JP6079361B2 - Document management apparatus, document management method, and document management program - Google Patents

Description

  The present technology relates to a document management apparatus, a document management method, and a document management program.

  2. Description of the Related Art In recent years, electronic document management systems have been developed in which documents output from various platforms are digitized and aggregated for centralized management, and electronic documents can be used from terminals in a network environment.

  By introducing such a system, it is possible to reduce costs by making paperless. In addition, the user can perform operations such as document reference, writing, and marking on the terminal through the system in the same manner as a paper document. Further, operations that are difficult with a paper document such as sorting and searching can be easily performed. Activating and improving the efficiency of business.

On the other hand, in recent years, there has been an increasing demand for countermeasures against information leakage such as personal data and corporate confidential matters, and a high security function is also required in the management of electronic documents.
As a conventional information leakage countermeasure technique, for example, a technique has been proposed in which a warning is issued on the terminal side when the network address of the terminal and the network address of the destination printer of the print job are not the same.

  Also, a technique is proposed in which identification information and destination information of a printer are held, identification information is inquired to the printer, and print data is transmitted to the printer when the acquired identification information matches the held identification information. Has been.

  Further, a keyword for each appearance position is set as a determination target, it is determined whether or not there is another keyword within a predetermined range, and among combination information obtained by combining the determination target keyword and another keyword, combination information of a confidential document and A technique for determining whether or not the number of matches is a predetermined value or more has been proposed.

JP 2009-151618 A JP 2008-152691 A JP 2010-231766 A

An important electronic document is managed by setting it as an important document by giving an access right or marking indicating that it is an important content.
However, since the determination of whether or not an electronic document is important is conventionally performed by human work, it may not be determined as an important document due to human error even though it is an important document. .

  For example, by overlooking a character string or the like described in a document that serves as an index for determining an important document, the document may be determined as an unimportant document even though it is an important document. In such a case, if an important document is mixed with an unimportant document and output (for example, printing), information leakage occurs.

  In one aspect, an object of the present invention is to provide a document management apparatus, a document management method, and a document management program that improve the accuracy of determining important documents.

In one scheme, a document management device is provided. A document management apparatus searches a document for a keyword included in a set of keywords used to determine whether or not a document is important, extracts a predetermined character string associated with the keyword, and extracts the predetermined character string . a means for storing in addition to collecting case, and a determination unit that document makes a critical document determining process whether important. Further, the determination means performs a memo information search for determining whether or not an important word regarded as an important document is included in the memo information attached to the document, and if no important word is detected from the memo information, When the management information is searched for determining whether or not the important word is included in the management information and no important word is detected from the management information, at least one of the keyword or the predetermined character string is included in the document data. It is determined whether or not it is included.

  According to one aspect, it is possible to improve the determination accuracy of important documents.

It is a figure which shows the structural example of a document management apparatus. It is a figure which shows the structural example of an electronic document management system. It is a figure which shows the structural example of a server apparatus. It is a figure which shows the format of the form file managed by the form management means. It is a figure which shows the data structure of a form file. It is a figure which shows the format of the memo file managed by the memo file management means. It is a figure which shows the format of the management information stored in management information DB. It is a figure which shows the format of the important word file managed by the important word management means. It is a figure which shows the format of accumulation | storage information. It is a flowchart which shows the whole operation | movement of an important document determination process. It is a figure which shows the example of the form to which the stamp was provided. It is a flowchart which shows the operation | movement of memo information search. It is a flowchart which shows the operation | movement of management information search. It is a flowchart which shows operation | movement of a data search. It is a flowchart which shows operation | movement of the important document determination completed investigation. It is a figure for demonstrating operation | movement in the case of performing a determination process using a difference determination item. It is a figure for demonstrating operation | movement in the case of performing a determination process using a difference determination item. It is a figure for demonstrating the operation | movement of a predetermined character string extraction process. It is a flowchart which shows operation | movement of a predetermined character string extraction process. It is a flowchart which shows the operation | movement of a form output process. It is a figure which shows one structural example of the hardware of the computer used for this Embodiment.

  Hereinafter, embodiments of the present invention will be described with reference to the drawings. FIG. 1 is a diagram illustrating a configuration example of a document management apparatus. The document management apparatus 1 includes a search unit 1a, a storage unit 1b, and a determination unit 1c.

