JP5729053B2 - Document discard determination support apparatus, program, and method - Google Patents

Description

  The present specification relates to a document discard determination support technology.

  A document created by a national or local government organization or public official for its job is called an official document. For example, in a local government, whether or not an official document stored for a certain period of time is to be discarded or transferred to an archive is determined by the staff based on each guideline.

  In such a guideline, the official document indicated as the target of storage is expressed in a broad concept such as “an official document related to a predetermined theme, an important document as a historical document”. It is not stipulated what kind of matters should be stored for official documents. Therefore, whether or not it is an official document to be stored has been determined at the discretion of the person who operates it using the guidelines.

  In this way, according to the operation method based on the guidelines, whether or not it is an official document to be stored depends on the decision of the person who decides it, so the content of the decision may differ depending on the person's business environment or experience. There is. For example, it may happen that an official document that should be transferred to the official archive building is determined to be discarded due to busy business and skill of personnel. Therefore, in such a method, since there is a possibility of human error, it is not only reliable but also labor intensive.

  On the other hand, there is a technique for managing the document by determining whether the electronic document is stored or discarded. For example, in the first technique, among document image data (files) stored on the hard disk, a file in which the period of no access is longer than a first predetermined period (for example, one year) is an unnecessary file (transfer target) File). A transfer flag is set for the file, encrypted and transferred to the host computer. In the computer, the encrypted file is stored in the hard disk. The file body is deleted from the hard disk. The transfer deletion process is automatically executed periodically. When searching, if the searched file is on the hard disk, it is acquired immediately, and if it has already been transferred, it is acquired by requesting the host computer to return the file.

  In the second technique, it is determined whether or not an electronic signature is attached to electronic data from the input device. When an electronic signature is given, the importance level of the signer and the necessity of long-term storage are acquired. In addition, it is determined whether or not a predetermined keyword is included in the electronic data. When a predetermined keyword is included, the importance related to the keyword and the necessity of long-term storage are acquired. Electronic data is stored in a storage device in accordance with the importance level and the necessity information for long-term storage based on the importance level for the signer and the keyword and the necessity information for long-term storage.

JP 2001-175516 A JP 2006-260017 A

  For example, when the second technique is applied to the destruction or storage of a document, the document is read and digitized by a scanner or the like, and the document is discarded or stored based on the degree of coincidence between a keyword extracted from the document and a predefined important keyword. It may be possible to make a decision to save.

  However, even if the degree of coincidence between the keyword extracted from the document and the keyword registered as an important keyword is low, there is still a question as to whether the document can be regarded as a document to be discarded.

  In view of this, the present specification provides a technique for providing determination support for more appropriately determining whether to discard a document.

The document discard determination support apparatus includes a type reference storage unit, a determination condition storage unit, an institutional status storage unit, a document acquisition unit, a type acquisition unit, an institution acquisition unit, a determination reference acquisition unit, and a determination unit. The type reference storage unit stores, for each institution, type information indicating the type of document and a determination criterion for determining the type in association with each other. The determination condition storage unit stores determination conditions for determining whether to discard a document for each institution.
The engine situation storage unit stores, for each engine, engine situation information that is information including at least one of the number of persons indicating the scale of the engine , income, and area . The document acquisition unit acquires document information of a document owned by the first institution from the first terminal device belonging to the first institution. The type acquisition unit acquires the type information of the acquired document information based on the determination criterion stored in the type criterion storage unit. The engine acquisition unit acquires a second engine in which the engine situation information related to the acquired type information matches the first engine from the engine situation storage unit. The determination criterion acquisition unit acquires the determination condition of the second engine from the determination condition storage unit. The determination unit compares the acquired determination condition of the second institution with the document information, and determines whether to discard the document information.

  According to the document discard determination support technology of this specification, it is possible to more appropriately determine whether to discard a document.

An example of the block diagram of the document disposal determination support system in this embodiment is shown. The block diagram of the official document discard determination assistance apparatus 2a in this embodiment (Example 1) is shown. An example of the genre / keyword relationship table 31 in the present embodiment (Example 1) is shown. An example of the comparison item relation table 32 in this embodiment (Example 1) is shown. An example of the local government situation table 33 in this embodiment (Example 1) is shown. An example of the transfer document keyword table 34 in this embodiment (Example 1) is shown. An example of the transfer / discard registration table 35 in this embodiment (Example 1) is shown. An example of the draft data input screen in this embodiment (Example 1) is shown. An example of the determination result screen in this embodiment (Example 1) is shown. An example of a document disposal determination support processing flow in the present embodiment (Example 1) will be described. The block diagram of the official document discard determination assistance apparatus 2b in this embodiment (Example 2) is shown. An example of a document disposal determination support processing flow (part 1) in the present embodiment (Example 2) will be described. An example of a document discarding determination support processing flow (part 2) in the present embodiment (Example 2) will be described. It is a block diagram of the hardware environment of the official document discard determination support apparatus.

  For example, when applying the second technique to discarding or storing an official document, the official document is first read and digitized by a scanner or the like. Then, based on the degree of coincidence between the keyword extracted from the official document and the important keyword defined in advance, the decision to discard or save the official document is made.

  However, even if the degree of coincidence between keywords extracted from official documents and those registered as important keywords is low, it may be difficult or difficult to determine that the official document is an official document to be discarded. .

  Furthermore, there are various genres of official documents, and important keywords must be managed for each genre. For this reason, it is predicted that the discard determination will be further complicated.

  Therefore, in the following embodiment, a technique for performing the discard determination more carefully by using not only the discard determination record of the own engine but also the discard determination record of another engine similar to the own engine will be described.

  FIG. 1 shows an example of a block diagram of a document discard determination support system in the present embodiment. The document disposal determination support system 1 includes a document disposal determination support device 2, a terminal device 11, and a network 12. The terminal device 11 is a computer provided in each engine such as a first engine and a second engine, for example. The document disposal determination support device 2 and each terminal device 11 can communicate with each other via a network.

  The document discarding determination support apparatus 2 includes a document acquisition unit 3, a type acquisition unit 4, an institution acquisition unit 5, a determination reference acquisition unit 6, a determination unit 7, a determination result notification unit 8, a type reference storage unit 9, and an institution status storage unit 10. The determination condition storage unit is included.

