JP2012185780A - Document management system and document management method - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a document management system and a document management method for efficiently setting a document to be managed to a related organization which needs to browse as well as to an organization specified as a publication destination.SOLUTION: A control part 31 of a document management system 20 once receiving a document registration request from a user terminal 10 executes registration processing for the document to be managed and publication destination. When a publication restriction flag is related to the registered document to be managed, the control part 31 executes specification processing for a high-order organization and the publication destination and executes registration processing for a related publication destination. A control part 41 of the document management system 20 records a publication organization code and a publication grade code in an index record in registration processing for index with respect to a document to be managed whose publication is limited. The control part 41 performs retrieval processing by extracting an index record in which an organization identifier as a retrieval condition and a keyword as a retrieval condition are recorded.

Description

  The present invention relates to a document management system and a document management method for managing a management target document that specifies a disclosure range.

  In order to share information among multiple people, an electronic document may be made public. Depending on the contents of the electronic document, it may be disclosed only to a specific person or a specific organization. A technique for managing such an electronic document with restriction on publication is known (see, for example, Patent Document 1). In the technique described in this document, when a user registers a document, the user sets a range for permitting access to the document.

JP 2007-179179 A (first page, FIG. 7 and FIG. 18)

  As described above, when the disclosure permission ranges are individually set for disclosure to only a specific person or a specific organization, the setting may be complicated. In particular, the burden is large when there are many target persons and target organizations. In addition, when setting disclosure to a specific person or a specific organization, it is necessary to consider the setting for related parties such as superiors or members of higher-level organizations. For example, when setting disclosure to a specific person or a member of a specific organization, the supervisor or a member of a higher organization should be able to browse. However, if you forget the settings for the senior manager and the members of the higher-level organization, there is a problem that these related persons cannot browse.

  The present invention has been made to solve the above-described problems, and a document management system for efficiently setting a management target document to an organization designated as a disclosure destination and a related organization that needs to be browsed, and It is to provide a document management method.

  In order to solve the above-mentioned problems, the invention according to claim 1 is directed to a user organization information storage means storing affiliation organization information for specifying a user affiliation organization, and an organization storing related organization information of each organization. Information storage means, document information storage means for storing management target document data, disclosure destination information storage means for storing disclosure destination information for specifying a disclosure destination organization of management target document data, and disclosure of management target document data A document management system connected to a user terminal, wherein the control means receives management object document data from the user terminal and records it in the document information storage means. A means for specifying a publication destination organization of the document data and registering it in the publication destination information storage means, a related organization of the registered publication destination organization is specified using the organization information storage means, In a case where a means for registering related organization information in the disclosure destination information storage means and a download instruction for management target document data from a user terminal are received, the organization of the user of the user terminal is assigned to the user organization information storage means. And when the organization to which the affiliation belongs is registered in the disclosure destination information storage means as the disclosure destination organization of the management target document data, a process of transmitting the management target document data to the user terminal is executed. And a means for performing the above.

According to a second aspect of the present invention, in the document management system according to the first aspect, for the document identifier of the management target document data, an index information storage for storing index information for searching the management target document data And when the new management target document data is registered in the document information storage unit, the control unit is configured to search information related to the management target document data, and identify a disclosure destination organization of the management target document data. Information to be generated and registered in the index information storage means, and when the search condition is received from the user terminal, the index information storage means is used to match the search condition. A document data that includes the organization information of the user of the user terminal in the identification information of the disclosure destination organization. Find the document identifier of the target document data, the extracted search result document identifier lists the the gist that it further comprising means for transmitting to the user terminal.

  According to a third aspect of the present invention, the document management system according to the second aspect further comprises history information storage means for recording a transmission result including the organization information of the user who transmitted the document data to be managed. In the information, the identification information of the publishing destination organization is recorded in association with the information for specifying the search order of the document identifier, and when the control means transmits the management target document data to the user terminal , Means for recording the transmission record including the organization information of the user in the history information storage unit, and acquiring the transmission record from the history information storage unit, and storing the transmission record in the history information storage unit according to the transmission record The gist of the invention is that the index information further includes means for rearranging the order of the identification information of the disclosure destination organization of each index information.

  According to a fourth aspect of the present invention, in the document management system according to any one of the first to third aspects, the disclosure destination information storage means stores the management target in association with the identification information of the disclosure destination organization. When browsing status information of document data is recorded and the control means transmits the managed document data to the user terminal, the organization to which the user belongs is specified, and the affiliation information storage means The gist of the present invention is to further include a read recording unit that changes the browsing status to read when the browsing status corresponding to the organization is unread.

  According to a fifth aspect of the present invention, in the document management system according to the fourth aspect, when the control unit registers a plurality of organizations for the user of the user terminal in the user organization information storage unit. Means for transmitting an organization selection screen including the specified organization to the user terminal, means for specifying the organization selected on the organization selection screen from the user terminal as the organization to which the user belongs, The gist of the invention is that the organization to which the organization belongs further includes means for transmitting, to the user terminal, data relating to a management target document registered in the disclosure destination information storage means as a disclosure destination organization.

  The invention according to claim 6 is the document management system according to any one of claims 1 to 5, wherein an attachment file storage means for storing an attachment file added to the management target document data; Compressed file storage means for storing a compressed file obtained by compressing all attached files added to the management target document data into one file, and the control means sends the management target document data together with the management target document data from the user terminal When the attachment file is received, the attachment file is added to the management target document data from the user terminal and means for registering the attachment file in the attachment file storage means in a state where it can be associated with the management target document data. If a batch download request for a plurality of attached files is received, the attachment file that is the target of the download request is received. If the compressed file is not registered, the attached file of the management target document data is acquired from the attached file storing unit, and a new compressed file is generated. The gist is to register in the compressed file storage means and transmit the compressed file to the user terminal.

The invention described in claim 7 is a user organization information storage unit that stores organization information for identifying the organization to which the user belongs, an organization information storage unit that stores related organization information of each organization, and management target document data Management system connected to a user terminal, including document information storage means for storing information, disclosure destination information storage means for storing disclosure destination information for specifying a disclosure destination organization of managed document data, and control means A management method for managing the disclosure of the management target document data, wherein the control means receives the management target document data from a user terminal and records it in the document information storage means. Identifying the data disclosure destination organization and registering it in the disclosure destination information storage means; and specifying the related organization of the registered disclosure destination organization using the organization information storage means; In the step of registering the linked organization information in the disclosure destination information storage means, and when receiving an instruction to download the management target document data from the user terminal, the organization to which the user of the user terminal belongs is stored in the user organization information storage means. And when the organization to which the affiliation belongs is registered in the disclosure destination information storage means as the disclosure destination organization of the management target document data, a process of transmitting the management target document data to the user terminal is executed. The gist is to execute the step.

(Function)
According to the first and seventh aspects of the present invention, the control unit receives the management target document data from the user terminal, records the management target document data in the document information storage unit, specifies the disclosure destination organization of the management target document data, Register in the disclosure destination information storage means. The control unit specifies the related organization of the registered disclosure destination organization using the organization information storage unit, and registers the related organization information in the disclosure destination information storage unit. When receiving an instruction to download the management target document data from the user terminal, the control unit specifies the organization to which the user of the user terminal belongs using the user organization information storage unit, and the organization belongs to the management target document data Is registered in the disclosure destination information storage means as a disclosure destination organization, a process of transmitting management target document data to the user terminal is executed. As a result, not only the organization set and registered by the user as the organization for publishing the management target document data but also the related organization of this organization can be set to public without burdening the registrant. And the user of a related organization can also browse a management object document reliably.

  According to the second aspect of the present invention, when the new management target document data is registered in the document information storage unit, the control unit searches for the management target document data and the disclosure destination of the management target document data. Index information including organization identification information is generated and registered in the index information storage means. When the search means receives the search condition from the user terminal, the control means uses the index information storage means to manage the document data that matches the search condition, and the identification information of the disclosure destination organization includes the organization to which the user of the user terminal belongs. A document identifier of management target document data including information is searched, and a search result in which the extracted document identifiers are displayed as a list is transmitted to the user terminal. As a result, even when searching for a management target document with access restriction, it is possible to determine whether or not there is a publication restriction from the index information, so that a publication restricted document can be retrieved at high speed.

  According to the third aspect of the present invention, when the management target document data is transmitted to the user terminal, the control unit records the transmission result including the user's belonging organization information in the history information storage unit. The control unit acquires the transmission record from the history information storage unit, and rearranges the order of the identification information of the disclosure destination organization of each index information stored in the history information storage unit according to the transmission record and updates it. As a result, the index information is rearranged in such a way that organizations with a high system usage record are arranged first, so that the search in the disclosure destination organization can be efficiently performed in consideration of the transmission record.

