JP2019113920A - File management device, file management system, file management method, and program - Google Patents

Abstract

To provide a file management system which can regard a data file as a management object, even if the data file is a data file other than a management object in a document management system.SOLUTION: A file management system has: a document management device which manages documents; a managed document generation unit which generates a document file including management information for managing a data file to be a management object; a managed document registration unit which registers a document file generated by the managed document generation unit in the document management device; a movement unit which moves the data file to be the management object to a record area set to read only; and a link disposing unit which disposes, into a folder in a movement origin to be moved by the movement unit, a link file linked to the data file in a movement destination.SELECTED DRAWING: Figure 3

Description

  The present invention relates to a file management apparatus, a file management system, a file management method, and a program.

  For example, according to Patent Document 1, when the document B 302 stored in the folder A is moved to the folder B as the document B 304, the transfer destination notification search document 303 is automatically moved to the position where the document B 302 in the folder A is registered. Created and registered, the move destination notification search document 303 contains the minimum partial information representing the features of the move document, the move source folder name (folder A), and the move destination information necessary for searching the move destination Give There is disclosed an information management system capable of searching for a moving destination of a document B by reading out the contents of the moving destination notification search document 303 when the moving source document B is accessed.

  Patent Document 2 also includes moving means for moving an electronic document not updated beyond a certain period from the original storage area of the storage means to a specific storage area for the document not updated, and the electronic document by the moving means. When moving, storage means for storing attribute information related to movement, and when an electronic document existing in the specific storage area is to be searched, the specific one is selected based on the attribute information stored in the storage means. An information processing apparatus is disclosed, comprising: control means for including an electronic document existing in a storage area as a search target.

Japanese Patent Application Laid-Open No. 2002-082828 JP 2013-239058

  An object of the present invention is to provide a file management system which can be managed even if it is a data file other than the management target in the document management system.

  A file management apparatus according to the present invention includes a management document generation unit for generating a document file including management information for managing a data file to be managed, and a document file generated by the management document generation unit. And a management document registration unit for registering the document in a document management system.

  A file management system according to the present invention comprises a document management apparatus for managing a document, a management document generation unit for generating a document file including management information for managing a data file to be managed, and the management. And a management document registration unit for registering the document file generated by the document generation unit in the document management apparatus.

  Preferably, a moving unit for moving a data file to be managed to a recording area set to read only, and a link file for linking to a data file of a movement destination to the folder of the movement source to be moved by the movement unit And a link placement unit for placement.

  Preferably, the management document generation unit generates, as a part of the management information, access information for accessing a data file of a movement destination and index information for searching a data file, The document processing apparatus further includes a search unit that searches the document file registered in the apparatus based on the index information included in the management information, and as the search result by the search unit, access information for accessing the data file of the movement destination is Provided.

  Preferably, the management document generation unit generates a document file including management information for managing data files included in a designated folder, and the transfer unit is configured in units of the designated folder, A data file is moved, and the link arranging unit arranges the link file in the folder in which the designated folder exists.

  Preferably, the document management apparatus stores the document file in association with the storage period of the document, and according to the storage period associated with the document file including the management information, the data file managed by the management information It further has a file management unit to manage.

  Preferably, the image processing apparatus further includes a file storage device different from the document management device, and the moving unit moves the data file to be managed to a recording area set as read only of the file storage device.

  In the file management method according to the present invention, the management document generation step of generating a document file including management information for managing a data file to be managed, and a document management device for managing a document And a management document registration step of registering the document file generated by the document generation step.

  Further, a program according to the present invention includes a management document generation step of generating a document file including management information for managing a data file to be managed, and a document management apparatus for managing a document. A computer executes an administrative document registration step of registering a document file generated in the step.

  Even data files other than those in the document management system can be managed.

