JP2018056926A - Electronic document management system and electronic document management method - Google Patents

Abstract

PROBLEM TO BE SOLVED: To integrally manage a document issued in writing and a document issued using a form differing from that of the writing.SOLUTION: An electronic document management system includes: a scanner for converting a first document in writing to scan data; a terminal required for creating a second document to be created in a form differing from that of the first document; a scan data database for storing the scan data; an electronic data database for storing electronic data created using the terminal; and a management program for integrally managing the scan data database and the electronic data database.SELECTED DRAWING: Figure 1

Description

  The present invention relates to an electronic document management system and an electronic document management method.

  An apparatus for managing a plurality of electronic documents is an electronic document management apparatus that determines whether or not a time stamp has been successfully assigned to an electronic document to which a time stamp is to be assigned, and records the determination result for each electronic document (Patent Document 1).

JP 2007-140865 A

  The form issued as a document is a document issued by a document and a document issued in a form different from the document, for example, the content to be reported to a monitor etc., and the customer's signature electronically attached to it, There is. However, a document management apparatus generally reads a document issued in writing with a scanner and stores it in the form of scan data. For this reason, the document management apparatus can manage reports issued in writing, but cannot manage documents issued in forms different from those in writing. In the case of having documents issued in two forms, a system that integrally manages these documents is desired.

An electronic document management system according to the present invention includes a scanner that converts a first written document into scan data, and a terminal that is necessary to create a second document created in a form different from the first document. A scan data database for storing the scan data; an electronic data database for storing electronic data created using the terminal; a management program for managing the scan data database and the electronic data database integrally; Have
The management program may manage whether the stored document is scan data or electronic data.
The electronic document management system of the present invention includes a printer that prints at least one of the first document and the second document, and the management program includes the first document in the form of the first document, Instructing the printer to print the second document in the form of a second document.
The management program prohibits tampering from the date and time when the type stamp is given in the scan data and from the date and time when the electronic data is approved.

The electronic document management method of the present invention is different from the first document in the step of converting the first document in writing into scan data by a scanner, the step of storing the scan data in a scan data database, and the first document. The step of saving the created second document as electronic data in the electronic data database, and the management program integrally manage the scan data database and the electronic data database.
The management program has a step of managing whether the stored document is scan data or electronic data.
The management program includes the step of instructing the printer to print the first document in the form of a first document and the second document in the form of a second document.
The management program includes a step of prohibiting falsification from a date and time when a type stamp is given in the scan data and from an approved date and time in the electronic data.

  Documents issued in writing and documents issued in different forms can be managed integrally.

FIG. 1 is a block diagram of a document management system. FIG. 2 is a diagram showing management data of the management program. FIG. 3 is a flowchart showing a procedure for managing a report already issued by the management program as scan report data. FIG. 4 is a diagram showing a flow of managing a report created as electronic report data in the electronic report database. FIG. 5 is a diagram showing a history management flow of the history management program.

The document management system of the present invention will be described with reference to the drawings. FIG. 1 is a block diagram of a document management system. The document management system in this embodiment will be described on the assumption that the system handles reports. However, the document management system is not limited to reports, but may be documents such as accounting documents, in-house documents, and contracts. In particular, documents that must be stored for a certain period are more preferable.

The document management system 1 stores a variety of data, a document management server 10 that manages the stored data, a time stamp server 20 that exchanges time stamps with the time stamp certification authority 60, and a report printed on paper. A scanner 30 for reading a document, a terminal 40 for inputting characters and numbers, and a printer 50 for printing a necessary report.

The document management server 10 includes a scan report database 100 that stores scan report data obtained by scanning a report with the scanner 30, an electronic report database 200 that stores electronic report data generated by input from the terminal 40, and It has a scan report database 100, an electronic report database 200, and a management program 300 for management. The management program 300 will be described in detail later.

The time stamp server 20 issues a time stamp with a time stamp certification organization 60 that manages and operates a time stamp that proves that the date and time given by satisfying certain conditions regarding the date and time are accurate. And receive the data with the type stamp given. If the type stamp server 20 needs to be set or registered in advance as a server for exchanging with the time stamp certification organization 60 with the time stamp certification organization 60, the procedure is completed. The type stamp server 20 can be omitted if the document management server 10 has the function. It is often preferable to keep the type stamp server 20 separate from the document management server 10 from the viewpoint of system management or security.

The scanner 30 scans a report issued in writing and converts it into scan report data. The scanner 30 may be anything as long as it can scan a report with a fixed resolution. Further, a copy machine or the like may be used as long as the scan report data can be created.

The terminal 40 can input characters and numbers when creating an electronic report with a keyboard, a mouse, or the like. Also included are terminals that input electronic report data via the document management server 10 and communication means (not shown) via a network, such as tablets, laptop computers, and smartphones.

