JP5159706B2 - Electronic file management apparatus and electronic file management method - Google Patents

Description

  The present invention relates to an electronic file management apparatus and an electronic file management method for storing electronic files based on approval.

  The Unfair Competition Prevention Law has been enforced from the viewpoint of ensuring fair competition among business operators and the proper implementation of international commitments related to this (Unfair Competition Prevention Law, Article 1). The Act stipulates “unfair competition” as “the act of obtaining or using trade secrets obtained through illegal acquisition or the act of acquiring a trade secret by theft, fraud, threat or other illegal means” The act is prohibited by establishing an injunction against the act (the same law, Article 3) and compensation for damages (the same law, Article 4). “Trade secrets” covered by the law are “technical or business information that is useful for production, sales, and other business activities that are managed as secrets, and are not publicly known. (Same Act, Article 2.15-6) ”, and it is necessary to satisfy (a) confidential management, (b) usefulness, and (c) not publicly known.

Ministry of Economy, Trade and Industry (METI) guideline for effective management of trade secrets in each company “Trade Secret Management Guidelines” (revised on October 12, 2005), Chapter 3 “Management for protecting trade secrets” According to “how to be”, the secret management required for trade secrets requires the following elements in past cases.
A. The access is limited and measures are taken to prevent unauthorized access.
B. The person who accesses it recognizes the information that is the object of management, and the person who has the access authority has a consciousness about managing it as a secret and fulfills the responsibility.
C. The organization has some kind of system so that they function (organized management).

  Among these, for A, access control to relevant information, restrictions on data replication, etc., for B, “Secret” seal, education for employees to recognize secret management duties, etc. For, the existence of a system that seeks the judgment of superiors regarding the handling of information is specifically shown.

  Today, most corporate information takes the form of electronic files that are handled by computer devices. In order to make these electronic files trade secrets stipulated by the Unfair Competition Prevention Law, electronic files that contain useful and unknown information Must be secretly managed (condition (a)) as in the above A to C. As means for satisfying these conditions, in the file management server that stores and manages electronic files, encryption of electronic files using encryption technology, access control for reading and writing to electronic files, and approval by specific responsible persons (information managers, etc.) Based on the usage control of the electronic file based on the above, many that realize the condition (a) have been put into practical use. On the other hand, for the conditions (b) and (c), prior to storing and managing (hereinafter referred to as storage management), the usefulness and non-publicity of the electronic file are determined, and the file is determined according to the result. It is common to register to the management server (eg Microsoft Office SharePoint Server 2007).

  In this way, for electronic files whose usefulness or non-publicity can be determined in advance, they are stored and managed in a file management server based on human judgment, and approval control based on encryption technology, access control technology, and a specific responsible person is performed. By doing so, secret management is realized and the electronic file can be made a trade secret defined by the Unfair Competition Prevention Act.

“ASTRUX”, Digital Matrix, Internet <URL: http://www.astrux.jp/> “Easy Document”, Sumitomo Electric Information Systems Co., Ltd., Internet <URL: http://www.sei-info.co.jp/products/products_doc_top.html> “ContentsGate”, Hitachi Software, Internet <URL: http://www.hitachi-sk.co.jp/products/contentsgate/index.html>

  However, electronic files acquired and generated by companies are in the process of being created, usage conditions such as usage methods and users are undecided, or are not intended for sharing such as personal information organization Because there are electronic files, there can be multiple electronic files in the process of completing one electronic file, and each employee can use the electronic file independently. It can be easily assumed that there are a considerable number of such electronic files depending on the size of an organization such as a company. By the way, since it is difficult to determine the usefulness or non-publicity of electronic files that are in the process of being created or whose usage conditions have not yet been determined, it is difficult to determine the usefulness or non-publicity prior to storage management. It is not possible to use a storage management method for a file management server or the like based on the prior art that requires judgment of publicity. In addition, for electronic files for personal use, it is possible to apply the file storage management method according to the prior art, but there is a considerable amount of electronic files, and acquisition and generation on a daily basis, Can be assumed. Therefore, it is not practical for the specific responsible person to approve all of these electronic files because both the creator and the specific responsible person have a very heavy business burden. For this reason, these electronic files are held in the creator's personal computer or the like, and as a result, there is a problem in that the condition of being a trade secret of the Unfair Competition Prevention Act is not satisfied.

  Alternatively, in order to perform storage management to the file management server based on the prior art, it is conceivable to store and manage on the assumption of usefulness and non-publicity. Each use / update (processing) requires the approval of a specific person in charge, and the burden on the business is extremely large for both the creator and the specific person in charge, which is not realistic.

  However, the electronic file that is being created does not correspond to a trade secret, and there are many potential or obvious trade secrets in an electronic file that is about the memo of an individual employee. In other words, even if an electronic file cannot determine the usefulness / publicity of information, if the information is not properly managed, information that could become a trade secret will be leaked, resulting in a large loss or disadvantage for the company. There is a risk of becoming. In other words, as long as the usefulness / publicity of information cannot be determined, it is necessary to be able to manage secretly as a trade secret within a company.

  In order to solve the above-mentioned problems, the present invention enables provisional approval for storage management of electronic files that cannot determine usefulness or non-publicity in advance or is not intended for sharing such as personal use. An object of the present invention is to provide an electronic file management apparatus and an electronic file management method that realize file management that allows the use to be automatically permitted under certain restrictions.

