JP2014194800A - Document distribution method - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a convenient document distribution system and document distribution method where security is secured even when a browsing terminal is taken outside a security network.SOLUTION: A document distribution system has a document distribution server 11 connected to a network, a plurality of client terminals 12, and a plurality of browsing terminals 13. The document distribution server 11 converts document received from the client terminal 12 or the browsing terminal 13 into a prescribed browsing format, categorizes them by the user, stores them to a storage area, creates conference information that associates users who can browse the documents comprising a conference with document information, and sets a plurality of browsing periods for the documents associated with conference information. Moreover, in accordance with a log-in request from the browsing terminal 13, a user is authenticated; a request from the browsing terminal 13 is received and a list of conferences associated with the user and a list of documents comprising the conference are displayed to a screen by using the conference information in the browsing period; and a part or the whole of the documents comprising the conference are downloaded.

Description

  Embodiments described herein relate generally to a document distribution system and a document distribution method using a communication network.

  In recent years, tablet terminals and smartphones have become widespread, and documents and materials can be easily downloaded, stored, and browsed from a network anytime and anywhere. When constructing a system for distributing materials using such a browsing terminal, it is required to satisfy both convenience of browsing and security such as leakage of materials.

  In a general document distribution system, a browsing deadline is set for an object such as a document or a document or a medium to be stored, and when the browsing deadline expires, the document is often deleted or browsing is prohibited. In such a system, there is a problem that when the browsing deadline has passed, browsing is impossible even if the user wants to browse again.

  Patent Document 1 discloses an electronic document management system that can cope with leakage of an electronic document and leakage of a password regardless of whether or not a network connection is possible. However, regardless of whether the connection to the system is online or offline, if the electronic document has a relatively long period of time for viewing, if the viewing terminal is taken out of the security network, it will be important for others. There is a problem that there is a high possibility of secret leakage such as being stolen.

JP 2010-67043 A

  The problem to be solved by the present invention is to solve the above problems and provide a convenient document distribution system and a document distribution method in which security is ensured even when the browsing terminal is taken out of the security network. That is.

  In order to achieve the above object, a document distribution method according to an embodiment includes a document distribution server, a client terminal, and a browsing terminal connected to a network, and the document distribution server receives data received from the client terminal or the browsing terminal. Converting to a predetermined browsing format, storing the material converted into the browsing format in a predetermined storage area for each user, managing the material information, and browsing the material constituting the conference Creating conference information for associating a user with the material information, setting a plurality of viewing deadlines for the material associated with the conference information, and authenticating the user in response to a login request from the viewing terminal In response to a request from the viewing terminal, and using the meeting information within the viewing deadline A document that executes a computer program that displays a list of held conferences and a list of materials constituting the conference on the screen of the viewing terminal, and downloads a part or all of the materials constituting the conference to the viewing terminal Distribution method.

The network block diagram of the document distribution system in 1st Embodiment. The block block diagram of the document distribution server in the embodiment. The meeting material file set creation screen example in the same embodiment. The example of the material management file contained in the meeting material file set in the embodiment. The example of a meeting management file contained in the meeting material file set in the embodiment. The example of a display on the browsing terminal of the document distribution system in the embodiment. An example of an index file in the embodiment. An example of an index file in the embodiment. The flowchart of the browsing file creation in the same embodiment, and meeting creation. The flowchart of the document browsing with the browsing terminal in the embodiment. The flowchart of the user authentication and browsing deadline determination in the embodiment. 10 is a flowchart of user authentication and browsing time limit determination in the second embodiment.

  Hereinafter, embodiments will be described in detail with reference to FIGS. 1 to 12.

<First Embodiment>
In this embodiment, materials are managed in units of events such as meetings or projects. Depending on the importance of the event, set the expiry date for the material associated with the event. In addition, a plurality of browsing deadlines are set according to the communication network connection state such as whether the network is online connected or not (offline). In the present embodiment, a conference is taken as an example of an event.

  FIG. 1 is a network configuration diagram of a document distribution system according to this embodiment. As shown in FIG. 1, this document distribution system includes a document distribution server 11, one or more client terminals 12 # 1 to 12 # N (N is a natural number), and browsing terminals 13 # 1 to 13 # on a network 10. M (M is a natural number) and the printing device 14 are connected. The document distribution server 11 distributes documents / materials configured in units of conferences to a browsing terminal 13 # M (representing an arbitrary terminal by the browsing terminal 13 # M) connected to the network 10.