  The search means 1a searches the document for keywords included in a set of keywords used for determining whether or not the document is important, and extracts a predetermined character string associated with the keyword. The storage means 1b adds the extracted predetermined character string to the keyword set and stores it. The determination unit 1c performs an important document determination process as to whether or not the document is an important document. As one of the important document determination processes, a document including at least one of a keyword or a predetermined character string is determined as an important document.

  In the example shown in FIG. 1, a keyword regarded as an important document is “address”, and “address” is described in documents A and B. In addition, the character string “Tokyo AA ward” associated with “address” is described in document A, and the character string “Tokyo BB ward” associated with “address” is described in document B.

  In the document A, since “address” is a keyword, the character string “Tokyo AA Ward” associated with the keyword is a predetermined character string. Accordingly, the search means 1a extracts the predetermined character string “Tokyo AA Ward” from the document A, and the storage means 1b adds the extracted predetermined character string “Tokyo AA Ward” to the set of keywords “address”. Accumulate.

  On the other hand, in the document B, since “address” is a keyword, the character string “Tokyo BB Ward” associated with the keyword is a predetermined character string. Accordingly, the search means 1a extracts the predetermined character string “Tokyo BB ward” from the document B, and the storage means 1b adds the extracted predetermined character string “Tokyo BB ward” to the set of keywords “address”. Accumulate.

  Through such processing, a predetermined character string for determining an important document is accumulated and updated. Further, it is determined whether or not the document is an important document based on these keywords or a predetermined character string.

  Here, conventionally, since it is mainly performed by human work to determine whether it is an important document, due to human error such as missing a character string that is an index of important document determination, It may not be judged as an important document.

  For example, when “address” is an important character string, the character string “address” is described in one document (referred to as document C), and the address “address” is indicated in the other document (referred to as document D). The character string "" is not described, but the character string "Tokyo DD Ward" is described.

  In such a case, the document D does not have the direct description of the character string “address”, but the address “Tokyo DD ward” is displayed, so that the document C is not only an important document, D is also an important document.

  However, conventionally, even if it is easy to determine that the document C in which the “address” that is an important character string is directly described is an important document, the document C in which the character string “address” is not directly described On the other hand, there is a possibility that it is not determined as an important document.

  On the other hand, the document management apparatus 1 performs extraction and accumulation processing of a predetermined character string related to the keyword. Assume that an “address” as a keyword and a predetermined character string “Tokyo DD Ward” associated with the keyword have already been accumulated.

  Since the document management apparatus 1 determines whether or not the document is an important document based on a keyword or a predetermined character string, even when the “address” is not directly described in the document when the important document is determined, The document D in which the predetermined character string “Tokyo Metropolitan DD Ward” is described is determined as an important document. As described above, an important document can be determined from a predetermined character string associated with a keyword even if the keyword is not directly described.

  As described above, the document management apparatus 1 determines whether or not the document is an important document by extracting a predetermined character string associated with the keyword from the document and adding the extracted predetermined character string to the keyword set. The predetermined character string at the time is automatically updated. Thereby, it becomes possible to improve the determination accuracy of an important document.

Next, the configuration of an electronic document management system having the function of the document management apparatus 1 will be described. In the following description, a document is handled as an example of a document.
FIG. 2 is a diagram illustrating a configuration example of an electronic document management system. The electronic document management system 2 includes a server device 10, a document creation device 21, client devices 22-1 and 22-2, and printers 23-1 to 23-3.

  The server device 10 is connected to a document creation device 21, client devices 22-1 and 22-2, and printers 23-1 to 23-3 (not shown, but each device is connected via a network). May be connected).

  The server device 10 has the function of the document management device 1 shown in FIG. The server apparatus 10 performs centralized management by digitizing and consolidating forms that have conventionally been output on paper, and controls the client side terminal to display and utilize the digitized forms.

  The document creation device 21 creates a form and registers the created form in the server device 10. The client devices 22-1 and 22-2 are terminals that can utilize the forms. For example, when the client apparatuses 22-1 and 22-2 transmit a print request for a form to the server apparatus 10, the printers 23-1 to 23-3 execute printing of the form based on a print instruction from the server apparatus 10.

  Next, the configuration of the server device 10 will be described. FIG. 3 is a diagram illustrating a configuration example of the server apparatus. The server device 10 includes a control unit 11, a document output processing unit 12, and an information management unit 13.

  The control means 11 has the functions of the search means 1a, storage means 1b and determination means 1c shown in FIG. 1, and performs important document determination processing and overall control of the apparatus or system. The document output processing means 12 performs a form output process. As the output process, for example, a document output process to a network or a document output process to a printer is performed.

