JP2007004431A - Document management system, document disposal apparatus, and document management method - Google Patents

Abstract

To provide a document management system, a document disposal apparatus, and a document management method capable of strictly managing documents such as important documents and confidential documents printed out until they are finally discarded.
A document management server that manages an output state and a discarding state of a printed matter in association with a document ID, a printer that outputs a printed matter with an attached document ID, an electronic blackboard, an MFP, and a disposal processing for the printed matter. A network shredder 5 comprising: a reading unit that reads a document ID; and a discard notification unit that notifies the document management server 1 that a printed matter with a document ID read by the reading unit is discarded. And 5.
[Selection] Figure 1

Description

  The present invention relates to a document management system, a document disposal apparatus, and a document management method for managing security of documents such as important documents and confidential documents.

  With the spread of networks, various information has been managed by computer systems composed of server computers, personal computers, and other computer devices. In recent years, security measures have been strengthened, for example, by restricting access to these computer systems due to the social problem of personal information leakage.

By the way, information managed on the computer system is printed and used by a printing machine as necessary. Thus, it is difficult to protect the information taken out from the computer system as a printed matter with the security measures on the conventional computer system, so it is necessary to take new security measures. For example, Patent Document 1 discloses a technique for tracing a printed material by authenticating a printed material recipient, outputting a watermark (watermark) to the printed material, managing a copy log, and managing a watermark. Is described.
JP 2004-280227 A

  As described above, a technique for tracing information extracted from a computer system has been developed in the past, but there is no document that mentions how to finally handle the extracted information. Documents such as important documents and confidential documents must be strictly managed until they are finally discarded, but at present they are left to the individual.

  Accordingly, the present invention provides a document management system, a document disposal apparatus, and a document management method capable of strictly managing documents such as printed important documents and confidential documents until they are finally discarded. With the goal.

  In order to solve the above problems, a document management system of the present invention is a document management system that manages a plurality of printed materials, and includes a document printing apparatus that outputs printed materials to which document identification information for identifying each printed material is attached, A document management server that manages the disposal state of the printed matter output by the document printing apparatus in association with the document identification information; and a document disposal device that discards the printed matter output by the document printing apparatus. The reading unit for reading the document identification information, and a discard notification unit for notifying the document management server that the printed matter attached with the document identification information read by the reading unit is discarded.

  According to the present invention, document identification information is attached when a printed matter is output, the document identification information is read during disposal of the printed matter, and the read document identification information is notified to the document management server and discarded by the document management server. Since the state is managed, it is possible to strictly manage documents such as important documents and confidential documents printed out until they are finally discarded.

  A first invention of the present application is a document management system for managing a plurality of printed materials, the document printing device for outputting printed materials to which document identification information for identifying each printed material is attached, and the document printing device. A document management server that manages the discard state of a printed matter in association with document identification information, and a document discard device that discards the printed matter output by the document printing device, and the document discarding device reads the document identification information. And a discard notification means for notifying the document management server that the printed matter with the document identification information read by the reading means has been discarded, and the document identification information is attached when the printed matter is output, The document identification information is read at the time of disposal of the printed matter, and the read document identification information is notified to the document management server. Since state is managed, printed outputted important documents, it is possible to strictly manage until the document finally discarded such confidential documents.

  In the second invention of the present application, the document printing apparatus acquires means for acquiring user identification information for identifying a user who generates a printed matter using the document printing apparatus, and notifies the document management server of the acquired user identification information. And the document disposal apparatus further notifies the document management server of the user identification information for identifying the user who discards the printed material using the document disposal apparatus. The document management server manages the user identification information notified from the document printing apparatus in association with the document identification information as a printed material generator, and manages the user identification information notified from the document disposal device of the printed material. The document management system manages the document identification information in association with the document as a discarder. The user identification information for identifying the creator of the print is acquired and managed by the document management server, the document identification information is read during the disposal of the printed material, and the user identification information for identifying the waste of the printed material is acquired and read. The document management server is notified of the user identification information of the printed product discarder together with the document identification information, and the document management server manages the disposal status together with the discarder. Therefore, the final printed documents such as important documents and confidential documents are printed out. It becomes possible to strictly manage together with the producer and the discarder until it is discarded.

