JP7475204B2 - FOLDER MANAGEMENT DEVICE AND FOLDER MANAGEMENT SYSTEM - Google Patents

Description

The present invention relates to a folder management device that manages folders in which electronic files related to building management operations are stored, and a folder management system that includes the same.

Clients such as building owners outsource management tasks such as building security, cleaning, and facility management to building management companies (hereafter also referred to as BMs). Workers belonging to BMs are stationed in the building full time and engage in management tasks. The workers also prepare work records such as daily work reports to be submitted to the client, handover documents for daytime and nighttime work, and the results of facility inspections of the building. While such work records are often prepared by hand, they can also be prepared as electronic files, and electronic files need to be managed while maintaining information security.

Patent Document 1 discloses a facility operation management system that stores information related to the operation of facilities such as apartment buildings in a database on a server, and allows multiple personal computers (hereafter referred to as PCs) to access the information via a network. The database includes a facility management database into which information is written by a management company that has been entrusted with the management of the facility, and when accessing the database from a PC, an identification number and password are required to be entered.

Patent document 2 discloses that a gateway server that connects to a file server and client terminals via a network performs control so that, among the folders and files held by the file server, only those folders and files to which the user of the client terminal has access rights are displayed on the client terminal.

JP 2002-288303 A JP 2010-129028 A

Meanwhile, business record files, which are electronic files created by workers engaged in management tasks, are stored, for example, on a shared PC or individual PC at the building management site. There are few people with advanced skills in IT systems and information security at building management sites, and there are cases, for example, where an environment has not been created that makes it easy for workers to access business record files, or where workers can access business record files for management tasks that they are not engaged in. Furthermore, if business record files for multiple management tasks in the same building are stored in various locations, the client who entrusted the building management tasks cannot access them comprehensively. There is a demand for improving the convenience of access to electronic files related to building management tasks and information security.

The object of the present invention is to improve the convenience of accessing electronic files related to building management operations and information security.

The folder management device of the present invention is a folder management device that is connected to a plurality of information terminal devices via a network and manages folders in which electronic files related to building management work are stored, and includes a folder generation unit that generates a building folder in which information about the building is stored, and a task folder that is stored in the building folder and is provided for each management work in the building and in which the electronic files are stored, and an access management unit that permits an information terminal device operated by a client who entrusts the management work to access folders and electronic files below the building folder, and the access management unit permits an information terminal device operated by a worker who has been entrusted with the management work to access folders and electronic files below the task folder corresponding to the management work engaged in by the worker, and prohibits access to the task folder and below corresponding to management work not engaged in by the worker.

According to this configuration, the folder generation unit generates a folder structure for each building and each management task of the same building, which allows easy access to electronic files related to management tasks. The client can comprehensively check the electronic files related to each management task of a building by viewing the folders and electronic files under the building folder. Workers engaged in management tasks are permitted to access the task folder for the management task they are engaged in, while being prohibited from accessing the task folder for management tasks they are not engaged in, thereby ensuring the information security of electronic files.

In the folder management device of the present invention, the folder generation unit may generate a plurality of building folders corresponding to a plurality of buildings, and the access management unit may prohibit an information terminal device operated by a worker engaged in work in a plurality of buildings from moving or copying folders and electronic files below a business folder for which access is permitted in the building folder to a business folder for which access is permitted in another building folder.

This configuration can prevent workers from inadvertently moving or copying electronic files across buildings.

In the folder management device of the present invention, the folder generation unit may generate two building folders corresponding to two buildings belonging to different clients, and the access management unit may prohibit information terminal devices operated by the workers engaged in work in the two buildings from moving or copying folders and electronic files below a business folder for which access is permitted in one of the building folders to a business folder for which access is permitted in the other building folder.

This configuration can prevent workers from inadvertently moving or copying electronic files across two buildings belonging to different clients.

In the folder management device of the present invention, a command to change the contractor of a specific management task among the multiple management tasks for the building and a handover time are received from an information terminal device operated by the client, and the access management unit, after receiving the command, allows an information terminal device operated by a new contractor who has been newly entrusted with the specific management task and is engaged in the task to access folders and electronic files below the task folder corresponding to the specific management task, and after the handover time has elapsed since receiving the command, the access management unit prohibits an information terminal device operated by a former worker who has been entrusted with the specific management task and is engaged in the task before the command from accessing folders and electronic files below the task folder corresponding to the specific management task.

According to this configuration, when the contractor for the building management work is changed, both the previous operator and the new contractor are permitted to access the work folder only during the handover time, so that the handover can be carried out using electronic files in the work folder, and after the handover time has passed, the previous operator is prohibited from accessing the work folder, so the information security of the work folder can also be guaranteed.

The folder management device of the present invention may include a reception unit that receives the name of the building, the management tasks for the building, and the entrusted corporation that will be entrusted with each of the management tasks, and a user registration unit that generates an ID and password for the worker belonging to the entrusted corporation that the reception unit has received, and that associates the ID and password with the building management tasks entrusted to the entrusted corporation to which the worker belongs, and registers them in a user management database. The folder generation unit generates the building folder and each of the task folders based on the name of the building and each of the management tasks that the reception unit has received, and the access management unit, when the ID and password are input from an information terminal device operated by the worker and access to the task folder is requested, authenticates the worker based on the ID and password, and permits access to the task folder corresponding to the building management task associated with the ID in the user management database.