  The client terminals 12 # 1 to 12 # N are generally PCs (personal computers). For example, a case where a document distribution system in a company is constructed will be described as an example. This client terminal 12 # N (representing an arbitrary terminal by the client terminal 12 # N) is used by employees in ordinary business in the company. This is a PC, and in-house materials such as sales materials and design materials are created on the client terminal 12 # N. In principle, the client terminal 12 # N is not taken out of the company network.

  The browsing terminals 13 # 1 to 13 # M are assumed to be mobile terminals such as tablet terminals and smartphones. In particular, the description will be limited to the material browsing function when there are many opportunities to be taken outside for business or when only highly-confidential meeting materials are viewed only by members attending the meeting. However, in some embodiments, the client terminal 12 # N and the browsing terminal 13 # M may not necessarily be strictly distinguished.

  The printing device 14 is a network printer device having a personal authentication function. A print list of the material selected by the user and a print job are received from the document distribution server 11 and printed with additional information such as a print serial number as necessary.

  Next, the configuration of the document distribution server 11 will be described with reference to FIG. The document distribution server 11 includes a shared printer unit 21, a temporary storage unit 22, a distribution unit 23, a material management unit 24, a meeting creation unit 25, an authentication unit 26, and a material distribution unit 27.

The user prints the created material on the shared printer unit 21 using the printer driver of the client terminal 12 # N in order to convert in-house material created by an individual such as sales material or design material into a browsing file used in the meeting. Send it as a job (in this case, it is converted to Postscript by the printer driver). Then, the shared printer unit 21 receives this print job.

  The temporary storage unit 22 temporarily stores a print job received via the shared printer unit 21.

  The sorting unit 23 reads out the print job from the temporary storage unit 22, sorts and stores the print job for each user ID of the sender, and converts the print job into a browsing file in a format that can be displayed on the browsing terminal 13 # M. The conversion format to the browsing file is preferably based on PDL (Page Description Language). In this embodiment, file formats such as PNG (Portable Network Graphics), PDF (Portable Document Format), BMP (Bitmap), JPEG (Joint Photographic Experts Group), and SVG (Scalable Vector Graphics) can be considered as the format of the browsing file. . The file format is converted into a format optimal for the browsing terminal 13 # M. For example, when a device such as electronic paper is designated in advance as the browsing terminal 13 # M, the sorting unit 23 performs device characteristics, specifically, resolution, number of colors, display area size, device processing speed, It is possible to convert to an optimal format in consideration of communication cost (time). If the viewing terminal 13 # M has a low resolution, such as a mobile phone, and the screen size of the display area is relatively small, and the processing speed is low or the communication cost is high, the quality may deteriorate, A format such as JPEG with a small data size and a small processing capacity required for handling is selected, and one page is divided into readable areas. Furthermore, a browsing file may be created by creating a unique format that can be browsed only by the browsing terminal 13 # M. In this case, since browsing using other general browsing terminals can be prohibited, operation with high security is possible.

  In addition, the browse file is associated with the sender of the print job, is classified into an area assigned to each sender, and is stored in the material management unit 24. The browsing file at this time includes material information such as the sender, the storage location, the ID (identification number) of the browsing file, and the conversion date (registration date) of the material. Here, the material information and the browsing file are defined as a set as a personal material file set.

  The meeting creation unit 25 creates meeting information shared by a plurality of people who participate in the meeting or view the meeting material using the personal material file set. This conference information includes the conference organizer, the conference title, the scheduled start and end times of the conference, the conference agenda, the users who can view it, the viewing deadline, etc. Define. This conference material file set is automatically created by inputting to a GUI (Graphical User Interface) screen on the client terminal 12 # N. The created conference material file set is registered and stored in the material management unit 24.

  At the time of online connection, the authentication unit 26 performs user authentication for login from the user of the browsing terminal 13 # M, and permits browsing of materials for a conference related to the user. In FIG. 2, the authentication unit 26 is described in the document distribution server 11, but may be constructed as another authentication server on the network 10.

