JP4697860B2 - Electronic information management apparatus, electronic information management method and program - Google Patents

Description

  The present invention has electronic information storage means for storing predetermined electronic information, and reads and provides predetermined electronic information stored in the electronic information storage means in response to an external electronic information acquisition request. The present invention relates to an information management apparatus, an electronic information management method, and a program.

In recent years, cost reduction measures such as the reduction of document storage space by digitization of paper documents and the improvement of business efficiency by improving the searchability of documents have progressed. Electronic storage of financial, tax, medical and other related documents that must be preserved in writing will be permitted. Therefore, in the future, it is considered to prevent leakage of electronic information and tampering by using various electronic information security technologies that have been proposed so far (see Patent Document 1). And “integrity proof” to incorporate a “time authentication system” that certifies that the document was at that date and an “electronic signature system” that certifies that the document has not been tampered with It is thought that it can cope with.
JP 2002-278970 A

  However, in reality, not all electronic information for business use requires high security. Therefore, using the “time authentication system” or “electronic signature system”, internal level such as department level and division level In management, there is a problem that it becomes an expensive system.

  The present invention has been made in view of the above circumstances, and an object thereof is to achieve security effectiveness at a relatively low cost when managing electronic information that does not require relatively high security.

The invention according to claim 1 has electronic information storage means for storing predetermined electronic information, and reads the predetermined electronic information stored in the electronic information storage means in response to an external electronic information acquisition request. In the electronic information management apparatus provided to the outside, the electronic information read from the electronic information storage means indicates a specific security level in which identification information indicating a security level of the electronic information added in advance is predetermined. Specific information determining means for determining whether the electronic information is specific electronic information to which specific identification information is added ; identification information transmitting means for transmitting specific identification information used to identify the specific electronic information; When the electronic information read by the specific information determining means is determined to be specific electronic information, it is sent from the identification information sending means. Yes identification information adding means for adding a constant identification information, and a history information managing means for managing history information indicating a history that provided the specific electronic information attached identification information to the outside by the identification information adding means The identification information sending means is an arbitrary identification information storage means for storing arbitrary identification information, and whether the arbitrary identification information read from the arbitrary identification information storage means is identification information that has been read before. A read determining means for determining whether or not, and when the read determining means determines that the read has not been performed before, the arbitrary identification information is transmitted as the specific identification information .

  According to a second aspect of the present invention, in the first aspect of the invention, the history information uses information regarding a person who has requested acquisition of the specific electronic information, and uses a standard time distribution service when providing the electronic information. The standard time information obtained in this way, a copy or identifier of the specific electronic information, and the specific identification information are included.

According to a third aspect of the present invention, in the first or second aspect of the present invention, a storage period management unit that manages a storage period of predetermined electronic information stored in the electronic information storage unit, and a storage period management unit When the storage period being managed is periodically searched and when the storage period is almost over or past, the electronic information stored in the electronic information storage means is almost at the end of the storage period. Or a deletion notification means for informing the outside to delete the past electronic information.

According to a fourth aspect of the present invention, in the invention according to any one of the first to third aspects, the identification information transmitting means is the arbitrary identification information previously associated with the specific electronic information on a one-to-one basis. The specific identification information is generated by adding the related information storage means for storing the related information related to the information and the number of times information indicating the number of times of reading the related information read from the related information storage means Frequency information adding means .

The invention according to claim 5 has electronic information storage means for storing predetermined electronic information, and reads predetermined electronic information stored in the electronic information storage means in response to an external electronic information acquisition request. In an electronic information management method for managing electronic information using an electronic information management device provided to the outside, the electronic information management device includes the electronic information to which electronic information read from the electronic information storage means is added in advance. Specific information determination processing for determining whether the identification information indicating the security level is specific electronic information to which specific identification information indicating a predetermined specific security level is added, and the specific electronic information The read electronic information is converted into a specific power by an identification information transmission process for transmitting specific identification information used for identifying the information and the specific information determination process. If the information is determined to be information, the identification information adding process for adding the specific identification information sent from the identification information sending process and the specific electronic information to which the identification information is added by the identification information adding process A history information management process for managing history information indicating a history provided by the history information management means, the identification information sending process includes an arbitrary identification information storage process for storing arbitrary identification information, and the arbitrary identification When it is determined that any identification information read from the information storage process is identification information that has been read before and whether the identification information has been read before by the read determination process Includes performing processing for transmitting the arbitrary identification information as the specific identification information .

