JP2002099559A - Document control system - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a document control system which generates a form for registration instructions, allows batch registration of documents, and has high operability. SOLUTION: In the document control system, a document server 10 acquires master data from the enterprise side, and generates the form for registration instructions on the basis of the master data to transmit them to a terminal 2. The documents, which have been read along with the form in the terminal 2, are received by a document server 10, and each document is identified by the document server 10 according to this description to be stored in a storage part 14.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

[0001] 1. Field of the Invention [0002] The present invention relates to a document management system for managing document data such as text data and drawing data as documents, and more particularly to an improvement in a registration operation for management.

[0002]

2. Description of the Related Art A large amount of electronic document data can be searched and retrieved.
2. Description of the Related Art A document management system that manages such document data by assigning an attribute for organizing is conventionally known. Since this document management system generally has a high introduction cost, the server arranged at the center may be shared by each company.

More specifically, in a conventional document management system, as shown in FIG. 6, a server device 1 located at a center and a terminal device 2 located at each company are connected via an electric communication line. Connected.

[0004] The server device 1 is a server computer provided with a FAX modem, in which a program for drawing management is installed. The server device 1 analyzes the electronic data received from the terminal device 2 via the telecommunication line, recognizes the document of the registration instruction, and converts the subsequently received electronic data into a document based on the description of the document. It is stored in a storage (not shown) and managed.

The terminal device 2 is, for example, a facsimile device (FAX), reads a document printed on a paper medium according to an instruction, generates electronic data, calls the server device 1 via an electric communication line, and calls the server device 1. The generated electronic data is transmitted to the device 1.

Specifically, a form for registering a document as shown in FIG. 7 is distributed to the user in advance, and the user fills out the form for registering the necessary information and fills out the necessary information together with the document. Facsimile transmission to the server device 1. When the user wants to refer to a managed document, for example, an instruction form for acquiring a list of registered documents and an instruction form for extracting a document are transmitted by facsimile by the terminal device 2 and transmitted from the server device 1 by facsimile. Get a reply. As a result, the user can implement document management using the instruction form using a paper medium without introducing a new computer device.

[0007]

However, in the above-described conventional document management system, since one registration instruction form is associated with one document, when a plurality of documents are to be registered, each document is registered. It is necessary to write a registration instruction form for each of these, and send each of them individually by facsimile, which makes the registration operation less convenient.

[0008] Although a company generally manages a list of documents to be managed electronically by a spreadsheet application or the like that operates on a personal computer or the like, a document registration instruction is issued on the basis of this list. You need to fill out the form
Errors easily occur, and the convenience of the registration operation is low.

The present invention has been made in view of the above circumstances, and has as its object to provide a document management system capable of improving the convenience of a registration operation.

[0010]

SUMMARY OF THE INVENTION In order to solve the above-mentioned problems of the prior art, the present invention is directed to a document management system including a document server connected to a document registration terminal via a communication line. A server configured to receive the form document describing identification information of the plurality of documents, the plurality of documents from the document registration terminal, and a unit configured to identify each document based on the description of the form document;
Means for managing each identified document. As a result, the document server identifies each document from the bundle of a plurality of documents and stores and manages the document, thereby eliminating the need for an individual operation and improving the convenience of the registration operation.

The present invention for solving the problems of the prior art is a document management system including a document server connected to a document registration terminal via a communication line, wherein the document server comprises a plurality of document servers. Means for receiving a list of document identifiers as master data from the document registration terminal, based on the received master data, generating a form document for registration instruction, and distributing the form document to the document registration terminal side; Means for receiving a document to be managed together with a form document from the document registration terminal, means for identifying each document to be managed based on the form document, means for managing each identified document, It is characterized by including. As described above, the document server generates the registration instruction form based on the master data that is electronically managed, and returns the form to the terminal side, so that the terminal side does not have to fill in the registration instruction form, and Can be prevented, and the convenience of the registration operation can be improved.

According to another aspect of the present invention, there is provided a document server, comprising: a document server, a registration instruction form document in which identifiers of a plurality of documents and the number of each document are described; Means for receiving a plurality of documents corresponding to the identified identifier, means for identifying each document based on the description of the form document, and means for managing each identified document, respectively. .

Here, the document identifier described in the form document is composed of a set of title information and number information of each document, and the means for identifying each document uses the number information to determine each document. Preferably, the document is identified. In this way, each document can be identified with extremely simple information, and the convenience in operation can be improved.

