JPH0728680A - Document file management system - Google Patents

Abstract

PURPOSE:To obtain the document file management system which assists efficient filing by eliminating the dependency of an electronic document file and a physical document file on only the operation of a document management system and reducing dead documents. CONSTITUTION:A file holding means 115 holds the generated electronic document file and physical document file while discrimination information and management information are given. Then when a generated electronic document file or the electronic document file held in the file holding means 115 is outputted as a physical document file, the management information is written together with the discrimination information. Further, a file use state monitor means 116 when utilizing the electronic document file or physical document file reads the discrimination information and management information out to monitor the utilization states of the electronic document file and physical document file.

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention uniformly manages a physical document file composed of a hard copy or a micro film, and an electronic document file composed of a document including character strings, images, tables, figures and the like. It is about the system.

[0002]

2. Description of the Related Art For example, the file management operation method disclosed in Japanese Patent Laid-Open No. 3-63734 is provided with a file usage status monitoring means, and the file usage status monitoring means stores the file information and the storage location of the file. It manages information about the file and usage data of the file. That is, when the user performs the operation of opening the caching holder in which the above information is stored, the file usage status data is displayed on the display.

JP-A-4-3258 and JP-A-4-3-4
262, JP-A-4-3264, and JP-A-4-3264
The image forming storage device disclosed in Japanese Patent No. 3266 and Japanese Patent Laid-Open No. 4-7788 discloses a device for confirming a document printed on each sheet at the time of user registration, a device for cutting out abstracts and arranging them in landscape orientation, and an optical filing device. What to enter your PIN when registering,
There are those that can specify the format of the abstract, those that confirm whether or not to make each document, etc., and the paper that serves as a redemption sheet is printed at the time of retrieval. Then, the image forming storage device can perform processing using the form made of each paper.

The electronic filing device disclosed in Japanese Patent Laid-Open No. 3-112265 reads the document information and the marking information, and registers the document information based on the marking information. When the facsimile information recognizing means in the electronic filing device recognizes the facsimile information, the facsimile transmitting means transmits the registered document information by facsimile based on the facsimile information via the facsimile device. Since the document information to which the above marking information is attached is registered, it can be used for searching the document information.

Further, there is a filing system as a method of managing a physical document file which is a document made of paper or a document such as a microfilm on which information is physically put.
Documents that explain the filing system in detail include, for example, Hitoshi Misawa, “Fifth Edition Filing System,” Research Institute of Japan Management Association, Yasuo Noguchi, “How to proceed with filing” Nikkei Bunko. In the filing system, in order to accurately search the physical document file,
The file management system is decided beforehand. It is a premise of document management that everyone who uses the physical document file must keep the operation of a predetermined file management system. In addition, this filing system requires a person who has a special skill called filing clerk to protect a predetermined file management system.

Further, an automatic warehouse (hereinafter, simply referred to as an automatic warehouse in this specification) that stores / manages microfilms storing physical document files manages many document groups. Therefore, the physical document file can be promptly reused. In addition, there is an optical file system that inputs documents as images and manages them.

[0007]

However, even if the electronic document file is managed by using a workstation or a personal computer, the electronic document file and the physical document file are not managed in an integrated state.
For example, if an electronic document file is printed and filed as a physical document, and the content of the filed physical document file is used frequently without being updated, only the electronic document file is managed. When,
It may be discarded as if it had been stored dead. That is, the conventional filing system does not perform management by measuring the access frequency of both the electronic document file and the physical document file, and does not prevent the increase in the number of dead files which are integrated with each other. Further, in the image forming storage device or the file management operation method shown in each of the above publications, management of only one of the electronic document file and the physical document file is considered, and management from a unified viewpoint of the both is possible. Not done.

Further, in a filing system which manages a physical document file according to a predetermined file management system, as a document management, a normal disposal deadline / retention period is set so as to prevent the document from being stored. However, many electronic documents or physical documents cannot be reused once they have been filed. Such documents are stored without being reused even though the disposal deadline determined by the file management system has not come. In addition, the conventional filing system has a problem that when the number of documents stored in the file is large, the document search time for reuse,
There was a problem that it required a lot of labor for management or a management place.

In order to solve the above-mentioned problems, the present invention reduces the number of documents stored in the electronic document file and the physical document file efficiently without depending on the operation of the document management system. It is an object to provide a document file management system that supports filing.

[0010]

[Means for Solving the Problems]

(First Invention) In order to achieve the above object, a document file management system of the present invention manages an electronic document file and a physical document file. Identification information and management of the created electronic document file and physical document file are performed. When a file holding unit (115 in FIG. 1) that holds information by adding information and an electronic document file created or an electronic document file held in the file holding unit (115) are output as a physical document file,
Output means for writing management information together with identification information (1 in FIG. 1)
23), and a file usage status monitoring unit (116 in FIG. 1) that monitors the usage status by reading the identification information and management information when using the electronic document file and the physical document file, and the file usage status monitoring And an information creating unit (119 and 120 in FIG. 1) for creating usage status data of the electronic document file and the physical document file obtained by the unit (116).

(Second Invention) The document file management system of the present invention, when a file name displayed on the display (111) or a corresponding portion thereof is designated and the file name is a physical document file, the physical file It is characterized by comprising a file search means (118 in FIG. 1) for reading out storage location information in which a document file is managed and for extracting an actual physical document file.

(Third Invention) In the document file management system of the present invention, the file usage status data created on the physical document file is printed as a form by the information creating means (119, 120) for creating the file usage status data. The printing means (122 in FIG. 1) is provided.

[0013]

[Work]

(First Invention) The created electronic document file is attached with identification information and management information, and is held in a file holding means together with the electronic document file. Further, when the held electronic document file or the created electronic document file is output as a physical document file, the management information is written together with the identification information by the output means such as a barcode printer. Further, the identification information and the management information attached to the physical document file are held in the file holding means separately from the substance. The file usage status monitoring means manages the electronic document file and the physical document file, and monitors the usage status by reading the identification information and the management information when the electronic document file and the physical document file are used. Then, the usage status data of the electronic document file and the physical document file obtained by the file usage status monitoring means is created by the information creating means. Therefore, the usage status of the electronic document file can be automatically grasped when the file is used, and the physical document file can read the identification information and the management information at the time of use, so that the physical document file can be read in the same manner as the electronic document file. You can grasp the usage status.

To the electronic document file and the physical document file, for example, management information for constructing a filing system including a storage period of each file, a disposal deadline, a reference count, a reference date and time is attached. Then, based on these management information, the usage status data of the electronic document file and the physical document file is created and displayed on the display as needed. Therefore, the user can easily grasp the usage status of the electronic document file and the physical document file by simply clicking the holder storing the usage status data of the electronic document file and the physical document file with a mouse or the like.

As the identification information and the management information written in the physical document file, for example, visible information such as infrared rays and magnetism, or visible information made of printing ink is printed. Therefore, the document file management system
By printing the identification information and the management information invisible or visually depending on the content of the file, the reuse status of the file can be monitored and the file can be used efficiently.

(Second Invention) In the document file management system, when the file name displayed on the display or the corresponding part displayed on the display is clicked with the mouse or the like, the file search means is configured to detect the physical document file. The managed storage location information is read and the actual physical document file is retrieved. Therefore, the physical document file to which the identification information and the management information are attached can be efficiently managed.

(Third Invention) The information creating means for creating the file usage status data creates the file usage status data, for example, the access frequency as a form, and prints it on the physical document file by the printing means. Therefore, the physical document file can be used easily by grasping the usage status by reading the file usage status data printed by the information reading means.

Since identification information and management information are printed on the physical document file by the printing means, if an instruction is given to the file name displayed on the display screen or a form including the corresponding portion of the information, the file is displayed. It is possible to execute predetermined processing in the filing system such as the storage period and the disposal period.

[0019]

[Embodiment] FIG. 1 is a block diagram of a document file management system according to an embodiment of the present invention. In FIG. 1, the display 111 can display the creation of an electronic document file or the use status of the electronic document file and the physical document file by the user operating the mouse 112 or the like. Further, the document file management system in FIG. 1 includes a file creating unit 113 for creating an electronic document file, an electronic document file created by the file creating unit 113, and identification information (to be described later) which is a file attribute of the physical document file. File registration means 114 for adding management information and registration, and file holding means 1 for holding the registered electronic document file
15, a file usage status monitoring unit 116 for monitoring the usage status of the file based on the identification information and management information of the registered electronic document file, and information on the usage status of the file monitored by the file usage status monitoring unit 116. And a storage area 117 for storing a file, and the user holds the file holding means 115 when the user uses the mouse 112 to instruct to call the file on the display 111.
And a file search means 118 that searches for the file by accessing.

The document file management system having the above configuration is
An electronic document file is created by the file creating means 113. Then, the created electronic document file is registered with a file attribute by the file registration means 114. FIG. 2 is a diagram showing an example of file attributes in the document file management system according to the embodiment of the present invention. In FIG. 2, the file attributes are a file ID 21 identified by the document file management system, a distinction 22 between an electronic document file and a physical document file, a file name 23 identified by the user, and an access frequency 24 using the file. It is composed of a file management location 25 including a pointer indicating a location for storing an entity 26 of an electronic document file.

The file attributes registered when the electronic document file is created are held in the file holding means 115, and the substance of the electronic document file is stored in a secondary storage device (not shown). When the electronic document file is registered in the file registration unit 114, the file usage status monitoring unit 116 monitors the file attribute and stores it in the storage area 117. Also, the user uses the mouse 1
When an instruction for calling the electronic document file on the display 111 is given by the operation of 12, the file searching means 118 accesses the file holding means 115 and searches the management location 25 in the file attribute of the electronic document file. Then, the electronic document file is read from a secondary storage device (not shown) by the pointer described in the file attribute management location 25 and displayed on the display 111. further,
The file usage status monitoring unit 116 adds 1 to the access frequency 24 of the file attribute stored in the storage area 117 as a result of the file searching unit 118 searching the electronic document file in the file holding unit 115.

In addition to the above configuration, the document file management system also has an information organizing means for rearranging the access frequency 24 of the file attributes of the electronic document files monitored by the file use status monitoring means 116, for example, in ascending order or descending order. 119, a file usage status data reading unit 120 for displaying the usage status of the file on the display 111 by the processing of opening the caching holder by the user, and the usage status data of the file as a paper form according to the user's instruction. It is composed of a form creating means 121 for performing a process for outputting and a printing device 122 for printing the usage status data of the file created by the form creating means 121.

The user opens the caching holder in which information such as the usage status of the file is stored on the display 111 with the mouse 112 to display the usage status of the file in ascending or descending order of the access frequency 24. Alternatively, the usage data of the file can be printed and viewed as a paper form.

Further, the document file management system has, in addition to the above configuration, a bar code printer 123 for printing the file attributes registered by the file registration means 114 in the physical document file when creating the electronic document file,
The automatic warehouse management means 124 for managing the management location of the file attributes registered by the file registration means 114, the scanner 125 for reading the file attributes printed as image information in the physical document file, and the scanner 125 read by the scanner 125. Information reading means 12 for reading the access frequency of the file attribute from the image information
6 and a bar code reader 127 that reads a bar code printed as a file attribute on the physical document file.

The physical document file is printed with a bar code or visible or invisible image information when it is hard copied. Then, the filing system in the present embodiment manages the physical document file in the same manner as the electronic document file when the physical document file is reused. For example, the hard copy printed as a physical document file has the file attributes registered by the file registration means 114 printed, for example, as a barcode. If the user reuses this hard copy, for example, Filing Clark, the bar code reader 12
7, the processing for reading the printed barcode by the barcode reader 127 is performed. The file attribute read by the bar code is stored in the storage area 117 by adding 1 to the access frequency 24 by the file use status monitoring means 116. Therefore,
As with the electronic document file, the physical document file can display file usage status data on the display 111.

If the file attribute is not a bar code, or if the physical document file is a microfilm stored in an automated warehouse, the file attribute is read by the scanner 125 and the same processing as described above is performed. Next, an example of file attributes other than barcode will be given. The file attributes can be coded and printed visibly or invisible, for example. The visible printed ink reflects, for example, the visible light projected from the projector, so that the file attribute consisting of the code printed on the hard copy can be recognized by the optical sensor. In addition, invisiblely printed ink, for example, ink containing infrared rays, radiation, ultraviolet rays, electron beams, etc., can invisiblely recognize a file attribute printed on a hard copy by a sensor.

A file in which a physical file is filed is, for example, printed with a bar code at a predetermined position and is stored in a rack. Further, when a file is taken out from the rack, for example, a micro switch is activated and a bar code reading device is activated. And
When the user of the file retrieves the file from the rack, the barcode of the file is read by the barcode reader. Also, the system may be such that the file taken out by the user always passes in front of the barcode reading device. Alternatively, the user can take out the file from the rack and automatically read the barcode printed on the file when leaving the room in which the rack is installed. The document file system shown in FIG. 1 in which the information such as the barcode printed on the file is read is the file usage status monitoring means 1
The use status of the physical file can be grasped by 16 and the dead file can be eliminated.

FIG. 3 is a flow chart for explaining the algorithm of the file registration means in this embodiment. In FIG. 3, the file created by the file creating means 113 is input with the file name having the file attribute shown in FIG. 2 and registered in the file registering means 114 (step 31). Also, the file registration means 114
It is checked whether the document to be registered is an electronic document file (step 32). When the file registration means 114 determines that the document to be registered is an electronic document file, the file registration means 114 performs processing for holding the electronic document file in the file holding means 115 (step 33). When the file registration means 114 determines that the document to be registered is not an electronic document file, it checks whether the document to be registered is, for example, a micro film (step 34).

If the document to be registered is a microfilm, the file registration means 114 receives a new entry for the automatic warehouse from the automatic warehouse management means 124 (step 35). When the film registration means 114 determines that the document to be registered is not a microfilm, it asks the user for the storage location of the physical document file (step 3).
6). The electronic document file stored in the file storage means 115 in step 33, the microfilm stored in the automated warehouse in step 35, and the physical document file other than the microfilm whose storage location is instructed in step 36 are stored in the file registration means 114. , File names describing file names, storage locations, storage times, etc. are newly created (step 37).

FIG. 4 is a flow chart for explaining the algorithm of the file use status monitoring means in this embodiment. In FIG. 4, the file usage status monitoring means 1
16 monitors whether an electronic document file, a microfilm, or another physical document file has been accessed (step 41). When the file usage status monitoring unit 116 determines that any one of the above files has been accessed, it stores the access items and the access count in the storage area 117 in association with the file name of the accessed file. (Step 4
2). The file usage status monitoring means 116 uses the step 4
If it is determined in step 1 that the file is being accessed, and if the process of step 42 is completed, the file utilization status monitoring process is terminated.

FIG. 5 is a flow chart for explaining the algorithm of the information organizing means in this embodiment. In FIG. 5, the information organizing unit 119 checks whether the electronic document file, the microfilm, or another physical document file is frequently accessed (step 51). When the information organizing unit 119 determines that the above-mentioned files are frequently accessed, the information grouping unit 119 rearranges the files managed in the file usage status monitoring unit 116 in the order of high-frequency access (step 52). When the information organizing unit 119 determines that the above-mentioned files are not frequently accessed, the file use status monitoring unit 116.
The files managed therein are rearranged in the order of low access frequency (step 53). The information organizing means 119,
After rearranging the frequency order in steps 52 and 53, the process of organizing the information is terminated.

FIG. 6 is a flow chart for explaining the algorithm of the information reading means in this embodiment. In FIG. 6, the information reading means 126 reads the file attribute printed on the microfilm or other physical document file, and the form ID thereof is read.
Is recognized (step 61). Information reading means 126
Compares the electronic manuscript of the form with the paper form (step 62). The information reading means 126 checks whether or not there is a user instruction on the paper form (step 6).
3). When the information reading unit 126 determines that there is a user instruction on the paper form, the information reading unit 126 recognizes the user instruction on the paper form (step 64). Information reading means 12
6 performs processing according to the user instruction (step 6).
5). The information reading unit 126 ends the information reading process when it is determined in step 63 that there is no user instruction on the paper form and when the process of step 65 is completed.

Although the embodiments of the present invention have been described in detail above, the present invention is not limited to the above embodiments. And
Various design changes can be made without departing from the present invention described in the claims. For example, any known or well-known means may be used for the processing of the reading means, the search means, the registration means, the ascending order or the descending order rearrangement processing of the information organizing means in the present invention. Further, the file usage status monitoring means can also perform the discarding or storing process when the access frequency is less than or equal to a certain threshold value or more. The electronic document file can be automatically discarded or moved to the trash box when the threshold value is less than or equal to or above the threshold value. Further, in the above case, the electronic document can be notified to the user automatically or periodically as an unnecessary document list without being discarded. Similarly, with respect to physical document files that are rarely accessed, a disposal recommendation can be displayed on the display or can be notified to the user by printing on paper.

[0034]

According to the present invention, by integrally managing electronic document files and physical document files,
It is possible to create usage status data such as a storage time limit or a disposal time limit of these document files and display them on a display or print them with a printer. Therefore, it is possible to prevent the electronic document file and the physical document file from being stored dead, and it is possible to reduce the amount of files to be stored, so that it is possible to save the file search time and the filing labor.

[Brief description of drawings]

FIG. 1 is a block configuration diagram of a document file management system according to an embodiment of the present invention.

FIG. 2 is a diagram showing an example of file attributes in a document file management system according to an embodiment of the present invention.

FIG. 3 is a flow chart for explaining an algorithm of a file registration means in this embodiment.

FIG. 4 is a flow chart for explaining an algorithm of a file use status monitoring means in this embodiment.

FIG. 5 is a flow chart for explaining an algorithm of the information organizing means in the present embodiment.

FIG. 6 is a flow chart for explaining an algorithm of the information reading means in the present embodiment.

[Explanation of symbols]

 111 ... Display 112 ... Mouse 113 ... File creating means 114 ... File registration means 115 ... File holding means 116 ... File usage status monitoring means 117 ... Storage area 118 ... File searching means 119 ... Information organizing means 120 ... File usage status data reading means 121 ... Form creating means 122 ... Printing device 123 ... Bar code printer 124 ... Automatic warehouse management means 125. ..Scanner 126 ... Information reading means 127 ... Bar code reader

 ─────────────────────────────────────────────────── ─── Continuation of the front page (72) Inventor Masatomi Inagaki 3-2-1 Sakado, Takatsu-ku, Kawasaki-shi, Kanagawa KSPR & D Business Park Building Fuji Xerox Co., Ltd.

Claims (3)

[Claims] 1. A document file management system for managing electronic document files and physical document files, and file holding means for holding the created electronic document files and physical document files by adding identification information and management information to the created electronic document files and physical document files. When outputting the stored electronic document file or the electronic document file held in the file holding means as a physical document file, an output means for writing management information together with identification information, and a case of using the electronic document file and the physical document file And a file usage status monitoring means for reading the identification information and the management information to monitor the usage status, and an information creation means for creating usage status data of the electronic document file and the physical document file obtained by the file usage status monitoring means. And consists of Document file management system according to claim. 2. When a file name displayed on the display or its equivalent is designated and the file name is a physical document file, the storage location information in which the physical document file is managed is read out, 2. The document file management system according to claim 1, further comprising file search means for retrieving a physical document file. 3. The document according to claim 1, further comprising: a printing unit that prints the file usage status data created on the physical document file as a form by the information creating unit that creates the file usage status data. File management system.