JPH11250075A - Document management system - Google Patents

Abstract

PROBLEM TO BE SOLVED: To efficiently retrieve a document without repetitive use of a recording medium in a document data management system at the time of taking out document data preserved in the above system from a plurality of electronic filing systems. SOLUTION: In this document management system, document registration requests are given to a document data management system C from a plurality of electronic filing systems A and B, document data of the systems A and B are preserved in the document data managing system C. Management information of the document data management information file in the system C for managing 7 preserved document data 8 is updated and the document retrieval information files 3 and 6 of the electronic filing systems A and B, which correspond to the document data identification numbers of updated document data management information files, are updated.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document management system having a plurality of electronic filing systems and a document management system connected to the plurality of electronic filing systems. The present invention relates to a document management method capable of performing an efficient document search without reusing a recording medium when retrieving document data stored in a system.

[0002]

2. Description of the Related Art In a conventional document management system, an electronic filing system and its dedicated document data management system (file base) are configured in one-to-one correspondence. For this reason, when a plurality of different electronic filing systems are provided, when the document data of the electronic filing system is registered in the document data management system (file base) from the plurality of electronic filing systems, each of the documents is closed because each system is closed. You must register with a data management system. For example, the electronic filing system A stores the document data of the electronic filing system A in its dedicated document data management system C, and the electronic filing system B stores the electronic filing system B.
Is stored in the dedicated document data management system D.

[0003]

In the conventional document management system as described above, a system is configured so that document data is registered in a dedicated document data management system for each electronic filing system. When the document data stored in the document data management system is retrieved from the system, it must be retrieved from a dedicated document data management system for each system.
For this reason, when viewed as a whole system, a storage medium is repeatedly used, and even if the document data stored in the document data management system can be shared between the electronic filing systems, the electronic filing systems for different purposes are used. When there are a plurality of documents, there is a problem that it is difficult to perform an efficient document search. Document search information is managed independently in each system, and the minimum necessary information is stored.
In terms of efficiency and performance, it has not been possible to meet the demand for effective information management.

[0004] Therefore, the present invention provides an efficient document retrieval system for retrieving document data stored in a document data management system from a plurality of electronic filing systems without causing duplicate use of recording media in the document data management system. It is an object of the present invention to provide a document management method capable of realizing the above.

[0005]

According to the first aspect of the present invention,
A plurality of electronic filing systems having document registration information input means, first document data storage means, document search information management means, and document search information storage means; In a document management system comprising a document data management system having a management unit, a second document data storage unit, and a document data management information storage unit, the document registration information input unit converts the input document registration request information into a document. The document registration request is sent to the data management unit, and the document data management unit sends a document data transmission request corresponding to the received document registration request information to the document registration information input unit. Based on the received document registration request information,
The corresponding document data is read from the first document data storage unit and transmitted to the document data management unit. The document data management unit stores the received document data in the second document data storage unit and registers the received document data. The document data management information file in the document data management information storage unit is updated based on the document management information of the request information, a predetermined document data identification number is set in the updated document data management information file, and the set document data identification number is set. Is returned to the document registration information input unit, and the document registration information input unit receives the document data identification number, the document storage information including the identification number of the storage destination document data management system, and the document attribute of the input document registration request information. Sending information to the document search information management means and requesting an update of the document search information file in the document search information storage means Document retrieval information managing means, and is characterized in updating the document search information file based on the document storing information and document attribute information received.

According to a second aspect of the present invention, in the document management system according to the first aspect, there is provided a document sharing information input means,
The document sharing information input means outputs the document data management system identification number, the input document data identification number, and the electronic filing system to the document data management system corresponding to the input document data management system identification number. Sends the registration information for sharing and requests sharing of the document data, and the document data management means uses the received document data identification number and the registration information for sharing to obtain the document of the corresponding document data identification number. The shared information of the document data management information file in the data management information storage unit is updated, and the document data identification number of the updated document data management information file is returned to the document shared information input unit. Document storage information including a data identification number and an identification number of a document data management system of a sharing destination; and The registration information of the document attribute information, which is the input search information, is transmitted to the document search information management unit, and an update request is made. The document search information management unit receives the document search information based on the received document storage information and document attribute information. It is characterized in that the document search information file in the storage means is updated.

According to a third aspect of the present invention, there is provided the document management system according to any one of the first and second aspects, further comprising a document search unit, wherein the document search unit converts the input search information into a document search information management unit. The document search information management means searches the document search information file in the document search information storage means based on the received search information, and returns a search result to the document search means. Display the search result on the display unit.

