JPS59123071A - Document file device - Google Patents

Abstract

PURPOSE:To execute an automatic selective discard of an unnecessary document by comparing and collating a selective information annexed to document information, with discard information. CONSTITUTION:A document prepared in an office is filed in a document accumulating part 3 by the classifying information. In a discard calculating part 63 of a selective discard part 6, a document which reaches a retention period is extracted basing on each information of a document registering part 61 and a calendar part 62, and its document name or a document number is calculated. Subsequently, a discard processing part 64 eliminates a document extracted from the discard accumulating part 3 and a retrieving part 4.

Description

DETAILED DESCRIPTION OF THE INVENTION [Technical Field of the Invention] The present invention relates to an improvement in a document file device useful for assisting document organizing operations.

[Technical background of the invention and its problems]

Recently, efforts have been made to improve the efficiency of office work under the name of office automation.

Among these, the most important thing is to ensure proper management and utilization of documents. For example, in order to prevent documents from being stored unused, it is necessary to organize them so that they can be used, and attention is being paid to the efficient use of information processing systems to perform these administrative tasks.

This type of office work is roughly the work of storing documents,
The work can be broadly divided into the work of searching and extracting the target document from the stored documents, and the work of organizing, classifying and editing the documents. Among these tasks, the classification and editing work in particular involves sorting searched documents according to their purpose of use, re-filing due to changes in file specifications, and processing of unnecessary documents that occur over time. The use of the above-mentioned information processing system, as typified by disposal work, is accompanied by great difficulties.

In other words, with conventional document filing devices, the process of searching filed documents according to the purpose of use, registering the document information extracted by this search in a new file, and discarding unnecessary documents is repeated for each purpose of use. The classification is done by executing. And Kre1 where the work is progressing
As the amount of stored documents increases, so does the amount of unnecessary documents, and the work of searching, registering, discarding, etc. becomes extremely large, and files are frequently created due to changes in file specifications. In this case, the documents stored in the document file device are often repeatedly discarded, registered, etc., which requires exclusive use of the document file device and a large amount of processing time. In particular, the task of searching for and discarding unnecessary documents from among a huge amount of documents is extremely complicated, requires workers to spend long hours, and is extremely uneconomical considering the ever-rising labor costs.

[Purpose of the invention]

An object of the present invention is to provide a highly practical and economical document filing device that can easily classify and organize documents, especially dispose of unnecessary documents, and can efficiently file documents. O [Summary of the Invention] The gist of the present invention is to compare and match selection information such as search frequency, storage period, and attributes accompanying document information with discard information indicating the form of document information to be discarded, and to file the document information. The purpose is to automatically select and discard documents that are no longer needed from among documents.

That is, the present invention selectively extracts document information to be discarded from a document storage section that has accumulated a plurality of document information based on selection information accompanying the document information in a document file device used for sorting document 1, A selective discard section is provided to discard the extracted document information, and the selective discard section automatically discards unnecessary civilization information.

〔Effect of the invention〕

According to the present invention, unnecessary documents with low search and reference frequency and low importance can be automatically extracted based on storage period, search frequency, etc., so there is no need for the user to select unnecessary documents from among the stored documents. This eliminates the need for complicated extraction and disposal work, making it possible to perform the complicated extraction and disposal work in a short time and easily. In addition, since unnecessary documents can be easily disposed of, efficient use of files can be realized, and document management of large-capacity document files can be facilitated. Furthermore, the efficiency of document organization work is dramatically increased, and flexible document management becomes possible.

[Embodiments of the invention]

FIG. 1 is a schematic configuration diagram showing a document file device according to an embodiment of the present invention. The input unit 1 scans and reads documents, and is constituted by a scanner such as a facsimile I) or a copying machine.

The document information read by the input unit 1 is accumulated and stored in the document storage unit 3 according to the classification information (search information) instructed by the instruction input unit 2. The document storage section 3 is an optical disk,
It is a large-capacity memory composed of magnetic disks, magnetic tapes, microfilms, etc. The search section 4 searches and reads out document information stored in the document storage section 3 according to the search information inputted from the instruction input section 2, and the document information searched by the search section 4 is sent to the output section. Sent to 5. The output unit 5 is composed of a soft copy device such as a CRT display, or a hard copy device such as a printer. The selective disposal section 6 is
For example, as shown in FIG. 2, a document registration section 6, a calendar section 6
2. Comprised of a discard calculation unit 63, a discard processing unit 64, etc., which counts the search frequency and storage period of document information stored in the document storage unit 3, and processes the document information when it reaches a predetermined number. Extract. Then, this extracted document information is removed (discarded) from the document information to be searched by the search unit 4.
It has become something to do. Further, the control section 7 controls the entire apparatus, and is composed of a central processing unit such as a microcontroller.

The operation of this device configured in this way will be explained. Documents created in the office are filed in the document storage section 3 according to the classification information instructed by the instruction input section 2. At this time, the document registration department 6 of the selective disposal department
Register selected information such as document name, registration start date, retention period, etc. among the classification information inputted in the instruction input section 2;
Start the calendar section 62. As time passes, the amount of documents filed in the document storage section 3 increases, and much of the old document information becomes unnecessary documents. The disposal calculation section 63 extracts documents that have reached their retention period based on the information from the document registration section 61 and the calendar section 62, and calculates the document name or document number. FIG. 3 shows an example of the retention period list 81, which is registered in the document registration section 61. The discard calculation unit 63 extracts, for example, documents with document numbers 1 and 2.50 as discarded documents based on the retention period list 81. Then, the discard processing unit 64 deletes the extracted document from the document storage unit 3 and the search unit 4. Hereafter, document numbers 1 and 2
．． Since the documents No. 5 have been discarded, it becomes impossible for the search unit 4 to search for these documents. This series of operations is an internal process of the document file device), and the user does not need to be aware of which documents have reached their retention period or need to be discarded.

In this manner, in this apparatus, document information whose retention period has passed since it was filed in the document storage section 3, that is, document information that is no longer needed, is automatically discarded by the selective discard section 6. Therefore, when disposing of documents, users can save labor from the troublesome and time-consuming task of searching and locating discarded documents, and the current soaring labor costs can be significantly reduced, resulting in tremendous economic effects. be. Moreover, since unnecessary documents can be easily discarded, only important documents that are highly used can be managed, and document files can be managed efficiently.

In addition, the selective discard section 6 can be easily configured by simply using the document registration section 61, calendar section 62, etc. as the selective discard section 5, so its practicality is extremely high.

In addition, if the user needs to confirm the discarded documents, the discard calculation unit 63 presents the user with the document name and quantity of the extracted discarded documents, the ratio of discarded documents to all documents in the document storage unit 3, etc. . When the user inputs an instruction regarding the waste lees document through the instruction input unit 2, the disposal processing unit 64 performs the same waste lees processing as described above. In this case as well, the user only needs to confirm the documents that are candidates for discarded documents, and the complicated discarding work can be easily performed, making it possible to improve the efficiency of the document organization work.

By the way, the retention period list is not limited to that shown in FIG. 3, but may be as shown in FIG. 4 or 5.

Many documents in companies are closely related to fiscal years and periods.
When business ends at the end of a fiscal year or term, most of the documents related to it are often discarded at the end of the fiscal year or term. In such a case, the user specifies the end of the fiscal year or the end of the period to be discarded, and the discard calculation unit 63 extracts the discard letter based on the retention period list 82 as shown in FIG. In the retention period list 82, the disposal period r58.3.31J of document number 1 is an example in which the user has specified "the end of 1958" or "the end of the second half of 1958." In this way, by automatically extracting discarded documents at the end of each fiscal year or period, it is possible to easily perform a discarding operation that matches the actual situation of documents in the office.

Further, when discarding a document based on an arbitrary attribute of the document, for example, when discarding a document based on the issuing department of the document, the discard calculation unit 63 extracts the discarded document based on a retention period list 83 as shown in FIG.

When a user instructs, for example, to discard a document issued by the "development department," the discard calculation unit 63 generates a retention period list 8.
3, the document number 1, 60 sentence glue is extracted, and the discard processing unit 64 performs discard processing. In this way, by extracting the document information to be discarded according to the attributes of the filed document information, it is possible to perform flexible document organization suitable for various outside offices.

FIG. 6 is a main part configuration diagram showing a selective discard section in another embodiment. Note that the same parts as in FIG. 2 are given the same reference numerals, and detailed explanation thereof will be omitted. This embodiment differs from the previously described embodiments in that a search registration section 65 and a search counting circuit 66 are provided in place of the document registration section 61. The search registration section 65 is for registering documents for which a search instruction has been given by the instruction input section 2, and the search counting circuit 66 is for counting the number of times each document has been searched. Search counting circuit 6
The count result of 6 is sent to the discard calculation section 63. Further, the search registration section 65 activates the calendar section 62, counts the storage period of each document, and sends the result to the discard calculation section 63.

The waste calculation unit 63 includes a search counting circuit 66 and a calendar 62.
Based on the results sent out, the search frequency of each document is calculated, and document information whose search frequency is less than or equal to a predetermined value is extracted as a discarded document and sent to the discard processing section 64. The disposal processing section 64 automatically performs disposal processing as in the previous embodiment.

Documents in an office are frequently referenced immediately after being registered in a document file device, so the search frequency is high. but,
As time passes, its importance decreases, it is rarely searched, and the search frequency also decreases. When the user instructs via the instruction input unit 2 to discard documents whose search frequency is less than a predetermined value, the discard calculation unit 63 extracts candidates for discarded documents and presents them to the user. When the user specifies a document that is judged to be unnecessary from among them, the processing section 64 deletes the unnecessary document from the document storage section 3 and discards it. Further, the user can also temporarily store the information on the receipt as a candidate for a discarded document in a category exclusively for discarding. In this case, the discard processing section 64 instructs the search section 4 to transfer the document information to a classification exclusively for discard. After performing the transfer, the search unit 4 handles the document information in the disposal-only category in the same way as if it were actually discarded. That is, processing is performed to remove it from the targets of normal search processing. When a user instructs a disposal-only classification to discard, documents existing in the disposal-only classification are discarded.

In this way, in this embodiment, flexible document management and document organization can be performed as in the previous embodiment. Moreover, by placing unnecessary documents in a category exclusively for disposal, there is a new effect in that it is possible to prevent accidents such as disposal of necessary documents due to user's erroneous operations. Further, in this embodiment, unnecessary documents can be extracted and discarded simply by giving an instruction to discard 10C%) of unnecessary documents in the document file device. In this case as well, the selective discard section automatically selects 10[
:%) Extract unnecessary documents. Therefore, it is possible to easily dispose of the documents by simply instructing the percentage of unnecessary documents. Furthermore, a similar effect can be obtained by specifying a quantity in place of the proportion of unnecessary documents. You can also specify the number of attributes added to each document in the document file device.
Unnecessary documents can be extracted. That is, it is also possible to automatically extract and discard documents to which no attributes have been added or documents with a small number of attributes. Furthermore, by combining the above-described embodiments with each other, there is an advantage that flexible document management that is practical and suitable for various offices can be realized.

Note that the present invention is not limited to the embodiments described above. For example, the document information stored in the document storage section may be code information or image information such as a FAX signal. Further, the instruction input section may be an input device such as a variety of switches, a keypad, a digital type, a tablet, or a light pad, or may be a touch sensor for direct instruction using a finger. Further, the output section is not limited to a CRT display or a printer, but may also be a facsimile machine having a transmission function. In addition, the selective discard section includes various attributes such as document storage period, search frequency, use frequency, and storage amount, or document importance, confidentiality, related department, and issuing department; It is sufficient if the document is discarded based on the selection information to be discarded. In short, the present invention can be implemented with various modifications without departing from the gist thereof.

[Brief explanation of the drawing]

FIG. 1 is a schematic configuration diagram showing an embodiment of the present invention, FIG. 2 is a configuration diagram of main parts embodying the selective discard section in the above embodiment, and FIGS. 3 to 5 are storage diagrams in the above embodiment. FIG. 6 is a schematic diagram showing an expiry date list, and FIG. 6 is a main part configuration diagram showing another embodiment. DESCRIPTION OF SYMBOLS 1... Input section, 2... Instruction input section, 3... Document storage section, 4... Search section, 5... Output section, 1... Selection discard section, 7... Control Department, 61...Document registration department, 62
...Calendar section, 63...Waste calculation section, 64...
Disposal processing unit, 65... Search registration unit, 66... Search counting circuit, 8th. 82.83...List of retention period. Applicant's agent Patent attorney Takehiko Suzue I11 Figure 3 @ 4 Figure 5 Space 6 Figure

Claims (6)

[Claims] (1) Document storage unit that stores multiple document information and text I:
an input unit for reading the document information and inputting the document information into the document storage unit; and selectively extracting document information to be discarded from the document storage unit based on selection information accompanying each of the document information;
a selective discard unit that discards the extracted document information; a search unit that searches the document storage unit for arbitrary document information according to given search conditions; and outputs the document information searched by the search unit from the document storage unit. What is claimed is: 1. A document file device comprising: an output section for outputting data; (2) The document file device according to claim 1, wherein the selective discard section selectively extracts document information to be discarded depending on the document information storage period in the document storage section. (3) The document file device according to claim 1, wherein the selective discard section selectively extracts document information to be discarded based on the frequency of document information searches in the document storage section. (4) The selective collection/disposal unit selectively extracts document information to be discarded based on the attributes or the number of attributes added to each of the document information. Document file device. (5) The selective discard unit selectively extracts predetermined document information based on the ratio of document information to be discarded to all the document information stored in the document storage unit. The document file device according to item 2'fA43 or 4. (6) The selective discard unit selects document information to be discarded based on retention period information added to each of the document information.
Document 7 Aisle device described in Section 7.