JP4776706B2 - Document management apparatus and document management program - Google Patents

Description

  The present invention relates to a document management apparatus and a document management program. The present invention particularly relates to year management of files in an internal control support system.

  Conventionally, multiple document databases that store shared documents together in each year, a table of contents database that stores table of contents information and link information of documents stored in the document database, and a workflow for giving approval to documents in the document database There is a database system composed of a workflow database having functions (see, for example, Patent Document 1).

  Further, there is a document management system that enables browsing of old versions of documents by using a version management function for each administrative document (see, for example, Patent Document 2).

JP 2003-281167 A JP 2003-85330 A

  In the internal control business, for the purpose of the effectiveness and efficiency of business, the reliability of financial reports, compliance with related laws and regulations, and the maintenance of assets, the risks related to business processes and the controls for those risks are defined in each fiscal year. It is necessary to create documents (mainly business descriptions, business flow diagrams, risk control matrices) that explain the contents (related to business processes) and store them for a long time. When a document is revised, it is necessary to know not only which document a business process corresponds to but also which version it corresponds to each year. However, the conventional system has a problem that the correspondence between the business process and the document and the document version cannot be efficiently managed every year.

  An object of the present invention is to efficiently manage a correspondence relationship between a business process managed every predetermined period such as a fiscal year, a document related to the business process, and a document version.

A document management apparatus according to an aspect of the present invention includes:
A document management device that manages a plurality of documents related to a business process for each of a plurality of business processes managed for each predetermined period,
Business process information corresponding to a combination of period and business process, including business ID (identifier) that uniquely identifies the business process information and business process attribute data is created by the processing device. A business process management unit stored in the storage device;
Document management corresponding to a combination of a document and a document version, and including document ID that uniquely identifies the document and document attribute data, created by the processing device, and stored in the storage device And
First connection information corresponding to a combination of a business process and a document, the business ID, the document ID, and the version of the corresponding document being a specific version or the latest version at the time of extraction of the first connection information A first connection management unit that creates first connection information including version data that defines whether or not the data is created by the processing device and stores the first connection information in the storage device;
A business process extraction unit that specifies a combination of a period and a business process and extracts corresponding business process information from a storage device by a processing device;
A first connection extraction unit that extracts first connection information including a business ID of the business process information extracted by the business process extraction unit from a storage device by a processing device;
If the version data included in the first connection information extracted by the first connection extraction unit defines that the version of the corresponding document is a specific version, the document ID included in the first connection information And the specific version are specified, the corresponding document information is extracted from the storage device by the processing device, and the version of the corresponding document is the version of the first connection information in the version data included in the first connection information. If it is defined that it is the latest version at the time of extraction, the document ID included in the first connection information is designated, and the corresponding document information corresponding to the latest version is stored from the storage device by the processing device. A document extracting unit for extracting ,
When the business process management unit creates new business process information corresponding to a combination of a new period and an existing business process, the business process management unit generates a new business ID and uses the past period and the business process as a combination. Extract attribute data included in the corresponding past business process information, create business process information including the generated business ID and the extracted attribute data, and store it in the storage device.
When the new business process information is created by the business process management unit, the first connection management unit extracts, from the storage device, first connection information that includes a business ID of the past business process information. For the first connection information, if the document corresponding to the extracted first connection information satisfies a predetermined condition, the version data included in the first connection information is changed to the first connection information. If the document is defined as the latest version at the time of extraction, and the document corresponding to the first connection information does not satisfy the predetermined condition, the version data included in the first connection information is handled. The version of the document to be defined is a specific version, and the latest version at the current time is set as the version data to be the specific version, the document ID included in the extracted first connection information is extracted, new Creating and storing first connection information including a business ID of the correct business process information, the extracted document ID, and version data defining that the corresponding document version is the latest version at the time of extraction of the first connection information It is characterized by being stored in a device .

  When the new business process information is created by the business process management unit, the first connection management unit extracts, from the storage device, first connection information that includes a business ID of the past business process information. If the document corresponding to the first connection information is not a common document related to two or more business processes, it is determined that the predetermined condition is not satisfied.

The document management device further includes:
Classification information corresponding to the classification of a document, the classification information including a classification ID for uniquely identifying the classification information, and period data defining whether or not a document belonging to the corresponding classification is managed for each predetermined period A classification management unit that creates a storage device and stores it in a storage device;
A second connection information corresponding to a combination of a document classification and a document, the second connection information including the classification ID and the document ID created by the processing device and stored in the storage device; With
When the new business process information is created by the business process management unit, the first connection management unit extracts, from the storage device, first connection information that includes a business ID of the past business process information. The second connection information including the document ID included in the first connection information is extracted from the storage device, the classification information including the classification ID included in the extracted second connection information is extracted from the storage device, and the extracted classification If it is defined in the period data included in the information that documents belonging to the corresponding classification are managed for each predetermined period, the extracted first connection information does not satisfy the predetermined condition. It is characterized by judging.

  The predetermined period is a fiscal year.

