JP5223578B2 - Data management system and program for data management system - Google Patents

Description

  The present invention relates to a data management system and a program for managing information on a predetermined project on a network.

  Nowadays, when research institutions are jointly engaged by multiple research institutes and multiple parties, data on such joint projects (for example, measurement / analysis result data, various documents related to the project, etc.) are stored on the Internet or intranet. It is common to communicate with each other via a data communication network such as.

In this case, from the viewpoint of ease of data use and from the viewpoint of convenience of data management, data related to a certain project is centrally stored and managed in a management server provided on the network. Of course, it is desirable. Such a data management system for managing data related to individual projects on a network has already been put to practical use (see, for example, Non-Patent Document 1).
In the present specification, the “data management system” refers to a data management system capable of managing data on a network.

  By the way, when a project involving multiple research institutes or related parties is being promoted, communication between the related parties is generally performed using e-mail (hereinafter simply referred to as “mail”). Is. For example, in the main text, an email with the content "Experimental result uploaded to the management system, please see. This result seems to show ~" is sent to the parties concerned, It is often the case that a contact email such as “I will make a meeting with the person at the place of ~ at the date and time of ~” is sent to the person concerned.

"Shimadzu review, development of record management system" Genji "for research and development", [online], Shimadzu Corporation, [searched on September 19, 2008], Internet <URL: http: //www.genzou. jp / contents / shimadzu_hyouron.pdf>

As mentioned earlier, when a collaborative project is being carried out by multiple parties, the data management system is used to manage the data related to that project. Apart from the data management system, emails about projects are sent and received from each other. Such e-mail transmission / reception is performed by dedicated e-mail software installed in the personal computer of each party's client, and the e-mail software is also used for managing transmitted / received e-mails.
In order for related parties to send and receive mail to collect related mail for each project, for example, create a folder for storing related mail on e-mail software, and store the corresponding mail manually in that folder as appropriate Management, or by applying specific tags to the corresponding emails so that they can be retrieved when necessary. However, if the number of participating projects is large or the number of emails exchanged is large, this is a very complicated and troublesome operation.

As one method for solving the above problem, it is also conceivable to manage received or transmitted mail on the client side relatively easily by introducing commercially available mail archive software. However, this requires new mail software to be introduced by all parties involved, which is not practical from the viewpoint of cost and system management.
In addition, instead of using e-mail as a means of communication, it may be possible to use a bulletin board on a network provided in association with the project, for example. This makes it possible to centrally manage communication between parties related to a project. However, generally speaking, the method of using a bulletin board on the network is not easy to use and not easy to use because it is not a familiar mail.

  The present invention has been made to solve the problems described above. The problem to be solved is a data management system capable of centrally managing data relating to a project on a network, and also managing emails sent and received between parties related to the project. It is to provide a data management system that can do this.

The data management system according to the present invention configured as described above,
In a data management system available on the network that centrally manages information on one or more projects,
A mail receiver for receiving e-mails over a network;
A participant group specifying unit that extracts a participant group name of the project registered in advance in the data management system from the character information included in the e-mail;
A project identification unit that extracts a project name from the text information included in the email;
Based on the participant group name extracted by the participant group specifying unit and the project name extracted by the project specifying unit, the e-mail is stored in association with a predetermined project included in the data management system. An email storage unit;
It is characterized by providing.

  Here, the participant group means a group of participants (research institutes or individuals) who participate in a certain project, and the participant group name means identification information for identifying the group. The members of the participant group may be a plurality of research institutions or individuals, or a single research institution or a single individual.

  The mail storage unit further stores the electronic mail in association with data related to the project to which the electronic mail is associated (including all data such as measurement / analysis result data and various documents related to the project). It can also be done.

  In the data management system according to the present invention, it is preferable that the project specifying unit extracts the project name from the character information included in the subject of the e-mail.

  The participant group specifying unit may extract a participant group name from character information included in To (destination), Cc (carbon copy), and Bcc (blind carbon copy) of the email. good.

In addition, the present invention
A data management system that can be used on a network to centrally manage information on one or a plurality of projects, and when receiving an e-mail via a data communication network,
A participant group specifying unit that extracts a participant group name of the project registered in advance in the data management system from the character information included in the e-mail;
A project identification unit that extracts a project name from the text information included in the email;
Email storage for storing the email in association with the project included in the data management system based on the participant group name extracted by the participant group specifying unit and the project name extracted by the project specifying unit And
There is also provided a data management system program characterized in that it is made to function.

  According to the data management system of the present invention, it is possible to manage the mail transmitted / received between the parties related to a certain project in the data management system by a very simple method. Therefore, in addition to checking the received or sent mail on the client side, the related parties can access the data management system on the network and view the mail related to the project together with the data related to the target project. And understand the process of the project clearly. It also frees you from having to manage project emails on the client side.

