JP2014182603A - Document administration system, document administration method, and document administration program - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a document administration system, a document administration method, and a document administration program for efficiently administering a document created by an operating personnel as an original document and supporting sorting of related documents that have become unnecessary.SOLUTION: A document file stored in a work area 221 is copied to an application area 222 when applying for approval for the document file. In this case, a control unit 21 of a document administration server 20 executes approval support processing for specifying an approval authority person and passing on the document file. When approved by an administrator, the control unit 21 attaches a time stamp and stores the document file in an original document storage area 223. Here, when a document file of an old version document is registered, the control unit 21 moves the old version document file to a past document storage area 224. Further, the control unit 21 specifies and outputs an original document registration status. Additionally, the control unit 21 specifies a related document of the original document in the work area 221, moves the related document to a save area 225, and then deletes the related document in the save area 225 on the basis of a preservation period.

Description

  The present invention relates to a document management system, a document management method, and a document management program for managing a document created by an operator as an original.

  In companies, etc., approval and approval are being carried out. Here, for the approval of the administrator, an application form is submitted and circulated based on the workflow. An application management system for supporting circulation of drafting documents that require approval based on such a workflow has been studied (see, for example, Patent Document 1). In the application management system described in this document, a folder unit folder for each department is provided in a file server, and an application folder, a circulation folder, and a final approval folder are provided therein. When acquiring the draft document file from the client terminal, the control unit of the application management server sets a file name according to the workflow and stores it in the pending folder. When the intermediate approver inputs approval for the draft document file stored in the pending folder, the control unit corrects the file name of the draft document file and stores it in the circulating folder. When the final approver inputs approval for the draft document file stored in the circulating folder, the control unit corrects the file name of the draft document file and stores it in the final approval folder.

JP 2012-168721 A (first page, FIG. 1)

  When creating a document, the document file is completed while repeating the addition and correction of the contents. In such a document creation work, trial and error may be performed on sentence structure and expression, and a final document file may be completed while leaving a document file at each creation stage. When the document file for which the application for approval has been applied is approved by the administrator and becomes the original, the document file being created is essentially unnecessary. However, if such file management is neglected, the document file at the creation stage and the original document file may be mixed and confused. Furthermore, there are cases where system resources are compressed due to remaining document files at the creation stage.

  The present invention has been made to solve the above-described problems, and its purpose is to efficiently manage a document created by an operator as an original and to assist in organizing related documents that are no longer needed. Document management system, document management method, and document management program.

(1) A document management system that solves the above problems includes a document storage unit that includes a work area and an original copy storage area, and a control unit that is connected to the worker terminal and the manager terminal. When the control unit registers the document file created in the worker terminal in the work area and obtains approval information from the manager terminal for the document file registered in the work area, the document Generating a time stamp of the file, registering the document file together with the time stamp as the original in the original storage area, searching for a related file of the document file registered in the original storage area in the working area, and Execute organization support processing that supports file deletion. As a result, the document file can be managed as the original in the original storage area. Furthermore, since related files can be deleted from the work area, it is possible to organize the work area and manage document files being created.

(2) Further, in the document management system, it is preferable that the related file of the document file registered as the original in the original storage area is moved to the save area in the organization support process. Thereby, it is possible to confirm the related file to be deleted in the save area.

(3) Furthermore, in the document management system, in the organizing support process, it is preferable that the related file is stored in association with a deadline and deleted when the deadline has come. Thereby, when a predetermined time limit comes, the related file can be deleted.

(4) Further, in the document management system, in the organizing support process, the related file of the document file registered as the original in the original storage area is searched in the work area, and the search result is notified to the worker terminal. It is preferable. Thereby, the operator can grasp the deletion schedule of the related file.

(5) Furthermore, in the document management system, in the organizing support process, it is preferable that an operator is specified based on an access history to the related file and notified to the worker terminal of the worker. Thereby, it is possible to identify and notify the worker based on the access history.

(6) Furthermore, in the document management system, the document storage unit further includes a past document area for recording a past original, and when a genuine document file is registered in the original storage area, In the original copy storage area, it is preferable that the registered old copy document file is specified and moved to the past document area. Thereby, it is possible to efficiently manage the old version document file in the past document area.

(7) Furthermore, in the document management system, registration document information of a document file registered in the original document storage area is recorded in the document storage unit, and the original document storage area is recorded using the registered document information. It is preferable to search for a document file registered as the original and to output the registration status of the original recorded in the registered document information. Thereby, the registration status of the original copy can be grasped. The progress of document creation can be specified according to the registration status.

  According to the present invention, it is possible to efficiently manage a document created by an operator as an original and to assist in organizing related documents that are no longer needed.

The system schematic of this embodiment. It is explanatory drawing of the data used by this embodiment, (a) is a user information storage part, (b) is a template information storage part, (c) is a business management information storage part, (d) is an application information storage part. Explanatory drawing of the recorded data. Explanatory drawing of the process sequence of this embodiment. Explanatory drawing of the process sequence of this embodiment. Explanatory drawing of the process sequence of this embodiment. Explanatory drawing of the process sequence of this embodiment. Explanatory drawing of the process sequence of this embodiment. Explanatory drawing of the process sequence of this embodiment.