A document management program according to an aspect of the present invention includes:
A document management program that manages a plurality of documents related to a business process for each of a plurality of business processes managed for each predetermined period.
Business process information corresponding to a combination of period and business process, including business ID (identifier) that uniquely identifies the business process information and business process attribute data is created by the processing device. Business process management processing stored in the storage device;
Document management corresponding to a combination of a document and a document version, and including document ID that uniquely identifies the document and document attribute data, created by the processing device, and stored in the storage device Processing,
First connection information corresponding to a combination of a business process and a document, the business ID, the document ID, and the version of the corresponding document being a specific version or the latest version at the time of extraction of the first connection information First connection management processing for creating first connection information including version data defining whether or not there is stored in a storage device by the processing device;
A business process extraction process that specifies a combination of a period and a business process and extracts corresponding business process information from a storage device by a processing device;
A first connection extraction process for extracting first connection information including a business ID of the business process information extracted by the business process extraction process from a storage device by a processing device;
If the version data included in the first connection information extracted by the first connection extraction process defines that the corresponding document version is a specific version, the document ID included in the first connection information And the specific version, and the corresponding document information is extracted from the storage device by the processing device,
If the version data included in the first connection information defines that the version of the corresponding document is the latest version at the time of extraction of the first connection information, the document ID included in the first connection information is Designating and causing the computer to execute document extraction processing for extracting the document information corresponding to the latest version of the corresponding document information from the storage device by the processing device ,
When creating new business process information corresponding to a combination of a new period and an existing business process, the business process management process generates a new business ID, and combines the past period with the business process. Extract attribute data included in the corresponding past business process information, create business process information including the generated business ID and the extracted attribute data, and store it in the storage device.
In the first connection management process, when the new business process information is created by the business process management process, the first connection information including the business ID of the past business process information is extracted from the storage device and extracted. For the first connection information, if the document corresponding to the extracted first connection information satisfies a predetermined condition, the version data included in the first connection information is changed to the first connection information. If the document is defined as the latest version at the time of extraction, and the document corresponding to the first connection information does not satisfy the predetermined condition, the version data included in the first connection information is handled. The version of the document to be defined is a specific version, the latest version at the present time is set as the version data for the specific version, the document ID included in the extracted first connection information is extracted, First connection information including a business ID of new business process information, an extracted document ID, and version data defining that the corresponding document version is the latest version at the time of extraction of the first connection information is created. It is stored in a storage device .

  According to one aspect of the present invention, in the document management apparatus, the first connection management unit is the first connection information corresponding to the combination of the business process and the document, and the business ID for uniquely identifying the business process information First connection information including a document ID for uniquely identifying the document and version data defining whether the version of the corresponding document is a specific version or the latest version at the time of extraction of the first connection information Is stored in the storage device, it becomes possible to efficiently manage the correspondence between the business process managed every predetermined period, such as the fiscal year, the document related to the business process and the version of the document.

1 is a block diagram illustrating a configuration of a document management apparatus according to Embodiment 1. FIG. 2 is a diagram illustrating an example of a hardware configuration of a document management apparatus according to Embodiment 1. FIG. 6 is a diagram showing an internal control element registration procedure by the document management apparatus according to Embodiment 1. FIG. 6 is a diagram illustrating a file registration procedure by the document management apparatus according to Embodiment 1. FIG. 6 is a diagram illustrating a common file registration procedure by the document management apparatus according to Embodiment 1. FIG. It is a figure which shows the common file link procedure by the document management apparatus which concerns on Embodiment 1. FIG. It is a figure which shows the year transfer procedure by the document management apparatus which concerns on Embodiment 1. FIG. 6 is a flowchart showing a procedure for defining a correspondence relationship between a business process and a file version number in the yearly transfer procedure according to the first embodiment. It is a figure which shows the common file revision procedure by the document management apparatus concerning Embodiment 1. FIG. It is a figure which shows the internal control element reference procedure by the document management apparatus concerning Embodiment 1. FIG. 6 is a diagram illustrating an example of a correspondence relationship between a business process, a file, and a file version number according to Embodiment 1. FIG.

  Hereinafter, embodiments of the present invention will be described with reference to the drawings.

Embodiment 1 FIG.
FIG. 1 is a block diagram showing a configuration of a document management apparatus 100 according to the present embodiment.

  In FIG. 1, a document management apparatus 100 includes a business process management unit 101, a document management unit 102, a first connection management unit 103, a classification management unit 104, a second connection management unit 105, a business process extraction unit 106, and a first connection extraction. Unit 107 and document extraction unit 108. The operation of each part of the document management apparatus 100 will be described later.

  The document management apparatus 100 includes hardware such as a processing device 111, a storage device 112, an input device 113, and an output device 114. The hardware is used by each unit of the document management apparatus 100. The processing device 111 is used for performing calculation, processing, reading, writing, and the like of data in each unit of the document management device 100. The storage device 112 has a database 121 and a file base 122 (file system), which are used to store data in each part of the document management device 100. The input device 113 is used to receive data input from the user at each unit of the document management device 100, and the output device 114 is used to output data and information to the user at each unit of the document management device 100.

  The document management apparatus 100 operates each unit to manage a plurality of documents related to a business process for each of a plurality of business processes managed every year. Note that the fiscal year is an example of a predetermined period, and the business process is not managed for each fiscal year, but for other periods such as time zone, date, day of the week, week, month, quarter, half year, and year. May be. In this case, the present embodiment can be similarly applied.

  As mentioned above, in internal control operations, the risks associated with business processes (for example, sales) in each fiscal year aiming at operational effectiveness and efficiency, reliability of financial reports, compliance with related laws and regulations, and asset maintenance. (For example, sales input mistakes) and risk control (for example, input check by senior manager), and create documents related to business processes (mainly business description, business flow diagram, risk control matrix) It is necessary to store for a long time.