The invention described in claim 6 is a program for causing a computer to execute each process described in claim 5.

  According to the present invention, when electronic information with relatively high security is taken out, specific identification information is added, and the history of taking out the electronic information is managed, so that it is taken out from the history when the electronic information is taken out. Since it can be used to control the leakage and falsification of electronic information, the security effectiveness can be achieved at a relatively low cost when managing electronic information that requires a certain level of security. There is an effect that can be.

  Hereinafter, embodiments of the present invention will be described with reference to the drawings. A digital copying machine will be described as an embodiment of the electronic information management apparatus of the present invention. As an example of electronic information, a case will be described in which an electronic document (a document in which a paper medium is converted into digital data by a scanner) and an electronic document (a document created by a PC or the like) are handled.

  FIG. 1 is a mechanical configuration diagram of a composite digital copying machine including a facsimile apparatus according to the present embodiment. The digital copying machine includes a copying machine body 1, an automatic document feeder (hereinafter referred to as “ADF”) 100, a 3-bin sorter 200, and a paper feeding unit (hereinafter referred to as “bank”) 300.

  The copying machine main body 1 includes a scanner, an image processing unit, a plotter, and the like. The scanner includes a contact glass 10 on which an original is placed and an optical scanning system. The optical scanning system includes an exposure lamp 11, The first mirror 12, the lens 15, the full color CCD 16, and the like are included. It is equipped with an exposure lamp 11 and a first mirror 12, and is equipped with a first carriage that is driven by a stepping motor and moves at a constant speed when reading a document, and a second mirror 13 and a third mirror 14. A second carriage is driven by a stepping motor when reading a document and is driven at a speed half that of the first carriage. A document (not shown) on the contact glass 10 is optically scanned by the first carriage and the second carriage, and the CCD 16 is passed through the exposure lamp 11, the first mirror 12, the second mirror 13, the third mirror 14, and the lens 15. It is imaged and photoelectrically converted. The image signal separated into red (R), green (G), and blue (B) colors by the CCD is AD converted by an AD converter and output to an image processing unit that performs image processing. The image processing unit performs various image processing (binarization, multi-value conversion, scaling, editing, etc.) on the image signal from the AD converter, and converts it into a digital signal. The writing unit includes a laser output unit 20, an fθ lens 21, and a mirror 22, and the laser output unit 20 includes a laser diode that is a laser light source and a polygon motor.

  The black image signal output from the image processing unit is converted into laser light having an intensity corresponding to this image signal, shaped into a fixed luminous flux by the collimating lens, aperture, and cylinder lens, and irradiated to the polygon motor for laser output. Output from unit 20. The laser beam output from the laser output unit 20 is irradiated onto the photosensitive drum 30 via the fθ lens 21 and the mirror 22. Further, the laser light that has passed through the fθ lens 21 is applied to a beam sensor that generates a main scanning synchronization detection signal PMSYNC arranged outside the image area.

  The red image signal output from the image processing unit is buffered to match the writing position with the black image signal, and is sent to the LED writing unit 31 to be irradiated on the photosensitive drum 30. The ADF 100 feeds documents one by one to the contact glass 10 of the copier body 1 and ejects them after copying. The documents are stacked on the document feed table 101, and the width direction is aligned by a side guide. Documents on the document feeder 101 are separated one by one from the bottom document by the feed roller 102 and fed to the contact glass 10 of the copier body 1 by the transport belt 103. After the reading on the contact glass 10 is finished, the original is discharged onto the discharge tray 105 by the conveyance belt 103 and the discharge roller 104.

  When reading double-sided originals, the double-sided originals on the original feeder 101 are separated and fed one by one by the feed roller 102, and sent onto the contact glass 10 of the copier body 1 by the transport belt 103. . After the reading of the surface of the original is completed, the original is conveyed by the conveying belt 103 and is fed onto the contact glass 10 after the original is reversed by the reverse claw 106. After the reading of the back side of the original is completed, the paper is discharged onto the paper discharge tray 105 by the conveyor belt 103 and the paper discharge roller 104.

