JPH0991312A - Attribute information management device for document - Google Patents

Abstract

PROBLEM TO BE SOLVED: To easily register and retrieve a document in and from a document data base without developing a program, etc. SOLUTION: A format data base 1 is stored with document number format data defining the kinds, etc., of documents and attribute format data showing arrays of attribute information. An attribute definition data base 3 is stored with the definitions of the attribute information. An attribute information management data base 4 is stored with data displaying document numbers and the concrete contents of the attribute information in specific array order. Then a new document can easily be defined according to document number format data of the format data base 1 and registered. At retrieval time, the attribute information, etc., on a document to be retrieved is inputted by referring to the format data base 1, attribute definition data base 3, etc.

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document attribute information management apparatus for performing a search process using attribute information of a database storing various documents.

[0002]

2. Description of the Related Art A database in which a large number of documents are edited and accumulated in a certain format is widely used for managing technical information, sales information, and various other information. Such a database is referred to by adding a series of document numbers to a document and searching using the attribute information of the document. In such a database, data for each type of document is usually generated in a fixed format that clearly defines a preset document number and attribute information definition. If you want to search documents,
When the type of the relevant document is designated and the attribute information according to the type is designated, the database storing the relevant document is searched and the document data is retrieved.

[0003]

The conventional attribute information management device as described above has the following problems to be solved. An attribute information management device for general document data search needs to separately prepare a document number database of a document, an attribute information database, etc. for each type of document. That is, it is necessary to provide a database displaying the attribute information of the document for each document type in association with the list of document numbers corresponding to the document type. Therefore, for example, when adding document data of a completely new numbering system, it is necessary to newly generate a database for managing attribute information, which newly represents the document number and attribute information. The same applies when the document management number system is changed. However, in this case, it is necessary to develop a program for database processing each time and to perform a complicated work for defining a new database. Moreover, such work must be performed by an engineer with specialized knowledge, which has hindered wide use of the database.

[0004]

The present invention adopts the following constitution in order to solve the above points. <Structure 1> An attribute information management device for managing a document database, the document number format data for displaying the document number format of a document determined according to the type of the document, and the unique setting for each document type The format database that stores the attribute format data that displays the array of the attribute information that is displayed by the array of the attribute information identification data, and the attribute name that corresponds to the attribute information identification data in order to clarify the definition of each attribute information. An attribute definition database that stores the definition of the attribute information that is included, the document number that is assigned to each document, and the attribute that stores the data that displays the specific content of the attribute information set for that document in the set sequence And an information management database.

<Description> A document database is a database that can store a large number of documents and can retrieve and refer to the documents by using the document numbers and attribute information of the documents. Therefore,
In order to register a new document in this document database, the document number must be acquired. The present invention stores any type of document in a single document database. Each document is managed by a free-form document number. Also, the attribute information of each document can be uniquely set for each document type. Therefore, the document number format data in the format database is used to recognize what format each document is managed by. Further, the attribute format data is recognized by referring to what attribute information is set in each document and in what arrangement. Note that each database does not necessarily have to be stored in a single storage device in terms of hardware, and may be stored in separate devices in a distributed manner. The expression "number" in the document number includes characters and symbols.

<Structure 2> A number management database may be provided which stores the document numbers of documents determined according to the type of document and which are to be added next in the number system. <Description> Since different document numbers are used for each type of document, the latest unused document number must be acquired when registering a new document in the database. For this reason, it is necessary to display the document number to be assigned next in the number system of each document number for each document type. The number management database is used for this purpose. It suffices if information that can generate a document number to be assigned next is stored here, and it is not necessary to store the document number itself. Therefore, for example, what should be added next may be indirectly displayed by displaying the document number acquired most recently. As a result, it is possible to mix documents having different attribute information, which are managed in the document database by free document numbers.

<Structure 3> Also, when registering a new document in the database, the document number format data in the format database is referenced, and the number management database is referenced to refer to the document number to be given next in the number system. You may provide the document number control part which produces | generates. <Explanation> It is preferable to provide a document number control unit for automatically generating such document numbers in order to simplify new document registration processing when documents managed by free document numbers are mixed in the database. .

[0008]

BEST MODE FOR CARRYING OUT THE INVENTION Embodiments of the present invention will be described below with reference to specific examples. <Specific Example> FIG. 1 is a conceptual diagram of a document attribute information management apparatus according to the present invention. In this figure, the format database 1 stores document number format data and attribute format data. The document number format data and the attribute format data are set for each type of document. The type of document refers to the name displayed in the document name column in the format database 1. The document ID is a symbol assigned to each type of document. The document number format data represents the format of the document number determined according to the type of document using symbols and characters. For example, in this example, if the document name is notification-related and the document ID is D1, enter a number in the first two digits, enter the character "Notification No." as the next character, and then enter a fourth digit. Enter the value of and use the one described as "No." The attribute format data indicates an array of attribute information set uniquely for each type of document.
Here, what is displayed as Z1, Z2, Z3, Z4 is attached to each attribute defined in the attribute definition database,
The attribute information identification data is shown. A document whose document name is "notification" holds four types of attribute information according to this array.

The attribute information management database 4 shows the document number corresponding to the document number of the document stored in the document database (not shown). The document number is generated in the format displayed in the format database 1. The attribute information is stored in the order of attribute 1, attribute 2, attribute 3, and attribute 4, as shown in this figure. The definition and sequence of this attribute information are stored in the attribute format data of the format database 1. The number management database 2 is used to acquire a document number according to the type of document when registering a new document in the database. Attribute definition database 3
Is a database that stores the definition of each attribute information.

FIG. 2 shows an explanatory diagram of the number management database and the attribute definition database. FIG. 2A shows the contents of the number management database, in which the document number to be added next for each type of document is displayed. That is, in this example, the documents having the document ID D1 are already numbered from 1 to 55. Therefore, the last four digits of the document number when a new document is registered are the 56th. Such contents are stored in the number management database 2. Note that such a document number generation method will be described in more detail later.

FIG. 2B shows the contents of the attribute definition database. This attribute definition database stores the attribute name, the number of input characters, the kanji input permission, etc. for the attribute information identification data of Z1 to Zn for identifying the attributes. For example, in this example, the attribute information whose attribute ID (attribute information identification data) is Z2 is the name of the attribute, the number of input characters is 20, and it is displayed that the kanji can be input.

FIG. 3 is a diagram for explaining the relationship between the document database and the document numbers. (A) is a specific example explanatory view of a document number. As shown in this figure, for the document number, for example, a two-digit number representing the registration year or the like is set at the beginning. This number is represented by the last two digits of the Christian era. Following that, is a certain Kanji character string called Notification No. that indicates the document name. After that, a serial number for distinguishing each document is arranged, and finally, a fixed character string of a number is arranged. The definition of such a document number is shown in the format database 1 shown in FIG. A format as shown in FIG. 3B is described therein. The serial number portion is incremented by 1 for each document. Therefore, when registering the latest document, as shown in FIG. 2 (a), the document number to be assigned next is displayed as a 2-digit to 4-digit number.

FIG. 3C shows an explanatory diagram in the case of searching the document database using the attribute information. The document data has an arbitrary attribute and is stored in the document database 7 as shown in this figure. A document number is attached to each document data to distinguish each item.
Then, on the right shoulder of the document data in the figure, the document type is A,
It was expressed as B and C. Here, for example, when a user wants to perform a data search for document A, document A as shown in the upper left of the figure.
To obtain attribute information 6 for. This can be obtained by referring to the format database 1 and the attribute definition database 3 shown in FIG.

FIG. 4 shows a block diagram of the document attribute information management apparatus of the present invention. This device includes a format database 1 and a number management database 2 described above with reference to FIG.
And an attribute definition database 3 and an attribute information management database 4. Then, in order to manage these, the input unit 11, the document management attribute input unit 12, the document number control unit 13, the format processing unit 14, the display unit 15, the document management attribute search unit 16, the attribute information input unit 17, and the attribute information. Output part 1
8 and so on. The input unit 11 is used for inputting a document name, attribute information, or the like when a new document is registered, or for inputting a process of referring to the attribute information management database 4 or the like for searching a document database (not shown). It consists of a display and a keyboard. The document management attribute input unit 12 is a part that performs processing such as sending necessary attribute information to the attribute information input unit 17 at the time of database search processing, or sending various kinds of corresponding data at the time of new document registration. is there. The document number control unit 13 is a unit that generates and processes a document number in a manner described later. The format processing unit 14 is a unit that performs processing for generating an appropriate generation number when generating a document number or the like. Display 1
Reference numeral 5 is used to display search results and the like, and to confirm input results such as document registration commands and search commands. The document management attribute search unit 16 is a unit that extracts attribute information that can be designated as a search condition from the attribute definition database 3 and displays it on the display unit 15 or manages various attribute information. The attribute information output unit 18 refers to the attribute information management database 4 to obtain a document number or the like corresponding to the input condition, and the display unit 1
This is a part for performing the control displayed in 5. The operation and role of each functional block as described above will be described in more detail with reference to a flowchart described later.

FIG. 5 shows a flow chart of a new document registration operation by the apparatus of the present invention. First, in the apparatus of the present invention, it is possible to appropriately register a freely structured document having a completely different document number format. In this case, it is necessary to acquire the document number of the original document. In this flowchart, the document registration operation including the document number acquisition will be described. First,
In step S1, when there is a request for registration of a predetermined document number, the document number control unit 13 extracts all document types from the format database 1 and displays them. The person who is going to search selects an arbitrary type from the processed documents in the next step S2. Then, in step S3, the document number format data corresponding to the document type is obtained. The document number control unit 13 shown in FIG. 4 acquires a new document number according to this format. In this case, the number management database 2 is referenced to obtain information about the document number to be added next, and the document number is generated (steps S5 and S6). Further, the attribute format data set for each type of document number is acquired from the format database 1 (step S7). Then, this is displayed on the display unit 15 to prompt input of attribute information of a new document (step S8). Thus, step S
At 9, the document is finally registered in the database.

According to the above processing, the format database 1
According to the document number format data displayed in, any number of new documents can be registered. When it is desired to construct document data having completely different document number formats and attribute formats, the document name, document ID, document number format data and attribute format data may be additionally stored in the format database 1. When the processing for generating the document number is completed, the document number of the number management database 2 shown in FIG. 2 is incremented by "1". This prepares for the next new document registration.

FIG. 6 shows a document search operation flowchart. When searching for documents in the database, the following display is displayed. First, in step S1, the types of all the documents currently managed in the database are displayed to the searcher. The searcher selects a document to be searched in step S2. Further, in step S3, the attribute format data is extracted by referring to the format database 1.
In step S4, the attribute name is displayed by referring to the attribute definition database. In step S5, the searcher inputs attribute information or the like serving as a search key while looking at the attribute name displayed on the display unit. Thus, in step S6, the relevant document number and the like are acquired by referring to the attribute information management database 4. For example, when the document whose document name shown in FIG. 1 is "notification" is specified, it is displayed from the attribute format data that the attribute information is Z2, Z3, Z4. The name, product name, customer name, etc. are displayed. Here, when the searcher specifies the first attribute name "affiliation" and the content is "development section 1", the attribute information management database 4 is searched and the "document number 95 notification number" is searched. The document "0001" is displayed as the search result.

As described above, according to the apparatus of the present invention, it is possible to easily and collectively manage documents having a document number having an arbitrary document number and having arbitrary attribute information. Moreover, the additional registration can be easily performed by changing the format database 1, the attribute information management database 4 and the like. Therefore, it is possible to carry out new format document registration, change processing, etc. without relying on a database administrator with specialized knowledge.
Maintenance of the database becomes easy and maintenance cost can be reduced.

[Brief description of drawings]

FIG. 1 is a conceptual diagram of a document attribute information management device of the present invention.

FIG. 2 is an explanatory diagram of database contents for each management.

FIG. 3 is an explanatory diagram of a relationship between a document database and a document number.

FIG. 4 is a block diagram of a document attribute information management device of the present invention.

FIG. 5 is a flowchart of a registration operation of a new document.

FIG. 6 is a search operation flowchart.

[Explanation of symbols]

 1 format database 2 number management database 3 attribute definition database 4 attribute information management database

Claims (3)

[Claims] 1. Document number management data for managing a document database, displaying document number formats of documents determined according to document types, and attribute information uniquely set for each document type. And a format database storing attribute format data in which the array of attribute information identification data is displayed, and in order to clarify the definition of each of the attribute information, the attribute name is included in association with the attribute information identification data. An attribute definition database that stores the definition of attribute information, a document number that is assigned to each document, and the specific content of the attribute information that is set for that document. A document attribute information management device comprising an information management database. 2. A number management database for storing a document number of a document determined according to the type of document, which is to be added next in the numbering system, is provided. Document attribute information management device. 3. When registering a new document in the database, the document number format data in the format database is referenced, and the document number to be assigned next in the number system is referenced by referring to the number management database. 3. The document attribute information management device according to claim 2, further comprising a document number control unit for generating the document number.