JP7387820B1 - Information processing device, information processing method and program - Google Patents

Abstract

[Problem] To enable flexible management of documents and consistency with business operations. [Solution] An information processing device accepts input of a document, and manages the document so that it cannot be changed after accepting a prescribed procedure for the document or after detecting a prescribed passage on a time axis. The controller includes a control unit that executes the following. This document input includes provisional document input in which the document is specified to be a temporary document that is a substitute for a regular document. The control unit further executes receiving an input of a regular document corresponding to the managed temporary document. [Selection diagram] Figure 5

Description

The present invention relates to an information processing device, an information processing method, and a program.

Conventionally, a scan data database that stores scan data, an electronic data database that stores electronic data created using a terminal, and management that integrally manages the scan data database and the electronic data database. A system having a program has been proposed (for example, Patent Document 2 below).

Japanese Patent Application Publication No. 2007-140865 JP2018-56926A

In the conventional technology described above, when a document is newly registered, falsification is prohibited. However, if the system strictly prohibits changes such as revision or falsification of registered documents, consistency with business operations using such documents may not be maintained. Aspects of the disclosed embodiments allow flexible management of documents and alignment with business operations.

One aspect of the disclosed embodiment is exemplified by an information processing device. The information processing device accepts input of a document, and manages the document so that it cannot be changed after accepting a prescribed procedure for the document or after detecting a prescribed passage on a time axis; The controller includes a control unit that executes the following. The inputting of the document includes inputting a temporary document specifying that the document is a temporary document that is a substitute for a regular document, and the control unit is configured to input a temporary document that is a substitute for a regular document. The method further executes accepting input of the document.

This information processing device enables flexible management of documents and consistency with business operations.

FIG. 1 is a block diagram of a document management system. FIG. 2 is a diagram showing management data of the management program. FIG. 3 is a flowchart showing a procedure for the management program to manage issued reports as scanned report data. FIG. 4 is a diagram showing a flow of managing a report created as electronic report data in an electronic report database. FIG. 5 is a diagram showing the flow of history management of the history management program. FIG. 6 is a diagram illustrating a process of registering electronic report data and scanned report data together by the document management server. FIG. 7 is a diagram illustrating a process when regular scan report data is permanently attached when the temporary attachment flag is set to the scan report data.

<First embodiment>
Hereinafter, a document management system 1 according to an embodiment of the present invention will be described based on FIGS. 1 to 5. FIG. 1 is a block diagram of the document management system 1. As shown in FIG. The document management system 1 in this embodiment will be explained assuming that it is a system that handles reports, but the document management system 1 can handle not only reports but also documents such as accounting documents, internal documents, and contracts. I don't mind. In particular, documents that must be kept for a certain period of time are more preferred.

The document management system 1 includes a document management server 10 that stores various data and manages the stored data, a time stamp server 20 that exchanges time stamps with a time stamp certification organization 60, and a report printed on paper. It has a scanner 30 for reading documents, a terminal 40 for inputting letters and numbers, and a printer 50 for printing necessary reports. The document management server 10, as an information processing device, executes the following information processing method.

The document management server 10 includes a scan report database 100 that stores scan report data obtained by scanning reports with the scanner 30, and an electronic report database 200 that stores electronic report data input and created from the terminal 40. It has a management program 300 that manages the scan report database 100 and the electronic report database 200. Management program 300 will be explained in detail later. Further, the document management server 10 has a central processing unit (CPU) and a memory. The CPU executes the following processing using the management program 300 expanded executable on the memory. Hereinafter, processing by the CPU will be explained simply as processing by the document management server 10. However, it is also possible for the management program 300 to execute the following processing. Further, the CPU and memory are also collectively referred to as a control unit. Furthermore, in this embodiment, electronic report data and scanned report data are collectively referred to as report data.

The timestamp server 20 issues timestamps with a timestamp certification organization 60 that manages and operates timestamps that certify the accuracy of given dates and times by meeting certain conditions regarding dates and times. request and receive the assigned data with a timestamp. Incidentally, if the time stamp server 20 needs to be set or registered in advance as a server that communicates with the time stamp certification authority 60, the procedure is completed in advance. Note that the time stamp server 20 can be omitted if the document management server 10 has this function. It is often preferable to separate the time stamp server 20 from the document management server 10 from the viewpoint of system management or security.

The scanner 30 scans a written report and converts it into scanned report data. The scanner 30 may be of any type as long as it can scan a report at a certain resolution. Further, the scanner 30 may be a copy machine, a multifunction device, or the like as long as it can create scan report data.

The terminal 40 can be used to input characters, numbers, etc. when creating an electronic report using a keyboard, mouse, or the like. The terminal 40 may also include a terminal such as a tablet, a personal computer such as a notebook computer, or a smartphone, which inputs electronic report data to the document management server 10 via a communication means (not shown) via a network. included.

The printer 50 prints reports. Reports saved as scan report data are printed in the scan report data format. Additionally, reports stored as electronic report data are printed in the electronic report data format. However, the management program 300 prohibits printing scan report data in the electronic report data format or electronic report data in the scan report data format.

