WO2006137124A1

WO2006137124A1 - Document management device

Info

Publication number: WO2006137124A1
Application number: PCT/JP2005/011299
Authority: WO
Inventors: Hisahiro Harada; Chifumi Aoki
Original assignee: Fujitsu Limited
Priority date: 2005-06-20
Filing date: 2005-06-20
Publication date: 2006-12-28
Also published as: JPWO2006137124A1

Abstract

When managing an electronic document such as a technical document, information on an administrator is stored while correlating it with an identifier of the electronic document. The administrator is not an organization but an individual. The administrator is responsible for the entire management of the electronic document and revision and other works are performed under permission of the administrator. When the administrator departs from the management of the electronic document by the personnel change or the like, the administrator transfers the management right of the electronic document to the next administrator without fail.

Description

Specification

Document management device

Technical field

The present invention relates to a document management apparatus.

Background art

[0002] In recent corporate societies, restructuring and the like has become popular, and organizational changes are frequently made. On the other hand, each company has a large number of electronic documents generated by past operations, and it is necessary to continue to manage them. However, in the event that a business unit disappears due to organizational changes, it is not clear to which business unit the electronic document managed by the business unit There is a situation where it is not clear how to manage the electronic documents.

[0003] Conventionally, there is no administrator who manages electronic documents belonging to a specific category in a unified manner, and each business division that has a common administrator of electronic documents has managed it independently.

FIG. 1 is a diagram for explaining a conventional document management method.

[0004] An electronic document has a body with revision information, article information, disclosure information, management information, and the like. It is assumed that such electronic documents are managed in units of departments and are now managed by management department A. Here, when an organizational move or a business move occurs, it is unclear which administrative department should manage such an electronic document next.

[0005] In particular, since management is performed on a department-by-department basis, if the department is abolished, the electronic document itself loses its effectiveness if the location of the electronic document is grasped or if organizational changes or business changes occur frequently. There is a possibility that. Also, if the management department is unknown, disclosure and distribution information cannot be maintained and updated, leading to the risk of strategic information leakage. In addition, periodic review of electronic documents may result in information becoming obsolete.

[0006] Therefore, in the conventional document management method, a document corresponding to a change in yarn and weaving or the like. In the provision of document information without the management method of the document information, the security due to the absence of the administrator was weak, and it was difficult to deliberate when creating electronic documents and to regularly review to maintain the latest information. In addition, since it is not possible to respond to the transfer of electronic documents that have administrator settings in the electronic document, such as moving or changing the organization, it is difficult to determine whether electronic documents without an administrator are scattered or disclosed to other organizations. The security decision was weakened because no one was able to do it, and because it was impossible to make a judgment, it took a long time to make a public decision. Furthermore, due to changes in the organization and business changes in the discussion and review of electronic documents, it was difficult to set up departments, and it took time to determine a new client.

[0007] Conventional document management apparatuses include Patent Documents 1 and 2. Patent Document 1 discloses a technique for managing a settlement document by managing the settlement document in document management information and managing the settlement document with responsibility. Patent Document 2 discloses a system that collectively manages browsing, new creation, revision, and abolition of created documents using a server.

Patent Document 1: Japanese Patent Laid-Open No. 2002-24500

Patent Document 2: Japanese Patent Application Laid-Open No. 2004-280321

Disclosure of the invention

An object of the present invention is to provide a document management apparatus capable of reliably managing an electronic document even if organizational changes or the like frequently occur.

The document management apparatus according to the present invention is a manager information storage means for storing personal information related to a generated electronic document in association with the electronic document.

It is characterized by providing.

Brief Description of Drawings

FIG. 1 is a diagram for explaining a conventional document management method.

FIG. 2 is a diagram illustrating the concept of an embodiment of the present invention.

FIG. 3 is a diagram showing a system configuration of an embodiment of the present invention.

[FIG. 4] A diagram showing a flow of processing from creation of an electronic document to delegation of management authority to a new administrator.

[Figure 5a] Actions in each case when there are organizational changes, business changes, personnel changes, etc. It is the figure (the 1) explaining reason.

[Fig. 5b] Diagram (2) explaining the processing in each case when there is an organizational change, business change, personnel change, etc.

FIG. 6 is a diagram for explaining attribute information.

FIG. 7 is a diagram illustrating the relationship between the configuration of electronic documents and processing.

FIG. 8 is a process flow (part 1) according to the embodiment of the present invention.

FIG. 9 is a process flow (part 2) according to the embodiment of the present invention.

BEST MODE FOR CARRYING OUT THE INVENTION

In the embodiment of the present invention, an administrator is registered for each electronic document. Since an administrator is set for each electronic document, it is possible to track the electronic document even if organizational changes or business changes occur. This administrator has the authority to transfer and move electronic documents. The administrator also updates the electronic document provider and distribution information under the authority of the administrator. Also, systematize electronic documents by category and set managers. Even if an administrator moves, the administrator continues to have authority until a new administrator is determined.

[0011] With the administrator setting, the operation management cost of the electronic document can be significantly reduced. In addition, by setting an administrator for each document system, it is possible to control the flooding of electronic documents. In addition, maintenance of electronic documents can be inherited even if organizational changes or business changes occur in the settings of the document manager. With the settings of the document manager, it is possible to review electronic documents as appropriate, to suppress the information from becoming obsolete and to maintain the latest information. The document administrator can authenticate and censor the provider and distribution destination, thereby enhancing security.

FIG. 2 is a diagram for explaining the concept of the embodiment of the present invention.

Document 11 consists of text, article information, disclosure information, and management information, and is managed by administrator A. Administrator A belongs to management department A. Document 11 is associated with the personal ID of administrator A, not the information of management department A, and is managed by administrator A with responsibility. Here, if there is an organizational move or a business move, the ability of administrator A to move to a new department. Can be tracked with reference to source 10. Therefore, even if the administrator A moves to a new department, the document is still managed by the administrator A, so that the document is not lost. If administrator A cannot move the department as a result of moving the department, the management authority of the document is delegated to other administrators according to the specified procedure after the department is moved.

[0013] In such a case, the information in the organization's personnel database is updated on a daily basis so that the latest information is retained. The administrator of the electronic document is set for each electronic document or each category of the electronic document, and information related to this information is stored in the management information of the electronic document. When opening an electronic document, take measures to prevent it from being opened unless an administrator ID is entered.

[0014] The management information update authority is given to the administrator so that the management information update authority can be continued even if the organization is moved, such as an electronic document transfer action or a new administrator setting. In addition, even if the administrator himself / herself moves, the current state is taken over until a new administrator is determined, and the new administrator takes over all the authority of the old administrator.

FIG. 3 is a diagram showing a system configuration according to the embodiment of the present invention.

The document management system 18 includes a document disclosure server 19 and a document management server 17. The document creator registers the created document in the document management system 18. The document management server 17 holds administrator information, organization information, disclosure (distribution) destination information, general user information, and document information for each document. Document information includes figure number, name, version number, notification, history, format, attached material, related information, creator, investigator, approver information, search information, and so on. The document disclosure server 19 discloses a document and other information as disclosure information. The disclosure information is edited by the document management server 17 and transferred to the document disclosure server 19. The document disclosure server 19 is connected to an intranet or the Internet 20, and can be accessed by design departments, factory departments, and overseas offices. The personnel / organization information database 16 manages users in each department, and updates information in the document management server 17 on a daily basis.

[0016] Figure 4 shows the process from creation of an electronic document to the delegation of management authority to a new administrator. It is a figure which shows the flow of.

First, a creator of a business unit creates an electronic document. Next, the administrator of the electronic document is set. The administrator should be an individual who has been given authority over the organization, etc., and the administrator's setting information can be maintained and changed even if the electronic document is unapproved. The administrator of the electronic document manages the entire history of the electronic document, enables the transfer, movement, update of the text, update of the distribution destination and disclosure destination of the electronic document, and has the authority to respond to periodic reviews. Even if the organization to which the administrator belongs or the administrator himself / herself moves, the current status is maintained until a new administrator decides. The electronic document is then approved using the normal approval flow. As electronic document information, there are approvers of electronic documents, and multiple investigators can be set. Electronic documents become effective as electronic documents when approved. It is also possible to set multiple approvers. Here, it is assumed that organizational movement, business change, personnel change, etc. occur. In this case, the in-process status is maintained until the new administrator decides, the management information is transferred to the new administrator, and all the authority of the old administrator is lost by the transfer of the management information. The old administrator maintains the old organization information until the new administrator is decided, and after taking over the work to the new administrator, the old organizational strength is deleted. In this case, as long as the electronic document is managed as live information, the old administrator takes over the past administrator information, and as long as the old administrator is in the same company, that company Manage the administrator history of. The operation secretariat performs maintenance of the entire system, management of administrator information, management of users, management of past history, and the like.

Figures 5a and 5b are diagrams for explaining the processing in each case when there is an organizational change, business change, personnel change, etc.

For each electronic document, attribute information and a document ID are added to the document body. The document ID is stored in the administrator table 15 in association with the administrator ID. The administrator ID is managed in the personnel's organization database 16 in association with the administrator's name, affiliation, contact information, etc. This information is updated on a daily basis. The attribute information is stored in the document management database 17 together with the document text. Here, the administrator is the person who has full control over the document text and its attribute information, and can also have authority for individual documents, categories, categories, and organizational units. Here, it is assumed that an organization change, a business change, a personnel change or the like has occurred. Case 1 is a case where only an organizational change occurs and there is no movement of the administrator. In this case, the system automatically updates the affiliation information of the administrator in the personnel / organization data base 16, and the administrator authority is automatically continued. Case 2 is a case where an organizational change and an administrator move occur. In this case, in the Personnel's organization database 16, the system sends an email requesting the setting of the new administrator after the organizational change to the old administrator. The old administrator transfers the electronic document to the new administrator. After the transfer is completed, the new administrator automatically continues the authority, and at this point, the authority of the old administrator is revoked. In the Human Resources' Organization Database 16, the past manager information is kept as a history for the old manager. Case 3 is when the administrator is deleted from the personnel information due to retirement. In this case, since the old administrator cannot delegate the authority to the new administrator, the system operation secretariat sets the new administrator.

FIG. 6 is a diagram for explaining attribute information.

As shown in Figure 6 (a), it is assumed that a document (document) is managed under administrator A. The attribute information stores the document version number, attribute information version number, creator, administrator, investigator, and approver. Next, as shown in Fig. 6 (b), assuming that the document has been revised, information with the document version number "2" is added to the attribute information. The attribute version is still 01 version, but the creator, investigator, and approver are new. The administrator remains the same. Next, as shown in Fig. 6 (c), when there is an organizational move and the administrator changes, the document version number, author, investigator, and approver information remain the same, and the attribute version number And new attribute information is added. As shown in Fig. 6 (d), when the management office sets a new administrator, the document version number, creator, investigator, and approver are the same, and the attribute version number and the administrator are the same. Newly set attribute information is added.

FIG. 7 is a diagram for explaining the relationship between the configuration of an electronic document and processing.

In Figure 7, it is assumed that the standard document is managed. The standard document is managed by associating the original, the disclosure file, the notification, and the administrator information for each version. Each version of one standard document is managed with the same standard ID. These are organized and stored in a directory format data structure. The document information management server 20 is a personnel information management server 21. When the user information and organization information are updated on a daily basis, the user master that stores the user information is updated, and the administrator information is updated. The user registers the revision of the standard document with respect to the document information management server 20.

8 and 9 are process flows according to the embodiment of the present invention.

In FIG. 8, in step S10, a number is assigned for managing the electronic document. In step S11, a document review of the registered document is performed. In step S12, an electronic document is registered. At this time, when the first edition was established, both the text and the notification were 01 version. In step S13, it is determined whether the text has been updated. If it is determined in step S13 that there is no text update, the process proceeds to step s22. In step S22, it is determined whether or not the notification has been updated. If it is determined in step S22 that the update has been successful, the process proceeds to step S17. If it is determined in step S22 that the update has been made, the process proceeds to step S16. If it is determined in step S13 that the text has been updated, in step S14, the standard diagram number setting, version number setting, establishment, revision status setting, name setting, original file transfer, administrator setting, Set administrative department settings. In step S15, a notice is generated. In step S16, version number setting, application time setting, revision reason setting, importance category setting, service information setting, disclosure distribution destination setting, form transfer, and dependency information setting are performed. In step S17, set other information. In step S18, the related standards are set, the search keyword is set, the attached material is transferred, and the category is set. In step S19, the electronic document is inspected. In step S20, the electronic document is examined. In step S21, the electronic document is approved.

In FIG. 9 (a), in step S25, the personnel information management server updates the personnel data on a daily basis. In step S26, the document information management server updates the user master according to the update of the personnel information management server. In step S27, it is determined whether or not the administrator information has been updated. If there is no update, keep the current status. When there is an update, there are three cases. If the administrator has changed as in step S28, but the department or business is the same, a new administrator is set in that department. As in step S29, the management department or business has changed, but the administrator has moved. If not, a new management department is set and a new manager is set. As shown in step S30, if the management department signature is changed, but there is no transfer of the administrator, only the management department signature is automatically updated, and the administrator information is not changed.

The above cases are cases where technical documents (in this case, standard documents) move depending on the management department (business).

If the technical document (standard document) moves depending on the administrator, as shown in Fig. 9 (b), whether or not the administrator information is updated in step S35 after step S26. If there is an update, there are 3 cases. If the administrator is changed and the business remains the same as in step S36, the management information is automatically updated according to the change of the administrator. If the management department (business) has moved as in step S37, but the manager has not moved, only the department information of the current manager is updated. When the management department signature is changed as in step S38, only the management department signature is automatically updated.

Claims

The scope of the claims

[1] Administrator information storage means for storing, in association with the electronic document, personal information for managing the electronic document for the created electronic document

A document management apparatus comprising:

[2] The document management apparatus according to claim 1, wherein the personal information for managing the electronic document is an ID of the individual.

[3] The document management apparatus according to [1], wherein the information of the individual who manages the electronic document is updated on a daily basis by the personnel information of the individual.

[4] In the personal information, even if the individual no longer manages the electronic document due to personnel changes or organizational changes, the same information will continue to be stored until a new administrator decides. The document management apparatus according to claim 1.

[5] If the individual cannot manage the electronic document due to, for example, leaving the office, the personal information will be stored by a new administrator under an organization that has authority over the operation of the document management device. The document management apparatus according to claim 1, wherein the document management apparatus is rewritten with personal information.

[6] For the created electronic document, store personal information related to the electronic document in association with the electronic document

A document management method characterized by the above.

[7] For the created electronic document, store personal information related to the electronic document in association with the electronic document

A program for causing a computer to implement a document management method characterized by the above.

[8] Electronic document storage means for storing electronic documents;

Administrator information storage means for storing administrator information which is personal information for managing the electronic document;

Management means for managing the manager information and the electronic document in association with each other;

An electronic document management system comprising:

[9] The administrator information includes administrator identification information and information related to the administrator corresponding thereto, 9. The electronic document is stored in association with attribute information of the electronic document, and the management unit manages the administrator identification information and the attribute information in association with each other. Electronic document management system.

10. The electronic document management system according to claim 9, wherein the attribute information includes at least power management history information of the electronic document and information indicating a version number of the attribute information.