FIG. 6 is a diagram illustrating an example of a life cycle of an electronic document registered in the document management system and a peripheral file generated when the electronic document is created. FIG. 1 is a diagram illustrating an entire configuration of a file management system 1; FIG. 2 is a diagram for explaining an outline of functions of a file management system 1; FIG. 2 is a diagram illustrating a hardware configuration of a document management device 3. FIG. 2 is a diagram illustrating a hardware configuration of a file management device 4; FIG. 2 is a diagram illustrating a functional configuration of a file management system 1; FIG. 6 is a flowchart illustrating data file storage processing (S10) in the file management system 1. FIG. FIG. 6 is a flowchart illustrating data file search processing (S20) in the file management system 1. FIG. It is a figure which illustrates the information about the move place of a folder. It is a figure explaining the outline of search processing of a data file. It is a figure which illustrates the display screen in registration processing (S10). It is a figure which illustrates the display screen in registration processing (S10). It is a figure which illustrates the display screen in a search process (S20).

[background]
The background on which the present invention was made will be described.
As shown in FIG. 1A, a document management system for managing the life cycle of electronic documents has been proposed. It is desirable that electronic documents are not only created but also stored and utilized according to certain rules, and discarded when a predetermined storage period is reached. In addition, with the enforcement of the e-Document Act (Electronic Bookkeeping Act), a document management system incorporating an original collateral function and document management regulations as internal regulations beyond just document management for sharing information. Came to be proposed.
In such a document management system, only electronic documents as final products tend to be managed. However, in practice, as illustrated in FIG. 1 (B), various kinds of data files are generated when the final product is created, and are stored in the client terminal and the file server. For example, when the final report in PDF format is created, the file format and its contents, such as text format reference materials, JPEG format field photos, market forecast materials which are Excel files, and hearing images of moving image formats It is diverse and difficult to set management standards individually.

  In addition, as time passes, these data files take time to search for them later, become difficult to find, and become difficult to use. The necessary materials and data are required to be stored (conserved) and to be easily accessible later. There is a need for a system that can manage data files to be stored in folders, such as a document management system for electronic documents.

Therefore, the file management system 1 according to the present embodiment generates a document file (hereinafter also referred to as a management document) including management information for managing data files to be managed, and generates the generated management document as a document. Register in the management system. As a result, the management document is managed by the document management system, and the data file is managed indirectly through the management document.
Further, since the management document includes index information for searching data files, data files such as moving images can also be used as in the case of electronic documents.

Embodiments of the present invention will be described with reference to the drawings.
FIG. 2 is a diagram illustrating the overall configuration of the file management system 1. The file management system 1 of this example is an example of a file management system according to the present invention.
As illustrated in FIG. 2, the file management system 1 includes a client terminal 2, a document management device 3, a file management device 4, and a file server 5 and is mutually connected via a network 7.
The client terminal 2 is a computer terminal operated by a user. For example, the scanner 200 is connected to the client terminal 2 C, and the client terminal 2 registers the file of the document scanned by the scanner 200 in the document management apparatus 3 or the file server 5. The client terminal 8 can also register a document file (such as a PDF file) generated by the document creation application software in the document management device 3 or the file server 5.

  The document management device 3 is a computer device that provides a function as a document management system. The document management apparatus 3 may be a document management server newly established to cooperate with the file management apparatus 3 or may be an existing document management server which manages electronic documents. The document management device 3 of this example is a server device which stores an electronic document in a recording area set as read-only and secures a function of searching the stored electronic document in order to secure the originality of the electronic document. Note that the document management apparatus 3 may store the electronic document in a recording area that holds the access history and the change history, in order to secure the originality of the electronic document.

The file management device 4 is an example of a file management device according to the present invention, and is a computer terminal that manages data files to be managed. The file management device 4 of this example manages data files stored in the file server 5 in folder units.
The file server 5 is a file server shared by a plurality of users.
The network 7 is a communication line such as a local area network (LAN) or the Internet.

FIG. 3 is a diagram for explaining the functional outline of the file management system 1.
As illustrated in FIG. 3, the user stores electronic documents and other data files in a predetermined folder of the file server 5 and performs editing and the like. When the user selects an electronic document and activates an electronic document storage tool (in this example, installed in the client terminal 2), the selected electronic document is registered in the document management device 3.
Also, when the user selects a folder in the file server 5 and activates the folder storage tool (in this example, installed on the client terminal 2), a management document of data files included in the selected folder is generated. The generated management document is registered in the document management apparatus 3, and these data files are moved to the read only recording area of the file management apparatus 4. In this example, the case where the data file transfer destination is the read-only recording area of the file management apparatus 4 will be described as a specific example, but the present invention is not limited to this. It may be five separate areas or may be storage on the cloud.

  Furthermore, in the folder (migration source) of the file server 5, a shortcut icon 800 linked to the folder of the migration destination is arranged. As a result, the user can easily access the data file from the migration source folder. The shortcut icon 800 is an example of a link file according to the present invention.

FIG. 4 is a diagram illustrating the hardware configuration of the document management device 3.
As illustrated in FIG. 4, the document management device 3 includes a CPU 300, a volatile memory 302, a non-volatile memory 304, a network interface 306 (network IF 306), a display device 308, and an input device 310. They are connected to one another via a bus 312.
The CPU 300 is, for example, a central processing unit.
The memory 302 is, for example, a volatile memory and functions as a main storage device.
The HDD 304 is, for example, a hard disk drive, and stores a computer program (for example, the document management program 32 in FIG. 6) and other data files as a non-volatile recording device.
The network IF 306 is an interface for wired or wireless communication.
The display device 308 is, for example, a liquid crystal display.
The input device 310 is, for example, a keyboard and a mouse.

FIG. 5 is a diagram illustrating the hardware configuration of the file management device 4.
As illustrated in FIG. 5, the file management device 4 includes the CPU 400, the volatile memory 402, the non-volatile memory 404, the network interface 406 (network IF 406), the display device 408, and the input device 410 as the document management device 3. , And these configurations are connected to one another via a bus 412.
The HDD 404 differs from the document management apparatus 3 in that the folder management program 42 of FIG. 6 is stored, for example.

FIG. 6 is a diagram illustrating the functional configuration of the file management system 1.
As exemplified in FIG. 6, the file management system 1 has a user program 22, a document management program 32, and a folder management program 42 installed. In this example, the user program 22 is installed in the client terminal 2, the document management program 32 is installed in the document management device 3, and the folder management program 42 is installed in the file management device 4. The user program 22, the document management program 32, and the folder management program 42 are stored in, for example, a recording medium such as a CD-ROM, and the client terminal 2, the document management apparatus 3, and the file management via the recording medium. It is installed on the device 4.
Note that part or all of the user program 22, the document management program 32, and the folder management program 42 may be realized by hardware such as an ASIC, or some of the functions of the OS (Operating System) are borrowed. It may be realized. In addition, all these programs may be installed on one computer terminal or may be installed on a virtual machine on the cloud.

The user program 22 has an electronic document storage tool 220 and a folder storage tool 230.
The electronic document storage tool 220 is a client program for registering an electronic document in the document management apparatus 3 and cooperates with the document management program 32 to realize registration and search of the electronic document.
The folder storage tool 230 is a client program for registering data files in the file management device 4 and cooperates with the folder management program 42 to realize registration and search of data files. The folder storage tool 230 of this example includes a management document generation unit 240, a folder amount calculation unit 250, a folder path notification unit 252, and a management document registration unit 254.

  In the folder storage tool 230, the management document generation unit 240 generates a document file (management document) including management information for managing a data file to be managed. The management document generation unit 240 of this example generates a management document including management information for managing data files included in the folder specified by the user. That is, the management document generation unit 240 generates a management document in folder units.