The folder management device of the present invention includes a user management database that stores the ID and password of the client in association with the name of the building to which the client entrusts management services, and a user registration unit that authenticates the client based on input of the ID and password of the client from an information terminal device operated by the client, receives input of the name of the building to which the client entrusts management services, a plurality of management services in the building, the entrusted corporations that will undertake each of the management services, and the person in charge of each of the entrusted corporations, generates the ID and password of each of the persons in charge, and registers the ID and password of each of the persons in charge and the management services of the building entrusted to the entrusted corporations to which each of the persons in charge belongs in association with each other and in the user management database, and the folder generation unit generates the building folder and each of the business folders based on input of the name of the building and each of the management services from the information terminal device operated by the client, and the user registration unit authenticates the person in charge based on input of the ID and password of the person in charge from an information terminal device operated by the person in charge, and registers the person in charge The system may also be configured to accept input of the worker belonging to the entrusted corporation to which the client belongs and the building management work to be performed by the worker, generate an ID and password for the worker, and register the ID and password of the worker in the user management database in association with the building management work to be performed by the worker; when the ID and password of the client are input from an information terminal device operated by the client to request access to the building folder, the access management unit authenticates the client based on the ID and password of the client and permits access to the building folder corresponding to the building associated with the ID of the client in the user management database; when the ID and password of the worker are input from an information terminal device operated by the worker to request access to the work folder, the access management unit authenticates the worker based on the ID and password of the worker and permits access to the work folder corresponding to the building management work associated with the ID of the worker in the user management database.

The folder management system of the present invention includes a folder management device that manages folders in which electronic files related to building management work are stored, an information terminal device for a client that is used by a client who entrusts multiple management tasks, and an information terminal device for a worker that is used by a worker engaged in any of the multiple management tasks. The folder management device, the information terminal device for the client, and the information terminal device for the worker are connected via a network. The folder management device includes a folder generation unit that generates a building folder in which information about the building is stored, and a task folder that is stored in the building folder and is provided for each management task in the building and contains the electronic files, and an access management unit that allows the information terminal device for the client to access folders and electronic files below the building folder. The access management unit allows the information terminal device for the worker to access folders and electronic files below the task folder corresponding to the management task in which the worker is engaged, and prohibits access to the task folder and below corresponding to management tasks in which the worker is not engaged.

The present invention can improve the convenience of accessing electronic files related to building management operations and information security.

FIG. 1 is a diagram illustrating an overall configuration of a folder management system. FIG. 2 is a functional block diagram of a folder management device. FIG. 2 is a diagram illustrating an example of a folder group provided by a folder management device. FIG. 13 is a diagram showing an example of an access screen for a folder group of a client. FIG. 13 is a diagram showing an example of a screen for accessing folders by a BM manager; FIG. 13 is a diagram showing an example of a screen for accessing folders by a BM worker; FIG. 2 is a diagram for explaining the authority of each user of the folder management system. FIG. 13 is a diagram showing a flow of user registration and automatic folder generation. FIG. 11 illustrates an example of a user management database. FIG. 13 is a diagram showing an example of a screen for issuing a user ID of a BM manager. FIG. 13 is a diagram showing an example of a screen for issuing a user ID for a BM worker. 11 is a diagram for explaining a process of aggregating access rights to one user ID when the same user has multiple user IDs. FIG. 11 is a diagram for explaining a process of aggregating access rights to one user ID when the same user has multiple user IDs. FIG. 11 is a diagram for explaining a process of aggregating access rights to one user ID when the same user has multiple user IDs. FIG. FIG. 13 is a diagram showing an example of an access screen for a folder group including a plurality of entrustor folders. FIG. 13 is a diagram for explaining a process at the time of taking over a management task. FIG. 13 is a diagram for explaining a process at the time of taking over a management task. FIG. 13 is a diagram for explaining a process at the time of taking over a management task.

The following describes in detail an embodiment of the present invention with reference to the accompanying drawings. The configurations described below are examples for explanatory purposes and can be modified as appropriate to suit the specifications of the system or device. Furthermore, when multiple embodiments or variations are included below, it is assumed from the beginning that their characteristic parts will be used in appropriate combination. The same elements are given the same reference numerals in all drawings, and duplicate explanations will be omitted.

Figure 1 is a diagram showing a schematic diagram of the overall configuration of a folder management system 10 according to this embodiment. The folder management system 10 includes a folder management device 12 that manages folders in which electronic files related to building management are stored, an information terminal device 16 operated by a client (owner, property management company, etc.) who entrusts the building management work, an information terminal device 18 operated by a manager of a BM (management company) that accepts the building management work, information terminal devices 20A and 20B operated by BM workers engaged in building management work, and an information terminal device 14 operated by a system administrator. Note that a property management company (hereinafter referred to as PM) is a company that is entrusted by a building owner to manage building assets, and the PM entrusts the building management work to the BM on behalf of the owner. The owner may be a corporation or a natural person.

The folder management device 12 and information terminal devices 14, 16, 18, 20A, 20B are connected to each other via a network 22 such as the Internet or an intranet. Although not shown in FIG. 1, the folder management system 10 can include multiple information terminal devices 16 of client companies, multiple information terminal devices 18 of BM managers, and multiple information terminal devices 14 of system administrators, and the number of information terminal devices 20A (20B) of BM workers can be one or three or more.

Each of the information terminal devices 14, 16, 18, 20A, 20B is, for example, a PC, a smartphone, a tablet terminal, etc. A web browser is installed in each of the information terminal devices 14, 16, 18, 20A, 20B, and the web browser is used to access and log in to a web page provided by the folder management device 12. This makes it possible to access a group of folders (described below) provided by the folder management device 12. The information terminal device 20A (20B) of the BM worker may be an information terminal device possessed by each BM worker, or may be a PC placed in, for example, a management office of a building and shared by multiple BM workers.

The folder management device 12 is a server that provides services and resources in response to requests from multiple information terminal devices, and may be, for example, a server on the cloud. The folder management device 12 provides a web page including a login screen, and provides services including access to the folders that the folder management device 12 owns to each information terminal device. Each user can use the services of the folder management device 12 by inputting a user ID and password on the login screen using the information terminal device.