  In a third invention of the present application, the document management server has means for setting a security level based on a keyword in a document printed on a printed matter by the document printing apparatus, and the document printing apparatus is set to the set security level. The document management system assigns document identification information to printed matter using a two-dimensional code or wireless IC tag. The security level is automatically set by keywords in the document printed on the printed matter. Depending on the security level, the document identification information is attached to the printed matter with a two-dimensional code or wireless IC tag and managed, so the security level is important until the printed and important documents such as important documents and confidential documents are finally discarded. It becomes possible to manage strictly according to.

  According to a fourth aspect of the present invention, there is provided a document discarding apparatus for discarding printed matter, wherein the document discarding device is connected to a document management server that manages the discarding state of a plurality of printed items in association with document identification information for identifying each printed matter. Document disposal comprising reading means for reading the document identification information of the printed matter with information attached thereto, and a discard notification means for notifying the document management server that the printed matter with the document identification information read by the reading means has been discarded The document identification information given at the time of output of the printed matter is read at the time of disposal of the printed matter, and the read document identification information is notified to the document management server. Therefore, it is possible to strictly manage documents such as important documents and confidential documents printed out until they are finally discarded.

  A fifth invention of the present application is a document management method for managing a plurality of printed materials, and outputs printed matter to which document identification information for identifying each printed matter is attached, and discards the output printed matter. This is a document management method that reads the document identification information and notifies that the printed material with the read document identification information is discarded. The document identification information is read to the document management server and the discard status is managed by the document management server, so that important documents such as important documents and confidential documents are finally discarded. Can be strictly managed.

  Embodiments of the present invention will be described below with reference to the drawings.

(Embodiment)
FIG. 1 is an overall configuration diagram of a document management system according to an embodiment of the present invention.

  1, a document management system according to an embodiment of the present invention includes a document management server 1 that manages an output state and a discard state of a printed material, a printer 2 as a document printing device that outputs the printed material, an electronic blackboard 3, and an MFP ( A multi-function printer) 4 and the like, and a network shredder 5 as a document disposal device for discarding printed matter. The document management server 1, printer 2, electronic blackboard 3, MFP 4 and network shredder 5 are connected to an IP network 6 as a communication network.

  FIG. 2 is a configuration diagram of the document management server 1.

  As shown in FIG. 2, the document management server 1 includes a document management table 10 for managing printed matter, a security level automatic assignment reference table 11 that is referred to for automatically setting a security level based on keywords, and a printed matter. A creator ID management table 12 for managing the creators of documents, a document generation device management table 13 for managing document generation devices, an authority ID definition table 14 for defining privileges for printed materials, and a document operation definition for defining printed matter output operations. The table 15 includes a document management unit 16 that manages a printed matter in association with a document ID as document identification information for identifying each printed matter, and a security level setting unit 17 that sets a security level.

  FIG. 3 is a diagram showing an example of the document management table 10.

  As shown in FIG. 3, the document management table 10 includes a generation date, a disposal deadline, a security level, a generation ID as identification information for identifying a generation, and generation as generation device identification information in association with a document ID. A device ID, a document operation, a related document ID as related document identification information, and a discard state flag are recorded.

  The security level is defined by a security level automatic assignment reference table 11 shown in FIG. As shown in FIG. 4, the security level is defined from “01” to “05” by a general document, an external presentation permission document, an in-house limited document, a confidential information document, and an important confidential information document. In the security level automatic assignment reference table 11, keywords for automatically setting the security level by the security level setting means 17 are defined.

  The generator ID is defined by the generator ID management table 12 shown in FIG. As shown in FIG. 5, in the generator ID management table 12, a name, an authority ID, mail addresses 1, 2, a higher manager, and a higher report address are defined in association with the generator ID. Note that the authority ID is identification information indicating authority regarding the handling of printed matter, and is defined by the authority ID definition table 14 shown in FIG. As shown in FIG. 6, the authority ID is defined from “01” to “05” by a general document, external permission, internal limitation, confidential document, and strictly confidential document.

