JPH07225704A - File managing device - Google Patents

Abstract

PURPOSE:To provide a file managing device in which the principal object is support operations in the case of file erasure and effective utilization of file and preventing file from uselessly stored. CONSTITUTION:Concerning this file managing device, a filing means can be effectively utilized by managing prescribed parameters such as the term of validity of files stored in the filing means of any equipment such as a work station or a personal computer. Then, the device is provided with a means (6A) for automatically setting the term of validity of the file being a part of parameters on the equipment side as the lapse of period from the final access of the file, means (6B) for deciding whether the term of validity comes or not, means (6C) for displaying the message of confirmation on the equipment side when the term of validity comes, means (3) for erasing the file according to the instruction input of a user on the equipment side to agree with the erasure of the file, and means (5) for continuously holding the file and adding information for retrieval to the file according to the instruction input of the user on the instrument side to continuously hold the file.

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a file management device, and more particularly, to a file management device whose main purpose is to support operations in file deletion and to effectively utilize files / prevent dead storage.

[0002]

2. Description of the Related Art Conventionally, the deletion of a given file has been done under the full responsibility of the user based on the user's judgment. This means that the file is deleted while the user does not know it. What is done raises a serious problem from the viewpoint of the integrity of the file, and in that sense, it is rational to give the user full responsibility for managing the file. Even under the current circumstances, file deletion operations are often performed based on the responsibility of the user. However, performing a file delete operation is directly linked to the loss of the file,
When performing the corresponding delete operation, it is extremely difficult to make an accurate judgment as to whether or not the file is actually unnecessary, and the file preservation is taken care of and used. This will lead to the situation where the file storage means becomes full. In addition, when a situation arises in which it is urgently necessary to provide a free space in the file storage means, there is no time to think deeply about the necessity of various files being stored, and it is left as it is. It may happen that the file that should have been deleted is deleted. For this reason, it can be said that the operation of deleting a file generally makes the user's psychological burden extremely large. Therefore, recently, an apparatus has been proposed in which a predetermined expiration date is set for a file and the system automatically deletes the file. Examples of devices of this type disclosed include JP-A-3-220639 [file management system] and JP-A-2-173842 [file management system]. In the case of such a prior art, it is still the user's responsibility to set the expiration date of the file, but the actual deletion operation is not performed by itself, and the psychological burden on the user is reduced accordingly. There is also an advantage that the file storage means as a hardware resource can be effectively used. This conventional method takes advantage of the usual general property that the value of a file as information decreases over time, and it is apparent that the file expiration date is set by the user. Seems to be fine, but as a practical matter, the need for the file in question lasts far beyond the user's expectations, or over time the file may be different from the original. When the importance in the meaning of is increased, the above assumption is broken, and there is a possibility that the file in need is lost without knowing it. If the user sets an expiration date that is longer than necessary in fear of such a situation, in the end, the originally intended function is to automatically delete files that meet certain prescribed conditions. , It will be virtually impossible to execute. Further, it cannot be denied that the user setting the expiration date of the file itself imposes a psychological burden on the user. Further, most of the conventional proposals regarding file deletion are intended for an environment in which a plurality of users share a file, and few proposals are suitable for an environment for personal exclusive use.
In the conventional filing system, the deletion condition is set only by the expiration date set at the time of registering the file, so only the importance and frequency of use that can be predicted by the registrant at the time the file is registered. The service life was set, and the usage record was not reflected in the deletion condition. Although there are systems that set deletion conditions based on the last access date of the corresponding file itself, there was no system that sets deletion conditions including the usage history of files, so The importance and availability could not be taken into consideration. For example, Japanese Patent Application Laid-Open No. 4-168539 [file automatic deletion method] can be cited as a disclosure of this type of conventional technology.

