JPH0520423A - Electronic filing device - Google Patents

Abstract

PURPOSE:To shorten retrieval time in an electronic filing device using an optical disk. CONSTITUTION:Retrieval information formats on plural titles and keywords are set for one optical disk. The format of retrieval is freely decided by individual classification for an individual document or that of a different type. An operator A executes registration in a format I and an operator B executes registration in a format II, for example. The document classified to X is registered in the format I and the document classified to Y is registered in the format II, for example. At the time of waiting like document data 3 as common information in the format II and a format III, document data 3 registered in the format II and information on the optical disk such as the same address are added, and only retrieval information on the title and the keyword are readded in the format III.

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to an electronic filing device, and more specifically, it manages documents by using search information such as titles and keywords using an optical disk as a storage medium, and registers created documents. , Optical file device,
The present invention relates to an electronic filing device using a DTP (desk top publishing), a word processor and the like.

[0002]

2. Description of the Related Art In a conventional electronic filing apparatus, search information such as a title and a keyword is stored in a hard disk or a rewritable optical disk in one fixed format for one optical disk. Then, the entire one optical disc is managed collectively, and all the documents are targeted for retrieval. FIG. 8 shows the concept of the conventional management state of search information. As shown in this figure, all documents are managed in a predetermined search information format in a hard disk or a rewritable optical disc, so that all documents can be searched.

On the other hand, for example, in an electronic filing apparatus using an optical file, when registering a created or updated document, it is common to set the attribute of the document. The attributes of this document are roughly classified into a manual item input by the user from the keyboard, such as a document name in double-byte characters, and an item automatically added by the system. The types of automatic items include registration date, change date, number of pages, and sequential document number.

[0004]

However, in the conventional electronic filing apparatus using an optical disc, since 10,000 or more documents can be registered in one optical disc, different types of documents or a plurality of personal documents can be registered. Often coexist in one optical disc. In such a case, when registering a document of a different type from the previously registered document, the search information may not conform to the previously determined search information format. That is, if one format is used and the search information is common, various documents may not be sufficiently supported. Also, if there are only a few search targets,
Since all documents are searched, it takes a long time to search, especially when the number of registered documents is large.

On the other hand, in the electronic filing apparatus, when registering a large number of documents, it is a big work to give a title to the documents. This is because automatic input devices such as ADF have been widely used for the current input, but the titleing work often relies on manual work. To automatically and uniquely add a document title, OCR (Optical Character Reader) or OMR
(Optical mark reading device) is also available,
It is necessary to perform the operation for each document for each document, which is a great amount of work.

Therefore, a first object of the present invention is to provide an electronic filing apparatus which can shorten the search time in the electronic filing apparatus using an optical disk. A second object of the present invention is to provide an electronic filing device that simplifies the title assignment work by automatically attaching a regularly increasing title when registering a large number of documents. .

[0007]

According to a first aspect of the invention, in an electronic filing system using an optical disk as a storage medium, search information for searching a filed document is stored in a plurality of formats for each optical disk. The first purpose is achieved by storing and managing the medium. In the electronic filing apparatus according to the second aspect, the storage medium for storing the search information in a plurality of formats uses any one of a hard disk, a rewritable optical disk, and an IC card to achieve the first object. According to the third aspect of the invention, when registering image data as a document in an external storage medium such as an optical disk or a hard disk, an electronic filing apparatus that sets and manages document title data of the document is automatically added to the document title data. The second object is achieved by providing a setting item and automatically setting the document title data according to the set increasing rule. In the invention according to claim 4, the second object is achieved by providing the electronic filing apparatus according to claim 3 with means for changing the increase rule.

[0008]

Embodiments of the electronic filing apparatus of the present invention will be described in detail below with reference to FIGS. 1 to 7. First Invention FIG. 1 conceptually shows a management state of search information according to an embodiment of the first invention. One to a plurality of search information formats such as titles and keywords are set for one optical disc. The format of the search information is variable. In other words, the format of search information can be freely determined for each individual or different type of document. For example, operator A registers in format I and operator B registers in format II.
Further, for example, a document classified as X is registered in the format I, and a document classified as Y is registered in the format II.

In the case of waiting as the common information of the format II and the format III like the document data 3 of FIG. 1, first, the document data 3 registered in the format II and the information of the optical disk such as the same address are added, Reformat only the search information such as titles and keywords in Format III. In the search, only documents managed by the operator A in the format I can be searched, and the search target can be narrowed down in advance. Therefore, the time required for the search can be shortened accordingly.

Second Invention FIG. 2 shows the configuration of an embodiment of the second invention. In FIG. 2, the electronic filing device includes a CPU (central processing unit) 1 that performs various controls. The CPU 1 has an HDD (HD drive) 3 and an ODD (OD drive) 2 that drive a storage medium such as an HD (hard disk) or an OD (optical disk) that stores text and image data, and an increase definition of text and automatic setting items. A keyboard 6 for inputting various data such as is connected to the keyboard 6, and a mouse 7 as a position input device is connected to the keyboard 6. Further, on the CPU 1, a CRT 5 that displays document data composed of a sentence created by a keyboard, a sentence or an image input from the HDD 3 or ODD 2, and this CRT 5
A frame memory 2 for expanding the data to be displayed on the screen and a scanner / printer 8 as an input / output device for the data are connected.

FIG. 3 shows a storage medium (optical disk, HD, etc.)
3 shows the structure of document title data as attribute information for retrieval, which is included in each document registered in the document. The document title data includes full-width characters, half-width alphanumeric characters, tree structure ID (identifier), and the like.
Among these, automatic setting items are also included. In this automatic setting item, the automatic title setting that is the target of the present embodiment is performed.