  Therefore, the document management apparatus 100 records the results of documenting business processes (mainly creating business descriptions, business flow diagrams, risk control matrices) for each organizational unit such as a company or office in the group. Along with business process, risk, and control records, register as a file to be attached (associated) to the business process. The document management apparatus 100 manages these every year. The document management apparatus 100 performs a year transition process at the start of the year, and copies business process, risk, and control records for the new year. However, the file is not copied in order to shorten the copy time and save disk space. Attach the same file to the business process for the new year.

  In addition, the document management apparatus 100 classifies internal rules, standard documents, etc. common to a plurality of business processes (in this case, business processes of different organizational units are treated as different ones even if they are the same business process). It is registered and managed as a file in the folder, and linked to the business process as necessary. The document management apparatus 100 does not manage the classification folder every year.

  The document management apparatus 100 updates and manages the revision history every time a file is revised, but defines a correspondence relationship so that the latest file is referred to from the business process or folder. Here, in the case of a file attached to a business process, the latest file in the current year is referenced from the business process in the previous year. On the other hand, in the case of linked files (files registered in a folder), they are not managed every year, so the latest file is referenced from the business process of the previous year regardless of the year. However, depending on the business process, there is a case where it is desired to refer to the latest file in the current fiscal year from the business process in the previous year even if the file is a linked file.

  For this reason, common files (files such as standardized business descriptions such as purchasing and sales that are common to each company or business in the group, that is, files that are common to multiple business processes) are used as business processes. It is conceivable to manage each file as a separate file (for example, for each business process of each company or business office). However, if they are managed separately, when a file is revised, it is necessary to revise and register the file for each business process, which increases the management cost.

  Therefore, in this embodiment, the user can set whether or not to manage the common file as described above every year. The document management apparatus 100 records the version number of the latest file in the current year during the year transition process based on the setting of the user so that the user can refer to the latest file in each year. As a result, even common files that require yearly management can be centrally managed as a common file rather than being registered for each business process. Even when the file is revised, it is not necessary to revise each business process, so that the management cost can be suppressed.

The database 121 stores and manages the following data required for internal control as records in a plurality of tables.
(1) File information 131: Data for managing files (electronic files 151 stored in the file base 122). The file information 131 includes a display title (file name) and internal information such as an ID, a version number, and a storage location (in this embodiment, the storage location is a location on the file base 122, but the version ID may be given to the electronic file 151 in another file management system such as a management system). Files are associated with business processes.
(2) Folder information 132: Data representing a folder for classifying common files. The folder information 132 includes information on whether or not the yearly management of the file registered in the folder is present. Note that the folder here may be a simple logical category or a directory on the file base 122.
(3) Organizational unit information 133: Data representing information on a company or business office (organizational unit) that manages business processes. Organizational units are associated with business processes.
(4) Business process information 134: Data representing business (business process) such as purchasing and sales performed in each organizational unit. Business processes are associated with risks and files.
(5) Risk information 135: Data representing a risk that may occur in a business process. Risk is associated with control.
(6) Control information 136: Data representing control (control) for avoiding risk.
(7) First connection information 137: data defining the correspondence between the business unit, business process, risk, and control, as well as the correspondence between the business process, file, and version number.
(8) Second connection information 138: data defining the correspondence between folders, files and their version numbers.
(9) System setting 139: Data that holds a setting value for whether to manage the file linked at the time of the fiscal year yearly management or to always refer to the latest version regardless of the year. This setting value is a default setting value of the document management apparatus 100 regarding year management (it can be overwritten by other setting values such as information on whether or not year management is performed in the folder information 132).

  Here, organizational units, business processes, risks, and controls are collectively referred to as internal control elements. Therefore, the organizational unit information 133, the business process information 134, the risk information 135, and the control information 136 are collectively referred to as internal control element information 141.

  The file base 122 stores an electronic file 151 created by a document editor (spreadsheet application, word processor application, graphic creation application, etc.) such as a business description and a business flow diagram.

  FIG. 2 is a diagram illustrating an example of a hardware configuration of the document management apparatus 100.

  In FIG. 2, a document management apparatus 100 is a computer, and includes an LCD 901 (Liquid / Crystal / Display), a keyboard 902 (K / B), a mouse 903, an FDD 904 (Flexible / Disk / Drive), and a CDD 905 (Compact / Disc / Drive). ) And a hardware device such as a printer 906. These hardware devices are connected by cables and signal lines. Instead of the LCD 901, a CRT (Cathode / Ray / Tube) or other display device may be used. Instead of the mouse 903, a touch panel, a touch pad, a trackball, a pen tablet, or other pointing devices may be used.

  The document management apparatus 100 includes a CPU 911 (Central Processing Unit) that executes a program. The CPU 911 is an example of the processing device 111. The CPU 911 includes a ROM 913 (Read / Only / Memory), a RAM 914 (Random / Access / Memory), a communication board 915, an LCD 901, a keyboard 902, a mouse 903, an FDD 904, a CDD 905, a printer 906, and an HDD 920 (Hard / Disk) via a bus 912. Connected with Drive) to control these hardware devices. Instead of the HDD 920, a flash memory, an optical disk device, a memory card reader / writer, or other storage medium may be used.

  The RAM 914 is an example of a volatile memory. The ROM 913, the FDD 904, the CDD 905, and the HDD 920 are examples of nonvolatile memories. These are examples of the storage device 112. The communication board 915, the keyboard 902, the mouse 903, the FDD 904, and the CDD 905 are examples of the input device 113. The communication board 915, the LCD 901, and the printer 906 are examples of the output device 114.