  According to the invention described in claim 4, when the management target document data is transmitted to the user terminal, the control unit specifies the organization to which the user belongs, and browses corresponding to the organization in the disclosure destination information storage unit. If the status is unread, the browsing status is changed to read. Thereby, the browsing situation in a user can be grasped.

  According to the fifth aspect of the present invention, the control means includes, in the user organization information storage means, when a plurality of belonging organizations are registered for the user of the user terminal, the specified belonging organization is included in the user terminal. The organization selection screen is transmitted, and the organization selected on the organization selection screen from the user terminal is specified as the organization to which the user belongs. The control means transmits data related to the management target document registered in the disclosure destination information storage means as the disclosure destination organization to the user terminal. As a result, the concurrent user can browse the management document published to the selected organization.

  According to the sixth aspect of the present invention, when the control unit receives the attachment file together with the management target document data from the user terminal, the attachment file can be associated with the management target document data. Register in the storage means. When the control unit receives a batch download request for a plurality of attached files added to the management target document data from the user terminal, the control unit searches the compressed file storage unit for the compressed file of the attached file that is the target of the download request. If the compressed file is not registered, the attached file of the managed document data is acquired from the attached file storage unit, a new compressed file is generated, registered in the compressed file storage unit, and compressed to the user terminal. Send the file. Thus, when the first batch download request for the attached file is received, the compressed file is generated, so that the compressed file can be efficiently generated and stored.

  According to the present invention, it is possible to efficiently set a management target document to an associated organization that needs to be browsed together with an organization designated as a publication destination.

1 is a schematic configuration diagram illustrating a configuration of a system according to an embodiment of the present invention. It is explanatory drawing of the data recorded on each memory | storage part of embodiment of this invention, (a) is an employee table memory | storage part, (b) is an organization table memory | storage part, (c) is a document table memory | storage part, (d ) Is a disclosure range table storage unit, (e) is an index table storage unit, and (f) is an association table storage unit. The screen transition diagram used with the document management system of embodiment of this invention. 6 is a flowchart of the first half of a document registration process according to the embodiment of the present invention. The flowchart of the process sequence of the second half of the document registration process of embodiment of this invention. The flowchart of the process sequence of the index production | generation process of embodiment of this invention. The flowchart of the process sequence of the document search process of embodiment of this invention. The flowchart of the process sequence of the document browsing process of embodiment of this invention. It is explanatory drawing of the screen used with the document management system of embodiment of this invention, (a) is a login switching screen, (b) is a screen used by document registration processing, (c) is a list and search screen, ( d) Document detail screen. The flowchart of the process sequence of the index update process in the modification of this invention.

  DESCRIPTION OF EMBODIMENTS Hereinafter, embodiments embodying the present invention will be described with reference to FIGS. In the present embodiment, a document management system and a document management method for managing a management target document registered and viewed by an employee in a company will be described. In the present embodiment, the management target document is disclosed not only to the disclosure destination organization designated by the registrant but also to the related organization (for example, a higher level organization) of the disclosure destination organization.

In the present embodiment, as shown in FIG. 1, a user terminal 10 is connected to the document management system 20 via a network. The user terminal 10 is a computer terminal used by a user to register and output a management target document. The user terminal 10 has a function of transmitting data via a network, a function of displaying received data, and the like.
For this reason, the user terminal 10 includes an input unit such as a keyboard and a mouse, an output unit such as a display, a communication unit, and the like in addition to a CPU, RAM, and ROM (not shown).

  The document management system 20 of this embodiment includes a registration server 30 and a search server 40. A control unit 31 (to be described later) of the registration server 30 and a control unit 41 (to be described later) of the search server 40 work together to function as a control unit of the document management system 20.

  The registration server 30 is a computer system that performs a user authentication process when there is an access from the user terminal 10 and a document registration process in response to an instruction from the user terminal 10. In the present embodiment, the document management system 20 accepts access from the user terminal 10.

  The registration server 30 includes a control unit 31, an employee table storage unit 32, an organization table storage unit 33, a document table storage unit 34, a disclosure range table storage unit 35, and an attached file storage unit 36. The control unit 31 functions as a control unit that performs authentication processing of a user (employee) of the accessing user terminal 10 and management processing of various data for performing registration processing of document data to be managed. The control unit 31 includes a CPU, RAM, ROM, and the like (not shown). And the process mentioned later is performed. By executing a registration program for this purpose, the control unit 31 includes an access receiving unit 310, a document registration unit 311, a registration notification unit 312, and a personnel cooperation unit 313.

  The access receiving means 310 executes user authentication processing for the user of the accessed user terminal 10 and identification processing for the user's belonging organization. The access accepting unit 310 includes a memory that temporarily stores user-identified user-identified information (here, an employee code or an organization identifier described later).

  The document registration unit 311 executes processing for registering a management target document based on a document registration request from the user terminal 10. In this case, the document registration unit 311 registers the attachment file added to the management target document and data related to the disclosure range of the management target document together with the registration of the management target document. The document registration unit 311 includes a memory that temporarily stores related organization (in this embodiment, higher organization) information.

The registration notifying unit 312 executes processing for notifying a mail transmission target person when a management target document is registered.
The personnel linking means 313 updates the data in the employee table storage unit 32 and the organization table storage unit 33 in cooperation with the personnel change information and organization change information obtained from the personnel management server (not shown). Execute the process.

  The employee table storage unit 32 functions as a user organization information storage unit. In the employee table storage unit 32, an employee record 320 relating to a user (employee) who uses the document management system 20 is recorded. This employee record 320 is recorded when new employee information is registered. In the employee record 320, as shown in FIG. 2A, data relating to an employee code, name, organization code, job code, grade code, mail transmission destination, and update date are recorded.

Data relating to an identifier for identifying each employee is recorded in the employee code data area.
In the name data area, data on the name of the employee is recorded.
In the affiliated organization code data area, data relating to the affiliated organization code (organization identifier) for specifying the affiliated organization to which the employee belongs is recorded. This organization identifier is configured by combining identifiers for identifying each branch, department, and section.

In the job code data area, data relating to an identifier for specifying the job of the employee is recorded.
In the grade code data area, data relating to an identifier for identifying the grade of the employee is recorded.
Data relating to the email address of the employee is recorded in the email transmission destination data area.
In the update date data area, data related to the date when the employee record 320 was updated is recorded.

  The organization table storage unit 33 functions as organization information storage means. In the organization table storage unit 33, organization records 330 regarding each organization in the company are recorded. This organization record 330 is recorded when the organization organization is registered. In the organization record 330, as shown in FIG. 2B, data related to the upper organization code, the organization name, and the lower organization code are recorded.

In the upper organization code data area, data relating to an identifier for identifying each organization (an organization identifier for identifying a branch, a department, and a section) is recorded.
In the organization name data area, data relating to the name of this organization (superordinate organization) is recorded.
In the lower organization code data area, data relating to an identifier (organization identifier) for specifying a lower organization immediately below the upper organization is recorded.

  The document table storage unit 34 functions as a document information storage unit. In the document table storage unit 34, a document record 340 relating to a management target document is recorded. This document record 340 is generated and recorded when a document registration process to be described later is executed. As shown in FIG. 2C, the document record 340 includes data relating to a document code, a document number, a type code, a disclosure range setting, a title, a comment, a registrant code, a registered organization code, a registration date, and the number of attached files. To be recorded.

  Data relating to an identifier for specifying each management target document is recorded in the document code data area. In the present embodiment, this document code is composed of a registered date and time and a registrant code.

In the document number data area, data relating to the serial number assigned to the management target document in the registered organization is recorded.
In the type code data area, data relating to an identifier for specifying the type of the document to be managed is recorded. In the present embodiment, the type code specifies one of the document types of “notification”, “notification”, “office work contact”, “request”, “application”, “inquiry”, “report”, and “other”. Use identifiers.

In the disclosure range setting data area, data relating to a flag (full disclosure flag or disclosure restriction flag) indicating whether or not disclosure of the management target document is restricted is recorded.
In the title data area, data relating to the title of the management target document is recorded.

In the comment data area, data related to comments on the management target document is recorded.
In the registrant code data area, data relating to the employee code of the registrant who registered the managed document is recorded.

In the registered organization code data area, data relating to the organization identifier to which the registrant belongs is recorded.
In the registration date / time data area, data related to the date and time when the managed document is registered is recorded.

