JPH07319921A - Method and device for managing organization information in electronic document managing system - Google Patents

Abstract

PURPOSE:To prevent load from being increased in accordance with the volume of a document to be managed by allowing an organization to be changed to correspond to another organization based upon the changed contents of the organization and simultaneously reflecting a change in an organization managing file also to a document managing file. CONSTITUTION:In a system for centralizedly managing plural electronic documents on a computer by add ing accessory information such as organization information constituting the hierarchical structure of an organization, an external storage device 2 stores a document managing file having owned organization information for all documents to be managed and an organization managing file for managing the name and hierarchical structure of the organization and a central processing unit (CPU) 1 is provided with a means for relating an organization changing means to the organization. When the organization is variously changed, the CPU 1 allows the organization to be changed to correspond to another organization at the rate of 1 to 1 based upon the changed contents, so that the change of the organization managing file can be simultaneously reflected to the document managing file.

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 centrally managing a plurality of electronic documents on a computer by adding incidental information such as owned organization information constituting a hierarchical structure of the organization to change the organization. The present invention relates to an organization information management method and apparatus in an electronic document management system, which manages organization information when a job is performed.

[0002]

2. Description of the Related Art In recent years, an electronic document management system that realizes sharing of electronic documents by connecting a plurality of computers to a network and centrally managing electronic documents existing on each computer by one computer has been developed. It is starting to be used. In this type of electronic document management system, not only is the document simply stored, but also the organization information and other information that the user owns is stored together with it, thereby realizing advanced management such as limiting reference permission.

By the way, in the conventional electronic document management system of this type, all the document information is stored in the document management file, and when the organization information is changed, the organization information for each document in the document management file is collected. The method of changing it was adopted.

[0004]

However, in the above-mentioned conventional electronic document management system, all the information is stored in the document management file, and when the organization information is changed, the document management file is changed. Since it is necessary to change all the organization information for each document, there is a problem that the load increases according to the amount of documents to be managed.

The present invention has been made in view of the above-mentioned problems of the above-mentioned conventional technique, and an object thereof is a conventional problem that the load increases according to the amount of documents to be managed. An object of the present invention is to provide an organization information management method and apparatus in an electronic document management system that solves the problems.

[0006]

In order to achieve the above object, an organization information management method in an electronic document management system according to the present invention provides a plurality of electronic documents with supplementary information such as owned organization information constituting a hierarchical structure of an organization. In an electronic document management system that centrally manages on a computer, a document management file having owned organization information for all documents to be managed, and an organization management file managing the name of the organization and the hierarchical structure of the organization are provided. When various changes are made to the organization, the change of the organization management file is performed by associating the change target organization with another organization on a one-to-one basis based on the content of the change. The feature is that it is reflected in the file at the same time.

In order to achieve the same purpose, the organization information management apparatus in the electronic document management system of the present invention stores a plurality of electronic documents on a computer with additional information such as owned organization information constituting a hierarchical structure of the organization. In an electronic document management system that is centrally managed by, a document management file having owned organization information for all managed documents, an organization management file that manages the name of the organization and the hierarchical structure of the organization, and an organization that changes the organization When the organization changing means makes various changes to the organization, the changing means and the organization associating means for associating the organization are used to distinguish the organization to be changed from the organization to be changed by the organization associating means. By associating each organization with one-to-one correspondence, the change in the organization management file can be reflected in the document management file at the same time. It is an feature.

[0008]

A method and apparatus for managing organization information in an electronic document management system according to the present invention are a document management file having owned organization information for all documents to be managed, an organization management for managing the organization name and the hierarchical structure of the organization. By providing the file and the organization changing means for changing the organization, the management of the document and the management of the organization can be handled separately. Further, when various changes are made to the organization, the changes in the organization management file can be reflected in the document management file at the same time.

[0009]

Embodiments of the present invention will be described below with reference to the drawings.

(First Embodiment) First, one embodiment of the present invention will be described with reference to FIGS. FIG. 1 is a block diagram showing the configuration of an electronic document management system equipped with an organization information management apparatus according to an embodiment of the present invention. In FIG. 1, reference numeral 1 denotes an electronic document management system, a central processing unit 2, It comprises an external storage device 3 and a console device 4. Central processing unit 2
Is for performing various control processes in the application such as process determination and update (change) process of information of the organization management file and the document management file. Central processing unit 2
Has an organization changing means for changing the organization and an organization relating means for relating the organization. The external storage device 3 stores the organization management file, the document management file, and the like. The console device 4 performs display of an application interface, input control of processing, and the like.

