JP2010257127A - Document reference system and method, document reference management device, document management system, and program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To achieve the unitary reference of the latest version of electronic documents managed by a plurality of document management systems. <P>SOLUTION: Each of document management systems 100a and 100b includes: a management part 102 for storing and managing an electronic document and information related with the electronic document in a database 101; an update part 103 for updating the electronic document and the information related with the electronic document whose update has been instructed in a prescribed timing; and a transmission control part 104 for calculating a difference before and after the update execution timing of the electronic document and the information related with the electronic document, and for transmitting the copy of the difference as difference information. A document reference management device 200 is provided with a management part 201 for storing and managing the copy of only the latest version of electronic documents managed by the document management systems 100a and 100b in a database 203, based on the difference information received from the document management systems 100a and 100b. <P>COPYRIGHT: (C)2011,JPO&INPIT

Description

  The present invention relates to a document reference system and method, a document reference management apparatus, a document management system, and a program that can refer to electronic documents managed by a plurality of document management systems in an integrated manner.

  Many proposals have been made on a document management system for storing and managing an electronic document (electronic document) in a storage medium, and links between electronic documents are also made (Patent Documents 1 and 2). Etc.).

  Regarding links between documents, for example, Patent Document 1 describes a link establishment condition that is a condition for determining a document link that links a link source document and a link destination document by searching document information of both documents. It has been proposed to express the document link by describing the abstract link in the target document. According to this, since it is possible to express a plurality of document links by describing one abstract link, it is possible to reduce the labor for describing the document link and to reduce the size of the document to be described.

  Further, for example, Patent Document 2 proposes that a document search computer associates documents with each other managed by the document management computer, and the knowledge management computer manages the relevance (link). . According to this, since the link setting person or the searcher can control the display of the link between documents, the related document can be easily searched.

JP 2001-134606 A JP 2002-117074 A

  In the document management system that manages not only the revised version but also the electronic document before that, if the electronic document before the revision is linked, it is necessary for the person to update the link each time. Similarly, when an electronic document is abolished, it is necessary for a person to update the link each time. Otherwise, the page may not be displayed or may be displayed in an ambiguous language such as not being found.

  Although it is possible to devise a way to always link to the latest version within the same document management system, if you want to always refer to the latest version of electronic documents managed by other document management systems, always update the latest version. You must check if it is a version.

  Also, when referring to an electronic document managed by a plurality of document management systems, it is necessary to log in to each document management system from an external terminal, which is troublesome and requires time to refer to the electronic document. It will take.

  The present invention has been made in view of the above situation, and an object thereof is to make it possible to refer to the latest version of electronic documents managed by a plurality of document management systems in an integrated manner.

