KR100653512B1 - System for managing and storaging electronic document and method for registering and using the electronic document performed by the system - Google Patents

Abstract

A system for managing and keeping e-documents, and an e-document registering method and an e-document using method for the same are provided to enable a user to conveniently and safely use the reliable e-document, and save expenses needed for searching/utilizing and storing the e-document by storing/managing the e-documents in the online. A security management system(102) manages forged or altered e-document and certification/authority for a user. A search system(104) searches stored e-document data. An e-document transceiving system(106) transceives the e-document data with many user servers(100a-100n). A document management system(108) registers the e-document, manages record of the registered e-document, and transfers/discards the e-document. A certificate management system(110) issues a certificate for the e-document, certificates transceiving of the e-document, and manages the record of the e-document. A metadata database(112) stores e-document information and management information of the e-document. An e-document database(114) stores original copy data and certificate data of the e-document.

Description

System for managing and storaging electronic document and method for registering and using the electronic document performed by the system}

1 is a conceptual diagram showing the overall configuration of the electronic document management and storage system according to an embodiment of the present invention.

2 is a flowchart illustrating a process of registering an electronic document according to a preferred embodiment of the present invention.

3 is a block diagram illustrating an electronic document registration process according to a preferred embodiment of the present invention.

4 is a flowchart illustrating a process of using an electronic document according to a preferred embodiment of the present invention.

5 is a flowchart illustrating a process of transferring and discarding an electronic document according to a preferred embodiment of the present invention.

<Explanation of symbols for main parts of the drawings>

100: external transmission and reception system 102: security management system

104: search system 106: electronic document transmission and reception system

108: document management system 110: certificate management system

112: metadata DB 114: electronic document DB

301: customer electronic document registration application 302: the first scanner

303: second scanner 306: metadata

307: authorization data 308: certificate data

309: Document registration application 310: Metadata DB

311: Electronic document DB

The present invention relates to a system and method for managing and storing electronic documents, and more particularly, to a system and method for replacing and storing an existing written document with an electronic document by an authorized service provider.

As the information society is advanced, the use of electronic documents that are easy to handle and low in cost of creation and preservation is increasing.Accordingly, certified electronics for the storage of electronic documents, the transmission and reception of electronic documents, and the provision of evidence for electronic documents are provided. Installation and operation of document storage is required.

In the United States, the use of an electronic document archiving certificate, a secure seal, which proves that the electronic document exists at some point and has not been changed since then, and is the originality of the electronic document. Proof of custody for security is treated as part of DSN (Digital Notary Service). According to Schwarty, US demand for electronic document storage and proof that an electronic document has not been changed, in terms of dollars, was between $ 4 and $ 5 billion in 2003, and this demand was due to the online and networked business types. It is expected to expand rapidly.

In addition, in the case of RICOH, an electronic document original management server system, which is a system for proving to a third party that the document has not been modified, is used as a safe for storing electronic documents. The main function of the system is to archive or acquire the original, and log all accesses to control fraudulent access, detect and handle changes, and automatically update without overwriting when the document is updated. If you set a retention deadline, you can't delete it within the deadline.

In the case of fizer, the electronic document verification service is being introduced in its research and development sector to preserve the research and development records due to the characteristics of 'prioristism' of US patents. It is a management solution developed for the characteristics of paperless environment suitable for digital environment, and the unchanged and visual proof is automatically given to the digital data created every time a developer in charge completes the work.

It is possible to ensure that the digitization of such documents is secure in all aspects of the document's life cycle of creation, distribution, preservation and disposal. However, in the case of electronic documents, the creation and distribution of the electronic signature can guarantee the safety, but in the case of preservation, the system for preventing forgery, forgery, and loss is insufficient.

Moreover, existing preservation methods are kept by individuals or unnotified operators, and there are many vulnerabilities in security, and in the case of electronic documents containing contract information for exercising legal rights, the disclaimer, disclaimer, owner Due to denial, forgery of contents, and alteration of contents, there is a problem that it is difficult to have a legal effect due to difficulty in reliability.

Accordingly, the present invention has been made to solve this problem, and an object of the present invention is to provide a certified electronic document management and storage system that enables a user to conveniently and securely use a reliable electronic document, and to register an electronic document performed in the system. It is to provide a method and a method of use.

