JP4600665B2 - Document management method and document management system - Google Patents

Description

  The present invention relates to a document management method and a document management system for managing updatable documents.

  As a document management device that manages multiple documents, an unnecessary document is determined by comparing a discard date with an unnecessary document search date for a document registered with a specified discard date. It is known to delete (see Patent Document 1). It is also known to store a table representing the relationship between a document created by duplication and a document that is the origin of duplication, and display a duplication history (see Patent Document 2).

JP-A-2-310668 JP-A-5-324438

  However, in the above-described conventional example, for example, when a new document is created by updating a part of the content of a document, an unnecessary document having a similar content is saved without being suppressed. there were.

  SUMMARY An advantage of some aspects of the invention is that it provides a document management method and a document management system that can prompt a user to discard a document that becomes unnecessary when the document is updated.

A feature of the present invention is that storage data for storing updatable document data, notification destination data indicating a notification destination to be notified of predetermined information, and document data for updating the document data stored in the storage means An update unit; a transmission unit that transmits predetermined information to a notification destination according to notification destination data stored in the storage unit when the document data update unit updates the document data stored in the storage unit; A receiving unit that receives predetermined information transmitted by the transmitting unit at a notification destination, and a printing unit that prints a document according to document data stored in the storage unit, and the printing unit prints the document; The storage unit is in a document management system that further stores notification destination data in which the printing unit is a notification destination . That is, when the document data stored in the storage unit is updated, predetermined information is transmitted / received in accordance with the notification destination data, so that the user is prompted to discard a document that becomes unnecessary when the document is updated. it can. Furthermore, even when the document data stored in the storage unit is updated for a printed document, predetermined information is notified according to the notification destination data, so that the document becomes unnecessary when the document is updated. Can be urged to be discarded by the user .

  Preferably, when the document data stored in the storage unit is updated, the transmission unit transmits information indicating that the document data stored in the storage unit is updated to the notification destination.

  Preferably, the storage unit further includes a copy creation unit that creates a copy of the document data stored therein, and when the copy creation unit creates a copy of the document data, the storage unit includes the copy creation unit. Is further stored. Therefore, even if the copy creation means creates a copy of the document data, when the document data is updated, predetermined information is notified according to the notification destination data, so that it becomes unnecessary by updating the document. It is possible to prompt the user to discard the document.

  Preferably, when the document data stored in the storage unit is updated after the copy creation unit creates a copy of the document data, the transmission unit copies the document data created by the copy creation unit. Is sent to the notification destination according to the notification destination data with the copy creation means as the notification destination. Therefore, even if the copy creation means creates a copy of the document data, if the document data is updated, the document data copy is instructed to be discarded. Can be encouraged.

  In addition, preferably, it further includes a copy deletion unit that deletes a copy of the document data, and when the document data stored in the storage unit is updated, the copy deletion unit is a document created by the copy creation unit. Delete data replicas. Therefore, when the document data stored in the storage unit is updated, the copy deletion unit deletes the copy of the document data even if the user does not delete the copy of the document data. It can be prevented from being stored.

  Preferably, when the document data stored in the storage unit is updated, the transmission unit transmits the updated document to the notification destination according to the notification destination data stored in the storage unit. That is, when the document data stored in the storage unit is updated, the updated document is transmitted according to the notification destination data without an instruction from the user.

  Preferably, when the copy deletion unit deletes the copy of the document data, the storage unit further stores that the copy deletion unit has deleted the copy of the document data. Preferably, the apparatus further includes an information output unit that outputs information indicating that the copy deletion unit has deleted the copy of the document data when the copy deletion unit has deleted the copy of the document data. Preferably, the apparatus further includes control means for controlling the output of the information output means. Therefore, it is possible to facilitate management of deletion of duplicate document data.

  Preferably, when the document data stored in the storage unit is updated after the printing unit prints the document, the transmission unit includes information for instructing to discard the document printed by the printing unit, The information is transmitted to the notification destination according to the notification destination data with the printing means as the notification destination.