  In order to achieve the above object, the electronic file management apparatus of the present invention is a management information table in which an electronic file to be stored and managed and a storage management condition including information on the approval type of temporary approval or temporary approval are described from the applicant terminal. If the approval type specified in the management information table is provisional approval, a formal condition for determining whether to formally make provisional approval and the management information table If the formal conditions are satisfied, a temporary registration request is made. If the formal conditions are not satisfied, a temporary approval request is made to the temporary approver terminal, and the provisional approval is made from the temporary approver terminal. A notification of the result of the request is received. When the result of the temporary approval request is approval, a temporary registration request is made. When temporary registration is completed, the applicant terminal is notified of the completion of temporary registration, and the management information Approval type specified in the table is this approval If there is, submit this approval request to the approver terminal, accept the notification of the result of this approval request from the approver terminal, and if the result of this approval request is approval, submit the registration request, When the registration is completed, a registration determination unit that notifies the applicant terminal of the completion of the main registration, and when the registration determination unit is notified of a temporary registration request or a main registration request, when registering an electronic file In addition, the contents of the management information table are recorded in the registration information management table for recording management information necessary for the registration, the electronic file availability item in the registration information management table is made available, and the electronic file is stored in the registration information database. The storage location of the electronic file is recorded in the registration information management table. In the case of the temporary registration request, the registration determination unit is notified of the completion of temporary registration. In the case of the main registration request, the registration determination unit is notified. Characterized in that it comprises a registration control unit for notifying the completion of the registration.

  The electronic file management apparatus of the present invention receives the contents of a use request table including a description of a provisionally registered or fully registered electronic file and its use method from a user terminal as a use request signal, from the registration information management table. After reading the usage conditions of the electronic file, the contents of the usage request table are compared with the usage conditions, and if the usage conditions are satisfied, the processing for using the electronic file is performed, Based on the usage, the usage history table that records the usage history of the registered electronic file is updated, the usage termination signal is received from the user terminal, and the usage of the electronic file is terminated to the registration control unit. A registration control unit that receives a notification of the end of use of the electronic file from the usage control unit, and receives the electronic file from the registration information management table; Read the usage condition of the electronic file, read the usage history of the electronic file from the usage history table, compare the usage condition with the usage history, and if the usage history satisfies the usage condition, the electronic file of the registration information management table If the usage history remains unusable and the usage history does not satisfy the usage conditions, the usage information item of the electronic file in the registration information management table is disabled, It is preferable to notify the registration applicant's terminal of the suspension of use of the electronic file.

  The registration control unit receives a usage history browsing request from the approver terminal, transmits the content read from the usage history table to the approver terminal, and stops using the electronic file from the approver terminal. An instruction is accepted, and the use of the electronic file in the registration information management table is disabled, and the suspension of use of the electronic file is notified to the terminal of the applicant for registration of the electronic file. preferable.

An electronic file management method according to the present invention is an electronic file management method in an electronic file management apparatus, and the electronic file management apparatus approves an electronic file to be stored and managed from an applicant terminal and whether it is main approval or provisional approval. A step of receiving the contents of the management information table describing the conditions of storage management including the type information as a registration application signal, and if the approval type specified in the management information table is temporary approval, formally If the formal condition is determined by comparing the formal condition for determining whether or not to satisfy the formal condition, the provisional registration is performed; if the formal condition is not satisfied, A step of making a temporary approval request to the approver terminal, a step of receiving a notification of the result of the temporary approval request from the temporary approver terminal, and a temporary registration if the result of the temporary approval request is approval A step of notifying the applicant terminal of the completion of provisional registration when provisional registration is performed; and if the approval type specified in the management information table is permanent approval, A step of performing an approval request, a step of receiving a notification of a result of the main approval request from the main approver terminal, a step of performing main registration when the result of the main approval request is approval, and a main registration. and executes a step of notifying the completion of the registration to the applicant terminal when the.

  The step of performing the temporary registration and the step of performing the main registration include recording the contents of the management information table in a registration information management table for recording management information necessary for registering the electronic file, and electronically registering the registration information management table. It is preferable that the method includes the step of making the file useability item available and the step of storing the electronic file in the registration information database and recording the storage location of the electronic file in the registration information management table.

The electronic file management device receives from the user terminal the contents of a usage request table including a provisionally registered or fully registered electronic file and a description of a usage method thereof as a usage request signal, from the registration information management table After reading the use conditions of the electronic file, the step of comparing the contents of the use request table with the use conditions and, if the use conditions are satisfied, after performing the process for using the electronic file Updating the usage history table that records the usage history of the registered electronic file based on the processed usage, and receiving a usage end signal from the user terminal, from the registration information management table Read the usage condition of the electronic file, read the usage history of the electronic file from the usage history table, and compare the usage condition and the usage history. If the usage history satisfies the usage conditions, the item of availability of the electronic file in the registration information management table is left available, and if the usage history does not satisfy the usage conditions, the registration information It is preferable to further execute the step of notifying the use of the electronic file in the management table and notifying the terminal of the applicant for registration of the electronic file of the suspension of the use of the electronic file. .

The electronic file management device accepts a usage history browsing request from the approver terminal, transmits the content read from the usage history table to the approver terminal, and sends an electronic file from the approver terminal. Accepts the usage stop instruction, disables the use of the electronic file in the registration information management table, and notifies the terminal of the applicant of the registration of the electronic file of the use stop of the electronic file Preferably, the step of performing is further performed .