The printer 50 prints a report. Reports stored in scan report data are printed in the form of scan report data. In addition, a report stored as electronic report data is printed in the form of electronic report data. However, the management program 300 prohibits printing the scan report data in the form of electronic report data or printing the electronic report data in the form of scan report data.

FIG. 2 is a diagram showing management data of the management program. The management data 3000 has a structure including a report name 3001, a report date 3002, a management start date and time 3003, a management end date and time 3004, history information 3005, and a report type 3006.

The report name 3001 is the name of each report created with the scan report data and the electronic report data. The report date 3002 is the creation date of each report created with the scan report data and the electronic report data.

The management start date and time 3003 is the start date and time when the report is to be stored, since it is necessary from when the report was stored. From now on, additions, deletions, changes, etc. are prohibited for the report with the start date and time.

The management end date and time 3004 cannot be managed with the same history when adding, deleting, or changing the registered report, so a new history report is registered. Since the latest history report is not up to date, the date and time when it is no longer the latest history report is shown. Just because the management end date and time 3004 is input does not end the management that cannot be tampered with, and cannot continue tampering. When the report is the latest report, the management end date and time 3004 is blank.

History information 3005 represents the history of a registered report. The history of the report registered for the first time is set to 0, and the value is incremented by 1 every time it is revised. Even if the history information 3005 is updated, the previous history information 3005 is not deleted. When it becomes a new history, the management program 300 newly creates management data for the new history and adds it to the management data 3000.

The report type 3006 distinguishes whether the report is a report created with scan report data or a report created with electronic report data. Due to this distinction, even if a report created with scan report data and a report created with electronic report data are stored in the document management server 10, they can be printed while maintaining their respective formats.

Each item 3001 to 3006 of the management data 3000 is automatically input by converting a part corresponding to the corresponding item in the scan report data into a program that converts characters or numbers, or an operator inputs a report. The electronic report data is automatically extracted by inputting it while looking at it.

  Further, if there are items to be managed other than those shown here, they can be added to the management data 3000. The item to be added may be any item such as a reporter or a customer.

  FIG. 3 is a flowchart illustrating a procedure for managing a report already issued by the management program 300 as scan report data.

  The report issued as a document is converted into scan report data by the scanner 30 (S101). At this time, whether the report is not scanned at a certain resolution, a part of the report is not scanned, or the report is scanned in a tilted state, etc. Is determined (S102). This determination may be automatically determined by the management program 300 or may be determined by the operator visually checking the scan report data.

If the predetermined condition is not satisfied (N in S102), the scanner 30 scans the report again. On the other hand, if a certain condition is satisfied (in the case of Y in S102), the search data necessary for management by the management data 3000 is input from the terminal 40 from the report created by the operator using the scan report data ( S103). Necessary data includes a report name 3001, a report date 3002, and a report type 3006. Those items are automatically given by the management program 300. Further, the report type 3006 may accept only input that is scan report data, or if the report name 3001 is input, the management program 300 may automatically input that there is scan report data.

  The scan report data is temporarily stored in the time stamp server 20. The stored scan report data is communicated with the time stamp accreditation body 60 and communicated with the time stamp accreditation body 60 when the predetermined capacity such as every 1 hour or when the scan report data reaches a certain capacity such as three. Request a stamp. The type stamp certification organization 60 issues a type stamp for each requested scan report data (S104).

As a form of issuance, the scan report data is sent to the time stamp certification organization 60, and the date and time information certified in a format that cannot be changed is added to the scan report data. The scan report data to which the date and time information is added is sent from the time stamp certification organization 60 to the time stamp server 20. The time stamp server 20 sends the number of scan report data temporarily stored in the time stamp server 20, the capacity thereof, the start date and time and the end date and time of temporary storage, and a time stamp to the time stamp certification organization 60. You may make it manage the date etc. which transmitted / received the scan report data. Such managed information may be printed by the printer 50 or displayed on a display unit (not shown) or a portable device such as a smartphone.

  For the scan report data to which the date and time information of the time stamp is added, the report date 3002 input in S103 is collated with the date and time information to which the time stamp is added for each report. It is checked whether or not the reporting date and the date and time when the time stamp is given are within a predetermined date and time (S105). If it exceeds the set date and time (N in S105), the reason is entered (S108). When it is within the determined date and time (in the case of Y in S105) and after describing the reason (S108), it is registered in the scan report database 100 (S106). The date and time when the time stamp is given is managed as the management start date and time 3003, and the history information 3005 is managed as 0 (zero). If it is registered in the scan report database 200 and tampering prevention is started, the issued report scanned by the scanner 30 may be disposed of. Moreover, you may provide the item which manages the presence or absence of disposal by the management data 3000 about whether it disposed or not.