  According to the present invention, it is possible to prompt the disposal of a document that becomes unnecessary when the document is updated.

Next, embodiments of the present invention will be described with reference to the drawings.
FIG. 1 shows the configuration of a document management system 1 according to an embodiment of the present invention. As shown in FIG. 1, the document management system 1 includes a server 10 connected via, for example, a network 2 and a plurality of clients such as PCs (personal computers) 12, 14, 16 and a printer 18.

  The server 10 includes a storage device that stores a document management database 3 to be described later and a CPU (both not shown), and manages and controls a plurality of clients constituting the document management system 1.

  Each of the PCs 12, 14, and 16 is set with a unique client ID so that a document can be created and updated (revised / overwritten). The client ID may be, for example, each client's IP address, MAC address, mail address, or telephone number (FAX number). Each of the PCs 12, 14, and 16 has the same function, for example, and can access the document management database 3 according to the control of the server 10. For example, a document-specific ID ( Document data is generated with a document ID), the client ID is associated with the document ID, a client access right is set for the document data, and the client ID associated with the document data and the document ID is assigned to the server 10. Send to.

The printer 18 is a multifunction machine having functions such as a facsimile machine and a copying machine, and has a unique client ID. Further, the printer 18 prints an image such as a document in accordance with the control of the server 10 or the PCs 12, 14, and 16.
As described above, each client is set with a unique client ID so that the client set with the client ID associated with the document ID included in the document data has an access right to the document data. Is set. For example, the PC 12 associates the client ID with the client ID of the document ID, the client ID of the PC 14 and the client ID of the printer 18 and transmits them together with the document data to the server 10. 14 and the printer 18 are given access rights.

In FIG. 2, the configuration of the document management database 3 stored in the server 10 is shown.
As shown in FIG. 2, the document management database 3 includes a first document database 30 and a second document database 32, for example. The first document database 30 and the second document database 32 each have a document data storage area 300, an access right / notification destination data storage area 302, and a log information storage area 304.

The document data storage area 300 stores document data transmitted from, for example, the PCs 12, 14, and 16. Note that the document data transmitted from the PCs 12, 14, and 16 includes, for example, a document ID as described above.
The access right / notification destination data storage area 302 stores a client ID that the PCs 12, 14, and 16 transmit together with document data in association with each document ID. Further, the client whose client ID is stored in the access right / notification destination data storage area 302 has access right to the document data specified by the document ID, and the document data specified by the document ID under the control of the server 10. Is updated, information indicating that the document data has been updated is a notification destination to be notified. That is, the client ID stored in the access right / notification destination data storage area 302 is also notification destination data for notifying information when the document data specified by the document ID is updated.
The log information storage area 304 of the first document database 30 and the second document database 32 stores the history of access to the document management database 3 by the PCs 12, 14, and 16 as log information.

Next, each operation performed by the PCs 12, 14, and 16 will be described using the PCs 12 and 14 as an example.
FIG. 3 is a flowchart showing processing (S10) in which the PC 12 creates a document and registers it in the document management database 3.
As shown in FIG. 3, in step 100 (S100), the PC 12 creates a document in response to a user operation.

  In step 102 (S102), the PC 12 designates a document created in the process of S100 or a document to be registered in the server 10 from a stored document in accordance with a user operation.

  In step 104 (S104), the PC 12 stores, for example, either the first document database 30 or the second document database 32 of the document management database 3 in accordance with a user's operation, as a document registration destination database (registration destination DB). Specify as.

  In step 106 (S106), the PC 12 designates a client ID in accordance with a user operation, thereby setting an access right for document data to be registered for an arbitrary client constituting the document management system 1. For example, the PC 12 sets the access rights for the document data to be registered to the PCs 12 and 14 by specifying the client IDs of the PC 12 (self) and the PC 14.

  In step 108 (S108), the PC 12 generates a unique document ID for the document created in the process of S100, and generates document data including the document ID.