  The communication board 915 is connected to a LAN (Local / Area / Network) or the like. The communication board 915 is not limited to a LAN, but is an IP-VPN (Internet, Protocol, Private, Network), a wide area LAN, an ATM (Asynchronous / Transfer / Mode) network, a WAN (Wide / Area / Network), or the Internet. It does not matter if it is connected to. LAN, WAN, and the Internet are examples of networks.

  The HDD 920 stores an operating system 921 (OS), a window system 922, a program group 923, and a file group 924. The programs in the program group 923 are executed by the CPU 911, the operating system 921, and the window system 922. The program group 923 includes programs that execute the functions described as “˜units” in the description of the present embodiment. The program is read and executed by the CPU 911. The file group 924 includes data, information, and signal values described as “˜data”, “˜information”, “˜ID (identifier)”, “˜flag”, and “˜result” in the description of this embodiment. And variable values and parameters are included as items of “˜file”, “˜database”, and “˜table”. The “˜file”, “˜database”, and “˜table” are stored in a storage medium such as the RAM 914 or the HDD 920. Data, information, signal values, variable values, and parameters stored in a storage medium such as the RAM 914 and the HDD 920 are read out to the main memory and the cache memory by the CPU 911 via a read / write circuit, and extracted, searched, referenced, compared, and calculated. It is used for processing (operation) of the CPU 911 such as calculation, control, output, printing, and display. During the processing of the CPU 911 such as extraction, search, reference, comparison, calculation, calculation, control, output, printing, and display, data, information, signal values, variable values, and parameters are temporarily stored in the main memory, cache memory, and buffer memory. Remembered.

  The arrows in the block diagrams and flowcharts used in the description of this embodiment mainly indicate input / output of data and signals. Data and signals are recorded in memory such as RAM 914, FDD904 flexible disk (FD), CDD905 compact disk (CD), HDD920 magnetic disk, optical disk, DVD (Digital Versatile Disc), or other recording media Is done. Data and signals are transmitted by a bus 912, a signal line, a cable, or other transmission media.

  In the description of the present embodiment, what is described as “to part” may be “to circuit”, “to device”, “to device”, and “to step”, “to process”, “to”. ~ Procedure "," ~ process ". That is, what is described as “˜unit” may be realized by firmware stored in the ROM 913. Alternatively, what is described as “˜unit” may be realized only by software, or only by hardware such as an element, a device, a board, and wiring. Alternatively, what is described as “to part” may be realized by a combination of software and hardware, or a combination of software, hardware and firmware. Firmware and software are stored as programs in a recording medium such as a flexible disk, a compact disk, a magnetic disk, an optical disk, and a DVD. The program is read by the CPU 911 and executed by the CPU 911. That is, the program causes the computer to function as “to part” described in the description of the present embodiment. Or a program makes a computer perform the procedure and method of "-part" described by description of this Embodiment.

  FIG. 3 is a diagram showing an internal control element registration procedure 161 by the document management apparatus 100.

  In FIG. 3, an internal control element registration procedure 161 is a procedure in which the document management apparatus 100 registers internal control elements in the database 121.

  In the internal control element registration procedure 161, the business process management unit 101 creates organizational unit information 133, business process information 134, risk information 135, and control information 136 by the processing device 111 and stores them in the database 121.

  The organizational unit information 133 corresponds to an ID that uniquely identifies the organizational unit (for example, “1”), a name that is attribute data of the organizational unit (for example, “XX division”), a code (for example, “U01”), and the like. It includes data for the fiscal year (for example, “2008 fiscal year”), and is configured as, for example, a table record for storing these data for each column.

  The business process information 134 includes an ID (for example, “1”) that uniquely identifies the business process, a name (for example, “sales”) that is attribute data of the business process, a code (for example, “P01”), and a corresponding year (for example, “P01”). For example, it is configured as a record of a table that stores these data for each column. The ID of the business process information 134 is an example of a business ID that uniquely identifies the business process information 134. The record of the business process information 134 corresponds to the combination of the fiscal year and the business process on a one-to-one basis.

  The risk information 135 includes an ID (for example, “1”) that uniquely identifies a risk, a name (for example, “risk 01”) that is risk attribute data, a code (for example, “R01”), and a corresponding year (for example, “08”). For example, it is configured as a record of a table that stores these data for each column.

  The control information 136 includes an ID (for example, “1”) that uniquely identifies the control, a name (for example, “control 01”) that is attribute data of the control, a code (for example, “C01”), and a corresponding year (for example, “08”). For example, it is configured as a record of a table that stores these data for each column.

  The first connection management unit 103 creates the first connection information 137 by the processing device 111 and stores it in the database 121.

  The first connection information 137 includes a parent ID (for example, “1”) that is an ID of the parent data (for example, organizational unit information 133), a parent type (for example, “organizational unit”) indicating which data the parent data is, Child ID (for example, “1”) that is the ID of child data (for example, business process information 134) having a parent-child relationship with the parent data (for example, “business”) Process)), and data such as a child version number and connection type, which will be described later, are configured as, for example, a table record for storing these data for each column. When the parent data is the organizational unit information 133, the child data is the business process information 134. When the parent data is business process information 134, the child data is risk information 135 or file information 131 as described later. When the parent data is the risk information 135, the child data is the control information 136.

  FIG. 4 is a diagram showing a file registration procedure 162 by the document management apparatus 100.

