JPH0561788A - Electronic document managing system - Google Patents

Abstract

PURPOSE:To distribute various document to the required distributing destinations with simple work by deciding the distributing routes of documents prepared based personal identification data and persons to distribute the documents and automatically distributing the documents while confirming intermediate conditions. CONSTITUTION:A personal data storage part 6 stores the personal identification data required for certifying the respective persons belonging to a specified organization together with hierarchy data showing hierarchical relation in the organization. A document format data 7 stores data concerning the attribute and the format for each kind of the document. A prepared document data storage part 8 stores the data of the prepared document. A processing part 10 manages the distribution of the prepared documents or confirms the decision and in this case, based on the personal identification data of a transmitting person and a final distributing person, the distributing route of the prepared documents and the persons to distribute the documents are decided. Then, the documents are automatically distributed while confirming the deciding conditions of the respective distributing persons to the final distributing person through a mail box group 9 which can input identification numbers and electronically pull-out those numbers according to the decided distribution routes.

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to an electronic document management system for electronically distributing various documents that require approval and approval.

[0002]

2. Description of the Related Art Conventionally, there is a document distribution method in the form of "circulation" as a document distribution method performed by a specific organization such as a company. In this distribution method, a document is transmitted as "paper". Being composed of a medium, it must be held and delivered to the next destination. Therefore, it takes a long time to reach the final distributor, and there is a problem that the document contents cannot be contacted in a short time. In addition, copies are often copied at each distribution destination, so documents with the same content are scattered within one organization, which makes management difficult for security reasons and wastes paper resources. Also, there is a problem that the cost is too high in terms of labor required for distribution.

Therefore, as described in the document "OSI-Computer Network for Tomorrow Japan Standards Association, page 257", a document is delivered to a necessary distribution destination in the form of "electronic mail" using a computer network. A method of delivering has been developed.

[0004]

However, in the above-mentioned conventional electronic mail delivery method, the sender has to deliver the electronic mail to all the electronic mail boxes of the delivery destinations. There is a problem that the burden on the sender becomes extremely heavy and the distribution work is troublesome.

An object of the present invention is to provide an electronic document management system capable of electronically distributing various documents to necessary distribution destinations by a simple operation.

[0006]

In order to achieve the above-mentioned object, the present invention provides personal identification data necessary for authentication of each individual belonging to a specific organization with class data indicating a class relationship within the organization.
Personal data storage unit for storing together with data, a document format data storage unit for storing data relating to attributes and formats for each document type, and format and attributes stored in this document format data storage unit A document data storage unit for storing the data of the created document created in accordance with the above, and for distributing the data of the created document stored in this document data storage unit to other individuals in the organization. It has an e-mail box group and a processing unit that executes delivery management, confidentiality management, confirmation of approval, format confirmation, and attribute management of created documents, and in this processing unit, personal identification data of the sender and the final distributor. Based on the above, the delivery route of the created document and the individuals to be delivered are determined, and the electronic document is sent according to the delivery route of the created document.
It is configured to automatically deliver while confirming the approval status of each distributor until reaching the final distributor via the rule group.

[0007]

According to the above means, the processing unit determines the distribution route of the created document and the individual to be distributed based on the personal identification data of the sender and the final distributor, and determines the created document. According to the distribution route, the distribution is automatically performed while confirming the approval status of each distributor until reaching the final distributor via the electronic mail group. Therefore, the sender creates a document and specifies the final distribution destination. You can deliver the document you created to the required delivery destination with an extremely simple operation.

Further, when creating a document to be distributed, a desired one is selected from various document formats and attributes stored in the document format data storage unit, and necessary contents are selected according to the selected format and attributes. Since it is input, it is extremely easy to create a document.

[0009]

DESCRIPTION OF THE PREFERRED EMBODIMENTS The present invention will be described in detail below with reference to illustrated embodiments.

FIG. 1 is a system configuration diagram showing an embodiment of the present invention. In the figure, 1 (1) to 1 (n) are terminal devices configured by personal computers, workstations, etc., capable of inputting and displaying delivery documents, and 2 is a decision device for inputting approval or approval of delivery documents. It is composed of, for example, an ID card reader for reading an ID card recording an individual identification number, an image data input device for reading a personal signature, a seal, and the like. 3 is the terminal device 1 (1)-
1 (n) is connected to a computer network, 4 is a printer, 5 is an electronic document management apparatus according to the present invention, and is a personal data storage unit 6, a document format data storage unit 7, a document data storage unit. Part 8, Mailboxes 9 (1) -9 (m)
And a processing unit 10.