An example of the hardware configuration of the folder management device 12 is shown inside the dashed line in FIG. 1. The folder management device 12 includes, for example, a processor 30, a ROM 36, a RAM 38, a hard disk drive (HDD) 40, a communication unit 42 such as a network card, an input unit 32 such as a mouse or keyboard, and a display unit 34 such as a display, which are connected to a bus 46. The processor 30 may be composed of one or more CPUs, and each of the multiple CPUs may be located physically separate from each other. As shown in FIG. 2, the folder management device 12 functions as a reception unit 60, a user registration unit 62, a folder generation unit 64, an access management unit 66, a user management database 68, and a folder group 70 by the processor 30 executing a program stored in the HDD 40 or the like.

The management work of a building includes security, cleaning, and facility management (hereinafter simply referred to as facilities), and one or more BM workers are stationed in the building and engage in the management work assigned to them. Facility management is, for example, the work of operating the building's blinds, lighting, air conditioning, etc. at the request of building occupants and checking for any abnormalities. The workers also create business records such as daily work reports, handover documents for daytime and nighttime work, and the results of facility inspections of the building. In this embodiment, the workers create business records as electronic files. The workers log in to the service of the folder management device 12 from the information terminal device 20A (20B) and place the created electronic file in a business folder, which is part of the folder group. In the following, the electronic file of the business record is also referred to as the business record file.

Figure 3 is a diagram showing an example of a folder group 70 provided by the folder management device 12. The folder group 70 includes a plurality of basic folder groups 72 and a plurality of BM individual folders 90, which are automatically generated and their access rights are automatically set as described below. The basic folder group 72 includes a client folder 80 whose folder name includes the identification information of the client, a building folder 82 that is located directly under the client folder 80 and whose folder name includes the identification information of the building for which the client entrusts the management work, and a business folder 84 that is located directly under the building folder 82 and whose folder name includes the identification information of the management work of the building. The folder with the folder name "common" in Figure 3 is a business folder that contains electronic files, etc. that are shared by multiple management works, and hereinafter this folder is referred to as a common business folder 84a. The basic folder group 72 is provided for each client. The BM individual folder 90 is a folder that is provided for each BM and whose folder name includes the identification information of the BM.

The worker places (uploads) the business record file in the business folder 84 that corresponds to the management work of the building in which the worker is engaged. For example, if the worker is engaged in the work of "facilities management" of "Building A", the worker places the business record file in the business folder 84 with the folder name "facilities" that is located directly under the building folder 82 with the folder name "Building A" in FIG. 3.

Figures 4, 5 and 6 are examples of folder group access screens displayed on each information terminal device 16, 18, 20A (20B) when each information terminal device 16, 18, 20A (20B) logs in to the folder management device 12 service. Figure 4 is an example of a folder group access screen displayed on the information terminal device 16 operated by the client, Figure 5 is an example of a folder group access screen displayed on the information terminal device 18 operated by the BM manager, and Figure 6 is an example of a folder group access screen displayed on the information terminal device 20A (20B) operated by the BM worker. Figures 4, 5 and 6 show an example in which the business folder 84 "Facilities" in the building folder 82 "Building A" is opened and the electronic files 500 and any folders 502 in the business folder 84 "Facilities" are displayed in a list.

The access management unit 66 of the folder management device 12 manages whether access to each folder is permitted or not permitted from the information terminal device operated by each user. Specifically, as shown in FIG. 4, the access management unit 66 permits the trustor's information terminal device 16 to access folders and electronic files below the trustor folder 80 corresponding to that trustor (A in the example of FIG. 4), and prohibits access to the trustor folder 80 below corresponding to other trustors. Note that in this embodiment, folders to which access is prohibited are not displayed on the screen.

As shown in Fig. 5, the access management unit 66 allows the BM manager's information terminal device 18 to access folders and electronic files below the task folder 84 corresponding to the building management tasks (cleaning and equipment of Building A and cleaning of Building B in the example of Fig. 5) entrusted to the company to which the BM manager belongs (the second BM company in the example of Fig. 5), and prohibits access to the task folder 84 below corresponding to the management tasks of buildings that are not entrusted. The access management unit 66 also allows the BM manager's information terminal device 18 to access the common task folder 84a of the buildings (Building A and Building B in the example of Fig. 5) entrusted with management tasks by the company to which the BM manager belongs. The access management unit 66 also allows the BM manager's information terminal device 18 to access the BM individual folder 90 corresponding to the company to which the BM manager belongs (the second BM company in the example of Fig. 5). In addition, the access management unit 66 prohibits the entrustor's information terminal device 16 from accessing each BM individual folder 90, allowing each BM to store confidential information, etc. in each BM individual folder 90.

As shown in FIG. 6, the access management unit 66 allows the BM worker's information terminal device 20A (20B) to access folders and electronic files below the task folder 84 corresponding to the building management work (cleaning and equipment of Building A in the example of FIG. 6) for which the BM worker is engaged among the building management work contracted by the company to which the BM worker belongs (the second BM company in the example of FIG. 6), and prohibits access to the task folder 84 below corresponding to the building management work for which the worker is not engaged. The access management unit 66 also allows the BM worker's information terminal device 20A (20B) to access the common task folder 84a of the building for which the BM worker is engaged in management work (Building A in the example of FIG. 6). The access management unit 66 also allows the BM worker's information terminal device 20A (20B) to access the BM individual folder 90 corresponding to the company to which the BM worker belongs (the second BM company in the example of FIG. 6).