  In FIG. 4, a file registration procedure 162 is a procedure in which the document management apparatus 100 registers a file (electronic file 151) in the file base 122 and associates the file with the business process registered by the internal control element registration procedure 161.

  In the file registration procedure 162, the document management unit 102 receives an input of a file specific to a business process from the user through the input device 113 and stores the file in the file base 122. Then, the document management unit 102 creates the file information 131 of the file by the processing device 111 and stores it in the database 121.

  The file information 131 includes an ID (for example, “1”) that uniquely identifies a file, a version number (for example, “1”) that indicates the version of the file, and a name that is attribute data of the file (for example, “file 1 that is the file name). )), A storage destination (for example, storage destination “A” of the file base 122), and the like, including data of a deletion flag indicating whether the file has been deleted (for example, “N” indicating that the file has not been deleted), For example, it is configured as a table record storing these data for each column. The file information 131 is an example of document information. The ID of the file information 131 is an example of a document ID that uniquely identifies a file that is a document. The record of the file information 131 corresponds to the combination of the file and the file version number on a one-to-one basis.

  The first connection management unit 103 creates the first connection information 137 by the processing device 111 and stores it in the database 121.

  The first connection information 137 has the same format as that created in the internal control element registration procedure 161. However, in the case where the first connection information 137 is created in the file registration procedure 162, the parent data is the business process information 134 and the child data is the file information 131. It becomes. That is, the parent ID of the first connection information 137 created in the file registration procedure 162 is the ID of the business process information 134 (for example, “1”), and the child ID is the ID of the file information 131 (for example, “1”). Further, the child version number of the first connection information 137 is a value (for example, “a specific version number of the file is not specified) that dynamically specifies the latest version of the file corresponding to the file information 131 that is the child data (for example,“ Latest ”). The child version number is an example of version data that defines whether the version of the corresponding file is a specific version or the latest version when the first connection information 137 is extracted. The record of the first connection information 137 created in the file registration procedure 162 corresponds one-to-one with the combination of the business process and the file.

  FIG. 5 is a diagram showing a common file registration procedure 163 by the document management apparatus 100.

  In FIG. 5, a common file registration procedure 163 is a procedure in which the document management apparatus 100 creates a folder and registers a common file (electronic file 151) in the file base 122. In the common file registration procedure 163, the document management apparatus 100 can set whether or not year management is performed for a folder.

  In the common file registration procedure 163, the classification management unit 104 creates folder information 132 by the processing device 111 and stores it in the database 121.

  The folder information 132 manages files belonging to a folder for each year, such as an ID (for example, “1”) that uniquely identifies the folder, a name that is attribute data of the folder (for example, “folder 1” that is a folder name), and the like. Data including a year management flag (for example, “Yes” indicating that management is performed for each year) is included, and for example, the data is configured as a record of a table that stores the data for each column. The folder information 132 is an example of classification information. The ID of the folder information 132 is an example of a classification ID that uniquely identifies the folder information 132. The year management flag of the folder information 132 is an example of period data that defines whether or not a file belonging to a corresponding folder is managed every predetermined period. The record of the folder information 132 corresponds to the folder on a one-to-one basis.

  The document management unit 102 receives input of a file (common file) common to a plurality of business processes from the user by the input device 113 and stores the file in the file base 122. Then, the document management unit 102 creates the file information 131 of the file by the processing device 111 and stores it in the database 121.

  The file information 131 has the same format as that created in the file registration procedure 162.

  The second connection management unit 105 creates the second connection information 138 by the processing device 111 and stores it in the database 121.

  Similarly to the first connection information 137, the second connection information 138 includes data such as a parent ID, a parent type, a child ID, a child type, and a child version number. For example, the second connection information 138 is a table for storing these data for each column. Configured as a record. The parent data is folder information 132, and the child data is file information 131. That is, the parent ID of the second connection information 138 is the ID of the folder information 132 (for example, “1”), and the child ID is the ID of the file information 131 (for example, “2”). The child version number of the second connection information 138 is a value (for example, “no specific version number of the file is specified) that dynamically specifies the latest version of the file corresponding to the file information 131 that is the child data (for example,“ Latest ”). The child version number is an example of version data that defines whether the version of the corresponding file is a specific version or the latest version when the second connection information 138 is extracted. The record of the second connection information 138 corresponds to the combination of a folder and a file on a one-to-one basis.

  FIG. 6 is a diagram showing a common file link procedure 164 by the document management apparatus 100.

  In FIG. 6, a common file link procedure 164 is a procedure in which the document management apparatus 100 registers a link between a business process and a common file (electronic file 151) in the database 121.

  In the common file link procedure 164, the first connection management unit 103 creates the first connection information 137 by the processing device 111 and stores it in the database 121.

  The first connection information 137 has the same format as that created in the file registration procedure 162. The connection type of the first connection information 137 created in the common file link procedure 164 is a value indicating that the file corresponding to the file information 131 as the child data is linked, that is, a common file. Become.

  FIG. 7 is a diagram showing the year shift procedure 165 by the document management apparatus 100. FIG. 8 is a flowchart showing a procedure for defining the correspondence between the business process and the file version number in the year transition procedure 165.