The personal data storage unit 6 stores personal identification data necessary for the authentication of each individual belonging to a specific organization together with the class data indicating the class relation in the organization. For example, in a company organization as shown in FIG. 2, the class data indicating the class relationship such as employee, chief, section chief, ... President are stored together with the name data of each member.

In addition, the document format data storage unit 7 stores data relating to the attributes and formats of each type of document. For example, ruled lines, entry items, as shown in FIG.
Data for generating a format document composed of columns such as circulation routes is stored. In FIG. 3, 11 is a column for entering the title of the document, 12 is a column for entering the management number of the document, and the created document is managed by the management number electronically entered in this column 12. .. Thirteen
Is a column for entering the document type, 14 is a column for entering the circulation destination, and the circulation destination is automatically filled in by the processing unit.
Reference numeral 15 is a column for entering the subtitle of the document, 16 is a column for entering the name of the sender, 17 is a column for entering the necessity of confidentiality or urgency, 18 is a column for entering the circulation content, and 19 is an approval column. is there.

The document data storage unit 8 stores the data of the created document created according to the format and attributes stored in the document format data storage unit 7. That is, FIG.
The data of the document in which the necessary contents are entered in the respective columns of the document in the above example is stored.

Next, the mailbox group 9 is for delivering the data of the created document stored in the document data storage section 8 to other individuals in the organization, and each mailbox 9 ( 1) to 9 (m) are provided corresponding to individuals who receive the documents in the electronic mail format, and the documents input to the respective mailboxes 9 (1) to 9 (m) are stored in the terminal device 1
By inputting one's identification number using any one of (1) to 1 (n), the processing unit 10 manages so that only the document addressed to oneself can be extracted and confirmed.

The processing unit 10 manages distribution of created documents.
This is a part that executes confidentiality management, confirmation of approval, format confirmation, and attribute management. In this processing unit 101, the distribution route of the document created based on the personal identification data of the sender and the final distributor and the person to be distributed. Then, the created document is automatically distributed according to the determined distribution route through the mail box group 9 while confirming the approval status of each distributor until reaching the final distributor.

FIG. 4 shows the structure of the document data stored in the document data storage unit 8. In the figure, 20
(1) to (p) are circulation destination data, 21 (1) to 21
(Q) is document format data, and 22 (1) to 12 (r) are text data for each entry item.

FIG. 5 shows the structure of the circulation destination data in FIG. 4. Numeral 20a is attribute data indicating a reference circulation person, authorizer, proxy authorizer, etc., 20b is ID data (personal identification data). ), 20c is date data, and 20d is processing status data indicating approval / disapproval.

FIG. 6 shows the structure of the text data in FIG. 4. 22a is an item name, 22b is an attribute (such as write protection), and 22c is the text body.

Next, the operation of the electronic document management apparatus configured as described above will be described with reference to the processing flow of the processing section 10 shown in FIGS. 7 and 8.

First, the electronic document management device 5 is the terminal device 1
(I) When some data is received from the network 3 from (i = 1, 2, ... N) (step 10)
0), it is judged what is requested by this reception data (step 101).

As a result of this judgment, if it is confirmed that the format sheet of the document is requested, the document format data of the designated type of document is read from the document format data storage unit 7, Document format data (21 (1) to 21 in FIG. 4)
(Q) and 22 (1) to 12 (r)) are returned to the requesting terminal device 1 (i) (step 107).

The document creator of the requesting terminal device 1 (i) fills in the necessary entry fields of the document displayed on the display unit based on the returned document format data, and the network is entered. 3 to the electronic document management device 5.

When the electronic document management device 5 receives some data via the network 3 as described above, it determines what is requested by the received data. , This time I received the created document data, so first,
After determining the type of the received document (step 102),
Check whether the required entry items have been entered (step 103), and if there is an item that has not been entered, send it back to the creator only once and check with the author to see if there are any items that have not been entered. (Step 104). This return is performed by the mail box 9 assigned to the creator.
Via (i).

However, if all the necessary items have been entered, or after the above-mentioned entry omission confirmation, the processing section 10 of the electronic document management apparatus 5 assigns a management number to the received document. After this, the processing unit 10 enters the sender entry field 1 of the created document.
Based on the name of the sender entered in 6 and the name of the final distributor entered in the circulation destination entry field 14, the personal data storage 6 is searched, and the distribution route and distribution from the sender to the final distributor. An individual to be determined is automatically determined (step 105).
Then, a circulation destination data indicating each distribution destination is added to the created document.
20 (1) to 20 (p) are added, and the creator of the document is again asked to confirm whether the delivery route is correct.