  In step 110 (S110), the PC 12 transmits to the server 10 data indicating a document (including a document ID), an access right, registration destination DB information, and a registered client ID indicating a client that registers the document.

  In step 112 (S112), the PC 12 receives a document registration notification from the server 10 that has received the data transmitted in the process of S110.

FIG. 4 is a flowchart showing a process (S20) in which the PC 14 acquires a document created by the PC 12.
As shown in FIG. 4, in step 200 (S200), the PC 14 designates a registration destination DB in which a document to be acquired is registered according to a user operation.

  In step 202 (S202), the PC 14 sends a document data transmission request with data indicating the registration destination DB information in which the document to be acquired is registered, the client ID of the PC 14 (self), and the document ID of the document to be acquired. 10 is transmitted.

  In step 204 (S204), the PC 14 determines whether or not an access (acquisition) permission has been received from the server 10. If received, the process proceeds to S206, and if not received, the process ends. For example, when the PC 12 has given the access right to the PC 14 by transmitting the client ID of the PC 14, the PC 14 receives the access (acquisition) permission from the server 10, and proceeds to the process of S206.

  In step 206 (S206), the PC 14 receives the document data transmitted from the server 10, and acquires a copy of the document created by the PC 12.

FIG. 5 is a flowchart showing a process (S30) of updating a document created by the PC 12 and acquired by the PC 14.
As shown in FIG. 5, in step 300 (S300), the PC 14 changes the document acquired by the process of S20 or the like according to the user's operation, and performs revision / overwriting of the document.

  In step 302 (S302), the PC 14 designates a registration destination DB for registering the document changed in the process of S300 in accordance with a user operation.

  In step 304 (S304), registration destination DB information for updating and registering the document, the client ID of the PC 14 (self), and data indicating the document ID of the document to be updated and registered are transmitted to the server 10, and an update request for document data is made. Do.

  In step 306 (S306), the PC 14 determines whether or not an access (update) permission has been received from the server 10. If received, the process proceeds to S308, and if not received, the process ends. For example, when the PC 12 has given the access right to the PC 14 by transmitting the client ID of the PC 14, the PC 14 receives an access (update) permission from the server 10, and proceeds to the processing of S308.

  In step 308 (S308), the PC 14 transmits the updated document data (including the document ID) to the server 10.

  In step 310 (S310), the PC 14 receives a document update notification from the server 10 that has received the data transmitted in the process of S308.

FIG. 6 is a flowchart showing a process (S40) in which the PC 12 discards (deletes) the document created by the PC 12.
As shown in FIG. 6, in step 400 (S400), the PC 12 designates a registration destination DB in which documents to be discarded are registered in accordance with a user operation.

  In step 402 (S402), the PC 12 transmits, to the server 10, registration destination DB information in which the document to be discarded is registered, the client ID of the PC 12 (self), and the document ID of the document to be discarded. Request to discard old document data.

  In step 404 (S404), the PC 12 determines whether or not access (deletion) permission has been received from the server 10. If received, the process proceeds to S406, and if not received, the process ends. For example, when the PC 12 transmits the client ID of the PC 12 (self) and grants the access right to the PC 12, the PC 12 receives access (deletion) permission from the server 10 and proceeds to the process of S406.

  In step 406 (S406), the PC 12 transmits a data discard (deletion) instruction to the server 10 so that the server 10 discards the old (pre-update) document data registered in the designated registration destination DB. .

  In step 408 (S408), the PC 12 receives a document discard notification from the server 10 that has received the instruction transmitted in the process of S406.

Next, each operation executed by the server 10 will be described.
FIG. 7 is a flowchart illustrating a process (S50) in which the server 10 saves (stores) a document transmitted by the PC 12, for example.
As shown in FIG. 7, in step 500 (S500), the server 10 indicates the document (including the document ID) transmitted by the PC 12, the access right, the registration destination DB information, and the registered client ID indicating the client that registers the document. Receive data.