According to this embodiment, the client can comprehensively check the electronic files related to each management task of all buildings for which the client has outsourced management tasks by viewing the folders and electronic files under the client folder 80. The BM manager can also cross-check the electronic files of the management tasks of all buildings for which the company to which he or she belongs has been entrusted. Furthermore, BM workers are permitted to access the task folders for the management tasks they are engaged in, while being prohibited from accessing the task folders for management tasks they are not engaged in, thereby ensuring the information security of the business record files.

Next, we will explain the automatic generation of folder group 70 and the automatic setting of access rights for each folder contained therein. This is done in the process of registering the client, BM manager, and BM worker as users in the system. Figure 7 is a diagram showing the authority of each user of the folder management system 10, and Figure 8 is a diagram showing the flow of user registration. By executing the flow in Figure 8, a user management database 68 (hereinafter referred to as user management DB 68) as shown in Figure 9 is created, and folder group 70 as shown in Figure 3 is generated. Note that the user management DB 68 in Figure 9 is an example that corresponds to the folder group 70 in Figure 3 and the access screens in Figures 4 to 6.

Next, the flow of user registration in Figure 8 will be explained. First, in S100, the system administrator logs into the service of the folder management device 12 from the information terminal device 14 and inputs the client's user name (name or corporate name), email address, personal attributes (owner or PM), and the name of the building for which the client will outsource management services. These are accepted by the reception unit 60 of the folder management device 12, and in response, in S102, the user registration unit 62 of the folder management device 12 issues the client's user ID and password. The user ID is identification information for each user in the folder management device 12.

The user registration unit 62 then associates the user ID and password of the trustor with the trustor's user name, email address, personal attributes (owner or PM), and building name entered by the system administrator, and registers them in the user management DB 68. Figure 9 (1) shows an example in which users A, B, and C are registered in the user management DB 68 as trustors. The folder management device 12 then uses the email address registered in the user management DB 68 to send an email containing the trustor's user ID and password to the registered trustor.

The entrustor receives the e-mail from the folder management device 12 on the information terminal device 16 or the like, and in S104 logs into the service of the folder management device 12 from the information terminal device 16 using the user ID and password stated in the e-mail. The user registration unit 62 of the folder management device 12 collates the user ID and password from the entrustor's information terminal device 16 with the user ID and password registered in the user management DB 68, and authenticates the entrustor.

Then, when the folder management device 12 has authenticated the client, in S106 it provides the client's information terminal device 16 with an input screen for building information. FIG. 10 is an example of an input screen for building information, and in the case where there are multiple buildings associated with the client in the user management DB 68, it is an example of a screen in which one of the buildings is selected and displayed. As shown in FIG. 10, the input screen includes a logged-in user name 110, a building name 100 (building name) for which building information is to be input, and multiple input sets 190 for inputting information on each BM to which management operations for the building indicated in the building name are entrusted.

Each input set 190 includes text boxes 200, 202, 204 in which the user name (name), email address, and affiliated company (also called the entrusted corporation 102) of the BM manager are entered, and a radio button 300 for selecting the management task 104 to be entrusted to the BM. Note that in this embodiment, any management task can be associated with a BM by selecting "Other" with radio button 300 and entering the name of the management task in text box 206.

The client inputs the BM manager's user name, email address, company, and management duties into each input set 190 on the input screen using the keyboard, mouse, or touch panel of the information terminal device 16, and then presses the "Issue BM Manager ID (Automatic Folder Generation)" button 400 at the bottom of the input screen. Note that if there are multiple buildings associated with the same client in the user management DB 68 (for example, in the case of User A associated with Buildings A and B in FIG. 9), an input screen on which information for multiple buildings can be entered may be provided, and the client may be able to input information for multiple buildings on the input screen and then press the "Issue BM Manager ID" button 400.

When button 400 is pressed, the information entered into the input screen is accepted by the reception unit 60 of the folder management device 12, and accordingly, in S108 of FIG. 8, the user registration unit 62 of the folder management device 12 issues a user ID and password for each BM manager. The user registration unit 62 then associates the user ID and password of each BM manager with the user name, email address, personal attributes (BM manager), company, building name, and management work shown on the input screen, and registers them in the user management DB 68. FIG. 9 (2) shows an example in which users E, F, and G are registered in the user management DB 68 as BM managers. The folder management device 12 then uses the email addresses of each BM manager registered in the user management DB 68 to send emails containing their user IDs and passwords to each registered BM manager.

When the button 400 in FIG. 10 is pressed, the folder generation unit 64 of the folder management device 12 generates a client folder 80, a building folder 82, and a business folder 84 in S110 in FIG. 8 in correspondence with the user name 110 (client name), the building name 100, and each management business (type of management business) selected by the radio button 300 shown on the input screen (see FIG. 3). The folder generation unit 64 also generates a BM individual folder 90 in correspondence with the affiliated company 102 (contracted corporation) of each BM manager on the input screen. The common business folder 84a (folder with the folder name "Common") is always generated regardless of the selection of the radio button 300 on the input screen. If the radio button 300 is selected as "Other" on the input screen and a management business name is entered in the text box 206, a business folder 84 with the management business name entered there as the folder name is generated.

It should be noted here that information indicating the access rights for each generated folder already exists in the user management DB 68. That is, information indicating the access rights for each folder exists in column (4) of the user management DB 68 shown in FIG. 9. A user whose person attribute in the user management DB 68 is trustor (owner or PM) will have access rights to trustor folders 80 whose folder name includes the user's user name. For example, user A in FIG. 9 will have access rights to the trustor folder "Owner A" in FIG. 3.