As a technical means for solving the above-described problems, the present invention provides an electronic document management and storage system connected to a plurality of user servers through a network, the forgery management of the electronic document, and the authentication and authority for the user Security management system, retrieval system for retrieving stored electronic document data, electronic document transmission / reception system for transmitting and receiving electronic document data with multiple user servers, registration of electronic documents, history management of registered electronic documents, transfer of electronic documents, and A document management system for performing disposal, a certificate management system for issuing, transmitting and receiving certificates for electronic documents, a certificate management system for performing history management, a metadata DB for storing information on electronic documents and management of electronic documents, and electronic And an electronic document DB for storing original data and certificate data of the document. The.

In this case, the security management system includes an authentication management unit that manages authentication of a user, a user rights management unit that manages access and use of data according to each user, and a forgery that prevents forgery by encrypting an electronic document. It is preferable to have a management part.

In addition, the forgery management unit, it is preferable to apply a differential security system, such as encryption, DRM, digital signature, etc., depending on the type of document and the setting of the user or operator.

The document management system preferably converts, backs up, and recovers electronic documents, and the metadata DB and the electronic document DB adjust information storage positions according to the importance, frequency of use, and value of use of data. It is preferable to use cycle management.

An electronic document registration method performed in an electronic document management and storage system connected to a plurality of user servers through a network includes (a) creating a document at a plurality of user servers, and (b) a plurality of user servers. Transmitting the electronic document archiving request to the electronic document management and archiving system, (c) inputting metadata by a plurality of user servers, and (d) storing the electronic document by compressing and encrypting the metadata and electronic document. And (e) decrypting the metadata and the electronic document and storing them in a database, and (f) issuing a registration certificate for the stored electronic document.

In this case, when the document is a real document in step (a), it may be electronically documented through scanning. In addition, the electronic document storage request document preferably records customer names of electronic documents, criteria for classifying electronic documents, search conditions for electronic documents, and authority information such as inquiry authority, rental authority, and deletion authority.

In the step (d), a hash code for the electronic document is generated, and authentication is performed by digitally signing the generated hash code with an electronic signature key.

A method of using an electronic document performed in an electronic document management and storage system connected to a plurality of user servers through a network may include (a) inputting a search word for searching an electronic document through a user server, and (b) a search word. Is inputted, it is determined whether the search is possible according to the user's authority or the search condition, (c) the document information is searched from the metadata database, (d) the searched electronic document is compressed and encrypted and then the user And (e) outputting the electronic document received by the user server after being decoded.

At this time, in step (e), it is preferable to view, store, copy, and output the received electronic document according to the authority set in the electronic document. And in step (b), the condition of the search preferably uses a standardized interface such as an identifier, a title of a document, a keyword, and a document creation date.

DETAILED DESCRIPTION Hereinafter, exemplary embodiments of the present invention will be described with reference to the accompanying drawings so that those skilled in the art can easily implement the technical idea of the present invention.

1 is a conceptual diagram showing the overall configuration of an electronic document management and storage system 101 according to a preferred embodiment of the present invention.

Referring to FIG. 1, the electronic document management and storage system 101 is connected online with a plurality of servers 100a, 100b,..., 100n through a network such as the Internet. A plurality of servers using the electronic document service may be a user terminal 100a, a bank server 100b, a hospital server 100n, etc. corresponding to an individual.

The electronic document management and storage system 101 includes a security management system 102, a retrieval system 104, an electronic document transmission and reception system 104, a document management system 108, a certificate management system 110, and a metadata DB ( 112 and the electronic document DB 114.

Security management system 102 is composed of a user rights management unit 116, the forgery management unit 118, and the authentication management unit 120. First, the authentication management unit 120 manages the authentication for the user using a public certificate, an electronic signature, or an ID and password.

The user rights management unit 116 is a part that manages rights related to the use of data in the electronic document storage by the user, and the range in which the user can access and use the data in the electronic document storage varies.

The forgery management unit 118 performs the forgery prevention of the electronic document by performing a forgery prevention process such as encryption and watermarking on the electronic document. Forgery management can set the security system differentiated by the type of document and the setting of user or operator. For example, encryption, DRM, and digital signature can be applied step by step according to the importance of the electronic document. The encryption policy can be a hash code, which is a short fixed-length number that is the result of entering an electronic document into a function, which is safe because the probability of the same value being written is very low.

The retrieval system 104 is a system that performs a task for a user or a business operator to easily retrieve data stored in the electronic document storage. The retrieval system 104 uses a standardized interface such as an identifier, a title of a document, a keyword, and a document creation date to search. The search system 104 provides information in two forms, the first being a web service and the second being a web portal.

First of all, the web service is used when the electronic document is searched through the identifier of the electronic document returned when the electronic document is registered in the archive, and the repository customer or the repository customer representative searches for documents related to the business process.

Web portal is a service that can search information using standard search condition items such as electronic document registration date, keyword, title of electronic document, and can search not only the archive customers but also general customers and supervisory authorities that are allowed to search.

The electronic document transmission / reception system 106 is a system that provides a service for transmitting and receiving a document and outputting a document requested by the servers 100a, 100b, ..., 100n outside the electronic document storage. The electronic document transmission and reception system 106 is connected to the outside via the security management system 102 for the security and authentication of the electronic document. The electronic document transmission and reception system 106 provides a service for transmitting and receiving after a packing operation such as compressing an electronic document according to a compression standard.

The document management system 108 is a system that registers an electronic document, manages a history of registered electronic documents, or provides a service related to transfer and disposal to another repository. In addition, the document management system 108 may have a function of converting a specific electronic document from a certain document format to another format, and may provide a function of backing up the electronic document or recovering the lost electronic document for safety.

The certificate management system 110 generates and provides a certificate when a user wants a certificate for an electronic document, and manages a registration certificate, a transmission / reception certificate, an original certificate, and a history of the certificate. In addition, the certificate is transferred to another repository or the revocation of the certificate is managed.

The metadata DB 112 and the electronic document DB 114 are connected to the retrieval system 104, the electronic document transmission and reception system 106, the document management system 108, and the certificate management system 110 to store the electronic document. It serves to provide stored electronic documents.

The metadata DB 112 stores data about document information and document management, and the electronic document DB 114 stores data about original documents and various certificates.

The metadata DB 112 and the electronic document DB 114 use information life cycle management (ILM) for efficient data management. ILM manages data according to importance, frequency of use, and value, and can store high value information in high performance storage and low value information in low performance storage. Therefore, resources can be optimally utilized, and the overall performance can be improved.

Hereinafter, the registration process of the electronic document will be described in detail with reference to FIGS. 2 and 3.

2 is a flowchart illustrating an electronic document registration process according to a preferred embodiment of the present invention.

First, a user creates a document to be stored in the electronic document storage (S201). The user is connected to a user terminal 100a, a bank server 100b, a hospital server 100n, or the like corresponding to the individual shown in FIG.

You can write documents both online and offline. In case of online, it can be created by using existing text editor such as Word, Hangul, etc., it can also be created by using the program provided in the electronic document storage, and when the electronic document is a picture file, it can be created by using a picture file editor. It may be.

When the document is created, it is determined whether the created document is an electronic document (S202). If the document is not an electronic document, the real document may be electronically documented through scanning or the like (S203). Electronic documentation of physical documents should be corrected to the standard by registering standard forms.

Electronic documentation of such physical documents is also possible on the user side. However, a scanner and an image input system, ScanStation, may be certified to give the effect that only documents scanned from a certified ScanStation are the same as the original document. If physical document storage is required, a unique barcode can be created for each physical document and a bar code sticker can be attached to the document storage cover to store the physical document in the designated document repository.

Subsequently, when the electronic document of the real document is completed or when the document is the original electronic document, an electronic document storage request is created (S204). The electronic document custody request shall record the customer name of the electronic document, the criteria for classifying the electronic document, the search conditions for the electronic document, and the authority information such as inquiry authority, rental authority, and deletion authority.

After the electronic document storage request is made, the metadata is input by the user terminal or the like (S205). The metadata may be inputted by establishing and transmitting the information input system to the client's servers 100a, 100b, ..., 100n, and may be input by the user accessing the electronic document management and storage system 101. Based on the request form, the electronic archives can also enter their own.

Next, when it is confirmed that the authority data, metadata, and the electronic document are normally registered, the electronic document and the metadata are compressed, and the hash code of the compressed document is generated in cooperation with the security management system 102. When the hash code is generated, the digital signature is digitally signed with the generated hash code, and the certification authority generates a certificate by authenticating the digital signature (S206).

The digital signature key and the digital signature certificate generated by the certification authority prevent the electronic document stored in the electronic document management and storage system 101 from being forged or altered during transmission and reception. Therefore, if the electronic document is a document of legal rights, it can be used as evidence that may have legal effect.

The compressed electronic document, the metadata, the certificate, and the electronic signature are encrypted after confirmation (S207) and transmitted to the management and storage system 101 of the electronic document, and the transmitted electronic document and the metadata are decrypted to produce the electronic document. The document DB 114 is stored, and the metadata related to the information of the electronic document is stored in the metadata DB 112 (S208).

Subsequently, when the electronic document is stored, a registration certificate for the stored document is generated and issued (S209).

When the registration certificate is issued, a history of issuance of the registration certificate is stored in the metadata DB 112 (S210) and may be used as a material for managing the electronic document.

3 is a block diagram illustrating an electronic document registration process according to a preferred embodiment of the present invention.

3 is divided into a user portion and an electronic document storage portion. The user portion includes a customer electronic document registration application 301 and a user side scanner 302 installed in a user terminal, a bank server, a hospital server, and the like. The electronic document storage portion includes a document registration application 309 and a document information registration application 308, and an electronic document DB 311 and a metadata DB 310 for storing these data.

Referring to FIG. 3, when the document created by the customer electronic document registration application 301 is a written document, the document is converted into an image file through the scanner 302 or 303 of the user or the electronic document storage, and the document of the electronic document storage. It is stored in the electronic document DB 311 by the registration application 309.

In proceeding with the imaging of the written document by the user, the scanner 302 and the image input system are required to be certified by an accredited authority to verify that the original document and the electronic documented image document are the same.

When scanning a document on the electronic document storage side scanner with a physical document, the metadata may be input on the user side or the electronic document storage side. When scanning is performed at the user side, when a user inputs metadata using the customer electronic document registration application 301, the metadata is transmitted to the document information registration application 305.

When the metadata is input at the electronic document storage side, a method of automatically extracting metadata from the real document using the standardized data recorded in the real document may be used. For example, when the document registration application 309 calls the document information registration application 305, metadata can be extracted from the data scanned by the scanner 303 of the electronic document storage side.

The contents of the metadata 307, the authority data 306, and the certificate data 308, which are document information on the written document, are stored in the metadata DB 310 by the document information registration application 305. 307 and authority data 306 can be created by the electronic document storage with reference to the electronic document storage request written by the user.

When the electronic document is created by the customer electronic document registration application 301 installed in the user terminal, bank server, hospital server, etc. of the customer, the electronic document DB (the document registration application 309) by the document registration application 309 without the electronic document imaging process. 311). The contents of the metadata 307, the authority data 306, and the certificate data 308, which are document information, are stored in the metadata DB 310 through the document information registration application 305, and the metadata 307 and authority Data 306 is created by the user.

Hereinafter, a process of using a generated and registered electronic document by the user will be described in detail.

4 is a flowchart illustrating a process of using an archived electronic document according to a preferred embodiment of the present invention.

First, a user who wants to use an electronic document inputs a search word for searching for an electronic document through a user terminal or the like (S401). As a search word, a document identifier received at the time of registering an electronic document may be input into the search system 104 of the electronic document management and storage system 101. If the person to be searched is not a storage customer but a general customer who is allowed to search, the information may be searched using standard search condition items such as a registration date, a keyword, and a title of the electronic document.

When the search word is input, it is determined whether or not it is searchable according to a user's right or a search condition (S402). All users can register, search, save, print, and discard only documents within their scope of authority, and the search conditions use a standardized interface such as identifier, document title, keywords, and document creation date.

If the entered search word is not searchable, an error message is notified (S403), and if a search is possible, the search system 104 searches for document information in the metadata DB 112 through the document management system 108 (S404). ).

When the search is completed, it is determined whether the searched document information and the document information of the electronic document to be used match (S405). If it does not match, input of a new search term is requested, and the process returns to the search term input step S401. If the document information matches, the document detailed information is requested from the user (S406).

When the detailed information of the electronic document is requested from the user, the electronic document matching the requested document information is retrieved from the electronic document DB 114 (S407). The retrieved electronic document is compressed and secured (S408) and then transmitted through the electronic document transmission / reception system 106 (S410).

The electronic document received at the user terminal is decrypted and output through the output device (S411). The DRM is a document distribution security method for specifying an authority setting such as watermark processing, document viewing, storage, copying, or output to the electronic document. Only output within the range. The application and scope of DRM is set by the user according to the specific security policy.

The history of searching and outputting the electronic document is stored in the metadata DB 112 (S409) and used as data for managing the electronic document.

Hereinafter, a description will be given of a process in which a user wishes to transfer or discard a registered electronic document, or when an electronic document management and storage system 101 wants to discard an electronic document due to the expiration of the registered electronic document. do.

5 is a flowchart illustrating a process of transferring and discarding an electronic document according to a preferred embodiment of the present invention.

Referring to FIG. 5, first, a user searches for an electronic document to be transferred or discarded and requests for transfer or discarding (S501). If the storage period of the registered electronic document is terminated and the electronic document management and storage system 101 intends to discard the electronic document by itself, this step is not necessary.

Next, with respect to the electronic document requested to be transferred or discarded, it is determined whether the requesting user has authority to transfer or discard (S502).

If the authority for the request is notified, the user is notified of an error in authority (S503), and if the authority for the request is transferred or discarded after the confirmation that the electronic document to be transferred or discarded is correct (S504). .

After the electronic document is transferred or discarded, a certificate indicating that the transfer or disposal procedure has been performed is issued and transmitted to the user (S505), and the metadata DB 112 stores a history of transferring or discarding the electronic document to store the electronic document. It is used as data to manage.

Although the technical spirit of the present invention has been described in detail according to the above-described preferred embodiment, it should be noted that the above-described embodiment is for the purpose of description and not of limitation. In addition, those skilled in the art will understand that various embodiments are possible within the scope of the technical idea of the present invention.

As described above, the electronic document management and storage system according to the present invention, the method of registering and using the electronic document performed in the system has a configuration for storing and managing the document online, so that it is necessary to search and utilize the document. This saves you time and money. In addition, it is effective to prevent the risk of data loss and damage by dual remote storage using a backup system in the storage of documents, and it is an authorized electronic document repository that can securely store electronic documents and prove their contents and transmission status. Since the stored electronic document is an electronic document containing contract information, it is possible to have a legal effect.

Claims (12)

In an electronic document management and storage system connected to a plurality of user servers via a network, A security management system for managing forgery and alteration of electronic documents, and authentication and authority for a user; A retrieval system for retrieving stored electronic document data; An electronic document transmission / reception system for transmitting and receiving electronic document data with the plurality of user servers; A document management system for registering electronic documents, managing history of registered electronic documents, transferring and discarding electronic documents; Certificate management system for issuing a certificate for the electronic document, proof of transmission and reception, history management; A metadata DB for storing information about the electronic document and information about management of the electronic document; An electronic document management and storage system comprising an electronic document DB for storing original data and certificate data of an electronic document. The method of claim 1, wherein the security management system, An authentication manager that manages authentication of a user; A user rights management unit for managing a range of access and use of data according to each user; Electronic document management and storage system characterized in that it comprises a forgery forgery management unit for performing encryption for the electronic document to prevent forgery. The method of claim 2, wherein the forgery management unit, Electronic document management and archiving system characterized by applying a differential security system such as encryption, DRM, digital signature, etc. by the type of document and the user or operator's setting. The method of claim 1, wherein the document management system, Electronic document management and archiving system, characterized in that the conversion, backup and recovery of electronic documents. The method of claim 1, wherein the metadata DB and the electronic document DB, Electronic document management and storage system, characterized in that the use of information life cycle management to adjust the storage location according to the importance, frequency, value of use. In a method of registering an electronic document performed in an electronic document management and storage system connected to a plurality of user servers through a network, (a) creating a document at the plurality of user servers; (b) the plurality of user servers transmitting an electronic document storage request to the electronic document management and storage system; (c) input of metadata by the plurality of user servers; (d) the metadata and the electronic document are compressed and encrypted and transmitted to the electronic document management and storage system; (e) the metadata and electronic document are decrypted and stored in a database; and (f) issuing a registration certificate for the stored electronic document. 7. The method of claim 6, wherein if the document is a real document in step (a), the document is electronically scanned. The method of claim 6, wherein the electronic document storage request document records the customer name of the electronic document, the criteria for classifying the electronic document, the search conditions for the electronic document, and the authority information such as inquiry authority, rental authority, and deletion authority. How to register an electronic document. 7. The method of claim 6, wherein in step (d), a hash code for the electronic document is generated, and authentication is performed by performing an electronic signature on the generated hash code with an electronic signature key. In a method of using an electronic document performed in the electronic document management and storage system connected to a plurality of user servers through a network, (a) inputting a search word for searching an electronic document through the user server; (b) determining whether or not a search is possible according to a user's authority or a search condition when a search word is input; (c) searching for document information in the metadata database; (d) the retrieved electronic document is compressed and encrypted and then sent to the user server; (e) using the electronic document, characterized in that it comprises the step of outputting after the electronic document received in the user server is decrypted. The method of claim 10, wherein in the step (e), the reading, storing, copying, and output of the received electronic document are possible according to the authority set in the electronic document. The method of claim 10, wherein in the step (b), the search condition uses a standardized interface such as an identifier, a title of a document, a keyword, and a document generation date.

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