  Hereinafter, an embodiment embodying the present invention will be described with reference to FIGS. In the present embodiment, a document management system, a document management method, and a document management program that are used to manage a document file created by an operator and approved by an administrator as an original will be described.

  As shown in FIG. 1, in the present embodiment, a document management server 20 is used to support document management. The document management server 20 is connected to a user terminal 10 (worker terminal and manager terminal) used by a worker or a manager via a network.

  The user terminal 10 includes a display unit configured from a display or the like, and an input unit configured from a keyboard, a pointing device, or the like. The worker uses the user terminal 10 to create a document file necessary for business such as project and system management. The document file being created is uploaded to the document management server 20 and stored. When the target document file is completed, the worker makes an application for approval to the administrator. The administrator uses the user terminal 10 to confirm the content of the document file that has been applied for approval by the worker and approves it. When the administrator approves the document file, the document file is managed as the original. In this case, the old version document file (old version document file) is replaced for the new original. It also organizes related files that have been created and stored to create the original.

  The document management server 20 is a server computer for supporting management of documents created by an operator and approval processing by the administrator. The document management server 20 includes a control unit 21, a document storage unit 22, a user information storage unit 23, a template information storage unit 24, a business management information storage unit 25, and an application information storage unit 26.

  In the present embodiment, a document file created by an operator and an approved document (original copy) are managed in the document storage unit 22. The document storage unit 22 includes a work area 221, an application area 222, a main document storage area 223, a past document storage area 224, and a save area 225.

  The work area 221 is a data area in which related files such as a document file being created by the worker are stored. In this document file, a file name based on a predetermined file name rule is set. In the present embodiment, it is stipulated that information that can specify a business name and a document type is included in the file name rule. Furthermore, it is possible to add information specifying the creation date and the version (version).

The application area 222 is a data area in which a document file to be approved is stored.
The original copy storage area 223 is a data area for storing the document file approved by the administrator as the original copy. In the original copy storage area 223, a business management space is provided for each business name. Furthermore, each business management space is provided with a document area for documents created in the business.

The past document storage area 224 is a data area for storing the old version document file for the original newly registered in the original copy storage area 223. In the past document storage area 224, a change history file is also recorded. In this change history file, data relating to the change history (movement date, file name) of the document file moved from the original copy storage area 223 to the past document storage area 224 is recorded.
The save area 225 is a data area for temporarily storing a newly registered original to organize related files used to create the original document file.

  In addition, the control unit 21 includes a control unit including a CPU, a RAM, a ROM (not shown), and the like, and processes to be described later (user authentication stage, business management stage, approval support stage, authentic registration stage, history) The management stage, the original management stage, the organization support stage, the maintenance stage, etc.). Then, as shown in FIG. 1, the control unit 21 uses a document management program to execute a user authentication unit 210, a business management unit 211, an approval management unit 212, an original registration unit 213, a history management unit 214, an original management unit 215, an organization It functions as a support unit 216 and a maintenance unit 217.

The user authentication unit 210 executes processing for authenticating a user who has accessed the document management server 20.
The business management unit 211 executes processing for managing registration of a new business.
When a document is registered in the application area 222 of the document storage unit 22, the approval management unit 212 executes processing for requesting an approval from the administrator.

When the document file requested for approval is approved, the original copy registration unit 213 executes a process of registering it in the original copy storage area 223 as the original copy.
The history management unit 214 executes processing for supporting the organization of the old version document file for the newly registered original.

The original copy management unit 215 executes processing for confirming the registration status of the original copy in the original storage area 223 of the document storage unit 22.
The organization support unit 216 executes a process for supporting the organization of related files used to create the original document file for the newly registered original. The organization support unit 216 includes a bulletin board that can be browsed by each user.
The maintenance unit 217 searches for related files remaining in the work area 221 of the document storage unit 22 and executes processing for supporting the organization of the document files.

  As shown in FIG. 2A, the user information storage unit 23 stores a user management record 230 for managing users who use the document management server 20. This user management record 230 is recorded when each user is registered. The user management record 230 includes data related to a user ID, password, affiliation, title, authority, and contact information.

Data relating to an identifier for identifying each user is recorded in the user ID data area.
Data relating to a password for authenticating the user is recorded in the password data area.

In the affiliation data area, data relating to an identifier for specifying the organization (department) to which the user belongs is recorded.
In the post data area, data relating to an identifier for specifying the post of the user is recorded.

In the authority data area, data for specifying the authority held by the user is recorded. In the present embodiment, the authority is set to permit the worker to register the document file in the work area 221 and the application area 222 and to view the document file recorded in the original copy storage area 223. On the other hand, the authority is set to permit the administrator to approve a document file for which approval has been applied, and to view the document file recorded in the original copy storage area 223.
In the contact data area, data related to the contact information (telephone number and mail address) of the user is recorded.