  In the type reference storage unit 9, for each institution, type information indicating the type of document and a determination criterion for determining the type are stored in association with each other. As an example of the classification criterion storage unit 9, there is a genre / keyword relationship table 31.

The engine situation storage unit 10 stores engine situation information that is information related to the situation of the engine for each engine. As an example of the institutional situation storage unit 10, there is a local government situation table 33.
The determination condition storage unit 13 stores a determination condition for determining whether to discard the document for each organization. An example of the determination condition storage unit 13 is a transfer document keyword table 34.

The document acquisition unit 3 acquires document information of a document owned by the first institution from the first terminal device belonging to the first institution. An example of the document acquisition unit 3 is an acquisition unit 21.
The type acquisition unit 4 acquires type information of the acquired document information based on the determination criteria stored in the type reference storage unit 9. As an example of the type acquisition unit 4, there is a genre analysis unit 22.

  The engine acquisition unit 5 acquires from the engine status storage unit 10 a second engine whose engine status information related to the acquired type information matches the first engine. As an example of the institution acquisition unit 5, there is a comparative local government determination unit 24.

The determination criterion acquisition unit 6 acquires the determination condition of the second engine from the determination information storage unit 13. An example of the determination criterion acquisition unit 6 is a collation unit 25.
The determination unit 7 compares the acquired determination condition of the second institution with the document information, and determines whether or not to discard the document information. As an example of the determination unit 7, there are a collation unit 25 and a determination unit 26. The determination result notification unit 8 notifies the first terminal device of the determination result by the determination unit 7.

With this configuration, it is possible to more appropriately determine whether to discard the document.
The criterion is, for example, a keyword. The document information is, for example, character string information. The type acquisition unit 4 subdivides character information to acquire word groups, acquires a determination criterion that matches a combination of word groups from the classification criterion storage unit 9, and acquires type information corresponding to the determination criterion. With this configuration, the genre of the document can be specified.

  In the above description, a keyword is used as a determination criterion, but the present invention is not limited to this. For example, a determination condition that is ruled as “type: public document related to accounting is 5 years (usually 3 years)” may be used. In this case, it is assumed that accounting is stored as type information in the type reference storage unit 9 and 5 years of storage is stored as a determination reference. When comparing the determination criterion with the acquired document information, the type acquisition unit 4 extracts from the acquired document information that the storage period of the document is 5 years. Then, the document acquisition unit compares the determination criterion (storage 5 years) with the storage period of the document, and acquires the type (accounting) corresponding to the determination criterion from the type reference storage unit 9.

  The determination condition storage unit 13 stores a discard determination criterion, which is a determination criterion for documents to be discarded for each institution, and a storage determination criterion, which is a determination condition for documents to be stored for each institution. An example of the discard determination criterion is a keyword stored in the discard target keyword table 114. As an example of the storage criterion storage unit, there are keywords stored in the transfer target keyword table 115.

  The document disposal determination support apparatus further includes a prefix determination unit. The predetermination unit compares the discard determination criterion for the first engine with the acquired document information, and determines whether to discard the document information. The prefix determination unit compares the storage determination standard for the first engine with the acquired document information and determines whether or not to store the document information. An example of the pre-determination unit is a pre-processing unit 111.

  At this time, the type acquisition unit 4 stores the type information of the document information that has not been determined to be discarded or stored by the prefix determination unit based on the determination criteria stored in the type reference storage unit 9. get.

  With this configuration, the document to be discarded, the document to be transferred, and the public document that is difficult to determine whether or not to be discarded are sorted, and this document is implemented for documents that are difficult to determine whether or not to discard. Processing in the form can be performed.

  In addition, the institutional situation information includes at least one element among the number of persons belonging to the institution, income, and area. The institution acquisition unit determines one or more elements of the institution information according to the acquired type information, and the second information that matches the first institution from the institution information storage is determined for the information represented by the determined element. Get an institution.

By comprising in this way, the 2nd engine similar to the 1st engine can be specified.
Also, assume that the document is an official document. In this case, the document discard determination support apparatus further includes an auxiliary processing unit and an addition unit.

  The auxiliary processing unit obtains at least one of the number of authorizers of the official document, the status of the authorizer, the number of requests for information disclosure of the official document, and the number of accepted requests. An example of the auxiliary processing unit is an auxiliary comparison processing unit.

  The adding unit determines the matching rate based on the comparison between the acquired second institution's judgment condition and the document information, the number of authorizers of the acquired official document, the status of the authorizer, the number of requests for information disclosure of the official document, The weighted points are added to the document information according to at least one of the received cases. An example of the adding unit is a score processing unit 113.

At this time, the determination unit 7 totals the weighted points and determines whether or not to discard the document information based on the totaled value.
By configuring in this way, the points weighted according to the multifaceted determination conditions are added to the determination target document, and it is determined whether or not to discard according to the total value. Can do.

In the following, an official document disposal determination support system using official document data as an example of document data and using a local government as an example of an organization will be described.
FIG. 2 is a block diagram of the official document discard determination support apparatus 2a according to the present embodiment (Example 1). The official document discarding determination support device 2 a includes a control unit 20 and a storage unit 30. The storage unit 30 includes a genre / keyword relationship table 31, a comparison item relationship table 32, a local government situation table 33, a transfer document keyword table 34, and a transfer / discard registration table 35.

  The genre / keyword relationship table 31 stores a genre of an official document in association with one or more keywords. In the comparison item relation table 32, the genre of the official document and the comparison items are stored in association with each other. Here, the comparison item refers to a combination of one or more data items included in the local government situation table 33. The local government situation table 33 stores situation information regarding the scale and finances of a plurality of local governments. In the transfer document keyword table 34, genres and keywords relating to public documents already transferred in each local government are stored in association with each other. The transfer / discard registration table 35 stores information indicating whether the official document is to be transferred or discarded.

The control unit 20 includes an acquisition unit 21, a genre analysis unit 22, a comparison item acquisition unit 23, a comparative local government determination unit 24, a verification unit 25, a determination unit 26, a notification unit 27, and a transfer / discard registration unit 28.
The acquisition unit 21 acquires the official document data input from the terminal device 11 and the local government number of the local government in which the terminal device 11 is installed.

  The genre analysis unit 22 subdivides the official document data into words. The genre analysis unit 22 acquires the genre of the official document data from the genre / keyword relation table 31 using the combination of words.