  If the user authentication is OK, the material distribution unit 27 receives a download request from the user of the browsing terminal 13 # M and downloads the browsing file based on the conference material file set.

  FIG. 3 is an example of a conference material file set creation screen performed on the client terminal 12 # N. The meeting creation unit 25 is a function serving as a window for creating a meeting material file set, and uses a form of a WEB application (GUI: Graphical User Interface) executed by the HTTP communication from the client terminal 12 # N connected to the network 10. Done. This GUI may directly install software for each client terminal 12 # N. Further, as indicated by a dotted arrow in FIG. 2, not only the client terminal 12 # N but also the browsing terminal 13 # M may log in to the conference creating unit 25 to create a conference material file set.

  The conference material file set includes a conference management file (meeting information) that describes users who participate in the conference, conference title, schedule, agenda, browse file name associated with the agenda, and presenter for each browse file, individual materials It consists of a material management file (material information) for management, a PDL, a browsing file, and the like. The material management file is a file for managing the title, creation date, viewing deadline, and the like of the browse file.

  The user A who is the organizer of the conference uses the GUI shown in FIG. 3 and inputs “management conference” as the title of the conference. Furthermore, the start time and end time of the meeting are input. Then create a conference agenda using the add, edit and delete buttons.

  Each agenda is set with the corresponding browsing file name and presenter. Thereby, the association with the conference, the browsing file, and the presenter is performed. Furthermore, the user who will attend a meeting is added to a participant list, and the association with a meeting is added. Here, the x mark to the left of the user name indicates that the association cannot be deleted. Specifically, it is a user who is indispensable for holding a conference in principle, such as a conference organizer or a presenter.

  Various viewing deadlines are set for the conference. The browsing deadline includes an online browsing deadline, an offline browsing deadline, a redownload (DL) browsing deadline, and a server retention deadline.

  The online browsing deadline is a browsing deadline for materials when the browsing terminal 13 # M is connected to a network 10 to be trusted, for example, an in-house security network.

  The offline browsing deadline is a browsing deadline when the network 10 is not connected. It is compared with the elapsed time since it was determined that the browsing terminal 13 # M is offline. At this time, the browsing deadline level corresponding to the attributes of the browsing file such as the importance of the meeting and the confidentiality is set as the browsing deadline. For example, the browsing deadline level is 5 levels, level 0 is not specified, level 1 is 2 hours, level 2 is 1 day, level 3 is 3 days, level 4 is 1 week, level 5 is a custom setting, etc. be able to. In the example of FIG. 3, the level 3 is set to 3 days. Further, when the user is connected to the document distribution server 11 via a low-security network at the outside, the offline browsing time limit may be applied without determining that the document is online.

  The re-download viewing time limit allows a limited download even when the online viewing time limit of the conference material has passed. For example, it is effective when you want to refer to the material of the previous project. This re-download will be described in the second embodiment.

  The server retention period is a period during which the conference material file set is retained in the server. Normally, internal materials have a relatively long retention period of 20 years or so according to internal regulations and laws, etc., so the server retention period is generally set to a relatively long period of time that is comparable to the retention period of internal documents according to internal regulations and laws and regulations. It is preferable to do. However, even if this server retention period is set short, in-house materials will not be deleted, so it is not always necessary to relate to the retention period of in-house materials. In FIG. 3, the shortest time limit is set among the browsing materials included in the conference material, but a time limit is set in which the material in the conference material file set is not discarded and does not exist.

  As shown in FIG. 3, the conference material file set can be deleted on the conference end date. In the initial setting, a default value may be set. The document distribution server 11 excludes related materials from being distributed in any case after the server retention period has passed.

  As described above, when a conference material file set (conference information) is created using the GUI on the client terminal 12 # N, the material management file shown in FIG. 4 and the conference management file shown in FIG. 5 are in XML (Extensible Markup Language) format. Created in a markup language such as

  As shown in FIG. 4, the document management file describes a document ID that uniquely identifies a browse file, an owner of the document, a meeting name associated with the document, a browse deadline, and the like.

  Also, as shown in FIG. 5, in the conference management file, the conference ID that uniquely identifies the conference, the user name that hosts the conference, the conference title, the creation date of the conference material file set, the start / end time of the conference, the agenda, A conference material viewer and various browsing deadlines are described.

