JPH11353211A - Document management system - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a system which allows a server to manage management information on documents that respective clients store at one place, stores documents of which reference frequency is high as common documents on the server side, and obtains other documents from the clients by whom they are stored. SOLUTION: A client 10 generates and stores a document in document and document management information 12, and sends the management information to the server 50. A document information management part 53 adds items of a storage device for the document and the reference frequency of the document to the management information and registers them in a document management DB(database) 52. A document retrieval part 54 refers to the storage device at a request for the full text of the document from the client 10 and transfers the document from the device where the full text of the document is stored. A common document management part 56 obtains documents of which reference frequency is higher than a specific value from the client 10 and stores them in a common document DB 55.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

[0001] 1. Field of the Invention [0002] The present invention relates to a document management system including a server and a client, and more particularly to a document management system in which a frequently referenced document is stored on the server side and shared by a plurality of clients.

[0002]

2. Description of the Related Art In general, documents are created in an office using a personal computer or a workstation. Documents created locally using these devices are stored in an auxiliary storage device such as a magnetic disk connected to the devices. In recent years, a personal computer or a workstation is used as a client, and a computer having a large-capacity auxiliary storage device is used as a server.
Examples of configuring a client-server system via an AN (local area network) are increasing. In a LAN environment, generally used technical documents and the like are stored and managed by a server, and each client performs document sharing by referring to the document on the server side.

Japanese Patent Laid-Open No. Hei 4-250 discloses a technique in which criteria such as a storage expiration date and a frequency of use are set for a document, and a document whose storage expiration date has been expired or that has been used less frequently is automatically deleted and moved.
No. 563, for example, and can be applied to deletion management of documents stored and stored in a server.

[0004] However, the technique of registering a document created by a client in a server is based on a method of examining whether a document created by a user satisfies a document sharing standard and making a determination. For this reason, documents that should not be shared are registered in the server, or documents that should not be shared are not registered, which hinders effective use of resources (such as auxiliary storage devices) on the server side. Has become.

Documents registered in the server are managed by the server, but documents not registered in the server are not managed by the server, but are managed independently by each created client. Cannot manage. As a result, each client cannot grasp a document managed by another client, and there is a problem in that when a client refers to a document held by each client, it has to hand over the document manually.

[0006]

The prior art for sharing a document as described above is a method in which a person determines whether a document created by a user is a document to be shared or not. There have been problems such as registration not being performed and necessary documents not being registered, and the problem of hindering the effective use of server resources. Further, since a document created by a client is not managed by the server until it is registered in the server, there is a problem that the document cannot be centrally managed and a document managed by another client cannot be referred to.

An object of the present invention is to improve such a problem and to provide a document management system which determines whether or not a server saves a document created by a client as a shared document. Another object of the present invention is to provide a document management system in which information of documents created by clients is centrally managed by a server, and documents stored in each client can be referred to by other clients.

[0008]

SUMMARY OF THE INVENTION The present invention is a document management system having a client for locally creating and storing a document, and a server for storing a full document shared by a plurality of clients, wherein the server is a client. Means for managing the storage device of the document created in step 2 and the number of times the document is referenced, means for storing the full text of the document having this number of references equal to or greater than a predetermined number, and reference to the document storage device when the client requests the document. And a means for controlling transfer of the entire document from a device that stores the entire document among the server and the client. Further, the present invention is characterized by a storage medium in which such processing means is realized as a program.

[0009]

FIG. 1 is a system configuration diagram showing the configuration of an embodiment of the present invention. 10 is a client, 1
A document creation / editing unit 1 creates and edits a document and inputs document management information such as a document name, a document outline, a creation date, a creator, and a keyword. Reference numeral 12 denotes document / document management information stored on a storage device and stored locally. 13
A document management unit stores and retrieves documents and document management information in the document / document management information 12. A document transfer management unit 14 receives a document transfer request from the server and retrieves the requested document from the document / document management information 12 via the document management unit 13. Reference numeral 15 denotes a document search request unit that requests the server 50 to perform a search when a document search key is input. Reference numeral 16 denotes a document management information transfer unit that transfers the document management information created by the document creation / editing unit 11. Reference numeral 50 denotes a server connected to the client 10 via a network (not shown), and reference numeral 52 denotes a document management database (DB) stored on a storage device, which is a DB for storing document management information created by each client. Reference numeral 53 denotes a document information management unit that registers document management information in the document management DB 52. 55 is stored on the storage device,
This is a shared document DB that stores the full text of documents frequently used between clients. 54 searches the document management information of the document management DB 52 in accordance with the search request from the client 10 and stores the document corresponding to the search result in the shared document DB 55.
And a document search unit that counts the frequency of reference to the document management information. A shared document management unit 56 checks the reference frequency of each document stored in the document management DB 52, requests the client 10 that created the document to transfer the target document, and stores the transferred document in the shared document DB 55. is there. 17, 51 are communication control units for controlling communication between the client 10 and the server 50.

FIG. 2 is a diagram showing a data format of the document management DB 52. Items 201 to 207 are data items constituting each record, and 201 is a document number for identifying a document. 202 is the document name;
Reference numeral 203 denotes an outline of the document, and reference numeral 204 denotes a keyword of the document used in a search. Reference numeral 205 denotes a file name for the server 50 and the client 10 to manage the document as a file, reference numeral 206 denotes a document storage device for storing the full text of the corresponding document, and reference numeral 207 denotes the document referred to within a certain period. This is a reference frequency indicating the number of times.

FIG. 3 is a flowchart showing the flow of the document registration process. The document creation / editing unit 11 assists the user in inputting and editing the document itself and document management information such as the document name, document outline, and keywords (step 3).
01). The document creation / editing unit 11 stores the document and the document management information created via the document management unit 13 in the document / document management information 12 (step 302). The document information transfer section 16 transfers the document management information to the server 50 (Step 303). The document information management unit 53 that has received this adds some management information such as the document number 201 and the document storage device 206 (step 304) and stores it in the document management DB 52 (step 305).

FIGS. 4 and 5 are flowcharts showing the flow of the document search process. In the processing procedure shown in FIG. 4, the document search request unit 15 receives a search key such as a document name and a keyword input via the input device (step 401) and transfers it to the server 50 (step 402). The document search unit 54 that has received this searches the document management DB 52 according to the search key (step 403), and transfers the search result to the client 10 (step 4).
04). The search result is document number 201, document name 20
2, including a document summary 203 and a keyword 204. The document search request unit 15 receives this search result, displays it on the display device, and allows the user to select a document (step 406).
When a document to be referred to is selected via the input device, the document search request unit 15 sends the document number of the selected document to the server 50.
Send to The document search unit 54 updates the reference frequency 207 of the referenced document on the document management DB 52 by adding 1 (step 407). Next, a document transfer process is executed (step 408).

The document management DB 52 stores the keyword 204
The server 50 divides the documents into categories instead of responding to the search request by sending the search key from the client 10, specifies the category in steps 401 and 402, transmits the category to the server 50, and the document search unit 54 A list of the document name 202 and the document outline 203 of the designated category may be transmitted to the client 10.

FIG. 5 is a flowchart showing details of the details of the document transfer process in step 408. The document search unit 54 sets the document number 2 of the document referenced from the document management DB 52
01, the file name 205, and the document storage device 206, and check the document storage device 206 (step 5).
03). If the document storage device 206 is the server 50, the document search unit 54 extracts a document having the specified document number 201 and file name 205 from the shared document DB 55, and transfers it to the client 10 (step 504). If the document storage device 206 is the client 10 that has requested the search, the document search unit 54 instructs the document management unit 13 to extract the document with the corresponding file name 205 from the document / document management information 12 (step 506). Document storage device 206
Is the other client 10, the document search unit 54 sends the corresponding file name 20 to the corresponding client 10.
Client 1 who retrieves document 5 and requests retrieval
An instruction is issued to transfer the data to 0 (step 507). The designated client retrieves the specified document and transfers it to the client 10 that has requested the search (step 5).
08).

In steps 507 and 508, a document transfer instruction is issued to another client 10, and instead of the other client 10 transferring the document to the client 10 that has requested the search, the document search unit 54 sends the document to the client 10 itself.
The document transfer request may be transmitted from the client 10 that has requested the search to the other client 10 by notifying the identifier and the file name 205 of the other client 10 that stores the document to the client 10. The client 10 that has made the search request can obtain the target document while avoiding a stop state such as a power-off of the other client 10.

Further, the search result transmitted from the server 50 to the client 10 includes the document number 201, the file name 205, and the document storage device 206, and the client 10 having requested the search makes the document storage device 206 and the file name 205 or the document storage device 206, Document number 201 and file name 20
Server 5 that stores the full text of the document by specifying 5
Alternatively, the document may be obtained from the client 10 or from the client 10.

FIG. 6 is a flowchart showing the flow of the document sharing process. The shared document management unit 56 manages the document D
B52 is searched to check whether there is a document whose reference frequency 207 exceeds the reference value (step 601).
If there is a document exceeding the reference value, the shared document management unit 56 instructs the client 10 storing the document to transfer the document to the server 50 (step 60).
2). Document transfer management unit 1 of designated client 10
4 receives the instruction from the server 50, instructs the document management unit 13 to retrieve the specified document from the document / document management information 12, and transfers the retrieved document to the server 50 (step 603). The shared document management unit 56 registers the document transferred from the client 10 in the shared document DB 55, and stores the document in the document management DB 52 in the document storage device 206 of the document.
Is updated to the server 50 (step 604).

[0018]

As described above, according to the present invention, it is necessary to accumulate document management information in a server, centrally manage the information, and transfer the document from the client to the server according to the reference frequency of the document, thereby sharing the document. Only a certain document can be stored in the server as a shared document, so that the resources of the server can be effectively used. In addition, documents that are not stored in the server can be referred to by transferring documents between clients.

[Brief description of the drawings]

FIG. 1 is a system configuration diagram showing a configuration of an embodiment.

FIG. 2 is a diagram illustrating a record format of a document management DB 52 according to the embodiment.

FIG. 3 is a flowchart illustrating a flow of a document registration process according to the embodiment.

FIG. 4 is a flowchart illustrating a flow of a document search process according to the embodiment.

FIG. 5 is a flowchart illustrating a flow of a document transfer process according to the embodiment.

FIG. 6 is a flowchart illustrating a flow of a document sharing process according to the embodiment.

[Explanation of symbols]

12: document / document management information, 14: document transfer management unit, 1
5: Document search request unit, 16: Document management information transfer unit, 5
2: Document management DB, 53: Document information management unit, 54: Document search unit, 55: Shared document DB, 56: Shared document management unit,
206: Document storage device, 207: Reference frequency

Claims (3)

[Claims] 1. A document management system comprising: a client for locally creating and storing a document; and a server for storing a full text of a document shared by a plurality of clients, wherein the server stores a document created by the client. Means for managing the number of references to the device and the document; means for storing the full text of the document having the number of references equal to or greater than a predetermined number; and when the client requests the full text of the document, the server refers to the storage device and communicates with the server. Means for controlling transfer of the entire document from a device that stores the document among the clients. 2. A program embodied on a computer-readable storage medium, the program comprising: a client for locally creating and storing a document; and a server for storing a full document shared by a plurality of clients. A program for performing processing on the server side in the document management system having the function, including the following functions: (a) a function of managing, on a storage means, a storage device of a document created by the client and a reference count of the document; b) a function of storing the full text of the document whose reference count is equal to or greater than a predetermined number on the storage means; and (c) when the client requests the full text of the document, the storage device is referred to to check the server and the client. A function to control the transfer of the entire document from the device that stores the document. 3. The program according to claim 2, wherein the program further stores a document name and a document summary together with a document storage device and the number of times the document has been referenced, and responds to a request from the client to store the document name and the document summary. A storage medium for storing a program characterized by including a function of sending to a client.