A user whose personal attribute in the user management DB 68 is BM manager has access to the building folder 82 whose folder name includes the building name associated with the user, and has access to the task folder 84 in the building folder 82 whose folder name includes the management task associated with the user. A user who is a BM manager has access to the common task folder 84a in the building folder 82 to which the user has access, and has access to the BM individual folder 90 whose folder name includes the BM company name associated with the user. For example, user F in FIG. 9 has access to the building folders "Building A" and "Building B" in FIG. 3, has access to the task folders "Cleaning", "Equipment", and "Common" in the building folder "Building A", has access to the task folders "Cleaning" and "Common" in the building folder "Building B", and further has access to the BM individual folder "BM Company No. 2".

Returning to FIG. 8, we will continue with the explanation of user registration. In S108 of FIG. 8, the BM manager receives an e-mail containing a user ID and password via the information terminal device 18 or the like. Then, in S112, the BM manager logs into the service of the folder management device 12 from the information terminal device 18 using the user ID and password contained in the e-mail. The user registration unit 62 of the folder management device 12 collates the user ID and password from the BM manager's information terminal device 18 with the user ID and password registered in the user management DB 68, and authenticates the BM manager.

After authenticating the BM manager, the folder management device 12 provides the BM manager's information terminal device 18 with an input screen for worker information in S114. FIG. 11 is an example of the input screen for worker information. As shown in FIG. 11, the input screen for worker information includes the company 102 (trusted corporation) to which the logged-in BM manager belongs, the name 100 (building name) of the building entrusted to the trusted corporation, text boxes 208 and 210 in which the user name (name) and email address of a worker belonging to the trusted corporation are input, and a radio button 302 for selecting the building management task 104 to be performed by the worker input in the text box 208 from among the building management tasks entrusted to the trusted corporation. A radio button 302 is provided for each building entrusted to the trusted corporation 102.

The BM manager uses the keyboard, mouse or touch panel of the information terminal device 18 to enter the worker's username and email address into text boxes 208, 210 on the input screen, and selects the building management task 104 for which the worker will be engaged using the radio buttons 104 for each building. Note that for buildings in which the worker will not be engaged, all radio buttons 104 are left unselected. When the BM manager has finished entering the information, he or she presses the "Issue BM Worker ID" button 402 at the bottom of the input screen.

By pressing the button 402, the information entered on the input screen is accepted by the reception unit 60 of the folder management device 12, and accordingly, in S116 of FIG. 8, the user registration unit 62 of the folder management device 12 issues the user ID and password of the BM worker. Then, the user registration unit 62 associates the user ID and password of the BM worker with the user name, email address, personal attributes (BM worker), company, building name and management work in which the BM worker is engaged, shown on the input screen, and registers them in the user management DB 68. FIG. 9 (3) shows an example in which users J, K, M, and N are registered in the user management DB 68 as BM workers. The folder management device 12 uses the email address registered in the user management DB 68 to send an email containing the user ID and password of the BM worker to the registered BM worker. Then, the BM worker receives the email on the information terminal device 20A (20B) or the like.

The folder management device 12 also sends an email containing the registration results of the BM worker's user ID (the user name of the registered BM worker, the building in which the BM worker works, management duties, etc.) to the client of the building associated with the user-registered BM worker, using the email address registered in the user management DB 68.

Here, the access rights of BM workers to folders will be explained. A user whose personal attribute in the user management DB 68 is BM worker has access rights to a building folder 82 whose folder name includes the building name associated with the user, and has access rights to a task folder 84 in the building folder 82 whose folder name includes the management task associated with the user. A user who is a BM worker has access rights to a common task folder 84a in the building folder 82 to which the user has access rights, and has access rights to a BM individual folder 90 whose folder name includes the BM company name associated with the user. For example, user N in FIG. 9 has access rights to the building folder "Building A" in FIG. 3, has access rights to the task folders "Cleaning", "Equipment", and "Common" in the building folder "Building A", and further has access rights to the BM individual folder "BM Company No. 2".

When the flow in Figure 8 is complete, the user ID registration for each user, the creation of the folder group, and the setting of access rights for each folder contained in the folder group will be completed. In this way, users do not have to create each folder themselves, and they do not have to set the access rights for each folder themselves, so each user can start using folders very simply and safely in terms of information security. The system administrator, the client, and the BM manager share the task of registering the user ID for each user, which reduces the burden on each user.

From the above explanation, as shown in FIG. 7, the client has the authority to issue a user ID for the BM manager, the BM manager has the authority to issue user IDs for BM workers who belong to the same company as the BM manager, and the BM workers do not have the authority to issue user IDs. Note that, as shown by "△" in FIG. 7, the client may be able to issue user IDs for BM workers. Note that the user ID and password of the BM manager may be shared by BM workers who belong to the same company as the BM manager. In other words, the user ID and password of the BM manager are also used as the user ID and password for the BM workers. This type of configuration is generally not very good in terms of information security, but for example, in cases where the BM is a very small company and all the workers who belong to the BM are engaged in only one management task for one building, it is possible to reduce the risk of information security and save the trouble of issuing user IDs and passwords for each worker.

Next, access to the folder group 70 will be described. Each user logs in to the folder management device 12 service from each information terminal device by inputting their own user ID and password. The access management unit 66 of the folder management device 12 collates the input user ID and password with the user IDs and passwords registered in the user management DB 68 to authenticate the user.

When the user has been authenticated and the information terminal device requests access to the folder group 70, the access management unit 66 provides the information terminal device with an access screen for the folder group 70 (see Figs. 4 to 6). At this time, the access management unit 66 refers to the user management DB 68 to identify folders to which the logged-in user has access rights, and displays only the folders to which the logged-in user has access rights on the access screen. The access management unit 66 then permits the information terminal device to refer to the folders displayed on the access screen, download electronic files in the folders, upload electronic files to the folders, and create any folder 502 in the folder. The downloading of electronic files in a folder to the information terminal device and the uploading of electronic files from the information terminal device to a folder may be performed by drag-and-drop operations using, for example, a mouse or a touch panel. The movement and copying of electronic files and folders between folders displayed on the access screen may also be performed by drag-and-drop operations.