According to a fourth aspect of the present invention, there is provided the document management system according to any one of the first to third aspects, further comprising a document retrieval information input means, wherein the document retrieval information input means comprises an identification number of the document data management system. If the document data identification number is not specified, the input search information is transmitted to the document search information management means, and the identification number of the document data management system and the document data identification number are requested. The document retrieval information file in the document retrieval information storage unit is searched based on the retrieved retrieval information, and the document data management system identification number and the document data identification number registered in the document retrieval information file corresponding to the retrieval condition are read, and the document is retrieved. Replying to the retrieval information input means, the document retrieval information input means receives the identification number and text of the received document data management system. The data identification number is transmitted to the document data management means of the document data management system corresponding to the received identification number of the document data management system, and a request for copying the document data is made. The document data management means receives the received document data identification number. The document data management information file in the document data management information storage unit is searched based on the document data management information file, the corresponding document storage position in the second document data storage unit is read out, and the second document data storage unit is read out based on this document storage position. The document data is read out and stored in the first document data storage means of the electronic filing system.

According to a fifth aspect of the present invention, there is provided the document management system according to any one of the first to third aspects, further comprising a document retrieval information input unit and a document data division unit, wherein the document retrieval information input unit includes a document data retrieval unit. If the identification number of the management system and the document data identification number are not specified, the input search information is transmitted to the document search information management means to request the identification number of the document data management system and the document data identification number. Means for searching the document search information file in the document search information storage means based on the received search information, and identifying the document data management system identification number and the document data identification number registered in the document search information file corresponding to the search condition The document retrieval information input means is read and returned to the document retrieval information input means. The identification number and the document data identification number,
The document data is transmitted to the document data management means of the document data management system corresponding to the identification number of the document data management system, and when a document data division request is issued, the document data division request is transmitted to the document data management means and the divided document is transmitted. The document data management unit makes a data copy request, and the document data management unit searches the document data management information file in the document data management information storage unit based on the received document data identification number.
Read the document data storage position of the document data storage means, and request the document data division means to request the document data division means to divide and copy the document data based on the received document data division request. The document data is transmitted to the dividing unit, and the document data dividing unit divides and reads out the corresponding document data from the second document data storing unit based on the received document data storage position, and stores the first document data in the electronic filing system. It is characterized in that it is stored in a means.

[0010]

Embodiments of the present invention will be described below with reference to the drawings. Embodiment 1 FIG. FIG. 1 is a block diagram showing the configuration of the document management system according to the first embodiment of the present invention. Here, for example, the basic configuration of the present invention when two electronic filing systems exist is shown. The number of electronic filing systems is not limited to two, but may be three or more.
The electronic filing systems A and B have document search information management means (databases) 1 and 4, document search information storage means 3 and 6, and document data access means 2 and 5, respectively. The document data management system C (file base X) has a document data management unit 7 and a document data storage unit 8. The document search information management means 1, 4, the document data access means 2, 5, and the document data management means 7
W.

FIG. 2 shows the document management system shown in FIG.
FIG. 3 is a block diagram illustrating a configuration of a document management system for explaining a document registration procedure. The electronic filing system A includes a terminal 9 for inputting information to be registered, a document registration information input unit 10, a document search information management unit 11, a document data storage unit 12 for document data to be registered, and a document search information storage unit 13. The document data management system C (file base X) has a document data management means 14, a document data storage means 15, and a document data management information storage means 16. The document registration information input unit 10, the document search information management unit 11, and the document data management unit 14
W.

Next, referring to FIG. 2, specified document data is registered based on the registration information specified by the terminal 9,
An example of updating the document search information will be described. 3 shows an example of information passed from the document registration information input unit 10 to the document data management unit 14 at the time of registration, FIG. 4 shows an example of document data management information, and FIG. 5 is stored as document search information. It is a figure showing an example of information. First, the user inputs registration information from the terminal 9 of the electronic filing system A. As shown in FIG. 3, the registration information includes the document data name, the name of the owner of the document data file, the name of the group to which the document data file belongs, the access right set for the document data, the document data size, and the document data. And the like. The document data size and the document data type may be configured to be input by the user from the terminal 9 in this way, but are automatically determined by the document registration information input unit 10 and automatically transmitted to the document data management unit 14. May be configured.

The document registration information input means 10 transmits the registration information shown in FIG. 3 inputted from the terminal 9 to the document data management means 14 of the document data management system C at a predetermined destination to make a document registration request. The transmission destination of the document data management system C may be set by inputting from the terminal 9 or may be configured so that the document registration information input means 10 automatically determines and sets. The document registration request is to send the document data registered in the document data registration unit 12 of the electronic filing system A to the document data storage unit 1 of the document data management system C.
5 means a request to be stored. Document data management means 1
4 receives the document registration request from the document registration information input unit 10, requests the document registration information input unit 10 to transmit the document data corresponding to the registration information such as the document data name. Upon receiving the document data transmission request from the document data management means 14, the document registration information input means 10 reads out the corresponding document data from the document data storage means 12 based on the registration information such as the document data name, and performs document data management. To the means 14.