  In the attached file number data area, data relating to the number of attached files added to the management target document is recorded. If no attached file is added to the registered management target document, “0” is recorded.

  The disclosure range table storage unit 35 functions as a disclosure destination information storage unit. In the disclosure range table storage unit 35, a disclosure range record 350 relating to an organization that can be browsed for a management target document whose disclosure is restricted is recorded. In addition, when there are a plurality of organizations to be disclosed, a disclosure range record 350 is recorded for each organization. In the present embodiment, the organization to be published includes a designated publication destination organization designated by the user and a related publication destination organization related to the designated publication destination organization. The disclosure range record 350 is generated and recorded when a document registration process to be described later is executed. In the disclosure range record 350, as shown in FIG. 2D, data relating to the document code, the disclosure organization code, the disclosure grade code, the notification setting, and the browsing status is recorded.

In the document code data area, data relating to a document code for specifying each management target document is recorded.
In the public organization code data area, data related to an organization identifier for specifying the disclosure destination organization of the managed document is recorded.

In the public grade code data area, data relating to an identifier for identifying the grade of the employee to be disclosed of the management target document is recorded.
In the notification setting data area, data relating to a flag (notification flag or non-notification flag) for determining whether or not notification of the release of the management target document is necessary is recorded. When notifying, a notification flag is recorded, and when not notifying, a non-notification flag is recorded. In the present embodiment, a non-target flag is recorded in the notification setting data area in the related organization disclosure range record 350 described later.

  In the browsing status data area, data relating to a flag (unread flag or read flag) for determining whether or not the managed document has been browsed is recorded. Further, in a related organization disclosure range record 350 described later, a non-target flag is recorded in the browsing status data area.

  The attached file storage unit 36 functions as an attached file storage unit. In the attached file storage unit 36, an attached file added to the management target document is recorded. This attached file is recorded when the attached file is acquired in the registration process described later. The attached file holds a file name and is stored in a specific area (area indicated by the path) in the attached file storage unit 36.

  On the other hand, the search server 40 shown in FIG. 1 is a computer system that performs a process for searching a management target document based on a search condition received from the user terminal 10. The search server 40 performs processing for creating an index used for search processing. Furthermore, the search server 40 performs a process of transmitting a management target document and an attached file to the user terminal 10 in response to a download instruction from the user terminal 10.

The search server 40 includes a control unit 41, an index table storage unit 42, an association table storage unit 43, an attached file storage unit 44, and a compressed file storage unit 45.
The control unit 41 functions as a control means for performing management processing of various data for performing search processing and browsing processing of management target document data. The control unit 41 includes a CPU, RAM, ROM, etc. (not shown). And the process mentioned later is performed. By executing a search program for this purpose, the control unit 41 includes search means 411, browsing management means 412, and index registration means 413.

  Based on the search condition received from the user terminal 10, the search unit 411 executes processing for searching for a management target document using the index table storage unit 42. For this purpose, the search unit 411 includes a memory that temporarily stores related organization (in this embodiment, higher-level organization) information received from the access receiving unit 310.

  The browsing management unit 412 functions as an already-recorded recording unit, and executes management processing for browsing the management target document. In response to an instruction from the user terminal 10, the browsing management unit 412 transmits details of the document to be managed, an attached file, and the like to the user terminal 10 and manages the browsing status. The browsing management unit 412 includes a memory that temporarily stores a document code received from the user terminal 10 and attached file download request data.

  The index registration unit 413 executes processing for creating index information used for search processing based on data in the document table storage unit 34 and the disclosure range table storage unit 35 of the registration server 30 and registering the index information in the index table storage unit 42. To do.

  The index table storage unit 42 functions as index information storage means. In the index table storage unit 42, an index record 420 used for search processing is recorded. The index record 420 is generated and recorded when it is detected that new data is registered in the document table storage unit 34. In the index record 420, as shown in FIG. 2E, the document code, document number, disclosure range setting, all public organization, document search text, type code, title, comment, registrant code, registrant name, registration Data related to the organization code, registered organization name, registration date and time, and the number of attached files is recorded.

Similar to the document record 340, data relating to an identifier (document code) for specifying each management target document is recorded in the document code data area.
Similar to the document record 340, data relating to the serial number assigned to the management target document in the registered organization is recorded in the document number data area.

  Similar to the document record 340, data related to a flag (full disclosure flag or disclosure restriction flag) indicating whether or not disclosure of the management target document is restricted is recorded in the disclosure range setting data area.

  Data related to an identifier (organization identifier) for specifying the organization to be disclosed of the management target document is recorded in the all public organization data area. When a management target document is disclosed to a plurality of organizations, organization identifiers that specify all organizations to be disclosed are recorded. Specifically, a set of a public organization code and a public grade code is stored side by side with a delimiter.

In the document search text data area, data relating to a keyword used when searching for the management target document is recorded. In the present embodiment, a plurality of keywords corresponding to the words included in the comments of the management target document are recorded.
Similar to the document record 340, various types of data are recorded in the type code data area, title data area, comment data area, registrant code data area, registered organization code data area, registration date / time data area, and attached file number data area. The
In the registrant name data area and the registered organization name data area, data related to the name and affiliation name of the registrant of the managed document are recorded.

  In the association table storage unit 43, an association record 430 for specifying the association of the attached file with the management target document is recorded. The association record 430 is recorded when an attachment file registration instruction is received in a document registration process to be described later. In the association record 430, as shown in FIG. 2F, data relating to the document code, branch number, attached path, and file name is recorded.

In the document code data area, data relating to a document code for specifying each management target document (text) is recorded.
In the branch number data area, data relating to the number assigned to the attached file of the management target document is recorded.

  In the attached path data area, data for specifying the area in which the attached file specified by the branch number is stored is recorded. In the present embodiment, data relating to a path indicating a storage area in the attached file storage unit 44 is recorded.

Data relating to the name of the attached file is recorded in the file name data area.
The attached file storage unit 44 functions as an attached file storage unit. The attached file storage unit 44 records the same file as the attached file added to the management target document. This attached file is recorded when a new attached file is registered in the attached file storage unit 36 of the registration server 30. The attached file holds a file name and is stored in a specific area (area indicated by the path) in the attached file storage unit 44.

  The compressed file storage unit 45 functions as a compressed file storage unit. The compressed file storage unit 45 stores a compressed file obtained by compressing all the attached files added to each management target document into one. This compressed file is generated and registered when batch download is performed for the first time. The compressed file is stored in association with a document code for specifying each management target document to which the attached file is added.

  Next, the document management process of this embodiment will be described. Here, the entire procedure (FIG. 3), document registration processing (FIGS. 4 and 5), index generation processing (FIG. 6), document search processing (FIG. 7), and document browsing processing (FIG. 8) will be described in this order.

(Whole procedure)
First, the entire procedure will be described with reference to FIG.
When accessing the document management system 20 using the user terminal 10, the integrated management menu screen 110 is displayed on the display. When registering or browsing a management target document, a document management processing menu is selected on the integrated management menu screen 110. In this case, the document management system 20 displays an initial display list / search screen 130 on the display of the user terminal 10.

  When the concurrent person accesses, the document management system 20 displays a login switching screen 120 as an organization selection screen on the display of the user terminal 10. This login switching screen 120 is used for switching the organization to which the user belongs. Details of the login switching screen 120 will be described later.

When the concurrent organization selects the belonging organization at the time of login, the document management system 20 displays an initial display list / search screen 130 on the display of the user terminal 10.
The initial display list / search screen 130 includes a list / search tab, a document registration tab, a management document list tab, and an environment setting tab.

  The list / search screen 130 in a state where the list / search tab is selected is used to perform a search process for a management target document. The list / search screen 130 is provided with a display area for displaying a document list by type, an output button, a search condition input field for inputting a search condition, and a search button.

  When the document registration tab is selected, the user terminal 10 switches to the document registration screen 140. As will be described later, the document registration screen 140 is used for inputting a management target document to be registered.

  When the setting of the management target document to be registered on the document registration screen 140 is completed, the user terminal 10 displays the public setting screen 150 on the display. As will be described later, the public setting screen 150 is used to set a public range (organization and grade of a public destination) of a management target document and an attached file to be registered.

  When the setting of the disclosure range is completed on the disclosure setting screen 150, the user terminal 10 displays a registration confirmation screen 160 on the display. When the registration button on the registration confirmation screen 160 is selected, the document management system 20 performs registration processing of the management target document and the disclosure range.

  On the other hand, when the search condition is entered in the search condition input field of the list / search screen 130 and the search button is selected while the list / search tab is selected, the document management system 20 displays the list / search screen 170. To do. As will be described later, the list / search screen 170 displays a list of document types, titles, and the like of managed documents that match the search conditions in the display area of the screen.

  When the title of each management target document displayed in the list is selected, the document management system 20 displays the document details screen 180 on the display of the user terminal 10. As will be described later, the document detail screen 180 is used to display the contents of the selected management target document.

  On the other hand, when the managed document list tab is selected, the user terminal 10 displays the managed document list screen 200 on the display. The managed document list screen 200 displays a list of document types, titles, and the like of managed documents that can be browsed by the user, and includes a detail button and a status button corresponding to each managed document. Here, when the detail button is selected, the document management system 20 displays a document detail screen 180 described later on the display of the user terminal 10.

  On the other hand, when the status button is selected, the document management system 20 displays the browsing status list screen 210 on the display of the user terminal 10. The browsing status list screen 210 displays a list of browsing statuses of the management target document in the disclosure destination organization.

  When the environment setting tab is selected, the user terminal 10 displays the environment setting screen 220 on the display. The environment setting screen 220 includes a button for switching between the public group setting screen 230 and the concurrent user setting screen 240. Here, the public group setting screen 230 is used for setting a group to be disclosed in advance. The concurrent user setting screen 240 is used for setting a concurrent person.

(Document registration process)
Next, the document registration process will be described with reference to FIGS. When using the user terminal 10, login to the terminal is performed. The employee code is used for this login. Then, the integrated management menu screen 110 is displayed on the display of the user terminal 10.

  Here, when the document management processing menu on the integrated management menu screen 110 is selected, the user terminal 10 accesses the document management system 20. Here, the user terminal 10 transmits the employee code acquired at the time of terminal login to the document management system 20.

  In this case, the control unit 31 of the registration server 30 of the document management system 20 executes user authentication processing (step S1-1). Specifically, the access receiving unit 310 of the control unit 31 confirms whether or not the received employee code is registered in the employee table storage unit 32. If not registered, login is refused. On the other hand, when the received employee code is registered in the employee table storage unit 32, the user authentication is completed and the received employee code is temporarily stored in the memory.

  Next, the control part 31 of the registration server 30 performs the identification process of a user's affiliation organization (step S1-2). Specifically, the access receiving means 310 of the control unit 31 extracts the employee record 320 in which the received employee code is recorded. When the user is not a person who concurrently serves as a plurality of organizations, one employee record 320 is extracted. In this case, the access receiving means 310 temporarily stores the organization code and grade code of the employee record 320 in the memory.

  On the other hand, in the case of concurrently serving as a plurality of organizations, a plurality of employee records 320 are extracted. In this case, the access receiving unit 310 transmits the login switching screen data to the user terminal 10. The login switching screen data includes the organization code and job code of the extracted employee record 320.

  The user terminal 10 displays a login switching screen 120. As shown in FIG. 9A, the login switching screen 120 includes a radio button, an organization (belonging department), an affiliation selection column in which duties and grades are arranged, and a determination button.

  Here, on the login switching screen 120, the radio button corresponding to the organization to which the user logs in is selected and the enter button is pressed. The user terminal 10 transmits the belonging organization code of the selected belonging organization and the corresponding grade code to the registration server 30. In this case, the access receiving means 310 of the registration server 30 temporarily stores the acquired organization code and grade code in the memory.

  Next, the control part 31 of the registration server 30 performs a search screen display process (step S1-3). Specifically, the access receiving means 310 of the control unit 31 transmits list / search screen data associated with the organization identifier to the user terminal 10. The user terminal 10 displays an initial display list / search screen 130.

When newly registering a document, the document registration tab of the list / search screen 130 is selected. In this case, the user terminal 10 displays the document registration screen 140 shown in FIG. 9B on the display. The document registration screen 140 includes a selection field for selecting the type of management target document to be registered, an input field for inputting the document number, title, and comment of the management target document, an attachment field for attaching an attached file, an add / delete button, Includes next page button. Here, the type of the management target document to be registered is selected, and the document number, title, and comment of the management target document are input. If there is an attached file, the attached file is displayed in the attached column using an add / delete button. When the necessary information has been entered, select the next page button. in this case,
The user terminal 10 displays the public setting screen 150 on the display.

  In the public setting screen 150, a radio button for selecting whether or not to restrict the management target document, a public organization search field, a search button, an organization list display field for displaying the searched organization, and a public to be set as a public destination A destination list display field, a disclosure destination addition button, a return button, and a next page button are included. Here, when searching for an organization, an organization search condition (conditions related to a branch, a department, a section, and a grade) is entered in a public organization search field, and a search button is selected. In this case, the user terminal 10 transmits an organization display request to the registration server 30. In this case, the organization search condition input on the disclosure setting screen 150 is included in the organization display request.

  The control unit 31 of the registration server 30 executes organization search processing (step S1-4). Specifically, the document registration unit 311 of the control unit 31 extracts from the organization table storage unit 33 the organization record 330 that matches the received organization search condition (including the branch, department, and section of the organization search condition).

  Next, the control part 31 of the registration server 30 performs an organization list display process (step S1-5). Specifically, the document registration unit 311 of the control unit 31 displays the higher organization code (branch, department, and section) of the extracted organization record 330 in the organization list display field of the disclosure setting screen 150. In this case, the document registration unit 311 associates the organization identifier of each organization with each displayed organization on the public setting screen 150. Further, the document registration unit 311 displays the condition input as the organization search condition in the organization list display field of the disclosure setting screen 150.

  Here, from the organization list displayed on the publication setting screen 150, an organization to be published is selected, and a publication destination addition button is selected. In this case, the user terminal 10 displays the selected organization in the disclosure destination list display field. In this disclosure destination list display column, check boxes (not shown) for setting mail delivery are provided corresponding to each organization. Check the check box for organizations that require mail delivery. Then, when all desired organizations are selected as the disclosure destination, the next page button is selected. In this case, the user terminal 10 displays a registration confirmation screen 160. The registration confirmation screen 160 includes a type code, a title, a comment, and an attached file of the type of managed document to be registered, an organization list of the disclosure destination and mail distribution destination of the managed document, a return button, and a registration button. include.

  Here, when the registration button on the registration confirmation screen 160 is selected, the user terminal 10 transmits a document registration request to the document management system 20. This document registration request includes the type, title, comment, and attached file of the management target document, the disclosure range setting of the management target document, the organization identifier and grade of the organization displayed in the disclosure destination list display column, and each disclosure. The notification setting corresponding to the previous organization identifier is included.

  Upon receiving the document registration request, the control unit 31 of the registration server 30 executes a process for registering the management target document and the designated publication destination (step S1-6). Specifically, the document registration unit 311 of the control unit 31 generates a document code from the current date and time and the employee code stored in the memory. Next, the document registration unit 311 generates a document record 340 including this document code and records it in the document table storage unit 34. In this case, the document registration unit 311 records the document type code, document number, title, comment, and disclosure range setting of the document registration request in this document record 340. Further, the document registration unit 311 records the employee code and the affiliation code stored in the memory in the registrant code data area and the registered organization code data area of the document record 340, respectively. Further, the document registration unit 311 records the current date and time in the registration date / time data area of the document record 340.

Further, when an attachment file is included in the document registration request, the document registration unit 311 includes the number of attachment files included in the document registration request in the document record 340. Next, the document registration unit 311 records the attached file in the attached file storage unit 36 and records it in the attached file storage unit 44 via the search server 40. Further, the document registration unit 311 assigns a branch number to each attached file, and generates an association record 430 in which the branch number is recorded. Each association record 430 includes a path (attachment path) of each attached file in the attached file storage unit 44, a file name, and a document code. The document registration unit 311 records the association record 430 in the association table storage unit 43.

  Next, the document registration unit 311 generates a disclosure range record 350 for each disclosure destination organization and records it in the disclosure range table storage unit 35. In this case, the document registration unit 311 records the organization identifier of each disclosure destination included in the document registration request in the disclosure range record 350 in the disclosure organization code data region, and the corresponding grade code in the disclosure grade code data region. Record. Further, the document registration unit 311 records the notification setting of the disclosure destination and the document code included in the document registration request in the disclosure range record 350. At this stage, an unread flag is recorded in the browsing status data area.

  Then, the control unit 31 of the registration server 30 determines whether disclosure is restricted (Step S1-7). Specifically, the control unit 31 makes a determination based on the flag recorded in the disclosure range setting data area of the document record 340. Here, when the all disclosure flag is recorded in the disclosure range setting data area (in the case of “NO” in step S1-7), the control unit 31 ends the document registration process.

  On the other hand, if the disclosure restriction flag is recorded in the disclosure range setting data area of the document record 340 and the disclosure restriction is made (if “YES” in step S1-7), the control unit 31 of the registration server 30 Then, the following steps S1-8 to S1-10 are executed. In this case, the control unit 31 repeats the processing of S1-8 to S1-10 for each organization identifier of each organization (processing target organization) recorded as a disclosure destination.

  The control unit 31 of the registration server 30 executes the upper organization specifying process based on the public setting (step S1-8). Specifically, the document registration unit 311 of the control unit 31 extracts an organization record 330 having the organization identifier of the organization to be processed as a lower organization code. Then, the organization record 330 having the organization identifier of the higher organization code of the extracted organization record 330 as the lower organization code is extracted. This process is repeated until no higher organization record 330 is extracted. The document registration unit 311 temporarily stores the upper organization codes (organization identifiers) of all the extracted organization records 330 in the memory as the upper organization.

  Next, the control part 31 of the registration server 30 performs the specification process of the grade of a publication destination based on a publication setting (step S1-9). Specifically, the document registration unit 311 of the control unit 31 specifies a grade code equal to or higher than the grade (grade associated with the organization identifier of the organization to be processed) code set open by the user as a publication destination.

  And the control part 31 of the registration server 30 performs the registration process of a related disclosure destination (step S1-10). Specifically, the document registration unit 311 of the control unit 31 generates a disclosure range record 350 for the upper organization and records it in the disclosure range table storage unit 35. In this case, the document registration unit 311 records the document code, the organization identifier of the organization identified as the higher organization in step S1-8, and the grade code identified in step S1-9 in the disclosure range record 350. Here, regarding related disclosure destinations, disclosure notification and browsing status management are not performed. For this reason, a non-target flag is recorded in the notification setting data area and the browsing status data area.

  Next, the control part 31 of the registration server 30 performs a mail transmission subject person's identification process (step S2-1). Specifically, the registration notification unit 312 of the control unit 31 extracts the disclosure range record 350 in which the notification flag is recorded in the notification setting data area from the disclosure range table storage unit 35 for this document. Then, the registration notification unit 312 extracts from the employee table storage unit 32 the employee record 320 in which the grade code equal to or higher than the public organization code and the public grade code of the public range record 350 is recorded. Then, the registration notification unit 312 identifies the email address of each employee record 320 extracted.

  Next, the control part 31 of the registration server 30 performs the determination process about whether there exists an overlapping address (step S2-2). Specifically, the registration notification unit 312 of the control unit 31 of the registration server 30 determines whether or not the same mail address is included in the mail addresses specified in step S2-1. If there is no duplicate address (“NO” in step S2-2), the registration notifying unit 312 skips the next step S2-3.

  On the other hand, when there is a duplicate address (in the case of “YES” in step S2-2), the control unit 31 of the registration server 30 executes a duplicate address deletion process (step S2-3). Specifically, when a plurality of the same mail addresses are included, the registration notifying unit 312 of the control unit 31 leaves only one mail address and deletes other same mail transmission destinations.

  And the control part 31 of the registration server 30 performs a mail transmission process (step S2-4). Specifically, the registration notification unit 312 of the control unit 31 transmits a public notification mail to each mail address. This publication notification mail includes the type of document to be managed, document number, title, disclosure range organization list, registrant's name, and access destination information for accessing this managed document (in the index table storage unit 42, URL indicating the storage location of an index record 420 described later).

(Index generation process)
Next, the index generation process will be described with reference to FIG. This index generation process is executed periodically (for example, every 5 minutes).

  The control unit 41 of the search server 40 of the document management system 20 executes a process for extracting newly registered document data (step S3-1). Specifically, the index registration unit 413 of the control unit 41 extracts newly registered document data from the registration date and time of the document record 340 recorded in the document table storage unit 34.

  Next, the control unit 41 of the search server 40 executes index registration processing for each extracted document data (step S3-2). Specifically, the index registration unit 413 of the control unit 41 generates an index record 420 including this document code and records it in the index table storage unit 42. In this case, the index registration unit 413 includes the document number of the document record 340, the disclosure range setting, the type code, the title, the comment, the registrant code, the registered organization code, the registration date, and the number of attached files in the index record 420. Further, the index registration unit 413 acquires the name corresponding to the registrant code from the employee table storage unit 32 and includes it in the index record 420. The index registration unit 413 acquires the organization name corresponding to the registered organization code from the organization table storage unit 33 and includes it in the index record 420 as the registered organization name.

Then, the index registration unit 413 extracts a plurality of words (for example, nouns) included in the title and the comment and records them in the document search text data area of the index record 420. Further, when the all disclosure flag is recorded in the disclosure range setting data area of the index record 420, the index registration unit 413 displays flag data indicating that all disclosure is made, in the all disclosure organization of the index record 420. Record in the data area.

  On the other hand, when the disclosure restriction flag is recorded in the disclosure range setting data area of the index record 420, the index registration unit 413 stores all the disclosure range records 350 in which this document code is recorded in the disclosure range table storage unit. Extract from 35. The index registration unit 413 records all of the extracted public organization code and public grade code of each extracted public range record 350 in the entire public organization data area of the index record 420.

(Document search process)
Next, the document search process will be described with reference to FIG. Here, similarly to the document registration process (steps S1-1 to S1-3), the document management system 20 executes a user authentication process, a user organization identification process, and a search screen display process (step S4-1). ~ S4-3).

  Then, the user inputs search conditions (organization to be published and type and keyword of management target document) on the list / search screen 130 displayed on the display, and selects a search button. In this case, the user terminal 10 transmits a search request to the registration server 30. This search request includes a search condition (organization identifier, type code, and keyword of the selected organization).

  When receiving the search request, the registration server 30 transfers this search request to the search server 40. In this case, the registration server 30 transmits the employee code of the user and the organization identifier of the department to which the user has been stored in the memory to the search server 40.

  The control unit 41 of the search server 40 executes an organization, type, and keyword acquisition process (step S4-4). Specifically, the search unit 411 of the control unit 41 acquires search conditions set in the user terminal 10. In addition, the search unit 411 records the user's employee code and organization identifier received from the registration server 30 in the memory.

  Next, the control unit 41 of the search server 40 executes a search process (step S4-5). Specifically, the search means 411 of the control unit 41 uses the index in which the type code, organization identifier, and keyword of the received search condition are recorded in the type code data region, all public organization data region, and document search body data region, respectively. Record 420 is extracted. Furthermore, the search means 411 extracts the index record 420 in which the user's organization identifier and grade code are included in the entire public organization data area of the extracted index record 420 as a search result.

  Next, the control unit 41 of the search server 40 executes list display processing (step S4-6). Specifically, the search unit 411 of the control unit 41 transmits the extracted search result to the user terminal 10. This search result includes the document code, document number, type code, organization identifier, and title of each extracted index record 420. As shown in FIG. 9C, the user terminal 10 displays a list / search screen 170 on the display. This list / search screen 170 includes the document number in the search result, the document type corresponding to the type code, the registered organization corresponding to the organization identifier, and the title, and the title of each managed document is selected. It is displayed in a possible form. A document code is associated with the title of each management target document. When the output button on the list / search screen 170 is selected, the user terminal 10 outputs a search result (a list of searched management target documents).

(Document viewing process)
Next, the document browsing process will be described with reference to FIG.
When the title of one managed document is selected on the list / search screen 170 or when the access destination information in the public notification mail transmitted in the document registration process is selected, the user terminal 10 sends the document to the search server 40. Send a detail request. In this case, the user terminal 10 includes the document code of the selected management target document in the document detail request.

  The control unit 41 of the search server 40 executes document detail display processing (step S5-1). Specifically, the browsing management unit 412 of the control unit 41 stores the document code of the document detail request received from the user terminal 10 in the memory. Next, the browsing management unit 412 extracts the index record 420 including the acquired document code from the index table storage unit 42. Then, the browsing management means 412 generates document detail screen data using the extracted index record 420. The document detail screen data includes the document number of the extracted index record 420 and the document type (type code).

  If the number of attached files recorded in the index record 420 is not “0”, the browsing management unit 412 extracts the association record 430 including this document code from the association table storage unit 43. Then, the browsing management means 412 includes an attached file download button in which the attached path and file name of the extracted association record 430 are associated with each other in the document detail screen data. Further, the browsing management means 412 includes a batch button associated with the document code in the document detail screen data.