  In addition, the data management system according to the present invention has an advantage that a person who is a user of this system can communicate with the person concerned while continuing to use the mail software that has been used conventionally. . That is, it is not necessary to introduce new dedicated software on the client side.

  Hereinafter, the data management system according to the present invention will be described in detail with reference to examples. FIG. 1 is a schematic diagram showing an embodiment of a data management system according to the present invention.

  Here, it is assumed that the research institutes A, B, and C are working together on the project. All of these research institutions A, B, and C are connected to the Internet 10 via a predetermined computer (not shown).

A data management system 20 is connected to the Internet 10. Entity is such connected server or a personal computer to the Internet 10 the data management system 20, a central processing unit and a memory, a computer system equipped with a like storage medium, the computer system the program data management system By executing, various functions are realized.

  A data storage unit 21 constituted by a storage medium such as a hard disk is connected to the data management system 20. In the data storage unit 21, documents, data, e-mails, etc. relating to a plurality of projects are individually managed (in the example of FIG. 1, only project 1 and project 2 are depicted). In the example of FIG. 1, it is depicted that a folder for documents, data, and mail is provided for each project, but the form of file management in the data management system 20 is not particularly limited.

  In order to manage a project using the data management system 20, at least the following items need to be determined in advance.

Project: In this example, “project 1” and “project 2” are registered in the data management system 20, and folders corresponding to these are provided in the data storage unit 21.
-Participant group identifier of users involved in the project: In this example, one participant group identifier "AAA" is given to the entire joint project consisting of the three parties of research institution A, research institution B, and research institution C. It shall be. In the joint project indicated by “AAA”, two projects “Project 1” and “Project 2” are registered.

  In addition, when the data management system 20 is used to exchange mails related to a project among related parties, mails are created and transmitted according to the following rules. FIG. 2 shows an example of such an e-mail, which is an example of the e-mail description when e-mail is transmitted from the research institution A to the research institutions B and C (and simultaneously transmitted to the data management system 20).

・ Enter the e-mail address of the recipient of the e-mail as usual in the e-mail address (To). In the example of FIG. 2, “foo@b.jp”, which is the mail address to research institution B, and “bar@c.jp”, which is the mail address to research institution C, are entered in the destination (To). ing.
・ In the Cc (carbon copy) column of the email, enter the email address that consists of the participant group identifier before the “@” (at sign) and the domain name of the data management system 20 after the “@”. To do. In the example of FIG. 2, “AAA@genzou.jp” is entered.
However, the e-mail address entered in the e-mail may be described in any of To, Cc, and Bcc depending on the purpose.

  ・ As the subject of the email, place a normal subject in front of “@” (at sign), and place the project name behind “@”. In the example of FIG. 2, a subject line is written in which a character string “@project 1” is arranged after the subject line “Development of illegal drug analysis technique”.

  Next, referring to FIG. 3 which is a flowchart, an operation for managing mail related to a certain project in the data management system 20 according to the present invention will be described. In the following description, it is assumed that the mail M as shown in FIG.

  First, when the mail M as shown in FIG. 2 is transmitted from the research institution A, the mail M is transmitted to the research institution B corresponding to the mail address “foo@b.jp” designated as the destination via the Internet 10. And to the research institution C corresponding to the mail address of “bar@c.jp” (more precisely, it reaches a predetermined mail server). The mail M is sent as a broadcast mail to the data management system 20 corresponding to the mail address “AAA@genzou.jp” based on the address entered in the Cc column.

  In the data management system 20, the mail receiving unit 22 receives the mail M transmitted via the Internet 10 (step S1). Next, the participant group specifying unit 25 selects the character string before “@” from the character information included in the mail M, in particular, from the mail address “AAA@genzou.jp”, that is, “AAA”, which is the user name in the mail address, is extracted (step S2). This “AAA” is already registered as a participant group identifier (that is, a participant group name in the present invention) of the data management system 20.

  Next, in step S3, the project identification unit 23 extracts the project name from the character information included in the mail M, particularly from the subject “Development of illegal drug analysis technique @ project 1”. In this example, “project 1” is extracted from the character string after “@”.

  Next, in step S4, the mail storage unit 24, based on the participant group identifier “AAA” extracted in step S2, sends this mail M to the joint project registered with the participant group name “AAA”. To be identified. Further, based on “project 1”, which is the project name extracted in step S3, the mail M is specified as being related to “project 1” in the joint project “AAA”, and the data storage unit 21 is identified. This mail M is stored in a “mail” folder related to “project 1” in “AAA”.

  As described above, emails exchanged between persons in charge and related organizations in relation to a certain project are stored in an appropriate place in the data management system. Therefore, when sending an email related to a joint project, it is necessary to make arrangements between the parties concerned so that the email is also sent to the data management system by using the email address as described above. As a result, emails related to the project are appropriately stored in the data management system. Therefore, any person in charge at research institutes A, B, and C logs on to the data management system 20 by entering a predetermined ID and password, and receives emails related to the target project. The contents can be checked together with other data and documents.

  Furthermore, in order to further enhance the relevance between the contents of the mail and other data, after the concerned person logs on to the data management system 20, the mail stored in the data storage unit 21 and the project corresponding to the mail are displayed. Performs association work with other related data (such as documents and data). This is because, for example, by appropriately operating an input unit of a computer terminal connected to the data management system 20 via the Internet, an email stored in the data storage unit 21 is the same as the email. An instruction for associating with other data related to the project (which may be a plurality of projects including other projects) is given, and the mail storage unit 24 that has received this instruction It is executed by making an association. This association can be performed by separately providing an association table or by adding additional information directly to mail or data, but the method is not particularly limited.

  FIG. 4 is a diagram schematically showing the result of such association. FIG. 4 shows the association between documents and data stored in the data storage unit 21 and mail. Here, as an example, three documents C1 to C3, three data D1 to D3, and four mails M1 to M4 are stored in association with the project “project 1”. The mail M1 is related to the document C1 and the data D1, the mail M3 is related to the document C2, the data D2, and the data D3, respectively, and the mail M4 is related to the document C3. .

When a related person selects a certain mail, for example, mail M3, on the work screen of the data management system 20, on the work screen, the document C2, data D2, and data D3 are related to the mail M3. Is displayed. Here, when a related person performs a predetermined operation (for example, double-clicking a displayed icon), these documents can be easily opened and browsed.
Of course, on the contrary, when a document, data, or the like is browsed, it is displayed that there is an email associated with the document, data, etc., and the corresponding email may be opened in response to an input of a predetermined operation.

  The data management system according to the present invention has been described with specific examples. Of course, the above description is merely an example, and improvements and modifications may be made as appropriate.

  The data management system according to the present invention may be connected to an intranet instead of the Internet as a network. As long as e-mail can be used, it can be used under any network environment.

  In the above example, the Participant Group Identification Department extracts the participant group based on the account name of the email address listed in the Cc column, but the participant group name can be extracted in places other than the account name of the email address. Of course, it doesn't matter if you do it. It is also conceivable that the participant group name is described in the body of the email based on a predetermined format, and this is extracted by the participant group specifying unit. Similarly, the project name extracted by the project specifying unit may be described in a place other than the subject of the mail.

  In the above example, the participant group identifier (participant group name) “AAA” indicates a joint project consisting of the three parties of research institutes A, B, and C. A group name may be assigned.

  Further, in the above example, a configuration is shown in which the mail storage unit associates both based on the input of an instruction to associate the mail with the data. However, for example, it is possible to extract the data name related to the mail from the character information included in the mail, and the mail storage unit associates the mail with the data from which the data name is extracted. is there. Thereby, further labor saving is achieved. In this case, the person who sends the mail includes a description specifying the related data in a predetermined format in the mail.

The schematic diagram which shows the structural example of the data management system which concerns on one Embodiment of this invention. An example of the mail received in the data management system concerning one embodiment of the present invention. The flowchart for demonstrating operation | movement of a data management system. The figure which shows typically the correlation with the mail and the document and data preserve | saved at the data storage part.

Explanation of symbols

DESCRIPTION OF SYMBOLS 10 ... Internet 20 ... Data management system 21 ... Data storage part 22 ... Mail receiving part 23 ... Project specific part 24 ... Mail storage part 25 ... Participant group specific part M ... Mail

Claims (4)

In a data management system available on the network that centrally manages information on one or more projects,
A mail receiver for receiving e-mails over a network;
From the character information included in the To, Cc, Bcc of the e-mail , a participant group specifying unit that extracts a participant group name of the project registered in advance in the data management system,
A project identification unit that extracts a project name from the text information included in the email;
Based on the participant group name extracted by the participant group specifying unit and the project name extracted by the project specifying unit, the e-mail is stored in association with a predetermined project included in the data management system. An email storage unit;
A data management system comprising:   The data management system according to claim 1, wherein the mail storage unit stores the electronic mail in association with data related to a project with which the electronic mail is associated.   The data management system according to claim 1, wherein the project specifying unit extracts a project name from character information included in a subject of the e-mail. A program used in a data management system that can be used on a network for centrally managing information on one or a plurality of projects, and when receiving an email via a data communication network, the data management system
From the character information included in the To, Cc, Bcc of the e-mail , a participant group specifying unit that extracts a participant group name of the project registered in advance in the data management system,
A project identification unit that extracts a project name from the text information included in the email;
Based on the participant group name extracted by the participant group specifying unit and the project name extracted by the project specifying unit, the e-mail is stored in association with a predetermined project included in the data management system. An email storage unit;
A program for a data management system characterized by being made to function.

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