The comparison item acquisition unit 23 acquires a comparison item from the comparison item relationship table 32 using the acquired genre as a key.
The comparative local government determination unit 24 sets the local government No. 1 having information that matches the information set in the comparative item of the acquired local government No. for the comparative item among the data items of the local government situation table 33. To get. The comparative municipality determination unit 24 has the local government no. The local government specified by is determined as a comparative local government.

The collation unit 25 acquires a keyword related to an official document that has already been transferred in the comparison target local government from the transfer document keyword table 34. Then, the matching unit 35 calculates a matching rate between the acquired keyword group of the comparison target local government and the keyword group obtained by the genre analysis unit 22.
The determination unit 26 determines whether the official document data is a transfer target or a discard target according to the calculated matching rate.

The notification unit 27 transmits to the terminal device 11 a determination result as to whether the official document data is to be transferred or discarded. The user who has input the official document data, with reference to the determination, finally determines whether the official document data is to be transferred or discarded.
The transfer / discard registration unit 28 registers the transfer / discard flag in the transfer / discard registration table 35 according to the determination information input by the user.

  FIG. 3 shows an example of the genre / keyword relationship table 31 in the present embodiment (Example 1). The genre / keyword relationship table 31 includes “Local Government No.” 41, “Genre No.” 42, “Genre Name” 43, “Target Keyword 1” 44-1, “Target Keyword 2” 44-2,. Data items of target keyword n ”44-n (n: arbitrary integer) are included.

  In “Local Government No.” 41, information for identifying the local government is stored. “Genre No.” 42 stores information for identifying the genre of the official document. The “genre name” 43 stores the genre name of the official document. In “target keyword 1” 44-1,... 44-n, keywords related to the genre are stored.

  FIG. 4 shows an example of the comparison item relationship table 32 in the present embodiment (Example 1). The comparison item relationship table 32 includes data items of “local government No.” 51, “genre No.” 52, “genre name” 53, “population” 54, “tax revenue” 55,. .

  In “Local Government No.” 51, information for identifying the local government is stored. “Genre No.” 52 stores information for identifying the genre of the official document. “Genre name” 53 stores the genre name of the official document. The “population” 54 stores information regarding whether or not the data item “population” is to be compared in the local government situation table 33. The “tax revenue” 55 stores information regarding whether or not the data item “tax revenue” is to be compared in the local government situation table 33. The “area” 56 stores information regarding whether or not the data item “area” is to be compared in the local government situation table 33.

  FIG. 5 shows an example of the local government situation table 33 in the present embodiment (Example 1). The local government situation table 33 includes data items of “local government No.” 61, “local government name” 62, “population” 63, “tax revenue” 64,.

  In “Local Government No.” 61, information for identifying the local government is stored. “Local government name” 62 stores the local government name. “Population” 63, “Tax revenue” 64,..., “Area” 65 stores population, tax revenue,. Here, the range represents the scale of population, tax revenue,..., Area, etc., and the scale is represented by, for example, five levels of range 1-5.

  FIG. 6 shows an example of the transfer document keyword table 34 in the present embodiment (Example 1). The transfer document keyword table 34 includes data items of “local government No.” 71, “keyword No.” 72, “keyword” 73, and “genre” 74.

  “Local government No.” 71 stores information for identifying a local government. “Keyword No.” 72 stores information for identifying a keyword. “Keyword” 73 includes a local government No. The keyword of the public document that has already been transferred to the public archive building in the local government identified by is stored. “Genre” 74 stores the genre of the official document.

  FIG. 7 shows an example of the transfer / discard registration table 35 in the present embodiment (Example 1). The transfer / discard registration table 35 includes data items of “official document No.” 81 and “transfer / discard flag” 82. “Public document No.” 81 stores identification information for identifying an official document. The “transfer / discard flag” 82 stores information indicating whether the official document is transferred (flag = 1) or discarded (flag = 0).

  FIG. 8 shows an example of a draft data input screen in the present embodiment (Example 1). The draft data input screen 90 is displayed on the display unit of the terminal device 11. The user creates an official document by using the draft data input screen 90.

The draft data input screen 90 includes a subject name entry field 91, a draft information input field 92, an attachment field 93, a “clear” button, and a “register” button 95.
In the subject input field 91, the subject of the official document to be created is input. In the draft information input field 92, draft information (contents of the official document) is input. An attached file or the like is set in the attachment field 93. When the “Clear” button is pressed, the contents input / attached in the subject input field 91, draft information input field 92, and attachment field 93 are cleared.

  When the “Register” button 95 is pressed, the contents input in the subject input field 91, draft information input field 92, and attachment field 93 are registered in the server device. At this time, a process for determining whether drafting information based on the input contents should be transferred or discarded after the storage period has elapsed is performed by a process described later.

  FIG. 9 shows an example of a determination result screen in the present embodiment (Example 1). The determination result screen 100 includes a determination result display unit 101, an “approval” button 102, and a “denial” button 103.

The determination result display unit 101 displays a determination result indicating whether drafting information (contents of the official document) created using the drafting data input screen 90 should be transferred or discarded after the storage period has elapsed.
When the “approval” button 102 is pressed, the result displayed on the determination result display unit 101 is approved. When the “deny” button 103 is pressed, the result displayed on the determination result display unit 101 is denied. For example, when the “approval” button 102 is pressed when the determination result indicating that the transfer should be performed is displayed on the determination result display unit 101, the draft information (official document No.) is displayed in the transfer / discard registration table 35. “1” is set in the “transfer / discard flag” corresponding to. For example, when a “denial” button 103 is pressed when a determination result indicating that the transfer should be performed is displayed on the determination result display unit 101, the draft information (official document No.) is displayed in the transfer / discard registration table 35. “0” is set in the “transfer / discard flag” corresponding to. For example, when the “approval” button 102 is pressed when a determination result indicating that the information should be discarded is displayed on the determination result display unit 101, the draft information (official document No.) is displayed in the transfer / discard registration table 35. “0” is set in the “transfer / discard flag” corresponding to. For example, if a “denial” button 103 is pressed when a determination result indicating that the document should be discarded is displayed on the determination result display unit 101, the official document No. is displayed in the transfer / discard registration table 35. “1” is set in the “transfer / discard flag” corresponding to.

