JP2005346454A - Method and program for archiving electronic document - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide an archiving method for storing an electronic document in external media so that the electronic document stored in the external media can be easily retrieved and referred to even if a storage period becomes long. <P>SOLUTION: When archiving the electronic document in the external media, such as a DVD, a retrieval text is created from the electronic document, control information for relating the electronic document to the retrieval text is created, and three files of original electronic documents 121-1 to 121-3, retrieval texts 131-1 to 131-3, and control information 111 are stored in the external media. The retrieval text and the control information 111 do not depend on an application that has created the electronic document. Therefore, even if a long period passes after storing the electronic document in the external media and an application that has created the electronic document is replaced, the electronic document stored in the external media is retrieved and referred to easily. <P>COPYRIGHT: (C)2006,JPO&NCIPI

Description

  The present invention relates to an electronic document archiving method and program, and more particularly, to an electronic document archiving method for archiving an electronic document in an external medium such as a DVD so that it can be referred to, and a program used for archiving.

  As a method for archiving an electronic document to an external medium such as a DVD, there is a method in which an OS file system is used, a folder hierarchy is freely created on the external medium, and a file is stored therein. As another method, a document management system is known. The document management system has an export function and a backup function for outputting stored electronic documents and their attribute information to an external medium. The export function outputs a stored document as a file and outputs its attributes in a CSV or XML format determined by the document management system. In order to associate the document file with the attribute, the document file name and the path name are generally included as one of the attributes. Since the backup function is intended for backup in the event of a system failure, the disk storage image of the system is backed up to an external medium, or the document and its attributes are output to the external medium in a system-specific format.

  On the other hand, a technique for archiving an electronic document to an external medium for guaranteeing the originality is known. In other words, this technology writes the electronic document to the Write at Once external media, writes the date and name in the external media unit, and guarantees the originality of the electronic document stored there. It is. This method has the advantage that the original guarantee can be performed at a lower cost than the method of attaching the electronic signature to the document and the method of saving the document in a document database capable of guaranteeing the originality.

As a conventional technique related to a method of archiving an electronic document on an external medium such as a DVD, for example, a technique described in Patent Document 1 is known.
JP-A-10-74210

  An electronic document stored on an external medium using the above-described conventional electronic document archiving method may be difficult to quickly browse and search the electronic document over a long period of time. . This is because the application that created the document and the document management system that stored it have been replaced over time, so to refer to the document stored on external media and its attributes, This is because it is necessary to prepare an application used when storing the electronic document in an external medium and a document management system storing the application.

  In other words, if the application has been replaced, the application that would have been used when the electronic document was stored on the external medium only to check whether the electronic document stored on the external medium was the target. , It may be necessary to find the PC on which the application runs and reinstall the application on the PC. For this reason, if documents created using a plurality of types of applications are stored in an external medium, it will be necessary to find all those applications and install them on the PC.

  Also, if the document management system has been replaced, find the manual of the document management system that would have been used when the electronic document was stored on the external media, check the attribute export format, and store the attributes stored on the external media. It may be necessary to determine the meaning of the value and check whether it is the target document, or the document management system itself may need to be re-setup so that the backup data can be recovered. Arise.

  In view of the foregoing, the object of the present invention is to make it possible to easily search and refer to an electronic document stored in an external medium even after a long time has passed. An object of the present invention is to provide an electronic document archiving method and program for storing a document in an external medium.

  According to the present invention, an object of the present invention is to provide an electronic document archiving method for searching an electronic document on an external medium using an information processing apparatus and archiving the electronic document so that the electronic document can be referred to. This is achieved by creating control information that associates the file position of the document with the file position of the search text, and storing the file of the electronic document, the search text, and the control information in an external medium.

  Another object of the present invention is to provide an electronic document archiving method in which an electronic document is retrieved to an external medium using an information processing apparatus and archived so that the electronic document can be referred to, and a search text is created from the electronic document and stored in the external medium Achieved by creating information associating the position with the file position of the search text, creating control information including this information and the search text, and storing the file of the electronic document and the control information in an external medium Is done.