[0003]

As described above, the conventional automatic deletion of files is usually made under the full responsibility of the user of the system based on the judgment of the user. There is a serious problem from the viewpoint of file integrity that a file that should be needed may be erased without the user's knowledge during use. In addition, in the conventional filing system, the deletion condition is set only by the expiration date set when the file is registered, so the importance and frequency of use that can be predicted by the registrant at the time the file is registered. There is also a problem in that the life of the product is determined only by itself and the usage record is not reflected in the deletion condition.

The present invention has been made in view of the above-mentioned disadvantages in the conventional method of automatically deleting a file, and reduces the user's psychological burden in the file deleting operation and also provides a hard disk. An object of the present invention is to provide a file management method that enables more effective utilization of file storage means as a wear resource. In addition, the present invention pays attention to the inherent importance and usability of managed files, and automatically deletes only truly unnecessary files without accidentally deleting files that should be needed. The purpose is to delete and automatically maintain the capacity of the filing system so that unnecessary files are not overwhelmed. The purpose is to add a management element not by the file but by the group, by determining execution / non-execution of deletion by taking into consideration the usage status of files that have some relation to the file to be deleted. And

[0005]

A file management device according to the present invention is a file for managing required parameters such as an expiration date of a file stored in a file means provided in a device such as a workstation or a personal computer. In the management device, the expiration date setting means (6A) for setting the expiration date of the file, which is a part of the parameter, on the device side as the elapsed time from the last access of the file, and whether or not the expiration date has arrived. Determining means (6B), display means (6C) for displaying a confirmation message on the device side when the expiration date comes, and instruction input for consenting to deletion of the corresponding file by the user on the device side File deletion means (3) for deleting the corresponding file described above, and the corresponding file by the user on the device side. Depending on the instruction input to continue retention of Le, while continuing retention of files, search information adding means for adding information for retrieval to the file (5)
And are included. Also,
Another file management device according to the present invention is a file management device for electronically storing and managing a file, and a registration unit (1) for registering a file to be managed in a system and a registered file. File management means (4) for managing the registered files, file search means (2) for searching the registered files, and when the registered files are no longer required to be managed, does the corresponding file satisfy the deletion condition? It is characterized by comprising an automatic file deleting means (3) for judging whether or not a file satisfying the deletion condition is automatically deleted.

[0006]

According to the file management apparatus of the present invention described above, the file management for managing the required parameters such as the expiration date of the file stored in the file means provided in the equipment such as the workstation and the personal computer. In the device, the effective use of the file is performed as follows. That is, the expiration date of the file, which is a part of the parameter, is automatically set on the device side as the elapsed time from the last access of the file.
Whether or not the expiration date has arrived is determined on the device side. When the expiration date has arrived, a confirmation message is displayed on the device side. Then, when the user on the device side who saw the confirmation message agrees to the deletion of the corresponding file, the user inputs an instruction to that effect, and the device side accordingly deletes the corresponding file. On the other hand, when the user on the device side has the intention to continue holding the file, he / she inputs an instruction to that effect. In response to this, the device side continues to hold the corresponding file and adds necessary information for searching the file. Further, according to another file management device of the present invention, the following preferable operation is performed for the file management device for electronically storing and managing files. That is, the file to be managed is registered by the file registration means and is held / managed by the file management means in the system. The registered file is appropriately searched by the file search means. Of the registered files, those that are no longer required to be managed can be automatically deleted by the automatic file deleting means. The file deletion condition determination means included in the file automatic deletion means determines whether or not the corresponding file satisfies the deletion condition, and determines the disposal of the file according to the result of the determination.

