JP2006018370A - Document management system - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a document management system in which an administrator having document authorization authority for each document file type can easily know update of a document file.
[Solution]
In a client server type document management system having a document management client machine 10, a document management server 20 for storing document management information, and a document file server 30 for storing a plurality of document files, the management server 20 sets the document type. A management level table 22 for each document storing a plurality of management levels corresponding thereto, a user management table 23 storing management levels and update notification destinations corresponding to a plurality of user IDs, and document types corresponding to a plurality of document files. A document information management table 21 storing a file storage location, a file creation date and time, a file update date and time, and an administrator approval date and time, and a user ID having a higher management level than the management level based on the input document type Is stored in the document management table 21.
[Selection] Figure 1

Description

  The present invention relates to a document management system suitable for managing approval information and update information of an electronic document file. In particular, the administrator can be specified by the type of the document file, and the administrator can be notified of the update of the document file. The present invention relates to a document management system.

  Generally, management of an electronic document file in a company or the like is performed from a client server that inputs or approves text, and a document management server that manages document data that is input or approved on the client server side. It is known to be configured by a client server type.

  The document management server stores a cabinet for storing document files and information management information for managing documents, creates a folder in the cabinet from a document management client, and stores a document file; And a document management function for managing whether or not a document file can be read and written from a document management client.

If the management contents of the cabinet managed by the document manager on the document management server side are changed by operations such as adding or editing a document file on the document management client, the change can be easily made to the document manager. A technique for informing is described in Patent Document 1 below.
JP 2003-337813 A

  The electronic document management system according to the prior art is created in a cabinet or other document file server that is not managed beforehand, although the document management server can grasp the change of the document file in the cabinet managed by the document management server. Since the document file is not subject to change management, there is a problem that the document file cannot be managed.

  Furthermore, although the electronic document management system according to the prior art has a function of notifying the administrator of the change to the document manager unit of the cabinet, there is a problem that the approver who is the document unit administrator cannot know the change. . For example, in the prior art, when there are a plurality of document files in one cabinet and the approver of the document is different for each document file, there is no function to notify the change of the document file for each approver, Even when the document file is rewritten, there is a problem that the approver cannot know the rewrite and the document file may be rewritten without the approval of the approver.

  An object of the present invention is to eliminate the problems caused by the above-described prior art, and a document management server can easily know document file update by an administrator who has document authorization authority for each type of document file, To provide a document management system capable of easily restoring the updated document file.

  To achieve the above object, the present invention provides a client server type document management system having a document management client, a document management server for storing document management information, and a document file server for storing a plurality of document files. A document-specific management level table storing a plurality of management levels corresponding to the document type, a user management table storing a management level corresponding to a plurality of user IDs and an update notification destination, and a document corresponding to a plurality of document files It has a document information management table that stores the type, file storage location, file update date and time, and administrator approval date and time. Compared to the management level obtained by referring to the document-specific management level table based on the input document type Storing the update notification destination corresponding to the user ID of the advanced management level in the document management table. And a feature.

  In the document management system, the file update date stored in the document information management table is compared with the manager approval date. If the file update date exceeds the manager approval date, the file management date is stored in the user management table. A second feature is that the stored update notification destination is notified, and in any one of the document file management systems, a storage means for saving the document file stored in the document file server is provided, and the document stored in the document file server A third feature is that the file is saved and stored in the storage unit together with the path information of the document file server.

  According to the present invention, the administrator who can approve in units of documents is limited, and the administrator can easily update the document file by notifying the administrator when the document on the document file server is updated. It is possible to know and to easily restore the updated document file.