  Then, the browsing management unit 412 transmits the document detail screen data to the user terminal 10 and displays the document detail screen 180 on the display of the user terminal 10. On the document detail screen 180, as shown in FIG. 9D, a title and a comment are displayed. Further, when there is an attached file, the title of the attached file is displayed on the document detail screen 180, and a download button for downloading the attached file is displayed corresponding to the title. Further, when there are a plurality of attached files, the document detail screen 180 includes a collective button for collectively downloading the attached files.

  When downloading attached files one by one, a download button corresponding to each attached file is selected. In this case, the user terminal 10 transmits a download request to the search server 40. The download request includes the path and title of the selected attached file.

  In addition, when downloading attached files in a batch, the batch button is selected. In this case, the user terminal 10 transmits a download request to the search server 40. This download request includes the document code associated with the batch button.

  And the control part 41 of the search server 40 performs the determination process about whether the attachment file is added to the management object document displayed as the document details (step S5-2). Specifically, the browsing management unit 412 of the control unit 41 determines whether or not the number of attached files of the index record 420 is “0”. If the number of attached files is “0” (“NO” in step S5-2), the following steps S5-3 to S5-7 are skipped.

  Then, the control unit 41 of the search server 40 executes download request reception processing (step S5-3). Specifically, the browsing management unit 412 of the control unit 41 temporarily stores the received document code or the path and title of the attached file in the memory.

  Next, the control unit 41 of the search server 40 executes a determination process as to whether or not it is a batch download request (step S5-4). Specifically, the browsing management unit 412 of the control unit 41 determines that it is a batch download request when a document code is received. When the document code is not received (in the case of “NO” in step S5-4), the browsing management unit 412 skips steps S5-5 and S5-6 described later.

  Here, if it is a request for batch downloading (in the case of “YES” in step S5-4), the control unit 41 of the search server 40 determines whether there is a corresponding compressed file. Execute (Step S5-5). Specifically, the browsing management unit 412 of the control unit 41 searches the compressed file storage unit 45 for a compressed file associated with the document code. Here, when the compressed file is extracted (in the case of “YES” in Step S5-5), the browsing management unit 412 skips Step S5-6 described later.

  If the corresponding compressed file cannot be extracted (“NO” in step S5-5), the control unit 41 of the search server 40 executes a compressed file generation process (step S5-6). Specifically, the browsing management unit 412 of the control unit 41 extracts an attached file including the document code from the attached file storage unit 44. The browsing management unit 412 generates a compressed file including all the extracted attached files and records the compressed file in the compressed file storage unit 45. In this case, the browsing management unit 412 records this compressed file in the compressed file storage unit 45 in association with the document code.

  Next, the control unit 41 of the search server 40 executes download processing (step S5-7). Specifically, the browsing management unit 412 of the control unit 41 transmits the compressed file to the user terminal 10 in the case of a batch download request. If the request is not a batch download request, the search unit 411 extracts the attached file having the file name stored in the received attached path from the attached file storage unit 44 and transmits it to the user terminal 10.

  Next, the control unit 41 of the search server 40 executes a determination process as to whether or not the organization is a designated disclosure destination (step S5-8). Specifically, the browsing management unit 412 of the control unit 41 extracts the disclosure range record 350 in which the user's organization code and document code are recorded from the disclosure range table storage unit 35 via the registration server 30. . In this case, if an unread flag or a read flag is recorded in the browsing status data area of the disclosure range record 350 in which the organization identifier and document code of the user are recorded, it is determined that the organization is a disclosure destination organization. .

  If it is the organization / hierarchy of the designated disclosure destination (in the case of “YES” in step S5-8), the control unit 41 of the search server 40 executes a determination process as to whether or not unread (step S5-9). ). Specifically, when the unread flag is recorded in the browsing status data area of the disclosure range record 350, the control unit 41 determines that it is unread.

  Here, when it is determined that it has not been read (in the case of “YES” in step S5-9), the control unit 41 of the search server 40 executes a process of registering already-read information (step S5-10). Specifically, the control unit 41 records the read flag in the browsing status data area of the extracted disclosure range record 350.

  On the other hand, when it is determined that it is not the designated disclosure destination organization / hierarchy (in the case of “NO” in step S5-8), or when the read information is recorded (in the case of “NO” in step S5-9), The control unit 41 of the search server 40 skips the already-read information registration process (step S5-10).

As described above, according to the present embodiment, the following effects can be obtained.
(1) In the present embodiment, when receiving a document registration request from the user terminal 10 in the document registration process, the control unit 31 of the document management system 20 executes a process for registering a management target document and a specified publication destination (step S1). -6). When the disclosure is restricted for the registered management target document (in the case of “YES” in step S1-7), the control unit 31 executes the identification process of the upper organization and the publication destination, and sets the related publication destination. Registration processing is executed (steps S1-8 to S1-10). As a result, not only the organization set and registered by the user as the organization for publishing the management target document data but also the related organization of this organization can be set to public without burdening the registrant. And the user of a related organization can also browse a management object document reliably.

  (2) In the present embodiment, the control unit 41 of the document management system 20 records the disclosure restriction flag in the disclosure range setting data area of the index record 420 in the index registration process of the index generation process (step S3-2). If so, all the disclosure range records 350 in which this document code is recorded are extracted from the disclosure range table storage unit 35. The control unit 41 records all the public organization code and public grade code of each extracted public range record 350 in the entire public organization data area of the index record 420. In the search process (step S4-5), the control unit 41 extracts an index record 420 in which the organization identifier of the search condition is recorded in the all public organization data area and the search condition keyword is recorded in the document search body data area. . As a result, even when searching for a management target document with access restriction, it is possible to determine whether or not there is access restriction from the index information, so that the access restricted document can be searched at high speed.

  (3) In the present embodiment, the control unit 41 of the document management system 20 executes the download process (step S5-7) in the browsing management process, and then the user's affiliation organization is the disclosure destination organization and is unread. In the case ("YES" in step S5-9), the already-read information registration process is executed (step S5-10). Thereby, the browsing situation in a user can be grasped.

  (4) In the present embodiment, the control units 31 and 41 of the document management system 20 execute the process of specifying the user's affiliation in the document registration process and the document search process (steps S1-2 and S4-2). In this process, the control unit 31 extracts a plurality of employee records 320 and displays the login switching screen 120 on the display of the user terminal 10 when the user is a concurrent worker. When the organization to be viewed is selected on the login switching screen 120, the control unit 31 temporarily stores the organization code and the grade code of the selected organization in the memory. As a result, when the user is a concurrent person, the management target document can be browsed after determining the organization to which the user belongs. And the browsing situation in the affiliated organization can also be registered for the concurrent staff.

  (5) In this embodiment, the control unit 41 of the document management system 20 receives a request for batch download of attached files added to a management target document, and when a compressed file is not recorded (in step S5-5). In the case of “NO”, a compressed file generation process is executed (step S5-6). Thus, when the first batch download request for the attached file is received, only the necessary compressed file can be generated and saved.

Moreover, you may change the said embodiment as follows.
In the above embodiment, the control unit 41 of the document management system 20 executes an index registration process in the index generation process (step S3-2). In addition to this, the control unit 41 of the search server 40 may update the index according to the transmission history of the management target document. This process will be described with reference to FIG. In this case, search server 4
In 0, a usage history storage unit 50 for recording the transmission history of the document to be managed is provided. The usage history storage unit 50 functions as a history information storage unit and records a usage history record. The usage history record is recorded when the document detail display process (step S5-1) is executed. In this usage history record, the organization identifier of the department to which the output person of the management target document belongs, the employee code, the output date, and the type code of the management target document are recorded.

And the search server 40 performs an index update process regularly.
First, the control unit 41 of the search server 40 executes usage history acquisition processing (step S6-1). Specifically, the control unit 41 acquires from the usage history storage unit 50 a usage history record in which the output date of the most recent predetermined period is recorded.

  Next, the control unit 41 of the search server 40 executes organization / grade priority determination processing based on the usage frequency (step S6-2). Specifically, the control unit 41 counts the number of records for each organization and grade using the acquired usage history records. And the control part 41 determines a priority in order with many records number according to an organization and a grade.

  Next, the control unit 41 of the search server 40 executes a rearrangement process based on the priority order (step S6-3). Specifically, the control unit 41 rearranges the organization identifiers and grade codes recorded in all the public organization data areas of each index record 420 using the priority order determined in step S6-2. As a result, in the index record 420, organizations and grades with a high usage record are arranged first, so that a search in the disclosure destination organization can be performed efficiently.