The document data management means 14 stores the document data received from the document data storage means 12 in the document data storage means 15, and stores the document registration information input means 1
4, the document data file size, the document data owner, the document data group, and the document data access right of the document data management information file in the document data management information storage unit 16 based on the registration information transmitted from 0 as shown in FIG. Then, the document data management information of the document data type is updated. The document data management information stores information necessary for managing document data registered in the document data storage unit 15. When updating the document data management information, the document data management means 14 sets a unique document data identification number in the document data management information file to be updated, and uses the set document data identification number as the document registration information input means 1
Reply to 0. In the document data management information, the document data identification number is a unique one among the document data management information, and does not allow duplication.

When receiving the returned document data identification number, the document registration information input means 10 determines that the registered document of the electronic filing system A has been normally stored in the document data management system C, and The document storage information including the identification number and the identification number of the storage destination document data management system C, and the registration information of the document attribute information input at the time of registration from the terminal 9 are stored in the document search information management unit 11.
And requests the document search information storage unit 13 to update the document search information file. The document attribute information includes a document title, a registration date, a last reference date, a search item, and the like. Document storage information has information common to all electronic filing systems. This document storage information includes an identification number of the document data management system C (file base X) and a document data identification number.

The document search information management means 11 updates the document search information file in the document search information storage means 13 based on the received document storage information and document attribute information, as shown in FIG. The document attribute information portion stored in the document search information file can have a different configuration for each electronic filing device.

As described above, in this embodiment, a document management system having a plurality of (two in this case) electronic filing systems A and B and a document management system C connected to the plurality of electronic filing systems A and B is provided. In step (1), the document registration information input unit 10 sends the document registration request information input from the terminal 9 to the document data management unit 14 to make a document registration request, and the document data management unit 14 A request for transmitting the corresponding document data is made to the document registration information input means 10, and the corresponding document data is transmitted from the document data storage means 12 based on the document registration request information input from the terminal 9 by the document registration information input means 10. The document data is read and transmitted to the document data management means 14, and the received document data is stored in the document data by the document data management means 14. The document data management information file stored in the document data management information storage unit 16 is updated based on the document management information of the received document registration request information, and a predetermined document data identification is stored in the updated document data management information file. A document number is set, and the set document data identification number is returned to the document registration information input means 10. The document registration information input means 10 uses the received document data identification number and the identification number of the storage destination document data management system C. The document storage information and the document attribute information of the document registration request information input from the terminal 9 are transmitted to the document search information management means 11 to make a request for updating the document search information file in the document search information storage means 13, and the document search information Management means 1
3, the document search information file is updated based on the received document storage information and document attribute information. Therefore, a plurality of electronic filing systems A and B make a document registration request to the document data management system C, and The document data of the filing systems A and B can be stored in the document data management system C, and the management information of the document data management information file for managing the stored document data can be updated. The document search information file corresponding to the document data identification number of the file can be updated.

Therefore, the document data stored in the document data management system C can be extracted from the plurality of electronic filing systems A and B based on the document search information in the document search information file. Therefore, when retrieving the document data stored in the document data management system C from the plurality of electronic filing systems A and B, the document can be efficiently processed without causing the recording medium to be repeatedly used in the conventional document data management system. By performing a search, desired document data can be extracted.

Embodiment 2 FIG. 6 is a block diagram showing a configuration of a document management system for explaining a document data sharing procedure according to the second embodiment of the present invention. This embodiment can be applied to the document management system of the first embodiment shown in FIG. 1 and will be described with reference to FIG. The electronic filing system A has a terminal 17 for inputting information shared by the electronic filing systems A and B, a document shared information input unit 18, a document search information management unit 19, and a document search information storage unit 20. The document data management system C (file base X) includes a document data management unit 21, a document data storage unit 22, and a document data management information storage unit 23. Document sharing information input means 1
8. The document search information management means 19 and the document data management means 21 are realized by S / W.

Next, an example of sharing designated document data and updating document search information based on shared information designated by the terminal 17 will be described with reference to FIG. First, registration information to be shared by the electronic filing systems A and B is input from the terminal 17 of the electronic filing system A. Electronic filing systems A and B to be shared
May be shared by two as described above, but may be configured to be shared by three or more electronic filing systems. The registration information includes the document data file size,
The document data owner, document data group, document data access right, document data type, and the like can be given.

In the case of ordinary registration information, the storage location of the document data to be registered is specified. The document data already registered in the document data management information file of the document data management information storage means 23 of the document data management system C is designated. When specifying an identification number, the identification number of the document data management system C and the document data identification number are specified from the terminal 17. When the identification number of the document data management system C and the document data identification number are specified from the terminal 17, the document sharing information input means 18 is in the corresponding document data management system C based on the identification number of the document data management system C. The document data management unit 21 transmits the identification number of the document data management system C, the document data identification number, and registration information to be shared by the electronic filing systems A and B, and requests sharing of the document data.

The document data management means 21 is based on the received document data identification number and the registration information for sharing, and the document data file of the document data management information file in the document data management information means 23 of the corresponding document data identification number. The shared information is updated by updating the document data management information such as the size, the document data owner, the document data group, the document data access right, and the document data type. After the update, the document data management means 21 sends the document data identification number of the updated document data management information file to the document sharing information input means 1
Reply to 8.

When receiving the returned document data identification number, the document sharing information input means 18 determines that the document data management information sharable by the electronic filing systems A and B has been normally updated in the document data management information file. The document storage information including the received document data identification number and the identification number of the document data management system C of the sharing destination, and the registration information of the document attribute information serving as the search information input from the other terminals 17 are stored in the document search information management unit 19. And requests the document search information storage unit 20 to update the document search information file. The document search information management unit 19 updates the document search information file based on the received document storage information and document attribute information.

As described above, in the present embodiment, the document sharing information input means 18 sends the document data management means 21 of the document data management system C corresponding to the identification number of the document data management system C inputted from the terminal 17 to the document data management means 21. The identification number of the document data management system C, the document data identification number input from the terminal 17, and the electronic filing system A,
B transmits the registration information for sharing and requests sharing of the document data, and the document data management unit 21 determines the corresponding document data identification number based on the received document data identification number and the registration information for sharing. The shared information of the document data management information file in the document data management information storage means 23 is updated, and the document data identification number of the updated document data management information file is returned to the document shared information input means 18. With this, the document storage information including the received document data identification number and the identification number of the shared document data management system C, and the registration information of the document attribute information serving as the search information input from the terminal 17 are stored in the document search information management unit 19. And sends an update request to the document search information management means 19 based on the received document storage information and document attribute information. Since that is configured to update the document search information file of the document search information storage unit 20 Te, the document data stored in the document management system C from the electronic filing system A can share electronic filing system B. For this reason, by causing the document management system C to manage the document data, the management of the document data can be unified, so that the document data need not be registered redundantly, and the resources of the recording medium can be effectively used. Can be used for

Embodiment 3 FIG. 7 is a block diagram showing a configuration of a document management system for describing a document data search procedure according to the third embodiment of the present invention. This embodiment can be applied to Embodiments 1 and 2. The electronic filing system A includes a terminal 24 for inputting search information, a document search unit 25, a document search information management unit 26, and a document search information storage unit 27. The document search means 25 and the document search information management means 26 are realized by S / W.

Next, an example of searching for information based on a search condition specified by the terminal 24 will be described with reference to FIG. First, search information for searching is input from the terminal 24 of the electronic filing system A. The search information includes document storage information including the identification number of the document data management system C and the document data identification number, and document attribute information including the document title, registration date, last reference date, and search items. The document search means 25 transmits the search information input from the terminal 24 to the document search information management means 26, and makes a search request.

The document search information management means 26 searches the inside of the document search information file in the document search information storage means 27 based on the received search condition information. As a result of searching the document search information file, if information matching the search condition exists in the search information file, the document search information management unit 26 returns the search result to the document search unit 25. When receiving the search result transmitted from the document search information management means 26, the document search means 25 displays information of the search result on the display unit of the terminal 24.

As described above, in the present embodiment, the search information input from the terminal 24 is transmitted to the document search information management means 26 by the document search means 25 to make a search request, and the document search information management means 26 The document search information file in the document search information storage unit 27 is searched based on the received search information, the search result is returned to the document search unit 25, and the search result is displayed on the display unit of the terminal 24 by the document search unit 25. When the document data stored in the document data management system C is retrieved from the electronic filing system A, the terminal of the electronic filing system A determines whether the corresponding document data to be retrieved is stored in the document data management system C. You can find out on the 24 side. The terminal 24 of the electronic filing system A can know whether the document data shared by the electronic filing systems A and B is stored in the document data management system C.

Embodiment 4 FIG. 8 is a block diagram showing a configuration of a document management system for describing a document data extracting procedure according to the fourth embodiment of the present invention. This embodiment can be applied to Embodiments 1 to 3. In the electronic filing system A, a terminal 28 for inputting information for retrieval, a document retrieval information input unit 29, a document retrieval information management unit 30, a document retrieval information storage unit 31, and a retrieved document data storage unit 35
Having. In the document data management system C (file base X), the document data management means 32, the document data management information storage means 33, and the document data storage means 34
Having. The document retrieval information input unit 29, the document search information management unit 30, and the document data management unit 32 are realized by S / W.

Next, an example of extracting document data registered in the document data management system C based on the information for extraction specified by the terminal 28 will be described with reference to FIG. First, retrieval information for retrieval is input from the terminal 28 of the electronic filing system A.
This retrieval information is information for making a request to copy the document data stored in the document data storage unit 34 of the document data management system C to the document data storage unit 35 of the electronic filing system A.

When the retrieval information is input from the terminal 28, the document retrieval information input means 29 sends the document retrieval information management means 30 to the document retrieval information management means 30 if the identification number of the document data management system C and the document data identification number are not specified from the terminal 28. On the other hand, it transmits search information such as the input document title, and requests the identification number of the document data management system C and the document data identification number. When the identification number of the document data management system C and the document data identification number are designated from the terminal 28, the document retrieval information input means 29 directly sends the corresponding document data management system without making a search request to the document search information management means 30. A request is made to C to copy the document data.

The document retrieval information management means 30 retrieves the document retrieval information of the document retrieval information file in the document retrieval information storage means 31 based on the received retrieval information such as the document title. At this time, the document search information management means 30
Reads out the document data management system C identification number and the document data identification number from among the information registered in the corresponding document search information file if there is one that matches the search conditions such as the document title. Reply to information input means 29.

The document retrieval information input means 29 transmits the received document data management system C identification number and document data identification number to the document data management system C corresponding to the document data management system C identification number, and Is requested. The document data management means 32 searches the document data management information file in the document data management information storage means 33 based on the received document data identification number, and reads out the document data storage position information in the document data storage means 34. The document data management means 32 reads the corresponding document data from the document data storage means 34 based on the read document storage position information, and copies it to the document data storage means 35 of the electronic filing system A.

As described above, in the present embodiment, when the identification number of the document data management system C and the document data identification number are not specified by the document retrieval information input means 29, the search information input from the terminal 28 is used for the document search. The document search information is sent to the information management means 30 to request the identification number and the document data identification number of the document data management system C. The document search information management means 30 searches the document in the document search information storage means 31 based on the received search information. The information file is searched, and the identification number and the document data identification number of the document data management system C registered in the document search information file corresponding to the search condition are read out and returned to the document retrieval information input means 29 to input the document retrieval information. By means 29, the received identification number of the document data management system C and the received document data identification number The document data is transmitted to the document data management means of the document data management system C corresponding to the received identification number of the document data management system C, and a copy request of the document data is made. Based on the received document data identification number, Document data management information storage means 33
And retrieves the document storage location in the corresponding document data storage means 34, reads out the corresponding document data from the document data storage means 34 based on this document storage location, Since the document data is stored in the document data storage means 35, when the document data to be copied is extracted from the document data management system C and copied to the electronic filing system A, the electronic filing system A performs a search and the search corresponding to the search condition is performed. If you get the result,
Based on the search result, it is possible to search whether the document data to be copied is registered in the document data management system C, and the document data to be copied is stored in the document data management system C.
, The corresponding document data can be read and copied to the electronic filing system A.

Embodiment 5 FIG. FIG. 9 is a block diagram showing a configuration of a document management system for describing a procedure for dividing and extracting document data according to the fifth embodiment of the present invention. This embodiment can be applied to Embodiments 1 to 3. In the electronic filing system A,
Terminal 36 for inputting information for retrieval, document retrieval information input means 37, document retrieval information management means 38, document retrieval information storage means 39, and document data storage means for storing document data after division and retrieval 44. The document data management system C (file base X) includes a document data management unit 40, a document data management information storage unit 41, a document data division unit 42, and document data 43. Document retrieval information input means 37,
Document search information management means 38, document data management means 40,
The document data dividing means 42 is realized by S / W.

Next, referring to FIG. 9, the document registered in the document data management system C based on the request for dividing the document data out of the information for retrieval specified by the terminal 36. An example of dividing and extracting data will be described. First, retrieval information for retrieval is input from the terminal 36 of the electronic filing system A. This retrieval information is information for requesting to divide the document data stored in the document data storage unit 41 of the document data management system C and to copy it to the document data storage unit 44 of the electronic filing system C.

When the retrieval information is inputted from the terminal 36, the document retrieval information input means 37 transmits the document retrieval information management means 38 to the document retrieval information management means 38 if the identification number of the document data management system C and the document data identification number are not specified from the terminal 36. On the other hand, it transmits search information such as the input document title, and requests the identification number of the document data management system C and the document data identification number. When the identification number of the document data management system C and the document data identification number are specified from the terminal 36, the document retrieval information input unit 37 directly sends the corresponding document data management system without making a search request to the document search information management unit 38. A request for copying the document data divided into C is made.

The document retrieval information management means 38 retrieves the document retrieval information of the document retrieval information file in the document retrieval information storage means 39 based on the received retrieval information such as the document title. At this time, the document search information management means 38
Retrieves a document by reading out the identification number of the document data management system C and the document data identification number from among the information registered in the corresponding document retrieval information file, if there is one that matches the retrieval condition such as the document title. Reply to the information input means 37.

The document retrieval information input means 37 compares the received identification number of the document data management system C and the document data identification number with the document data management means 4 of the document data management system C corresponding to the identification number of the document data management system C.
0, and when there is a document data division request in the document retrieval information, the document data division request information is transmitted to the document data management means 40, and a copy request of the divided document data is made.

The document data management means 40 stores the document data management information storage means 41 based on the received document data identification number.
The document data management information file is searched for, and the document data storage position information in the document data storage means 43 is read. The document data management means 40 requests the document data division means 42 to request the document data division means 42 to divide and copy the document data based on the received document data division request information, and transmits the read document data storage position information to the document data division means 42. Send to The document data dividing means 42 is based on the received document data storage position information.
Then, the relevant document data is divided and read out, and copied to the document data storage unit 44 of the electronic filing system C.

As described above, in the present embodiment, when the document retrieval information input means 37 does not specify the document data management system identification number and the document data identification number,
The input search information is transmitted to the document search information management means 38 to request the identification number of the document data management system and the document data identification number, and the document search information management means 38 uses the document search information based on the received search information. The document search information file in the storage unit 39 is searched, and the identification number and the document data identification number of the document data management system C registered in the document search information file corresponding to the search condition are read and returned to the document retrieval information input unit 37. Then, the document retrieval information input means 37 transmits the received identification number of the document data management system C and the document data identification number to the document data management means 40 of the document data management system C corresponding to the identification number of the document data management system C. When the document data division request is sent, the document data division request is sent to the document data. Sending the data management unit 40 performs the division by copying request document data, the document data management means 4
0, the document data management information file in the document data management information storage unit 41 is searched based on the received document data identification number, and the second document data storage unit 43 is searched.
The document data storage position is read out, and based on the received document data division request, a request is made to the document data division means 42 for a request to divide and copy the document data, and the read document data storage position is transmitted to the document data division means 42. The second document data storage unit 4 transmits the document data based on the received document data storage position by the document data dividing unit 42.
3, the corresponding document data is divided and read out, and the first document data storage unit 4 of the electronic filing system A is read out.
4, the document data to be copied is divided and taken out from the document data management system C and copied to the electronic filing system A. When the document data is copied to the electronic filing system A, the electronic filing system A searches for the result corresponding to the search condition. If it is obtained, it is possible to search whether the document data to be copied is registered in the document data management system C based on the search result. If the document data to be copied is registered in the document data management system C, The relevant document data can be divided and read and copied to the electronic filing system A. For this reason, only the necessary portion of the document data to be copied can be extracted and copied, so that the entire document data need not be extracted and copied. Therefore, it is possible to reduce the time required to retrieve the document data and reduce the communication cost.

[0042]

According to the first aspect of the present invention, in a document management system having a plurality of electronic filing systems and a document management system connected to the plurality of electronic filing systems, the information is input by the document registration information input means. The document registration request information is sent to the document data management means to make a document registration request, and the document data management means sends a document data transmission request corresponding to the received document registration request information to the document registration information input means, and Based on the input document registration request information, the corresponding document data is read from the document data storage unit and transmitted to the document data management unit by the registration information input unit.
A document data management information file for storing received document data in the document data storage means, updating the document data management information file in the document data management information storage means based on the document management information of the received document registration request information, and updating the document data management information file. A predetermined document data identification number, and returns the set document data identification number to the document registration information input means, and receives the received document data identification number and the storage destination document data management system by the document registration information input means. The document storage information including the identification number and the document attribute information of the input document registration request information are transmitted to the document search information management unit, and a request for updating the document search information file in the document search information storage unit is made. Update the document search information file based on the received document storage information and document attribute information. By doing so, a plurality of electronic filing systems can send a document registration request to the document data management system, and the document data of the electronic filing system can be stored in the document data management system, and a document for managing the stored document data Since the management information of the data management information file can be updated and the document search information file corresponding to the document data identification number of the updated document data management information file can be updated, the document data management from a plurality of electronic filing systems can be performed. When retrieving document data stored in the system, efficient document search can be performed and desired document data can be retrieved without causing duplication of use in a recording medium in a conventional document data management system. This has the effect. Further, since the document data registered in the document data management system from any one of the electronic filing systems can be shared by the other electronic filing systems, there is an effect that the management of the document data can be unified.

According to the second aspect of the present invention, the identification number of the document data management system is provided to the document data management means of the document data management system corresponding to the identification number of the input document data management system by the document sharing information input means. Requesting sharing of the document data by transmitting the input document data identification number and the registration information for sharing, based on the received document data identification number and the registration information for sharing by the document data management means. Updating the shared information of the document data management information file in the document data management information storage means of the corresponding document data identification number, returning the document data identification number of the updated document data management information file to the document shared information input means, The shared information input means determines whether the received document data identification number and the identification number of the shared document data management system The document storage information and the registered information of the document attribute information which is the input search information are transmitted to the document search information management means to request an update, and the received document storage information and document attribute information are sent by the document search information management means. Is configured to update the document search information file in the document search information storage means based on the document search information, so that the electronic filing system can share the document data stored in the document management system from the electronic filing system. That the document management system performs the management of document data, it is possible to unify the management of document data, avoid duplicating registration of document data, and effectively use the resources of the recording medium. effective.

According to the third aspect of the invention, the input search information is transmitted to the document search information management means by the document search means to make a search request, and the received search information is transmitted to the document search information management means by the document search information management means. Electronic filing by searching the document search information file in the document search information storage means based on the search result and returning the search result to the document search means, and displaying the search result on the display unit of the terminal by the document search means When retrieving document data stored in the document data management system from the system, the terminal of the electronic filing system can know whether the relevant document data to be retrieved is stored in the document data management system. Further, the terminal of the electronic filing system can know whether the document data shared by the electronic filing system is stored in the document data management system.

According to the fourth aspect of the invention, when the identification number of the document data management system and the document data identification number are not specified by the document retrieval information input means, the input search information is transmitted to the document search information management means. Requesting the identification number of the document data management system and the document data identification number, and searching the document search information file in the document search information storage means based on the received search information by the document search information management means; Reads the document data management system identification number and document data identification number registered in the corresponding document search information file and returns them to the document retrieval information input means. The document retrieval information input means identifies the received document data management system. Number and the document data identification number to the received document data management system identification number. A document data copy request is sent to the document data management means of the document data management system, and the document data management means stores the document data management information file in the document data management information storage means based on the received document data identification number. The electronic filing system A retrieves, reads out the document storage position in the relevant document data storage means, reads out the relevant document data from the document data storage means based on this document storage position,
When the document data to be copied is retrieved from the document data management system and copied to the electronic filing system, the electronic filing system searches and retrieves the search result corresponding to the search condition. Is obtained, it is possible to search whether the document data to be copied is registered in the document data management system based on the search result.If the document data to be copied is registered in the document data management system,
There is an effect that the corresponding document data can be read and copied to the electronic filing system.

According to the fifth aspect of the invention, when the document retrieval information input means does not specify the identification number of the document data management system and the document data identification number, the input retrieval information is transmitted to the document retrieval information management means. Request the identification number of the document data management system and the document data identification number, search the document search information file in the document search information storage means based on the received search information by the document search information management means, and meet the search condition. Read the document data management system identification number and the document data identification number registered in the document search information file to be sent back to the document retrieval information input means, and receive the document data management system identification number by the document retrieval information input means. And the document data identification number to the document data corresponding to the document data management system identification number. The document data is transmitted to the document data management means of the management system, and when there is a document data division request, the document data division request is transmitted to the document data management means, and a request for copying the divided document data is made. Searching the document data management information file in the document data management information storage means based on the received document data identification number, reading the document data storage position of the document data storage means, and reading the document data based on the received document data division request. Requesting a request to divide the document data and copy it to the dividing means, transmitting the read document data storage position to the document data dividing means, and storing the document data based on the received document data storing position by the document data dividing means. Electronic filing system by reading out the relevant document data by means When the document data to be copied is divided and taken out from the document data management system and copied to the electronic filing system by being configured to be stored in the document data storage means, the electronic filing system retrieves the document data and meets the search conditions. When the result is obtained, it is possible to search whether the document data to be copied is registered in the document data management system based on the search result, and when the document data to be copied is registered in the document data management system, Since the relevant document data can be divided and read out and copied to the electronic filing system, only the necessary portion of the document data to be copied can be extracted and copied, so that the entire document data need not be extracted and copied. And reduce the time it takes to retrieve the document data. And the communication cost can be reduced.

[Brief description of the drawings]

FIG. 1 is a block diagram showing a basic configuration of a document management system according to a first embodiment of the present invention.

FIG. 2 is a block diagram showing a configuration of a document management method for describing a document registration procedure according to the first embodiment.

FIG. 3 is a diagram illustrating an example of information passed from a document registration information input unit to a document data management unit at the time of registration according to the first embodiment;

FIG. 4 is a diagram showing an example of document data management information according to the first embodiment.

FIG. 5 is a diagram showing an example of information stored as document search information according to the first embodiment.

FIG. 6 is a block diagram showing a configuration of a document management system for describing a procedure of document data sharing according to a second embodiment of the present invention.

FIG. 7 is a block diagram showing a configuration of a document management system for describing a document information search procedure according to a third embodiment of the present invention.

FIG. 8 is a block diagram showing a configuration of a document management system for explaining a document data extracting procedure according to a fourth embodiment of the present invention.

FIG. 9 is a block diagram showing a configuration of a document management system for describing a procedure for dividing and extracting document data according to a fifth embodiment of the present invention.