  According to the present invention, even when an external medium storing an electronic document is stored for a long period of time, the electronic document can be quickly searched and referenced when necessary.

  Hereinafter, an embodiment of an electronic document archiving method according to the present invention will be described in detail with reference to the drawings. In the embodiment of the present invention described below, a DVD is used as an example of an external medium. However, the external medium may not be a DVD, for example, any medium such as a CD or an MO. May be.

  FIG. 1 is a diagram for explaining an example of the folder structure and file arrangement of a DVD when an electronic document is archived on a DVD. In FIG. 1, 100 is a DVD archiver, 110 is a root folder, 111 is a control file, 120 is an “ORIGINAL” folder, 121 (121-1 to 121-3) is an original document, 130 is a “RETRIEVAL” folder, and 130 (130 -1 to 130-3) are search text files.

  The DVD archiver 100 is provided with a root folder 110, and a plurality of folders and files are provided in a hierarchical structure below the root folder as shown in FIG. In the root folder 110, a name set by the user when the electronic document is archived is displayed. In the example shown in FIG. 1, a character string “ordering contract” and a number for identifying the contract are displayed. Immediately below the root folder 110 are one file and two folders described below.

  One file directly under the root folder 110 is a control file 111. This control file 111 has information on a format for storing an electronic document in the DVD archiver 100, and is described in the XML format in the example shown in FIG. Has been.

  Two folders below the control file 111 are an “ORIGINAL” folder 120 and a “RETRIEVAL” folder 130. The “ORIGINAL” folder 120 is a folder in which electronic documents are stored together, and one or a plurality of original documents 121 having unique file names are placed immediately below the folder. In the example shown in FIG. 1, three original documents 121-1 to 121-3 are placed. The “RETRIEVAL” folder 130 stores a text file used when searching for the original document 121, and a search text file 131 having a unique file name is placed immediately below the folder. In the example shown in FIG. 1, three search text files 131-1 to 131-3 are placed.

  FIG. 2 is a diagram for explaining a configuration example of the control file 111. In FIG. 2, 210 is archive information, and 220 (220-1 to 220-3) is original document information.

  The control file 111 stores two types of information: archive information 210 and original document information 220-1 to 220-3. The archive information 210 is information relating to an archive made up of the original document 121 stored in the DVD archiver 100. In the example shown in FIG. 2, the archive name 211, the archive creator 212, and the archive creation date 213 are retained. The original document information 220 is information related to the original documents 121-1 to 121-3 stored in the DVD archiver 100. In the example described here, since a plurality of original documents 121-1 to 121-3 are stored, the original document information 220 is also represented as original document information 220-1 to 220-3. There are as many as that. In the original document information 220-1 to 220-3, the original document titles 221-1 to 221-3 and the search text for each original document are stored for each of the original documents 121-1 to 121-3. Three storage paths 222-1 to 222-3 of the files 131-1 to 131-3 and storage paths 223-1 to 223-3 of the original documents are held.

  In the DVD archiver configured as described above, the control file 111 and the “RETRIEVAL” folder 130 do not depend on the application, and can be read even if it is not the application that created this DVD archive. For this reason, when this DVD archive is stored for a long period of time and then an attempt is made to read it, it can be read even if the application has been replaced. As will be described later, the attribute information given to the archived original document, for example, the extension, etc., even when the necessary original document cannot be read as a result of searching the DVD archive, as will be described later Thus, the application that created the DVD archive can be known, and the original document can be read by searching for the application and installing it in the information processing apparatus.

  FIG. 3 is a flowchart for explaining a processing operation for creating a DVD archive, which will be described next. Note that the processing here and the processing in the embodiment of the present invention to be described later are performed by executing a program by a CPU that constitutes the PC using a PC having a DVD driver. Examples will be described later.

(1) First, an image to be burned on a DVD is created on a hard disk. Two "ORIGINAL" folders 120 for storing documents and "RETRIEVAL" folders 130 for search text are created on the image (step 301).

(2) Take out one of the original documents 121 designated by the user. If this function belongs to the document management system, a process for retrieving a document in the document management system designated by the user from the database is performed (step 302).