FIG. 2 is a diagram showing one record of the management data 3000 of the management program 300. One record of the management data 3000 has a structure including the following items: report name 3001, report date 3002, management start date and time 3003, management end date and time 3004, history information 3005, report type 3006, and temporary attachment flag 3007. . Each record of the management data 3000 is stored in association with electronic report data or scan report data.

The report name 3001 is the name of each report created using scan report data and electronic report data. The document management server 10 can process scanned report data and electronic report data that have a common report name 3001 in the management data 3000 by associating them with each other. However, the document management server 10 may add unique identification information to the scan report data and the electronic report data. Then, the document management server 10 may combine and store the identification information of the scan report data and the identification information of the electronic report data, which are processed in association with each other. The document management server 10 may include identification information of the scan report data and identification information of the electronic report data in the management data 3000. The report date 3002 is the creation date of each report created using scan report data and electronic report data.

The management start date and time 3003 is the start date and time when the storage started, because if the report is to be stored, it is necessary to know when the storage started. Reports whose start date and time are listed in the management start date and time 3003 are prohibited from being added, deleted, or modified thereafter. The electronic report data management start date and time 3003 is set when the electronic report data is approved. Further, the scan report data management start date and time 3003 is set when a time stamp is added to the scan report data. Further, in this embodiment, when the month changes in the calendar, the document management server 10 sets the management start date and time 3003 to the scan report data and the electronic report data, and sets the management start date and time 3003 to the scan report data and the electronic report data. Additions, deletions, changes, revisions, and falsification to written data are prohibited. Hereinafter, in this embodiment and subsequent embodiments, additions, deletions, changes, revisions, falsifications, etc. to a document are collectively referred to as changes to the document.

The management end date and time 3004 indicates the end date and time of management of previously managed report data when report data is registered with a new history for registered report data. When you want to add, delete, or change report data that has already been registered, report data with a new history is registered because it cannot be managed using the same history. From then on, the latest history report will no longer be the latest, so the management end date and time 3004 represents the date and time when the report data that was managed up to that point is no longer the latest history report. Even if the management end date and time 3004 is input, this does not mean that the management that prohibits revisions, falsifications, etc. is ended, and subsequent revisions, falsifications, etc. are not allowed. Note that when the scan report data and electronic report data are the latest report data, the management end date and time 3004 is blank.

History information 3005 represents the history of registered reports. The document management server 10 sets the history of the first registered report data to 0, and thereafter increments the value by 1 each time new, revised report data is registered. Even if the history information 3005 is updated, the records of the management data 3000 that include the previous history information 3005 are not deleted. When the history information 3005 becomes a new history number, the document management server 10 that executes the management program 300 creates a new record of the management data 3000 that includes the new history information 3005, and adds it to the management data 3000. In other words, the document management server 10 does not allow changes to registered report data for which the management start date and time 3003 has been set, but the history information 3005 is updated by adding 1 to the registered report data. Registration of revised report data associated with the record of management data 3000 is permitted. In this case, modification of previously registered report data associated with the record of the management data 3000 before update is prohibited.

The report type 3006 distinguishes whether the report data managed by the record of the management data 3000 is a report created using scan report data or a report created using electronic report data. It is. Due to this distinction, even if a report created using scanned report data and a report created using electronic report data are stored in the document management server 10, they can be printed while maintaining their respective formats.

The temporary attachment flag 3007 is information indicating whether the scan report data is temporarily attached or permanently attached when the report data managed by the record is scan report data. be. The scan report data attached hereto refers to report data obtained by scanning a regular scan report in accordance with normal regulations. A formal scan report is created in a format that conforms to, for example, company regulations, customer contracts, industry standards, or government regulations (hereinafter referred to simply as regulations), and is not required for normal business operations. Refers to the official document used. Authentic documents include, for example, documents that include a handwritten signature, documents with a stamp, and original documents that are not sent or received by facsimile.

On the other hand, the temporarily attached scan report data refers to scan report data that is temporarily used as a substitute for the permanently attached scan report data. The temporarily attached scan report data is, for example, data obtained by receiving a regular document used in normal business operations by facsimile, or data created by scanning a printed document received by facsimile. For example, it is not permitted under the above rules, etc. to use data received from a regular document by facsimile, or data created by scanning a printed document received by facsimile, as regular scan report data. There is. In the first step, the document management system 1 according to the present embodiment temporarily registers scan report data created by scanning a document other than a regular document, such as a document received by facsimile. Recognize. Thereafter, the document management system 1 accepts additional registration of the attached scan report data created by scanning the regular document, with respect to the temporarily registered scan report data.

Since the document management system 1 allows registration of scan report data in two stages, operations or processes are facilitated in various organizations or operations. For example, if a user cannot obtain a formal document but can obtain a document other than a formal document, the user can smoothly carry out work without waiting for the receipt of a formal document. Note that, as described above, in this embodiment, the document management system 1 accepts additional registration of permanently attached scan report data for temporarily attached scan report data. However, instead of such processing, the document management system 1 may accept replacement of temporarily attached scan report data with permanently attached scan report data.