  FIG. 6 is a display example on the browsing terminal 13 # M of the document distribution system. Specifically, the browsing terminal 13 # M indicates a tablet terminal, a smartphone terminal, or the like. For this display, a browser function incorporated in the browsing terminal 13 # M may be used.

  The user logs in to the authentication unit 26 of the document distribution server 11 and then accesses the material distribution unit 27 (here, an example using HTTP). The material distribution unit 27 displays the index file corresponding to the logged-in user on the browsing terminal 13. Send to #M.

  This index file is created based on the description of the personal material file set and the conference material file set. A specific example of the index file will be described later. The browsing terminal 13 # M displays the conference index based on the received index file, and further downloads the browsing file from the material distribution unit 27.

  Once the browsing terminal 13 # M succeeds in user authentication, the browsing terminal 13 # M holds the user authentication information (ID, password) in the form of a cache or a file. The stored user authentication information is used when offline, which will be described later.

  The user logs in to the document distribution server 11 by selecting the login area 60 on the GUI. At this time, user authentication information such as a user name (user A in the example) and a password (not shown) is used. When the user authentication is completed, the index file is received, and the meeting display 61 within the browsing deadline and the meeting display 62 after the browsing deadline are displayed. Thereafter, for example, when the management meeting 1 is selected, thumbnails of the browsing files 63a to 63f associated with the management meeting 1 are displayed. The thumbnail is linked to the download file download inquiry address.

  In the agenda area 64 at the lower right of the screen, the association between the browse file and the agenda is displayed. In this example, it is displayed that the browsing file 63b and the agenda 02 are associated with each other. That is, if the agenda 02 is in progress in the conference, the browsing file (material 002) necessary for it can be clearly indicated.

  The serial number printing area 65 is a function for printing the serial number on the print material when the browsing file is printed from the browsing terminal 13 # M. When a browsing file with high security is printed, a print serial number, a login name, a browsing terminal name, a disposal deadline, and the like are printed in a place such as a footer of a material. In principle, the expiry date is the same as the expiry date. Furthermore, similar print history information is held in the material management unit 24.

  7 and 8 are examples of index files received by the browsing terminal 13 # M. This index file is written using a markup language using XML. As shown in FIG. 7, a document distribution system name as a title, an event type indicating whether the index file is for a project, a meeting, or an individual, and a tag indicating a meeting agenda and the like are described.

  The agenda tag includes an agenda number, an agenda title, and material information. As shown in FIG. 8, the material information includes a material ID that uniquely identifies the browsing file, a material title, a material registration date, and a download inquiry destination of each material page. Although not shown here, the index file includes various browsing deadlines.

  The operation of the document distribution system configured as described above will be described using a flowchart.

  FIG. 9 is a flowchart of creating a browse file and creating a conference. First, in step ST901, the user transmits a print job from each individual client terminal 12 # N to the shared printer unit 21 of the document distribution server using materials used in the conference. The document distribution server 11 stores the received print job in the temporary storage unit 22. In step ST902, the file format is converted to a file that can be viewed on the browsing terminal 13 # M. In step ST903, the converted browsing file is sorted and stored in a predetermined storage area of the material management unit 24 for each individual.

  In step ST904, in order to set the conference, the conference organizer or the person in charge of the conference logs in the conference creation unit 25 and creates a conference material file set from the conference setting menu screen (GUI) in FIG. Is registered in the material management unit 24.

  FIG. 10 is a flowchart of document browsing on the browsing terminal 13 # M. In step ST101, the user logs in to the authentication unit 26 using the browsing terminal 13 # M. When the login is completed, the browsing terminal 13 # M transmits a conference list corresponding to the logged-in user and a download request for the browsing file to the document distribution server 11. Then, the material distribution unit 27 receives a download request from the browsing terminal 13 # M.

  In step ST102, the document distribution unit 27 returns a browsing file list (index file) within the browsing deadline among the related meetings in response to the request of the login user. If the network connection is online, a part or all of the viewable file is downloaded to the viewing terminal 13 # M. The download of the browse file may be performed for each browse file in response to a user request, or may be automatically performed for all browseable files.

  In step ST103, the user browses browsing files within the online browsing time limit on the browsing terminal 13 # M. If the browsing terminal 13 # M is within the online browsing deadline, the browsing terminal 13 # M holds the browsing file and displays it without re-downloading. When the online browsing period expires, the browsing file is deleted. At this time, the meeting material file set (meeting information) is held as a meeting history until the server holding time limit.