When a BM worker logs in to the folder management device 12 service using the mechanism described above, as shown in FIG. 6, the BM worker's information terminal device 20A (20B) is permitted to access folders and electronic files below the task folder 84 corresponding to the building management work for which the BM worker is engaged, and is prohibited from accessing the task folder 84 below corresponding to building management work for which the worker is not engaged. This allows the BM worker to upload task record files to the task folder 84 corresponding to the building management work for which the BM worker is engaged, and to view documents in the task folder 84. It is also possible to reliably prevent a situation in which a BM worker accesses task record files for management work that is not related to the BM worker and leaks them.

Furthermore, when the BM manager logs in to the folder management device 12 service, as shown in FIG. 5, the BM manager's information terminal device 18 is permitted to access the task folder 84 and below that corresponds to the building management work contracted by the company to which the BM manager belongs, and is prohibited from accessing the task folder 84 and below that corresponds to the building management work that has not been contracted. This allows the BM manager to comprehensively check electronic files and folders related to all building management work contracted by the company to which he or she belongs. It is also possible to reliably prevent the BM manager from accessing and leaking task record files for building management work that is not related to his or her company.

In addition, when a client logs in to the folder management device 12 service, as shown in FIG. 4, the client's information terminal device 16 is permitted to access folders and electronic files below the client folder 80 corresponding to that client, and is prohibited from accessing the client folder 80 below corresponding to other client. This allows the client to comprehensively view electronic files related to each management task for all buildings for which the client has entrusted management tasks, and allows the client to manage business record files in an organized state by building.

In the embodiment described above, since a BM manager is registered as a user for each client, for example, as shown in user IDs 0101 and 0102 in user management DB 68 in FIG. 12, a user may be registered for each client for the same BM manager E, and multiple user IDs may be issued for the same BM manager E. In this case, in order to issue user IDs for workers engaged in management work in multiple buildings (e.g., Building A, Building B, and Building C in FIG. 12) belonging to multiple clients, User E must use two user IDs (0101 and 0102) to issue user IDs for the BM workers, which is inconvenient.

The access management unit 66 of the folder management device 12 may refer to the user management DB 68 and, if multiple user IDs have been issued to the same user, may display a screen as shown in FIG. 13 prompting the user to consolidate access rights when the user logs into the service of the folder management device 12. When the "Consolidate" button 404 in FIG. 13 is pressed, the access management unit 66 updates the user management DB 68 and consolidates the access rights of another user ID (user ID: 0102 in FIG. 12) into a specific user ID (user ID: 0101 in FIG. 12). FIG. 14 shows the user management DB 68 after the access rights of user E in FIG. 12 have been consolidated.

This allows user E (BM manager) to use the user ID with aggregated access rights to issue user IDs for workers engaged in management work in multiple buildings belonging to multiple clients. Figure 14 shows the user management DB 68 after user E (BM manager) has issued user IDs for user K (BM worker) engaged in management work in buildings A and B belonging to client A, and building C belonging to client B. Figure 15 also shows the access screen for the folder group that is displayed on user K's information terminal device when user K (BM worker) logs into the folder management device 12 service and requests access to the folder group.

The access management unit 66 may prohibit an information terminal device operated by a worker engaged in work in multiple buildings belonging to different client's from moving or copying folders and electronic files below an accessible business folder 84 in one client's folder 80 to an accessible business folder 84 in another client's folder 80. For example, in FIG. 15, folders and electronic files below the business folder "Security" in the building folder "Building A" in the client's folder "Owner A" are prohibited from being moved or copied to the business folder "Security" in the building folder "Building C" in the client's folder "Owner B". In this way, it is possible to prevent BM workers from inadvertently moving or copying folders and electronic files across client's folders.

The access management unit 66 may also prohibit an information terminal device operated by a worker engaged in work in multiple buildings belonging to the same client from moving or copying folders and electronic files below the accessible business folder 84 in one building folder 82 to the accessible business folder 80 in another building folder 82. For example, in FIG. 15, folders and electronic files below the business folder "Security" in the building folder "Building A" are prohibited from being moved or copied to the business folder "Security" in the building folder "Building B". In this way, it is possible to prevent BM workers from inadvertently moving or copying folders and electronic files across buildings.

Next, we will explain how to update folder access rights when taking over management tasks. A client may change the outsourcing of building management tasks from the current BM to another BM, in which case the management tasks must be handed over from the current BM to the new BM. In this case, the access management unit 66 of the folder management device 12 receives a transfer time designation from the client, and grants both the current BM (old BM) and the new BM access rights to the task folder 84 corresponding to the management tasks being taken over only for the designated transfer time. This embodiment will be described below.

When the client logs into the folder management device 12 service and requests the setting up of the handover of management tasks, the folder management device 12 provides a handover setting screen as shown in FIG. 16 to the information terminal device 16 operated by the client. FIG. 16 is an example of a screen in which the building to be handed over is selected and displayed when there are multiple buildings associated with the client in the user management DB 68. The handover setting screen in FIG. 16 has almost the same configuration as the BM manager user ID issuing screen in FIG. 10, except for the button configuration at the bottom.

On the handover setting screen, the client enters the new BM information (BM manager, email address, BM company name) into the input set 190 for the management task for which the BM is to be changed (input set 190 at the top (security of Building A) in Figure 15), sets the handover time (number of days for handover) in the text box 208 at the bottom of the handover setting screen, and then presses the "Update" button 406.

By pressing button 406, the new BM information entered on the handover setting screen is accepted by the reception unit 60 of the folder management device 12, and the user registration unit 62 issues a user ID and password for the new BM manager accordingly. Then, as shown in FIG. 17, the user registration unit 62 associates the user ID (user ID: 0110 in FIG. 17) and password of the new BM manager with the user name, email address, personal attributes (BM manager), company, building name, and management work (Building A and security in FIG. 17) entered on the handover setting screen, and registers them in the user management DB 68. This allows the new BM manager to issue user IDs for workers (BM workers) belonging to the same company for the management work of the entrusted building (security for Building A in FIG. 17). Through the above processing, when the new BM manager (or new BM worker) logs into the folder management device 12 service with his/her own user ID, the access management unit 66 will allow the information terminal device of the new BM manager (or new BM worker) to access the folders and electronic files below the business folder corresponding to the handed over management task (security of Building A).

The access management unit 66 also accepts the pressing of the button 406 on the handover setting screen (a command to change the contractor for the management work) and the handover time, and maintains the building management work (security of building A) associated with the user IDs of the old BM manager and old BM worker in the user management DB 68 (user IDs: 0101, 1001, 1002 in FIG. 17) from the pressing of the button 406 until the handover time has elapsed. As a result, the access management unit 66 allows the information terminal devices operated by the old BM manager and old BM worker to access the folders and electronic files below the task folder corresponding to the taken over management work (security of building A) from the pressing of the button 406 on the handover setting screen until the handover time has elapsed. In this way, when the contractor for the building management work is changed, both the old BM and the new BM are allowed to access the task folder only during the handover time, so that the handover can be carried out smoothly using the folders and electronic files in the task folder 84 to be taken over.

After the handover time has elapsed since the button 406 on the handover setting screen was pressed, the access management unit 66 updates the building names and management tasks associated with the user IDs (user IDs: 0101, 1001, 1002 in FIG. 18) of the old BM manager and old BM worker in the user management DB 68 to N/A (not assigned) for the management task of the taken-over building (building A, security shown in FIG. 17) as shown in FIG. 18. As a result, when the old BM manager (or old BM worker) logs into the service of the folder management device 12 with their respective user IDs, the access management unit 66 prohibits the information terminal device of the old BM manager (or old BM worker) from accessing folders and electronic files below the task folder corresponding to the taken-over management task (security of building A). Therefore, the information security of the taken-over task folder 84 for the old BM manager (or old BM worker) can also be guaranteed.

When "Update Immediately" is selected with the radio button 304 at the bottom of the handover setting screen in FIG. 16 and the "Update" button 406 is pressed, the access management unit 66 immediately after the button 406 is pressed will update the building name and management tasks associated with the user IDs of the former BM manager and former BM worker to N/A (not assigned) for the management tasks of the taken-over building (Building A and security shown in FIG. 17), as shown in FIG. 18. In this way, the access rights of the former BM manager and former BM worker to the taken-over task folder 84 can be immediately eliminated.

10 Folder management system, 12 Folder management device, 14, 16, 18, 20A, 20B Information terminal device, 22 Network, 30 Processor, 32 Input unit, 34 Display unit, 36 ROM, 38 RAM, 40 Hard disk drive, 42 Communication unit, 46 Bus, 60 Reception unit, 62 User registration unit, 64 Folder generation unit, 66 Access management unit, 68 User management database, 70 Folder group, 72 Basic folder group, 80 Entrustor folder, 82 Building folder, 84 Business folder, 84a Common business folder, 90 BM individual folder, 100 Building name, 102 Entrusted corporation (affiliated company), 104 Management business, 110 User name, 190 Input set, 200, 202, 204, 206, 208, 210 Text box, 300, 302, 304 Radio button, 400, 402, 404, 406 Button, 500 Electronic file, 502 Optional folder.

Claims (7)