  The information management unit 13 includes a form file management unit 13a, a memo file management unit 13b, a management information DB (database) 13c, and an important word management unit 13d, and manages various types of information.

  The form file management means 13a manages the form data as a file. The memo file management means 13b manages a memo file in which memo information attached to a form is filed. The management information DB 13c stores and manages form management information. The important word management means 13d manages the important word as a file.

  The important word is a word that serves as an index for determining whether or not a form is an important document in a memo search and management information search described later. In the data search described later, what is used as an index for determining whether or not a form is an important document is a keyword and a predetermined character string.

  Next, the management format in each component in the information management means 13 will be described. FIG. 4 is a diagram showing a format of a form file managed by the form management means. The form file f1 is a file in which form output data (print data) is stored. In the form file f1, a search is performed as to whether or not a keyword or a predetermined character string exists from the output data of the form file f1 by a data search described later.

  FIG. 5 shows the data structure of the form file. The form file f1 is composed of “framework” and “data”, and a form in which “framework” and “data” are combined becomes a form. The server device 10 can determine whether it is “framework” or “data”.

  FIG. 6 is a diagram showing the format of the memo file managed by the memo file management means. The server device 10 can add memo information to the form by the memo information adding function.

  The memo information is various kinds of marking information, and includes a stamp (such as an electronic seal stamp), a sticky note, and a line mark. The memo information is filed and managed as a memo file.

  The memo file f2 includes attributes such as page, coordinates, creator name, date, memo type, font, character color, background color, frame option, shadow option, other attribute information, and text information.

  It should be noted that a search for whether or not an important word exists is performed from the text information of the attribute of the memo file f2 by a memo information search described later. The form with the memo information will be described later with reference to FIG.

  FIG. 7 is a diagram showing a format of management information stored in the management information DB. The server device 10 manages the form using the management information. The management information includes, for example, a form name, a comment, or a remark. Further, in the management information DB 13c, in addition to these attributes, an important flag and accumulated version information are assigned and managed.

  In the management information d1 shown in FIG. 7, for example, the form name, comment, important flag, and stored version information attributes are shown. The important flag is described as “Yes” when the document is an important document and “No” when the document is a non-important document (a blank document is a document for which an important document determination has not yet been performed).

  The stored version information written in the management information DB 13c is version information set for each form when the form is stored. It should be noted that, by management information search described later, a search is performed as to whether or not an important word exists from the form name, comment, or remarks of the attribute of the management information d1.

  FIG. 8 is a diagram showing a format of an important word file managed by the important word management means. The important word file f3 describes an important word and a setting as to whether or not to perform important document determination. In the case of FIG. 8, it is described that the important document determination is performed (Yes), and the important words regarded as the important documents are “important”, “secret”, and “ONLY”.

  Next, accumulation information stored in the accumulation means 1b will be described. FIG. 9 is a diagram showing a format of accumulated information. The stored information d2 has attributes of a keyword, a predetermined character string, and stored version information.

FIG. 9 shows that the predetermined character string associated with the keyword “zip code” is 000-0000, and the stored version information when this information is stored is 20120101135121.
Further, it is shown that the predetermined character string associated with the keyword “address” is Tokyo XXX, and the stored version information when this information is stored is 20120101135121. Furthermore, it is shown that the predetermined character string associated with the keyword “customer name” is Japan, and the accumulated version information when this information is accumulated is 20111213091121.

  As described above, the stored version information is set not only for a form but also for a keyword or a predetermined character string. That is, the accumulated version information written in the accumulating unit 1b is version information set for a keyword or a predetermined character string.

  Next, setting of important words and keywords will be described. The system administrator sets important words and keywords, which serve as indices for determining whether or not a certain form is an important document, through the environment setting screen or the like.

  Examples of important words include “important”, “secret”, “ONLY”, and the like. Keywords include “zip code”, “address”, “customer name”, and the like. In either case, it can be arbitrarily changed. The important word is used as an important document determination index in memo information search and management information search described later, and the keyword is used as an important document determination index in data search described later.

  Next, an important document determination process for determining whether or not a form is an important document will be described. The server device 10 periodically activates a thread for investigating stored forms, and determines whether or not the form is an important document.

  In this case, the retrieval processing for determining an important document includes a memo information search, a management information search, and a data search. By executing these searches step by step, the stored form is an important document. It is determined whether or not.

  The memo information search is an important document determination based on memo information attached to a form. Also, the management information search is an important document determination based on management information when managing a form. Further, the data search is an important document determination based on data actually described in a form.

FIG. 10 is a flowchart showing the overall operation of the important document determination process.
[S1] The control means 11 determines whether or not important document determination has already been performed on the stored form. If it has been performed, the process ends.

[S2] The control means 11 performs a memo information search for the form.
[S3] The control means 11 goes to step S10 if an important word is detected from the memo information attached to the form, and goes to step S4 if no important word is detected.

[S4] The control means 11 performs management information search on the form.
[S5] The control means 11 goes to step S10 if an important word is detected from the management information of the form, and goes to step S6 if no important word is detected.

[S6] The control means 11 performs a data search on the form.
[S7] The control means 11 determines whether or not there is a keyword or a predetermined character string stored in the storage means 1b in the data described in the form. If it is determined that at least one of the keyword and the predetermined character string is present, the process proceeds to step S10, and if it is determined that neither the keyword nor the predetermined character string is present, the process proceeds to step S8.

[S8] The control means 11 determines that the form is a non-important document.
[S9] The control means 11 writes the version information of the non-important document in the management information DB 13c. The version information written in the management information DB 13c is managed as accumulated version information.

[S10] The control means 11 determines that the form is an important document.
[S11] The control unit 11 extracts a keyword and a predetermined character string from the important document, adds the stored version information, and stores the extracted information in the storage unit 1b.

  [S12] The control means 11 writes the version information of the important document in the management information DB 13c. The version information written in the management information DB 13c is managed as accumulated version information.

  The above important document determination processing flow is periodically executed for a stored form. When a form is output by printing or the like, the above-described important document determination processing flow is executed at the time of output even for a form for which an output instruction has been issued.

  Since the load of search processing increases in the order of memo information search, management information search, and data search, as described above, the memo information search with the lightest load is performed first, the management information search is performed second, Search processing is performed in the order of data search with the heaviest load. In this way, by performing search processing in order from processing with a light load, it is possible to determine whether or not the document is an important document at an early stage, and high-speed search becomes possible.

  Next, the memo information search will be described. First, a form to which memo information is assigned will be described. FIG. 11 shows an example of a form to which a stamp is attached. A part of the form to which the “important” stamp is attached is shown.

  As described above with reference to FIG. 6, the memo file of memo information has an attribute called memo type. If memo type information “stamp” is described in the memo type item, the text information includes words represented by stamps such as “important” and “secret”.

  Therefore, for example, if “stamp” is described in the item of memo type and “important” is described in the item of text information, the “important” stamp is given to the form as shown in FIG. It will be a thing.

  FIG. 12 is a flowchart showing the memo information search operation. In the important document determination process, first, a search process is performed to determine whether or not an important word exists in the memo information assigned to the form.

[S21] The control unit 11 acquires the memo type information described in the memo type from the memo file of the memo information given to the form.
[S22] The control means 11 determines whether or not the memo type information is “stamp”. If it is “stamp”, it goes to step S23, and if it is not “stamp”, it goes to step S26.

[S23] When the memo type information is “stamp”, the control means 11 acquires a character string from the text information of the memo file.
[S24] The control means 11 determines whether or not the acquired character string is an important word. If the acquired character string is an important word such as “important” or “secret”, the process goes to step S25, and if not, the process goes to step S26.

[S25] The control means 11 determines that the form is an important document.
[S26] The control means 11 determines that the important word is not included in the memo information of the form, and proceeds to the management information search of the next process.

  Thus, in the memo information search, the important document determination process is performed based on the character string of the memo information. In many cases, memo information as shown in FIG. 11 is displayed on the form, and the information amount of the memo information is smaller than the information amount of the form data. For this reason, by starting the important document determination process from the memo information search, it is possible to easily and quickly determine whether or not the document is an important document.

  Next, management information retrieval will be described. FIG. 13 is a flowchart showing the management information search operation. As a result of the memo information search, if the important word is not included in the memo information of the important document determination target form, a search process is performed to determine whether or not the important word is included in the management information. .

[S31] The control unit 11 obtains, for example, a document name, a comment, and a character string described in the remarks of the management information of the important document determination target form.
[S32] The control means 11 determines whether or not the acquired character string is an important word. If the acquired character string is an important word such as “important” or “secret”, the process goes to step S33, and if not, the process goes to step S34.

[S33] The control means 11 determines that the form is an important document.
[S34] The control means 11 determines that the management information of the form does not contain an important word, and proceeds to data search for the next process.

  Thus, in the management information search, the important document determination process is performed based on the character string of the management information. The management information includes form names, comments, remarks, and the like. The amount of management information is small compared to the amount of form data. For this reason, when the important word does not exist in the memo information, it is possible to easily and quickly determine whether the document is an important document by performing management information search.

  Next, data search will be described. FIG. 14 is a flowchart showing the data search operation. As a result of the memo information search and management information search, if the memo information and management information of the judgment target form does not contain an important word, the stored keyword or specified character in the form data A data search is performed to determine whether a column is included.

[S41] The control unit 11 acquires the data of the document that is the target of the important document determination.
[S42] The control means 11 determines whether or not the keyword stored in the storage means 1b exists in the acquired form data. If there is a keyword, go to step S44, otherwise go to step S43.

  [S43] The control means 11 determines whether or not a predetermined character string stored in the storage means 1b exists in the acquired form data. If the predetermined character string exists, the process goes to step S44, and if not, the process goes to step S45.

[S44] The control means 11 determines that the form is an important document.
[S45] The control means 11 determines that the form is a non-important document.
As described above, in the data search, the important document determination process is performed based on the character string actually described in the form. In this case, not only the keyword set by the administrator but also a predetermined character string associated with the keyword is automatically extracted from the document and stored in advance, and the search is performed from this predetermined character string. As a result, since character strings that could have been overlooked in the past are also detected with high accuracy, it is possible to improve the determination accuracy of important documents.

  In the present technology, when a keyword or a predetermined character string is described in the form, the appearance position of the keyword or the predetermined character string in the form does not matter. If at least one of a keyword or a predetermined character string is described at any location in the form, the form is determined as an important document.

Next, the important document determined investigation for determining whether or not the important document determination process (the process after step S2 in FIG. 10) has already been performed on the form will be described.
FIG. 15 is a flowchart showing the operation of the important document determined investigation.

[S51] The control unit 11 obtains version information attached to the document to be processed for important document determination processing.
[S52] The control means 11 acquires the accumulated version information from the management information DB 13c. Note that the stored version information is sorted in advance in the management information DB 13c.

  [S53] The control unit 11 compares the version information with the new version of the stored version information. If the version information is newer than the stored version information, go to step S54, and if the version information is older than the stored version information, go to step S55.

[S54] The control unit 11 performs the important document determination process on the form to which the version information is attached, assuming that the important document determination process is not performed.
[S55] The control unit 11 does not execute the important document determination process for the form to which the version information is attached, assuming that the important document determination process has been performed in the past.

  As described above, in the important document determination completed survey, the version information of the document that is the target of the important document determination process is compared with the accumulated version information that is already managed in the management information DB 13c. If the version information is newer than the stored version information, the form recognizes that the important document determination process has not been performed, and performs the important document determination process.

  As a result, when performing the important document determination process, it is possible to recognize whether the important document determination process has been performed using the accumulated version information. Therefore, it is possible to efficiently exclude the document at the preprocessing stage of the important document determination.

Next, a description will be given of a case where a difference determination item is found and a determination process is performed using the difference determination item when determining whether or not a keyword or a predetermined character string exists in the form.
FIGS. 16 and 17 are diagrams for explaining the operation in the case where the determination process is performed using the difference determination item. In FIG. 16, the storage information d2-1 stored in the storage means 1b has a keyword, a predetermined character string, and storage version information. In the storage unit 1b, the stored version information is sorted in advance.

  The accumulated information d2-1 is specifically (keyword, predetermined character string, accumulated version information) = (zip code, 000-0000, 20120101135121), (address, Tokyo XXX, 20120101135121), (customer name, Japan, 20111213091121 ).

  At this time, if the version information attached to the document 3 subject to the important document determination process is 20110101135121, the accumulated version information 20120101135121 and 20111213091121 indicated in the accumulated information d2-1 are the version information attached to the form 3. Newer than 20110101135121.

  Therefore, in this case, a determination process is performed as to whether or not all of the keyword and the predetermined character string described in the accumulated information d2-1 are included in the form 3 (there is no difference in the case of FIG. 16). ).

  In FIG. 17, it is assumed that the version information attached to the document 3a to be processed for important document determination is 20111213091121. At this time, the stored version information 20120101135121 shown in the stored information d2-1 is newer than the version information 20110101135121 attached to the form 3a. The stored version information 20111213091121 shown in the stored information d2-1 is equal to the version information attached to the form 3a.

  Therefore, in this case, “zip code”, “000-0000”, “address”, and “Tokyo XXX” are the difference determination items as keywords and predetermined character strings described in the accumulated information d2-1. A process for determining whether or not the determination item is included in the form 3a is performed.

  In this way, the version information attached to the form is compared with the accumulated version information attached to the keyword or the predetermined character string, and the keyword or predetermined character string attached with the accumulated version information newer than the version information is obtained. Extracted from the accumulated information as a difference judgment item. Then, it is determined whether or not the difference determination item exists in the form.

  As a result, it is possible to omit the determination process of the keyword or the predetermined character string that is the same as the version information attached to the form or the old accumulated version information is added, and the determination process of the new version keyword or the predetermined character string is omitted. Since it can be executed, high-speed processing becomes possible.

  Next, a predetermined character string extraction process will be described. FIG. 18 is a diagram for explaining the operation of the predetermined character string extraction process. The control means 11 extracts and accumulates a keyword and a predetermined character string associated with the keyword.

  In this case, the control means 11 extracts a keyword such as “~ / postal code (〒) / address” from the output data of the form, collects the name and address information of the customer from the coordinates of the extracted information, and extracts these keywords. Accumulate information. At the time of accumulation, accumulation version information is set and updated.

  In the case of FIG. 18, the control means 11 first extracts information D1 (postal code (〒) / address) by keyword search. And the control means 11 acquires the coordinate information (referred to as coordinate information P1) of the information D1, and acquires the coordinate information (referred to as coordinate information P2) of the information D2 from the coordinate information P1 and the framework. Thereafter, the control unit 11 acquires a predetermined character string of a zip code, an address, and a customer name from the coordinate information P2, accumulates the acquired predetermined character string, and uses it in the important document determination process.

FIG. 19 is a flowchart showing the operation of the predetermined character string extraction process.
[S61] The control means 11 extracts keywords described in the form. For example, keywords such as “postal code symbol (〒)”, “address”, and “˜” are extracted from the form.

[S62] The control means 11 acquires coordinate information (first coordinate information) of the extracted keyword.
[S63] The control means 11 determines whether the data structure next to the extracted keyword is data or a framework. If it is data, go to step S64, and if it is a framework, go to step S65.

  [S64] Based on the coordinate information of the extracted keyword and the coordinate information (second coordinate information) of the frame area including the data, the control means 11 performs the data (predetermined character string) of the data described in the frame area. The coordinate information (third coordinate information) is acquired.

[S65] The control unit 11 determines whether the vertically adjacent data structure of the extracted keyword is data or a framework. If it is data, the process goes to step S66, and if it is a framework, the process ends.
[S66] Based on the coordinate information (first coordinate information) of the extracted keyword and the coordinate information (second coordinate information) of the frame area including the data, the control means 11 is described in the frame area. The coordinate information (third coordinate information) of the data (predetermined character string) is acquired.

[S67] The control means 11 extracts a predetermined character string from the coordinate information (third coordinate information) and stores it in the keyword set in the storage means 1b.
[S68] The control means 11 sets a flag indicating that the document is an important document for the form. By extracting the predetermined character string by such processing, it becomes possible to accurately extract the predetermined character string related to the keyword.

Next, a form output process will be described. The output process will be described by taking the case of printing as an example. FIG. 20 is a flowchart showing the operation of the form output process.
[S71] The control means 11 receives a print request from the client terminal.

[S72] The control unit 11 determines whether the important document determination process has been performed. If it has been implemented, go to step S74, and if not, go to step S73.
[S73] The control means 11 performs an important document determination process.

  [S74] The control means 11 determines whether or not an important flag is set in the form for which the print request has been received. If the important flag is set, go to step S75, and if not set, go to step S77.

[S75] The control means 11 issues a warning alarm.
[S76] After issuing a warning alarm, the control means 11 goes to step S77 if printing permission is received, and goes to step S78 if printing permission is not received.

  [S 77] The control means 11 gives a form output instruction to the document output processing means 12. The document output processing means 12 transmits a print instruction for the form for which the print request has been received to the printer and executes printing.

[S78] The control means 11 does not issue a form output instruction and terminates the process without executing printing.
Next, a problem case that has occurred in the past and effects when the present technology is applied to solve the problem case will be described.

  (Problem Case 1) There are many print-prohibited forms with important seals, but the administrator is not aware of the print-prohibited forms because the print-prohibited access right is not set for some forms due to an administrator's mistake. It will print.

(Effect) In the present technology, since it is determined whether the document is an important document at the time of printing and a warning alarm is output, it is possible to prevent the important document from being printed at a low rate.
(Problem Case 2) If there is a form containing confidential information (customer name, etc.) that is difficult to distinguish from an important character string, the important character string set by the administrator may not be determined as an important document. Prints out a lot of forms.

  (Effect) With this technology, it is possible to discriminate confidential information that is difficult to distinguish from important character strings by updating and accumulating predetermined character strings when determining important documents. It becomes possible to prevent.

(Problem Case 3) When a large amount of forms are printed at once, a quick print process is required. However, if data search or the like in a form is performed at the time of printing, the print process takes a lot of time.
(Effects) With this technology, important document determination processing is performed while a form is stored (before printing), and even when important document determination processing is performed, processing such as memo information search, management information search, and data search Execute in ascending order of load. As a result, it is possible to reduce the time for determination processing at the start of printing. Furthermore, since the important document determination process is performed on the difference items using the version information, the time required for the determination process can be shortened.

  Next, a case where the control of the present technology is realized by a computer will be described. The processing functions shown above can be realized by a computer. FIG. 21 is a diagram illustrating a configuration example of computer hardware used in this embodiment. The computer 100 in the server device 10 is controlled by the CPU 101 as a whole. A RAM (Random Access Memory) 102 and a plurality of peripheral devices are connected to the CPU 101 via a bus 108.

  The RAM 102 is used as a main storage device of the computer 100. The RAM 102 temporarily stores at least part of an OS (Operating System) program and application programs to be executed by the CPU 101. The RAM 102 stores various data necessary for processing by the CPU 101.

  Peripheral devices connected to the bus 108 include an HDD (Hard Disk Drive) 103, a graphic processing device 104, an input interface 105, an optical drive device 106, and a communication interface 107.

  The HDD 103 magnetically writes and reads data to and from the built-in disk. The HDD 103 is used as a secondary storage device of the computer 100. The HDD 103 stores an OS program, application programs, and various data. Note that a semiconductor storage device such as a flash memory can also be used as the secondary storage device.

  A monitor 104 a is connected to the graphic processing device 104. The graphic processing device 104 displays an image on the screen of the monitor 104a in accordance with a command from the CPU 101. Examples of the monitor 104a include a display device using a CRT (Cathode Ray Tube) and a liquid crystal display device.

  A keyboard 105 a and a mouse 105 b are connected to the input interface 105. The input interface 105 transmits signals sent from the keyboard 105a and the mouse 105b to the CPU 101. Note that the mouse 105b is an example of a pointing device, and other pointing devices can also be used. Examples of other pointing devices include a touch panel, a tablet, a touch pad, and a trackball.

  The optical drive device 106 reads data recorded on the optical disc 106a using laser light or the like. The optical disk 106a is a portable recording medium on which data is recorded so that it can be read by reflection of light. Examples of the optical disc 106a include a DVD (Digital Versatile Disc), a DVD-RAM, a CD-ROM (Compact Disc Read Only Memory), and a CD-R (Recordable) / RW (Rewritable).

  The communication interface 107 is connected to the network 110. The communication interface 107 transmits and receives data to and from other computers or communication devices via the network 110.

  With the hardware configuration as described above, the processing functions of the present embodiment can be realized. Further, when the processing functions of the present embodiment are realized by a computer, a program describing the processing contents of the functions of the server device 10 is provided.

  By executing the program on a computer, the above processing functions are realized on the computer. The program describing the processing contents can be recorded on a computer-readable recording medium. Examples of the computer-readable recording medium include a magnetic storage device, an optical disk, a magneto-optical recording medium, and a semiconductor memory. Examples of the magnetic storage device include a hard disk device (HDD), a flexible disk (FD), and a magnetic tape. Optical discs include DVD, DVD-RAM, CD-ROM / RW, and the like. Magneto-optical recording media include MO (Magneto Optical disk). The recording medium for recording the program does not include a temporary propagation signal itself.

  When distributing the program, for example, a portable recording medium such as a DVD or a CD-ROM in which the program is recorded is sold. It is also possible to store the program in a storage device of a server computer and transfer the program from the server computer to another computer via a network.

  The computer that executes the program stores, for example, the program recorded on the portable recording medium or the program transferred from the server computer in its own storage device. Then, the computer reads the program from its own storage device and executes processing according to the program. The computer can also read the program directly from the portable recording medium and execute processing according to the program. Further, each time the program is transferred from the server computer, the computer can sequentially execute processing according to the received program.