Next, the electronic document management system 1 having the above configuration
The overall control operation will be described based on the flowchart of FIG.

First, in step S201, the central processing unit 2
Performs initial setting, that is, initialization of the work area, opening processing of the organization management file and the document management file, and the like.
Next, the processing proceeds to step S202, and the central processing unit 2 obtains a request for organization information change processing by displaying an interface for changing organization on the console device 3, and then proceeds to the next step S203. This step S20
In 3, the central processing unit 2 determines the content of the organization information change processing request acquired in step S202. When the content of the organization information change processing request is "organization name change processing", the process proceeds to step S204, "organization deletion processing".
If so, the process proceeds to step S205; if "organization adding process", the process proceeds to step S210.

In step S204, the central processing unit 2 performs an organization management file update process for updating the record of the organization for which the name change is designated to the change name. Also,
In step S205, the central processing unit 2 determines whether the organization designated for deletion is included in the document management file. Further, in step S210, the central processing unit 2
Performs the organization management file update process that is the process of deleting the record of the organization specified to be deleted.

The step S204 and the step S
After performing the organization management file update processing in 210, the process proceeds to step S211 and this step S21.
At 211, the central processing unit 2 determines whether or not there is a termination request from the console device 3, and if there is a termination request, this processing operation is terminated;
Return to 2. If the organization specified to be deleted in step S205 is included in the document management file, the processing proceeds to step S206, and the central processing unit 2 sets the organization specified to be deleted on the console device 3 as a new organization. By displaying an interface associated with the one-to-one correspondence, a request for associating old and new organizations is obtained.

Next, the processing proceeds to step S207, and the central processing unit 2 carries out an organization management file update processing for deleting the record of the organization designated to be deleted. Next, the processing proceeds to step S208, and the central processing unit 2 obtains the information of the organization designated to be deleted in the document management file from the above-mentioned step S208.
After performing the document management file update process for updating the organization designated in 206, the above-mentioned step S2
Proceed to 11. Further, if the organization designated for deletion in step S205 is not included in the document management file, the process proceeds to step S209, where the central processing unit 2 is processing for deleting the record of the organization designated for deletion. After performing the file update process, the above step S2
Proceed to 11.

3 to 14 are diagrams for explaining a simulation of updating records of the organization management file and the document management file in the actual organization configuration changing process. 3, FIG. 6, FIG. 9 and FIG. 12 are schematic diagrams of the organizational structure (tree structure). In each diagram, “aaaa” is shown.
a ”,“ bbbbbb ”,“ cccccc ”,“ dddd ”
d ”,“ eeeeee ”,“ fffff ”,“ ggggg ”
"g", "hhhhhh", and "iiiiii" are organization names. 4, FIG. 7, FIG. 10 and FIG. 13 are diagrams showing an example of the organization management file, FIG. 5, FIG. 8, FIG. 11 and FIG.
FIG. 6 is a diagram showing an example of a document management file.

First, FIG. 4 shows an example of the organization management file when the organization has the structure shown in FIG. In the figure, 301, 302, 303, 304, 305,
306 and 307 are records of the organization management file, and each record 301 to 307 is composed of information of four items of organization code, organization name, parent organization code, and level. As an example, the record 303 has the organization code “0003”, the organization name is “ccccc”, the parent organization is the parent organization code “0001”, that is, the organization name “aaaaa”, and the level is Is “1” (in this example, the level starts from 0).

FIG. 5 shows an example of the document management file. In the figure, 308, 309, 310, 311
Is a record of the document management file, and each record 3
08 to 311 are composed of information of three items of document name, owned organization code, and other information. As an example, in the record 310, the document name is “save01”.
The owning organization is the owning organization code “0007”, that is, the organization name “gggggg”.

FIG. 6 shows a structure in which the organization name "eeeeee" of the structure shown in FIG. 3 is changed to "hhhhhh". FIG. 7 shows an example of the organization management file when such a change is made. In FIG.
402, 403, 404, 405, 406, 407 are
This is a record of an organization management file. This change indicates that the organization name of the record 405 is changed to “hhhhhh”.

FIG. 8 shows an example of the document management file.
In the figure, 408, 409, 410 and 411 are records of the document management file. This change does not change the contents of the document management file.

FIG. 9 shows a structure in which the organization name "fffff" is deleted from the organization structure shown in FIG. 6 as an associated organization in the associating means of the central processing unit 1. FIG. 10 shows an example of the organization management file when such a change is made. In FIG. 10, 501, 502,
Reference numerals 503, 504, 505, and 506 are records of the organization management file. This change indicates that the record has been deleted.

FIG. 11 shows an example of the document management file. In FIG. 11, 507, 508, 509 and 510 are shown.
Is a record of the document management file. As a result of this change, the organization code “000” of the organization name “hhhhhh” specified in association with the owned organization code of the record 507.
5 ”has been updated.

FIG. 12 shows a structure in which the organization name "iiiiii" is added to the structure shown in FIG.
FIG. 13 shows an example of the organization management file when such changes are made. In FIG. 13, 601, 602, 60
3, 604, 605, 606, and 607 are records of the organization management file. With this change, a new record 607 has an organization code “0008” and an organization name “ii.
iii ”, parent organization code“ 0002 ”, and level“ 2 ”are added.

FIG. 14 shows an example of the document management file. In FIG. 14, 608, 609, 610 and 611 are used.
Is a record of the document management file. This change does not change the contents of the document management file.

According to the above-described embodiment, the document management file having the organization information for all the documents to be managed, the organization management file for managing the organization name and the hierarchical structure of the organization, and the organization change for changing the organization. Means and an organization associating means for associating the organization, and when various changes are made to the organization by the organization changing means, the organization associating means causes a different organization from the change target organization according to the change contents. By associating one-to-one with each other, the change in the organization management file can be reflected in the document management file at the same time.

(Other Embodiments) In the above-mentioned embodiments, the information of the organization that manages the documents has been described. However, information having another hierarchical structure, for example, classification for realizing management for each classification of documents. The same can be applied to information and the like. Further, in the above-described embodiment, the case where the file is used as the management method of the document information and the organization information has been described, but it is also possible to use the database system as the storage method of the file. Further, the present invention can be realized without any problem even if the actual information file is located in a remote place connected to the network.

[0027]

As described above in detail, according to the organization information management method and apparatus in the electronic document management system of the present invention, the document management file having the owned organization information for all the documents to be managed, and the name of the organization. By providing the organization management file that manages the hierarchical structure of the organization, it is possible to manage the document and the organization separately.

Further, an organization changing means for changing the organization,
With the organization associating means for associating the organizations, it is possible to reflect the changes in the organization management file in the document management file at the same time when various changes are made to the organization.

[Brief description of drawings]

FIG. 1 is a block diagram showing a configuration of an electronic document management system including an organization information management device according to a first exemplary embodiment of the present invention.

FIG. 2 is a flowchart showing a control operation of the entire electronic document management system.

FIG. 3 is a schematic diagram of an organizational structure (tree structure) in the electronic document management system.

FIG. 4 is a diagram showing an example of an organization management file having the organization configuration of FIG.

FIG. 5 is a diagram showing an example of a document management file.

FIG. 6 is an organization name “eeeeee” of the organizational structure shown in FIG.
Is a diagram showing a configuration in which is changed to “hhhhhh”.

FIG. 7 is a schematic diagram of an organizational structure (tree structure) in the electronic document management system.

FIG. 8 is a diagram showing an example of a document management file in the electronic document management system.

9 is a diagram showing a configuration in which an organization name “fffff” is deleted as an associated organization in the associating means from the organizational configuration shown in FIG. 6.

FIG. 10 is a diagram showing an example of an organization management file in the electronic document management system.

FIG. 11 is a diagram showing an example of a document management file in the electronic document management system.

FIG. 12 shows an organization name “iiiiii” added to the organization structure shown in FIG.
It is a figure which shows the structure to which "i" was added.

FIG. 13 is a diagram showing an example of an organization management file in the electronic document management system.

FIG. 14 is a diagram showing an example of a document management file in the electronic document management system.

[Explanation of symbols]

1 Central processing unit (organization change means, organization association means)

Claims (2)

[Claims] 1. An electronic document management system for centrally managing a plurality of electronic documents on a computer with accompanying information such as organizational information forming a hierarchical structure of an organization, and owning organization information for all managed documents. A document management file having a name, an organization name and an organization management file that manages the hierarchical structure of the organization are provided, and when various changes are made to the organization, based on the changes, the An organization information management method in an electronic document management system, characterized in that a change in the organization management file is also reflected in the document management file at the same time by associating the organization with the one-to-one correspondence. 2. An electronic document management system that centrally manages a plurality of electronic documents with additional information such as owning organization information forming a hierarchical structure of an organization on a computer, and owns all the documents to be managed. A document management file having information, an organization management file for managing the name of an organization and the hierarchical structure of the organization, an organization changing means for changing the organization, and an organization associating means for associating the organization, When various changes are made to the organization by the change means, the organization management means changes the organization management file by associating the change target organization with another organization on a one-to-one basis based on the contents of the change. Is also reflected in the document management file at the same time.