Hereinafter, an embodiment of the present invention will be described in detail with reference to the drawings. FIG. 1 is a diagram showing an overall system configuration of a document management system 1 according to an embodiment of the present invention, FIG. 2 is a diagram showing details of the system configuration according to the embodiment, and FIG. 3 is an example of a document information management table according to the embodiment. FIG. 4 is a diagram showing an example of a management level table for each document according to this embodiment, FIG. 5 is a diagram showing an example of a user management table according to this embodiment, and FIG. 6 is a diagram for registering initial information in the document information management table. FIG. 7 is an operation flowchart for registering additional information for requesting approval in the document information management table. FIG. 8 is an operation flowchart for registering document approval information in the document information management table. 9 is an operation flowchart for checking whether or not a document file registered in the document information management table is updated, and FIG. 10 is a document information management table. FIG. 11 is an operation flowchart when restoring a document file saved in another recording medium to a file storage location in the document information management table. It is.
<Description of configuration>

  As shown in FIG. 1, the document management system 1 according to the present embodiment includes a plurality of client machines 10 for inputting a document file and approving the document file, and an administrator who is input from the client machine 10 or has an authorization authority. The document management server 20 for managing the approval information, the document file server 30 for storing the document file input from the client machine 10, and the network 40 for connecting them.

  As shown in FIG. 2, the document management system 1 includes a document initial information registration screen 10a for the client machine 10 to register initial document file information, addition to a document file once registered, Document additional information registration and approval request screen 10b for requesting approval, document information approval screen 10c for registering that the administrator refers to the document file and approves, and the administrator of approval before the correction The document management server 20 includes a processing program for executing each function described later using a document file restoration screen 10d for restoring a document file. The document management server 20 includes a document information management table 21 for managing document files, and the document Initial information registration screen 10a Document-specific management level table 22 for registering the management level of a document file input using another screen , Composed of a user management table 23 for storing the user name and management level, etc. of each user, a document update indicator checking processor 20a, a document save processing section 20b for executing the saving of the document file.

  <Description of Document Information Management Table 21>

  As shown in FIG. 3, the document information management table 21 registers information relating to management of document files stored in the document file server 30, and includes a document ID 21a, a document name 21b, a document type 21c, To register the information in each column of the creator ID 21d, the manager ID 21e, the file storage location 21f, the file creation date 21g, the file update date 21h, the file last saver 21i, and the manager approval date 21j. Composed.

  The document ID 21a is code information for uniquely identifying each document file in the document management system 1. In the illustrated example, for example, three document IDs “000001”, “000002”, and “000003” are included. Information is registered. As the document name 21b, the document name of each document file is registered, and “AAAAAA”, “BBBBBB”, “CCCCCC” are sequentially assigned to the individual records of the document IDs 21a “000001”, “000002”, and “000003”, respectively. Is registered.

  The document type 21c is for registering a document type for specifying the management level of each document file. For each record of the document IDs 21a “000001”, “000002”, and “000003”, the document type 21c is sequentially registered. The management level values “SA”, “BD”, and “FD” corresponding to the management levels described later are registered. This management level value will be described later.

  As the creator ID 21d, the creator ID of each document file is registered. For each record of the document ID 21a "000001", "000002", "000003", "12345", "12345", "12345" The creator ID is registered. As the administrator ID 21e, an administrator ID for approving each document file is registered. For each record of the document ID 21a “000001”, “000002”, and “000003”, “98765” and “87654” are sequentially provided. , “76543” is registered.

  In the file storage location 21f, the storage location of each document file in the file server 30 is registered. For each record of the document IDs 21a “000001”, “000002”, and “000003”, “¥¥ A ¥ B ¥ aaa” is sequentially provided. .Doc ”,“ ¥¥ D ¥ E ¥ fff.doc ”, and“ ¥¥ G ¥ H ¥ iii.doc ”are stored. As the file creation date 21g, the first creation date of each document file is registered. For each record of the document ID 21a “000001”, “000002”, “000003”, “2003/10/25 10:01 : 20 ”,“ 2004/02/05 12:05:10 ”, and“ 2004/02/10 17:34:15 ”are registered.

  As the file update date / time 21h, the update date / time at the time the manager approves each document file is registered. For each record of the document ID 21a “000001”, “000002”, “000003”, “2003/12/20 13:14:23 ”,“ 2004/02/15 15:45:50 ”, and“ 2004/02/18 18:26:20 ”are registered.