The document reference system of the present invention includes a plurality of document management systems that manage electronic documents, and a document reference management device that manages so that copies of the electronic documents managed by the plurality of document management systems can be referred to by a client terminal. Each of the document management systems includes a management unit that stores and manages an electronic document and information about the electronic document in a storage unit, and an instruction to update the electronic document and the information about the electronic document. Update means for updating the data at a predetermined timing, and sending the difference between the electronic document and the information related to the electronic document before and after the update execution timing and transmitting a copy of the difference as difference information to the document reference management device Control means, wherein the document reference management device is based on the difference information received from each document management system. Te, the stored in the storage means a copy of only the latest version of each document management electronic document system manages, characterized in that a management means for managing as can be referenced in the client terminal.
The document reference management apparatus of the present invention stores an electronic document and information relating to the electronic document in a storage means, manages the electronic document and information relating to the electronic document and information relating to the electronic document that has been instructed to be updated at a predetermined timing. A plurality of document management systems comprising update means for updating at a time, and transmission control means for taking a difference before and after the update execution timing of the electronic document and information related to the electronic document and transmitting a copy of the difference as difference information A document reference management apparatus to be connected, wherein a copy of only the latest version of an electronic document managed by each document management system is stored in a storage unit based on difference information received from each document management system, and a client terminal It is characterized by having a management means for managing so that it can be referred to.
The document management system of the present invention is a document management system for managing an electronic document. The management unit stores and manages the electronic document and information about the electronic document in a storage unit, and the electronic document and the information about the electronic document. Update means for updating an instruction for update at a predetermined timing, and transmission control for taking a difference before and after the update execution timing of the electronic document and information related to the electronic document and transmitting a copy of the difference as difference information Means.
The document reference method of the present invention includes a plurality of document management systems that manage electronic documents, and a document reference management device that manages so that copies of the electronic documents managed by the plurality of document management systems can be referred to by a client terminal. A document reference system using the document reference system, wherein each document management system stores and manages an electronic document and information about the electronic document in a storage unit, and updates the electronic document and the information about the electronic document. A procedure for updating an instruction at a predetermined timing and a difference between the electronic document and information related to the electronic document before and after the update execution timing are taken, and a copy of the difference is transmitted as difference information to the document reference management device. And the document reference management device is based on the difference information received from each document management system. The stored in the storage means a copy of only the latest version of each document management electronic document system manages, and performs a procedure for managing for reference by the client terminal.
The program according to the present invention updates the electronic document and information related to the electronic document stored in the storage means and manages the electronic document and the information related to the electronic document that are instructed to be updated at a predetermined timing. A document connected to a plurality of document management systems comprising update means, and a transmission control means for taking a difference before and after the update execution timing of the electronic document and information related to the electronic document and transmitting a copy of the difference as difference information A program for controlling a reference management device, wherein a copy of only the latest version of an electronic document managed by each document management system is stored in a storage unit based on difference information received from each document management system. Then, the computer executes processing to manage so that it can be referred to by the client terminal.
The program according to the present invention is a program for controlling a document management system that manages an electronic document, and stores the electronic document and information related to the electronic document in a storage unit, and manages the electronic document and the electronic document. A process for updating the information regarding the update information at a predetermined timing and the difference between the electronic document and the information regarding the electronic document before and after the update execution timing are taken, and a copy of the difference is transmitted as difference information. Causes the computer to execute the process.

  According to the present invention, each document management system transmits the electronic document and a copy before and after the update execution timing of the information related to the electronic document as difference information to the document reference management device, and the document reference management device receives from each document management system. Based on the difference information, a copy of only the latest version of the electronic documents managed by each document management system is stored in the storage means and managed so that it can be referred to by the client terminal. It becomes possible to refer to the latest version of the document in a centralized manner.

It is a figure which shows the structure of the document reference system which concerns on embodiment to which this invention is applied. It is a figure which shows the function structure of a document management system. It is a figure which shows the function structure of a document reference management apparatus. It is a figure which shows the example of document information. It is a figure which shows the example of address information. It is a figure which shows the example of link information between documents. It is a figure which shows the example of authority information. It is a figure which shows the example of search condition management information. It is a figure which shows the example of deletion document management information. It is a figure which shows the example of search condition management information. It is a figure which shows the example of search document information. It is a figure which shows the example of document address provision information. It is a figure which shows the example of the login screen which inputs a department name, personal ID, and a password.

Preferred embodiments of the present invention will be described below with reference to the accompanying drawings.
FIG. 1 shows a configuration of a document reference system according to an embodiment to which the present invention is applied. Reference numerals 100a and 100b denote document management systems for managing electronic document registration (storage) processing and deletion processing, which will be described later. Electronic documents are generally created by document creation software or spreadsheet software.

  Reference numeral 200 denotes a document reference management apparatus that stores and manages copies of electronic documents managed by the document management systems 100a and 100b, and transmits and refers to the corresponding electronic documents in response to a request from the client terminal 300. .

  Reference numeral 300 denotes a client terminal that can access the document reference management apparatus 200 and refer to a copy of the electronic document managed by the document reference management apparatus 200. Further, the document management systems 100a and 100b may be accessed from the client terminal 300 so that the electronic documents managed by the document management systems 100a and 100b can be directly referred to.

  The configuration illustrated in FIG. 1 is an example, and the number of document management systems 100a and 100b and client terminals 300 is not limited. Further, although the document reference management device 200 is illustrated as one device, the document reference management device 200 may be configured by a plurality of devices.