Regarding each item 3001 to 3006 of the management data 3000, in the scan report data, a program that converts the part corresponding to the corresponding item into letters and numbers is converted and automatically inputted, or the operator inputs the part corresponding to the corresponding item in the report. Enter while looking. For electronic report data, relevant data is automatically extracted and entered. Further, the value of the temporary attachment flag in item 3007 is set by the document management server 10 according to the operator's designation.

Furthermore, if there are any items to be managed other than those shown here, they can be added to the management data 3000. The item you want to add can be any item, such as reporter, customer, etc.

FIG. 3 is a flowchart illustrating a procedure in which the management program 300 manages a written (also referred to as document) published report as scanned report data. The document management server 10 executes the following processing according to the management program 300.

The report issued in paper form is converted into scanned report data by the scanner 30 (S101). Specifically, the document management server 10 that executes the management program 300 prompts the operator to set a report on the scanner 30 and start scanning. At this time, whether certain conditions are met, such as the report was not scanned at a certain resolution, a part of the report was not scanned, or the report was scanned at an angle. It is determined whether (S102). This determination may be made automatically by the management program 300, or may be made by an operator by visually observing the scan report data. For example, the document management server 10 may accept the result visually determined by the operator. The processes in S101 and S102 can be said to be an example of the document management server 10 receiving a document input via the scanner 30.

If the certain condition is not satisfied (N in S102), the user is prompted to scan the report again with the scanner 30. On the other hand, if a certain condition is met (Y in S102), the operator inputs search data necessary for managing the management data 3000 from the report created using the scan report data from the terminal 40 ( S103). Necessary search data are report name 3001, report date 3002, and report type 3006. These items may be automatically assigned by the document management server 10 that executes the management program 300. For example, the document management server 10 that executes the management program 300 may acquire the report name 3001 from a predetermined position of the scanned data. Further, the document management server 10 may set the date of the processing day, which is managed by the OS, as the report date 3002. Further, the document management server 10 may set the report type 3006 to scan report data when receiving the scan report data. Note that at this time, the document management server 10 may only accept input from the operator that the data is scan report data. Furthermore, when the report name 3001 is input, the document management server 10 may automatically input that scan report data exists.

Next, the document management server 10 determines whether a designation for temporary attachment has been received from the operator (S104). Upon receiving the temporary attachment designation from the operator, the document management server 10 sets the temporary attachment flag to ON in the corresponding record of the management data 3000 (S105). The process in S104 can be said to be an example of inputting a temporary document in which it is specified that the document is a temporary document that is a substitute for a regular document.

The scan report data is temporarily stored in the timestamp server 20. The stored scan report data is processed at regular intervals, such as every hour, or when a certain amount of scan report data, such as three scan report data, is reached. For example, the time stamp server 20 communicates with the computer of the time stamp certification authority 60 and requests the time stamp certification agency 60 to add a time stamp to the scan report data that has reached a certain amount. The time stamp certification authority 60 issues a time stamp for each requested scan report data (S106).

More specifically, the time stamp server 20 is provided with a program for adding a time stamp to the scan report data by the time stamp certification authority 60. The time stamp server 20 requests the time stamp certification authority 60 to provide a time stamp by executing the above-described application program, acquires the time stamp from the certification authority, and writes it into the scan report data. A timestamp has a date and time and is written to the scan report data in an immutable format.

The scan report data to which time stamp date and time information has been added is compared with the report date 3002 input in S103 for each report and the time stamp information. It is checked whether the difference between the report date 3002 and the date and time when the time stamp was added is within a predetermined date and time (S107). The document management server 10 calculates, for example, the difference between a predetermined time (midnight, midnight, 12:00 p.m., etc.) on the report date 3002 and the date and time of the timestamp. If this report date exceeds the date and time specified based on the date and time when the timestamp was assigned (N in S107), the document management server 10 prompts the operator to input the reason. prompt and accept input. Then, the document management server 10 writes (adds) the input reason to the scan report data (S108).

The document management server 10 determines whether the date and time when the timestamp was added is within the specified date and time based on the report date (Y in S107) and after the reason has been added to the scan report data (S108). , the scan report data is registered in the scan report database 100 (S109). The document management server 10 sets the date and time when the timestamp was added as the management start date and time 3003, sets the history information 3005 to 0 (zero), registers the scan report data in the scan report database 100, and manages the scan report data. . When scan report data to which time stamp date and time information is added is registered in the scan report database 100, it is managed as a subject that is prohibited from being changed. Therefore, it can be said that through the process of S106, the document management server 10 has accepted the prescribed procedure for the scan report data as document data by the computers of the time stamp server 20 and the time stamp certification authority 60. Here, an example of the prescribed procedure is adding a timestamp to scan report data. Therefore, after the processing from S106 to S108, the document management server 10 manages the scan report data so that it cannot be changed.

However, in this embodiment, even after scan report data for which the temporary attachment flag is set to ON is registered in the scan report database 100 with time stamp date and time information, the scan report data is not registered in the scan report database 100 as a regular scan report. Data can be added and supplemented. In other words, even after the scan report data flagged as a temporary attachment flag is registered in the scan report database 100 with time stamp information, it cannot be changed with the regular scan report data that is actually attached. be. Once it is registered in the scan report database 100 and prohibition of changes is started, the published report scanned by the scanner 30 may be disposed of. Further, the document management server 10 may manage whether or not the document has been disposed of by providing an item in the management data 3000 for managing whether or not the document has been disposed of.

As described above, the scan report data that is registered in the scan report database 100 with time stamp date and time information is managed as a prohibited object. However, at the time when the scan report data to which the time stamp date and time information has been added is registered in the scan report database 100, the document management server 10 does not prohibit changes to the scan report data. good. For example, when scan report data is approved (see FIG. 4), the document management server 10 may prohibit changes to the scan report data that has been approved. Therefore, in this case, receiving approval can be said to be an example of the prescribed procedure for scan report data. As a result, after receiving approval, the document management server 10 only has to manage the scan report data so that it cannot be changed.

FIG. 4 is a diagram showing a flow of managing a report created as electronic report data in the electronic report database 200.

The operator uses the terminal 40 to input numerical data, comments, etc. into corresponding locations among predetermined items in the electronic report data (S201). The terminal 40 is not limited to a terminal directly connected to the document management server 10. The terminal 40 also includes a personal computer located within the company that is connected to the document management server 10 via a communication means such as a network, or a mobile device such as a tablet or laptop that is connected to the document management server 10 from outside the company via a communication means. .

The created electronic report data is stored in the electronic report database 200 of the document management server 10 (S202). At this point, the operator can modify or change the saved electronic report data, even if modifications or changes occur.

When the electronic report data is completed, the operator performs an approval action to clarify that the electronic report data has been issued to the customer or is officially issued (S203). More specifically, the approval process is activated by an operator's operation. The approval process is one of the programs (functions) that the management program 300 has. In the approval process, the document management server 10 performs approval work via a predetermined route such as the operator's superior or a person concerned in a related department via the network. In the approval work, the document management server 10 completes the approval action by accepting approval from the above-mentioned parties. When approval of electronic report data is accepted, the approver, approval date, and approval time are recorded. When the approval action is completed, the document management server 10 automatically extracts data from the corresponding part written in the electronic report data, and extracts the report name 3001, report date 3002, management start date and time 3003 of the management data 3000. , history information 3005, and report type 3006. The date and time when the approval was completed is entered in the management start date and time 3003. Furthermore, since the electronic report data is newly registered upon approval, 0 (zero) is input to the history information 3005. Since a date and time has been input in the management start date and time 3003, actions such as corrections and changes to the electronic report data with the same history number are prohibited from the input date and time. Therefore, it can be said that through the process of S203, the document management server 10 has accepted the prescribed procedure regarding the electronic report data. Here, an example of the prescribed procedure is to receive approval. Therefore, after the process of S203, the document management server 10 manages the electronic report data so that it cannot be changed. Note that if scanned report data is associated with the electronic report data input in the process of FIG. 4, after the process of S203, the document management server 10 Report data may be managed so that it cannot be changed.

That is, as described above, the management start date and time 3003 is input to the scan report data based on the date and time when the time stamp was added, and actions such as modification and change are prohibited. However, when electronic report data is approved, scanned report data to which a time stamp has been added may also be approved, and revision acts such as corrections, changes, etc., or falsification acts may be prohibited. In this case, even after the scan report data is registered in the scan report database 100 and the change prohibition is started, the document management server 10 does not assign regular scan report data to the scan report data for which the temporary attachment flag has been set. Accepts book attachments.

FIG. 5 is a diagram showing the flow of history management of the history management program. History management when new scan report data or electronic report data is created will be explained. Note that in the process of FIG. 5, the operator displays the main screen of the document management server 10. On the main screen, for example, a list of temporarily attached scan report data is displayed (S300). Therefore, the operator can grasp the list of scan report data that has not yet been attached. That is, the document management server 10 can, for example, follow up with the operator to perform this attachment every time the main screen is displayed. After the process of managing the scan report data in the scan report database 100 in FIG. 3 or the process of managing the electronic report data in the electronic report database 200 in FIG. 4, the document management server 10 returns to the main screen display. . The process of S300 can be said to be an example of displaying in a predetermined manner that the input of temporarily attached scan report data is accepted and the input of regular scan report data is incomplete. Here, the predetermined mode is exemplified by a mode in which a list of temporarily attached scan report data is also displayed when the main screen is displayed. Then, the document management server 10 receives the scan report data through the process shown in FIG. 3, and receives the electronic report data through the process shown in FIG. That is, the document management server 10 accepts new report data (S301).

