JPS6257341A - Paper material circulating system - Google Patents

Abstract

PURPOSE:To attain efficient circulation by coding at least one of department names to be circulated and name of the paper material so as to from a file, extracting the paper material and the circulated department so as to form a circulation format thereby changing simply the change in the paper material and the circulated department. CONSTITUTION:The paper material circulation system consists of an electronic computer system comprising a paper material memorizing paper material information such as the paper material code and the paper material name, a department file 20 memorizing the department information such as the department code of the circulated department, the code department and the order of circulation, circulation file 300 memoryzing the department code of the circulated department corresponding to the paper material code and its paper material, an input means of a terminal device 500 and an output means such as a printer 600. In designating the paper material code of the circulated paper material by the input means, the paper material code of the circulated file and the department code being the destination of circulation are extracted, the paper material name in the paper material file and the department name of the department file corresponding to them are extracted to output the circulated format.

Description

[Detailed Description of the Invention] [Industrial Application Field] The present invention relates to a material circulation system for creating and revising circulation forms for circulating materials such as books and patent publications.

[Conventional technology]

FIG. 9 is a block diagram showing a conventional document circulation system disclosed in, for example, Japanese Unexamined Patent Publication No. 57-111648. An input terminal 2, a circulation management center 8 for managing circulated documents, and a plurality of authentication terminals 4 for outputting and authenticating circulated documents are connected.

The document input terminal 2 has a word processor function, for example, and is a document input device that includes a means for inputting a circular document using code information input via a keyboard or the like, or a means for inputting a circular document written on paper as image information such as a facsimile machine. means 21, circulation order input means 22 for inputting the circulation order of the circular documents obtained using a keyboard, voice recognition technology, character recognition technology, etc. as code information; It has a display means 28 for displaying the information.

The circulation management center 8 also includes a circulation order storage means 81 for storing the circulation order input from the document input terminal 2;
Circular document storage means 82 for storing circular documents as code information or image information, circulation monitoring means 88 for monitoring the authentication status at authentication terminal 4, and circulation for sending circular documents to authentication terminal 4. It has a starting means 84.

Furthermore, the authentication terminal 4 uses an output means 41 for outputting the circulated (sent) document, such as a soft copy using a CRT or a hard copy such as a printer or facsimile, and checks whether the output circular document is authenticated or not. It has authentication input means 42 for inputting information.

Next, the operation of such a document circulation system will be explained.

First, the document that should be circulated and authenticated is the document input terminal 2.
It is input as code information or image information together with circulation order information. Then, this information is sent to the circulation management center 3 and temporarily stored in the circulation document storage means 82 and circulation order storage means S1 of the center 8, respectively. When the storage in these means 31.82 is completed, the circulation starting means s4 operates, refers to the contents of the circulation order storage means 81, determines the certifier who must circulate first, and the corresponding authentication The circular document stored in the circular document storage means 82 is sent to the terminal 4.

At the authentication terminal 4 to which the circular document has been sent, the circular document is reproduced and output to the circular document output means 41. As a result, the content of the circular document is checked by the certifier. As a result, if there is no problem with the content, a message to the effect that it has been authenticated is input from the authentication input means 42. Then, the authentication monitoring means 8B of the management center 8 detects the above authentication. When the authentication is confirmed by the authentication monitoring means 88, the circulation activation means 84 is activated again, the contents of the circulation storage means 31 are referred to, and the next certifier to be circulated is searched and determined. The circular document is sent again to the authentication terminal 4 corresponding to the authenticator. Thereafter, the circular document is sent to all authentication terminals 4 in a predetermined order in the same manner, and authentication is performed.

On the other hand, when one of the certifiers inputs through the authentication input means 42 that the contents of the circular document are inappropriate and refuses the authentication, this input is detected by the authentication monitoring means 88 of the circulation management center 8. Ru. As a result, the issuer of the circulated document is notified of this through the document input terminal 2 along with an instruction to take some kind of action, and at the same time, further circulation is stopped.