  In FIG. 7, a year shift procedure 165 is a procedure in which the document management apparatus 100 performs a year shift process. In the year transition procedure 165, the document management apparatus 100 creates a copy of the internal control element information 141 such as the business process information 134 for the new year, but the file (electronic file 151) has a data amount as compared with the internal control element information 141. Is too large to copy. Thereby, processing time and disk capacity can be reduced. The document management apparatus 100 creates the first connection information 137 so as to refer to the same file as the previous year from the business process of the new year. As for the first connection information 137 that defines the correspondence between the business process and the file of the previous year, as shown in FIG. 8, the document management apparatus 100 first acquires the first connection information 137 from the database 121 (step S101), it is determined whether the file corresponding to the first connection information 137 is a business process specific file or a common file (step S102). Specifically, the document management apparatus 100 refers to the connection type included in the acquired first connection information 137, and if it is not indicated that the corresponding file is a linked file, the file is a business process. It is determined that the file is a unique file. If it is indicated that the file is a linked file, the file is determined to be a common file. In the case of a business process specific file, the document management apparatus 100 records the latest version number of the file in the previous year in the child version number of the first connection information 137 (step S103). In the case of a linked common file, the document management apparatus 100 refers to the second connection information 138, acquires the folder information 132 of the registration destination of the file from the database 121 (step S104), and in the folder information 132 The setting of year management is confirmed (step S105). If the year management is set, the document management apparatus 100 records the latest version number of the file in the previous year in the child version number of the first connection information 137 as in the case of the unique file (step S103). If there is no year management setting in the folder information 132, the document management apparatus 100 acquires the system setting 139 from the database 121 (step S106), and confirms the year management setting in the system setting 139 (step S107). If the system setting 139 is set to have year management, the document management apparatus 100 records the latest version number of the file in the previous year in the child version number of the first connection information 137, as with the specific file ( Step S103). If the folder information 132 is set to no year management, or if the folder information 132 is not set to year management and the system setting 139 is set to no year management, the document management apparatus 100 performs the first connection. The child version number of the information 137 is not changed.

  In the year transition procedure 165, the business process management unit 101 relates to the existing business process, the business process information 134 of the new year, that is, the business process information 134 including data of the year (for example, “09”) indicating the new year. Is newly created by the processing device 111. At this time, the business process management unit 101 generates an ID (for example, “1000”) of the business process information 134 for the new year. The business process management unit 101 extracts attribute data (name, code, etc.) included in the business process information 134 of the same business process in the previous year (which may be a past year other than the previous year). The business process management unit 101 creates business process information 134 for the new year including the generated ID and the extracted attribute data, and stores the business process information 134 in the storage device 112.

  When the business process management unit 101 creates business process information 134 for the new year, the first connection management unit 103 includes first connection information 137 (hereinafter referred to as the parent ID) that includes the ID of the business process information 134 of the previous year. , The first connection information 137 of the previous year) is extracted from the storage device 112.

  The first connection management unit 103 extracts a child ID included in the first connection information 137 of the previous year. The first connection management unit 103 uses the processing device 111 to create new first connection information 137 that includes the ID of the business process information 134 for the new year and the extracted child ID as a parent ID and a child ID, respectively. The first connection management unit 103 dynamically designates the child version number of the first connection information 137 as the latest version of the file corresponding to the file information 131 as the child data (designates a specific version number of the file). Not) value (for example, “latest”). The first connection management unit 103 stores the created new first connection information 137 in the storage device 112.

  In addition, the first connection management unit 103 satisfies a predetermined condition in a file corresponding to the file information 131 that is child data in the first connection information 137 of the previous year (hereinafter referred to as a file corresponding to the business process of the previous year). The processing device 111 determines whether or not the If it is determined that the file satisfies the predetermined condition, the first connection management unit 103 dynamically designates the child version number of the first connection information 137 of the previous year and the latest version of the file ( Set to a value (for example, “latest”) that does not specify a specific version number of the file (if the setting has already been made, the setting is not changed). On the other hand, when determining that the file does not satisfy the predetermined condition, the first connection management unit 103 sets the child version number of the first connection information 137 of the previous year as the specific version number of the file. Is set to a value (for example, “1”) indicating the latest version number at the present time (step S103 described above).

  If the file corresponding to the business process of the previous year is not a common file (“NO” in step S102 described above), the first connection management unit 103 determines that the file does not satisfy the predetermined condition.

  In addition, the first connection management unit 103 extracts, from the storage device 112, the second connection information 138 including the child ID included in the first connection information 137 of the previous year as the child ID. The first connection management unit 103 extracts the folder information 132 including the parent ID included in the extracted second connection information 138 as an ID from the storage device 112. If the year management flag is set in the year management flag of the extracted folder information 132 (“Yes” in step S105 described above), the first connection management unit 103 stores a file corresponding to the business process of the previous year. It is determined that the predetermined condition is not satisfied.

  FIG. 9 is a diagram showing a common file revision procedure 166 by the document management apparatus 100.

  In FIG. 9, a common file revision procedure 166 is a procedure in which the document management apparatus 100 registers a revised version of a common file in the database 121. In the common file revision procedure 166, the document management apparatus 100 deletes the unnecessary file (electronic file 151). The deleted file can no longer be referenced from the folder, nor can it be referenced from the business process of the latest year. If there is no fiscal year management, it cannot be referenced from the business process of the previous fiscal year. However, in the case of annual management, it can be referred from the business process of the previous year.

  In the common file revision procedure 166, the document management unit 102 receives an input of the revised common file from the user through the input device 113 and stores the file in the file base 122. Then, the document management unit 102 creates the file information 131 of the file by the processing device 111 and stores it in the database 121.

  The file information 131 has the same format as that created in the common file registration procedure 163.