  FIG. 2 shows a functional configuration of the document management system 100 (100a, 100b). Reference numeral 101 denotes a database serving as storage means, which stores electronic documents and information relating to electronic documents. In this embodiment, as information relating to an electronic document, document information 400 (FIG. 4), address information 500 (FIG. 5), inter-document link information 600 (FIG. 6), authority information 700 (FIG. 7), search condition management information 800 (FIG. 8C) and deleted document management information 900 (FIG. 9) are included. Details of each information will be described later.

  Reference numeral 102 denotes a management unit that manages registration (saving) processing, deletion processing, and the like of electronic documents stored in the database 101 and information related to the electronic documents.

  Reference numeral 103 denotes an update unit, which updates an electronic document and information related to the electronic document for which an update instruction has been given at a predetermined timing. The update here includes not only rewriting of an existing electronic document or information about the electronic document (for example, revision of the electronic document) or deletion, but also addition of new electronic document or information about the electronic document. As a result, the electronic document and information related to the electronic document are registered, deleted, updated, and the like in the database 101. The document management system 100 is configured to accept an update instruction from the document manager and execute the update once a day at a predetermined time.

  104 is a transmission control unit, and after the update is executed by the update unit 103, the difference (update) of the update execution result of the electronic document and the information related to the electronic document is taken, and the document reference management is performed using the copy of the difference as difference information To device 200. Specifically, in FIG. 4, assuming that the electronic document with revision number 5 is updated this time, update date information (not shown) and the date to be transmitted are determined, and revision number 5 is recognized as a difference. When the time comes, the document reference management apparatus 200 is used.

  FIG. 3 shows a functional configuration of the document reference management apparatus 200. A management unit 201 stores a copy of only the latest version of the electronic documents managed by the document management systems 100a and 100b in the database 203 based on the difference information received from the document management systems 100a and 100b.

  Further, the management unit 201 stores, in the database 203, a copy of only the latest version of the information related to the electronic document managed by each document management system 100a, 100b based on the difference information received from each document management system 100a, 100b. ,to manage. At this time, the address (address in the document management systems 100a and 100b) originally included in the information related to the electronic document is rewritten (or newly associated) with the address in the document reference management device 200. That is, storing only the latest version of the information about the electronic document managed by each document management system 100a, 100b in the database 203 is not only storing the latest version itself but also processing the latest version copy, It also includes the meaning of saving the edited version. The management information (FIGS. 4 to 7 and 9) of the document management system 100 (100a, 100b) is linked to the DB 101 so that the information can be shared. A search condition 800 (FIG. 8C) including both pieces of information is created based on the search condition management information 801 (FIG. 8A) and 802 (FIG. 8B) of each document management system. Search document information 1000 (FIG. 10) is also created based on the above. The search management information 1000 (FIG. 10) can be added with a condition by the document reference management apparatus 200.

  Search document information 1100 (FIG. 11) and search document information 1200 (FIG. 12) are created based on the information described above.

  A data conversion unit 202 converts a copy of only the latest version of the electronic documents managed by the document management systems 100a and 100b into a predetermined data format, for example, a PDF format that is not easily tampered with. .

  Reference numeral 203 denotes a database serving as storage means, which is a PDF electronic document converted by the data conversion unit 202 under the management of the management unit 201 (a copy of the latest version of the electronic documents managed by the document management systems 100a and 100b). ), And a copy of only the latest version of the information related to the electronic document managed by each of the document management systems 100a and 100b (including processed and edited versions) is stored.

  In the document reference management apparatus 200 configured as described above, for example, when a new electronic document is registered in the document management systems 100a and 100b, a copy of the new electronic document (converted into the PDF format) is registered in the database 203. Will be. For example, when an existing electronic document is revised in the document management systems 100a and 100b, a copy (converted to PDF format) of the revised (latest version) electronic document is the one before the revision already in the database 203. It will be replaced with a copy of the electronic document (converted to PDF format).