  As shown in FIG. 2B, the template information storage unit 24 stores data relating to templates used for business registration and document file creation. This template is recorded when registered by the administrator. In the present embodiment, a business template 240 and a document template 241 are recorded.

The business template 240 is provided with a data area for recording data related to a business name, necessity, and document type for the business type.
In the business type data area, data relating to an identifier for specifying a business type for creating a document file using this template is recorded. Examples of the business type include “project type” and “system type”. In the “project type”, established documents to be created in a project are managed for each project (project). In “system type”, design data to be held by the system is managed for each system.

  The business name data area is a data area in which an identifier (name) for specifying a business to be managed is recorded. In this business template 240, this business name data area is blank.

The necessity data area is a data area in which a flag for specifying a document type created in each job is recorded. In the business template 240, this necessity data area is blank.
In the document type data area, data relating to an identifier (document type name) for specifying the type of a document that may be created in this business type is recorded.

  Further, the document template 241 stores a template used for creating a document file for each document type. The document template 241 exemplifies items to be described in the document file of each document type.

  As shown in FIG. 2C, the business management information storage unit 25 stores a business management record 250 for managing a business for creating a document. The business management record 250 is recorded when a business is registered by an administrator. The business management record 250 includes data related to a business type, business name, manager, necessity, and document type.

In the business type data area, data relating to an identifier for identifying the type of business (business type) for creating a document file using the business template 240 is recorded.
The business name data area is a data area in which an identifier (name) for specifying a business to be managed is recorded.

  In the administrator data area, data relating to an identifier for specifying an administrator who manages this work is recorded. In the present embodiment, the administrator recorded in this data area becomes an approval authority who approves the document file created with this business name. As this authorization authority, for example, information specifying a specific position belonging to a specific affiliation and data relating to a user ID are recorded.

  The necessity data area is a data area for recording a flag for designating the necessity of a document type to be described later in this work. In the present embodiment, a “necessary” flag is recorded for the document type created in this business.

  In the document type data area, data relating to an identifier for specifying a document type that may be created in this business type is recorded. The document type in which the “necessary” flag is recorded functions as registration scheduled document information.

  As shown in FIG. 2D, the application information storage unit 26 stores an application management record 260 for managing an approval application for the created document. This application management record 260 is recorded when an application for approval is made by an operator. The application management record 260 includes data relating to an application number, a file name, a business name, a document type, an applicant, an application date, an approval authority, a circulation result, and an approval date.

In the application number data area, data relating to an identifier for specifying each approval application is recorded.
In the file name data area, data relating to an identifier for identifying a document file for which an application has been applied is recorded.

In the business name data area, an identifier (name) for specifying a business related to a document for which approval is applied is recorded.
In the document type data area, data relating to an identifier for specifying the type of document for which an application has been applied is recorded.
In the applicant data area, data relating to an identifier (user ID) for identifying the worker who has applied for approval is recorded.

In the application date data area, data related to the date for specifying the time of application for approval is recorded.
Data relating to an identifier (user ID) for identifying an administrator who approves this approval application is recorded in the approval authority data area.

In the circulation result data area, data relating to an identifier for specifying the approval result is recorded. In the present embodiment, a flag for specifying one of “approval”, “denial”, “hold”, and “cancel approval” is recorded.
In the approval date data area, data related to the date for specifying the time when the approval result is registered by the administrator is recorded.

  A processing procedure in the case of managing a document file created in a business using the system configured as described above will be described with reference to FIGS. Here, the overall outline, the business registration support process, the approval support process, the history management process, the confirmation process of the original registration status, and the work area rearrangement support process will be described in this order.

(Overview of the whole)
The overall outline will be described with reference to FIG.
First, the control unit 21 of the document management server 20 executes a business registration support process (step S1-1). Here, the administrator uses the user terminal 10 to access the document management server 20. Supports registration of work to create a new document after user authentication of the administrator. This process will be described later with reference to FIG.

  Next, the worker executes a document registration process using the user terminal 10 (step S1-2). Specifically, an operator who creates a document accesses the document management server 20 using the user terminal 10. After the user authentication of the worker, the document template 241 of the document type created in the work is downloaded from the template information storage unit 24 to the user terminal 10 of the worker. Then, the worker creates a document file using the downloaded document template 241. In this case, the worker sets a file name that can specify the business name and document type based on the file name rule for the document file. In this case, an identifier indicating a version (version) can be given to a document being created. Then, the worker uses the user terminal 10 to upload the document file being created to the work area 221 of the document storage unit 22.

  Next, when it is determined that the document file has been completed, the worker uses the user terminal 10 to execute a document file selection process (step S1-3). Specifically, the worker selects a document file determined to be complete from the document files recorded in the work area 221 of the document storage unit 22.

  Next, the worker uses the user terminal 10 to execute a copy process (step S1-4). Specifically, the worker stores a copy of the selected document file in the application area 222 of the document storage unit 22.

  Next, the control unit 21 of the document management server 20 executes an approval support process (step S1-5). Specifically, when the approval management unit 212 of the control unit 21 detects storage of a new document file in the application area 222 of the document storage unit 22, the approval management unit 212 makes an application for approval for the document file. In this case, the document file that has been applied for approval is distributed to the business administrator. This approval support process will be described later with reference to FIG.

When the “approval” flag is registered in the circulated approval application, the control unit 21 of the document management server 20 executes a genuine copy registration process.
In this original registration process, first, the control unit 21 of the document management server 20 executes a digest creation process (step S1-6). Specifically, the original copy registration unit 213 of the control unit 21 acquires the approved document file from the application area 222 of the document storage unit 22. Then, the original copy registration unit 213 creates the digest by introducing the acquired document file into a predetermined function.

  Next, the control unit 21 of the document management server 20 executes time stamp creation processing (step S1-7). Specifically, the original copy registration unit 213 of the control unit 21 generates a time stamp by generating a signature including the current date and time for the generated digest.

  Next, the control unit 21 of the document management server 20 executes a registration process to the storage location (step S1-8). Specifically, the original copy registration unit 213 of the control unit 21 specifies a business management space provided in the original copy storage area 223 of the document storage unit 22 based on the business name and document type name of the document file. To do. Then, the original copy registration unit 213 registers the original document file in the business management space in association with the digest and the time stamp.

Next, the control unit 21 of the document management server 20 executes history management processing (step S1-9). Here, the original version of the old version is organized. This process will be described later with reference to FIG.
Next, the control unit 21 of the document management server 20 executes a process for confirming the authentic registration status (step S1-10). Here, confirmation of the registration status of the original in the original storage area 223 of the document storage unit 22 is supported. This process will be described later with reference to FIG.

  Next, the control unit 21 of the document management server 20 executes work area rearrangement support processing (step S1-11). Here, organization of related files in the work area 221 of the document storage unit 22 is supported. This process will be described later with reference to FIG.

(Business registration support process)
Next, the business registration support process will be described with reference to FIG.
Here, the control unit 21 of the document management server 20 executes user authentication processing (step S2-1). Specifically, the administrator accesses the document management server 20 using the user terminal 10. In this case, the control unit 21 of the document management server 20 acquires a login request including the user ID and password from the user terminal 10. Then, the user authentication unit 210 of the control unit 21 searches the user information storage unit 23 for the user management record 230 in which the user ID and password acquired from the user terminal 10 are recorded. If the user management record 230 in which the ID and password are recorded can be extracted, the user authentication is completed. On the other hand, when the user management record 230 in which the ID and password are recorded cannot be extracted, the user authentication unit 210 outputs a message indicating that login cannot be performed to the user terminal 10.

  Next, the control unit 21 of the document management server 20 executes a business template providing process (step S2-2). Specifically, the administrator uses the user terminal 10 to specify a business type. In this case, the business management unit 211 of the control unit 21 extracts the business template 240 of the designated business type from the template information storage unit 24. Then, the task management unit 211 provides the task template 240 to the user terminal 10 of the administrator who has completed user authentication. Then, the administrator uses the user terminal 10 to set a business name in the business template 240 acquired from the document management server 20. Furthermore, the document type created in the business is specified from the document types recorded in the business template 240, and the “necessary” flag is recorded. Then, the administrator transmits a registration instruction to the document management server 20 using the user terminal 10.

  Next, the control unit 21 of the document management server 20 executes a business registration process (step S2-3). Specifically, the business management unit 211 of the control unit 21 generates a business management record 250 and records it in the business management information storage unit 25. In this business management record 250, a “necessary” flag set for the business name and document type specified in the business template 240 is recorded. Further, in the administrator data area, data related to the user ID of the administrator who has been authenticated is recorded.

  Next, the control unit 21 of the document management server 20 executes a business management space securing process (step S2-4). Specifically, the business management unit 211 of the control unit 21 generates a primary management space in the primary management area of the document storage unit 22 for the document in which the “necessary” flag is recorded in the business management record 250. A business name is assigned to the authentic management space. Furthermore, a document storage area for storing each document for the document type in which the “necessary” flag is recorded is generated in the original management space. A document type is set in the name of each generated document storage area.

(Approval support process)
Next, the approval support process will be described with reference to FIG.
First, the control unit 21 of the document management server 20 executes application document identification processing (step S3-1). Specifically, the approval management unit 212 of the control unit 21 specifies a newly registered document file in the application area 222 of the document storage unit 22.

