3004 is the document itself, and the description content can be confirmed. The stamp tool 3005 allows a user to select and specify a stamp to be pasted on a document by clicking here with a mouse. The stamp 3006 is a stamp that is actually attached to the document.

  Now, it is assumed that the release level of the stamp 3006 pasted on the document is higher than the managerial position, and other users cannot view it.

  An example of moving this document to another folder will be described with reference to FIG.

  The repository view 4001 is a part that displays a folder structure of the electronic document management system, and a plurality of documents can be arranged under each folder. When the user copies a document to the document folder 4002, a menu 4003 is displayed by right-clicking the document folder 4002 with the mouse. By selecting the paste menu here, the document is copied to the document folder 4002.

  In the electronic document management system, it is possible to set an access right for each group including a user or a plurality of users with respect to a folder or a document. In the access right, it is possible to set a read item that allows browsing, a write item that allows editing, and a delete item that allows deletion.

  As described above, the disclosure level of the stamp 3006 attached to the document is higher than that of the managerial position. An example of a document publication level warning will be described with reference to FIG. 5, taking as an example a case where the access right set in the document folder 4002 is set for a user other than the manager.

  At the stage where the document is copied to the document folder 4002, the document management system compares the stamp disclosure level set in the document with the access condition set in the document folder 4002. If the access right set for the folder is lower than the release level of the stamp, a warning dialog as shown in FIG. 5 is displayed. The user is warned that the document can be read by a user other than the user to whom the document should be disclosed. Furthermore, when the copy process is continued, it indicates that the document stamp needs to be changed. When the user selects the YES button 5001, a stamp change screen shown in FIG. 6 is displayed. If the user selects the No button 5002, the copy process is interrupted and the document is not copied.

  FIG. 6 shows a stamp change dialog when copying a document. As described above, when the publication level of the document stamp and the access right of the copy destination folder are inappropriate, the user is explicitly prompted to change the stamp in order to continue copying. Thereby, inadvertent document copying can be prevented. Annotation item 6001 lists the names of the set stamps. The public level item 6002 lists the names of users or groups who can view the document. The names of the users or groups displayed here are the same as the user names and group names when setting the access rights set for the folder or document.

  For example, the R1 secret stamp 6003 is a stamp actually attached to the document in this embodiment. It can be seen that the public level 6002 is a managerial position. The disclosure level of the one-part secret stamp 6004 below it is all one copy, and it can be seen that all the users in the first department can view it.

  In this example, the user has selected to change from the R1 secret stamp 6003 to the one-part secret stamp 6004 in order to copy the document, and has selected to allow viewing of users belonging to the first department. .

  FIG. 7 shows a display state of the document stamp after the operation of FIG.

  The secret stamp 3006 is replaced with a one-part secret stamp 7001. At the same time, the document has been copied to the document folder 4002.

  Next, a basic processing procedure according to the present invention will be described with reference to the flowchart of FIG.

  In S8001, it is determined whether the document is newly registered, copied, or moved. If the document is newly registered, copied, or moved, the process advances to step S8002 to determine whether a stamp is pasted on the document. If a stamp is pasted, the process further proceeds to S8003, and it is determined whether the pasted stamp is a management target stamp. The stamp management table will be described with reference to FIG.

  If a management target stamp is pasted, the process advances to step S8004 to refer to the stamp management table. Subsequently, it is determined whether or not the stamp pasted in S8005 has a public level set. If it is set, the process proceeds to S8006, and the access right set in the folder is acquired. Subsequently, in S8007, it is determined by comparing whether all users who can access the folder are included in the stamp disclosure target. If all members are not included, the process advances to step S8008, and stamps that allow all users to access the folder are listed based on the access right information set in the folder. Subsequently, in S8009, it is determined whether the enumerated stamp has been selected by the user. This processing is the part described above with reference to FIG. Subsequently, the stamp pasted on the document in S8010 is replaced with the stamp selected in S8009. In step S8011, the document is actually registered, copied, or moved.

  Next, the stamp management table will be described with reference to FIG.

  An annotation ID 9001 is an identifier assigned individually for each stamp. An annotation name 9002 is the name of the stamp. A publication level 9003 is a publication level, and is a publication level of a document to which the stamp is attached. The replaceable information 9004 indicates whether the stamp can be replaced with TRUE and FALSE. In the case of TRUE, the stamp can be replaced as described above. In the case of FALSE, it is impossible to replace the stamp. If the conditions do not meet the access rights of the new, copy, or move destination folder, the new, copy, or move of the document is completely prohibited.

  The important stamp 9005 has no public level. That is, even if this stamp is affixed, the determination in S8005 is false. An open level is set for the R1 secret stamp 9006, and it can be seen that the person to be released is a manager. Similarly, the one-part secret stamp 9007 is set to the public level, but all of the users who belong to the first part are subject to disclosure. The flowchart described with reference to FIG. 8 is executed with reference to this management table.

The system block diagram of an electronic document management system. The basic flowchart of an electronic document management system. A display diagram of a stamp pasted on a document. Document copy and move operation method of electronic document management system. Public level warning display diagram. Stamp change selection display diagram. A display diagram of a stamp pasted on a document. The flowchart of this invention. Stamp management table diagram.

Claims (1)

Folder access right setting means for setting a user's access right to a folder for storing a document;
A stamp publication level setting means for setting a publication level corresponding to the access right of the user for a stamp added to a document;
A stamp publication level confirmation unit for confirming whether or not a stamp having a publication level set by the stamp publication level setting unit is pasted to the document when copying / moving / saving the document;
When it is confirmed by the stamp publication level confirmation means that a stamp with a publication level is pasted, the access right set to the copy / move / save folder by the folder access right setting means is changed. A folder access right confirmation means to confirm;
Access right / public level inclusion relation confirmation means for confirming whether or not the access right holder confirmed by the folder access right confirmation means is included in all the public level persons confirmed by the stamp publication level confirmation means. When,
As a result of the confirmation by the access right / publication level relation confirmation means, if the stamp disclosure target person does not include all access target persons of the folder, the document confidentiality level warning means for warning that the confidential level of the document is high ,
After the document secret level warning means, a stamp enumeration means for enumerating stamps having a public level that includes all access targets of the folder;
Stamp pasting means for pasting to a stamp selected from among those listed by the stamp listing means;
An electronic document management system comprising: a document copy / move / save unit that executes copy / move / save of a document after the stamp is replaced by the stamp replacer.

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