Further, according to the present invention, which solves the above-mentioned problem of the conventional example, a document server receives a list of identifiers of a plurality of documents as master data, based on the received master data.
Means for generating a form document for registration instruction, means for receiving a document to be managed together with the form document, and means for identifying each document to be managed; means for managing each identified document ,
It is characterized by including.

Further, in this case, means for managing the identifier of each document on the received master data in association with a flag indicating whether or not registration of each document has been completed, and identifying each of the documents Means for setting the flag associated with each of the documents identified by the means as having been registered;
Means for generating a form document for registration instruction for a document for which registration has not been completed, based on the information of the flag. As a result, a registration instruction form dedicated to unregistered documents is generated, and the convenience can be further improved.

According to another aspect of the present invention, there is provided a document management method, comprising: a registration instruction form document describing identifiers of a plurality of documents and the number of each document; Receiving a plurality of documents corresponding to the described identifier; identifying each document based on the description of the form document; and managing each identified document, respectively. I do.

Further, according to the present invention for solving the problems of the above-mentioned conventional example, in a document management method, a step of receiving a list of identifiers of a plurality of documents as master data, and registering the list based on the received master data A step of generating a form document for the instruction, a step of receiving a document to be managed together with the form document, and identifying each of the managed documents; and a step of managing each of the identified documents. It is characterized by including.

[0018]

Embodiments of the present invention will be described with reference to the drawings. A document management system according to an embodiment of the present invention will be described with reference to FIG. As shown in FIG. 1, a document management system according to the present embodiment includes a document server 10 disposed at a center, a plurality of terminal devices 2 connected to the document server 10 via an electric communication line, It is basically composed of a plurality of personal computers 3 connected via a telecommunication line to a document server 10 arranged on the device 2 side. The document server 10 includes a facsimile modem unit 11 and an image processing unit 12
, A control unit 13, a storage unit 14, an instruction buffer 15, and a processing buffer 16, all of which are connected by a bus. Here, the terminal device 2 corresponds to the document registration terminal of the present invention.

The facsimile modem unit 11 of the document server 10 corresponds to a means for receiving a form, a document, and master data, is connected to a telecommunication line, receives electronic data as facsimile data from the terminal device 2, and The electronic data is output to the control unit 12. The FAX modem unit 11 receives data (master data) of an electronic list of documents as shown in FIG. 2 from the personal computer 3 and stores the data in the instruction buffer 15. The image processing unit 12 includes the FAX modem unit 1
The electronic data input from 1 is analyzed to determine whether or not it is an instruction form.
Read the information on the instruction form as electronic data. This reading is realized by using a general OCR technique. Further, the image processing unit 12 outputs the electronic data thus read to the control unit 13.
If it is not the instruction form, the fax modem unit 1
The electronic data input from 1 is output to the control unit 13 as it is.

The control unit 13 corresponds to a means for identifying and managing a document, a means for generating and distributing a form document, and a means for managing and setting a flag indicating completion of registration. According to a program read from a possible recording medium and installed on a predetermined storage medium (not shown) such as a hard disk,
Processing for generating an instruction form for registration and processing for registering a document to be registered in the storage unit 14 are mainly performed. The process of the control unit 13 will be described later in detail. The storage unit 14 accumulates and manages each document registered and instructed by the control unit 13. The instruction buffer 15 and the processing buffer 16 are disk devices such as a hard disk.

Here, the processing of the control unit 13 for generating a registration instruction form will be described. The control unit 13 periodically scans the instruction buffer 15 and, if the master data is stored, transfers it to the processing buffer 16 and completes the registration of each document described on the master data. It is checked whether or not a flag indicating whether or not the flag has been associated is determined. If the flag is not associated, as shown in FIG. 3 corresponding to FIG. 2, the flag is associated and each flag is not registered. Initialize to

The control unit 13 analyzes the master data list copied to the processing buffer, and displays a form for instructing registration of a document set as not completed as shown in FIG. The registration instruction form is generated in a manner and instructed to the FAX modem unit 11 to facsimile-transmit the registration instruction form to the terminal device 2 arranged together with the personal computer 3 which is the master data transmission source. The features of the present embodiment are that a check box (A) indicating whether or not to register, an ID (B), a document number (C), and a document name (D) in the registration instruction form. When,
A column (E) for displaying the number of each document is provided,
This is to generate a registration instruction form (hereinafter, referred to as a “batch document registration form”) that can process a plurality of documents at once. It should be noted that a conventional registration instruction form for one document (hereinafter, referred to as a "single document registration form") corresponding to each document shown in FIG.
It may be transmitted by facsimile. Note that an identification image (P) for identifying each form such as a registration instruction form is also included in this form. The image processing unit 12 recognizes the identification image and distinguishes each form.