  FIG. 4 is a diagram showing a flow of managing a report created as electronic report data in the electronic report database.

  The operator uses the terminal 40 to input numerical data, comments, etc., at the corresponding locations in the predetermined items of the electronic report (S201). The terminal 40 is not limited to a terminal directly connected to the document management server 10, but a personal computer or the like existing in the company connected to the document management server 10 via a communication means such as a network, or a communication means from the outside The terminal also includes portable devices such as tablets and laptop computers that are connected through the terminal.

  The created electronic report is stored in the electronic report database 200 of the document management server 10 (S202). At this point, the operator can correct or change the stored electronic report even if correction or change occurs.

When the electronic report is completed, the operator performs an approval action to clarify that the electronic report is issued or issued to the customer (S203). The approval is one of programs that the management program 300 has. Approval is performed by a predetermined route, such as a supervisor of an operator or a person in a related department. When approved, the approver, the approval date, and the approval time are recorded. When the approval action is completed, the report name 3001, the report date 3002, the management start date 3003, the history information 3005, and the report type 3006 of the management data 3000 are recorded. The data is automatically extracted from the corresponding locations described in the electronic report. As the management start date and time 3003, the date and time when the approval is completed is input. Further, since the history information 3005 is newly registered, 0 (zero) is input. Since the date and time has been input at the management start date and time 3003, from the input date and time, tampering such as correction or change in the same history number is prohibited for the electronic report.

FIG. 5 is a diagram showing a history management flow of the history management program. The history management when a new report or electronic report is created will be described.

When a new stamp is added to the scan report data newly scanned by the scanner 30, or when a new electronic report is created and its approval is completed (S301), a new history must be added and managed. I must. In some cases, it is created as reference material for reports that have already been managed so that they cannot be tampered with.

In the case of scan report data, the management program 300 extracts the report name from the same search data as S103 in FIG. In the case of an electronic report, the management program 300 extracts the report name of the electronic report. It is checked whether or not the extracted report name is the same name as the report name 3001 registered in the management data 3000 (S302). If the same report name does not exist (N in S302), it is determined as a new report and registered in the scan report database 100 or the electronic report database 200 (S310).

When the same report name already exists (Y in S302), it is determined whether or not the report is a revised version (S303). A revised version of a report is a report that has been newly issued in response to the need to add, delete, or change part or all of a previously issued report. However, the reference material in the already issued report includes, for example, a picture of the device at a location different from the location described in the report and the name of a new person in charge of the customer. When the report is not a revised report (N in S303), the same report name is stored in the scan report database 100 or the electronic report database 200 in which the report is registered as reference data for the already registered report. It is stored together with 3001.

On the other hand, if it is a revised report (Y in S303), it is registered in the management data 3000 as a new report. The management program 300 reads the history information 3005 that has already been assigned from the same report name 3001 of the management data 3000 and sets the number obtained by adding 1 to the new history information 3005. In addition, for a new report, the date / time when the type stamp is given or the approval date / time is input to the management start date / time 3003. Since the management start date and time 3003 is input, the new report is managed as the latest report, and tampering is prohibited. The latest report until it is revised is input to the management end date and time 3004 of the report at the same time as the input management start date and time 3003.

1 Document Management System 10 Document Management Server 20 Time Stamp Server 30 Scanner 40 Terminal 50 Printer 100 Scan Report Database 200 Electronic Report Database 300 Management Program

Claims (8)

A scanner that converts the first written document into scan data;
A terminal required to create a second document created in a different form from the first document;
A scan data database for storing the scan data, an electronic data database for storing electronic data created using the terminal, a management program for managing the scan data database and the electronic data database integrally,
An electronic document management system.   2. The electronic document management system according to claim 1, wherein the management program manages whether the stored document is scan data or electronic data. A printer for printing at least one of the first document and the second document;
3. The electronic document management system according to claim 2, wherein the management program instructs the printer to print the first document in the first document format and the second document in the second document format.   The electronic document management system according to any one of claims 1 to 3, wherein the management program prohibits tampering from a date and time when a type stamp is given in the scan data and from an approved date and time in the electronic data. Converting the first written document into scan data with a scanner;
Storing the scan data in a scan data database;
Storing a second document created in a form different from the first document as electronic data in an electronic data database;
An electronic document management method in which a management program integrally manages the scan data database and the electronic data database.   6. The electronic document management method according to claim 5, wherein the management program has a step of managing whether the stored document is scan data or electronic data.   7. The electronic document management according to claim 6, wherein the management program includes a step of instructing the printer to print the first document in the first document format and the second document in the second document format. Method. 8. The electronic document according to claim 5, wherein the management program includes a step of prohibiting tampering from a date and time when a type stamp is given in the scan data and from an approved date and time in the electronic data. 9. Management method.