  In addition, the present invention provides a registration application signal from the applicant terminal to the contents of the management information table that describes the storage management conditions including the electronic file to be stored and the approval type information of the final approval or provisional approval. If the approval type specified in the management information table is provisional approval, the formal condition for determining whether to formally make provisional approval and the contents of the management information table are compared. If the formal condition is satisfied, provisional registration is performed. If the formal condition is not satisfied, the provisional approval request is sent to the temporary approver terminal. A step of receiving a notification of a result, a step of performing temporary registration when the result of the temporary approval request is approval, and a step of notifying completion of temporary registration to the applicant terminal when temporary registration is performed; The above When the approval type specified in the physical information table is main approval, a step of making a main approval request to the main approver terminal, a step of receiving a notification of the result of the main approval request from the main approver terminal, When the result of the approval request is approval, this is a program for executing a main registration step and a step of notifying the applicant terminal of the completion of the main registration when the main registration is performed.

  In the program of the present invention, the step of performing the temporary registration and the step of performing the main registration record the contents of the management information table in a registration information management table that records management information necessary for registering the electronic file. A step of making the electronic file useable item of the registration information management table available, and a step of storing the electronic file in the registration information database and recording the storage location of the electronic file in the registration information management table. Is preferred.

The program of the present invention, in the computer, from the user terminal, a step of receiving the content of the desired utilization table containing the description of the electronic file and use method thereof have been temporarily registered or the registered signal use request, the After reading the usage conditions of the electronic file from the registration information management table, comparing the contents of the usage request table with the usage conditions, and if the usage conditions are satisfied, for the use of the electronic file After performing the processing, based on the processed usage, the step of updating the usage history table that records the usage history of the registered electronic file; and when the usage termination signal is received from the user terminal, the registration Read the usage condition of the electronic file from the information management table, read the usage history of the electronic file from the usage history table, When comparing the history and when the usage history satisfies the usage condition, the item of availability of the electronic file in the registration information management table remains usable, and when the usage history does not satisfy the usage condition the on the item of availability of registration information management table in the electronic file was not available, further executes the step of notifying a usage termination of the electronic file to the applicant's terminal for registration of the electronic file It is preferable to make it.

According to the present invention, it is determined systematically for storage management of an electronic file that is difficult to determine usefulness or non-publicity in advance during creation or is not intended for sharing such as personal use. In addition to this approval by a specific information manager, storage management based on provisional approval by an employee or the like designated by the person who intends to perform storage management can be provided.
In addition, the applicant can give usage conditions to the electronic file, and when using the electronic file that satisfies the usage conditions, the usage environment is automatically allowed to be used so that no approval work or waiting for approval occurs. I will provide a. Furthermore, a management function is provided that updates the usage history of the electronic file each time it is used and determines whether or not to continue automatic use.
In addition, the usage history of electronic files stored and managed by specific information managers determined systematically is confirmed. If inappropriate usage of electronic files is confirmed, the use of the electronic files is suspended. Provide management function
According to the present invention, it is possible to semi-automatically realize access control, use control, and approval action so that an electronic file in the process of being created, whose usefulness and publicity cannot be determined, is protected as a trade secret.

1 is a diagram schematically showing a configuration of an electronic file management system according to an embodiment of the present invention. FIG. 2 is a sequence diagram showing a schematic procedure of processing performed by an employee terminal and an information manager terminal when registering and using an electronic file with respect to the electronic file management apparatus of FIG. 1 and processing of the electronic file management apparatus. It is a sequence diagram which shows the procedure of the registration judgment process of FIG. It is a sequence diagram which shows the procedure of the use control disconnection process of FIG. FIG. 5 is a block diagram showing a detailed processing flow of an electronic file management apparatus that executes the processing procedure shown in FIGS. 2, 3, and 4. It is a flowchart which shows an example of a process of a registration judgment part. It is a flowchart which shows an example of a process of a registration control part. It is a flowchart which shows an example of a process of a utilization condition test | inspection. It is a flowchart which shows an example of a process of a usage control part. It is a flowchart which shows an example of a process of use history table update. It is a figure which shows an example of this registration condition table. It is a figure which shows an example of a temporary registration condition table. It is a figure which shows an example of a management information table. It is a figure which shows an example of a registration information management table. It is a figure which shows an example of a registration information database. It is a figure which shows an example of a utilization log | history table. It is a figure which shows an example of a utilization wish table | surface.

  Embodiments of the present invention will be described with reference to the drawings. In the following embodiments, “storage” means that an electronic file is stored in the file management system, and “registration” means that the storage condition for the electronic file is recorded and stored in the file management system. , "Approval" is to allow registration of electronic files, "Management" to register and use electronic files, inspect the registration status and usage status of electronic files, and use them as necessary “Permanent approval” means approval by a predetermined person, “Provisional approval” means approval by a person other than a predetermined person, and “Registration”. Is to register with this approval, `` provisional registration '' is to register with provisional approval, `` use '' is to print, process, and browse stored electronic files, Application " When applying for electronic file registration, "Applicant" is a person who applies for electronic file registration, and "Approver" is for permitting registration for electronic file registration applications Is the person who decides to approve or deny if it doesn't allow, "this approver" is the approver who makes this approval, and "temporary approver" is the approver who makes provisional approval. It is.

  FIG. 1 is a system configuration diagram schematically showing the configuration of an electronic file management system according to an embodiment of the present invention. In FIG. 1, an electronic file management apparatus 11 includes an employee network 12 that is a personal computer (hereinafter referred to as a PC) used by an employee and an information manager terminal 13 that is a PC used by an information manager. Connected through. The electronic file management device 11 is typically a PC server configured by Unix (registered trademark) or the like, but may be a general-purpose PC, an office computer, or the like. The employee terminal 12 and the information manager terminal 13 are typically general-purpose PCs, but may be, for example, a mobile phone or a personal mobile terminal (PDA: Personal Digital Assistant). The corporate network is typically the Internet, LAN, WAN, or telephone line, but may be any line that can transmit and receive data.

FIG. 2 is a sequence diagram showing a schematic procedure of processing performed by the employee terminal and the information manager terminal when registering and using the electronic file, and processing of the electronic file management device, with respect to the electronic file management device of FIG. is there.
To the applicant terminal (employee terminal) electronic file management apparatus 11 from 12 ₁ equipment for registration of the electronic file (applicant), the registration signal is transmitted to perform the registration of an electronic file, electronic file management apparatus 11 receives the registration request signal from the applicant terminal 12 _1, to register determination process of determining whether the registration, on the basis of the result of the registration determination process, registers the electronic file.
Further, to the user terminal (employee terminal) 12 ₂ electronic file management apparatus 11 from the person who intends to use the electronic file registered in the electronic file management apparatus 11 (user), require the use of an electronic file When the use request signal to is transmitted, the electronic file management apparatus 11 receives the use request signal from the user terminal 12 _2, performs the usage control process.
Alternatively, when the electronic file management apparatus 11 receives a usage history browsing request signal for requesting browsing of a usage history of a registered electronic file from the information manager terminal 13 of the information manager, the electronic file management device 11 manages the usage history information. When the use stop request signal for requesting the use stop of the electronic file is received from the information manager terminal 13, the use of the electronic file is stopped, and the information manager terminal 13 and the electronic file are received. to the applicant terminal 12 ₁ of the applicant who has applied for registration to output a signal to notify the suspension of use.

FIG. 3 is a sequence diagram illustrating a procedure of the registration determination process in FIG. Electronic file management apparatus 11 is an application contents of registration of the temporary approval from applicant terminal 12 _1, if it conforms to the formal condition for determining whether to formally provisionally approved a predetermined Performs the registration process of FIG. 2 immediately following. If it is an application for provisional approval but does not meet the formal conditions for determining whether or not to make provisional approval, the person designated by the applicant in the registration application is assumed as the provisional approver terminal. sends a provisional approval request signal to the 12 ₃ receives the result of the provisional authorization capability determination from the preliminary approver terminal 12 _3, it performs registration processing in subsequent FIG.
If the contents of the registration application from the applicant terminal 12 ₁ is an application of this approval, the a predetermined information manager as the approver information manager terminal (hereinafter, referred to as the present approver terminal) to 13 The approval request signal is transmitted, the result of the approval / disapproval determination from the approver terminal 13 is received, and the registration process of FIG. 2 is subsequently performed.

FIG. 4 is a sequence diagram showing the procedure of the usage control process of FIG. Determining whether utilization by availability test process utilizing examining the content of the desired from the user terminal 12 _2, when use is impossible, transmits an unavailability notification signal to the user terminal 12 _2.
In permission determination use by availability checking process, if it is possible to use the utilization and of the electronic file to the user terminal 12 ₂ performs the usage processing for recording the utilization history, the user terminal 12 _When the notification signal of the end of use is received from _2, the use condition inspection process is performed to determine whether the use of the electronic file can be continued. If the use cannot be continued, the application for applying for the registration of the file It sends the service suspension notification signal to applicant terminal 12 ₁ of the user.

FIG. 5 is a block diagram showing a detailed processing flow of the electronic file management apparatus that executes the processing procedure shown in FIGS. 2, 3, and 4. Applicant to register the electronic file, to the registration determination unit 24 of the applicant terminal 12 ₁ electronic file management apparatus 11 from other electronic files storing management, at least, information such as the name indicating the applicant himself, Information about whether it is provisional approval or full approval, if it is provisional approval, information such as the name of the requestee's temporary approver, the expiration date, number of times used, usage By submitting the contents of the management information table 23 that describes the conditions of storage management including information such as the name of the person who is permitted to perform and information on the permitted usage method, the provisional registration application (001) or the main registration application ( 301).

When the registration determination unit 24 receives a registration application signal (001 or 301), the registration determination unit 24 acquires the content of the transmitted management information table 23. If the approval type item of the management information table 23 is provisional approval, The temporary registration condition table 22 in which formal temporary registration conditions are recorded is read (002), the contents of the temporary registration condition table 22 are compared with the contents of the management information table 23, and the correspondence between the management information table 23 and the temporary registration condition table 22 is compared. If the contents of the items to be matched match, the provisional registration request is notified to the registration control unit 27 of the electronic file management apparatus 11 (005), and the contents of the corresponding items in the management information table 23 and the provisional registration condition table 22 If they do not match, it sends the temporary approver provisional approval request signal to the temporary approver terminal 12 ₃ according to the management information table 23 (003), the result notification to the temporary approval request from the temporary approver terminal 12 ₃ (004) And is approved for registration In this case, a temporary registration request is notified to the registration control unit 27 of the electronic file management apparatus 11 (005), and when the registration control unit 27 is notified of the completion of temporary registration for the temporary registration request (007). for the applicant terminal 12 ₁ of the applicant who carry out trial registration, transmits (008) a signal of completion of tentative registration. If the result for the temporary approval request from the temporary approver terminal 12 ₃ is denial transmits a denial signal to the applicant terminal 12 _1.

When the approval type item in the management information table 23 is the main approval, the registration determining unit 24 reads the main registration condition table 21 describing the main approver (302) and the main approver described in the main registration condition table 21. This approval request signal is transmitted to the terminal 13 (303), the result of the approval request is notified from the approver terminal 13 (304), and if the registration is approved, the registration control unit of the electronic file management apparatus 11 27, the registration request is notified (305), and when the registration control unit 27 is notified of the completion of the main registration for the main registration request (307), the applicant of the applicant who made the main registration application to the terminal 12 _1, the signal of the registration completion to transmit (308). If the result for the approval request from the approver terminal 13 is denial transmits a denial signal to the applicant terminal 12 _1.

  When the registration control unit 27 receives a provisional registration request (005) from the registration determination unit 24, the registration control unit 27 records the contents of the management information table 23 in the registration information management table 25 and stores the electronic file of the registration information management table 25. The item of availability is made available, the electronic file is recorded in the registration information database 26, the storage location of the electronic file is recorded in the registration information management table 25, and the usage history table 28 for the registered electronic file is created. When the registration judgment unit 24 is notified of the completion of temporary registration (007) and the registration request is received from the registration judgment unit 24, the contents of the management information table 23 are recorded in the registration information management table 25. In the registration information management table 25, the item of whether or not the electronic file can be used is made available, the electronic file is recorded in the registration information database 26, and the registration information management table 5 to record the storage location of the electronic file, and creating a usage history table 28 for the registered electronic file, and notifies the registration completion to the registration determining unit 24 (307).

Use controller 30 from the terminal 12 ₂ of a user who wants to use the electronic files that are temporarily registered or the registered electronic file (identifier of the electronic file) and method of use desired wishing to use (e.g., browsing When the request for use is received by receiving the contents of the use request table 29 including the description of the processing, printing, etc., the use conditions (for example, availability, use period, use of the electronic file) from the registration information management table 25 are received. If the electronic file can be used, the contents of the use request table 29 are compared with the use conditions, and the contents of the use request table 29 satisfy the use conditions. , transmits the information handling section of the electronic file to the user terminal 12 _2, the process for the use of the electronic file (for example, in the case of viewing the screen display, the update Update the contents of the electronic file (if printing, print output to the printing press) (103, 104), update the usage history table 28 corresponding to the used usage method (105), and update the electronic file there either unavailable, if the content of the desired utilization table 29 there is a corresponding entry is not satisfied any one of the items of the condition of the registration information management table 25, the unavailability notification signal to the user terminal 12 ₂ send (104), when receiving the use end of the signal of the electronic file from the user terminal 12 ₂ (106) notifies the use end of the electronic file to the registration control unit 27 (107).

Furthermore, when the registration control unit 27 receives the usage end notification (107) of the electronic file from the usage control unit 30, the registration control unit 27 reads the usage condition of the electronic file from the registration information management table 25, and reads the usage condition from the usage history table 28. Read the usage history of the electronic file (201), compare the usage conditions with the usage history, and if the usage history satisfies the usage conditions, leave the item of availability of the electronic file in the registration information management table 25 available, If there is an item that does not satisfy any one of the usage conditions in the usage history, the item of availability in the registration information management table 25 is set to unavailable (202), and the terminal of the applicant who applied for registration of the file 12 utilization stop signal of the file and sends (203) to _1, from the approver terminal 13, when receiving the read request signal usage history (401), usage history When the table 28 is read (402), the contents are transmitted to the approver terminal 13 (403), and the electronic file use stop request signal designated by the approver is received (404) from the approver terminal 13 the, the unavailable items availability of registration information management table 25 (405), a utilization stop signal of the file to send (407) to the terminal 12 ₁ of the applicant who has made registration of the file.

FIG. 6 is a flowchart illustrating an example of processing of the registration determination unit in FIG. Registration determination unit 24, after the operation starts, the processing request waiting and become (S600), when there is the applicant terminal 12 ₁ processing request requests the temporary registration or registration (if in S601 of Yes), the applicant terminal acquires management information table 23 from the 12 ₁ (S613), if the registration type of the management information table 23 is provisionally registered (Yes in S614), the user has in applicant from the temporary registration condition table 22 In addition, it is read that the usage method is browsing or processing (S617), the authorized user column of the management information table is the applicant (person) (Yes in S618), and the usage method is either browsing or processing. In such a case (Yes in S620), a temporary registration request is made to the registration control unit 27 (S621), and the column of the authorized user in the management information table 23 is not the applicant (person) (if No in S618) ), Use If law either nor processed in view (No in S620), provisional approval request to the temporary approver terminal 12 ₃ employees according to desired approver column of the management information table 23 as the temporary approver When the registration type of the management information table 23 is the main registration (No in S614), the approver is read from the registration condition table 21 (S615), and the approver's terminal is transmitted. sends the registration request signal to the 13 (S616), when there is a result of the notification approval request from the temporary approver terminal 12 ₃ or the approver terminal 13 (Yes in S602), the temporary approver terminal 12 ₃ (if yes in S608), a temporary registration request is sent to the registration control unit 27 (S612). If the approval is from the approver terminal 13 (Yes in S609), registration control is performed. Part 27 If the request is rejected from the temporary approver terminal (No in S608) and the rejection is from the approver terminal (No in S609), the applicant terminal 12 ₁ is notified of registration denial (S610), and if registration is notified from the registration control unit 27 (Yes in S603), application is completed if temporary registration is completed (Yes in S605). terminal 12 ₁ to transmit the signal of the provisional registration completion (S607), (No in S605) If the completion of the registration and sends a signal of the registration completion to the applicant terminal 12 ₁ (S606), either If it is not a notification (No in S603), an error process is performed (S604), and the process waits for a process request (S600).

FIG. 7 is a flowchart illustrating an example of processing of the registration control unit in FIG. 5, and FIG. 8 is a flowchart illustrating an example of processing of the use condition inspection in FIG. 7. After starting the operation, the registration control unit 27 waits for a processing request (S700). If there is a provisional registration or main registration request notification from the registration determination unit 24 (Yes in S701), the registration control unit 27 returns to the registration information management table 25. The contents of the management information table 23 are recorded (S716), the electronic file is stored in the registration information database 26 (S717), the usage history table 28 for the electronic file is generated and initialized (S718), and the provisional registration request is notified. If it is (Yes in S719), the registration judgment unit 24 is notified of the completion of provisional registration (S721). If it is a notification of the main registration request (No in S719), the registration judgment unit 24 When the registration is completed (S720), and the usage control unit 30 receives a usage end notification (Yes in S702), the registration information management table 25 and the usage history of the electronic file are registered. 28 is read (S801, S802 in FIG. 8), when the elapsed period from the registration date to the last usage date exceeds the usage deadline (Yes in S803), or when the usage count upper limit is set ( If the cumulative usage count of the usage history table 28 exceeds the usage count upper limit (Yes in S806), the registration information management table 25 is satisfied (S807, S713). writes unavailable availability column (S714), the terminal 12 ₁ of the applicant who has made registration of the electronic file, and sends the service suspension signal (S715), the usage log viewing request from the approver terminal 13 When the signal is received (Yes in S703), the contents of the usage history table 28 and the registration information management table 25 are read (S709, S710), and the approver terminal 13 is read. When the contents of the usage history table 28 and the registration information management table 25 are transmitted (S711), and further when a request to stop using an electronic file registered from the approver terminal 13 is received (Yes in S704), Applicant who wrote “unusable” in the usable / unusable column of the registration information management table 25 of the electronic file (S706), transmits a use suspension completion signal to the approver terminal 13 (S707), and applied for registration of the electronic file to the terminal 12 _1, transmits the service suspension signal (S 708), if not one of the notification (no in S704), the error processing is performed (S705), the process returns to request waiting (S700).

FIG. 9 is a flowchart showing an example of the process of the usage control unit in FIG. 5, and FIG. 10 is a flowchart showing an example of the process of updating the usage history table in FIG. Use controller 30, after the operation starts, the processing request waiting and become (S900), in a case where a request for use of electronic files from the user terminal 12 ₂ (Yes in S901), the registration information of the electronic file reads the contents of the management table 25 and usage history table 28 (S905), (No in S906) if it is not available availability column of the registration information management table 25, the registration information management table 25 to the user terminal 12 ₂ Of the electronic file and the fact that the electronic file is not available (S908), the availability column of the registration information management table 25 is available (Yes in S906), and the user registers the registration information management table 25. Are included in the authorized users (in the case of Yes in S907), the period from the registration date to the request date for use does not exceed the usage period (in the case of Yes in S909), and the upper limit of the number of use is If it is determined (Yes in S911), the usage method of the usage request table 29 is printed or processed if the cumulative usage count in the usage history table 28 is less than or equal to the upper limit of usage count (Yes in S910). If the usage method is one of browsing (Yes in S912, S913, S914, and S915), notification of the handling classification of the electronic file in the registration information management table 25 and the usage method for the electronic file Any of designated printing, processing, and browsing is performed (S917, S918, S919), and the usage method of the usage request table 29 is not printing, processing, or browsing (in the case of No in S913, S914, and S915) Then, notification of handling classification and error processing of the electronic file in the registration information management table 25 is performed (S916), and the usage date, user, and usage method are added to the usage history table 28. (S921, S922, S923 in FIG. 10), the cumulative usage count in the usage history table 28 is increased by 1 (S924), and the availability column in the registration information management table 25 is available (in the case of Yes in S906), The user is not included in the authorized users of the registration information management table 25 (No in S907), or the period from the registration date to the use request date has exceeded the usage deadline (No in S909) If the usage count upper limit is set, if the cumulative usage count in the usage history table exceeds the usage count upper limit (No in S910), the user terminal 12 ₂ notifies unavailable to (S908), when there is the user terminal 12 ₂ from the use end of the electronic file notification (Yes in S902), it notifies the usage termination to the registration control unit 27 (S904) Any (In the case of No in S902) If you do not even knowledge, error processing is performed (S903), returns to the processing request waiting (S900).

FIG. 11 is a diagram showing an example of the registration condition table 21, in which an organization such as a company designates an information manager as the authorizer.
FIG. 12 is a diagram illustrating an example of the provisional registration condition table 22. In this example, the user is the applicant and the usage method is browsing, and the user is the applicant and the usage method is processing. Is a formal provisional registration condition.
FIG. 13 is a diagram illustrating an example of the management information table 23. In the case of an applicant who applies for registration, an electronic file for applying for registration, a registration type indicating whether the registration is temporarily registered and temporary registration, and temporary approval , Provisional approver, handling category, expiration date of the electronic file to be registered, upper limit of the number of times of use, authorized user who is permitted to use, and usage method column indicating the permitted usage method.
FIG. 14 is a diagram illustrating an example of the registration information management table 25. For each file identifier, a registration type indicating whether the registration is temporary registration or main registration, an applicant indicating a person who has applied for registration, and a person who has approved the registration are illustrated. Approver, registration date that indicates the date of registration, handling category, availability that indicates whether or not the electronic file can be used, expiration date that indicates the period in which the file can be used, usage limit that indicates the maximum number of usage, and permission to use It consists of each column of an authorized user indicating a user and a usage method indicating a usage of a permitted use.
FIG. 15 is a diagram showing an example of the registration information database 26. In this example, the registration information database 26 is composed of a binary set of a name of an electronic file to be registered and a file identifier for identifying the file in the electronic file management system.
FIG. 16 is a diagram illustrating an example of the usage history table 28. For each registered electronic file, each of the electronic file identifiers, cumulative usage counts, usage date / time, user, and usage method is used history. It consists of columns.
FIG. 17 is a diagram showing an example of the usage request table 29, which is composed of a file identifier of a file desired to be used and a desired usage method.

  In the above description, various notification signals between each of the applicant terminal, the user terminal, the temporary approver terminal, the approver terminal, and the function units of the registration determination unit, the registration control unit, and the usage control unit are as follows. It may be realized by an application program for instruction communication that directly sends / receives signals to / from each function unit of the electronic file management apparatus to an employee terminal such as an applicant terminal, or may be a notification signal using e-mail. .

DESCRIPTION OF SYMBOLS 11 Electronic file management apparatus 12 Employee terminal 12 ₁ Applicant terminal 12 ₂ User terminal 12 ₃ Temporary approver terminal 13 Information manager terminal (this approver terminal)
21 Real Registration Condition Table 22 Temporary Registration Condition Table 23 Management Information Table 24 Registration Judgment Unit 25 Registration Information Management Table 26 Registration Information Database 27 Registration Control Unit 28 Usage History Table 29 Usage Desired Table 30 Usage Control Unit

Claims (10)