  In the above embodiment, the control unit 31 of the registration server 30 executes a higher-level organization specifying process based on the public setting (step S1-8). The organization specified based on the public setting is not limited to the upper organization. For example, a related organization may be determined in advance for an organization that is set publicly, separately from the upper level and the lower level. Specifically, a related organization table in which a related organization code (related organization code) is recorded in the organization table storage unit 33 in correspondence with the disclosure destination organization code. And the control part 31 performs the identification process of a related organization instead of the identification process (step S1-8) of a high-ranking organization based on public setting.

  In this process, the control unit 31 of the registration server 30 extracts a related organization code corresponding to the disclosure destination organization code set publicly using the related organization table. In this case, the extraction may be completed by one extraction process, or the related organization of the extracted related organization code may be repeatedly extracted using the related organization table. Then, the document registration unit 311 records the extracted related organization code in the disclosure organization code data area of the disclosure range record 350. Note that this process may be performed in parallel with the higher-level organization specifying process (step S1-8). Thereby, the public setting can be performed not only for the higher-level organization but also for related organizations that permit browsing.

  A related organization table may be provided for each document type or each registered organization. In this case, the related organization table is specified according to the contents of the registered document (document type and registered organization), and the related organization code is extracted using this related organization table. As a result, it is possible to specify an appropriate related organization in accordance with the contents of the management target document, and perform the public setting.

In the above embodiment, the control unit 31 of the registration server 30 executes organization search processing for displaying the organization to be publicly displayed on the user terminal 10 in response to an instruction from the user terminal 10 (step S1-4). Instead of this, a new public setting may be made based on the public setting history. In this case, in correspondence with the registered organization and document type, disclosure destination organization information that has been publicly set in the past is recorded as a public setting history. At the time of document registration, when the control unit 31 acquires a registered organization and document type, it searches a public setting history corresponding to the registered organization and document type. Then, the disclosure destination organization information recorded in the disclosure setting history is output to the user terminal 10 as a selection candidate. As a result, when registering the same type of document, it is possible to efficiently make a public setting using past results.

  In the above embodiment, the control unit 41 of the search server 40 receives a batch download request from the user terminal 10 (in the case of “YES” in step S5-4), download processing (step S5-7) The compressed file is transmitted to the user terminal 10. Instead of transmitting the compressed file, the control unit 41 may transmit the attached file to the user terminal 10 without compressing the attached file when the capacity of the file to be transmitted is small. In this case, when receiving the batch download request, the control unit 41 sums up the capacities of the attached files to be transmitted. When the total capacity of the attached file is equal to or less than a predetermined allowable amount, the control unit 41 transmits the file to the user terminal 10 as it is without being compressed. Send to. Thereby, when the file capacity is small, the file can be transmitted as it is, so that the processing load of the search server 40 and the decompression load of the compressed file in the user terminal 10 can be reduced.

  DESCRIPTION OF SYMBOLS 10 ... User terminal, 20 ... Document management system, 30 ... Registration server, 31 ... Control part, 310 ... Access acceptance means, 311 ... Document registration means, 312 ... Registration notification means, 313 ... Personnel cooperation means, 32 ... Employee table storage , 33 ... organization table storage unit, 34 ... document table storage unit, 35 ... disclosure range table storage unit, 36 ... attached file storage unit, 40 ... search server, 41 ... control unit, 411 ... search means, 412 ... browsing management Means, 413 ... Index registration means, 42 ... Index table storage unit, 43 ... Association table storage unit, 44 ... Attached file storage unit, 45 ... Compressed file storage unit, 50 ... Usage history storage unit.

In order to solve the above-mentioned problems, the invention according to claim 1 is directed to a user organization information storage means storing affiliation organization information for specifying a user affiliation organization, and an organization storing related organization information of each organization. Information storage means; document information storage means for storing management target document data; publication destination information storage means for storing release destination information for specifying a publication destination organization of management target document data; and Index information for searching the management target document data with respect to the document identifier, and an index for storing the identification information of the disclosure destination organization in the index information in association with information for specifying the order of searching for the document identifier an information storage unit, a history information storage means for recording the transmission performance, including organization information of the user who sent the managed document data, managed document de A document management system connected to a user terminal, wherein the control means receives management target document data from the user terminal and records it in the document information storage means, Identifying the disclosure destination organization of the document data to be managed and registering it in the disclosure destination information storage unit, specifying the related organization of the registered disclosure destination organization using the organization information storage unit, and Means for registering the organization information in the disclosure destination information storage means, and when new management target document data is registered in the document information storage means, the search information related to the management target document data, and the management target document data When the index information including the identification information of the disclosure destination organization is generated and registered in the index information storage unit, and the search condition is received from the user terminal, Using the index information storage means, the management target document data that matches the search condition, and the organization information of the user of the user terminal in the identification information of the disclosure destination organization in the order associated with the index information A means for searching for document identifiers of management target document data that includes, and transmitting a search result listing the extracted document identifiers to the user terminal, and receiving a download instruction for management target document data from the user terminal The user organization of the user terminal is specified using the user organization information storage unit, and this organization is registered in the disclosure destination information storage unit as the disclosure destination organization of the management target document data. In this case, a means for executing processing for transmitting the management target document data to the user terminal and a management target for the user terminal When the document data is transmitted, the transmission record including the organization information of the user is recorded in the history information storage unit, the transmission record is acquired from the history information storage unit, and according to the transmission record, And a means for rearranging and updating the order of the identification information of the disclosure destination organization of each index information stored in the history information storage means .

According to a second aspect of the invention, the document management system according to claim 1, wherein the public information storing means, in association with the identification information of the public destination tissue, viewing status information for this managed document data When the control means transmits the management target document data to the user terminal, the organization to which the user belongs is specified, and the browsing status corresponding to the organization to which the publication belongs is stored in the disclosure destination information storage means. In the case of unread, the gist is to further include a read recording means for changing the browsing status to read.

According to a third aspect of the invention, in the document management systems according to claim 2, wherein the control means, in the user organization information storage means, when a plurality of organization is registered for the user of said user terminal Means for transmitting an organization selection screen including the specified organization to the user terminal, means for specifying the organization selected on the organization selection screen from the user terminal as the organization to which the user belongs, The gist of the invention is that the organization to which the organization belongs further includes means for transmitting, to the user terminal, data relating to a management target document registered in the disclosure destination information storage means as a disclosure destination organization.

The invention according to claim 4 is the document management system according to any one of claims 1 to 3 , wherein an attachment file storage means for storing an attachment file added to the management target document data; Compressed file storage means for storing a compressed file obtained by compressing all attached files added to the management target document data into one file, and the control means sends the management target document data together with the management target document data from the user terminal When the attachment file is received, the attachment file is added to the management target document data from the user terminal and means for registering the attachment file in the attachment file storage means in a state where it can be associated with the management target document data. If a batch download request for a plurality of attached files is received, the attachment file that is the target of the download request is received. The compressed file storage unit is searched for the compressed file of the file, and when the compressed file is not registered, the attachment file of the management target document data is acquired from the attached file storage unit, and a new compressed file is generated. The gist is to register in the compressed file storage means and transmit the compressed file to the user terminal.

According to a fifth aspect of the present invention, there is provided user organization information storage means for storing belonging organization information for specifying a user's belonging organization, organization information storage means for storing related organization information of each organization, and management target document data Document information storage means for storing information, disclosure destination information storage means for storing disclosure destination information for specifying the disclosure destination organization of the management target document data, and the management target for the document identifier of the management target document data Index information for searching for document data, index information storage means for storing identification information of a publication destination organization in association with information for specifying the search order of document identifiers in the index information, and management target document data a history information storage means for recording the transmission performance, including organization information of the user who sent the control means for managing public managed document data A document management system for managing the disclosure of the management target document data using a document management system connected to a user terminal, wherein the control means receives the management target document data from the user terminal and Recording in the document information storage means, specifying a disclosure destination organization of the management target document data and registering it in the disclosure destination information storage means, and new management target document data registered in the document information storage means In this case, index information including search information related to the management target document data and identification information of a disclosure destination organization of the management target document data is generated and registered in the index information storage unit; When the search condition is received, the index information storage means is used to manage document data that matches the search condition, and In order associated with the box information, the identification information of the public destination tissue, it contains organization information of a user of the user terminal
Using the organization information storage means to search the document identifier of the management target document data to be transmitted, and to transmit a search result listing the extracted document identifiers to the user terminal, and to register the related organization of the registered publication destination organization. And when registering the related organization information in the disclosure destination information storage means and receiving an instruction to download document data to be managed from the user terminal, the user organization of the user terminal is assigned to the user When the organization information storage means is specified and the organization to which the organization belongs is registered in the disclosure destination information storage means as the disclosure destination organization of the management target document data, the management target document data is stored in the user terminal. step of performing a process of transmitting, when transmitting managed document data to the user terminal, the history information transmission performance, including organization information of the user A step of recording in the storage means, obtaining a transmission record from the history information storage means, and according to the transmission record, the order of the identification information of the disclosure destination organization of each index information stored in the history information storage means The gist is to execute the step of rearranging and updating .