  In step 502 (S502), the server 10 stores the received document data (including the document ID) in the document data storage area 300 of the registration destination DB according to the registration destination DB information received in the process of S500.

  In step 504 (S504), the server 10 stores the access right (client ID associated with the document ID) received in the process of S500 in the access right / notification destination data storage area 302 of the designated registration destination DB. .

  In step 506 (S506), the server 10 correlates each information received in the process of S500, for example. For example, the server 10 associates document data with a registered client ID indicating a client that has requested registration of the document data.

  In step 508 (S508), the server 10 stores the history of access to the document management database 3 by the PC 12 as log information.

  In step 510 (S510), the client ID indicating the client having the access right is also the notification destination data for notifying the information when the document data is updated as described above. The server 10 transmits a document registration notification to each client corresponding to the client ID stored in the destination data storage area 302. Information such as a document registration notification transmitted by the server 10 may be output to an output device of each client (a display device of the PC 12, 14, 16 or a sheet printed by the printer 18).

FIG. 8 is a flowchart showing a process (access authority process: S60) in which the server 10 determines whether or not the client has an access right when the client applies for access permission to the document management database 3.
As shown in FIG. 8, in step 600 (S600), the server 10 registers the registration destination DB information that is the target of the access permission application from the client, the client ID of the client that is applying for the access permission, and the target of the access permission application. Data indicating the document ID of the document to be received is received.

  In step 602 (S602), the server 10 compares the client ID for each document ID stored in the access right / notification destination data storage area 302 with the client ID and document ID received in step S600. It is determined whether or not the client set with the client ID received in the process is permitted to access the document specified by the document ID. If the access is not permitted, the process proceeds to S604. If access is permitted, the process proceeds to S606.

  In step 604 (S604), the server 10 notifies the client who applied for access permission to the document management database 3 that the document access is not permitted (not permitted).

  In step 606 (S606), the server 10 notifies the client that has requested access permission to the document management database 3 to permit document access.

  In step 608 (S608), the server 10 needs to determine whether it is necessary to transmit document data to the client who applied for access permission to the document management database 3, and needs to transmit the document data. If there is, the process proceeds to S610. If it is not necessary to transmit, the process proceeds to S612. For example, if the client has applied for access permission to the document management database 3 in order to acquire document data, the server 10 proceeds to the process of S610.

  In step 610 (S610), the server 10 transmits a copy of the document data to the client who applied for access permission.

  In step 612 (S612), the server 10 stores the history that the PC 12 has accessed the document management database 3 as log information.

FIG. 9 is a flowchart showing processing (S70) in which the server 10 updates the document data stored in the document management database 3.
As shown in FIG. 9, in S <b> 60 (see FIG. 8), the server 10 performs a process (access authority process) for determining whether or not the client who has applied for access permission has the access right.

  In step 700 (S700), the server 10 specifies document data to be updated based on the document ID.

  In step 702 (S702), the server 10 receives the updated document data (including the document ID) from the client that has given access permission.

  In step 704 (S704), the server 10 stores the updated document data (including the document ID) received in the process of S702 in the document data storage area 300.

  In step 706 (S 706), for each client corresponding to the client ID stored in the access right / notification destination data storage area 302, the server 10 discards the document update notification or the old (before update) document data, for example. Send instructed information.

  In step 708 (S708), the history of access to the document management database 3 by the client to which access is permitted is stored as log information.

FIG. 10 is a flowchart showing the process (S80) in which the server 10 discards the document data stored in the document management database 3.
As shown in FIG. 10, in S <b> 60 (see FIG. 8), the server 10 performs a process (access authority process) for determining whether or not there is an access right of a client who applied for access permission.

  In step 800 (S800), the server 10 receives an instruction to discard (delete) document data from the client who applied for access permission.

  In step 802 (S802), the server 10 determines whether or not the document data to be discarded has been updated. If it has not been updated, the server 10 proceeds to the processing of S804, and if it has been updated, proceeds to the processing of S806. .