  When deleting a file, the document management unit 102 sets the deletion flag of the corresponding file information 131 to a value indicating that the file has been deleted.

  FIG. 10 is a diagram showing an internal control element reference procedure 167 by the document management apparatus 100. FIG. 11 is a diagram illustrating an example of a correspondence relationship (data appearance) between a business process, a file, and a file version number.

  In FIG. 10, an internal control element reference procedure 167 is a procedure in which the document management apparatus 100 refers to a business process. In the internal control element reference procedure 167, when viewing the file linked from the business process of the previous year, the document management apparatus 100 refers to the file of the version number set as the child version number of the first connection information 137. For example, when “latest” is set, the document management apparatus 100 refers to the current latest version number. As shown in FIG. 10 and FIG. 11, for example, files referred to from the business process “sales” (ID = 1) in the previous year are “file 1” (ID = 1, version number = 1), “common file 1”. (ID = 2, version number = 1) and “common file 2” (ID = 3, version number = 2). In this example, “common file 1” is a file that needs yearly management common to a plurality of business processes. Therefore, in the database 121, “common file 1” is registered in “folder 1” set as having a yearly management as a common file, and is linked from each business process. On the other hand, in the file base 122, the “common file 1” is stored as one electronic file 151 for each version. The “common file 2” is a file that is common to a plurality of business processes, but is not managed annually, and is a file to which the latest version is always referred. For this reason, in the database 121, “common file 2” is registered as “common folder” in “folder 2” having no yearly management setting, and is linked from each business process. On the other hand, in the file base 122, the “common file 2” is stored as one electronic file 151 for each version. Thus, in this embodiment, common files can be managed in an integrated manner.

  In the internal control element reference procedure 167, the business process extraction unit 106 receives an input specifying a combination of a fiscal year and a business process from the user by the input device 113, and designates the combination of the fiscal year and the business process as a search key. The database 121 is searched. Then, the business process extraction unit 106 extracts the corresponding business process information 134 from the database 121 by the processing device 111.

  The first connection extraction unit 107 includes the ID of the business process information 134 extracted by the business process extraction unit 106 as a parent ID and the first connection information 137 whose child data is file information 131 from the database 121 by the processing device 111. Extract.

  If the child version number included in the first connection information 137 extracted by the first connection extraction unit 107 is set to a value indicating a specific version number, the document extraction unit 108 includes that in the first connection information 137. The database 121 is searched by designating the child ID and the specific version number as search keys. Then, the document extraction unit 108 extracts the corresponding file information 131 from the database 121 by the processing device 111. On the other hand, the document extraction unit 108 dynamically specifies the latest version of the file instead of the child version number included in the first connection information 137 extracted by the first connection extraction unit 107 indicating a specific version number. If the value is set, the database 121 is searched by specifying the child ID included in the first connection information 137 as a search key. Then, the document extracting unit 108 extracts the file information 131 of the latest version of the corresponding file information 131 from the database 121 by the processing device 111. The document extraction unit 108 reads the corresponding electronic file 151 from the storage location of the extracted file information 131 by the processing device 111 and outputs the content to the screen or the like by the output device 114.

  As described above, according to the present embodiment, it is possible to efficiently manage the correspondence between the business process managed every predetermined period, such as a fiscal year, the document related to the business process and the document version.

  As described above, even if a common file requires management for the year, it is necessary to register for each business process. When the file is revised, it takes time to register a revised version for each business process. End up. Also, disk capacity is wasted by registering a plurality of identical files. On the other hand, in the present embodiment, by using the document management apparatus 100 as described above, it becomes possible to manage the common file centrally, reduce the disk capacity, reduce the cost of revision, prevent omission of revision, etc. Can be achieved.

  DESCRIPTION OF SYMBOLS 100 Document management apparatus 101 Business process management part 102 Document management part 103 First connection management part 104 Classification management part 105 Second connection management part 106 Business process extraction part 107 First connection extraction part 108 Document Extraction unit, 111 processing device, 112 storage device, 113 input device, 114 output device, 121 database, 122 file base, 131 file information, 132 folder information, 133 organizational unit information, 134 business process information, 135 risk information, 136 control Information, 137 First connection information, 138 Second connection information, 139 System setting, 141 Internal control element information, 151 Electronic file, 161 Internal control element registration procedure, 162 File registration procedure, 163 Common file registration procedure, 164 Common file Relink procedure, 165 migration procedure, 166 common file revision procedure, 167 internal control element reference procedure, 901 LCD, 902 keyboard, 903 mouse, 904 FDD, 905 CDD, 906 printer, 911 CPU, 912 bus, 913 ROM, 914 RAM , 915 communication board, 920 HDD, 921 operating system, 922 window system, 923 program group, 924 file group.