[0007]

1 is a schematic block diagram of a file management system according to a first embodiment of the present invention. In this FIG.
The file registration device 1 operates to register a required file in the system, and a desired registration process is performed based on a predetermined instruction from a registrant (or a user of the system). At this time, the registrant adds a deletion condition at the time of registration to the corresponding file. The deletion condition here is a predetermined expiration date from the registration date (for example, when the registration is made on Y, Z, 199X, the expiration date is Z, 199X (Y + 6)) or the last access date. It shows a predetermined storage period and so on. The file search device 2 has a function of searching for a file that meets a certain predetermined search condition and extracting the file when necessary. The file automatic deletion device 3 determines that a file that meets a predetermined deletion condition (for example, a file whose expiration date has expired) is subject to certain specific restrictions (for example, a system user agrees to delete the file). It fulfills the function of deleting (under restrictions). The file deletion condition determination unit 3A is a kind of software for determining whether or not the deletion condition is satisfied for the target file, and performs a required operation in cooperation with the automatic file deletion device 3. It is a thing.
The file management device 4 is a large-capacity memory such as a hard disk, and stores files to be searched. Then, the files stored here are searched and accessed by the file search device 2 described above. The keyword processing device 5 is a device for giving a unique keyword to a target file, and, for example, a file notified from the system to the user side that the expiration date has passed from the other side, The presence or absence of usability is examined, and if it is determined that there is some utility value, the corresponding keyword is added and the operation is re-stored. Note that the keywords here are merely examples, and other appropriate keywords can be arbitrarily set and used as necessary. The parameter processing device 6 has a function of setting various parameters unique to a target file, for example, [1]
It is for setting various parameters such as the expiration date and [2] frequency of use thereof to improve the convenience in use. Then, in the parameter processing device 6,
An expiration date setting unit 6A that sets the expiration date of the file, which is a part of the parameter, on the device side as an elapsed period from the last access of the file, an expiration date determination unit that determines whether the expiration date has arrived 6B, and a confirmation message section 6C for displaying a confirmation message on the device side when the expiration date comes
It is included.

FIG. 2 is a flow chart for explaining the operation according to the first embodiment. FIG. 2 shows the flow of file expiration date check and deletion processing, and retention continuation processing with a search condition setting function. For example, the first (that is, first) file management data is extracted from the directory created / stored corresponding to some files stored in the file management device 4 (S201). Judging from the last access date in the file attribute related to the first extracted file management data, it is determined whether or not the corresponding file has exceeded its expiration date (S202). When the result of the determination is YES, the name of the file and the required attribute information corresponding to the predetermined file list are added / set (S203). When the result of the determination in step S202 is NO, it is determined whether or not there is the next file in the above-mentioned directory (S2).
04). When the result of the judgment is YES,
The next file management data is extracted from the directory (S205). On the other hand, the above step S2
If the result of the determination at 04 is NO, it is assumed that the extraction of the file management data from the directory is completed, and the corresponding file list created up to this point is displayed, and the first deletion confirmation target file (for example, The first or first deletion confirmation target file) is highlighted, and an appropriate instruction input from the user is waited for (S206). Following this, a determination is made to confirm whether or not the user has the intention to delete the currently confirmed deletion confirmation target file (S20).
7). When the result of the determination is NO, a window (see FIG. 4 described later) for accepting the keyword from the user is opened and the keyword input by the user is registered (S208). At the same time, the same information is registered in a high-speed access means such as a hash table (not shown),
Allow for fast access later. On the other hand, the result of the determination in step S207 is YES.
If so, it is determined that the user's intention to delete is confirmed, and the corresponding file is deleted (S209). Next to this, it is determined whether or not the next file remains in the directory (S210). If the determination is YES, 1 from the above directory
Retrieve the th file management data (S211),
It returns to the previous step S207. On the other hand, when the result of the determination in step S210 is NO, it means that the intention of the user has been confirmed for all the target files, and the work as a whole ends.

FIG. 3 is a flow chart for explaining the operation according to the first embodiment. FIG. 3 shows a flow for searching a holding file for which search conditions are set. First, the keyword search screen (see the search window 50 in FIG. 5) is displayed (S301). Input from the user is accepted, and the input keyword 52 is set as a search condition (S302). It is determined whether or not there is a search instruction from the user (S303). When there is a search instruction from the user, a keyword search process is executed (S304). A search result list 53 is displayed as a result of the execution of the keyword search process (S30).
5). It is determined whether or not there is a display request for the content of each file on the search result list (S3).
06). For the display request, the contents of the instructed file are displayed (S307). When the processing of the display request is completed, it is determined whether the user further desires to execute another search (S308). When the user further desires to execute another search, the process returns to the original step S302, and when not desired, the search operation is completed as a whole.