  Here, with reference to FIGS. 4 to 8, information about the electronic document stored by each of the document management systems 100 a and 100 b will be described. FIG. 4 shows an example of the document information 400. The document information 400 is created for each electronic document, and for each revised version of each electronic document. Items such as revision number, type, major classification, middle classification, minor classification, title, main department, linked document, reference authority department, etc. are described in a table format. In the illustrated example, document No. For the electronic document “123”, there are six electronic documents with revision numbers “0” to “5”, and there are also six pieces of document information corresponding to each. Each information of the document information 400 is input by a document manager.

  FIG. 5 shows an example of the address information 500. In the address information 500, an address is described in a table format for each electronic document. When there are revisions, each revision has an address. In the example shown in the figure, there are six revisions (revision numbers “0” to “5”), and addresses corresponding to each are described. . As described above, when the update unit 103 of the document management system 100 performs revision processing of an electronic document, the latest revision number and address are added as revision history to the address information 500 as information on the electronic document to be processed. To do.

  FIG. 6 shows an example of inter-document link information 600. In the inter-document link information 600, when a link between documents is established as a “link document” of the document information 400 by the document manager, the management unit 102 extracts the address information of each document, and the link is established. The electronic document and its address are described in a table format. Each electronic document and its address are updated to the latest version by the updating unit 103 each time. In the illustrated example, document No. 123 is a setting in which two documents (link document Nos. 9991 and 9992) are linked. Here, for example, document no. When 9991 is revised, the link address is also rewritten by the update unit 103 to the latest one.

  FIG. 7 shows an example of authority information 700. In the authority information 700, the authority for the electronic document is described in a table format for each electronic document. In the illustrated example, a table is created for each department, and the personal ID and password, and the authority of each individual (reference availability, update availability, approval status) are described.

  FIG. 8C shows an example of the search condition management information 800. Each document management system 100a, 100b has a function of creating a folder in which search results are collected, for example, when settings for registering frequently used search conditions are made from an external terminal such as the client terminal 300. For example, as shown in FIG. 8A, when the search condition “thing with“ cleaning ”in the title” is registered in each document management system 100a, it is related with reference to the title of the document information (FIG. 4). The electronic document is searched and the addresses of the electronic document are collected in one folder. From the viewpoint of the document referring person, it is possible to collectively refer to the electronic document “having“ cleaning ”in the title” simply by selecting the folder. In order to have such a function, as shown in FIG. 8A, the extraction condition (search condition) and the link document name ID (name and address of the collected folder) are described in a table format, and the database 101 is stored. The link document name ID is given information for identifying the document management system held by the target document. Similarly, search condition management information 802 as shown in FIG. 8B is also stored in the database 101 in each document management system 100b. Then, the management unit 201 of the document reference management apparatus 200 searches the search condition 800 including both pieces of information based on the search condition management information 801 (FIG. 8A) and 802 (FIG. 8B) of each document management system. (FIG. 8C) is created and stored in the database 203.

  FIG. 9 shows an example of the deleted document management information 900. In the deleted document management information 900, a deleted (removed) electronic document is described in a table format together with its link source address. In the illustrated example, document No. A setting 567 is linked from three electronic documents.

  As described above, in the document reference management apparatus 200, in addition to the electronic document in the PDF format (a copy of the latest version among the electronic documents managed by the document management systems 100a and 100b), the electronic documents shown in FIGS. A copy of only the latest version of the information related to the information (including those processed and edited) is also stored in the database 203. At this time, the address (each document management system 100a, 100b) originally included in the information related to the electronic document is stored. In the document reference management apparatus 200 is rewritten to the address of the electronic document in PDF format. That is, the addresses described in the address information 500, the inter-document link information 600, the search condition management information 800, and the deleted document management information 900 are rewritten to the addresses of the PDF electronic document. Thereby, the document information, inter-document link, authority, search condition setting, presence / absence of deletion, etc. in each document management system 100a, 100b can be reflected in the PDF electronic document managed by the document reference management device 200. it can.