  The transfer sheets stacked on the first tray 50, the second tray 310, the third tray 320, and the fourth tray 330 are transferred to the first sheet feeding device 51, the second sheet feeding device 311, the third sheet feeding device 321, and the like. The paper is fed by the fourth paper feeder 331 and conveyed by the bank vertical conveyance unit 340 and the main body vertical conveyance unit 60. When the leading edge of the transfer paper is detected by the registration sensor 52, it is conveyed by a predetermined time and then stopped by the registration roller 53.

  This transfer sheet is sent to the photosensitive drum 30 in association with the leading edge of the image valid signal (FGATE), the image is transferred by the transfer charger, the transfer sheet is separated from the photoreceptor, and then conveyed by the conveying device 54. Fixing is performed by a fixing device 55 having a fixing roller and a pressure roller, and the paper is discharged onto a 3-bin sorter 200 by a paper discharge roller 56.

  In the image formation on the photoconductor, an electrostatic latent image is formed by irradiating a laser beam with the charge charged on the photoconductor drum 30 by the first charging device, and the black developing device 32 forms the image on the photoconductor drum 30. An image is formed on. Thereafter, the photosensitive drum 30 is charged again by the second charging device, an electrostatic latent image of the second color is formed by the LED array 31, and an image is formed on the photosensitive drum 30 by the second developing device 33. Yes.

  When performing duplex printing using the duplex unit 40, the transfer sheet from the fixing 55 is guided to the duplex conveyance path 41 by the switching claw 57, passes through the feed roller 42 and the separation roller 43, and is collected on the duplex tray. The transfer paper accumulated in the tray comes into contact with the feed roller 42 as the tray rises, and is fed to the main body vertical conveyance unit 60 as the feed roller 42 rotates, and is fed again to the registration roller 53 and then back. Is printed.

  The 3-bin sorter 200 includes a first discharge tray 201, a second discharge tray 202, a third discharge tray 203, and a reverse tray 204, and is configured so that transfer paper can be reversed and output to each tray. Yes.

  In the case of front side discharge, the transfer sheet discharged from the copying machine main body 1 is guided toward the discharge tray by the switching claw 207 and discharged to a preset tray. When discharging to the second discharge tray 202, the second tray switching claw 205 operates, and when discharging to the third discharge tray 203, the third tray switching claw 206 operates to guide the transfer paper.

  In the case of reverse paper discharge, the paper is guided in the direction of the reverse tray 204 by the switching claw 207, and when the trailing edge of the transfer paper passes through the reverse detection sensor 208, the transport roller 209 is reversed and guided in the direction of the paper discharge tray. Paper is ejected to the set tray.

  The first paper discharge tray 201 is equipped with a function for shifting the tray back and forth and a function for shifting up and down. The shift function is used when sorting transfer sheets, and the up / down function is used to stack a large amount of transfer sheets while ensuring sheet alignment.

FIG. 2 is a front view of the operation unit 400.
In the center of the operation unit, a 400 × 256 dot liquid crystal display unit (LCD) 401 and a touch panel are provided. The liquid crystal display unit 401 displays functions (copy, FAX) incorporated in the machine, and the user operates the machine according to the display. Switching between functions (copy, FAX) is performed by function switching keys 412 and 413.

  On the right side of the liquid crystal display section are various numeric keys 402 commonly used for copying and faxing, a clear / stop key 403, a start key 404, a program key 405, a job recall key 406, a mode clear / preheat key 407, an interrupt key. Various keys such as 408 and keys such as a pause / redial key 409, an abbreviated key 410, and a reception key 411 used exclusively for FAX are arranged. On the left side of the liquid crystal unit, a FAX switching key 412, a copy switching key 413, an initial setting key 414, a guidance key 415, and an LCD density adjustment volume 416 are provided. On the further left side of this key, a display unit 417 dedicated to FAX is provided. This display unit is provided with various LEDs such as memory full during communication, and an LCD of 40 characters (20 characters x 2 lines) for displaying the communication status.