FIG. 4 is a view showing an example of a keyword registration window screen in the flow chart of FIG. In FIG. 4, what is included in the keyword registration window 40 is [keyword registration sheet 41; document name 42; expiration date 43; default keyword 44; and registered keyword 45]. Further, the instruction buttons set in the keyword registration window 40 include [Registration 4A; Change 4B;
C] is illustrated. In the example shown in FIG. 4, the document name 42 is [staff assignment table],
The expiration date 43 is [12/31/95], and the default keyword 44 is [A
BC project, project plan]. The registered keyword 45 is [list, first design department, number of staff, organization chart, 1993].

FIG. 5 is a view showing an example of the keyword search screen in the flow chart of FIG. In FIG. 5, the items included in the search window 50 are [search sheet 51; keyword 52; search result list 53; and file content display 54]. Further, as the instruction button set in the search window 50,
[Search 5A; and Close 5B] are illustrated.

FIG. 6 is a view showing an example of the location of the document (hierarchical structure) applied in FIG. In FIG. 6, the highest-level folder ABC Project 6A includes the second-level folder Project Plan 6B, and this project plan 6B includes a specific document, a staff assignment table.
6C is included.

FIG. 7 is a schematic block diagram of a file management system according to the second embodiment of the present invention. In FIG. 7, the file registration device 1 operates to register a required file in the system, and a desired registration process is performed based on a predetermined instruction from a registrant (or a user of the system). It At this time, the registrant adds a deletion condition at the time of registration to the corresponding file. The deletion condition here is a predetermined expiration date from the registration date (for example, when the registration is made on Y, Z, 199X, the expiration date is Z, 199X (Y + 6)) or the last access date. It shows a predetermined storage period and so on. The file search device 2 has a function of searching for a file that meets a certain predetermined search condition and extracting the file when necessary. The file automatic deletion device 3 determines that a file that meets a predetermined deletion condition (for example, a file whose expiration date has expired) is subject to certain specific restrictions (for example, a system user agrees to delete the file). It fulfills the function of deleting (under restrictions). The file deletion condition determination unit 3A included in the automatic file deletion device 3 is a kind of software for determining whether or not the deletion condition is satisfied for the target file. The required operation is performed in cooperation with the deleting device 3. The file management device 4 is a large-capacity memory such as a hard disk, and stores files to be searched. The files stored here are searched and accessed by the file search device 2 described above.

FIG. 8 is a diagram showing an example of the operation of the file deletion condition judging section applied in the second embodiment. In FIG. 8, it is determined whether or not the target file satisfies the deletion condition at the time of registration (S8).
01). When the deletion condition at the time of registration is satisfied, statistics on the usage status of the related file (see FIG. 9) (for example, statistics on the usage frequency) are obtained (S80).
2). It is determined whether the deletion condition at the time of registration is satisfied, including the above-mentioned statistics (S803). The target satisfying the deletion condition defined as described above is deleted (S804).

FIG. 9 is a conceptual diagram of a related file for a file to be deleted which is applied in the second embodiment. In FIG. 9, what is included in the folder 90 is the file 91 to be deleted and the file 92A (individually, 92A1, 92A2, 92A3) in the same folder (as the first related file 92).
Is. In addition, similar files 93A (individually, 93A1, 93A2, 93A3) such as keywords (as the second related file 93) are included in, for example, another folder (not shown).

