JPH08180045A - Document management method - Google Patents

Abstract

PURPOSE: To substantially shorten the time required for document management. CONSTITUTION: At the time of printing and outputting an electronic document prepared in a document preparation device (a step 11), the printing information is automatically stored in a prescribed storage device (the step 12), and when a user inputs management information for the printed matter (the step 13), the management information is also stored in the storage crevice together (the step 14). The stored printing information or management information is outputted (the step 16) corresponding to the request of the user (the step 15). Thus, the relation of the electronic document and the printed matter is easily checked.

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document (electronic document, created by a word processor or the like in an office or the like.
The present invention relates to a document management method used when managing printed matter) using an information device.

[0002]

2. Description of the Related Art Conventionally, there is no method of managing electronic documents created by a word processor or the like in an office together with their printed materials, and electronic documents and printed materials are managed separately.

[0003]

However, in such a conventional document management method, since the electronic document and the printed matter are managed separately, when the relation between the electronic document and the printed matter is desired to be investigated immediately, There was a problem to be solved that it took too much time and effort.

SUMMARY OF THE INVENTION An object of the present invention is to provide a document management method capable of significantly reducing the time required for document management in order to solve the above problems.

[0005]

In order to achieve the above object, according to the present invention, print information relating to printing of the printed matter is provided in response to printing of an electronic document created by the document creating means by the printing means. A first step of reading from the creating means and storing it in a predetermined storage means; a second step of storing the management information in the storage means when the management information about the printed matter is input from the input means; And a third step of reading out the print information and the management information from the storage means and outputting them to the output means in response to an output request for the print information and the management information from the input means.

As one form of the present invention, the print information includes a document name of the printed document, a print date and time,
The name of the printer, the number of times of printing up to now, the number of prints, etc., can be characterized in that the management information is a storage location, a storage manager, the number of prints, and the like.

[0007]

According to the present invention, when an electronic document created by a word processor or the like is printed out, the print information is automatically stored in a predetermined storage means and the management information about the printed matter is also input by the user. Is also stored, and the stored print information and management information are displayed or printed out in accordance with a user's request. This makes it possible to greatly reduce the user's work time required for document management, and avoid the conventional inconvenience of taking too much time and effort when checking the relationship between an electronic document and a printed matter. .

[0008]

Embodiments of the present invention will now be described in detail with reference to the drawings.

FIG. 1 is a flow chart showing a processing procedure of a document management method according to an embodiment of the present invention, and FIG. 2 is a block diagram showing a configuration example of an information processing system used in the document management method. First, the configuration of the system shown in FIG. 2 will be described.

In FIG. 2, reference numeral 21 is a display device using a CRT or liquid crystal, 22 is a printing device such as an ink jet printer or laser beam printer, 23 is an input device such as a keyboard or mouse, and 24 is the overall system control. Central processing unit such as a microprocessor for executing information processing, 2
Reference numeral 5 is a storage device such as a semiconductor RAM or a magnetic disk used as a work area for storing control programs and data, and 26 is an information reading device including a scanner such as an image reading device and a floppy disk reading device. 27
Is a document creation device such as a word processor or a personal computer.

The central processing unit 24 controls the display device 21, the printing device 22, the input device 23, the storage device 25, and the information reading device 26, and the storage device 25 includes the central processing unit 24.
A program for executing the present embodiment read from the information reading device 26 via the computer and an electronic document used in the present embodiment are stored.

Next, the operation of the embodiment of the present invention will be described with reference to FIG.

First, the central processing unit 24 is the information reading device 2.
The program used in the present embodiment is read into the storage device 25 from an external storage medium such as a magnetic tape or a floppy disk via 6.

Next, the central processing unit 24 determines whether or not the user (user) has used the printing device 22 to print the document information (referred to as an electronic document) created by the document creating device 27 such as a word processor. Judge (Step 1
1).

Next, when the central processing unit 24 determines in step 11 that the printing processing has been performed, the printing information of the printed document (printed document) is taken out from the document creating apparatus 27 such as a word processor and stored in the storage unit. 25 (step 12). The print information referred to here is the document name of the printed document, the print date and time, the name of the printer, the number of prints made so far, the number of copies, and the like.

Next, the central processing unit 24 determines whether or not the user has input management information of a printed matter such as printed paper from the input unit 23 (step 13). Central processing unit 2
If it is determined in step 13 that the user has input the management information of the printed matter, 4 stores the management information in the storage device 25 (step 14). Then the first step 1
Return to 1. The management information of the printed matter here is a storage location of the printed matter (for example, in the second folder of the first cabinet on the 27th floor), the person in charge of storage, the number of sheets, and the like. As a result, the electronic document is associated with the printed matter.

When it is determined in step 13 that the management information of the printed matter has not been input, the first step 1 is performed as it is.
Return to 1.

Further, when the central processing unit 24 determines in the above step 11 that the user has not performed the print processing, the storage device 25 in the above steps 12 and 14.
It is determined whether or not the user wants to take out the information already recorded in (step 15). Step 15
When it is requested to take out the information in step 2, the central processing unit 24 takes out the document information (including both the print information and the management information of the printed matter) stored in the storage device 25 and displays it. Alternatively, it is output to the printing device 22 (step 16). After that, the process returns to the first step 11.

When it is determined in step 15 that the information retrieval is not required, the first step 11 is performed as it is.
Return to

By performing the above processing, it is possible to greatly reduce the user's work time required for document management, and it takes too much time and labor to check the relation between the electronic document and the printed matter. It is possible to avoid the conventional inconvenience.

(Other Embodiments) The above-mentioned printed matter applied to the present invention is not limited to the one in which the information of the electronic document is output on paper, but is also output on, for example, an OHP (overhead projector) sheet or a microfilm. Also includes. In addition to a word processor, for example, DTP (desktop publishing) software, an editor, or the like may be used as a document creation device for creating an electronic document.

[0022]

As described above, according to the present invention, when an electronic document created by a word processor or the like is printed out, the print information is automatically stored in a predetermined storage means and When the user also inputs management information about printed matter, it is also stored, and the stored print information and management information are displayed or printed out according to the user's request. As a result, it is possible to significantly reduce the time, and it is possible to avoid the conventional inconvenience of taking too much time and effort when it is desired to check the relation between the electronic document and the printed matter.

[Brief description of drawings]

FIG. 1 is a flowchart showing a processing procedure of a document management method according to an embodiment of the present invention.

FIG. 2 is a block diagram showing a configuration example of an information processing system used in the document management method according to the exemplary embodiment of the present invention.

[Explanation of symbols]

 21 display device 22 printing device 23 input device 24 central processing unit 25 storage device 26 information reading device 27 document creation device

Claims (2)

[Claims] 1. A first storage device for reading print information relating to printing of a printed matter from the electronic document created by the document creating means, when the electronic document is printed by the printing means, and storing the print information in a predetermined storage means. A second step of storing the management information in the storage means when the management information about the printed matter is input from the input means; and an output request for the print information and the management information from the input means. And a third step of reading the print information and the management information from the storage means and outputting the management information to the output means. 2. The print information includes the document name of the printed document, the print date and time, the name of the printer, the number of prints made so far,
2. The document management method according to claim 1, wherein the management information includes the number of printed copies and the like, and the management information includes a storage location of the printed matter, a person in charge of storage, the number of sheets, and the like.