Further, the control unit 13 recognizes the electronic data of each document based on the electronic data of the instruction form included in the electronic data input from the image processing unit 12 as a document registration process, and stores the electronic data of the document. Is stored in the storage unit 14.

Here, the operation when the control unit 13 processes the batch document registration form will be specifically described. The control unit 13 refers to the electronic data of the instruction form as shown in FIG. 5 (S1), The master data on which the instruction form is based is acquired from the storage unit 14 (S2). Then, the control unit 13 registers the document in the registration field (A) of each document described in the referenced instruction form.
Is checked (S3). here,
If the registration column (A) is checked (if Yes), the ID of the document is obtained from the electronic data of the instruction form.
, A number, and a name (S4). Then, the control unit 13 recognizes the information on the number of sheets from the number display field (E) and, in accordance with the information on the number of sheets, divides the electronic data of a plurality of documents received together with the instruction form into each document. The document is divided (S5), each document is stored in the storage unit 14 (S6), and the flag associated with the document on the master data acquired in the process S2 is set as registered (S5).
7). Then, the control unit 13 checks whether or not the processing has been completed for all the documents (S8). If the processing has not been completed (No), the control unit 13 returns to the processing S3 and processes the next document. Continue.

Then, the control unit 13 determines in step S8
If the processing has been completed (if Yes), the master data with the flag set in processing S7 is transferred to the instruction buffer 15
(S9), and the process ends. By this process S9, when the control unit eventually performs a process of creating an instruction form, a registration instruction form in which an unregistered document is described is generated.

In step S3, if there is no check in the registration column (A), the control section 13 proceeds to step S8 and continues the processing.

Note that the processing of the control unit 13 for the single document registration form is the same as the operation of the conventional server device 1, and therefore detailed description is omitted.

Next, the operation of the document management system according to the present embodiment will be described. In the following description, it is assumed that a company having the terminal device 2 and the personal computer 3 has created master data as shown in FIG.

A user of this company operates the personal computer 3 to call the document server 10 via an electric communication line. Then, the document server 10
In response, the FAX modem unit 11 acquires master data from the personal computer 3 and stores it in the instruction buffer 15.

The control unit 13 periodically scans the instruction buffer 15 and, if master data is stored, transfers the master data to the processing buffer 16 and, in addition to the master data, a flag indicating the registration status of each document. It is checked whether or not is set. If not, the master data is reconstructed by associating this flag with each document, and these flags are initialized.

Then, the control unit 13 generates a registration instruction form (FIG. 4) for an unregistered document based on the description of the master data, and
Send to By associating each master data with information (for example, a FAX number or the like) for identifying the receiving company, the registration instruction form can be sent to the corresponding company.

The company receives and stores this registration instruction form by facsimile. Eventually, when it becomes possible to manage the document, the ID of the document to be managed in this registration instruction form
A check is entered in the registration column (A) corresponding to, and the number thereof is entered in the column (E), and each document is superimposed on this registration instruction form and transmitted collectively by facsimile.

Then, the facsimile of the document server 10
The modem unit 11 receives the registration instruction form and each document transmitted in a lump, and the image processing unit 12 recognizes the ID and the like of the registered instruction and the number of the documents based on the registration instruction form. The control unit 13 stores the facsimile data (electronic data) of the subsequently received document in the storage unit 14 based on the result of the identification, dividing the facsimile data (electronic data) by the number of sheets. At this time, the control unit 13 sets a flag associated with the registered document, and returns the set master data to the instruction buffer 15 for storage.

Then, the control unit 13 creates a registration instruction form for instructing registration of an unregistered document from the master data stored in the instruction buffer 15 and transmits the form to the company by facsimile. On the corporate side,
It is possible to reliably manage which documents are unregistered.

In the above description, the document server 10 uses the information on the number of documents to identify each of the plurality of documents. However, a recognizable inner cover page is inserted between the documents. May be identified. In this case, in order to make it identifiable, for example, an identification image (including a barcode and its equivalent) indicating specific information may be described at a predetermined location and recognized.

In this case, the master data managed by the personal computer 3 is directly received by the document server 10 via an electric communication line, but the data printed by the printer attached to the personal computer 3 is transmitted to the terminal device. 2 to the document server 10 by facsimile transmission, and the image processing unit 1 of the document server 10
2 may generate a registration instruction form by recognizing the character by OCR or the like.