FIG. 4 shows the structure of an automatic setting item definition file for registering automatic setting items in the document title data. As shown in FIG. 4, the automatic setting item definition file is composed of header information and a plurality of detailed blocks. The header information includes a number of sub-items 11 indicating the number of sub-item information blocks existing in the file and an automatic setting item length 12 indicating the length of the automatic setting item in the document title data. On the other hand, each fine information block has a fine number 13 indicating the number of the fine information block and a fine type 1 indicating whether the character type is a numerical type or not.
4, a dependent detail number 15 indicating the number of the dependent detail information block, a detail increase number 16 indicating the increasing width of the detail, a detail length 17 indicating the length of the detail in the automatic setting item,
And a maximum fine value 18 showing the maximum value of the fine items. The dependent item number 15 is adapted to change when the item number 13 of the dependent item information block changes. This automatic setting item definition file is set by the user before registering a document, and represents an increasing definition of automatic setting items. An example of the definition is shown in FIG. Further, the current automatic setting item file shown in FIG. 5 is used to save the automatic setting items of the currently registered document. The current automatic setting item file is updated every time a document is registered.

The principle of automatic setting of document title data according to the present embodiment is as follows. That is, in documents such as blueprints and slips, the document title often includes a drawing number, a billing number, and the like. Although these titles have various values depending on the management system, for example, A-10, A-20,
A-30, ..., 1000A, 1000B, 1000C
There are many things that increase regularly. In the present invention, these title items are automatically titleed by the document registrant designating an increasing rule.

FIG. 7 shows a procedure for obtaining the automatic setting items of the document title data set when the created document is registered after the document is created. The processing procedure will be described below with reference to FIG. First, the current automatic setting item file is read to obtain the latest automatic setting item (step 1). Next, the detailed information block to be processed is determined (step 2). The fine number of the decided fine information block is set to N, for example. From the automatic setting item definition file, one block of the detailed information block of the determined detailed number N is taken out, and the detailed number stored in the dependent detailed number 15 in the block, for example, the detailed information block of the detailed number M is updated. Check whether or not (step 3).

If the subdivision number M stored in the subordinate subdivision number 15 is "0" (no dependence), or if the subdivision information block of the subdivision number M has been updated (step 3; Y), the dependence By checking whether or not the contents of the item M match the maximum item value 18, it is determined whether the item number 11 in the block should be updated (step 4). If the update is necessary (step 4; Y), the content of the automatic setting item is increased according to the item increase width 16 (step 5).

Next, if there are other items to be processed (step 6; Y), the processes of steps 2 to 5 are executed for all the items, and if there are no unprocessed items (step 6; N), automatic setting is performed. The item update is complete. After that, the automatic setting items are saved in a file (step 7), the document title data is updated (step 8), and the process is terminated.

It is to be noted that the numerical value / character mixture of the document title data and the change width can be changed by providing an automatic setting item definition file. Further, by having a plurality of automatic setting items in the document title data, it is possible to have a plurality of automatic setting items in one document.

[0018]

According to the invention described in claim 1, since search information such as titles and keywords is managed in a plurality of formats for one optical disc, different types of documents and a plurality of personal documents are managed. Even if the files coexist on a single optical disc, they can be registered / searched in a search information format suitable for the document classification and individual. Further, according to the invention described in claim 2, by having this search information in a storage medium such as an IC card for each format, management can be performed for each individual or each classification, and the search target documents at the time of search are narrowed down in advance. Therefore, the search time can be shortened. According to the third aspect of the invention, the document title data is provided with an automatic setting item, and the document title data is automatically set according to the set increasing rule, so the title assigning work is simplified. According to the invention as set forth in claim 4, since the electronic filing apparatus is provided with the means for changing the increase rule, it is possible to automatically set the document title data in a wide range.

[Brief description of drawings]

FIG. 1 is a conceptual diagram showing a management state of search information according to an embodiment of the first invention.

FIG. 2 is a configuration diagram of an embodiment of the second invention.

FIG. 3 is a conceptual diagram showing a structure of document title data registered in a storage medium.

FIG. 4 is a conceptual diagram showing a configuration of an automatic setting item definition file for registering automatic setting items in document title data.

FIG. 5 is a conceptual diagram showing a current automatic setting item file for storing automatic setting items of a currently registered document.

FIG. 6 is an explanatory diagram showing an example of an increase definition of automatic setting items in an automatic setting item definition file.

FIG. 7 is a flowchart showing a procedure for obtaining automatic setting items of document title data set when a document is registered.

FIG. 8 is a conceptual diagram showing a conventional management state of search information.

[Explanation of symbols]

1 CPU 2 frame memory 3 HDD 4 ODD 5 CRT 6 keyboard 11 number of items 12 Automatic setting item length 13 Fine number 14 Fine type 15 Dependent item numbers 16 increments 17 Fine Length 18 maximum fine value

Claims (4)

[Claims] 1. An electronic filing system using an optical disk as a storage medium, wherein search information for searching a filed document is stored in a plurality of formats for each optical disk and managed. Electronic filing device. 2. A storage medium for storing search information in a plurality of formats is a hard disk, a rewritable optical disk, or an I
The electronic filing device according to claim 1, wherein the electronic filing device is one of C cards. 3. An electronic filing apparatus that sets and manages document title data of a document when registering image data as a document in an external storage medium such as an optical disk or a hard disk, and automatically sets items in the document title data. An electronic filing device, which is provided and automatically sets document title data in accordance with a set increasing rule. 4. The electronic filing apparatus according to claim 3, further comprising means for changing the increase rule.