From the applicant's terminal, accept the contents of the management information table that describes the storage management conditions including the electronic file to be stored and the approval type information of this approval or provisional approval as a registration application signal and specify it in the management information table When the approval type to be temporarily approved is a formal condition for determining whether or not to formally make a temporary approval, the contents of the management information table are compared. When a registration request is made and the formal conditions are not satisfied, a temporary approval request is sent to the temporary approver terminal, a notification of the result of the temporary approval request is received from the temporary approver terminal, and the result of the temporary approval request is approved. If there is a temporary registration request, if the temporary registration is completed, the applicant terminal is notified of the completion of temporary registration, and if the approval type specified in the management information table is permanent approval, Make a request for approval to the approver terminal, and The notification of the result of this approval request is received from the user terminal, and if the result of this approval request is approval, the main registration request is made. When the main registration is completed, the applicant terminal is notified of the completion of the main registration. A registration determination unit to
When the registration determination unit is notified of the provisional registration request or the main registration request, the contents of the management information table are recorded in the registration information management table for recording the management information necessary for registering the electronic file and the registration information The item of availability of the electronic file in the management table is made available, the electronic file is stored in the registration information database, and the storage location of the electronic file is recorded in the registration information management table. In the case of the temporary registration request, the registration is performed. A registration control unit that notifies the determination unit of the completion of provisional registration, and in the case of the main registration request, a registration control unit that notifies the registration determination unit of the completion of main registration;
An electronic file management apparatus comprising: The contents of the use request table including the description of the temporarily registered or fully registered electronic file and the usage method thereof are received as a use request signal from the user terminal, and the use condition of the electronic file is read from the registered information management table In the above, the contents of the usage request table are compared with the usage conditions, and when the usage conditions are satisfied, the processing for using the electronic file is performed, and then registered based on the processed usage. Updating a usage history table for recording the usage history of the electronic file, receiving a usage termination signal from the user terminal, and further comprising a usage control unit for notifying the registration control unit of the usage termination of the electronic file,
The registration control unit receives a notification of the end of use of the electronic file from the use control unit, reads the use condition of the electronic file from the registration information management table, reads the use history of the electronic file from the use history table, When the usage history is compared with the usage history, and the usage history satisfies the usage condition, the item of availability of the electronic file in the registration information management table remains usable, and the usage history does not satisfy the usage condition. In this case, the use of the electronic file is disabled in the registration information management table, and the use stop of the electronic file is notified to the terminal of the applicant for registration of the electronic file. The electronic file management apparatus according to claim 1.   The registration control unit receives a usage history browsing request from the approver terminal, transmits the content read from the usage history table to the approver terminal, and stops using the electronic file from the approver terminal. Receiving an instruction, disabling the use of the electronic file in the registration information management table, and notifying the terminal of the applicant for registration of the electronic file that the use of the electronic file has been stopped. The electronic file management apparatus according to claim 2, wherein: An electronic file management method in an electronic file management device, comprising:
The electronic file management device includes:
Receiving from the applicant terminal the contents of the management information table describing the storage management conditions including the electronic file to be stored and the approval type information of the main approval or provisional approval, as a registration application signal;
When the approval type specified in the management information table is provisional approval, the formal condition for determining whether or not to formally make a provisional approval is compared with the contents of the management information table to determine the formal condition. If you are satisfied with the provisional registration step,
If the formal condition is not satisfied, a step of requesting temporary approval to the temporary approver terminal,
Receiving a notification of a result of a temporary approval request from the temporary approver terminal;
If the result of the provisional approval request is approval, performing provisional registration;
A step of notifying the applicant terminal of the completion of provisional registration when provisional registration is performed;
When the approval type specified in the management information table is the main approval, a step of requesting the main approval request to the approver terminal;
Receiving a notification of the result of the approval request from the approver terminal;
If the result of the final approval request is approval, performing the main registration;
Notifying the applicant terminal of the completion of the main registration when the main registration is performed;
Managing electronic files, characterized by the execution. The step of performing the temporary registration and the step of performing the main registration include:
Recording the contents of the management information table in a registration information management table for recording management information necessary for registering an electronic file, and enabling the use of the electronic file availability item in the registration information management table;
Storing the electronic file in a registration information database and recording the storage location of the electronic file in the registration information management table;
The electronic file management method according to claim 4, comprising: The electronic file management device includes:
Receiving from the user terminal the contents of the usage request table including a description of the provisionally registered or fully registered electronic file and its usage as a usage request signal;
After reading the usage conditions of the electronic file from the registered information management table, comparing the usage conditions with the contents of the usage request table;
If the usage condition is satisfied, after performing the processing for using the electronic file, updating the usage history table that records the usage history of the registered electronic file based on the processed usage; and ,
When a usage end signal is received from the user terminal, the usage conditions of the electronic file are read from the registration information management table, the usage history of the electronic file is read from the usage history table, and the usage conditions and the usage history are compared. And steps to
If the usage history satisfies the usage conditions, the item of availability of the electronic file in the registration information management table remains usable, and if the usage history does not satisfy the usage conditions, the registration information management table A step of notifying the use of the electronic file, and notifying the terminal of the applicant for registration of the electronic file of the suspension of the use of the electronic file;
Further management method of the electronic file according to claim 4 or 5, characterized in that to perform. The electronic file management device includes:
Receiving a usage history browsing request from the approver terminal, and transmitting the content read from the usage history table to the approver terminal;
Accepting an instruction to stop using the electronic file from the approver terminal, making the electronic file use availability item in the registration information management table unusable, to the terminal of the applicant for registration of the electronic file To notify the suspension of use of the electronic file,
Further management method of the electronic file according to claim 6, characterized in that to perform. On the computer,
Receiving from the applicant terminal the contents of the management information table describing the storage management conditions including the electronic file to be stored and the approval type information of the main approval or provisional approval, as a registration application signal;
When the approval type specified in the management information table is provisional approval, the formal condition for determining whether or not to formally make a provisional approval is compared with the contents of the management information table to determine the formal condition. If you are satisfied with the provisional registration step,
If the formal condition is not satisfied, a step of requesting temporary approval to the temporary approver terminal,
Receiving a notification of a result of a temporary approval request from the temporary approver terminal;
If the result of the provisional approval request is approval, performing provisional registration;
A step of notifying the applicant terminal of the completion of provisional registration when provisional registration is performed;
When the approval type specified in the management information table is the main approval, a step of requesting the main approval request to the approver terminal;
Receiving a notification of the result of the approval request from the approver terminal;
If the result of the final approval request is approval, performing the main registration;
Notifying the applicant terminal of the completion of the main registration when the main registration is performed;
A program for running The step of performing the temporary registration and the step of performing the main registration include:
Recording the contents of the management information table in a registration information management table for recording management information necessary for registering an electronic file, and enabling the use of the electronic file availability item in the registration information management table;
Storing the electronic file in a registration information database and recording the storage location of the electronic file in the registration information management table;
The program according to claim 8, comprising: In the computer,
Receiving from the user terminal the contents of the usage request table including a description of the provisionally registered or fully registered electronic file and its usage as a usage request signal;
After reading the usage conditions of the electronic file from the registered information management table, comparing the usage conditions with the contents of the usage request table;
If the usage condition is satisfied, after performing the processing for using the electronic file, updating the usage history table that records the usage history of the registered electronic file based on the processed usage; and ,
When a usage end signal is received from the user terminal, the usage conditions of the electronic file are read from the registration information management table, the usage history of the electronic file is read from the usage history table, and the usage conditions and the usage history are compared. And steps to
If the usage history satisfies the usage conditions, the item of availability of the electronic file in the registration information management table remains usable, and if the usage history does not satisfy the usage conditions, the registration information management table A step of notifying the use of the electronic file, and notifying the terminal of the applicant for registration of the electronic file of the suspension of the use of the electronic file;
The program according to claim 8 or 9, further executing:

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