  As the file final saver 21i, the file final saver at the time of the approval of the administrator of each document file is registered, and for each record of the document ID 21a "000001", "000002", "000003" ”,“ Oh ah ”,“ Oh ah ah ”, the value of the last saver is registered. As the administrator approval date 21j, the approval date at the time of administrator approval of each document file is registered, and for each record of the document ID 21a “000001”, “000002”, “000003”, “2003/12 / 23 09:10:05 ”,“ 2004/02/20 16:32:12 ”, and“ 2004/02/19 17:43:20 ”are registered.

  As described above, the document information management table 21 according to the present embodiment constitutes a management table for centrally managing management information such as the management level / manager / approval date for the document ID 21a for each document file.

<Description of Management Level Table 22 by Document>
As shown in FIG. 4, the document-specific management level table 22 registers code information for uniquely identifying the document type and setting the management level. In the example shown in the figure, “RP”, For the three document types 22a of “BD” and “ES”, a document generic name 22b such as “minutes”, “basic design document”, “estimate”, and “1”, “2”, “3” The management level A22c is registered. In other words, in the present embodiment, for example, the management level 22c is set in three stages: minutes> basic design document> estimate from the top in descending order, and these management levels are called RP / BD / ES, The management level rank is registered in the document information management table 21 for each document file.

<Description of user management table>
As shown in FIG. 5, the user management table 23 registers information related to the management level for each user, and registers a user ID 23a and a user name 23b / management level B 23c / update notification destination 23d for the user ID 23a. is doing. The user ID 23a is code information for uniquely identifying the document type in the document management system 1, and in the illustrated example, four user IDs of “12345”, “76543”, “87654”, and “98765” Information is registered.

  As the user name 23b, a user name for each user ID 23a is registered. For each record of the user IDs 23a "12345", "76543", "87654", and "98765" The user name values of “Good”, “Uu-Uu”, and “Ye-e-e” are registered. As the management level B23c, a management level for each user ID 23a is registered. For each record of the user IDs 23a "12345", "76543", "87654", and "98765", "0" and "3" are sequentially provided. , “2”, and “1” are registered.

  The update notification destination 23d is for registering an update notification destination for each management level. For each record of management level 23c "0", "3", "2", "1", in order The mail address values of “aaa@xxx.com”, “bbb@xxx.com”, “ccc@xxx.com”, and “ddd@xxx.com” are registered. That is, the user management table 23 stores an update notification destination for each management level. In the present embodiment, an example in which a contact is set for each management level has been described. However, if a person who has set a user ID has a management level set by job system, the contact is set for each user ID. May be.

The document management system 1 according to this embodiment registers information in the document information management table 21 with reference to the information in the user management table 23 and the document attribute of the file server 30 described above, and the document update presence / absence check processing unit 20a and the document The save processing unit 20b refers to the document information management table 21 and manages document change of the file server 30, and these operations will be described below.
<Description of operation>

Next, the operation of the document management system 1 according to the present embodiment will be specifically described with reference to FIGS. In the figure, “step” is expressed as “S”.
<Initial setting operation>
First, FIG. 6 is a flowchart showing an example of processing operation when initial information is registered in the document information management table 21. As a process for limiting the managers who can approve document management information according to document types. Perform the following steps:

  More specifically, in the initial setting operation, when the document creator logs on to the management server 20 using the client machine 10 (step 1), the initial document information registration screen 10a is displayed and the document name and document type are input. It is determined whether the document type exists in the document type 22a of the document-specific management level table 22, and if it exists, the document ID is acquired (step 2).

  Next, this process determines whether the administrator ID of the approval input for the corresponding document exists in the user ID 23a of the user management table 23, and if it exists, acquires the management level B23c of this user and the document. When the management level A22c of the document-specific management level table 22 is acquired from the type (step 3), the acquired management level A22c and the management level B23c are compared (step 4), and the management level B23c is equal to or greater than the management level A22c Advances to the next step 5, and if the management level is low (small), the process returns to the step 3 to wait for the re-input of the administrator ID, and then the information acquired in the document information management table 21 in the above steps 1 to 4 Document ID 21a / Document name 21b / Document type 21c / Creator ID 21d / Administrator ID 21e It operates so as to registration (step 5).