  Next, the control unit 21 of the document management server 20 executes a circulation process for the administrator (step S3-2). Specifically, the approval management unit 212 of the control unit 21 specifies the business name and the document type based on the file name of the document registered in the application area 222. Next, the approval management unit 212 generates an application management record 260 to which an application number is assigned and registers it in the application information storage unit 26. The application management record 260 includes data relating to the file name, business name, document type, and application date (current date) of the applied document. Furthermore, the user ID for which user authentication has been performed is recorded in the application management record 260 as the applicant. Next, the approval management unit 212 extracts a business management record 250 in which the identified business name is recorded from the business management information storage unit 25. Then, the approval management unit 212 records the administrator recorded in the business management record 250 in the application management record 260 as an approval authority.

  Next, the approval management unit 212 acquires a contact address associated with the user ID of the approval authority from the user information storage unit 23. And the approval management part 212 transmits the message which shows that there was an application for approval with respect to this contact. This message includes information (for example, link information) for acquiring the document file registered in the application area 222 of the document storage unit 22.

  The administrator uses the user terminal 10 to obtain a document file for which approval has been applied, and confirms the contents. Then, the administrator notifies the document management server 20 of the confirmed result (approval, denial, hold). When canceling approval for a document file that has already been approved, the document management server 20 is notified of approval cancellation.

  Next, the control unit 21 of the document management server 20 executes a circulation result acquisition process (step S3-3). Specifically, the approval management unit 212 of the control unit 21 acquires the circulation result from the administrator's user terminal 10 and records it in the circulation result data area of the application management record 260. In the following processing, different processing is executed in accordance with the circulation result.

When the “approval” flag is recorded as the circulation result in the application management record 260, the control unit 21 of the document management server 20 executes a genuine copy registration process (step S3-4). Here, the above-described digest creation processing (step S1-6) to storage location registration processing (step S1-8) are executed.
Next, the control unit 21 of the document management server 20 executes notification processing of “approval” to the worker (step S3-5). Specifically, the approval management unit 212 of the control unit 21 acquires the user ID of the applicant (worker) recorded in the application management record 260. And the approval management part 212 acquires the user management record 230 in which this user ID is recorded from the user information storage part 23, and specifies an operator's contact information. And the approval management part 212 transmits the message which shows that the approval application was approved with respect to this contact.

  When the “denial” flag is recorded as the circulation result in the application management record 260, the control unit 21 of the document management server 20 executes a “denial” notification process to the worker (step S3-6). . Specifically, the approval management unit 212 of the control unit 21 acquires the user ID of the applicant (worker) recorded in the application management record 260. And the approval management part 212 acquires the user management record 230 in which this user ID is recorded from the user information storage part 23, and specifies an operator's contact information. Then, the approval management unit 212 transmits a message indicating that the approval application has been denied to the contact information.

  Next, the control unit 21 of the document management server 20 executes document return processing (step S3-7). Specifically, the approval management unit 212 of the control unit 21 specifies the document file recorded in the application area 222 of the document storage unit 22 and returns it to the work area 221. In this case, the approval management unit 212 returns the denied document file so that it can be identified. For example, the approval management unit 212 generates a return folder in the work area 221 and returns it to this folder. In addition, the approval management unit 212 may set a flag indicating that the file name has been denied. Then, the approval management unit 212 deletes the document file recorded in the application area 222. In this case, the worker confirms the rejected document file, performs correction work, and reapplies for approval.

  When the “hold” flag is recorded as the circulation result in the application management record 260, the control unit 21 of the document management server 20 executes a “hold” notification process for the worker (step S3- 8). Specifically, the approval management unit 212 of the control unit 21 acquires the user ID of the applicant recorded in the application management record 260. And the user management record 230 in which this user ID is recorded is acquired from the user information storage part 23, and a contact address is specified. And the approval management part 212 transmits the message which shows that the application was suspended with respect to this contact address.

  When the “approval cancellation” flag is recorded as the circulation result in the application management record 260, a notification process of “approval cancellation” is executed to the worker (step S3-9). Specifically, the approval management unit 212 of the control unit 21 acquires the user ID of the applicant (worker) recorded in the application management record 260. And the approval management part 212 acquires the user management record 230 in which this user ID is recorded from the user information storage part 23, and specifies an operator's contact information. Then, the approval management unit 212 transmits a message indicating that the approval has been canceled to this contact.

  Next, the control unit 21 of the document management server 20 executes document return processing (step S3-10). Specifically, the approval management unit 212 of the control unit 21 specifies the document file recorded in the original copy storage area 223 of the document storage unit 22 and returns it to the work area 221. In this case, the approval management unit 212 returns the document file whose approval has been canceled so that it can be identified. For example, the approval management unit 212 generates a return folder in the work area 221 and returns it to this folder. In addition, the approval management unit 212 may set a flag indicating approval cancellation in the file name. Then, the approval management unit 212 deletes the document file recorded in the original copy storage area 223. In this case, the worker confirms the document file whose approval has been canceled, performs correction work, and reapplies for approval.

(History management process)
Next, the history management process will be described with reference to FIG.
First, the control unit 21 of the document management server 20 executes an old version document specifying process for an approved document (step S4-1). Specifically, the history management unit 214 of the control unit 21 confirms whether or not the document file of the old version document (old version document file) is recorded in the business management space where the approved document file (original copy) is stored. .