A folder management device that is connected to a plurality of information terminal devices via a network and manages folders in which electronic files related to building management operations are stored,
a folder generating unit that generates a building folder in which information about the building is stored and a task folder that is stored in the building folder and is provided for each management task in the building and in which the electronic files are stored;
an access management unit that permits access to folders and electronic files under the building folder to an information terminal device operated by an entrustor who entrusts the management business;
the access management unit permits an information terminal device operated by a worker who has been entrusted with the management task to access folders and electronic files below the task folder corresponding to the management task in which the worker is engaged, and prohibits access to folders and electronic files below the task folder corresponding to management tasks in which the worker is not engaged ,
The folder generation unit generates two building folders corresponding to two buildings belonging to different clients,
the access management unit prohibits information terminal devices operated by the workers engaged in work in the two buildings from moving or copying folders and electronic files below an access-permitted business folder in one of the building folders to an access-permitted business folder in the other building folder;
2. A folder management device comprising: A folder management device that is connected to a plurality of information terminal devices via a network and manages folders in which electronic files related to building management operations are stored,
a folder generating unit that generates a building folder in which information about the building is stored and a task folder that is stored in the building folder and is provided for each management task in the building and in which the electronic files are stored;
an access management unit that permits access to folders and electronic files under the building folder to an information terminal device operated by an entrustor who entrusts the management business;
the access management unit permits an information terminal device operated by a worker who has been entrusted with the management task to access folders and electronic files below the task folder corresponding to the management task in which the worker is engaged, and prohibits access to folders and electronic files below the task folder corresponding to management tasks in which the worker is not engaged,
The folder management device includes:
receiving, from an information terminal device operated by the client, a command to change a contractor for a specific management task among the plurality of management tasks for the building and a handover time;
After receiving the command, the access management unit permits an information terminal device operated by a new contractor who has been newly entrusted with the specific management task to access folders and electronic files under the task folder corresponding to the specific management task,
the access management unit, after the transition time has elapsed since receiving the command, prohibits an information terminal device operated by a former worker who had been entrusted with and engaged in the specific management task before the command from accessing folders and electronic files below the task folder corresponding to the specific management task;
2. A folder management device comprising: 3. The folder management device according to claim 2,
The folder generation unit generates a plurality of building folders corresponding to a plurality of buildings,
the access management unit prohibits an information terminal device operated by the worker engaged in work in a plurality of buildings from moving or copying folders and electronic files below a business folder for which access is permitted in the building folder to a business folder for which access is permitted in another building folder;
2. A folder management device comprising: 3. The folder management device according to claim 2,
The folder generation unit generates two building folders corresponding to two buildings belonging to different clients,
the access management unit prohibits information terminal devices operated by the workers engaged in work in the two buildings from moving or copying folders and electronic files below an access-permitted business folder in one of the building folders to an access-permitted business folder in the other building folder;
2. A folder management device comprising: A folder management device that is connected to a plurality of information terminal devices via a network and manages folders in which electronic files related to building management operations are stored,
a folder generating unit that generates a building folder in which information about the building is stored and a task folder that is stored in the building folder and is provided for each management task in the building and in which the electronic files are stored;
an access management unit that permits access to folders and electronic files under the building folder to an information terminal device operated by an entrustor who entrusts the management business;
the access management unit permits an information terminal device operated by a worker who has been entrusted with the management task to access folders and electronic files below the task folder corresponding to the management task in which the worker is engaged, and prohibits access to folders and electronic files below the task folder corresponding to management tasks in which the worker is not engaged,
The folder management device includes:
a reception unit that receives the name of the building, the plurality of management services in the building, and a trustee corporation that will be entrusted with each of the management services;
a user registration unit that generates an ID and a password for the worker belonging to the entrusted corporation accepted by the acceptance unit, and registers the ID and the password in a user management database in association with a building management business entrusted to the entrusted corporation to which the worker belongs,
the folder generation unit generates the building folder and each of the business folders based on the name of the building and each of the management businesses accepted by the acceptance unit;
when the ID and password are input from an information terminal device operated by the worker to request access to the task folder, the access management unit authenticates the worker based on the ID and password, and permits access to the task folder corresponding to the building management task associated with the ID in the user management database.
2. A folder management device comprising: A folder management device that is connected to a plurality of information terminal devices via a network and manages folders in which electronic files related to building management operations are stored,
a folder generating unit that generates a building folder in which information about the building is stored and a task folder that is stored in the building folder and is provided for each management task in the building and in which the electronic files are stored;
an access management unit that permits access to folders and electronic files under the building folder to an information terminal device operated by an entrustor who entrusts the management business;
the access management unit permits an information terminal device operated by a worker who has been entrusted with the management task to access folders and electronic files below the task folder corresponding to the management task in which the worker is engaged, and prohibits access to folders and electronic files below the task folder corresponding to management tasks in which the worker is not engaged,
The folder management device includes:
a user management database that stores the ID and password of the client and the name of the building for which the client entrusts management services in association with each other;
a user registration unit which authenticates the client based on input of the client's ID and password from an information terminal device operated by the client, receives input of the name of the building to which the client entrusts management services, a plurality of management services in the building, the entrusted corporations which will undertake each of the management services, and the persons responsible for each of the entrusted corporations, generates an ID and password for each of the persons responsible, and registers the ID and password of each of the persons responsible in the user management database in association with the building management services entrusted to the entrusted corporations to which each of the persons responsible belongs,
the folder generation unit generates the building folder and each of the business folders based on an input of the name of the building and each of the management businesses from an information terminal device operated by the client;
the user registration unit authenticates the person in charge based on an input of the person in charge's ID and password from an information terminal device operated by the person in charge, receives input of the worker belonging to the entrusted corporation to which the person in charge belongs and the building management work to be performed by the worker, generates an ID and password for the worker, and registers the ID and password of the worker in the user management database in association with the building management work to be performed by the worker;
when the ID and password of the trustor are input from an information terminal device operated by the trustor to request access to the building folder, the access management unit authenticates the trustor based on the ID and password of the trustor and permits access to the building folder corresponding to the building associated with the ID of the trustor in the user management database;
when an ID and a password of the worker are input from an information terminal device operated by the worker to request access to the task folder, the access management unit authenticates the worker based on the ID and password of the worker, and permits access to the task folder corresponding to the building management task associated with the ID of the worker in the user management database.
2. A folder management device comprising: A folder management system,
a folder management device that manages folders in which electronic files related to building management operations are stored;
An information terminal device for a client to be used by a client who entrusts a plurality of the management services;
an information terminal device for a worker used by a worker engaged in any one of the plurality of management tasks;
the folder management device, the information terminal device for the entrustor, and the information terminal device for the worker are connected via a network,
The folder management device includes:
a folder generating unit that generates a building folder in which information about the building is stored and a task folder that is stored in the building folder and is provided for each management task in the building and in which the electronic files are stored;
The information terminal device for the entrustor includes an access management unit that permits access to folders and electronic files under the bill folder,
the access management unit permits the information terminal device for the worker to access folders and electronic files under the task folder corresponding to a management task in which the worker is engaged, and prohibits access to the task folder and folders under the task folder corresponding to a management task in which the worker is not engaged ,
The folder generation unit generates two building folders corresponding to two buildings belonging to different clients,
the access management unit prohibits information terminal devices operated by the workers engaged in work in the two buildings from moving or copying folders and electronic files below an access-permitted business folder in one of the building folders to an access-permitted business folder in the other building folder;
A folder management system comprising: