JPH04130973A - Data registering system for electronic filing - Google Patents

Abstract

PURPOSE:To omit the manual operation of an operator as much as possible and to considerably improve efficiency for registration by automatically executing operations in a data input device from the preparation of routine sentences to the registration. CONSTITUTION:For the routine sentence to be prepared, a document title is designated by a keyboard, for example. The uncompleted routine sentence of the relevant document title in a format file 16 is read out, converted to picture data and displayed on the display screen of a display 14. In respect to this displayed uncompleted routine sentence, data or characters to be inserted to the uncompleted part are inputted by using the keys of the keyboard. At such a time, a document preparing means 19 for a control program is activated. The inputted data or characters are converted to Chinese characters, square forms of Japanese syllabary or alphanumeric, further converted to character patterns, stored in a picture data memory and displayed at the relevant part on the display screen.

Description

DETAILED DESCRIPTION OF THE INVENTION [Purpose of the Invention (Field of Industrial Application) The present invention relates to a data registration method for electronic filing in which a fixed text is created, search information is attached, and the data is registered in an electronic filing system.

(Prior art) For example, various business documents such as estimates, specifications, invoices, and contracts have a fixed format for each office, and the person in charge All you have to do is add data such as various amounts and characters such as address to the text. The created text is then registered in, for example, an electronic filing system and stored for a long period of time. Image data may be registered in this electronic filing system.

Then, the person in charge creates a document and registers it in the electronic filing system using the following steps.

First, as shown in FIGS. 3 and 4, a person in charge creates a fixed form sentence 2 by hand or using a word processor 1. Next, as shown in FIG. 5, the created fixed text 2 is set in the image reading device 3, and one page of image data is read. The read image data for one page is input to the electronic filing system 4.

This electronic filing system 4 is composed of a kind of computer, and a processor 5 is connected via a pass line to a keyboard 6 and a display 7 composed of a CRT display device, etc.
1. Controls an image data file 8 composed of, for example, an optical disk device.

When the person in charge actually registers each created standard sentence, each page of each standard document 2 is registered in order to efficiently read out each standard sentence 2 registered in this electronic filing system later. Is it necessary to register search information at the same time?

In this case, as shown in FIG. 6, a search code correspondence table 9 is created in advance in which search codes are listed in, for example, a list for each document name including page information. Then, each time one fixed form sentence 2 is read by the image reading device 3 and registered in the image data file 8, the search code for the corresponding fixed form sentence is entered using the keyboard 6 with reference to the search code correspondence table 9. . Then, the image data of the corresponding fixed form sentence 2 is stored together with the search code input from the keyboard 6. Note that the search code is stored as normal code data rather than image data.

If you want to read out the fixed text 2 from the image data file 8 of this electronic filing system 4 at a later date, you need to know the search code for the corresponding fixed text 2 using the search code correspondence table 9 mentioned above and enter the key from the keyboard 6 manually. , the image data of the corresponding fixed form sentence 2 stored in the image data file 8 is displayed on the display 7.

However, even in the data registration method for electronic filing in which each fixed form sentence 2 is registered in the electronic filing system using the method described above, there are still the following problems that need to be resolved.

In other words, it is necessary to input the image data into the electronic filing system 4 using the image reading device 3 each time the fixed text 2 is handwritten or created using the word processor 1, which is quite a complicated task for the person in charge. Become.

In addition, there is a concern that the original table of the image reading device 3 may be dirty or the original may be set diagonally, and there is a problem that the best image quality cannot always be ensured.

In addition, the person in charge needs to enter the search code manually while referring to the search code correspondence table 9.
There is a risk of entering the wrong search code or forgetting to enter the search code.

Further, it takes time and effort to create the search code correspondence table 9, and it is troublesome to store the search code correspondence table 9.

(Problem to be solved by the invention) As described above, in the conventional electronic filing data registration system, the work is not continuous from the process of creating a standard sentence to the process of registering the created standard sentence. Manual operation by the person in charge was required each time. Therefore, there is a concern that work efficiency will decrease and erroneous operations may occur.

The present invention was made in view of these circumstances, and
Everything from the creation of standard sentences to the registration of the created standard sentences is automatically executed within the data input device, reducing manual operations by the operator as much as possible, greatly improving registration work efficiency, and preventing mistakes. The purpose of the present invention is to provide a data registration method for electronic filing that can prevent search data from being added and improve the reliability of registered data.

[Configuration of the Invention (Means for Solving the Problems) In order to solve the above problems, the present invention adds data and characters to unfinished sentences having a plurality of predetermined formats so as to be uniform. In the data registration method for electronic filing, which creates a fixed text with a format, converts this fixed text into image data, adds search information, and registers each page in the electronic filing system. A format file that stores an unfinished document in a character coded state, a code information file that encodes input data and characters, and a display that converts each sentence in the format file into image data and displays it. This display device, a document creation means that creates a fixed form sentence on the display screen of the display device by adding unfinished sentences to input data and characters using the format file and code information file, and searches for each fixed form sentence. A search item file that stores information, and an image data registration method that registers image data of a completed standard sentence displayed on a display device together with search information of the corresponding standard sentence read from the search item file in an electronic filing system. It is prepared.

(Function) If the electronic filing data registration method is configured in this way, specifications are included in the form file.

Unfinished fixed-form documents such as estimates are stored.

Then, the person in charge reads out the unfinished fixed text of the format to be created from the format file onto the display screen of the display unit, and adds data and characters to the unfinished fixed text using, for example, a keyboard. Complete the standard sentences. Since search information is stored in advance for each standard sentence in the search item file, for example, if you input the text base of a completed standard sentence, one page of image data with a search code automatically added. will be registered in the electronic filing system.

(Example) An embodiment of the present invention will be described below with reference to the drawings.

FIG. 2 is a block diagram showing the data input device 10 and electronic filing system 4 to which the electronic filing data registration method of this embodiment is applied. This data input device 10 is constituted by a kind of computer, and a processor 11 connects a keyboard 13 to a keyboard 13 via a path line 12.
．． Display device 14 consisting of a CRT display device or the like. RAM 15 for storing various variable data. It controls the interface 21 and the like for transmitting various data with the electronic file system 4.

In the RAM 15, there are a format file 16 for storing unfinished documents having various formats in a character code state, a code information file 17 for encoding data and characters input from a keyboard, etc. A search item file 18, etc., which stores the search code correspondence table 9 shown in FIG. 6, which stores search information for each fixed text, is formed.

FIG. 1 is a functional block diagram showing a data processing method in this data input device 10. As shown in FIG. In this data input device 10, in addition to the above-mentioned files 16 to 18, a document creation means 19, an image data registration means 20, etc. are set as control program processing means.

Next, the operation of such data input device 10 will be explained step by step.

First, the person in charge specifies the document name of the fixed text to be created using the keyboard 13, for example. Then, the unfinished fixed text of the document name in the format file 16 is read out, converted to image data, and displayed on the display screen of the display 14. Specifically, a bitmap is developed on the image data memory corresponding to the display screen. The bit data in this image data memory is then displayed on the display screen.

The person in charge uses the keyboard 13 to input data and characters to be inserted into the unfinished portion of the unfinished fixed text displayed on the display 14. Then, the document creation means 19 of the control program is activated. Then, the data and characters entered manually are converted into kanji and kana using the code information file 17.

It is converted to alphanumeric characters, then converted to a character pattern,
The image data is stored in the image data memory and displayed at a corresponding location on the display screen.

When the creation process of one page's worth of fixed text is completed in the above process, the person in charge operates, for example, a registration key on the keyboard 13, and the image data registration means 20 in the control program is activated.

In the image data registration means 20, a search code corresponding to the document name entered previously is read out from the search item file 18. Then, one screen worth of image data, that is, one page worth of fixed text image data, stored in the image data memory is transmitted to the electronic filing system 4 via the interface 21. At the same time, the read search code is transmitted to the electronic filing system 4. Note that this search code is not sent as image data but as a character code.

The electronic filing system 4 that has received the image data and the search code stores one page of image data with the search code added to the image data file 8 made up of, for example, an optical disk device.

Electronic filing system for one page of fixed text 4
Since the registration processing for the next fixed-form electronic text has been completed, the document name of the next fixed-form text to be created is entered manually from the keyboard 13, and the document creation process 19 for the next fixed-form electronic text is started.

The stored contents of the search item file 18 can be displayed on the display 14 in the form of a list as shown in FIG. 6 by simple key operations on the keyboard 13.

Then, if you want to read out the fixed text registered in the electronic filing system 4 at a later date, for example, the search item file 15
Display the list of text on the display 14, grasp the search code for the required fixed text, and input this search code from the keyboard 6 to read the fixed text of the corresponding document name from the image data file 8. is displayed on the display 7.

According to the electronic filing data registration method configured as described above, the fixed text created on the display screen of the data input device 10 is sent as is to the electronic filing system 4 without being printed out. . Therefore, unlike the conventional method, there is no need to read the image data using the image reading device 3. Therefore, it is possible to eliminate inconveniences caused by the use of an image reading device, such as deterioration in image quality, slanted registration, and complicated operations.

Furthermore, if a search code for each document name is registered in advance in the search item file 18, when one page of fixed text is registered, the search code is automatically added and registered. Therefore, the operator does not have to enter the search code manually using the keyboard each time. As a result, it is possible to prevent assigning an incorrect search code or forgetting to attach a search code.

[Effects of the Invention] As explained above, according to the electronic filing data registration method of the present invention, everything from the creation of a fixed form text to the registration of the created fixed form text can be automatically executed within the data input device. As a result, manual operations by the operator can be omitted as much as possible, registration work efficiency can be greatly improved, and erroneous search data can be prevented from being assigned, improving the reliability of registered data.

[Brief explanation of drawings]

FIG. 1 is a functional block diagram showing a schematic configuration of an electronic filing data registration system according to an embodiment of the present invention, and FIG.
The figure is a block diagram showing a data input device to which the same embodiment method is applied, Fig. 3 is a diagram showing a general fixed text, Fig. 4 is an external view showing a general word processor, and Fig. 5 is a general FIG. 6 is a diagram showing an electronic filing system and an image reading device, and FIG. 6 is a diagram showing a general search code correspondence table. 2... Fixed text, 4... Electronic filing system, 8... Image data file, 9... Search code correspondence table, 10... Data input device, 14... Display device,
16... Format file, 17... Code information file, 18... Search item file, 19... Document creation means, 20... Image data registration means.

Claims (1)

[Claims] Add data and characters to unfinished sentences that have multiple predetermined formats to create a fixed format sentence, convert this fixed format sentence into image data, and add search information. In an electronic filing data registration method in which each page is registered in an electronic filing system, a format file is used to store unfinished documents having each of the above formats in a character coded state, and a format file is used to encode input data and characters. a code information file for converting each sentence of the format file into image data and displaying the image data; document creation means for creating a fixed-format sentence on the display screen of the display device, a search item file for storing search information for each of the fixed-format sentences, and a completed fixed-format text displayed on the display device. and an image data registration means for registering the image data of the search item in the electronic filing system together with the search information of the corresponding fixed text read from the search item file.