  When the document file of the old version document is recorded, the control unit 21 of the document management server 20 executes the migration process of the old version document (step S4-2). Specifically, the history management unit 214 of the control unit 21 assigns an identifier indicating the old version to the file name of the old version document file. Then, the history management unit 214 moves the old version document file to the past document storage area 224 of the document storage unit 22 together with the digest and the time stamp. Further, the history management unit 214 records history information for the moved old version document file in the change history file. This history information includes data relating to the date and file name of the moved document file.

(Authentication registration status confirmation process)
Next, the confirmation process of the original registration status will be described with reference to FIG. This processing is executed periodically for each business management space in the original storage area 223 by sequentially identifying business names to be processed.

  First, the control unit 21 of the document management server 20 executes a necessary document type specifying process (step S5-1). Specifically, the original copy registration unit 213 of the control unit 21 specifies a business management space in which the business name to be processed is recorded in the original storage area 223 of the document storage unit 22. Then, the original copy management unit 215 specifies the document type (necessary document type) generated in the business based on the document storage area generated in the business management space.

  Next, the control unit 21 of the document management server 20 executes a process of searching for the original registration status (step S5-2). Specifically, the original copy management unit 215 of the control unit 21 specifies whether a document file with a digest and a time stamp is stored for each document storage area. Then, the original copy management unit 215 temporarily stores the registration status for the document type in the document storage area.

  Next, the control unit 21 of the document management server 20 executes an output process of the original registration status (step S5-3). Specifically, the original copy management unit 215 of the control unit 21 acquires from the job management information storage unit 25 a job management record 250 in which the job name of the original management space is recorded. Then, the original copy management unit 215 identifies the manager recorded in the business management record 250. Then, the main copy management unit 215 acquires the user management record 230 in which the user ID of the administrator is recorded from the user information storage unit 23, and specifies the contact information recorded in the user management record 230. Then, the original copy management unit 215 transmits a message related to the original copy registration status to this contact address. This message includes information on the document type in which the original is registered and information on the document type in which the original is not registered.

(Work area rearrangement support processing)
Next, work area rearrangement support processing will be described with reference to FIG. In the following embodiment, a description will be given of a case where the organization support unit 216 of the control unit 21 organizes related documents registered as originals.

  First, the control unit 21 of the document management server 20 executes a search process for a related document registered as a genuine copy (step S6-1). Specifically, the organization support unit 216 of the control unit 21 specifies the file name of the document file registered as the original. Next, the organization support unit 216 identifies the business name and document type based on the file name. Then, the organization support unit 216 searches the work area 221 of the document storage unit 22 for a document file of a related document in which the specified business name and document type are set as the file name.

  Next, the control unit 21 of the document management server 20 executes a movement process to the save area (step S6-2). Specifically, the organization support unit 216 of the control unit 21 moves the document file of the related document specified in the work area 221 to the save area 225 of the document storage unit 22. In this case, the organization support unit 216 deletes the document file of the related document from the work area 221.

  Next, the control unit 21 of the document management server 20 executes link information generation processing for the moved document (step S6-3). Specifically, the organization support unit 216 of the control unit 21 specifies the storage location of the document file of the related document moved to the save area 225, and generates link information for accessing this document file.

  Next, the control unit 21 of the document management server 20 executes a moving document notification process (step S6-4). Specifically, the organization support unit 216 of the control unit 21 displays the file name of the document moved to the save area 225 on the bulletin board. Furthermore, the organization support unit 216 records the link information of the moving document in association with the file name. The worker confirms the bulletin board, and if there is a document desired to be saved, the document file is collected from the save area 225 using the link information and saved individually.

  Next, the control unit 21 of the document management server 20 executes a storage time limit determination process (step S6-5). Specifically, the organization support unit 216 of the control unit 21 calculates the storage deadline by adding the storage days to the moving date. Then, the organization support unit 216 records the storage time limit in association with the file name.

  Next, the control unit 21 of the document management server 20 executes a deletion process based on the storage time limit (step S6-6). Specifically, the organization support unit 216 of the control unit 21 sequentially specifies document files periodically recorded in the save area 225, and specifies the retention period associated with the file name. Then, the organization support unit 216 compares the storage deadline with the current date, and deletes the document file whose storage deadline has passed from the save area 225.

  The work area rearrangement support process is also executed by the maintenance unit 217 of the control unit 21. In this case, the document file registered in the work area 221 is searched for a document that has passed the reference number of days since the last update date, and this document is moved to the save area. Then, the deletion process (step S6-7) is executed based on the movement process to the save area (step S6-2) to the storage period.

According to this embodiment, the following effects can be obtained.
(1) In the present embodiment, the control unit 21 of the document management server 20 executes a business registration support process (step S1-1). Here, the control unit 21 of the document management server 20 provides the business template 240 to the user terminal 10 of the administrator. In the business template 240, data regarding a business type, a business name, necessity, and a document type are recorded. By using the business template 240, the administrator can specify a document type that may be required depending on the business type. Furthermore, in this document type, a necessary document type can be selected. By using the business template 240, standardization of the document file can be achieved.

  Further, the control unit 21 of the document management server 20 executes a business registration process (step S2-3) and a business management space securing process (step S2-4). As a result, it is possible to register a job for creating a document and secure a data area for storing the created document.

  (2) In the present embodiment, the control unit 21 of the document management server 20 executes an approval support process (step S1-5). Here, the control unit 21 of the document management server 20 specifies the application document (step S3-1), and executes a circulation process to the administrator (step S3-2). As a result, the approval application can be efficiently performed only by moving the document file from the work area 221 to the application area 222.

  Further, when the result of circulation is “denial” or “approval cancellation”, the control unit 21 of the document management server 20 executes a document return process (steps S3-7 and S3-10). Thereby, the operator can correct the returned document file by using the user terminal 10 and apply for the approval again.

  (3) In the original registration process of the present embodiment, the control unit 21 of the document management server 20 executes a digest creation process (step S1-6) and a time stamp creation process (step S1-7). And the control part 21 of the document management server 20 performs the original registration process with respect to a preservation | save location (step S1-8). As a result, it is possible to manage a document file that is a genuine copy that ensures authenticity at a predetermined location.

  (4) In the present embodiment, the control unit 21 of the document management server 20 executes a history management process (step S1-9). Here, the control unit 21 executes the old version document specifying process (step S4-1) and the old version document moving process (step S4-2) for the approved document. As a result, the old version document file stored in the original document storage area 223 of the document storage unit 22 can be efficiently managed in the past document storage area 224.

  (5) In the present embodiment, the control unit 21 of the document management server 20 executes a process for confirming the original registration status (step S1-10). Here, the control unit 21 of the document management server 20 executes a genuine document registration status search process (step S5-2) and a genuine document registration status output process (step S5-3). As a result, it is possible to grasp the progress of the business according to the registration status of the original copy.

  (6) In the present embodiment, the control unit 21 of the document management server 20 executes work area rearrangement support processing (step S1-11). Here, the control unit 21 of the document management server 20 executes a search process (step S6-1) for a related document registered as the original copy and a move process to a save area (step S6-2). In the work area 221, the document file before completion may remain even after the original copy is registered. Even in such a case, the capacity of the work area 221 can be ensured by efficiently moving the document file that is considered unnecessary, and the data storage area can be used efficiently.

  Further, the control unit 21 of the document management server 20 executes a link information generation process (step S6-3) and a move document notification process (step S6-4). Accordingly, the document file moved to the save area 225 can be confirmed using the link information.

  Further, the control unit 21 of the document management server 20 executes a retention period determination process (step S6-5) and a deletion process (step S6-6) based on the retention period. Thereby, document files registered in the save area 225 can be organized.

  (7) In the present embodiment, the control unit 21 of the document management server 20 includes a maintenance unit 217. The maintenance unit 217 searches for related files remaining in the work area 221 of the document storage unit 22 and executes processing for supporting the correspondence of the document file. As a result, it is possible to assist in organizing a document that could not be organized in the organization area support processing of the work area 221.

In addition, you may change each said embodiment as follows.
In the above embodiment, in the original registration process, first, the control unit 21 of the document management server 20 performs the digest creation process (step S1-6), the time stamp creation process (step S1-7), and the original registration for the storage location. The process (step S1-8) is executed. The method for registering the original is not limited to this. For example, the original may be created collectively. In this case, when document files of a predetermined document type are prepared, a digest is collectively generated and a time stamp is given. As a result, it is possible to register the originals of the documents composed of a plurality of document files at once.

In the above embodiment, the worker performs a copy process using the user terminal 10 (step S1-4). Here, it may be possible to apply by attaching another file to the document file. For example, a separate sheet (attached file) is attached to the document file to be applied for approval and stored in the application area 222 of the document storage unit 22. Also in this case, the control unit 21 of the document management server 20 executes the application document specifying process (step S3-1) and the circulation process to the administrator (step S3-2).
Further, the control unit 21 of the document management server 20 may determine whether or not a separate sheet is necessary in the contents of the document file. For example, the necessity of a separate sheet is recorded in the document file. When the control unit 21 of the document management server 20 determines that there is a separate sheet based on the contents of the document file, the control unit 21 searches the application area 222 for the separate sheet. When this separate sheet cannot be detected, the control unit 21 of the document management server 20 outputs a message for calling attention to the user terminal 10 of the worker.

  In the above embodiment, in the work area rearrangement support process, the control unit 21 of the document management server 20 executes the moving document notification process (step S6-4). Here, a notice is made using a bulletin board. The notification method is not limited to this. For example, each worker may be notified. In this case, the worker is specified using property information (attribute information such as creator and creation date) set in the document file. Also, the access history (user ID of the accessor, file name of the access destination document file) in the work area 221 of the document storage unit 22 is recorded, and the notification destination is specified based on this access history. Also good.

  Further, the priority order on the bulletin board may be changed based on property information and access history. In this case, the user ID specified by the property information and the access history is recorded in association with the file name of the moving document. Then, the user who has accessed the bulletin board is specified, and the file name of the moving document associated with the user ID of the user is preferentially displayed on the bulletin board.

  In the above embodiment, the business management information storage unit 25 stores a business management record 250 for managing a business for creating a document. In the manager data area of the task management record 250, data relating to the manager who manages this task is recorded. Here, the approval authority is not limited to the administrator who manages the business. For example, an approval authority may be registered for each document type. In this case, an administrator (authorization authorized person) is registered for each document type in the business management record 250 of the business management information storage unit 25. Also in this case, it is possible to use information specifying a specific position belonging to a specific affiliation or data relating to a user ID.

  In the above-described embodiment, the control unit 21 of the document management server 20 executes a search process for a related document registered as a genuine copy (step S6-1). Here, the document file of the related document is searched based on the file name. Here, the related document search method is not limited to the method based on the file name. For example, information specifying the original file of each document file may be recorded in the property information of the document file. In this case, using the property information, the original file is sequentially traced to retrieve the document file. Alternatively, the document file update history may be recorded in the document storage unit 22 and the document file generated when the original document file is created may be searched.

  In the above embodiment, the process for confirming the original registration status is periodically executed. Instead of this, the control unit 21 of the document management server 20 that has acquired the confirmation request from the user terminal 10 may execute the confirmation process of the original registration status (step S1-10). In this case, in step S5-3, the control unit 21 of the document management server 20 outputs the original copy registration status to the user terminal 10 of the requester.

  DESCRIPTION OF SYMBOLS 10 ... User terminal, 20 ... Document management server, 21 ... Control part, 210 ... User authentication part, 211 ... Business management part, 212 ... Approval management part, 213 ... Original registration part, 214 ... History management part, 215 ... Original management 216 ... Organization support unit, 217 ... Maintenance unit, 22 ... Document storage unit, 221 ... Work area, 222 ... Application area, 223 ... Original document storage area, 224 ... Past document storage area, 225 ... Evacuation area, 23 ... User Information storage unit, 24 ... template information storage unit, 25 ... business management information storage unit, 26 ... application information storage unit.

Claims (9)

A document storage unit having a work area and a main document storage area;
A document management system comprising a worker terminal and a control unit connected to the administrator terminal,
The control unit is
Register the document file created in the worker terminal in the work area,
When obtaining approval information from the administrator terminal for the document file registered in the work area, generate a time stamp of the document file,
Along with the time stamp, the document file is registered as the original in the original storage area,
A document management system for searching a related file of a document file registered in the original storage area in the work area, and executing an organization support process for supporting the deletion of the related file.   2. The document management system according to claim 1, wherein, in the organization support process, a related file of the document file registered as the original in the original storage area is moved to the save area.   3. The document management system according to claim 1, wherein, in the organization support process, the related file is stored in association with a time limit, and is deleted when the time limit is reached.   4. The arrangement support process according to claim 1, wherein the work area is searched for a related file of the document file registered as the original in the original storage area, and the search result is notified to the worker terminal. The document management system according to any one of the above.   5. The document management system according to claim 4, wherein in the organization support process, an operator is specified based on an access history to the related file, and the worker terminal of the worker is notified. The document storage unit is further provided with a past document area for recording past originals,
2. When the original document file is registered in the original storage area, the registered original old version document file is specified in the original storage area and moved to the past document area. The document management system as described in any one of -5. Record the registration schedule document information of the document file registered in the original storage area in the document storage unit,
Using the registered document information, search for the document file registered as the original in the original storage area,
The document management system according to any one of claims 1 to 6, wherein the registration status of the original document recorded in the registration-scheduled document information is output to the administrator terminal. A document storage unit having a work area and a main document storage area;
A method for managing a document using a document management system including a worker terminal and a control unit connected to the administrator terminal,
The control unit is
Register the document file created in the worker terminal in the work area,
When obtaining approval information from the administrator terminal for the document file registered in the work area, generate a time stamp of the document file,
Along with the time stamp, the document file is registered as the original in the original storage area,
A document management method comprising: searching for a related file of a document file registered in the original storage area in the work area, and executing an organization support process for supporting the deletion of the related file. A document storage unit having a work area and a main document storage area;
A program for managing a document using a document management system including a control unit connected to an operator terminal and an administrator terminal,
The control unit
Register the document file created in the worker terminal in the work area,
When obtaining approval information from the administrator terminal for the document file registered in the work area, generate a time stamp of the document file,
Along with the time stamp, the document file is registered as the original in the original storage area,
A document that functions as means for searching for a related file of a document file registered in the original storage area in the work area and executing an organization support process for supporting the deletion of the related file Management program.

Images