On the other hand, the creator performs an addition / deletion operation on the circulation destination allocated by the processing unit 10 as necessary, and returns it to the processing unit 9. In addition, allocation of management number,
The addition of circulation destination data may be confirmed when there is a non-input item. After all the confirmation by the creator, the processing unit 10 stores the document data in the format shown in FIG. 4 in the storage unit 8 and corresponds to the first circulation destination data indicated by 20 (1). The management number of the relevant document is registered in the mailbox 9 (1) (step 106). At this time, in addition to the management number, the document title and urgency (deadline),
A part of the document data such as the creator is also a mailbox
It may be stored in (1) at the same time.

Next, the person who makes the decision / approval is the terminal device 1.
When the user inputs his / her identification number from (i) and requests the electronic document management apparatus 5 for a document (only the management number in this example) registered in his / her mailbox as a part of business, the processing unit 10 is a message corresponding to the identification number of the requester.
If the management number of the document is registered in the check box, the registered management number is used to search the document data storage section 8 to request the document data of the management number. Reply to the original terminal device 1 (i).

The reader who confirms the document addressed to himself on the display screen of the terminal device 1 (i) inputs necessary entry items such as approval / disapproval in the approval column 19 and inputs his own identification number. .. Then, the terminal device 1 (i) sends the decided document data to the electronic document management device 5 in response to the input of the identification data.

After checking the entry (step 108), the processing section 10 of the electronic document management apparatus 5 updates the document data in the storage section 8 if the content of the approval is "approval", The management number of the above is registered in the mailbox 9 (i + 1) of the next reader (step 112), and if it is "not authorized", the mailbox 9 (i- of the previous reader is registered.
1) or register in the creator's mailbox (step 113).

In this way, the final readers are sequentially delivered, and if all the final readers have been approved by the “authorization”, the sender is notified of this and an instruction to start the next procedure is given ( Steps 109, 110). Then, the document data that has been circulated is stored in the storage unit 8 and a series of distribution operations is completed (step 111).

Although the circulation destination is automatically determined by the processing unit 10 and can be corrected by the sender, the circulation destination can also be corrected. As a result, it is possible to flexibly deal with exceptional cases of circulation routes.

[0031]

As described above, according to the present invention, the distribution route of the created document and the individual to be distributed are determined based on the personal identification data of the sender and the final distributor. According to the determined distribution route, the sender automatically creates a document by checking the approval status of each distributor through the electronic mail group to the final distributor. However, the document created by the user can be delivered to the required delivery destination by an extremely simple operation of designating the final delivery destination.

When a document to be distributed is created, a desired one is selected from various document formats and attributes stored in the document format data storage unit, and necessary contents are selected according to the selected format and attributes. Since it is input, it is extremely easy to create a document.

Further, by digitizing the document, the amount of paper used can be reduced and the waste of paper resources can be suppressed. Further, since the document data is converted into an electric signal and transmitted / received, the delivery time can be significantly shortened. Further, since the original data of the document is always saved, it is possible to avoid the loss of the document during circulation, and it is possible to grasp the circulation situation by referring to the circulation destination data of the document data.

[Brief description of drawings]

FIG. 1 is a block diagram showing an embodiment of the present invention.

FIG. 2 is an organization chart showing a configuration example of a specific organization.

FIG. 3 is a diagram showing an example of a document format transmitted and received in an electronic mail format.

FIG. 4 is a diagram showing a format of document data used in the embodiment.

5 is a diagram showing a structure of circulation destination data in FIG.

6 is a diagram showing a structure of text data in FIG.

FIG. 7 is a processing flowchart of the processing unit in FIG.

FIG. 8 is a processing flowchart showing a continuation of FIG. 7;

[Explanation of symbols]

1 (1) to 1 (n) ... Terminal device, 2 ... Approval device, 3 ... Computer network, 5 ... Electronic document management device, 6 ...
Personal data storage unit, 7 ... Document format data storage unit, 8 ... Document data storage unit, 9 ... Mail box group, 10 ... Processing unit.

Claims (1)

[Claims] 1. A personal data storage unit for storing personal identification data necessary for authentication of each individual belonging to a specific organization together with class data indicating a class relation within the organization, and a document type. A document format data storage unit that stores data relating to its attributes and formats for each item, and a document data that stores data of created documents created according to the formats and attributes stored in this document format data storage unit. Data storage unit, e-mail box group for delivering the data of the created document stored in this document data storage unit to other individuals in the organization, delivery management of the created document, confidentiality management , Confirmation of approval, confirmation of format,
And a processing unit that executes attribute management, and based on the personal identification data of the sender and the final distributor in this processing unit,
Determine the delivery route of the created document and the individuals to be delivered,
Electronic document management characterized in that the created document is automatically distributed according to the determined distribution route, while confirming the approval status of each distributor through the electronic mail group to the final distributor. method.