Therefore, according to such a system, it is possible to output the circular documents input from the input terminal to the authentication terminal in a predetermined circulation order and circulate them between the authentication terminals while receiving authentication sequentially, thereby eliminating the need for conventional document circulation. Compared to relying on original documents, documents can be circulated more quickly and efficiently without the risk of loss or incorrect circulation. Furthermore, since the acquisition cannot be interfered with, the content of the document is not leaked to a third party and is effective for maintaining confidentiality. Furthermore, since the authentication at each authentication terminal is monitored by the authentication monitoring means and circulated to the next authentication terminal, the circulation status can be directly grasped.

[Problem that the invention seeks to solve]

The conventional system is efficient and good at maintaining confidentiality when the destination and order of circulation are determined for each document and the document is circulated through a terminal, but it is effective when sending documents such as patent announcements or monthly magazines such as technology and economics. It is not appropriate to distribute books specified in the above to specified destinations. In other words, in the conventional system, the content of the document itself is stored, the order in which the document is routed is stored, and both are routed together through the terminal. Memorization is not necessary; on the other hand, there are 28 x 4 = 104 types of documents, including Japanese patent publications, patent publications, publications, and public notices, and even if you buy half of these, you will still have 52 types and foreign publications. If documents such as books and magazines are included, 100 to 150 rounds are required, and it is necessary to specify the destination for each of these documents and decide on a predetermined order of circulation. However, it is not enough to decide on the destination once; adding, deleting, or changing the name of the destination must be done every time there is an organizational change within the company, or a change in job content within a department. For example, the development of a new model requires a new bulletin, or the discontinuation of production of the current model makes the currently circulated bulletin unnecessary, so there are constant changes in the departments that circulate, and furthermore, the gazette itself is newly purchased or the purchase is canceled. etc. are also included. Furthermore, when a workplace is moved due to such changes in organization or job duties, it is necessary to change the order in which a large number of bulletins and magazines are circulated in order to circulate them efficiently. Even if there is no change in the organization or job duties, jobs may change due to the establishment or expansion of new offices or factories, or the decommissioning of old buildings, and there are often changes in the order of work. Furthermore, in recent years, the organization has become more flexible and dynamic, including the establishment, revision, and abolition of special project teams, and has become an organization that can respond to the current rapidly changing social situation. Therefore, the frequency of changes in documents to be circulated and the order in which documents are to be circulated once is increasing.

Conventional systems have a problem in that they cannot easily respond to such changes.

In addition, when creating circulation forms, it is usually done by hand or using a word processor.For example, even if you want to change the circulation order by one thing, it is a difficult task to extract all the circulation forms for materials related to that department and redo the old ones. However, in order to handle additions and deletions of non-returnable departments and materials, it is necessary to check and revise over 100 redirection forms one by one, which is very complicated and has the problem of poor work efficiency. there were.

The object of this invention is to provide a material circulation system that can efficiently carry out these revisions.

[Means to solve the problem]

The material circulation system according to the present invention includes a material file that stores material information such as material code and material name, a department file that stores department information such as the department code and department name of the department to be viewed once, and the material code of each material and its information. It consists of a circulation file that stores the department code of the circulation department corresponding to the material, and a computer system equipped with input means such as a terminal, and output means such as a printer.

[Effect]

In this invention, when the material code of the material to be circulated is specified by the input means, the material code of the file to be circulated and the department code of the destination file are extracted, and the material 6 in the corresponding material file and the department name of the department file are extracted. Extract and output the unrotated format.

FIG. 1 is a configuration diagram showing an example of the material circulation system of the present invention in which the present invention is applied to the same collection of patent publications, where (100) indicates the material code assigned to each material, and the material code assigned to each material. , a material file that stores other material information, (200) is a department file that stores department information such as the department code assigned to each department to be circulated, and the order in which department names are circulated, and (800) is a material code and its material code. (aOO) is a CPU (500) is an input means, and although the terminal keyboard is shown here, it can also be used as a terminal for sending and receiving communication input from OCR or external sources, or for voice and audio input. There may be. (600) is a printer CRT, FAX
Indicates the output means such as. FIG. 2 shows the contents of each file, in which (a) is a printout command, α. is an example of the format of a paper to be circulated, and (7) is an example of a to-be-ran table. Further, FIG. 3 shows a flowchart for printing out a circulating paper format. FIG. 4 shows a configuration diagram of file updating in response to changes in patent publications, circulation departments, etc.