  That is, this process determines whether or not the administrator ID to be approved is at the management level according to the document type, and operates to limit the administrator.

<Additional information registration operation>
FIG. 7 is a flowchart showing a processing operation example when registering additional information for requesting approval in the document information management table 21. In the present embodiment, the following steps are executed as processing for allowing the administrator to approve document management information.

  In this process, first, when the document creator logs on to the management server 20 from the client machine 10 (step 1), the document additional information registration and approval request screen 10b is displayed to prompt the input of the document ID. Based on the ID, the registered document management information, that is, the document ID 21a / document name 21b / document type 21c / creator ID 21d / administrator ID 21e is acquired from the document information management table 21 (step 6), and then the document file to be requested for approval is acquired. By inputting the path of the storage location (step 7), the cabinet 30a / folder 30b / document file 30c of the file server 30 is searched from the input path, and the file creation date / time and the file update date / time from the attribute information 30d of the document file 30c. / Acquire the file last saver (step 8). Next, this process additionally registers the file storage location 21f / file creation date / time 21g / file update date / time 21h / file last saver 21i, which is the information acquired in steps 7 to 8, in the document information management table 21 (step 9). It works like

  In other words, this process operates so as to specify the storage location of the document and to acquire the attribute of the document at the time of approval. In step 7 and step 8 described above, an example of inputting a path has been described. However, the present invention is not limited to this. For example, a cabinet / folder / document file is selected from a window, and path information / attributes are selected. Information 30d may be acquired.

<Approval information registration operation>
FIG. 8 is a flowchart showing a processing operation example when registering document approval information in the document information management table 21. In the present embodiment, the following steps are executed as processing for the administrator to approve document management information.

  In this processing, when the document administrator logs on to the management server 20 (step 10), the client machine 10 displays the document information approval screen 10c and prompts the user to input a document ID. When the document ID is input, the document information management is performed. From the table 21, registered document management information, that is, document ID 21a / document name 21b / document type 21c / creator ID 21d / administrator ID 21e / file storage location 21f / file creation date 21g / file update date 21h / file last saver 21i Acquire (step 11), confirm the already registered management information and approve it (step 12), and additionally register the administrator approval date 21j by pre-processing in the document information management table 21 (step 13). .

<Document file update presence check operation>
FIG. 9 is a flowchart showing an example of processing operation when checking whether or not a document file registered in the document information management table is updated. In the present embodiment, the document update presence / absence check processing unit 20a executes the following steps as a process of comparing the file update date and time when the document file is approved with the file update date and time of the actual document file.

  In this process, the management server 20 sequentially searches the document information management table 21 in units of records (step 14), searches the file information of the file server 30 from the path information of the file storage location 21f of each record, and determines the attributes of the document file. To obtain the file update date and time (step 15). Next, this process compares the file update date / time 21h in the document information management table with the file update date / time acquired in step 15, and if not equal, the process proceeds to step 17, and if equal, the next record is processed. In step 17, the user management table 23 is searched from the administrator ID 21 e of the document information management table, and the update notification destination 23 d of the user management table 23 is notified by mail that the document has been updated after approval. . That is, this process compares the update date 21h with the approval date to see if an update has occurred in the document after approval, and determines whether the update date has exceeded the approval date, that is, has been updated after approval. Check and notify the administrator of any updates that have occurred after approval. It is preferable that the document update presence / absence check processing unit 20a is periodically performed in the management server 20 according to a schedule.

<Document save operation>
FIG. 10 is a flowchart showing an example of processing operation when a document file registered in the document information management table 21 is saved in another recording medium. In the present embodiment, the following steps are executed in the document saving process 20b as the process for saving the document file.

  In this saving process, the management server 20 sequentially searches the document information management table 21 in units of records (step 18), and then retrieves the document file of the file server 30 from the path information of the file storage location 21f of each retrieved record. It operates so as to back up (step 19) by saving to another exchangeable recording medium (recording means). When saving in the step 18, it is necessary to add the path information.