  FIG. 3 is an electrical block diagram of the digital copying machine according to the present embodiment.

  The copying machine main body 1 is controlled by an operation unit controller 700 that performs liquid crystal display, various LED controls, and various key input controls, a main controller 701 that performs sheet feeding, conveyance, fixing, duplexing, process control, and the like, and image control / scanner reading control. An image processing controller 702 that performs ADF control, an ADF controller 703 that performs ADF control, a sorter controller 704 that performs bin bin sorter control, a paper feed tray controller 705 that performs paper feed unit control, a fax controller 706 that performs fax transmission / reception management and file management, and a LAN A network controller 707 that performs network control, a document management device 708 that is the base of document management control, and an identification information management device 709 that performs composition at the time of output. The FAX controller 706 includes a G3 controller that controls the protocol of G3 (one of the international standards for FAX and for analog telephone lines), and G4 (one of the international standards for FAX, digital line (ISDN G4 controller for network control such as LAN, etc., and protocol control of high quality and faster transfer speed than G3 standard for analog lines, such as using intermediate colors between white and black. An Ethernet (registered trademark) controller or the like is connected. The main controller 701 is provided with a ROM (Read Only Memory) in which a program for controlling the operation of the digital copying machine is recorded. This program is recorded on a recording medium such as a CD-ROM. It is also possible to flow through.

  In the identification information management apparatus 709, an arbitrary identification information storage unit 709a that stores a plurality of arbitrary identification information used to identify a specific (unique) electronic document is constructed. In the document management device 708, an electronic document storage unit 708a for storing a plurality of electronic documents and a history for managing history information indicating a history of providing specific electronic information to which specific identification information is added to the outside An information storage unit 708b is constructed.

  The document management apparatus 708 controls the digitized document in the digital copying machine and the registration work of the electronic document itself. The digitized document is digitized and registered from the scanner via the image processing controller 702. The electronic document is sent via a network controller 707 from a network such as a LAN. The registered document is stored in the electronic document storage unit 708m in the document management apparatus 708, and the requested electronic document is read in response to an electronic document acquisition request from the user. In the following, for convenience of explanation, the registered electronic document and digitized document are handled as “electronic document” in a unified manner.

  The document management apparatus 708 provides only the electronic document when the electronic document registered in the document management apparatus 708 is taken out, for example, when it is printed again on paper or when it is requested for acquisition from the network. Instead, specific identification information from the identification information management device 709 is added to the electronic document and provided. Accordingly, the electronic document that is the same as the electronic document that has been once extracted cannot be extracted again. This is to prevent copying of only the original electronic document. Numerous means can be set for the identification information. For example, the identification information management apparatus 709 performs various controls such as attaching the identification information into a barcode, attaching it, embedding the identification information using a watermark technique, and pasting various patterns on a background pattern indicating the identification information. Done in

  Further, from among a plurality of electronic documents, a security level is determined in advance for each electronic document, and when each electronic document is registered, an identifier indicating the security level is added to each electronic document, or Depending on the level of security, different electronic document storage units are constructed, and at the time of registration, which electronic document storage unit is stored is determined.

  Further, the identification information management device 709 determines whether or not the arbitrary identification information read from the arbitrary identification information storage unit 709a that stores a plurality of arbitrary identification information is the identification information that has been read before. Any identification information that has not been read out before is transmitted as the specific identification information. Thus, since the same electronic document cannot be taken out again, it can be used to identify when and who is the taken out electronic document. Information on the person who requested the acquisition of the specific electronic document, standard time information obtained using the standard time distribution service when providing the electronic document, a copy of the specific electronic document (or the specific electronic document By storing and managing history information having specific identification information and the like in the history information storage unit 708b, it is possible to determine the leakage source of the electronic document.

  In addition, as a method for specifying a person who has requested acquisition of a specific electronic document, if the use function of the copier is restricted for each user, the IC card can be used before the user uses the copier. The user is authenticated by using the password or entering the personal identification number, etc., but it is possible to identify the person who requested the acquisition of a specific electronic document from the information about the user obtained at the time of the authentication. . In addition, time stamp management can be easily performed by using the standard time information obtained by using the standard time distribution service without using the “time authentication system” or the “electronic signature system”.

  Subsequently, the operation of the present embodiment will be described with reference to FIG. FIG. 4 is a flowchart showing an electronic document management method (particularly, an electronic document retrieval method) by the digital copying machine according to the present embodiment.

  First, when the user makes an electronic document acquisition request (retrieve request) from the operation unit 400 shown in FIG. 2 to the digital copying machine, the document management apparatus 708 stores the object stored in the electronic document storage unit 708a. Is read (step S1). Next, the document management apparatus 708 determines whether or not the read electronic document is an electronic document registered with a security level of a certain level or higher by determining an identifier indicating a security level (Step S 708). S2). If it is determined in step S2 that the security level is not an electronic document registered with a certain level or higher (No), the electronic document (electronic data) is directly output to the outside of the digital copying machine (step S6). ).

  On the other hand, if it is determined in step S2 that the electronic document is registered with a security level of a certain level or higher (yes), specific identification information is read from the identification information management device 709 (step S3).

  Here, the detailed operation in the identification information management apparatus 709 is shown in the broken line portion of FIG. 4 and this will be described. The identification information management device 709 acquires additional information indicating which user made a request to acquire an electronic document from the standard time distribution service, the use restriction function of the digital copying machine, or the like (step S3-1). This additional information is then included as part of the history information. Then, the identification information is arbitrarily read from the arbitrary identification information storage unit 709a (step S3-2). Then, it is determined whether or not the arbitrary identification information read in step S3-2 has been used before so that the identification information is not the same as the identification information read so far (step S3-3). This determination can be easily made by managing the used identification information. If it is determined in step S3-3 that the identification information has been used before (Yes), the processing in step S3-2 is repeated again. On the other hand, if it is determined in step S3-3 that the identification information is not previously used (No), the read-out arbitrary identification information is used to identify a specific electronic document to be provided this time. It is handled as identification information and sent from the identification information management device 709.

  Next, the document management apparatus 708 adds the transmitted specific identification information to the specific electronic document provided this time (step S4). When this addition process ends, the history information is stored by combining the specific electronic document to which the specific identification information is added and the additional information acquired in step S3-1 as the history of the result. The information is stored in the unit 708b (step S5). Finally, the electronic document to which the specific identification information is added is output to the outside of the digital copying machine (step S6), and the electronic document providing process is completed.

  As described above, according to the present embodiment, when an electronic document with relatively high security is taken out, the electronic document is taken out by adding specific identification information and managing the history of taking out the electronic document. It is relatively inexpensive to manage electronic documents that require a certain level of security because it can be used to identify the person who fetched them and the date and time from the historical information. In addition, there is an effect that the effectiveness of security can be achieved.

  In the above embodiment, the addition processing is performed on the document management apparatus 708 side in step S4. However, the present invention is not limited to this. A specific electronic document is sent to the identification information management apparatus 709, and the identification information management apparatus Additional processing may be performed on the 709 side.

  Moreover, in the said embodiment, as shown to said step S3-2 and S3-3, arbitrary identification information is read, and unique identification information is always determined by determining whether this has already been used. However, the present invention is not limited to this, and a related information storage unit that stores related information associated with specific electronic information on a one-to-one basis in advance is built in the identification information management device 709. The specific identification information transmitted from the identification information management device 709 is generated by adding the number of times indicating the number of times of reading to the related information read from the related information storage unit to generate specific identification information. Processing may always be unique.

  In this case, the standard time information obtained by using the standard time distribution service can also be used for generation of identification information by the identification information management device 709. That is, in general, electronic documents have a predetermined storage period, and for example, review is required once every three years for long-term storage and once a year for short-term storage. If the digital copying machine of this embodiment is used, the storage period of the electronic document can be managed by the identification information. Specifically, a retention period management unit that manages a retention period of a predetermined electronic document stored in the electronic document storage unit 708a is built in the document management apparatus 708 or the identification information management apparatus 709, and the identification information The storage period managed by the storage period management unit is periodically searched based on the standard time information that constitutes, and is stored in the electronic document storage unit 708a when the storage period is approaching or has passed. Among the electronic documents that have been saved, it is possible to notify the administrator to delete an electronic document that is approaching or has expired.

  In the above embodiment, an identifier indicating a security level is added to all electronic documents. However, the present invention is not limited to this. An identifier is added only to an electronic document having a relatively high security level, and the security level is relatively low. By not adding an identifier to the electronic document, the security level may be divided into two and registered.

1 is a mechanical configuration diagram of a composite digital copying machine including a facsimile apparatus according to an embodiment of the present invention. It is a front view of an operation part. 1 is a block diagram illustrating an electrical configuration of a digital copying machine. 6 is a flowchart showing a method for managing an electronic document (particularly, a method for taking out an electronic document) by a digital copying machine.

Explanation of symbols

708 Document management device 708a Electronic document storage unit 708b History information storage unit 709 Identification information management device 709a Arbitrary identification information storage unit

Claims (6)

Electronic information management having electronic information storage means for storing predetermined electronic information, reading out predetermined electronic information stored in the electronic information storage means in response to an external electronic information acquisition request, and providing the electronic information to the outside In the device
The electronic information read out from the electronic information storage means is a specific electronic to which specific identification information indicating a specific security level in which identification information indicating a security level of the electronic information is added in advance is added. Specific information judging means for judging whether or not the information,
Identification information sending means for sending specific identification information used to identify the specific electronic information;
Identification information adding means for adding specific identification information sent from the identification information sending means when the electronic information read by the specific information judging means is judged to be specific electronic information;
History information management means for managing history information indicating a history of providing the specific electronic information to which the identification information is added by the identification information adding means to the outside, and
The identification information sending means includes arbitrary identification information storage means for storing arbitrary identification information;
Read determination means for determining whether the arbitrary identification information read from the arbitrary identification information storage means is identification information that has been read before, and the read determination means has not been read before. If it is determined , the electronic information management apparatus is characterized in that the arbitrary identification information is transmitted as the specific identification information .   The history information includes information on a person who has requested acquisition of the specific electronic information, standard time information obtained using a standard time distribution service when providing the electronic information, a copy or an identifier of the specific electronic information The electronic information management apparatus according to claim 1, further comprising: the specific identification information. A retention period management means for managing a retention period of predetermined electronic information stored in the electronic information storage means;
When the storage period managed by the storage period management means is periodically searched and when the storage period is almost over or past, among the electronic information stored in the electronic information storage means, 3. The electronic information management apparatus according to claim 1, further comprising a deletion notification means for informing the external to delete electronic information at or near the end of the storage period. The identification information sending means stores related information related to the arbitrary identification information that is previously associated with the specific electronic information on a one-to-one basis;
A number-of-times information adding unit that generates the specific identification information by adding number-of-times information indicating the number of times of reading to the related information read from the related information storage unit. Item 4. The electronic information management device according to any one of Items 1 to 3.   Electronic information management apparatus having electronic information storage means for storing predetermined electronic information, and reading out the predetermined electronic information stored in the electronic information storage means in response to an external electronic information acquisition request and providing the same to the outside In an electronic information management method for managing electronic information using
  In the electronic information management device, the electronic information read from the electronic information storage means is specific identification information indicating a specific security level in which identification information indicating a security level of the electronic information added in advance is predetermined. Specific information determination processing for determining whether or not the specific electronic information is added,
  Identification information transmission processing for transmitting specific identification information used for identifying the specific electronic information;
  When it is determined by the specific information determination process that the read electronic information is specific electronic information, an identification information addition process for adding the specific identification information transmitted from the identification information transmission process;
  A history information management process in which history information indicating a history of providing specific electronic information to which the identification information is added to the outside by the identification information addition process is managed by a history information management unit;
  The identification information transmission process includes an arbitrary identification information storage process for storing arbitrary identification information;
  A read determination process for determining whether or not the arbitrary identification information read from the arbitrary identification information storage process is identification information that has been read before, and there has been no previous read by the read determination process And a process of sending the arbitrary identification information as the specific identification information when it is determined.   The program for making a computer perform each process of Claim 5.

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