More specifically, the management document generation unit 240 includes an index addition unit 242, a link information addition unit 244, and a list generation unit 246. The index adding unit 242 generates index information for searching a data file to be managed, and sets the generated index information as part of management information.
The link information addition unit 244 generates access information for accessing the file of the movement destination moved by the movement unit 424 (described later), and sets the generated access information as part of the management information. The access information is, for example, a link to a destination data file.
The list generation unit 246 generates a list of data files to be managed, and sets the generated list as part of management information. The list generation unit 246 of this example generates a file name list of data files included in the folder designated by the user.
The management document generation unit 240 of this example includes a management document including the index information generated by the index addition unit 242, the link generated by the link information addition unit 244, and the file name list generated by the list generation unit 246. Generate

  The folder amount calculation unit 250 calculates the file size of the data file to be managed, and determines whether the file size does not exceed the predetermined upper limit. The folder amount calculation unit 250 of this example calculates the total of the file sizes of the data files included in the folder designated by the user, and determines whether the total file size does not exceed the predetermined upper limit.

  The folder path notification unit 252 notifies the folder management program 42 of the path of the data file to be managed. The folder path notification unit 252 of this example notifies the folder management program 42 of the path of the folder specified by the user.

  The management document registration unit 254 registers the management document generated by the management document generation unit 240 in the document management apparatus 3.

The document management program 32 includes a document registration unit 322 and a search unit 324.
In the document management program 32, the document registration unit 322 accepts the registration of the electronic document in response to the request of the user or the request of the management document registration unit 254. An electronic document to be registered is associated with an index for searching document files.
The search unit 324 searches the electronic document registered by the document registration unit 322 in response to a user request.

The folder management program 42 includes a unique folder generation unit 422, a move unit 424, a shortcut arrangement unit 426, and a folder management unit 428.
In the folder management program 42, the unique folder generation unit 422 generates a unique folder for recording, and sets the generated folder as read only. For example, the unique folder generation unit 422 generates a unique folder name for each data file registration transaction, and generates a folder of the generated folder name as a unique folder.

  The moving unit 424 moves the data file to be managed to the recording area set to read only. For example, the moving unit 424 moves the folder designated by the user to the folder set as read-only of the file management device 4. The moving unit 424 of this example moves the folder designated by the user to the folder generated by the unique folder generating unit 422. Here, the movement of the data file or folder means that the data file or folder is stored in the movement destination and is deleted from the movement source folder.

  The shortcut arrangement unit 426 arranges the link file linked to the data file of the movement destination in the movement source folder to be moved by the movement unit 424. The shortcut arrangement unit 426 of this example arranges the shortcut icon 800 linked to the data file of the movement destination in the movement source folder moved by the movement unit 424 as illustrated in FIG. 3. The shortcut placement unit 426 is an example of the link placement unit according to the present invention.

  The folder management unit 428 manages the data file managed by the management document in accordance with the management specification of the management document by the document management apparatus 3. For example, the folder management unit 428 urges the user to confirm or discard the data file managed by the management document in accordance with the storage term of the management document by the document management apparatus 3. The folder management unit 428 may automatically discard the data file managed by the management document according to the storage term of the management document by the document management apparatus 3.

FIG. 7 is a flowchart illustrating the data file storage process (S10) in the file management system 1.
As exemplified in FIG. 7, when the user selects an electronic document or folder in the file server 5 and instructs registration in the file management system 1 in step 100 (S100), the user program 22 (FIG. 6) receives the client terminal Start at 2. In this example, as illustrated in FIG. 11A, the user program 22 is activated when the menu for registering in the file management system is selected by right-clicking the mouse on the icon of the electronic document or folder. Do.

In step 105 (S105), the user program 22 determines whether the user has selected an electronic document or a folder, and when an electronic document is selected, the process proceeds to S110 and the folder is selected. If it is selected, the process proceeds to step S115.
In step 110 (S110), when the electronic document is selected, the user program 22 instructs the electronic document storage tool 220 to register the electronic document, and the electronic document storage tool 220 manages the selected electronic document as a document. Send to device 3 In response to this, the document registration unit 322 of the document management device 3 registers the electronic document received from the client terminal 2 in association with an index or the like.

  In step 115 (S115), when a folder is selected, the user program 22 instructs the folder storage tool 230 to register the folder. The folder saving tool 230 starts preparation for registering a folder regarding the selected folder. Specifically, the list generation unit 246 generates a list of data files included in the selected folder, and the index adding unit 242 generates index information of each data file included in the folder. The folder amount calculation unit 250 calculates the data size of the selected folder.

  In step 120 (S120), the folder amount calculation unit 250 calculates the data size of the selected folder, and compares it with a predetermined upper limit value. The user program 22 proceeds to the process of S125 when the data size of the folder is equal to or less than the predetermined upper limit, and displays an error when the data size of the folder exceeds the predetermined upper limit, and ends the process. .

In step 125 (S125), the folder path notification unit 252 notifies the folder management program 42 of the path of the selected folder.
The folder management program 42 connects to the folder (migration source) of the file server 5 based on the path notified from the folder path notification unit 252. Furthermore, the folder management program 42 connects to the recording area of the file management apparatus 4 in accordance with the management information of the path of the movement destination of the folder as illustrated in FIG.

  In step 130 (S130), the unique folder generation unit 422 creates a unique folder in the recording area of the file management device 4, and sets the read authority for the created folder. As described above, by setting the authority of the folder before moving the folder, the processing time can be reduced more than when setting the authority after moving.

  In step 135 (S135), the move unit 424 moves the selected folder of the file server 5 to the folder (move destination) created by the unique folder creation unit 422. Also, the moving unit 424 notifies the folder saving tool 230 of the paths of the movement source and the movement destination.

In step 140 (S140), the shortcut arrangement unit 426 arranges the shortcut icon 800 of the movement destination folder in the movement source folder (in the file server 5) as illustrated in FIG. 12B.
In step 145 (S145), the management document generation unit 240 generates a management document of the moved folder. Specifically, the link information addition unit 244 generates link information to the destination folder based on the destination path notified from the destination unit 424, and the management document generation unit 240 uses the list generation unit 246. Based on the generated list of data files, a management document is generated, and the generated management document is associated with the generated link information and the index information generated by the index adding unit 242. In this example, the link information and the index information are associated with the management document outside the management document, but the link information and the index information may be added as properties or the like in the management document.

In step 150 (S150), the management document registration unit 254 requests the document management apparatus 3 to register the management document generated by the management document generation unit 240. In response to this, the document registration unit 322 of the document management apparatus 3 registers the management document generated by the management document generation unit 240.
The index adding unit 242 adds link information and index information when registering the management document. Specifically, as illustrated in FIG. 11 (B), FIG. 11 (C) and FIG. 12 (A), index information can be input on the management document registration screen. The input items of the index information are the same as those at the time of registration of the electronic document.

In step 155 (S155), the file management system 1 ends the processing when the registration of the management document is successful, and shifts to the processing of S160 when the registration is unsuccessful.
In step 160 (S160), the file management system 1 returns to the state before the start of the storage process (S10) and causes the client terminal 2 to display an error.

As described above, when the registration target is an electronic document (single document file), the file management system 1 registers the electronic document in the document management device 3, and when the registration target is a folder, the file management system 1 The folder is moved to the apparatus 4, the management document of this folder is registered in the document management apparatus 3, and the shortcut icon 800 to the transfer destination folder is arranged in the transfer source folder of the file server 5.
As a result, the data file stored in the recording area of the file management device 4 is read-only, so that it is possible to maintain data from being changed or lost due to an erroneous operation or the like.

FIG. 8 is a flowchart for explaining the data file search process (S20) in the file management system 1.
FIG. 10 is a diagram for explaining an outline of data file search processing.
As exemplified in FIG. 8, in step 200 (S200), the user selects whether to search for a data file in the file server 5 or to search for a data file in the document management system. That is, as exemplified in FIG. 10, two types of search methods are prepared.
The client terminal 2 proceeds to the process of S205 when the search in the file server 5 is selected, and proceeds to the process of S215 when the search in the document management system is selected.

In step 205 (S205), the client terminal 2 accesses the file server 5, and opens a desired folder in the file server 5 according to the user's operation.
In step 210 (S210), when the shortcut icon 800 displayed in the folder of the file server 5 is clicked on, the client terminal 2 accesses the migration destination folder of the file management apparatus 4 according to the link file, and the migration destination folder Display

In step 215 (S 215), the client terminal 2 accesses the document management apparatus 3 and requests the search unit 324 of the document management program 32 to search based on the index information.
The search unit 324 searches the management document based on the index information received from the client terminal 2. For example, as illustrated in FIG. 13A, when a plurality of buttons associated with index information are arranged in the search request screen and one of the buttons is clicked, the search unit 324 is associated with the button. Search administrative documents by index information.

In step 220 (S220), the search unit 324 returns the search result of the management document to the client terminal 2, and the client terminal 2 displays a list of search results of the management document as exemplified in FIG. 13 (B).
In step 225 (S225), when the user clicks a desired link from among the management information displayed in a list, the client terminal 2 accesses the folder of the file management apparatus 4 according to the link, and FIG. Display the destination folder as illustrated.

As described above, the file management system 1 provides a search method via the migration source folder in the file server 5 and a search method based on the search of the management document.
The individual who has saved the data file can easily access the saved data from the shortcut of the original path on the file server 5 by storing the location. In addition, other users who do not know the original path after the time has passed so that the memory of the path is ambiguous looks for the target data from the index, the file name, etc. from the search view of the management document by the document management device 3 Can be accessed by using the data.

As described above, according to the file management system 1 of the present embodiment, management documents relating to various data files are indirectly registered in the document management apparatus 3 that stores only electronic documents, thereby indirectly excluding the electronic documents. Even data files can be managed.
In addition, two types of file search methods can be provided by arranging a shortcut icon linked to the move destination folder in the move source folder and providing a search function of the management document.

DESCRIPTION OF SYMBOLS 1 ... File management system 3 ... Document management apparatus 4 ... File management apparatus 5 ... File server 22 ... User program 32 ... Document management program 42 ... Folder management program

Claims (9)

A management document generation unit that generates a document file including management information for managing a data file to be managed;
A management document registration unit that registers the document file generated by the management document generation unit in a document management system that manages the document. A document management apparatus that manages documents;
A management document generation unit that generates a document file including management information for managing a data file to be managed;
A management document registration unit for registering the document file generated by the management document generation unit in the document management apparatus. A moving unit for moving a data file to be managed to a recording area set to read only;
The file management system according to claim 2, further comprising: a link arranging unit which arranges a link file linked to a data file of a movement destination in a movement source folder to be moved by the movement unit. The management document generation unit generates, as part of the management information, access information for accessing a data file of a movement destination and index information for searching a data file.
The document management apparatus further includes a search unit that searches a document file registered in the document management apparatus based on index information included in management information.
The file management system according to claim 3, wherein access information for accessing a data file of a movement destination is provided as a search result by the search unit. The management document generation unit generates a document file including management information for managing data files included in a designated folder,
The moving unit moves a data file in units of the specified folder,
The file management system according to claim 3, wherein the link arranging unit arranges the link file in a folder in which the designated folder exists. The document management apparatus stores the document file in association with the storage term of the document,
The file management system according to claim 2, further comprising: a file management unit that manages data files managed by the management information in accordance with a storage term associated with the document file including the management information. It further comprises a file storage device different from the document management device,
The file management system according to claim 3, wherein the moving unit moves a data file to be managed to a recording area set as read only of the file storage device. A management document generation step of generating a document file including management information for managing a data file to be managed;
A file management method comprising: a management document registration step of registering a document file generated by the management document generation step in a document management device which manages a document. A management document generation step of generating a document file including management information for managing a data file to be managed;
A program for causing a computer to execute a management document registration step of registering a document file generated by the management document generation step on a document management device which manages a document.

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