  Here, FIG. 10 shows an example of search condition management information 1000 stored by the document reference management apparatus 200. As described above, each document management system 100a, 100b has the search condition management information 800, but the document reference management apparatus 200 also creates the search condition management information 1000 based on it. In this case, for example, if the same search condition is registered in both the document management systems 100a and 100b, the search results in both the document management systems 100a and 100b are managed as a folder (display name: type XY). To do.

  Also, the document reference management device 200 has a function of registering frequently used search conditions from the client terminal 300 and creating a folder in which the search results are collected. That is, apart from registering search conditions in the document management systems 100a and 100b, the document reference management apparatus 200 can register the search conditions independently, and the contents are described in the search condition management information 1000. In the illustrated example, the type Z indicates a condition for searching all electronic documents in the document management reference device 200.

  FIG. 11 shows an example of search document information 1100 stored by the document reference management apparatus 200. The management unit 201 selects various types of electronic documents extracted by the search condition management information 1000 based on a copy of only the latest version of the information related to the electronic documents managed by the document management systems 100a and 100b illustrated in FIGS. Edit the information into a table and use it to check links between documents and authority.

  FIG. 12 shows an example of document address provision information 1200 stored by the document reference management apparatus 200. A PDF format electronic document can be uniquely linked to a PDF format electronic document managed by the document reference management device 200 (a copy of the latest version of the electronic documents managed by the document management systems 100a and 100b). Provide the address of the document. In this case, when providing the address of one electronic document in PDF format, the address may be provided based on a copy of the address information 500. When providing the address of the folder managed by the search condition management information 1000, the document address provision information 1200 may be created in advance and the address may be provided based on the document address provision information 1200.

  When referring to a PDF-format electronic document managed by the document reference management apparatus 200 from the client terminal 300, as shown in FIG. 13, the department name, personal ID, and password are entered on the login screen displayed on the client terminal 300. The document reference management device 200 is accessed.

  When referring to one electronic document, for example, the document number is set at the client terminal 300. Is input, or an operation for referring to another electronic document linked to the electronic document currently being referred to is performed, the document reference management device 200 collates copies of the document information 400 and the address information 500. Search for electronic documents in PDF format. Also, the department name, personal ID and password that have been entered are compared with a copy of the authority information 700, and if the person has authority, the client terminal 300 is allowed to refer to the PDF document. If the person is not authorized, a message such as “no reference authority” is notified.

  If an electronic document is not found, a copy of the deleted document management information 900 is checked, and if it is deleted, a message such as “Document has been abolished” is notified. By providing the deleted document management information in this way, it is possible to avoid a state in which the page is not displayed or displayed in an ambiguous language such as not being found.

  Further, when referring to a plurality of electronic documents, for example, when an operation for specifying a link document name ID is performed, the document information 400, the address information 500, a copy of the authority information 700, and the search document information 1100 are also collated. The client terminal 300 is permitted to refer to the PDF document. Also in this case, if the person is not authorized, a message such as “no reference authority” is notified, or if the electronic document is not found, the deleted document management information 900 is referred to and deleted. Then, a message such as “Document has been abolished” is notified.

  A configuration is also possible in which a PDF electronic document managed by the document reference management apparatus 200 can be linked from an electronic document managed at another location. In such a case, when referring to an electronic document in PDF format managed by the document reference management apparatus 200 from an electronic document managed in another location, the department name, personal ID, and password are first input on the login screen. To do.

  The document reference management apparatus 200 to which the present invention is applied can be specifically configured by a computer system including a CPU, a ROM, a RAM, and the like, and is realized by the CPU executing a program. Therefore, the program itself and the storage medium storing the program constitute the present invention. As a storage medium for supplying the program, for example, a flexible disk, a hard disk, an optical disk, a magneto-optical disk, a CD-ROM, a CD-R, a magnetic tape, a nonvolatile memory card, a ROM, or the like can be used.