[Explanation of symbols]

1, 4, 11, 19, 26, 30, 38 document search information management means, 2, 5 document data access means, 3, 6,
13, 20, 27, 31, 39 document search information storage means, 7, 14, 21, 32, 40 document data management means, 8, 12, 15, 22, 34, 35, 43, 44
Document data storage means, 9, 17, 24, 28, 36 terminals, 10 document registration information input means, 16, 23, 33,
41 document data management information storage means, 18 document sharing information input means, 25 document search means, 29, 37 document retrieval information input means, 40 document data management means, 42
Document data division means.

Continued on the front page (72) Inventor Kyoko Kikuchi 2-3-2 Marunouchi, Chiyoda-ku, Tokyo Mitsubishi Electric Corporation

Claims (5)

[Claims] 1. A plurality of electronic filing systems each having a document registration information input unit, a first document data storage unit, a document search information management unit, and a document search information storage unit, and a plurality of electronic filing systems. Document data management means, second document data storage means,
A document data management system having a document data management information storage means, and a document registration information input means transmits the input document registration request information to the document data management means to make a document registration request, The document data management means makes a request for transmitting document data corresponding to the received document registration request information to the document registration information input means, and the document registration information input means makes a first request based on the input document registration request information. The corresponding document data is read from the document data storage means and transmitted to the document data management means. The document data management means stores the received document data in the second document data storage means, and stores the received document registration request information. Updates the document data management information file in the document data management information storage means based on the document management information, and updates the document data to be updated. A predetermined document data identification number is set in the data management information file, and the set document data identification number is returned to the document registration information input means. The document registration information input means receives the received document data identification number and the storage destination document. The document storage information including the identification number of the data management system and the document attribute information of the input document registration request information are transmitted to the document search information management unit, and a request for updating the document search information file in the document search information storage unit is made. The search information management means updates the document search information file based on the received document storage information and document attribute information. 2. The document management system according to claim 1, further comprising document sharing information input means, wherein the document sharing information input means includes a document data management system corresponding to the input identification number of the document data management system. The document data management means sends the document data management system identification number, the input document data identification number, and the registration information to be shared by the electronic filing system, and requests sharing of the document data. Based on the received document data identification number and the registration information for sharing, update the shared information of the document data management information file in the document data management information storage unit of the corresponding document data identification number, and update the updated document data management information file. The document data identification number of the received document data is returned to the document sharing information input means. The document storage information consisting of the document identification number and the identification number of the document data management system of the sharing destination, and the registration information of the document attribute information serving as the input search information are transmitted to the document search information management means, and an update request is made. A document management method, wherein the search information management means updates a document search information file in the document search information storage means based on the received document storage information and document attribute information. 3. The document management system according to claim 1, further comprising a document search unit, wherein the document search unit includes:
The input search information is sent to the document search information management means to make a search request, and the document search information management means searches the document search information file in the document search information storage means based on the received search information and obtains a search result. Is returned to the document search means, and the document search means displays the search result on a display unit. 4. The document management system according to claim 1, further comprising: a document retrieval information input unit, wherein the document retrieval information input unit includes an identification number of the document data management system and a document data identification number. If not specified, the input search information is sent to the document search information management means,
Requests the document data management system identification number and the document data identification number. The document search information management means searches the document search information file in the document search information storage means based on the received search information, and retrieves the document corresponding to the search condition. The identification number of the document data management system and the document data identification number registered in the search information file are read out and returned to the document retrieval information input means, and the document retrieval information input means receives the identification number of the received document data management system and the document. The data identification number is transmitted to the document data management means of the document data management system corresponding to the received identification number of the document data management system, and a copy request of the document data is performed. The document data management means receives the received document data identification number. Document data management information file in document data management information storage means based on Searching, reading out the document storage position in the corresponding second document data storage means, reading out the corresponding document data from the second document data storage means based on the document storage position, and reading the first document in the electronic filing system. A document management method characterized by storing in a data storage means. 5. The document management system according to claim 1, further comprising a document retrieval information input unit and a document data division unit, wherein the document retrieval information input unit includes an identification number of the document data management system and If the document data identification number is not specified, the input search information is transmitted to the document search information management means to request the identification number of the document data management system and the document data identification number. The document retrieval information file in the document retrieval information storage means is retrieved based on the information, and the document retrieval information is retrieved by reading the document data management system identification number and the document data identification number registered in the document retrieval information file corresponding to the retrieval condition. The document retrieval information input means returns the identification number of the received document data management system and the document data. The identification number is sent to the document data management means of the document data management system corresponding to the identification number of the document data management system, and if there is a document data division request, the document data division request is sent to the document data management means. Requesting a copy of the divided document data, the document data management means searches the document data management information file in the document data management information storage means based on the received document data identification number, The document data storage position is read, and a request is made to the document data division means for dividing and copying the document data based on the received document data division request, and the read document data storage position is transmitted to the document data division means. A document data dividing unit configured to store the received document data in the second document data storage unit based on the received document data storage position; A document management system which divides and reads out corresponding document data from and stores it in a first document data storage means of the electronic filing system.