Next, the operation of this system will be explained. In Figure 1, first (
100), (200), and (80G) files are created in advance. Figure 2 shows the contents of these files. In the data file (100), patents are represented by rPJ, utility models are represented by rUJ, publication is represented by rAJ, public notice is represented by rBJ, and molecule (1) is represented by r7.
1 J 7 (4) is expressed as "74", and the classification contents are additional information. The department file (200) represents the department code "01.02....." and the corresponding department names "E section, D section, A section...", and the department code 01.02. It also serves as a code that indicates the order in which it is rotated. The rotation order code may be assigned separately from the department code. The circulation file (800) represents a material code, for example (RA71), a department code (OS, 01.04.10) corresponding to the material code, and a circulation order. If the order of rotation is reversed, add R (reverse). In this case, for example, the material code uB
74 is 12, which is the reverse order of 02.05.08.12.
It will run in the order of 08.05.02. If you want to change the start point of the rotation order, specify the start department in the rotation file (800). In this example, for material code PB7B, the starting point is 10, and it is 10.11.06゜08.
I don't know what to do. Further, both "forward/reverse" and "start" can be used together.

Here, the material code PA is used as the printout command (G).
When 71 is given, the name of each department is printed out in the order in which it will be circulated along with the contents of the materials (patent publications) as shown in the circulation form α. In this way, you can output each document separately. It is also possible to print out a table showing each material and the destination, such as the destination-to-destination table αη. FIG. 3 shows the operational flow of this printout, and will be explained with reference to FIG. 2. If you issue the printout command in step (101) all at once, the circulation sheets for all materials will be printed out, and if you specify P for the material code if there are only patent publications, or A if there are only publications, then the paper for that material will be printed out. All circulating forms will be printed out. Also, if you specify one material code, only that circulation sheet will be printed out. For example, if [PA71J is specified, in step (102) the data code "PA71J and the code between the other parts that will not be rotated r 08.01" will be retrieved from the file (aOO) that will not be rotated.
．． 04. to...'', and step (108) extracts the detailed document information for rPA71J, "Unexamined Patent Application Publication No. 7(1) Electrical Parts" from the document file (100), step (108).
Step (104) from the department file (200)
Extract the department name "A taste, FE section, C section..." corresponding to the department code extracted in step 2), and proceed to step (1).
05), rearrange the department names in the rotation order of ``rol, 08.04...'', and use (106) to display the rotation form shown in Figure 2 (11).
print out. If the designated printout is completed, the process goes to END, and if there are more printouts, the process returns to step (1o2) to process the next designated material. The paper printed out in this way can be attached to the cover of the patent gazette and circulated, or it can be printed directly on top of a blank sheet of paper pasted on top of the gazette, or it can be printed directly on the back cover of a book. It may also be possible to print it out directly where it is not printed and circulate it.

In this way, the paper that cannot be circulated can be printed efficiently, but the case where the destination of the rotation is changed will be explained. FIG. 4 shows an example of its configuration. (801) (802) (808)
5 shows the cases of the change, and FIG. 5 is a flowchart showing the updating of the file for these cases. When adding a patent publication, register the material code, material name, etc. in the material file (100), and enter the department code to which it will be circulated. The rotation order is printed out in the order specified in the department file 200, so no input is required here. Even if you want to run in the reverse order or change the starting department of the run, you can specify it in the playback file (aoO). If you want to delete a publication because it no longer needs to be circulated, input the material code to be deleted as shown in FIG. 5(b), and the material code will be extracted from the material file (1oo) and the file to be deleted (800) and deleted. When adding a department that will not be rotated, if the department is not already registered in the department file (200), it will be registered in the department file (200) and then added to the file that will not be rotated (300).
, and if it is registered, files that cannot be circulated directly (aO
O). In the case of deletion of non-returnable departments, see Figure 5 1d.
If the department itself has disappeared as in case 1, the department code to be deleted is extracted from the department file (200) and the entire department information file (800), and the code is deleted.

If you wish to cancel the circulation of a specific material, enter the deletion department code and delete only the file (800) to be circulated. The deleted department will be automatically deleted and created from the printout of the circulation form. When the department name is changed, as shown in Figure 5 (el), simply change the department name of the department code, and all printouts on circulation forms related to this department will be printed out with the new department name. If you want to change the order of rotation due to a change of workplace, etc., for example, enter "01.E" in the department file (200) in Figure 2.
section” and r 04. If you want to change the circulation order of ``C Section'', simply change E section to ``04J'' and C section to ``01'', and the circulation order of related materials will be automatically changed.

In this way, the creation of circulating forms, especially the symmetry with respect to changes, can be carried out very efficiently.

In the above example, place each file in the center of the calculation center etc.
It may also be accessed from one or more remote terminals. Alternatively, each terminal may have a file to be circulated, and the contents of the file may be set according to the terminal. Although the above example shows an example of a patent publication, for example, a material file of a magazine related to technology or economics may be replaced with a publication file as a separate file. Department files may also be made into separate files depending on the material, or separate files may be made for internal and external files, and separate files for internal files and those for sales offices.

In addition, files that are not rotated accordingly are also placed in a separate file.
You can also set it to . In this case, the file may be in the form of an EPROM cartridge and can be replaced like a game cartridge. l Also, data file (100), department file (200),
.

Although I have explained the rotation file (800) divided into three files, it is also possible to combine them into one file (
good. Alternatively, it is also possible to input the material code and □department code from the terminal without providing a file that is circulated with only the material file and the department file. In this case, the order of rotation will be printed out according to the order in the department file. This case is a small scale
- Applicable to stems. We also cooperated with human resources.
This is done using a digital card, magnetic card, IC card, etc.
It's more convenient than doing one thing.

In addition, you can create two files, a circulation file and a department file, and instead of creating a document file, input the document name from the terminal and extract it from the document name and department code. □ Extract the department name corresponding to the department code and print it. You may also set it to be out. In this case, if the material name and material code are written together in the file to be circulated, it is efficient to input only the material code from the terminal. Further, the material name itself may be converted into a coded abbreviation.

Furthermore, we create two files, a material file and a non-circular file, and do not create a department file.Input the material code from the terminal, extract the material code name from the material file, and extract the material code and the name of the department to be circulated from the non-circular file. You can also print it out. In this case, it is necessary to directly enter the department name in the file to be circulated, but Jiko also abbreviates the department name as short as possible (
(Actually, department names are often referred to by abbreviations) to simplify the input process.

Even when using these two files, you can specify the forward/reverse direction and the rotation start section from the terminal and in the rotation file.

In the above embodiment, an example was shown in which the department code in the department file (200') is integrated with the rotation order, but the rotation order may be provided with a rotation class code separate from the department code. For example, the department code for Section E may be rEJ, and the class code may be "01". In addition, the circulation code is composed of a building code, a code representing the floor of this building, and an intra-floor order code representing the circulation order within one floor. For example, the building code is l'-A, B. , C.
...If the J floor code is "IF, 2F,..." and the intra-floor order code is "ol, 02, 08..." then rA
IFOI AlPO4...A2FO1...BIFO
I...'' etc., which is convenient as it allows you to specify the order in which they will be rotated naturally.

In this way, we created a file by encoding at least one of the material name and department name into department codes, created a circulation form, and circulated the materials. Able to efficiently deal with increases and decreases in redundant departments.

In the above embodiment, the main purpose is to create a non-circular form, but it may also be handled as a non-circular format, such as displaying on a CRT other than paper, transmitting by FAX, etc. In addition, the material itself may be captured and stored on an optical disk or the like, or the material content may be read by OCR, FAX, etc., and a format and material that cannot be circulated may be output and circulated. In addition, although the case of distribution to multiple departments is shown here, distribution also includes sending materials from the materials sending department to the necessary departments in parallel. In other words, this includes not only sending materials directly but also sending them in parallel or in series and parallel. By encoding the material and its sending department and using the circulation system of the present invention, it is possible to efficiently deal with changes in the sending department, increases and decreases in materials, etc. In this case, the "contents of the materials to be sent" may be transmitted in parallel to the materials sending department through the transmission system.

In this case, for example, as shown in FIG.
) and output in various formats. Also, the non-returnable format is the invoice (Boln X) shown in Figure 8.
802JL) and document (801b) (802b
) may be transmitted together with Transmission means are wired, wireless,
LAN, light, etc. may also be used. Alternatively, material information such as a material code may be added to the material, and this material information may be read to read out the non-circulating department from the circulating file (800) and transmit it.

Furthermore, the document circulation system of the present invention may be added to the conventional document circulation system for circulation. This is suitable for transmitting large amounts of regular circulation.

The above explanation has been given to documents, books, etc. as materials, but it can also be applied to the distribution of various materials such as cosmetics, daily necessities, samples thereof, electrical parts, etc. It can also be applied to cases where products, etc. are passed between machines. The so-called materials referred to in the present invention are not limited to documents, books, etc. If special/prison, publication/notification side, classification, etc. are written in the predetermined places on the cover like a patent gazette, 0CR (201) as shown in Figure 6.
It will be more efficient if you read and input the information using . In this case, the range of publications (from number to number) can be read and printed out, making the work more efficient.

〔Effect of the invention〕

As described above, according to the present invention, a file is created by encoding at least one of the material name and the name of the department to be circulated,
Since the material and the department to be circulated for the material are extracted and the format to be circulated is created, it is possible to easily change the material or the department to be circulated, which has the effect of allowing efficient circulation.

[Brief explanation of drawings]

FIG. 1 is a configuration diagram of a material circulation system according to an embodiment of the present invention, FIG. 2 is a diagram showing the contents of each file in FIG. 1, FIG. 8 is a flowchart showing the operation of FIG. 1, and FIG.
The diagram is a configuration diagram showing the file update in Figure 1, and Figure 5 is a configuration diagram showing the file update in Figure 4.
6 is another embodiment of the present invention, and is a diagram showing manual reading means using OCR,
FIG. 7 is a block diagram of a material circulation system according to another embodiment of the present invention, FIG. 8 is a diagram showing the contents of each file in FIG. 7, and FIG. 9 is a block diagram of a conventional circulation system. (
100) 9-fee file, (200) Uncirculated file,
(aoO) department file, (400) cpu, (
500) terminal, (600) printer. In addition, in the figures, the same reference numerals indicate the same or equivalent parts.

Claims (15)

[Claims] (1) In a computer system that has at least an input means such as a terminal, a CPU, a memory, and an output means such as a printer, a material file that stores material information such as a material code and material name assigned to each material; A department file that stores department information such as the department code and department name of the department to be circulated, and a circulation file that stores the material code of each of the above materials and the department code of the department that is to be circulated corresponding to each of these materials, and materials from the above circulation file. Extract the code and the department code corresponding to this material code, extract the material name corresponding to the above material code from the above material file, and the department name corresponding to the extracted department code from the above department file and output the above. A material circulation system characterized in that a circulation format in which the extracted material name and department name are displayed is created by a means. (2) The scope of claims characterized in that the department file is configured such that a predetermined rotation order corresponding to each department name is assigned in the department information, and designated departments are displayed in the above rotation order. Material circulation system described in Section 1. (3) For the rotation order, assign a building code for each department, a floor code of this building code, and an intra-floor order code indicating the rotation order within the same floor to the department file, and the specified department will be assigned the above building code, floor 3. The material circulation system according to claim 2, wherein the information is displayed in correspondence with the code and the floor order code. (4) The material circulation system according to claim 2, characterized in that the order in which the names of the departments to which one document is to be printed is printed out is the order of the department codes of the departments to be circulated stored in the circulation file. (5) When the first department to be circulated is specified within the material information of the material file or by input means, the information is displayed from the first department in accordance with the order of circulation specified in the department file. paragraph to fourth
Material circulation system described in section. (6) If "reverse rotation" is specified in the material information of the material file or by the input means, the departments to be circulated are displayed in the reverse order of the rotation order predetermined in the department file. A material circulation system according to claims 2 to 5. (7) To change, add, or cancel the department to be circulated for a given document, enter the specified material code above, the department code to be changed/added/cancelled, and instructions for change/addition/cancellation, and then specify the file to be circulated as specified above. 7. A data circulation system according to any one of claims 1 to 6, characterized in that the data circulation system is updated according to the following. (8) To cancel a non-returnable department, enter the reversible department code, and the above-mentioned revoked department code will be extracted from the redirection department codes corresponding to each material code in the above-mentioned redirection file, deleted, and the above-mentioned redirection file will be updated. 8. A material circulation system according to any one of paragraphs 1 to 7, characterized in that: (9) To cancel a specified material, enter the material code of this specified material, delete the material information of the above material code from the material file, and delete the above material code and the circulation code corresponding to this material code from the circulation file. 8. The material circulation system according to any one of paragraphs 1 to 8, characterized in that the information is deleted. (10) Material files, department files, and files to be circulated are classified according to the internal type of the material, departmental files by department such as internal/external, and files to be circulated according to the type of material content or department mentioned above. 10. The data circulation system according to claim 1, wherein each file is created separately and these files are replaced and used depending on the purpose of use. (11) In a computer system having at least an input means such as a terminal, a CPU, a memory, and an output means such as a signal output, a material file that stores material information such as a material code and material name assigned to each material, and the above-mentioned materials. A department file that stores the department code of the department to be circulated, department information such as department name, a circulation file that memorizes the material code of each of the above materials and the department code of the department to be circulated corresponding to each of these materials, and reads the contents of the above materials. an input means, which extracts a material code and a department code corresponding to the material code from the circulated file, and extracts a material name corresponding to the material code from the material file and a department code input from the department file. A material circulation system characterized in that the extracted information and the material contents read by the input means are transmitted to a plurality of external terminals by the output means. (12) Add material information such as a material code corresponding to the material content to the material content, read this material information together with the material content with an input means, and at least correspond to the above material information from the circulated file and department file. 12. The material circulation system according to claim 11, wherein department information is extracted and the material contents are transmitted to the extracted department. (13) In a computer system that has at least an input means such as a terminal, a CPU, a memory, and an output means such as a printer, a material file that stores material information such as a material code and material name assigned to each material, and the above-mentioned materials. It is equipped with a department file that stores department information such as the department code of the department to be circulated, department name, and order of circulation, and when the material code and the department code to which the material is to be circulated are entered using the input method above, the specified material is retrieved from the material file. Extract the material name corresponding to the code and the department name corresponding to the specified department code from the department file, and use the above output means to create a circulation sheet displaying the extracted material name and department name. A material circulation system characterized by the following. (14) In a computer system having at least an input means such as a terminal, a CPU, a memory, and an output means such as a printer, a material file that stores material information such as a material code and material name assigned to each material; A circulation file is provided that stores the material code of each material and the department name of the circulation department corresponding to each material, and when the material code is specified using the input method above, the material corresponding to the specified material code is retrieved from the material file. The present invention is characterized in that the name and the department name corresponding to the specified material code are extracted from the circulation file, and the output means creates a circulation form displaying the extracted material name and department name. Material circulation system. (15) In a computer system having at least an input means such as a terminal, a CPU, a memory, and an output means such as a printer, a department file that stores department information such as the department code and department name of the department that circulates each material, and each of the above There is a circulation file that stores the name of the material and the department code of the circulation department corresponding to each of these materials, and when the material name is input using the above input method, the circulation file will read this material name and the department code corresponding to this material name. is extracted, the department name corresponding to the extracted department code is extracted from the department file, and the output means creates a circulation sheet displaying the material name and the extracted department name. A system for circulating materials.