If the new report data is scanned report data, the document management server 10 that executes the management program 300 extracts the report name from the same search data as in S103 of FIG. 3, for example. Further, in the case of electronic report data, the document management server 10 that executes the management program 300 extracts, for example, the report name of the electronic report data. The document management server 10 checks whether the extracted report name is the same as the report name 3001 registered in the management data 3000 (S302). If the same report name does not exist in the management data 3000 (N in S302), the document management server 10 determines that the report is new and scans the new report data into the report database 100 or electronic report. It is registered in the database 200 (S310).

When the same report name already exists in the management data 3000 (Y in S302), the document management server 10 determines whether the operator has performed an operation to request the attachment of the report (S303). As described in S105 above, the document management server 10 manages scan report data to which a time stamp has been added so that it cannot be changed. Furthermore, as described in S203, the document management server 10 manages the approved electronic report data so that it cannot be changed. Further, the document management server 10 manages the scan report data associated with the approved electronic report data so that it cannot be changed. Furthermore, after either scan report data or electronic report data is input, a predetermined time or period may elapse on the time axis, such as when a monthly closing date (for example, the end of the month) elapses. In this embodiment, the document management server 10 manages the report data so that it cannot be changed after a predetermined time such as a monthly closing date or a predetermined period has passed after the report data is input. . However, in the document management system 1 of the present embodiment, the document management server 10 performs exceptional processing on scan report data for which the temporary attachment flag has been set. In other words, even if the document management server 10 detects the addition of a timestamp, approval, or a specified passage on the time axis as described above, the document management server 10 does not attach a regular scan report to the provisional scan report data as an attachment. Attachment of document data is allowed. However, the document management server 10 may allow temporary scan report data to be replaced with regular scan report data as this attachment.

That is, upon receiving an operation requesting permanent attachment (Y in S303), the document management server 10 adds the temporarily attached scan report data to the scan report based on the name of the report name 3001 determined in S302. Search from database 100. Then, the document management server 10 checks the consistency between the scan report newly created in S301 and the temporarily attached scan report data (S311).

Here, the consistency between the newly created scan report and the temporarily attached scan report data may be determined simply by matching the names of the report names 3001. Furthermore, the consistency may be performed by comparing newly created scan report data and a corresponding predetermined portion of temporarily attached scan report data. For example, the scan report data includes a management number that is uniquely issued in the system that is the target of the report. The scan report data also includes the name of the report creator (character string). The scan report data also includes the handwritten signature of the approver who approved the report. Here, for example, it is assumed that the report is a maintenance management report for a system installed at a customer site. The management number is uniquely issued by the system to be maintained and managed. A management number is printed or written on the maintenance management report of the object to be scanned. Further, the name of the person in charge of maintenance management is printed or written in the maintenance management report. Furthermore, the maintenance management report is signed by the name of the person in charge on the customer side of the customer site. The date will also be entered along with the signature.

The document management server 10 scans the newly created scan report and the temporarily attached document with respect to at least one of the maintenance management report's management number, creator name (character string), approver's handwritten signature, etc. All you have to do is compare it with the scan report data. The comparison is performed, for example, by comparing image data generated by scanning documents. The placement of these items is specified for each report. Then, when these items match with a score equal to or higher than a predetermined reference value at a specified position in the image data of the report, the document management server 10 combines the newly created scanned report data with the temporary one. It may be determined that there is consistency with the attached scan report data. If there is consistency (Y in S312), the document management server 10 registers the newly created scan report in the scan report database 100 as attached data (S313). On the other hand, if there is no consistency (N in S312), the document management server 10 outputs an error (S314). Note that if the document management server 10 determines consistency simply by matching the report names 3001, the determination in S312 is omitted, and when the same report name already exists in S302, this attachment is immediately The process is executed (S313). The temporarily attached scan report data is an example of a managed second temporary document. Furthermore, the newly created and attached scan report data is an example of a regular second document. Furthermore, the process in S313 can be said to be an example of receiving an input of a regular second document corresponding to the managed temporary second document.

In the case of Y in S303, the processes from S311 to S313 are performed to create a newly created scan report that is a regular document that corresponds to the temporarily attached scan report data that is a managed temporary document. In other words, this is an example of accepting input of data attached to this book. Further, the process in S311 can be said to be an example of comparing a newly created scan report with predetermined information of temporarily attached scan report data.

If this attachment is not requested (N in S303), the document management server 10 determines whether the new report data is a revised version of the report data (S304). A revised version of report data is newly issued report data in response to a need to make additions, deletions, changes, etc. to some or all of the previously published report data. However, in the present embodiment, the document management server 10 receives input of a reference file in which reference materials of already published report data are saved, in addition to a revised version of data in a report. Such reference materials include, for example, additional information such as a photograph of the device at a location different from that described in the already registered report data and the name of a new person in charge at the customer site. When the new report data is not a revised report (N in S303), the document management server 10 registers the new report data as a reference file (S306). That is, the document management server 10 associates the record with the same report name 3001 with the scan report database 100 or the electronic report database 200 in which the registered report data is registered, and creates a new report as a reference file. Save data.

On the other hand, if the report is a revised version (Y in S304), the document management server 10 registers new report data in the management data 3000 as a new report. The management program 300 reads the history information 3005 already assigned from the same report name 3001 of the management data 3000, and adds 1 to the history information 3005 to create new history information 3005. Further, for a new report, the date and time when a time stamp was added or the approval date and time is input into the management start date and time 3003. Since the management start date and time 3003 has been input, the new report is managed as the latest report and falsification is prohibited. For a report that was the latest until it was revised, the same time as the management start date and time 3003 that was input in the new report is input as the management end date and time 3004 of the report that was the latest until it was revised.

As described above, in the document management system 1 of this embodiment, the document management server 10 receives input of scan report data as an example of a document. When the scan report data is given a time stamp or approved as a prescribed procedure, the document management server 10 makes the scan report data subject to changes such as prohibition of revision and prevention of falsification. Furthermore, when a predetermined time period arrives or a predetermined period elapses with respect to scan report data, the document management server 10 prohibits changes to the scan report data. However, as described above, when the temporary attachment flag is set to the scan report data, the document management server 10 subsequently stores the regular scan report data corresponding to the scan report data for which the temporary attachment flag has been set. accepts input. Therefore, the present document management system 1 can flexibly manage documents by strictly managing documents by prohibiting changes and exceptionally handling scan report data by setting a temporary attachment flag. For example, if the scan report data is a document that requires customer approval and the customer is located in a remote location, it may take time to obtain a legitimate document that has been approved by the customer. Furthermore, for example, a monthly closing date (for example, the end of the month) may elapse before a formal document approved by the customer is obtained. However, in the document management system 1 of the present embodiment, the document management server 10 is able to accept the scan report data for which the temporary attachment flag has been set, and proceed with the procedure within the permitted range. .

In addition, the document management server 10 flags at least one of predetermined information included in the regular scan report data, such as a management number, a creator name (character string), and an approver's handwritten signature, as a temporary attachment flag. Check against the scan report data set. Then, the document management server 10 checks the consistency of the regular scan report data by comparing these collated data. Then, if a mismatch is determined in this comparison, the document management server 10 stops inputting the regular scan report data. Therefore, the document management server 10 can prevent the operator from registering erroneous scan report data as regular scan report data.

Further, the document management server 10 accepts input of scan report data with a provisional attachment flag set, and associates scan report data with incomplete input of regular scan report data or scan report data. Display the existence of electronic report data in a list. Therefore, the document management server 10 can make the operator aware of the incomplete input of regular scan report data and the list thereof.

<Second embodiment>
The document management system 1 according to the second embodiment will be described below with reference to FIGS. 6 and 7. In the first embodiment described above, flexible management using the temporary attachment flag for scan report data was exemplified. However, in the first embodiment, scan report data and electronic report data are registered through separate processes (FIGS. 3 and 4). In the second embodiment, the document management server 10 manages scan report data and electronic report data together.

FIG. 6 is a diagram illustrating a process of registering electronic report data and scanned report data together by the document management server 10. In this process, the document management server 10 receives input of electronic report data and stores the input electronic report data in the electronic report database 200 (S401). The process in S401 is similar to S201 and S202 in FIG. The process in S401 can be said to be an example of receiving input of a first document.

Next, the document management server 10 determines whether scan report data related to the electronic report data input in S401 is attached in response to an operation by the operator (S402). When receiving an instruction from the operator that scan report data is attached (Y in S402), the document management server 10 receives the scan report data and stores the input scan report data in the scan report database 100. (S403). The process in S403 is similar to the process in FIG. Therefore, in S403, depending on the operator's operation, the temporary attachment flag may be set to the scan report data, or the temporary attachment flag may not be set. The processes in S402 and S403 can be said to be an example of receiving an input of a second document that is managed in association with the first document.

Note that the scanned report data related to the electronic report data is, for example, data obtained by scanning a report (document) that is the basis for the electronic report data input via the terminal 40. For example, when electronic report data is material based on customer approval, the report (written document) that serves as the basis is a formal document indicating customer approval.

Next, the document management server 10 receives approval of the electronic report data input in S401 and the scan report data input when S403 is executed (S404). In the second embodiment, the object of approval is electronic report data or both electronic report data and scanned report data related to the electronic report data. However, the approval procedure is similar to S203 in FIG. The process in S404 can be said to be an example of accepting a prescribed procedure for at least one of the electronic report data that is the first document and the scanned report data that is the second document. Therefore, after the process of S404, the document management server 10 manages the electronic report data and the scan report data so that they cannot be changed.

Note that in the process of S403, the document management server 10 may attach a temporary attachment flag to the scan report data as the second document, in accordance with the operator's designation, as in S104 and S105 of FIG. Therefore, the process of attaching a temporary attachment flag to the scan report data in the process of S403 is performed on a temporary second document that is designated as temporary scan report data that is a substitute for regular scan report data. This can be said to be an example of input.