(3) The file name of the original document 121 is changed so as to be unique for each unit stored in the DVD, and is stored in the “ORIGINAL” folder 120 in the DVD image on the hard disk (step 303).

(4) Extract the search text from the original document 121. There are various search text extraction methods. For example, if the original document 121 is TIFF, the search text can be extracted by OCR. If the original document 121 is a word processor document, the search text can be extracted by removing the control code. Further, if the original document 121 is an application document having text in the original document such as PDF, the text included in the original document may be extracted as it is. Furthermore, if the original document 121 is an XML document, it may be used as a search text as it is, or a part may be extracted from it and used as a search text (step 304).

(5) The search text extracted in the process of step 304 is output to a search text file 131 having a unique name for each unit stored in the DVD and stored in the “RETRIEVAL” folder 130 in the DVD image on the hard disk. (Step 305).

(6) Control data for associating the original document file 121 stored as a DVD image with the search text file 131 is created and stored in the control file 111 (step 306).

(7) It is checked whether or not there is another original document 121 to be stored on the DVD. If there is another original document 121 to be stored, the process returns to step 302 and the process is repeated. Processing is performed (step 307).

(8) If there are no more documents to be stored in step 307, the control file 111 is stored in the root folder 110 in the DVD image on the hard disk (step 308).

(9) Finally, the DVD image on the hard disk is burned onto the DVD (step 309).

  Through the above-described processing, the electronic document is archived on a DVD as an external medium, and the created DVD archiver 100 can be stored for a long period of time.

  FIG. 4 is a view showing an example of a search screen of the Web tool when searching and referring to the original document in the DVD archiver 100 using the Web tool.

  As shown in FIG. 4, the search screen includes three display areas 400, 410, and 420 described below. The display area 400 is an area for displaying the archive name 401, the archive creator 402, and the archive creation date 403, which are information related to the archive stored on the DVD, and the display area 410 is a search area of the DVD archiver 100. In this area, an area 411 in which the user inputs a search key and an “execute search” button 412 that the user clicks when executing the search are displayed. The display area 420 is an area for displaying a list of results obtained by searching the DVD archiver 100 by clicking the “Search” button 412. The displayed search results 421-1 and 421-2 display the title 221 of the original document 121 as a display name, and serve as anchors for referring to the original documents 121-1 to 121-3 in the DVD archiver 100. ing. Therefore, when the user hits the target original document 121 by looking at the title 221 displayed in the search result 421, the original document 121 can be displayed by clicking the anchor.

  FIG. 5 is a flowchart for explaining the processing operation for searching the DVD archiver 100 using the Web tool. Next, this will be explained.

(1) First, the search screen 400 of the DVD archiver 100 is displayed on the Web browser, and using this screen, the character string input by the user in the search key input area 411 is read as a search key (steps 501 and 502). .

(2) Next, the control file 111 is read from the DVD archiver 100, and the path of the search text file 131 is extracted from the search text file path 222 in the control file 111 (steps 503 and 504).

(3) Based on the path extracted in the process of step 504, the search text file 131 is extracted from the DVD archiver 100. Whether the search key read in the process of step 502 is included for the extracted search text file 131 is included. (Steps 505 and 506).

(4) If the search key is included in the search text file 131 in step 506, the title 221 and the original document file path 223 corresponding to the search text file path 222 are stored in the memory as a hit document list. (Step 507).

(5) Next, it is checked whether or not there is another search text file path 222 in the control file 111. If there is another search text file path 222, the process returns to step 504 and the process is repeated. The processing after step 504 is performed for the search text file path 222 (step 508).

(6) If no other search text file path 222 is found in step 508, the title 221 and the original document file storage path 223 are extracted from the hit document list stored in the memory, and the search result list is displayed. A screen (HTML) of the display area 420 is created, and the screen is displayed on the display area 420 on the Web browser (steps 509 and 510).

  FIG. 6 is a diagram for explaining an example of the folder structure and file arrangement of a DVD different from that explained with reference to FIG. 1 when an electronic document is archived on a DVD. In FIG. 6, 600 is a DVD archiver, 610 is a root folder, 611 is a control file, 620 is an "ORIGINAL" folder, and 621 (6211-1 to 621-3) is an original document.

  In the example shown in FIG. 6, the search text files 131-1 to 131-3 and the “RETRIEVAL” folder 130 for storing these search texts are deleted and the search text is stored in the control file 611. is there. However, the original document 621 itself is stored in the “ORIGINAL” folder 620 as in the case of FIG.

  FIG. 7 is a diagram for explaining a configuration example of the control file 611. In FIG. 7, 710 is archive information, and 720 (720-1 to 720-3) is original document information.

  The control file 611 stores two types of information: archive information 710 and original document information 720-1 to 720-3. The archive information 710 is information relating to an archive composed of the original document 621 stored in the DVD archiver 600. In the example shown in FIG. The original document information 720 is information related to the original documents 621-1 to 621-3 stored in the DVD archiver 600. In the example described here, since a plurality of original documents 621-1 to 621-3 are stored, this information is also repeated as many as 720-1 to 720-3. That is, in each of the original document information 720-1 to 720-3, as shown in FIG. 7, the titles 721-1 to 721-3 of the original document with respect to the original documents 621-1 to 621-3, respectively. The search text 722-1 to 722-3 created from each original document and the storage paths 723-1 to 723-3 of the original documents 621-1 to 621-3 are held.

  FIG. 8 is a diagram showing an example of a Web tool search screen when searching and referring to an original document in the DVD archiver 600 using the same Web tool as in FIG.

  As shown in FIG. 8, the search screen is configured by three display areas 800, 810, and 820 described below in the same manner as in FIG. 4, but items displayed in the display area 800 are the same as those in FIG. Different from the display area 400.

  The display area 800 displays an archive name 801, archive creator 802, archive creation date 803, and feature word 804 that are archive information stored in the DVD archiver 600. That is, the display area 800 is different from the case of FIG. 4 in that a word characterizing the DVD archiver 600 storing the original document 621 group is extracted from the search text and the feature word 804 is displayed as a display item. . With such a display function, the user can know the outline of the original document 621 included in the DVD archiver 600 simply by specifying the DVD archiver 600, and find the DVD archiver 0600 in which the original document 621 is stored. It becomes easy. In the display area 820, a list of search results is displayed as in the case of FIG.

  FIG. 9 is a flowchart for explaining a processing operation for extracting a word to be displayed as the feature word 804. Next, this will be described.

(1) First, the control file 611 in the DVD archiver 600 designated by the user is read, and a set of related electronic documents 621 may be divided and stored in a plurality of DVD archivers 600. It is determined whether there is another 600 (steps 901 and 902).

(2) If it is determined in step 902 that there is another DVD archiver 600 to be read, the process returns to step 901 to continue the process of reading the control file 611 in the DVD archiver 600 designated by the user.

(3) If it is determined in step 902 that there is no other DVD archiver 600 to be read, the search text 722 portion in all the control files 611 read in the process in step 901 is extracted (step 903).

(4) A feature word is extracted from words included in the extracted search text 722. As a technique relating to feature word extraction, for example, a technique well-known in Patent Document 1 described above may be used, and the description thereof is omitted (step 904).

(5) The feature word extracted as a word characterizing the DVD archiver 600 specified by the user in the process of step 904 is displayed in the display area of the feature word 804 in the display area 800 (step 905).

  Each processing in the above-described embodiment of the present invention can be configured as a processing program, and this processing program is stored in a recording medium such as HD, DAT, FD, MO, DVD-ROM, and CD-ROM and provided. can do.

  FIG. 10 is a block diagram illustrating a configuration example of an information processing apparatus that executes each process according to the embodiment of the present invention. In FIG. 10, 10 is a CPU, 11 is a DVD drive, 12 is an HD drive, 13 is a keyboard, 14 is a display device, 15 is a main memory (MM), 16 is an OS, 17 and 18 are application systems (AP), 19 Is a data area.

  The information processing apparatus that executes the processing in the embodiment of the present invention may be a PC, WS, or the like. As shown in FIG. 10, the CPU 10, the DVD drive 11, the HD drive 12, the keyboard 13, the display device 14, the main device, and the like. The main memory 15 includes an OS 16, a plurality of application systems 17 and 18, and a data area 19. The OS 16 and the plurality of application systems 17 and 18 are normally stored in the hard disk. When the information processing apparatus is started up, the OS 15 is downloaded into the main memory 15, and the necessary application system is the main memory 15. Downloaded in. One of the application systems is a program for processing in the embodiment of the present invention, and is executed by the CPU 10 under the control of the OS 16.

It is a figure explaining the example of the folder structure and file arrangement | positioning of DVD when an electronic document is archived on DVD. It is a figure explaining the structural example of a control file. It is a flowchart explaining the processing operation | movement which produces a DVD archive. It is a figure which shows the example of a search screen of a Web tool when searching and referring to the original document in a DVD archiver using a Web tool. It is a flowchart explaining the processing operation | movement which searches a DVD archiver using a web tool. It is a figure explaining the example of the folder structure and file arrangement | positioning of DVD different from what was demonstrated by FIG. 1 when an electronic document is archived on DVD. It is a figure explaining the structural example of the control file in FIG. FIG. 7 is a diagram showing an example of a Web tool search screen when searching and referring to the original document in the DVD archiver shown in FIG. 6 using the same Web tool as in FIG. 4. It is a flowchart explaining the processing operation which extracts the word displayed as a feature word. It is a block diagram which shows the structural example of the information processing apparatus which performs each process in embodiment of this invention.

Explanation of symbols

10 CPU
11 DVD drive 12 HD drive 13 Keyboard 14 Display device 15 Main memory (MM)
16 OS
17, 18 Application system (AP)
19 Data area 100, 600 DVD archiver 110, 610 Root folder 111, 611 Control file 120, 620 “ORIGINAL” folder 121 (121-1 to 121-3), 621 (621-1 to 621-3) Original document 130 “ "RETRIEVAL" folder 130 (130-1 to 130-3) Search text file 210, 710 Archive information 220 (220-1 to 220-3), 720 (720-1 to 720-3) Original document information

Claims (7)

In an electronic document archiving method in which an electronic document is searched and archived so as to be referable on an external medium using an information processing apparatus, a search text is created from the electronic document and the file position of the electronic document stored in the external medium and the search text A method of archiving an electronic document, comprising: creating control information that associates a file position with each other; and storing a file of the electronic document, search text, and control information in an external medium. In an electronic document archiving method in which an electronic document is searched and archived so as to be referable on an external medium using an information processing apparatus, a search text is created from the electronic document and the file position of the electronic document stored in the external medium and the search text An electronic document archive characterized by creating information associating a file position, creating control information including this information and the search text, and storing the electronic document and control information file in an external medium Method. When the electronic document is an image document, the search text is created by OCRing the image document to create the search text, and when the electronic document is an application document including the text, 3. The electronic document archiving method according to claim 1, wherein the method is performed by extracting text from the electronic document and creating a search text. 2. The electronic document according to claim 1, wherein a full-text search is performed on a search text of an external medium in which the electronic document is archived, and a file position of the electronic document associated with the searched search text is extracted from the search result. Archiving method. 5. The electronic document archiving method according to claim 4, wherein feature words are extracted from the search text and displayed. A processing program for searching and archiving an electronic document on an external medium using an information processing apparatus, the processing program creating search text from the electronic document, the file position of the electronic document stored on the external medium, and the search text A processing program for executing a process for creating control information for associating a file position of a file and a process for storing a file of an electronic document, a search text, and control information in an external medium. A processing program for searching and archiving an electronic document on an external medium using an information processing apparatus, the processing program creating search text from the electronic document, the file position of the electronic document stored on the external medium, and the search text Creating information for associating the file position of the document, creating control information including the information and the search text, and storing the file of the electronic document and the control information in an external medium. A processing program characterized by

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