<Document restoration operation>
FIG. 11 is a flowchart showing an example of processing operation when a document file saved in another recording medium is restored to the file storage location 21 f of the document information management table 21. In the present embodiment, the administrator executes the following steps as processing for restoring a document file.

  In this process, when the document administrator logs on the management server 20 (step 10), the client machine 10 displays the document file restoration screen 10d and prompts the user to input the document ID. When the document ID is input, the document information management is performed. From the table 21, registered document management information, that is, document ID 21a / document name 21b / document type 21c / creator ID 21d / administrator ID 21e / file storage location 21f / file creation date 21g / file update date 21h / file last saver 21i Obtain (step 20). Next, this process confirms the registered management information, and searches for a document file saved in another recording medium based on the path information by a restore instruction (step 21). Restore (restore) to the path of the file storage location 21f of the management table 21. That is, this process operates to restore from the registered management information when an update occurs in the approved document and it is necessary to restore it.

  As described above, the document management system according to the present embodiment is provided with means for limiting the administrator who can approve the document management information managed by the document management server according to the type of the document. An administrator having document approval authority for each type can easily know the update of the document file.

  Furthermore, the document management system according to the present embodiment detects from the document management information that the document file in the document file server has been updated from the state of the document file at the time of administrator approval, and notifies the administrator of the document file. Can be announced.

  Furthermore, the document management system according to the present embodiment saves a document file in the document file server from the document management information to a recording medium by the document management server, and from the recording medium to the document file server by the document management information. Document files can be restored within.

  In document management using computerized data, it can be used to set authorization for documents and to prevent falsification of documents. For example, in a document management department that handles multiple sentences in a company, an administrator is identified according to the type of sentence file, the administrator is notified that the sentence has been changed without the approval of the administrator, and document management Can be done strictly.

1 is a diagram showing an overall configuration of a document management system according to an embodiment of the present invention. The figure which shows the detail of the system configuration | structure by this embodiment. The figure which shows an example of the document information management table by this embodiment. The figure which shows an example of the management level table classified by document by this embodiment. The figure which shows an example of the user management table by this embodiment. 6 is an operation flowchart when initial information is registered in a document information management table. The operation | movement flowchart at the time of registering the additional information for requesting approval to a document information management table. The operation | movement flowchart at the time of registering the approval information of a document in a document information management table. 6 is an operation flowchart for checking whether or not a document file registered in a document information management table is updated. 6 is an operation flowchart for saving a document file registered in a document information management table to another recording medium. 10 is an operation flowchart when restoring a document file saved in another recording medium to a file storage location of the document information management table.

Explanation of symbols

1: Document management system, 10: Client machine, 10b: Approval request screen, 10d: Document file restoration screen, 10a: Document initial information registration screen, 10c: Document information approval screen, 20: Document management server, 20a: Document update presence / absence Check processing, 20b: document saving processing, 20b: document saving processing unit, 21: document management table, 22: document-specific management level table, 23: user management table.

Claims (3)

In a client server type document management system having a document management client, a document management server for storing document management information, and a document file server for storing a plurality of document files,
The management server stores a plurality of management levels corresponding to document types, a user management table storing management levels and update notification destinations corresponding to a plurality of user IDs, and a plurality of document files. A document information management table that stores the document type, file storage location, file update date and time, and administrator approval date and time corresponding to the file, and the management obtained by referring to the management level table for each document based on the input document type A document management system, wherein an update notification destination corresponding to a user ID having a higher management level than the level is stored in the document management table.   2. The document management system according to claim 1, wherein the file update date stored in the document information management table is compared with the manager approval date, and if the file update date exceeds the manager approval date, the file management date is stored in the user management table. A document management system characterized by notifying a stored update notification destination. 3. The document management system according to claim 1, further comprising storage means for saving the document file saved in the document file server, and saving the document file saved in the document file server together with path information of the document file server to the storage means. Document management system characterized by being stored in memory.

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