100 (100a, 100b) Document management system 200 Document reference management device 300 Client terminal 101 Database 102 Management unit 103 Update unit 104 Transmission control unit 201 Management unit 202 Data conversion unit 203 Database

Claims (12)

A plurality of document management systems for managing electronic documents;
A document reference system including a document reference management device that manages a copy of an electronic document managed by the plurality of document management systems so that a client terminal can refer to the copy.
Each document management system includes:
Management means for storing and managing electronic documents and information relating to electronic documents in storage means;
Updating means for updating the electronic document and information related to the electronic document with an instruction to update at a predetermined timing;
A transmission control unit that takes a difference before and after the update execution timing of the electronic document and information related to the electronic document, and transmits a copy of the difference as difference information to the document reference management device;
The document reference management device includes:
Management means for storing a copy of only the latest version of the electronic document managed by each document management system in a storage means based on the difference information received from each document management system so that it can be referred to by the client terminal A document reference system comprising:   2. The document reference management apparatus according to claim 1, wherein a copy of only the latest version of the electronic document managed by each of the document management systems is converted into a predetermined data format and stored in the storage unit. Document reference system.   The document reference system according to claim 1, wherein the information related to the electronic document includes document information created for each electronic document and each revision of the electronic document.   The document reference system according to claim 1, wherein the information on the electronic document includes address information of the electronic document.   The document reference system according to claim 1, wherein the information related to the electronic document includes inter-document link information.   The document reference system according to claim 1, wherein the information related to the electronic document includes deleted document management information for managing the deleted electronic document.   7. The document according to claim 1, wherein the document reference management device has search condition management information for collectively managing electronic documents searched under a preset search condition. Reference system. Management means for storing and managing the electronic document and information relating to the electronic document in a storage means; updating means for updating the electronic document and information relating to the electronic document that are instructed to be updated at a predetermined timing; and A document reference management apparatus connected to a plurality of document management systems, comprising: transmission control means for taking a difference before and after the update execution timing of information relating to a document and the electronic document, and transmitting a copy of the difference as difference information. ,
Management means for storing, based on the difference information received from each document management system, a copy of only the latest version of the electronic document managed by each document management system in a storage means and managing it so that it can be referred to by a client terminal A document reference management apparatus comprising: A document management system for managing electronic documents,
Management means for storing and managing electronic documents and information relating to electronic documents in storage means;
Updating means for updating the electronic document and information related to the electronic document with an instruction to update at a predetermined timing;
A document management system comprising: a transmission control unit that takes a difference before and after the update execution timing of the electronic document and information related to the electronic document, and transmits a copy of the difference as difference information. A plurality of document management systems for managing electronic documents;
A document reference method comprising a document reference management device for managing a copy of an electronic document managed by the plurality of document management systems so that a reference terminal can refer to a copy thereof,
Each of the document management systems
A procedure for storing and managing an electronic document and information about the electronic document in a storage means;
A procedure for updating the electronic document and information related to the electronic document, which has been instructed to be updated, at a predetermined timing;
Taking the difference before and after the update execution timing of the electronic document and information about the electronic document, and performing a procedure of sending a copy of the difference as difference information to the document reference management device;
The document reference management device is
Based on the difference information received from each document management system, a procedure for storing a copy of only the latest version of the electronic document managed by each document management system in a storage unit and managing it so that it can be referred to by the reference terminal A document reference method characterized by being performed. Management means for storing and managing the electronic document and information relating to the electronic document in a storage means; updating means for updating the electronic document and information relating to the electronic document that are instructed to be updated at a predetermined timing; and Controls a document reference management apparatus connected to a plurality of document management systems including a transmission control unit that takes a difference before and after the update execution timing of information relating to a document and the electronic document and transmits a copy of the difference as difference information. A program for
Based on the difference information received from each document management system, the computer stores a copy of only the latest version of the electronic document managed by each document management system in a storage unit, and manages the process so that it can be referred to by a reference terminal A program to make it run. A program for controlling a document management system for managing electronic documents,
Processing for storing and managing electronic documents and information relating to electronic documents in a storage means;
Processing for updating the electronic document and information related to the electronic document, which has been instructed to be updated, at a predetermined timing;
A program for causing a computer to execute a process of taking a difference before and after the update execution timing of the electronic document and information related to the electronic document and transmitting a copy of the difference as difference information.

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