  FIG. 11 is a flowchart of user authentication and browsing time limit determination. First, in step ST110, the user performs a login operation for user authentication from the browsing terminal 13 # M to the document distribution server 11.

  If the browsing terminal 13 # M is connected to the network 10 in step ST111, the authentication unit 26 receives a login request from the user and determines whether user authentication is possible. If the authentication information such as the login name and the password matches the user authentication information stored in the authentication unit 26 (step ST111: Yes), it is determined that the connection with the browsing terminal 13 # M is online (step ST112). The user authentication information may use a login name, a password, a number that uniquely identifies the viewing terminal, and the like to authenticate the viewing terminal and the viewer (user) at the same time. If it does in this way, since a plurality of users cannot log in to the same viewing terminal, it can prevent that a viewing file relevant to a plurality of users is downloaded to the same terminal. As the ID for identifying the browsing terminal, IMEI (International Mobile Equipment Identity) or MEID (Mobile Equipment Identifier) may be used, and if the terminal uses a communication line SIM card (Subscriber Identity Module Card), An ICCID (Integrated Circuit Card ID) may be used in combination.

  In step ST113, the user selects a thumbnail of the browse file on the browse terminal 13 # M. In step ST114, the browsing terminal 13 # M determines whether the selected browsing file is within the online browsing time limit. This determination is made by obtaining the viewing time limit from the index file in which the material management file information and conference management file information shown in FIG. 4 or 5 are described.

  If the selected browsing file is within the online browsing deadline (step ST114: Yes), the browsing file is displayed on the browsing terminal 13 # M (step ST115).

  If the selected browsing file has passed the online browsing deadline (step ST114: No), a message alerting that the online browsing deadline has passed is displayed and the process ends. An embodiment for re-downloading a browsing file whose online period has expired will be described later. In this case, a selection screen for whether to re-download is displayed.

  When user authentication cannot be performed in step ST111 (step ST111: No), the user authentication information cache value stored in advance in the browsing terminal 13 # M or the value in the user authentication information file is referred to. If authentication is performed using the cache value for user authentication information (or the value in the user authentication information file) (step ST116: Yes), it is determined that the connection with the viewing terminal 13 # M is offline (step ST117). In step ST118, the user selects a thumbnail of a desired browsing file on the browsing terminal 13 # M.

  If the selected browsing file is within the offline browsing deadline (step ST119: Yes), the browsing file is displayed on the browsing terminal 13 # M (step ST115). When the selected browsing file has passed the offline browsing deadline (step ST119: No), a message alerting that the offline browsing deadline has passed is displayed, and the browsing file is displayed on the browsing terminal 13 # M. Quit. At this time, in order to prevent the downloaded browsing file from being easily copied and browsed, the browsing file is preferably stored in a place where the user cannot access or is encrypted.

  Thereby, even when the browse file is in the online browsing deadline, the offline browsing period is given priority when offline. Prevent access to browsing files after the offline browsing period. However, when returning to the online connection environment again, the online browsing deadline is applied.

  As a simple determination method for determining whether the network connection state is online or offline, the inquiry may be made when the user authentication is successful. That is, if the inquiry to the authentication unit 26 of the document management server is successful, the online connection, the inquiry to the authentication unit 26 fails, and the inquiry from the user authentication information cache value or the user authentication information file value in the viewing terminal If successful, it is determined that the connection is offline. Further, not only whether or not it is connected to the network 10 but also whether or not it is connected to a secured network such as an in-house network may be determined. Even when the user is connected via a network where security cannot be ensured at an outside location, it may be determined to be offline.

  As described above, according to the first embodiment, it is possible to set a plurality of browsing deadlines for each event such as a conference, and to change the material browsing deadline depending on the connection state of the network and the importance of the conference. Further, since the browsing deadline can be flexibly adjusted according to the confidential level of the browsed document, the possibility of document leakage can be greatly reduced.

<Second Embodiment>
In the present embodiment, an embodiment will be described in which a browsing file can be temporarily downloaded again even when the browsing file is deleted from the browsing terminal after the conference ends or after the online browsing deadline has passed.

  FIG. 12 is a flowchart of authentication and browsing deadline determination according to the present embodiment. In addition to FIG. 11, a re-downloading step ST120 is added. The other steps are the same as in FIG.

  In step ST120, the selected browsing file has passed the online browsing deadline (for example, when the management meeting 3 in the meeting display after the browsing deadline is selected in FIG. 6), and the thumbnail of the displayed browsing file is selected. . A part of an image such as the top page of the browse file is displayed on the thumbnail, and it is determined whether or not the material to be downloaded again is a desired material by looking at the thumbnail. Furthermore, an abstract may be displayed below the thumbnail. Thereby, useless re-downloading can be prevented. An abstract or the like may be input simultaneously when the meeting shown in FIG. 3 is created.

  As shown in the index file of FIG. 8, the download inquiry address of each page of each material is associated with the thumbnails of the browsing files 63a to 63f. For this reason, the user can execute re-downloading only by selecting a thumbnail. A confirmation screen for confirming whether or not re-downloading is to be executed may also be displayed. As set in the conference settings in FIG. 3, the redownloaded viewing time limit having a plurality of levels is set in the redownloaded viewing file. For example, a relatively short browsing time limit of 2 hours is set for the re-downloaded browsing file. When this re-download browsing deadline has passed, the browsing file is deleted from the browsing terminal 13 # M. The re-download history is held in the material management unit 24. In addition, printing of such re-downloaded browsing files may be prohibited depending on circumstances.

In addition, even if the browsing terminal 13 # M is offline for the re-downloaded browsing material, the offline browsing deadline is valid. (This does not apply if the re-downloaded viewing deadline is shorter than the offline viewing deadline.)
As described above, according to the second embodiment, the conference material after the expiration of the browsing period can be downloaded again only in a short time, so that the browsing can be performed.

  In a general document distribution system, an object such as a document or a document or a medium in which the object is stored has a viewing deadline, and there is no flexibility for the viewing deadline. You can set a viewing deadline for each event such as a project or project. Moreover, it is possible to flexibly adjust the browsing deadline considering the network connection status and the confidential level of the browsing file. Furthermore, since it is possible to browse a document that has passed the expiry date, it is possible to achieve both viewing convenience and security such as leakage of the material.

  Although several embodiments of the present invention have been described, these embodiments are presented by way of example and are not intended to limit the scope of the invention.

  For example, in the embodiment, the display is divided into the meeting display 61 within the browsing deadline and the meeting display 62 after the browsing deadline. These may be selected.

  These novel embodiments can be implemented in various other forms, and various omissions, replacements, and changes can be made without departing from the scope of the invention. These embodiments and modifications thereof are included in the scope and gist of the invention, and are included in the invention described in the claims and the equivalents thereof.

11 ... Document distribution server,
21 ... Shared printer section,
22 ... Temporary storage
23 ... Sorting part,
24 ... Material Management Department,
25. Meeting creation department,
26: Authentication section,
27 ... Material distribution department.

Claims (3)

It has a document distribution server, client terminal and browsing terminal connected to the network,
The document distribution server
Converting the material received from the client terminal or the viewing terminal into a predetermined viewing format, classifying and storing the material converted into the viewing format in a predetermined storage area for each user, and managing the material information; ,
Creating conference information associating the material information with a user who can view the materials constituting the conference;
Setting a plurality of viewing deadlines for the material associated with the meeting information;
Authenticating a user in response to a login request from the viewing terminal;
In response to a request from the viewing terminal, the conference list associated with the user using the conference information within the viewing time limit, and the material list constituting the conference are displayed on the screen of the viewing terminal, and the material constituting the conference is displayed. Downloading a part or all of the data to the viewing terminal;
Document distribution method that executes a computer program.   The browsing terminal determines whether the network connection state with the document distribution server is online connection or offline connection, and in the case of online connection, sets the online browsing deadline as the browsing deadline of the material associated with the conference, The document distribution method according to claim 1, further comprising a step of setting an offline browsing deadline in the case of offline connection.   The document distribution server further includes a step of allowing re-downloading of the material whose online browsing time limit has passed in response to a request from the browsing terminal, and setting a re-downloading viewing time limit for the re-downloaded material viewing time limit. Item 2. The document distribution method according to Item 2.

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