(Function)
According to the first and fifth aspects of the present invention, the control unit receives the management target document data from the user terminal, records the management target document data in the document information storage unit, specifies the disclosure destination organization of the management target document data, Register in the disclosure destination information storage means. The control unit specifies the related organization of the registered disclosure destination organization using the organization information storage unit, and registers the related organization information in the disclosure destination information storage unit. When receiving an instruction to download the management target document data from the user terminal, the control unit specifies the organization to which the user of the user terminal belongs using the user organization information storage unit, and the organization belongs to the management target document data Is registered in the disclosure destination information storage means as a disclosure destination organization, a process of transmitting management target document data to the user terminal is executed. As a result, not only the organization set and registered by the user as the organization for publishing the management target document data but also the related organization of this organization can be set to public without burdening the registrant. And the user of a related organization can also browse a management object document reliably.

According to the present invention, when the new management target document data is registered in the document information storage unit, the control unit includes the search information related to the management target document data, the identification information of the disclosure destination organization of the management target document data, Is generated and registered in the index information storage means. When the search means receives the search condition from the user terminal, the control means uses the index information storage means to manage the document data that matches the search condition, and the identification information of the disclosure destination organization includes the organization to which the user of the user terminal belongs. A document identifier of management target document data including information is searched, and a search result in which the extracted document identifiers are displayed as a list is transmitted to the user terminal. As a result, even when searching for a management target document with access restriction, it is possible to determine whether or not there is a publication restriction from the index information, so that a publication restricted document can be retrieved at high speed.

According to the present invention, when the management target document data is transmitted to the user terminal, the control unit records the transmission result including the user's belonging organization information in the history information storage unit. The control unit acquires the transmission record from the history information storage unit, and rearranges the order of the identification information of the disclosure destination organization of each index information stored in the history information storage unit according to the transmission record and updates it. As a result, the index information is rearranged in such a way that organizations with a high system usage record are arranged first, so that the search in the disclosure destination organization can be efficiently performed in consideration of the transmission record.

According to the second aspect of the present invention, when the management document data is transmitted to the user terminal, the control unit identifies the organization to which the user belongs, and browses corresponding to the organization in the disclosure destination information storage unit. If the status is unread, the browsing status is changed to read. Thereby, the browsing situation in a user can be grasped.

According to the third aspect of the present invention, the control means includes, in the user organization information storage means, when a plurality of belonging organizations are registered for the user of the user terminal, the specified belonging organization is included in the user terminal. The organization selection screen is transmitted, and the organization selected on the organization selection screen from the user terminal is specified as the organization to which the user belongs. The control means transmits data related to the management target document registered in the disclosure destination information storage means as the disclosure destination organization to the user terminal. As a result, the concurrent user can browse the management document published to the selected organization.

According to the fourth aspect of the present invention, when the control unit receives the attachment file together with the management target document data from the user terminal, the attachment file can be associated with the management target document data. Register in the storage means. When the control unit receives a batch download request for a plurality of attached files added to the management target document data from the user terminal, the control unit searches the compressed file storage unit for the compressed file of the attached file that is the target of the download request. If the compressed file is not registered, the attached file of the managed document data is acquired from the attached file storage unit, a new compressed file is generated, registered in the compressed file storage unit, and compressed to the user terminal. Send the file. Thus, when the first batch download request for the attached file is received, the compressed file is generated, so that the compressed file can be efficiently generated and stored.

Claims (7)

User organization information storage means for storing organization information for identifying the organization to which the user belongs;
Organization information storage means for storing related organization information of each organization;
Document information storage means for storing managed document data;
Publishing destination information storing means for storing publishing destination information for specifying the publishing destination organization of the management target document data;
A document management system comprising a control means for managing the disclosure of managed document data and connected to a user terminal,
The control means is
Means for receiving management target document data from a user terminal and recording it in the document information storage means, specifying a disclosure destination organization of the management target document data, and registering it in the disclosure destination information storage means;
Means for identifying a related organization of the registered disclosure destination organization using the organization information storage unit, and registering the related organization information in the disclosure destination information storage unit;
When receiving an instruction to download management target document data from the user terminal, the organization to which the user of the user terminal belongs is specified using the user organization information storage unit, and the organization to which the management target document data is disclosed A document management system comprising: a unit that executes a process of transmitting the management target document data to the user terminal when the destination organization is registered in the disclosure destination information storage unit. Index information storage means for storing index information for searching the management target document data for the document identifier of the management target document data,
The control means is
When new managed document data is registered in the document information storage unit, index information including search information related to the managed document data and identification information of an organization to which the managed document data is disclosed is generated. Means for registering in the index information storage means;
When the search condition is received from the user terminal, the index information storage unit is used to manage document data that matches the search condition, and the identification information of the disclosure destination organization includes the organization to which the user of the user terminal belongs 2. The apparatus according to claim 1, further comprising means for searching for a document identifier of management target document data including information, and transmitting a search result listing the extracted document identifiers to the user terminal. Document management system described. A history information storage unit for recording a transmission result including the organization information of the user who transmitted the management target document data;
In the index information, identification information of a publication destination organization is recorded in association with information for specifying an order of searching for a document identifier,
The control means is
Means for recording the transmission result including the organization information of the user in the history information storage means when the management target document data is transmitted to the user terminal;
Means for obtaining a transmission record from the history information storage unit and rearranging the order of identification information of the disclosure destination organization of each index information stored in the history information storage unit according to the transmission record; The document management system according to claim 2, further comprising: In the disclosure destination information storage means, browsing status information of this management target document data is recorded in association with the identification information of the disclosure destination organization,
When the control means transmits the management target document data to the user terminal, it identifies the organization to which the user belongs, and when the browsing status corresponding to the organization is unread in the disclosure destination information storage means The document management system according to claim 1, further comprising: a read recording unit that changes the browsing status to read. The control means is
In the user organization information storage means, when a plurality of affiliated organizations are registered for the user of the user terminal, a means for transmitting an organization selection screen including the identified affiliated organization to the user terminal;
Means for identifying the organization selected on the organization selection screen from the user terminal as the organization to which the user belongs;
5. The document management according to claim 4, further comprising: means for transmitting data related to a management target document registered in the disclosure destination information storage unit as the disclosure organization to the user terminal. system. An attachment file storage means for storing an attachment file added to the management target document data;
A compressed file storage means for storing a compressed file obtained by compressing all attached files added to the management target document data into one file;
The control means is
Means for registering the attached file in the attached file storage means in a state capable of being associated with the managed document data when the attached file is received together with the managed document data from the user terminal;
When receiving a batch download request for a plurality of attached files added to the management target document data from the user terminal, the compressed file storage unit searches for the compressed file of the attached file that is the target of the download request. ,
If a compressed file is not registered, an attachment file of the management target document data is acquired from the attached file storage unit, a new compressed file is generated, registered in the compressed file storage unit, and the user terminal The document management system according to claim 1, wherein the compressed file is transmitted to the document management system. User organization information storage means for storing organization information for identifying the organization to which the user belongs;
Organization information storage means for storing related organization information of each organization;
Document information storage means for storing managed document data;
Publishing destination information storing means for storing publishing destination information for specifying the publishing destination organization of the management target document data;
And a document management method for managing the disclosure of the document data to be managed using a document management system connected to a user terminal.
The control means is
Receiving management target document data from a user terminal and recording it in the document information storage unit, identifying a disclosure destination organization of the management target document data, and registering it in the disclosure destination information storage unit;
Identifying a related organization of the registered disclosure destination organization using the organization information storage means, and registering the related organization information in the disclosure destination information storage means;
When receiving an instruction to download management target document data from the user terminal, the organization to which the user of the user terminal belongs is specified using the user organization information storage unit, and the organization to which the management target document data is disclosed And a step of executing a process of transmitting the management target document data to the user terminal when the destination organization is registered in the disclosure destination information storage unit.

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