  In addition, at least a part of the above processing functions can be realized by an electronic circuit such as a DSP (Digital Signal Processor), an ASIC (Application Specific Integrated Circuit), or a PLD (Programmable Logic Device).

  As described above, in the present technology, a keyword is searched from a document, a predetermined character string associated with the keyword is extracted, the extracted predetermined character string is added to the keyword, and at least one of the keyword or the predetermined character string is extracted. The included document is determined as an important document. Thereby, it is possible to improve the determination accuracy of the important document, and it is possible to prevent the important document from being leaked. In addition, the important document determination process can be performed at high speed.

  As mentioned above, although embodiment was illustrated, the structure of each part shown by embodiment can be substituted by the other thing which has the same function. Moreover, other arbitrary structures and processes may be added.

DESCRIPTION OF SYMBOLS 1 Document management apparatus 1a Retrieval means 1b Accumulation means 1c Determination means A, B Document

Claims (9)

A search means for searching a keyword for a keyword included in a set of keywords used for determining whether or not the document is important, and extracting a predetermined character string associated with the keyword;
Accumulation means for adding the extracted predetermined character string to the set and accumulating;
A determination means for performing an important document determination process of whether or not a document is important;
With
The determination means includes
A memo information search is performed to determine whether or not an important word regarded as an important document is included in the memo information attached to the document,
When the important word is not detected from the memo information, a management information search is performed to determine whether or not the important word is included in the management information of the document,
When the important word is not detected from the management information, it is determined whether or not at least one of a keyword or a predetermined character string is included in document data.
Document management device comprising a call. The determination means attaches accumulated version information to a document that has undergone important document determination processing, compares the version information attached to the document to be determined and the accumulated version information, and the version information newer than the storage version information, said the document version information is attached, the document management apparatus according to claim 1, wherein the performing the important document determining process. The storage means stores the keyword or predetermined character string with the stored version information,
The determination unit compares the version information attached to the document to be determined and the stored version information, and determines a keyword or a predetermined character string to which the stored version information is newer than the version information. used, the document management apparatus according to claim 1, wherein the performing the important document determining process. The search means includes
From the first coordinate information of the keyword and the second coordinate information of the frame region adjacent to the keyword and including the predetermined character string, the third coordinate information of the predetermined character string included in the frame region Get
A predetermined character string is extracted based on the third coordinate information;
The document management apparatus according to claim 1. The determination unit extracts a character string from text information of an attribute included in the memo information when the memo type of the attribute included in the memo information is a stamp, and determines whether the character string is the important word or not. a file management apparatus according to claim 1, wherein the determining. The determination unit extracts a character string described in at least one of a form name, a comment, or a remark of the management information, and determines whether or not the character string is the important word. Item 1. The document management apparatus according to Item 1 . Search the document for keywords included in the set of keywords used to determine whether the document is important, extract a predetermined character string associated with the keyword,
The extracted predetermined character string stored in addition to the set,
Perform important document judgment processing to determine whether the document is important,
A memo information search is performed to determine whether or not an important word regarded as an important document is included in the memo information attached to the document,
When the important word is not detected from the memo information, a management information search is performed to determine whether or not the important word is included in the management information of the document,
When the important word is not detected from the management information, it is determined whether or not at least one of a keyword or a predetermined character string is included in document data.
A document management method characterized by the above. On the computer,
Search the document for keywords included in the set of keywords used to determine whether the document is important, extract a predetermined character string associated with the keyword,
The extracted predetermined character string stored in addition to the set,
Perform important document judgment processing to determine whether the document is important,
A memo information search is performed to determine whether or not an important word regarded as an important document is included in the memo information attached to the document,
When the important word is not detected from the memo information, a management information search is performed to determine whether or not the important word is included in the management information of the document,
When the important word is not detected from the management information, it is determined whether or not at least one of a keyword or a predetermined character string is included in document data.
A document management program that executes processing.   A search means for searching a keyword for a keyword included in a set of keywords used for determining whether or not the document is important, and extracting a predetermined character string associated with the keyword;
  Accumulation means for adding the extracted predetermined character string to the set and accumulating;
  With
  The search means includes
  From the first coordinate information of the keyword and the second coordinate information of the frame region adjacent to the keyword and including the predetermined character string, the third coordinate information of the predetermined character string included in the frame region Get
  A predetermined character string is extracted based on the third coordinate information;
  A document management apparatus characterized by that.

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