Furthermore, in the process of S403, a time stamp is added to the scan report data in the same procedure as S106 of FIG. Therefore, the scan report data may be managed so that it cannot be revised after the time stamp is added in S403. In this case, it can be said that the time stamp assignment in S403 is an example of following a prescribed procedure.

FIG. 7 is a diagram illustrating a process when regular scan report data is permanently attached when the temporary attachment flag is set to the scan report data. In this process, the document management server 10 displays a main screen on the display device of the terminal 40, for example. On the main screen, a list of scan report data with a temporary attachment flag set is displayed (S500). Note that instead of the list of scan report data, a list of electronic report data associated with the scan report data for which the temporary attachment flag has been set may be displayed. The process in S500 indicates that the input of scan report data, which is a temporary second document, with the temporary attachment flag set, is accepted, and the input of scan report data, which is a regular second document, is incomplete. This can be said to be an example of displaying in a predetermined manner.

Next, the document management server 10 receives input of regular scan report data, and registers the input scan report data in the scan report database 100 (S501). The process in S501 is to accept input of scan report data that is a regular second document that corresponds to scan report data that is a managed temporary second document that has a temporary attachment flag set. This can be said to be an example.

As described in S303 above, the document management server 10 manages scan report data to which a time stamp has been added, scan report data that has been approved, etc., so that they cannot be revised. Further, if the document management server 10 detects a specified passage on the time axis, such as the passage of a monthly closing date (for example, the end of the month) after either scanned report data or electronic report data is input, the document management server 10 , manage report data so that it cannot be revised or tampered with. However, the document management server 10 adds a time stamp to the scan report data for which the provisional attachment flag has been set, receives approval, or follows the specified progress on the time axis. Even if it is detected, it will be handled as an exception. That is, the document management server 10 allows attachment of regular scan report data as a permanent attachment to temporary scan report data.

Then, the document management server 10 checks the consistency between the regular scan report data input in S501 and the temporarily attached scan report data (S502). The process in S502 is similar to the process in S311 in FIG. Then, if the regular scan report data and the temporarily attached scan report data are consistent (Y in S503), the document management server 10 transfers the newly created scan report to the attached scan report data. is registered in the scan report database 100 (S504). On the other hand, if there is no consistency (N in S503), the document management server 10 outputs an error (S505). The process in S502 includes predetermined information included in scan report data that is a temporary second document with a temporary attachment flag set, and predetermined information included in scan report data that is a regular second document. This is an example of comparing. Furthermore, the process in S505 can be said to be an example of stopping the input of the authorized second document when a mismatch is detected in the verification.

As described above, in the second embodiment, the document management server 10 receives input of electronic report data as the first document. Further, the document management server 10 accepts input of scan report data as a second document managed in association with the first document. Then, the document management server 10 attaches the electronic report data, which is the first document, and the scan report data, which is the second document, by following prescribed procedures such as approval of the scan report data, which is the second document. Save report data so that it cannot be changed. Furthermore, when the document management server 10 detects a prescribed passage on the time axis, it manages the scan report data so that it cannot be changed. Even after such management is started, input of scan report data that is a regular second document is accepted for scan report data for which the temporary attachment flag has been set. Therefore, the document management server 10 stores electronic report data and scanned report data managed in association with the electronic report data in a manner that prevents them from being changed in a strict manner, while enabling flexible operation using the temporary attachment flag. do.

Note that, as described in the first embodiment, also in the second embodiment, the document management server 10 confirms the consistency of regular scan report data. That is, the document management server 10 flags at least one of predetermined information included in the regular scan report data, such as a management number, a creator name (character string), and an approver's handwritten signature, as a temporary attachment flag. Check against the scan report data set. Then, the document management server 10 checks the consistency of the regular scan report data by comparing the two items to be verified.

Then, if a mismatch is determined in this comparison, the document management server 10 stops inputting the regular scan report data. In addition, the document management server 10 accepts input of scan report data for which a temporary attachment flag is set, and associates scan report data with incomplete input of regular scan report data or scan report data. Display the existence of electronic report data in a list. The above processing is performed in the second embodiment in the same manner as in the first embodiment.

<Computer-readable recording medium>
A program that causes a computer or other machine or device (hereinafter referred to as a computer or the like) to realize any of the above functions can be recorded on a computer-readable recording medium. Then, by causing a computer or the like to read and execute the program on this recording medium, the function can be provided.
Here, a computer-readable recording medium is a recording medium that stores information such as data and programs through electrical, magnetic, optical, mechanical, or chemical action and can be read by a computer, etc. means. Among these recording media, those that can be removed from computers etc. include memory such as flexible disks, magneto-optical disks, CD-ROMs, CD-R/W, DVDs, Blu-ray discs, DAT, 8mm tapes, and flash memory. There are cards etc. In addition, there are hard disks, ROMs (read only memories), and the like as recording media fixed in computers and the like. Furthermore, an SSD (Solid State Drive) can be used as a recording medium that is removable from a computer or the like, or as a recording medium that is fixed to a computer or the like.

1 Document management system 10 Document management server 20 Time stamp server 30 Scanner 40 Terminal 50 Printer 100 Scan report database 200 Electronic report database 300 Management program

Claims (12)

Accepting document input;
Managing the document so that it cannot be changed after receiving prescribed procedures including receiving approval for the document or after detecting the passage of the prescribed time axis;
accepting a revised version of the document before accepting the prescribed procedure in respect of the document and before detecting the progress of the rule;
Equipped with a control unit that executes
Inputting the document includes inputting a temporary document specifying that the document is a temporary document that is a substitute for a regular document;
The control unit further performs information processing , after receiving the prescribed procedure or detecting the progress of the prescribed procedure, further accepting input of the regular document corresponding to the managed temporary document. Device. accepting input of a first document;
accepting input of a second document managed in association with the first document;
After receiving a prescribed procedure including receiving approval for at least one of the first document and the second document, or after detecting a prescribed passage on the time axis, the first document and the second document are processed. 2. Manage the document so that it cannot be changed;
Revising at least one of the first document and the second document before accepting the prescribed procedure with respect to at least one of the first document and the second document and before detecting the progress of the rule. accepting the edition;
Equipped with a control unit that executes
Inputting the second document includes inputting a temporary second document specifying that the second document is a temporary second document that is a substitute for a regular second document,
The control unit may accept input of the regular second document corresponding to the managed temporary second document after accepting the prescribed procedure or after detecting the progress of the prescribed procedure. An information processing device that executes further operations. The control unit collates predetermined information included in the temporary second document and predetermined information included in the regular second document,
The information processing apparatus according to claim 2, wherein input of the authorized second document is stopped when a mismatch is detected in the verification. 3. The information processing apparatus according to claim 2, wherein the control unit displays in a predetermined manner that input of the temporary second document has been accepted and input of the regular second document has not been completed. the computer accepts input of a document;
Managing the document so that it cannot be changed after receiving prescribed procedures for the document or after detecting the passage of the prescribed time axis;
accepting a revised version of the document before accepting the prescribed procedure in respect of the document and before detecting the progress of the rule;
Run
Inputting the document includes inputting a temporary document specifying that the document is a temporary document that is a substitute for a regular document;
The information processing method, wherein the computer further executes accepting input of the regular document corresponding to the managed temporary document after accepting the prescribed procedure or detecting the progress of the prescribed procedure. . the computer accepting input of the first document;
accepting input of a second document managed in association with the first document;
After receiving a prescribed procedure including receiving approval for at least one of the first document and the second document, or after detecting a prescribed passage on the time axis, the first document and the second document are processed. 2. Manage the document so that it cannot be changed;
Revising at least one of the first document and the second document before accepting the prescribed procedure with respect to at least one of the first document and the second document and before detecting the progress of the rule. accepting the edition;
Run
Inputting the second document includes inputting a temporary second document specifying that the second document is a temporary second document that is a substitute for a regular second document,
The computer further includes, after accepting the prescribed procedure or detecting the progress of the prescribed procedure, accepting an input of the regular second document corresponding to the managed temporary second document. Information processing method to be executed. The computer compares predetermined information included in the temporary second document with predetermined information included in the regular second document,
7. The information processing method according to claim 6, wherein input of the authorized second document is stopped when a mismatch is detected in the verification. 7. The information processing method according to claim 6, wherein the computer displays in a predetermined manner that input of the provisional second document is accepted and input of the regular second document is incomplete. Accepting document input into the computer;
Managing the document so that it cannot be changed after receiving prescribed procedures including receiving approval for the document or after detecting the passage of the prescribed time axis;
accepting a revised version of the document before accepting the prescribed procedure in respect of the document and before detecting the progress of the rule;
run the
Inputting the document includes inputting a temporary document specifying that the document is a temporary document that is a substitute for a regular document;
A program that causes the computer to further accept input of the regular document corresponding to the managed temporary document after accepting the prescribed procedure or detecting the progress of the prescribed procedure . accepting input of a first document into the computer;
accepting input of a second document managed in association with the first document;
After receiving a prescribed procedure including receiving approval for at least one of the first document and the second document, or after detecting a prescribed passage on the time axis, the first document and the second document are processed. 2. Manage the document so that it cannot be changed;
Revising at least one of the first document and the second document before accepting the prescribed procedure with respect to at least one of the first document and the second document and before detecting the progress of the rule. accepting the edition;
run the
Inputting the second document includes inputting a temporary second document specifying that the second document is a temporary second document that is a substitute for a regular second document,
further comprising: causing the computer to receive input of the regular second document corresponding to the managed temporary second document after accepting the prescribed procedure or after detecting the progress of the prescribed procedure; A program to be executed. causing the computer to collate predetermined information included in the temporary second document and predetermined information included in the regular second document;
11. The program according to claim 10, which stops inputting the authorized second document when a mismatch is detected in the verification. 11. The program according to claim 10, which causes the computer to display in a predetermined manner that input of the provisional second document is accepted and input of the regular second document is incomplete.

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