Now, referring again to FIGS. 4 and 6 and other related drawings, the keyword registration for the document of [assignment assignment table 6C] in the [project plan 6B] folder in the [ABC project 6A] folder is performed. The operation will be described below as an example. Here, the name of the folder in which the document [Manufacturing assignment table 6C] exists is
It is automatically registered as the default keyword 44, and after that, an arbitrary keyword 45 is additionally registered.
In this case, the reason for referring to this document [Scheduling quota table 6C] later has nothing to do with the project which is the original reason for it, and at the time when the first expiration date of the document comes, Focusing on the value of use as a [name list], it is shown that the document is continuously stored without being deleted, and the keyword 45 is registered and set based on the new point of interest as described above. In addition,
The keyword 45 here is delimited by a delimiter (here, [,]) so that only an arbitrary number (here, five [list, 1st design department, staff, organization chart, 1993]) is registered. can do. The default keyword 44 is a keyword that can be linked to the original reason for existence, and is useful when the reason for leaving this document is to pay attention to its value as a record of this project. Although it is possible to newly set the expiration date of the corresponding document by default, when the window 40 in FIG. 4 is opened, the date after half a year or one year after a certain predetermined time is set as a default. It is also possible to put. In FIG. 4 described above, the case where 12/31/95, which is a half year ahead of the expiration date designated by the system, is set as the default is illustrated. In addition, at the time of registration, attribute information such as a file name and a keyword is added at the same time by being automatically extracted from the registrant's instruction or the contents of the file and stored in the file management device 4 (FIGS. 1 and 7). Be managed. This file management device 4
The files managed by are searched and accessed by the file search device 2. The access history is newly added as attribute information of the corresponding file each time it is searched and accessed. The history information added here includes the date to be searched, the date to be accessed, the searcher, the referrer, and the like. When a file that satisfies the deletion condition registered at the time of registration appears, the file deletion condition determination unit 3A operates in the manner shown in FIG. When the usage status statistics are obtained from the access history, and [2] as a result, it can be determined that the file to be deleted is not used anymore, the file automatic deletion device 3 operates to determine that the file is a file management device 4. Deleted from. Here, the related file used for the statistics means a file registered in the same folder as illustrated in FIG. 9 or a file registered in a different folder, but the keyword and the file name. Are similar files.
If you examine the overall usage frequency of these files and find that they are being used to the extent that they do not meet the deletion criteria at the time of registration of the files to be deleted, then the files to be deleted will be in the near future. Is considered to have a high probability of being used for, and the deletion is cancelled. Although various methods can be considered for investigating the frequency of use,
The following method will be shown as an example. Among the files in the same folder as the files to be deleted, the rate of files that do not satisfy the deletion condition at the time of registration of the files to be deleted is [n], and when other related files are to be deleted When the rate of files that do not satisfy the deletion condition of is set to [m], related files are classified into those registered in the same folder and those other than that, and the access history of each is investigated. As a result, the ratio of the files that do not satisfy the deletion condition at the time of registration of the files to be deleted is obtained. For example, among the files in the same folder as the file to be deleted, the ratio of files that do not satisfy the deletion condition at the time of registration of the file to be deleted is [n], and the other related files are [M] is the rate of files that do not satisfy the deletion condition at registration
And When the availability rate calculated using the coefficient k for weighting the related files does not exceed the threshold value h set in the system,
The file to be deleted is deleted from the file management device 4 by the automatic file deletion device 3 because it has extremely low possibility of being used thereafter. That is, when the expression k * n + (1-k) * m <h is satisfied, the file to be deleted is
The file is automatically deleted from the file management device 4 by the automatic file deletion device 3, assuming that the possibility of subsequent use is extremely low. First related file 92 in FIG.
Can be said to be files in the same folder that are dynamically associated with each other by the user, whereas the second related file 93 due to similarity of keywords is a file that is statically associated by the system. For the coefficient k above,
Greater than 0.5 seems to give more accurate statistical results. Further, for another coefficient h, when the value is too small, the file deletion is hardly executed, and in consideration of such a thing, it should be set to a large value to some extent.

In the embodiments described so far, the unit of deletion is not limited to a file, but an aggregate of several files such as a folder may be used as the unit of deletion. In addition, it is possible to arbitrarily set the expiration date from the last access date for a given file based on the user's convenience, and it is also possible to set a difference in the expiration date depending on the file type. It is possible. Further, it is needless to say that the required processing for the file to be deleted can be operated periodically according to the conditions set in the system, but it is operated irregularly based on the user's instruction. It is also possible to let. After a certain amount of time has passed, the files that are no longer being accessed will be asked, "Do you still need them?" ] From the system side, it is possible for the user side to judge necessary / unnecessary with respect to the deletion candidates presented by the system, which imposes a psychological burden on the user side. That is alleviated. If it is determined that the file is still needed, it means that the file may still be accessed in the future, and since the access operation has not been executed for a long time, the file It may be extremely difficult to remember where it exists, and the file is still needed with a meaning different from its original purpose of creation / related work (accessed in the future). The possibility may arise. (For example, when a specific drawing included in the file is used / referenced later for a purpose different from the original). Therefore,
If it is decided that the keyword related to the reason for the decision is to be set at the time when it is decided to leave the relevant file, it becomes easier to access the old file, and the storage means of the file as a hardware resource is stored. Can be effectively used. Note that here,
The last access date of the corresponding file is changed to the date when it is determined to leave the file.

[0018]

As described above, according to the present invention, support operation for file deletion and effective use of files /
The prevention of death is properly done. According to the present invention, when the user of the system is asked whether or not a file to be deleted is to be deleted, if the file is to be saved, any desired keyword is added to the file. It can be set as information. As described above, the present invention is provided with means for automatically deleting the corresponding file. When the system automatically deletes the file, the file to be deleted is Whether or not the file can be deleted is determined by also taking into account information such as the usage status of the file related to. Thus, regarding the file instructed by the system to be deleted, either the deletion or the saving is performed in consideration of the user's judgment regarding the deletion condition (the file itself to be deleted and other related files). Can be accurately determined on the user side, and the effect of relieving the psychological burden on the user side for such work is significantly reduced.

[Brief description of drawings]

FIG. 1 is a schematic configuration diagram of a file management system according to a first embodiment of the present invention.

FIG. 2 is a flowchart for explaining an operation according to the first embodiment.

FIG. 3 is a flowchart for explaining an operation according to the first embodiment.

4 is an exemplary diagram of a keyword registration window screen in the flowchart of FIG.

5 is an exemplary diagram of a keyword search screen in the flowchart of FIG.

FIG. 6 is a view showing an example of a location of a document applied in FIG.

FIG. 7 is a schematic configuration diagram of a file management system according to a second embodiment of the present invention.

FIG. 8 is an exemplary diagram of a file deletion condition determination algorithm applied in the second embodiment.

FIG. 9 is a conceptual diagram of a related file with respect to a deletion target file applied in the second embodiment.

[Explanation of symbols]

1-File registration device; 2--File search device; 3
--- File automatic deletion device; 3A --- File deletion condition determination part; 4-- File management device; 5-- Keyword processing device; 6- Parameter processing device; 6A --- Expiration date setting part; Judgment part: 6C--Confirmation message display part.

Claims (2)

[Claims] 1. A file management device for managing required parameters such as expiration date of a file stored in a file means provided in a device such as a workstation or a personal computer. An expiration date setting means for setting the expiration date on the device side as an elapsed time from the last access of the file, a determination means for determining whether the expiration date has arrived, and when the expiration date has arrived, A display means for displaying a confirmation message on the device side, a file deletion means for deleting the corresponding file in response to an instruction input by the user of the device side agreeing to the deletion of the corresponding file, and Continue to hold the file according to the instruction input to continue to hold the file,
A file management device comprising: search information adding means for adding information for searching to the file. 2. A file management device for electronically storing and managing files, registration means for registering a file to be managed in the system, file management means for holding and managing the registered file, and registration. When it is no longer necessary to manage the registered files and the file search method that searches for the deleted files, it is determined whether the corresponding files meet the deletion conditions, and the files that meet the deletion conditions are searched. A file management apparatus comprising: a file automatic deletion means for automatically deleting.