  In step 804 (S804), the server 10 notifies the client that has transmitted a document data discard (deletion) instruction that the document data cannot be deleted.

  In step 806 (S806), the server 10 deletes the old (pre-update) document data stored in the document management database 3.

  In step 808 (S 808), the server 10 transmits a document discard notification to the notification destination client stored in the access right / notification destination data storage area 302.

  In step 810 (S810), the server 10 stores, as log information, the history of access to the document management database 3 by the client that transmitted the document data discard (deletion) instruction.

Next, an example of the overall operation of the document management system 1 will be described.
FIG. 11 is a process sequence diagram illustrating an example of a process in which the document management system 1 discards a document that has become unnecessary due to the update of document data.
As shown in FIG. 11, for example, the PC 12 that is the client A performs document creation / registration processing, thereby allowing the server 10 to associate document data (including the document ID) and access right (corresponding to the document ID). Client ID), registration destination DB information, and data indicating a registered client ID indicating a client for registering a document are transmitted. For example, the PC 12 grants the access right to the document data to the PC 12 (self) and the PC 14 and transmits the client ID so that the PCs 12 and 14 are the notification destinations.

  When the server 10 receives the data from the PC 12, the server 10 stores the document data, the access right of the document data, and the log information (access history) in the document management database 3 by performing a document saving process. 14 sends a document registration notification.

  The PC 14 that has received the document registration notification from the server 10 acquires, for example, document data and updates the registration destination DB information that is the object of the access permission application, the client ID of the PC 14, and the document that is the object of the access permission application. An application for access permission is made by transmitting a document data transmission request accompanied by data indicating the document ID to the server 10.

  Upon receiving an access permission application for requesting transmission of document data, the server 10 determines that the PC 14 has the access right by performing access authority processing, and sends a document access permission notification and document data to the PC 14. Send to.

Next, the PC 14 transmits the updated document data to the server 10 by a document update process for changing the received document data.
When the PC 14 receives the document data created by the PC 12, the access authority process is performed by the server 10, so that the server 10 newly performs the access authority process by using log information, for example. Instead, the updated document data may be transmitted to the server 10.

  The server 10 performs update processing of the updated document data received from the PC 14, stores the updated document data in the document management database 3, and transmits, for example, a document update notification to the notification destination PCs 12 and 14.

  Next, the PC 12 that has received the document update notification from the server 10 discards the old (pre-update) document data stored in the document management database 3, and the registration destination DB information that is the object of the access permission application, the PC 12 A request for discarding old document data accompanied by data indicating the client ID and the document ID of the document to be applied for access permission is sent to the server 10 to apply for access permission.

  Upon receiving an access permission application for discarding old document data, the server 10 determines that the PC 12 has the access right by performing access authority processing, and transmits a document access permission notification to the PC 12. To do.

  Next, the PC 12 transmits a data discard (deletion) instruction to the server 10 so that the server 10 discards the old (pre-update) document data stored in the document management database 3.

  When the server 10 receives a data discard (deletion) instruction from the PC 12, the server 10 discards the old document data stored in the document management database 3 by the document discard process, and sends a document discard notification to the PCs 12 and 14 that are notification destinations. Send.

  In the overall operation example of the document management system 1 illustrated in FIG. 11, the server 10 receives the document discard instruction from the PC 12 and performs the document discard process to discard the old document data. Without being limited thereto, for example, the server 10 may discard the old document data stored in the document management database 3 by transmitting the updated document data from the PC 14, and further notify The server 10 may discard (delete) the old document data stored in the PC 12 or the like, and the log information storage area 304 may store the discarded result.

  When the printer 18 requests document data from the server 10 and prints a document according to the document data, the document management system 1 stores the client ID of the printer 18 in the access right / notification destination data storage area 302. When the document data stored in the document data storage area 300 is updated, the printer 18 may print a document update notification or the like. When the document data stored in the document data storage area 300 is updated, the server 10 may transmit the updated document data to each client that is a notification destination.

It is a block diagram which shows the structure of the document management system which concerns on embodiment of this invention. It is a block diagram which shows the structure of the document management database memorize | stored in the server. It is a flowchart which shows the process (S10) in which a PC creates a document and registers it in a document management database. It is a flowchart which shows the process (S20) which PC acquires the document produced by PC. It is a flowchart which shows the process (S30) which updates the document which PC produced and the PC acquired. It is a flowchart which shows the process (S40) which PC discards (deletes) the document produced by PC. It is a flowchart which shows the process (S50) by which a server preserve | saves (stores) the document which PC transmitted. It is a flowchart which shows the process (access authority process: S60) which a server judges the presence or absence of an access right of a client when a client applies for access permission with respect to a document management database. It is a flowchart which shows the process (S70) by which a server updates the document data memorize | stored in the document management database. It is a flowchart which shows the process (S80) which a server discards the document data memorize | stored in the document management database. FIG. 10 is a processing sequence diagram illustrating an example of processing in which a document management system discards a document that is no longer needed due to update of document data.

Explanation of symbols

DESCRIPTION OF SYMBOLS 1 ... Document management system 10 ... Server 12, 14, 16 ... PC
DESCRIPTION OF SYMBOLS 18 ... Printer 2 ... Network 3 ... Document management database 30 ... First document database 32 ... Second document database 300 ... Document data storage area 302 ... Access right / Notification destination data storage area 303... Log information storage area

Claims (10)

Storage means for storing updatable document data and notification destination data indicating a notification destination to which predetermined information should be notified;
Document data updating means for updating the document data stored in the storage means;
A transmission unit that transmits predetermined information to the notification destination according to the notification destination data stored in the storage unit when the document data update unit updates the document data stored in the storage unit;
Receiving means for receiving the predetermined information transmitted by the transmitting means at a notification destination ;
Printing means for printing a document in accordance with document data stored in the storage means;
Have
The document management system according to claim 1, wherein when the printing unit prints a document, the storage unit further stores notification destination data with the printing unit as a notification destination . When the document data to which the storage means stores is updated, the transmission unit, according to claim 1, characterized in that transmits information indicating that the document data to which the storage means stores is updated to notify Document management system described. A copy creation unit for creating a copy of the document data stored in the storage unit; and when the copy creation unit creates a copy of the document data, the storage unit is notified of the copy creation unit as a notification destination. document management system according to claim 1 or 2, wherein the further store the previous data. When the document data stored in the storage unit is updated after the copy creating unit creates a copy of the document data, the transmitting unit is information for instructing to discard the copy of the document data created by the copy creating unit 4. The document management system according to claim 3 , wherein: is transmitted to a notification destination according to notification destination data in which the copy creation unit is a notification destination. A copy deletion unit for deleting a copy of the document data; and when the document data stored in the storage unit is updated, the copy deletion unit deletes the copy of the document data created by the copy creation unit. 5. The document management system according to claim 3 or 4, The document data stored in the storage unit is updated, and the transmission unit transmits the updated document to the notification destination according to the notification destination data stored in the storage unit. 5. The document management system according to 5 . The document management according to claim 5 or 6 , wherein when the copy deletion unit deletes a copy of the document data, the storage unit further stores that the copy deletion unit has deleted the copy of the document data. system. If the replica deletion unit deletes the copy of the document data, claims 5 to 7 wherein the replica deletion unit, characterized in that it further comprises an information output means for outputting information indicating that deleting the copy of the document data Any document management system. The document management system according to claim 8 , further comprising a control unit that controls output of the information output unit. When the document data stored in the storage unit is updated after the printing unit prints the document, the transmission unit notifies the printing unit of information for instructing to discard the document printed by the printing unit. The document management system according to claim 1 , wherein the document management system transmits to the notification destination according to the notification destination data.

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