  FIG. 10 shows an example of a document discard determination support processing flow in the present embodiment (Example 1). In the official document discard determination support apparatus 2a, the control unit 20 reads a program for executing the official document discard determination support process from the storage device, and executes the flow of FIG. At this time, the control unit 20 functions as an acquisition unit 21, a genre analysis unit 22, a comparison item acquisition unit 23, a comparative local government determination unit 24, a collation unit 25, a determination unit 26, a notification unit 27, and a transfer / discard registration unit 28. To do.

  First, after the user inputs input items to the input items of the draft data input screen 90 displayed on the terminal device 11, the “Register” button 95 is pressed. Then, the input information input to the draft data input screen 90 via the network and the local government No. of the local government where the terminal device 11 used is installed. (Own organization No.) is transmitted to the official document disposal determination support device 2a.

  The control unit 20 uses the information input in the subject name input field 91 and the draft information input field 92 on the draft data input screen 90, and the own organization number. Is acquired (S1). Hereinafter, information input in the subject name input column 91 and the draft information input column 92 is referred to as draft information. The control unit 20 subdivides the acquired draft information and extracts words (S2).

  The control unit 20 has its own organization no. Then, the genre of drafting information is determined from the extracted word group (S3). Specifically, the control unit 20 determines from its genre / keyword relationship table 31 its own organization number. The genre / keyword related information is extracted. Then, the control unit 20 has its own organization number. From the genre / keyword relation information about the genre No. with the largest number of keywords matching the word group extracted in S2. To get. Thereby, the genre of drafting information is determined. In this embodiment, for example, genre No. Suppose that = 3 (law) is determined as the genre of drafting information.

  The control unit 20 has its own organization no. Based on the determined genre, “comparison item” is acquired from the comparison item relationship table 32 (S4). That is, the control unit 20 acquires the own organization No. acquired in S1. And the genre No. acquired in S4. The comparison item information is acquired from the comparison item relationship table 32 using as a key. In this embodiment, for example, the local government No. = 1, Genre No. Using “= 3” as a key, “population = comparison target, tax revenue = comparison target,...

  The control unit 20 extracts local governments whose data item values corresponding to the “comparison item” (limited to the comparison target items) acquired in S4 are similar to the local government from the local government situation table 33, and are subject to comparison. Is determined (S5). For example, when the comparison item information acquired in S4 is “population = comparison target, tax revenue = comparison target,..., Area = non-comparison target”, valid items for comparison are “population” and “tax revenue”. It is. At this time, the control unit 20 searches for a local government having the same range as that of its own organization for the data items “population” and “tax revenue” in the local government situation table 33. In the case of FIG. 5, the local government No. "Local government No. = 4, D city" having the same range as = 1 (A city) is searched. As a result, the local government to be compared is determined as “D city”.

  The control unit 20 acquires a keyword group for the local government to be compared from the transfer document keyword table 34. Then, the control unit 20 compares the keyword group for the local government to be compared with the word group acquired in S2, and calculates the matching rate (S6). For example, it is assumed that 20 keyword groups for the D city to be compared are acquired from the transfer document keyword table 34. In this case, it is assumed that 6 words acquired in S2 are included in 20 keyword groups of D city. In this case, the matching rate is 6/20 × 100 = 30%.

  Based on whether or not the calculated matching rate is equal to or higher than the threshold value, the control unit determines whether the draft information should be transferred to the archive or discarded (S7). For example, assume that the threshold is set at 25%. In this case, when the matching rate = 30%, the control unit determines that the draft information should be transferred to the archive.

  The control unit 20 transmits the determination result of S7 to the terminal device 11 (S8). In the terminal device 11, the determination result display unit 101 on the determination result screen 100 displays that the draft information should be transferred or discarded after the storage period has elapsed.

  Thereafter, an “approval” button 102 or a “deny” button 103 is pressed with respect to the content displayed on the determination result display unit 101 of the determination result screen 100. For example, when the “approval” button 102 is pressed when the determination result indicating that the transfer should be performed is displayed on the determination result display unit 101, the control unit 20 displays the official document number in the transfer / discard registration table 35. . “1” is set in the “transfer / discard flag” corresponding to. For example, when the “denial” button 103 is pressed when the determination result indicating that the transfer should be performed is displayed on the determination result display unit 101, the control unit 20 displays the official document number in the transfer / discard registration table 35. . “0” is set in the “transfer / discard flag” corresponding to. For example, when the “approval” button 102 is pressed when the determination result indicating that the information should be discarded is displayed on the determination result display unit 101, the control unit 20 displays the official document number in the transfer / discard registration table 35. . “0” is set in the “transfer / discard flag” corresponding to. For example, when the determination result indicating that it should be discarded is displayed on the determination result display unit 101, when the “deny” button 103 is pressed, the control unit 20 displays the official document number in the transfer / discard registration table 35. . “1” is set in the “transfer / discard flag” corresponding to.

  According to the present embodiment, transfer / discard of an official document created in a certain local government is determined based on the transfer / discard status of similar official documents in a local government of the same scale as the local government, and the determination result is sent to the user. Be notified. Then, based on the determination result, the user can determine whether the created public document should be transferred to the archive or discarded. This prevents the user from accidentally discarding important public documents.

Next, the present embodiment (Example 2) will be described. The official document discard determination support apparatus according to the second embodiment applies the first embodiment to an official document that is difficult to determine whether or not to discard. At this time, in the second embodiment, points weighted according to various determination criteria are given to the official document to be determined, and it is determined whether or not the official document should be discarded according to the total number of points. Is done.
Note that the same reference numerals in the second embodiment denote the same components, processes, functions, and the like as in the first embodiment, and a description thereof will be omitted.

  FIG. 11 is a block diagram of the official document discarding determination support apparatus 2b in the present embodiment (Example 2). The official document disposal determination support device 2b in FIG. 11 is obtained by adding the following blocks to the control unit 20 and the storage unit 30 in the official document disposal determination support device 2b in FIG. That is, to the control unit 20, a preprocessing unit 111, an auxiliary comparison processing unit 112, and a score processing unit 113 are added. In the storage unit 30, a discard target keyword table 114, a transfer target keyword table 115, a charge / acceptance count table 116, a WEB search count table 117, and the like are added.

  The discard target keyword table 114 stores keywords that are determined to be discarded when included in the subject of an official document. The transfer target keyword table 115 stores keywords that are determined to be transferred when included in the subject of an official document. The number of requests / acceptance table 116 stores the number of requests from residents in each local government to disclose information on the official document and the number of requests received. The WEB search count table 117 is a table that summarizes what keywords are frequently searched in a search site on the Internet at a certain time.

  The pre-processing unit 111 uses the discard target keyword table 114 and the transfer target keyword table 115 to determine whether the draft information is a public document to be discarded or a public document to be transferred based on the subject of the acquired draft information. First, it is determined whether the document is a document. Based on the subject of drafting information (official document data), the pre-processing unit 111 determines whether the drafting information is an official document to be discarded or an official document to be transferred. Send to the analysis department.

The auxiliary comparison processing unit 112 searches the drafting information with respect to the billing / acceptance count table 116, the WEB search count table 117, etc., and determines the number of authorizers of the draft information, the status of the authorizer, etc. .
The point processing unit 113 adds points according to the collation result by the collation unit 25 and the search result by the auxiliary comparison unit 112.

  12A and 12B show an example of a document discard determination support processing flow in the present embodiment (Example 2). In the official document discard determination support apparatus 2b, the control unit 20 reads a program for executing the official document discard determination support process from the storage device, and executes the flow of FIG. At this time, the control unit 20 includes an acquisition unit 21, a preprocessing unit 111, a genre analysis unit 22, a comparison item acquisition unit 23, a comparative local government determination unit 24, a verification unit 25, an auxiliary comparison processing unit 112, a determination unit 26, and a notification. Functions as the unit 27, the transfer / discard registration unit 28, and the point processing unit 113.

  First, after the user inputs input items to the input items of the draft data input screen 90 displayed on the terminal device 11, the “Register” button 95 is pressed. Then, the input information input to the draft data input screen 90 via the network and the local government No. of the local government where the terminal device 11 used is installed. (Own organization No.) is transmitted to the official document disposal determination support device 2b.

  The control unit 20 uses the information input in the subject name input field 91 and the draft information input field 92 on the draft data input screen 90, and the own organization number. Is acquired (S11). Hereinafter, the information (subject name) input in the subject input column 91 and the information (text) input in the draft information input column 92 are referred to as draft information. The control unit 20 subdivides the acquired draft information and extracts words (S12).

  The control unit 20 includes the subject of the acquired drafting information and its own organization number. Using the key as a key, the discard target keyword table 114 is searched (S13). As a result of the search, when the information matching the searched key is included in the discard target keyword table 114 (“Yes” in S14), the control unit 20 determines that the draft information should be discarded after the storage period has elapsed. The result is transmitted to the terminal device 11 (S28). In the terminal device 11, the determination result display unit 101 on the determination result screen 100 displays that the draft information should be discarded after the storage period has elapsed.

  As a result of the search in S13, when the information matching the searched key is not included in the discard target keyword table 114 (“No” in S14), the control unit 20 performs the following process. In other words, the control unit 20 obtains the subject of the acquired draft information and the own organization number. As a key, the transfer target keyword table 115 is searched (S15). As a result of the search, if information that matches the searched key is included in the transfer target keyword table 115 (“Yes” in S16), the control unit 20 determines that the draft information should be transferred after the storage period has elapsed. The result is transmitted to the terminal device 11 (S28). In the terminal device 11, the determination result display unit 101 on the determination result screen 100 displays that the draft information should be transferred after the storage period has elapsed.

  As a result of the search in S15, when the information matching the searched key is not included in the discard target keyword table 114 (“No” in S16), the control unit 20 performs the following process. That is, the control unit 20 has its own organization number. Then, the genre of drafting information is determined from the extracted word group (S17). Specifically, the control unit 20 determines from its genre / keyword relationship table 31 its own organization number. The genre / keyword related information is extracted. Then, the control unit 20 has its own organization number. From the genre / keyword relation information about the genre No. with the largest number of keywords matching the word group extracted in S2. To get. Thereby, the genre of drafting information is determined. The process of S17 is the same as the process of S3 of FIG.

  The control unit 20 has its own organization no. Based on the determined genre, “comparison item” is acquired from the comparison item relationship table 32 (S18). That is, the control unit 20 acquires the own organization No. acquired in S11. And the genre No. acquired in S17. The comparison item information is acquired from the comparison item relationship table 32 using as a key. The process of S18 is the same as the process of S4 of FIG.

  The control unit 20 extracts local governments whose data item values corresponding to the “comparison items” (limited to the comparison target items) acquired in S18 are similar to the local government from the local government situation table 33, and are subject to comparison. Is determined (S19). The process of S19 is the same as the process of S5 of FIG.

  The control unit 20 acquires a keyword group for the local government to be compared from the transfer document keyword table 34. Then, the control unit 20 compares the keyword group for the local government to be compared with the word group acquired in S12, and calculates the matching rate (S6). The process of S20 is the same as the process of S6 of FIG.

  The control unit 20 adds points according to the calculated matching rate (S21). For example, when the matching rate is 20% or more, the control unit 20 assigns “+1” to the draft information. For example, when the matching rate is 35% or more, the control unit 20 gives “+2” to the draft information. For example, when the matching rate is 50% or more, the control unit 20 gives “+3” to the draft information.

  Next, the control unit 20 adds points according to the number of persons who have settled for the draft information and / or the position of the authorizer (S22). For example, in S11, the own organization No. It is also assumed that the information of the person who made the payment is acquired together with the draft information. At this time, for example, the control unit 20 gives “+1” to the draft information when the number of finalists is 5 or more, and gives “+2” when the number is 10 or more. In the case of more than people, “+3” is given. In addition, for example, the control unit 20 gives “+1” to the draft information when the final authorizer's job title is the general manager, and gives “+2” when the job title is three roles. If it is, “+3” is assigned.

  Next, the control unit 20 adds points according to the number of requests and / or the number of accepted requests to disclose information on the draft information (S23). For example, the control unit 20 obtains the number of requests and / or the number of accepted requests from an external database so as to disclose information on the draft information. For example, the control unit 20 gives “+1” to the draft information when the number of claims is 10 or more, and gives “+2” when the number is 50 or more.

  Next, the control unit 20 checks how much the draft information (the word group subdivided in S12) is searched on the Internet search site, and adds points when it is determined that the number of searches is large (S24). ). For example, the control unit 20 refers to the WEB search number table 117, and if each word subdivided in S12 is within the top 100 in each field, the control unit 20 adds “+3” to the draft information. Is given.

  In S21-S24, the control unit 20 determines whether the draft information should be transferred or discarded based on the total value of the added points (S25). For example, if the total value is 1 or more, the control unit 20 may determine that the draft information should be transferred to the archive. For example, if the total value is 0, the control unit 20 may determine that the draft information should be discarded.

  At this time, the control part 20 may determine the preservation | save period of drafting information (official document) according to a total value. For example, when the total value is 5 or more, the control unit 20 may determine that the draft information (official document) is stored for 5 years.

  The control unit 20 transmits the determination result of S25 to the terminal device 11 (S26). In the terminal device 11, the determination result display unit 101 on the determination result screen 100 displays that the draft information should be transferred or discarded after the storage period has elapsed. At this time, the retention period determined in S25 may be displayed on the determination result display unit 101.

  Thereafter, an “approval” button 102 or a “deny” button 103 is pressed with respect to the content displayed on the determination result display unit 101 of the determination result screen 100. For example, when the “approval” button 102 is pressed when the determination result indicating that the transfer should be performed is displayed on the determination result display unit 101, the control unit 20 displays the official document number in the transfer / discard registration table 35. . “1” is set in the “transfer / discard flag” corresponding to. For example, when the “denial” button 103 is pressed when the determination result indicating that the transfer should be performed is displayed on the determination result display unit 101, the control unit 20 displays the official document number in the transfer / discard registration table 35. . “0” is set in the “transfer / discard flag” corresponding to. For example, when the “approval” button 102 is pressed when the determination result indicating that the information should be discarded is displayed on the determination result display unit 101, the control unit 20 displays the official document number in the transfer / discard registration table 35. . “0” is set in the “transfer / discard flag” corresponding to. For example, when the determination result indicating that it should be discarded is displayed on the determination result display unit 101, when the “deny” button 103 is pressed, the control unit 20 displays the official document number in the transfer / discard registration table 35. . “1” is set in the “transfer / discard flag” corresponding to.

  According to the present embodiment (Example 2), an official document to be discarded, an official document to be transferred, and an official document that is difficult to determine whether or not to discard are classified, and whether or not to discard is determined. Embodiment 1 can be applied to difficult official documents. Further, it is possible to add points weighted according to a multifaceted determination criterion to an official document to be determined, and determine whether or not to discard according to the total value. For this reason, even a user with little experience can easily determine whether or not to finally discard the user.

  FIG. 13 is a configuration block diagram of a hardware environment of the official document discard determination support apparatus. The official document discarding determination support devices 2a and 2b include a CPU 122, a ROM 123, a RAM 126, a communication I / F 124, a storage device 127, an output I / F 121, an input I / F 125, a reading device 128, a bus 129, an output device 131, and an input device 132. It is constituted by.

  Here, CPU indicates a central processing unit. ROM indicates a read-only memory. RAM indicates random access memory. I / F indicates a communication interface. A CPU 122, a ROM 123, a RAM 126, a communication I / F 124, a storage device 127, an output I / F 121, an input I / F 125, and a reading device 128 are connected to the bus 129. The reading device 128 is a device that reads a portable recording medium. The output device 131 is connected to the output I / F 121. The input device 132 is connected to the input I / F 125.

As the storage device 127, various types of storage devices such as a hard disk, a flash memory, and a magnetic disk can be used. For example, the storage device 127 or the ROM 123 stores a program for realizing the processing described in the above embodiment.
The storage device 127 or the ROM 123 stores a genre / keyword relationship table 31, a comparison item relationship table 32, a local government situation table 33, a transfer document keyword table 34, and a transfer / discard registration table 35. Further, the storage device 127 or the ROM 123 stores a discard target keyword table 114, a transfer target keyword table 115, a charge / acceptance count table 116, a WEB search count table 117, and the like.

The CPU 122 reads a program that realizes the processing described in the above embodiment and that is stored in the storage device 127 or the like, and executes the program.
The program that realizes the processing described in the above embodiment may be stored in the storage device 127, for example, via the communication network 130 and the communication I / F 124 from the program provider side. Moreover, the program which implement | achieves the process demonstrated by the said embodiment may be stored in the portable storage medium marketed and distribute | circulated. In this case, the portable storage medium may be set in the reading device 128 and the program read by the CPU 122 and executed. As the portable storage medium, various types of storage media such as a CD-ROM, a flexible disk, an optical disk, a magneto-optical disk, an IC card, and a USB memory device can be used. The program stored in such a storage medium is read by the reading device 128.

  As the input device 132, a keyboard, a mouse, an electronic camera, a web camera, a microphone, a scanner, a sensor, a tablet, or the like can be used. The output device 131 can be a display, a printer, a speaker, or the like. The network 130 may be a communication network such as the Internet, a LAN, a WAN, a dedicated line, a wired line, and a wireless line.

  In addition, this embodiment is not limited to embodiment described above, A various structure or embodiment can be taken in the range which does not deviate from the summary of this embodiment.

Regarding the above embodiment, the following additional notes are disclosed.
(Appendix 1)
For each institution, type information indicating the type of the document and a determination criterion for determining the type are stored in association with a determination criterion storage unit;
A determination condition storage for storing a determination condition for determining discard of the document for each institution;
For each engine, an engine situation storage unit that stores engine situation information, which is information related to the situation of the engine,
A document acquisition unit that acquires document information of a document owned by the first institution from a first terminal device belonging to the first institution;
A type acquisition unit that acquires type information of the acquired document information based on the determination criteria stored in the type reference storage unit;
An engine acquisition unit that acquires a second engine in which the engine status information related to the acquired type information matches the first engine from the engine status storage unit;
A determination criterion acquisition unit that acquires the determination condition of the second engine from the determination condition storage unit;
A determination unit that compares the acquired determination condition of the second institution with the document information to determine whether to discard the document information;
A document discard determination support apparatus comprising:
(Appendix 2)
The criterion is a keyword,
The document information is character string information,
The type acquisition unit subdivides the character information to acquire a word group, acquires the determination criterion that matches the combination of the word group from the type criterion storage unit, and class information corresponding to the determination criterion The document disposal determination support apparatus according to appendix 2, which is obtained.
(Appendix 3)
The determination condition storage unit stores, for each institution, a discard determination criterion that is a determination condition for a document to be discarded, and a storage determination criterion that is a determination condition for a document to be stored for each institution.
The document disposal determination support device further includes:
The destruction criterion for the first organization is compared with the acquired document information to determine whether to discard the document information, the storage criterion for the first organization, A prefix determination unit that compares the acquired document information and determines whether to store the document information;
With
The type acquisition unit acquires type information of document information that has not been determined to be discarded or stored by the pre-determination unit based on the determination criterion stored in the type criterion storage unit The document discard determination support apparatus according to appendix 1 or 2, characterized in that:
(Appendix 4)
The institutional situation information includes at least one element among the number of persons belonging to the institution, income, and area,
The engine acquisition unit determines one or more elements of the engine situation information according to the acquired type information, and the information represented by the determined element is sent from the engine situation storage unit to the first engine. The document discarding determination support apparatus according to any one of appendices 1 to 3, wherein a second institution that matches is acquired.
(Appendix 5)
If the document is an official document,
The document disposal determination support device further includes:
An auxiliary processor that obtains at least one of the number of authorizers of the official document, the status of the authorizer, the number of requests for information disclosure of the official document, and the number of accepted requests of the request;
A matching rate obtained by comparing the obtained determination condition of the second institution with the document information, the number of authorizers of the obtained official document, the position of the authorizer, the number of requests for information disclosure of the official document, and the An adding unit for adding weighted points to the document information according to at least one of the number of received requests;
The determination unit totals the weighted points, and determines whether to discard the document information based on the totaled value. The document disposal determination support apparatus described.
(Appendix 6)
On the computer,
Obtaining document information of a document owned by the first institution from a first terminal device belonging to the first institution;
The type information of the acquired document information is obtained based on the determination criteria stored in the type reference storage unit in which the type information indicating the type of document for each institution and the determination criteria for determining the type are stored in association with each other. Acquired,
A second engine in which the engine situation information related to the acquired type information matches the first engine from an engine situation storage unit that stores engine situation information that is information relating to the situation of the engine for each engine. Get
From the determination condition storage unit that stores the determination condition for determining discard of the document for each engine, the determination condition of the second engine is acquired,
The obtained determination condition of the second institution is compared with the document information to determine whether to discard the document information.
A document discarding determination support program characterized by causing processing to be executed.
(Appendix 7)
The criterion is a keyword,
The document information is character string information,
When the comparison is performed and the type corresponding to the determination criterion is acquired, the character information is subdivided to acquire a word group, and the determination criterion that matches the combination of the word group is obtained from the type criterion storage unit. The document discard determination support program according to appendix 6, wherein the document is acquired and a type corresponding to the determination criterion is acquired.
(Appendix 8)
The computer further includes:
Comparing the destruction criteria for the first organization stored in the discard criteria storage unit that stores the criteria for determination of documents to be discarded for each organization with the acquired document information And determine whether or not to discard the document information,
The storage criteria for the first organization stored in the storage criteria storage unit that stores the criteria for determining the documents to be stored for each organization are compared with the acquired document information. And executing a process for determining whether or not to store the document information,
The document information type information that is not determined to be discarded or stored based on the determination criterion stored in the type criterion storage unit is acquired. Document disposal decision support program.
(Appendix 9)
The institutional situation information includes at least one element among the number of persons belonging to the institution, income, and area,
When acquiring a second institution that matches the first institution, one or more elements of the institution status information are determined according to the acquired type information, and information represented by the determined element The document discard determination support program according to any one of appendices 6 to 8, wherein a second engine that matches the first engine is acquired from the engine status storage unit.
(Appendix 10)
If the document is an official document,
The computer further includes:
Obtaining at least one of the number of authorizers of the official document, the position of the authorizer, the number of requests for information disclosure of the official document, and the number of accepted requests of the request;
A matching rate obtained by comparing the obtained determination condition of the second institution with the document information, the number of authorizers of the obtained official document, the position of the authorizer, the number of requests for information disclosure of the official document, and the According to at least one of the number of received requests, a process of adding weighted points to the document information is executed,
When comparing the acquired determination condition of the second institution and the document information to determine whether or not to discard the document information, the weighted points are totaled and based on the totaled value The document discard determination support program according to any one of appendices 6 to 9, wherein the document information is determined to be discarded or not.
(Appendix 11)
A document disposal determination support method executed by a computer,
The computer
Obtaining document information of a document owned by the first institution from a first terminal device belonging to the first institution;
The type information of the acquired document information is obtained based on the determination criteria stored in the type reference storage unit in which the type information indicating the type of document for each institution and the determination criteria for determining the type are stored in association with each other. Acquired,
A second engine in which the engine situation information related to the acquired type information matches the first engine from an engine situation storage unit that stores engine situation information that is information relating to the situation of the engine for each engine. Get
From the determination condition storage unit that stores the determination condition for determining discard of the document for each engine, the determination condition of the second engine is acquired,
The obtained determination condition of the second institution is compared with the document information to determine whether to discard the document information.
A document discarding determination support method characterized by executing processing.
(Appendix 12)
The criterion is a keyword,
The document information is character string information,
When acquiring the type corresponding to the determination criterion by performing the comparison, the computer subdivides the character information to acquire a word group and matches the combination of the word group from the type criterion storage unit. The document discard determination support method according to appendix 11, wherein the determination criterion is acquired, and a type corresponding to the determination criterion is acquired.
(Appendix 13)
The computer further includes:
Comparing the destruction criteria for the first organization stored in the discard criteria storage unit that stores the criteria for determination of documents to be discarded for each organization with the acquired document information And determine whether or not to discard the document information,
The storage criteria for the first organization stored in the storage criteria storage unit that stores the criteria for determining the documents to be stored for each organization are compared with the acquired document information. And execute a process for determining whether or not to store the document information.
The computer acquires type information of document information that has not been determined to be discarded or stored based on the determination criterion stored in the type criterion storage unit. Or the document disposal determination support method according to 12.
(Appendix 14)
The institutional situation information includes at least one element among the number of persons belonging to the institution, income, and area,
When acquiring a second institution that matches the first institution, the computer determines one or more elements of the institution status information according to the acquired type information, and is represented by the determined element. The document disposal determination support method according to any one of appendices 11 to 13, wherein a second organization that matches the first organization is acquired from the organization status storage unit.
(Appendix 15)
If the document is an official document,
The computer further includes:
Obtaining at least one of the number of authorizers of the official document, the position of the authorizer, the number of requests for information disclosure of the official document, and the number of accepted requests of the request;
A matching rate obtained by comparing the obtained determination condition of the second institution with the document information, the number of authorizers of the obtained official document, the position of the authorizer, the number of requests for information disclosure of the official document, and the A process of adding weighted points to the document information according to at least one of the number of claims received,
In comparing the acquired determination condition of the second institution with the document information and determining whether or not to discard the document information, the computer adds up the weighted points and adds up the calculated points The document discard determination support method according to any one of supplementary notes 11 to 14, wherein the document information is determined to be discarded based on a value.

DESCRIPTION OF SYMBOLS 1 Document disposal determination support system 2, 2a, 2b Document disposal determination support apparatus 3 Document acquisition part 4 Type analysis part 5 Engine identification part 6 Judgment standard acquisition part 7 Judgment part 8 Judgment result notification part 9 Type reference storage part 10 Engine condition storage Unit 11 Terminal device 12 Network 13 Determination condition storage unit 20 Control unit 21 Acquisition unit 22 Genre analysis unit 23 Comparison item acquisition unit 24 Comparative municipality determination unit 25 Verification unit 26 Determination unit 27 Notification unit 28 Transfer / discard registration unit 30 Storage unit 31 Genre / Keyword Relationship Table 32 Comparison Item Relationship Table 33 Local Government Situation Table 34 Transfer Document Keyword Table 35 Transfer / Discard Registration Table 111 Pre-Processing Unit 112 Auxiliary Comparison Processing Unit 113 Addition Processing Unit 114 Discard Target Keyword Table 115 Transfer Target Keyword Table 116 Request / Accept Number table 117 WEB search number table

Claims (7)

For each institution, type information indicating the type of the document and a determination criterion for determining the type are stored in association with a determination criterion storage unit;
A determination condition storage for storing a determination condition for determining discard of the document for each institution;
An engine situation storage unit that stores engine situation information that is information including at least one of the number of persons, the income, and the area indicating the scale of the engine for each of the institutions;
A document acquisition unit that acquires document information of a document owned by the first institution from a first terminal device belonging to the first institution;
A type acquisition unit that acquires type information of the acquired document information based on the determination criteria stored in the type reference storage unit;
An engine acquisition unit that acquires a second engine in which the engine status information related to the acquired type information matches the first engine from the engine status storage unit;
A determination criterion acquisition unit that acquires the determination condition of the second engine from the determination condition storage unit;
A determination unit that compares the acquired determination condition of the second institution with the document information to determine whether to discard the document information;
A document discard determination support apparatus comprising: The criterion is a keyword,
The document information is character string information,
The type acquisition unit subdivides the character information to acquire a word group, acquires the determination criterion that matches the combination of the word group from the type criterion storage unit, and class information corresponding to the determination criterion The document discard determination support apparatus according to claim 1 , wherein the document discard determination support apparatus acquires the document discard determination support apparatus. The determination condition storage unit stores, for each institution, a discard determination criterion that is a determination condition for a document to be discarded, and a storage determination criterion that is a determination condition for a document to be stored for each institution.
The document disposal determination support device further includes:
The destruction criterion for the first organization is compared with the acquired document information to determine whether to discard the document information, the storage criterion for the first organization, A prefix determination unit that compares the acquired document information and determines whether to store the document information;
With
The type acquisition unit acquires type information of document information that has not been determined to be discarded or stored by the pre-determination unit based on the determination criterion stored in the type criterion storage unit The document discarding determination support apparatus according to claim 1 or 2, wherein Prior Symbol institution acquiring unit, in response to the acquired type information, the number indicating the size of the engine included in the engine situation information, the income, and the at least one element of said area, one or more The second engine that matches the first engine is acquired from the engine status storage unit for the information represented by the determined element. The document disposal determination support apparatus according to any one of the above. If the document is an official document,
The document disposal determination support device further includes:
An auxiliary processor that obtains at least one of the number of authorizers of the official document, the status of the authorizer, the number of requests for information disclosure of the official document, and the number of accepted requests of the request;
A matching rate obtained by comparing the obtained determination condition of the second institution with the document information, the number of authorizers of the obtained official document, the position of the authorizer, the number of requests for information disclosure of the official document, and the An adding unit for adding weighted points to the document information according to at least one of the number of received requests;
5. The determination unit according to claim 1, wherein the determination unit totals the weighted points and determines whether or not to discard the document information based on the totaled value. Document disposal decision support device described in 1. On the computer,
Obtaining document information of a document owned by the first institution from a first terminal device belonging to the first institution;
The type information of the acquired document information is obtained based on the determination criteria stored in the type reference storage unit in which the type information indicating the type of document for each institution and the determination criteria for determining the type are stored in association with each other. Acquired,
The engine situation related to the type information acquired from the engine situation storage section that stores the engine situation information, which is information including at least one of the number of persons, the income, and the area indicating the scale of each engine. Obtaining a second institution whose information matches the first institution;
From the determination condition storage unit that stores the determination condition for determining discard of the document for each engine, the determination condition of the second engine is acquired,
The obtained determination condition of the second institution is compared with the document information to determine whether to discard the document information.
A document discarding determination support program characterized by causing processing to be executed. A document disposal determination support method executed by a computer,
The computer
Obtaining document information of a document owned by the first institution from a first terminal device belonging to the first institution;
The type information of the acquired document information is obtained based on the determination criteria stored in the type reference storage unit in which the type information indicating the type of document for each institution and the determination criteria for determining the type are stored in association with each other. Acquired,
The engine situation related to the type information acquired from the engine situation storage section that stores the engine situation information, which is information including at least one of the number of persons, the income, and the area indicating the scale of each engine. Obtaining a second institution whose information matches the first institution;
From the determination condition storage unit that stores the determination condition for determining discard of the document for each engine, the determination condition of the second engine is acquired,
The obtained determination condition of the second institution is compared with the document information to determine whether to discard the document information.
A document discarding determination support method characterized by executing processing.

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