Claims (5)

For each of a plurality of business processes managed for each predetermined period, in a document management apparatus that manages a plurality of documents related to a business process,
Business process information corresponding to a combination of period and business process, including business ID (identifier) that uniquely identifies the business process information and business process attribute data is created by the processing device. A business process management unit stored in the storage device;
Document management corresponding to a combination of a document and a document version, and including document ID that uniquely identifies the document and document attribute data, created by the processing device, and stored in the storage device And
First connection information corresponding to a combination of a business process and a document, the business ID, the document ID, and the version of the corresponding document being a specific version or the latest version at the time of extraction of the first connection information A first connection management unit that creates first connection information including version data that defines whether or not the data is created by the processing device and stores the first connection information in the storage device;
A business process extraction unit that specifies a combination of a period and a business process and extracts corresponding business process information from a storage device by a processing device;
A first connection extraction unit that extracts first connection information including a business ID of the business process information extracted by the business process extraction unit from a storage device by a processing device;
If the version data included in the first connection information extracted by the first connection extraction unit defines that the version of the corresponding document is a specific version, the document ID included in the first connection information And the specific version are specified, the corresponding document information is extracted from the storage device by the processing device, and the version of the corresponding document is the version of the first connection information in the version data included in the first connection information. If it is defined that it is the latest version at the time of extraction, the document ID included in the first connection information is designated, and the corresponding document information corresponding to the latest version is stored from the storage device by the processing device. A document extracting unit for extracting ,
When the business process management unit creates new business process information corresponding to a combination of a new period and an existing business process, the business process management unit generates a new business ID and uses the past period and the business process as a combination. Extract attribute data included in the corresponding past business process information, create business process information including the generated business ID and the extracted attribute data, and store it in the storage device.
When the new business process information is created by the business process management unit, the first connection management unit extracts, from the storage device, first connection information that includes a business ID of the past business process information. For the first connection information, if the document corresponding to the extracted first connection information satisfies a predetermined condition, the version data included in the first connection information is changed to the first connection information. If the document is defined as the latest version at the time of extraction, and the document corresponding to the first connection information does not satisfy the predetermined condition, the version data included in the first connection information is handled. The version of the document to be defined is a specific version, and the latest version at the current time is set as the version data to be the specific version, the document ID included in the extracted first connection information is extracted, new Creating and storing first connection information including a business ID of the correct business process information, the extracted document ID, and version data defining that the corresponding document version is the latest version at the time of extraction of the first connection information A document management apparatus which is stored in the apparatus. When the new business process information is created by the business process management unit, the first connection management unit extracts, from the storage device, first connection information that includes a business ID of the past business process information. if common document documents first connection information corresponding is involved in more than one business process, the document management apparatus according to claim 1, characterized in that it is determined that does not satisfy the predetermined condition. The document management device further includes:
Classification information corresponding to the classification of a document, the classification information including a classification ID for uniquely identifying the classification information, and period data defining whether or not a document belonging to the corresponding classification is managed for each predetermined period A classification management unit that creates a storage device and stores it in a storage device;
A second connection information corresponding to a combination of a document classification and a document, the second connection information including the classification ID and the document ID created by the processing device and stored in the storage device; With
When the new business process information is created by the business process management unit, the first connection management unit extracts, from the storage device, first connection information that includes a business ID of the past business process information. The second connection information including the document ID included in the first connection information is extracted from the storage device, the classification information including the classification ID included in the extracted second connection information is extracted from the storage device, and the extracted classification If it is defined in the period data included in the information that documents belonging to the corresponding classification are managed for each predetermined period, the extracted first connection information does not satisfy the predetermined condition. a file management apparatus according to claim 1, wherein the determining to 2. It said predetermined period of time, the document managing apparatus according to claim 1, characterized in that a year up to 3. In a document management program that manages a plurality of documents related to a business process for each of a plurality of business processes managed for each predetermined period,
Business process information corresponding to a combination of period and business process, including business ID (identifier) that uniquely identifies the business process information and business process attribute data is created by the processing device. Business process management processing stored in the storage device;
Document management corresponding to a combination of a document and a document version, and including document ID that uniquely identifies the document and document attribute data, created by the processing device, and stored in the storage device Processing,
First connection information corresponding to a combination of a business process and a document, the business ID, the document ID, and the version of the corresponding document being a specific version or the latest version at the time of extraction of the first connection information First connection management processing for creating first connection information including version data defining whether or not there is stored in a storage device by the processing device;
A business process extraction process that specifies a combination of a period and a business process and extracts corresponding business process information from a storage device by a processing device;
A first connection extraction process for extracting first connection information including a business ID of the business process information extracted by the business process extraction process from a storage device by a processing device;
If the version data included in the first connection information extracted by the first connection extraction process defines that the corresponding document version is a specific version, the document ID included in the first connection information And the specific version are specified, the corresponding document information is extracted from the storage device by the processing device, and the version of the corresponding document is the version of the first connection information in the version data included in the first connection information. If it is defined that it is the latest version at the time of extraction, the document ID included in the first connection information is designated, and the corresponding document information corresponding to the latest version is stored from the storage device by the processing device. Let the computer execute the document extraction process to extract ,
When creating new business process information corresponding to a combination of a new period and an existing business process, the business process management process generates a new business ID, and combines the past period with the business process. Extract attribute data included in the corresponding past business process information, create business process information including the generated business ID and the extracted attribute data, and store it in the storage device.
In the first connection management process, when the new business process information is created by the business process management process, the first connection information including the business ID of the past business process information is extracted from the storage device and extracted. For the first connection information, if the document corresponding to the extracted first connection information satisfies a predetermined condition, the version data included in the first connection information is changed to the first connection information. If the document is defined as the latest version at the time of extraction, and the document corresponding to the first connection information does not satisfy the predetermined condition, the version data included in the first connection information is handled. The version of the document to be defined is a specific version, the latest version at the present time is set as the version data for the specific version, the document ID included in the extracted first connection information is extracted, First connection information including a business ID of new business process information, an extracted document ID, and version data defining that the corresponding document version is the latest version at the time of extraction of the first connection information is created. A document management program stored in a storage device .

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