[0037]

According to the present invention, a document server receives a form document describing identification information of a plurality of documents and the plurality of documents from a document registration terminal, and based on the description of the form document, Identifies each document and manages each identified document individually, so you can issue bulk registration instructions,
The convenience of the registration operation can be improved.

Further, according to the present invention, the document server receives a list of identifiers of a plurality of documents from the document registration terminal as master data, and generates a form document for registration instruction based on the received master data. Receiving a document to be managed together with the form document from the document registration terminal, identifying each managed document based on the form document, and identifying the document. Since we manage each document,
When bibliographic items such as document titles are managed electronically, the trouble of copying to the registration instruction form can be saved, errors can be prevented, and operability can be improved.

[Brief description of the drawings]

FIG. 1 is a configuration block diagram illustrating a document management system according to an embodiment of the present invention.

FIG. 2 is an explanatory diagram illustrating an example of master data.

FIG. 3 is an explanatory diagram illustrating an example of master data with a flag set.

FIG. 4 is an explanatory diagram illustrating an example of a registration instruction form.

FIG. 5 is a flowchart illustrating a document registration process of a control unit 13;

FIG. 6 is a configuration block diagram of a conventional document management system.

FIG. 7 is an explanatory diagram illustrating an example of a registration instruction form.

[Explanation of symbols]

1 server device, 2 terminal device, 3 personal computer, 10 document server, 11 fax modem unit, 12 image processing unit, 13 control unit, 14 storage unit, 15 instruction buffer, 16 processing buffer.

 ────────────────────────────────────────────────── ─── Continued on the front page (72) Inventor Yasuhisa Shiozaki 4-4-2, Minamisenba, Chuo-ku, Osaka-shi, Osaka Daiwa Bank Senba Building Fuji Xerox Co., Ltd. F-term (reference) 5B075 NR02 PP04 PP05 UU06 UU21 5B082 GA16 5C062 AA02 AA14 AA17 AA25 AB38 AB42 AC24 AC41 AC42 AC43 AF00 BA04 5C075 BA07 CA14 CD02

Claims (10)

[Claims] 1. A document management system comprising a document server connected to a document registration terminal via a communication line, the document server comprising: a form document describing identification information of a plurality of documents; Means for receiving a document from the document registration terminal; means for identifying each document based on the description of the form document; and means for managing each identified document. Management system. 2. A document management system comprising a document server connected to a document registration terminal via a communication line, wherein the document server receives a list of identifiers of a plurality of documents as master data from the document registration terminal. Means for receiving, generating a form document for registration instruction based on the received master data, means for distributing the form document to the document registration terminal side, and receiving a document to be managed together with the form document from the document registration terminal A document management system, comprising: means for identifying each document to be managed based on the form document; and means for managing each identified document. 3. A means for receiving a registration instruction form document describing identifiers of a plurality of documents and the number of each document, and a plurality of documents corresponding to the identifiers described in the form document. A document server comprising: means for identifying each document based on a description; and means for managing each identified document. 4. The document server according to claim 3, wherein the identifier of the document described in the form document includes a set of title information and number information of each document, and the means for identifying each document includes: A document server for identifying each document using the number information. 5. A means for receiving a list of identifiers of a plurality of documents as master data, a means for generating a form document for registration instruction based on the received master data, and a document to be managed together with the form document And a means for identifying each of the managed documents, and a means for managing each of the identified documents. 6. The document server according to claim 5, further comprising: a managing unit that associates a flag indicating whether registration of each document is completed with an identifier of each document on the received master data. Means for setting the flag associated with each of the documents identified by the means for identifying each of the documents as having been registered, and a registration instruction for a document whose registration has not been completed, based on the information of the flag. Means for generating a form document for use in a document server. 7. A registration instruction form document that describes identifiers of a plurality of documents and the number of each document, and a plurality of documents corresponding to the identifiers described in the form document. A document management method, comprising: identifying each document based on a description; and managing each identified document. 8. A step of receiving a list of identifiers of a plurality of documents as master data, a step of generating a form document for registration instruction based on the received master data, and a document to be managed together with the form document And a step of identifying each of the managed documents, and a step of managing each of the identified documents. 9. A module for receiving a registration instruction form document describing identifiers of a plurality of documents and the number of documents, and a plurality of documents corresponding to the identifiers described in the form document. A computer-readable recording medium storing a document management program including a module for identifying each document based on the description and a module for managing each identified document. 10. A module for receiving a list of identifiers of a plurality of documents as master data, a module for generating a form document for registration instruction based on the received master data, and a document to be managed together with the form document And a module for managing each of the managed documents, and a module for managing each of the identified documents. A computer-readable recording medium storing a document management program including: