JP3903051B2 - Document review system and method - Google Patents

Description

  The present invention relates to a management manual created in accordance with a standard having an item number and a system for examining the attached document, and a management manual and a system for correcting the attached document in accordance with examination findings. In particular, the present invention relates to a system for associating these documents with observation reports.

  In a conventional audit, the site to be audited prepares a management manual and its supporting documents (hereinafter referred to as the document to be audited) according to the criteria having the item number, and submits the output to paper to the auditing organization. The auditing organization organized the audit results of the documents to be audited into findings reports, output them on paper, and notified them. At this time, it is common to describe the reference item number, findings, evaluations, etc. in each finding column of the finding report.

  On the other hand, it is easy for the audit site and the auditing organization to create documents electronically, and to exchange electronic documents with each other using means such as recording media such as FD or networks such as the Internet. It is.

  On the other hand, there is a hyperlink technology as a technology for easily moving from a certain part of a document to a certain part of another document (or the same document). This is a tool that can understand these tags by inserting a source tag (hereinafter referred to as a pointer tag) into the source part and inserting a destination tag (hereinafter referred to as an anchor tag) into the destination part ( (Hereinafter referred to as a browser). Some editors easily insert these tags into a document.

  By using this hyperlink technology, it is possible to associate an observation report, which is an electronic document, with a document to be examined, and to facilitate movement between documents.

  Since the document to be examined created by the site to be examined needs to be described according to a standard having an item number, most of the text and drawings in the document are related to one of the standard item numbers. In addition, information on this item number is generally written in each finding of the finding report. Therefore, when an auditor of the certification body browses a document to be audited and finds problems (hereinafter referred to as points to be pointed out) in the text and drawings in the document, it is possible to display information on item numbers with a simple procedure. If the association between the pointed-out part and the findings can be performed, it will be very easy to use.

  Furthermore, the site to be audited corrects the document to be audited according to the findings, so if the documents to be audited are corrected and the association between the corrected location and the findings can be performed with a simple procedure, it is very easy to use. It becomes.

  In order to perform the association in the prior art, a means for embedding an anchor tag in the pointed out or corrected part, a means for reaching the relevant finding, and a text that serves as a pointer are written in the finding, or an icon is pasted. It is necessary for the user to use the means for attaching the information and the means for embedding a pointer tag for moving to the point indicated or corrected in the text or icon. In addition, in order to identify the reference item number for the indicated part and display it in the observation column, there are means for finding the reference item number, means for reaching the corresponding finding, means for writing the item number in the finding, Must be used independently by the user. Therefore, the user took time and effort.

  The object of the present invention is to make a simple procedure for the user to associate the indicated part and the corrected part in the document to be examined with the prescribed column of the observation report, and to apply the corresponding reference item number. It is to provide a document examination system and a document inspection system that can reflect the findings in findings.

  The document examination system of the present invention has the following configuration. It has means for selecting text or drawings in the document to be examined and means for executing a command to add findings to the findings report. When the user uses these two means, the computer automatically In particular, the destination tag (hereinafter referred to as the anchor tag) is embedded in the text or drawing (hereinafter referred to as the indicated location) selected by the selection means, the reference item number corresponding to the indicated location is identified, and the observation report The item number is displayed in a predetermined column, a pointer for moving to the indicated point is displayed in a predetermined column in the observation report, and a source tag (hereinafter referred to as a pointer tag) is embedded.

  The document inspection system of the present invention has the following configuration. A means for selecting text or drawings in the document to be examined, and a means for executing a command for adding correction content to the findings report. When the user uses these two means, the computer The user or the computer finds the corresponding finding by means of automatically embedding the anchor tag in the text selected by the selecting means or the drawing (hereinafter referred to as the corrected portion) and identifying the finding corresponding to the corrected portion. When the computer is identified, the computer automatically displays a pointer for moving to the correction location in a predetermined column in the observation report, and embeds the pointer tag.

  If the user selects a text or drawing and executes a command by the document review system or document acceptance system having the above means, the point to be pointed out and the corrected part in the document to be audited and the findings It is possible to make an association with a predetermined column of the report and to reflect the corresponding standard item number in the findings.

  According to the present invention, it is possible to add a new finding field to the finding report simply by selecting the point to be pointed out in the document to be examined and clicking the add finding button, and in the finding field, the reference item number, A pointer to move to the indicated point is automatically displayed. If you click this pointer, you can move to the point indicated in the document to be examined. This is particularly effective when the number of documents to be examined is very large. The same applies to correction points. In the findings of the findings report, a pointer to the indicated location and a pointer to the corrected location are displayed, so it is possible to easily compare how the indicated location has been corrected.

  FIG. 1 shows a document review system 1 and a document audit system 2 for associating a document between a management manual of the present invention and its accompanying documents (hereinafter referred to as a document to be examined) and an observation report. It shows a system configuration.

  Both systems 1 and 2 are computer systems, the document review system 1 is used by the reviewer 3 of the reviewing organization, and the document inspection system 2 is used by the manager 4 of the site to be audited. In both systems, the electronic documents of the examination object document 11 and the observation report 12 can be edited.

  The document examination system 1 includes a means 21 for selecting text or a drawing in a document to be examined, a means 22 for executing a command for adding a finding to an observation report, and a text or drawing selected by the selection means. Means 23 for embedding a destination tag (hereinafter referred to as an anchor tag) in the pointed location (hereinafter referred to as an anchored point), means 24 for identifying a reference item number corresponding to the pointed location, and the corresponding item in a predetermined column in the observation report Means 25 for displaying the number, and means 26 for displaying a pointer for moving to the indicated position in a predetermined column in the observation report and embedding a source tag (hereinafter referred to as a pointer tag).

  The document inspection system 2 includes a means 31 for selecting text or a drawing in the document to be examined, a means 32 for executing a command for adding correction contents to the finding report, and a text selected by the selecting means, or A means 33 for embedding an anchor tag in a drawing (hereinafter referred to as a correction location), a means 34 for specifying a finding corresponding to the correction location, and a pointer for moving to the correction location in a predetermined column in the finding report Means 35 for displaying and embedding the pointer tag.

  In the text and figures below, <A HREF="abc.html#def"> pointer </A>, <A NAME="def"> anchor </A>, etc. are enclosed in <> This part is called a tag, <A HREF=" "> is called a pointer tag, and <A NAME=" "> is called an anchor tag. Further, a portion surrounded by “” of the pointer tag is called a pointer name, and a portion surrounded by “” of the anchor tag is called an anchor name.

In the screening system 1 and the inspection system 2, the tag is usually not displayed on the screen, the pointer and the anchor are displayed, and the pointer is underlined. Note that these display and non-display may be changed. For example, displaying a tag.
2 to 4 illustrate a procedure for browsing a document to be examined by the document examination system 1 of the present invention and creating a finding report for the indicated point. As shown in FIG. 2, the examiner opens the examination object document 11 to be examined and browses the contents. At this time, if a problem is found, it is selected as an indicated point 111 using a mouse or the like, and a finding addition button 110 is clicked. It should be noted that the finding addition button may be displayed so as to be distinguished from other parts after the pointed out part is selected. Moreover, after the selection is completed, it may be displayed in this way. In FIG. 2, the indication portion 111 is underlined, but may be displayed so as to be distinguished from other portions. For example, the display may be performed by changing the color of the character, displaying the character around each character, or displaying the image by shading. This display is the same for the drawings other than FIG.

  At this time, as shown in FIG. 3, the reference item number 121, the pointer 122 for moving to the indicated point, and the tag 123 are automatically added to the new finding column 120 in the finding report 12. The At the same time, as shown in FIG. 4, an anchor tag 112 for moving to the indicated location is embedded in the examination object document 11. When the examiner or the manager clicks the pointer 123 in the finding report 12, the examiner or the administrator can move to the corresponding point 111 in the examination target document 11 according to the pointer name. The pointer tag in FIG. 3 means that the pointer tag moves to a portion where the anchor tag <A NAME="p1"> exists in the file book1.html.

  FIG. 5 to FIG. 7 describe means for specifying the reference item number corresponding to the indicated location by the document examination system 1 of the present invention. As shown in FIG. 5, the document examination system 1 and the document acceptance system 2 have a common information database 130 that identifies the reference item number. In the example of FIG. 6, N421 is assigned to the item number 4.2.1 as an anchor name.

  Usually, the examination target document 11 is composed of a management manual 141 and an attached document 142 as shown in FIG. It is common to create hyperlinks that go from the administration manual to the corresponding annex. In the example of FIG. 6, the management manual M42. If you click on the “Management Procedure Manual” in html, you can see Appendix B2. Move to the beginning of html. For such a management manual and attached documents, the management manual includes a database 143 at the start point (usually where the corresponding character string shown in the database 130 of FIG. An anchor tag 144 having an anchor name conforming to is embedded.

  FIG. 7 shows a procedure for specifying the reference item number. The specifying procedure includes means 151 for setting the pointed location as a reference position for search, means 152 for setting the anchor tag position as a reference position for search, means 153 for setting the pointer tag position as a reference position for search, It comprises means 154 for searching for an anchor tag from the position upward in the document, means 155 for comparing and referring to the anchor name and database information, and means 156 and 157 for searching for pointer tags in the management manual. Starting from setting a location as a reference position for search, the item number is identified 15 by repeatedly using the above means until an anchor tag having an anchor name existing in the database is found 15. If a pointer tag with only the document name is not found during the procedure, the process ends as item number unidentifiable 160.

  The document review system 1 allows a user to select a text or a drawing and execute a command to associate the indicated location in the document to be reviewed with a predetermined column of the finding report, And the corresponding standard item number can be reflected in the findings.

  FIGS. 8 to 11 illustrate a procedure for browsing the observation report by the document inspection system 2 of the present invention, correcting the document to be examined in accordance with the pointed out point, and reflecting the correction content in the observation report. .

  Here, it is assumed that the examination target site has obtained the finding report 12 created by the examination body and the examination target document 11 associated with the finding report. As shown in FIG. 8, the administrator opens the finding report 12 and reads the contents of the finding 120. In the findings, finding No. 124 is assigned. At this time, the pointer 122 to the point to be pointed out is clicked to move to the pointed point 111 of the examination target document 11 including the document association information, and the examination target document 11 is corrected according to the findings.

  After the correction, as shown in FIG. 9, the correction portion is selected as the correction portion 113 using a mouse or the like, and the correction report button 32 is clicked. At this time, finding No. A dialog box 161 for inputting the information is opened, and the administrator selects the observation number of the observation report. 124 with reference to finding No. 162 is input and the OK button 163 is clicked.

  At this time, as shown in FIG. 10, a pointer 125 and a tag 126 for moving to the correction location are automatically added to the corresponding finding column 120 in the finding report 12. At the same time, an anchor tag 114 for moving to the correction location 113 is embedded in the corrected examination target document 11 as shown in FIG.

  In the above procedure, finding No. The corresponding finding is identified using the dialog box 161 for inputting the search, but the pointer tag 123 that moves to the anchor tag 112 at the point indicated in the document 11 to be examined is searched from the finding report 12 to find the corresponding finding. It may be a means for specifying.

  The document inspection system 2 allows a user to select a text or a drawing and execute a command, thereby associating a corrected portion in the document to be examined with a predetermined column of the finding report.

  FIG. 12 explains a means for bidirectionally associating a document to be examined and a finding report according to the present invention. In the description so far, the association between the examination document and the findings report has been described as only one-way movement from the observation report to the examination document. However, the same means should be used to move in both directions. Can do. As shown in FIG. 12, an anchor tag 127 for moving from the pointed part 111 of the examination target document 11 is embedded in the pointer part 122 to the pointed point of the finding report 12, and the corresponding pointed part 111 of the examination target document 11 corresponds. A pointer tag 115 for moving to the pointer 122 of the finding to be performed is simultaneously embedded. The same applies to correction points. The document review system 1 makes it easy to move from an observation to an indication, move from an indication to an observation, move from an observation to a correction, and move from a correction to an observation. The same applies to the document inspection system 2.

  FIGS. 13 to 14 are supplementary explanations about a procedure for embedding information for specifying an item number in a document to be examined using the document examination system 1 or the document acceptance system 2. Both systems 1 and 2 have a database 130 for associating a text representing a reference item number and information for specifying the item number, and are defined in the database 130 and means 41 for executing a command for embedding the item number. It has means 42 for searching for the corresponding character string in the document to be examined, and means 43 for embedding information for specifying the item number.

  When the user of both systems 1 and 2 executes the command to embed the item number, the corresponding character string and its anchor name are loaded from the database 130, and all the relevant character strings are searched for all the documents 11 to be examined. As shown in FIG. 14, if a corresponding character string 171 is found, an anchor tag 172 having an anchor name corresponding to the found position is embedded.

  By incorporating this means in both systems, it becomes easy to embed information specifying the reference item number. In addition, if this means is used, the database 130 having the same contents is used in the examination system 1 and the inspection system 2, and it becomes easy to specify an item number and associate a document.

  FIG. 15 shows a system configuration of the document examination system 1 or the document inspection system 2 for associating a document to be examined with a document to be examined before the examination of the present invention, a document to be examined after correction, and an observation report. Is. Both systems 1, 2 include a means 51 for executing a command for rewriting the pointer tag of the finding report 12, a means 52 for designating the location of the document to be examined before the examination, and the location of the document to be examined corrected after the examination. And a means 54 for rewriting the pointer tag of the finding report 12.

  16 to 19 show a procedure for associating a document to be examined before examination, a finding report, and a document to be examined after correction by the document examination system 1 or the document inspection system 2 of the present invention. Explain. It is assumed that the document to be examined before the examination and the document to be examined after the correction are stored in different locations (if the folder is different). In the following explanation, under the folder where the findings report is stored, there are a folder named before and a folder named after. The document to be examined before the examination is saved in the folder named before, and the corrected document is stored in the folder after. Assume that the document to be examined is stored.

  As shown in FIG. 16, the pointer tag 123 to the point to be pointed out and the pointer tag 126 to the point to be corrected are based on the situation at the time of correction (pointing) and when the correction is performed. There are many. At this time, when the examination target document 13 before the examination and the examination target document 14 after the correction are moved to different locations, the pointer tags 123 and 126 do not indicate the correct destination, and the pointer can be clicked. Cannot move to the correct position. At this time, the pointer correction button 51 is clicked.

  At this time, as shown in FIG. 17, a dialog box 181 for inputting a storage location is opened, and the user sets storage location designations 52 and 53 for the screening target document 13 before the screening and the screening target document 14 after the correction. Do. In the designation, the storage location reference button 182 may be clicked to select from a list of storage locations. Then, an OK button 183 is clicked. At this time, as shown in FIG. 18, the pointer tag 123 to the indicated location and the pointer tag 126 to the corrected location indicate the correct destination. In this way, when the pointer tags 123 and 126 of the observation report indicate the correct destination, if the pointer 122 to the point indicated in the observation report is clicked as shown in FIG. If the pointer 125 to the correction location is clicked, the content moves to the correction location 113 of the examination target document 14 after correction, and the content can be viewed.

  For example, even if the storage location of the document to be examined is moved by the document review system 1 or the document inspection system 2, all the associations can be corrected to a correct one by a simple procedure, and the observation report can be Thus, the point to be pointed out of the document to be examined before the examination and the corrected part of the document to be examined after the correction can be moved, so that comparison reference can be performed smoothly.

  20 to 24 provide supplementary explanations regarding document delivery, access to documents, and the like. For example, in FIG. 20, the inspection target document 11 is created by the inspection system 2, recorded on a recording medium 41 such as an FD, the FD 201 is transferred to the inspection system 1 side, and the FD inspection target document is stored on the hard disk 202 of the inspection system 1. 11 is copied and handled. For example, in FIG. 21, the examination system 1 is connected to the local area network 210, and the network 210 is further connected to the document server 211. At this time, the document 11 to be examined in the FD 201 is copied to the document server 211 and handled via the local area network 210.

  For example, in FIG. 22, the examination system 1 is connected to an FTP server 221 or a mail server 222, and these servers 221 and 222 are connected to the Internet 300. Similarly, the inspection system 2 side is connected to the Internet 300. At this time, the examination target document 11 is uploaded to the FTP server 221 from the inspection system 2 side, and further, the examination target document 11 is downloaded from the FTP server 221 to the examination system 1 side, or is examined. The document 11 is transmitted to the mail server 222, and the examination target document 11 is downloaded from the mail server 222 to the examination system 1 side and handled.

  For example, in FIG. 23, the inspection system 2 is connected to the local area network 230, and the network 230 is further connected to the document server 231. Further, this server 231 is also connected to the Internet 300. The examination system 1 is also connected to the Internet 300. At this time, the document 11 to be examined is placed in the document server 231, and the document server 231 is directly accessed and handled from the examination system 1 side via the Internet 300.

  For example, in FIG. 24, the inspection system 2 is connected to the local area network 230. The examiner installs the examination system 1 in the portable computer 240 on which the LAN card 241 is mounted. At this time, the examiner brings this portable computer 240 to the examination target site, connects it to the hub 242 of the local area network 230 using the LAN cable 243, and directly accesses the examination target document 11 on the receiving system side. handle. Although this example is based on a wired connection, a wireless LAN configuration may be used.

  In the examples of FIGS. 20 to 24, the example in which the examination target document system 1 handles the examination target document 11 has been described, but the examination system 2 handles the finding report 12 in the same manner. Further, when the systems 1 and 2 are used, it is not necessary that the document to be examined and the findings report exist in the same place. For example, the finding report 12 is on the hard disk 202 of the examination system 1 and the examination target document 11 is on the document server 232 on the examination system 2 side.

It is a figure which shows the system configuration | structure of the document examination system which performs document correlation between an examination object document, and a finding report, and a document inspection system. It is the figure (the 1) explaining the procedure which peruses the examination object document and prepares the finding report for the pointed out part. It is the figure (the 2) explaining the procedure which peruses the examination object document and creates the observation report for the pointed out part It is the figure (the 3) explaining the procedure which browses the examination object document and produces the finding report with respect to the pointed out part. It is FIG. (1) explaining the means to specify the reference | standard item number applicable to an indication point. It is FIG. (2) explaining the means to specify the reference | standard item number applicable to an indication point. It is FIG. (3) explaining the means to specify the reference | standard item number applicable to an indication point. It is the figure (the 1) explaining the procedure which browses an opinion report, corrects a document for examination according to a pointed out point, and reflects the correction contents on an opinion report. It is the figure (the 2) explaining the procedure which browses an observation report, corrects a document for examination according to a pointed out point, and reflects the correction contents on an observation report. It is the figure (the 3) explaining the procedure which browses an opinion report, corrects a document for examination according to a pointed out point, and reflects the correction contents on an opinion report. It is the figure (the 4) explaining the procedure which browses an observation report, corrects a document for examination according to a pointed out point, and reflects the correction contents on an observation report. It is a figure explaining the means to perform the document correlation of a document for examination and a finding report bidirectionally. It is FIG. (The 1) explaining supplementarily about the procedure which embeds the information which specifies an item number in the examination object document. It is FIG. (2) explaining supplementarily about the procedure which embeds the information which specifies an item number in the examination object document. It is a figure which shows the system configuration | structure of the document examination system which performs document correlation with the examination object document before an examination, the examination object document after correction, and an observation report, or a document inspection system. FIG. 6 is a diagram (part 1) illustrating a procedure for associating a document to be examined before examination, an observation report, and a document to be examined after correction. It is FIG. (2) explaining the procedure which associates the examination object document before an examination, an observation report, and the examination object document after correction. FIG. 11 is a diagram (part 3) illustrating a procedure for associating a document to be examined before examination, an observation report, and a document to be examined after correction. It is FIG. (4) explaining the procedure which performs the correlation with the examination object document before an examination, an observation report, and the examination object document after correction. FIG. 10 is a diagram (part 1) for supplementarily explaining document delivery, document access, and the like. FIG. 6 is a diagram (part 2) for supplementary explanation of document delivery, document access, and the like. FIG. 10 is a diagram (part 3) for supplementarily explaining document delivery, document access, and the like. FIG. 14 is a diagram (part 4) for supplementary explanation of document delivery, document access, and the like. FIG. 5 is a diagram (part 5) for supplementary explanation of document delivery, document access, and the like.

Explanation of symbols

DESCRIPTION OF SYMBOLS 1 ... Document review system 2 ... Document review system 11 ... Document to be examined 12 ... Findings report 111 ... Points to be pointed out 113 ... Corrected points 121 ... Reference item number 122 for findings ... Pointer to pointed out 125 ... Pointer to corrected point 130 ... Database of information specifying the reference item number

Claims (2)

A document review system for reviewing a first document having an item number embedded with an anchor tag to create a second document,
A storage device for storing correspondence information between an item number and anchor information of the anchor tag embedded in the item number and a character string indicating the item number;
First means for accepting indications for text or drawings in the first document;
Second means for searching the first document in a predetermined direction on the basis of the indication point received by the first means and extracting an anchor tag in the first document;
A third means for identifying the item number corresponding to the anchor information of the anchor tag extracted by the second means with reference to the correspondence information in the storage device;
4. A document examination system comprising: a fourth means for inserting the item number specified by the third means into the second document for the indicated location.   A document review method for reviewing a first document having an item number embedded with an anchor tag to create a second document,
  A storage device stores correspondence information between an item number and anchor information of the anchor tag embedded in the item number and a character string indicating the item number,
  A first means of a computer accessible to the storage device receives an indication of text or drawings in the first document;
  The second means included in the computer retrieves the first document in a predetermined direction with reference to the indicated point received by the first means, and extracts an anchor tag in the first document. And
  Third means provided in the computer refers to the correspondence information in the storage device, identifies the item number corresponding to the anchor tag extracted by the second means,
  A document examination method, wherein the fourth means included in the computer inserts the item number specified by the third means into the second document corresponding to the indicated location.

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