  The generation device ID is managed by the document generation device management table 13 shown in FIG. As shown in FIG. 7, in the document generation device management table 13, a device name (host name) and an IP address are defined in association with the generation device ID.

  The document operation is managed by a document operation definition table 15 shown in FIG. As shown in FIG. 8, document operations are defined from “A” to “D” by copy, printer, scanner, and FAX reception.

  The document management means 16 manages the output state and discard state of printed matter in association with the document ID by the document management table 10. The security level setting means 17 automatically sets the security level based on the keywords in the document printed on the printed matter. Note that the security level setting unit 17 acquires document data printed on a printed material from document data transmitted to the printer 2 and the MFP 4, or uses image data transmitted from the electronic blackboard 3 as OCR (Optical Character Recognition: It is obtained by converting (optical character reading).

  FIG. 9 is a configuration diagram of the printer 2.

  The printer 2 is connected to a printer unit 20 that outputs a printed matter with a document ID, an IC card reader unit 21 as a creator authentication unit, a central control unit (CPU) 22 that controls each unit, and an IP network 6. Network control unit 23 and main storage unit (memory) 24 for communication. The CPU 22 of the printer 2 reads a user ID as user identification information for identifying the user from the user's IC card 7 (see FIG. 1) by the IC card reader unit 21 and notifies the document management server 1 of the read user ID. To do. Further, the printer 2 assigns a document ID to the printed matter with a two-dimensional code or a wireless IC tag according to the security level set by the document management server 1.

  FIG. 10 is a configuration diagram of the electronic blackboard 3.

  The electronic blackboard 3 includes a printer unit 30 that outputs a printed matter with a document ID, an IC card reader unit 31 as a creator authentication unit, a central control unit (CPU) 32 that controls each unit, and an IP network 6. A network control unit 33 for connecting and communicating, a main storage unit 34, and a scanner unit 35 for reading images such as characters and figures written on the board are provided. The CPU 32 of the electronic blackboard 3 reads the user ID from the user's IC card 7 by the IC card reader unit 31 and notifies the document management server 1 of the read user ID. Then, the image read by the scanner unit 35 is output as a printed matter by the printer unit 30. As with the printer 2, the electronic blackboard 3 also assigns a document ID to the printed matter with a two-dimensional code or a wireless IC tag according to the security level set by the document management server 1.

  FIG. 11 is a configuration diagram of the MFP 4.

  The MFP 4 is connected to a printer unit 40 that outputs a printed matter with a document ID, an IC card reader unit 41 as a creator authentication unit, a central control unit (CPU) 42 that controls each unit, and an IP network 6. A network control unit 43, a main storage unit 44, and a scanner unit 45 that reads an image such as characters and graphics of a document placed on a reading glass. The CPU 42 of the MFP 4 reads the user ID from the user's IC card 7 by the IC card reader unit 41 and notifies the document management server 1 of the read user ID. Then, the image read by the scanner unit 45 is output as a printed matter by the printer unit 40. As with the printer 2, the MFP 4 also assigns a document ID to the printed matter using a two-dimensional code or a wireless IC tag according to the security level set by the document management server 1.

  FIG. 12 is a configuration diagram of the network shredder 5.

  The network shredder 5 is connected to a scanner unit 50 as a reading unit that reads a document ID, an IC card reader unit 51 as a discarder authentication unit, a central control unit (CPU) 52 that controls each unit, and an IP network. A network control unit 53 for communication and a shredder main body 54 as a cutting unit for cutting and discarding the printed material are provided. The CPU 52 of the network shredder 5 reads the user ID from the user's IC card 7 by the IC card reader unit 51 and notifies the document management server 1 of the read user ID, and the document ID read by the scanner unit 50 is attached. The document management server 1 is notified that the printed matter has been discarded.

  Document management by the document management system configured as described above will be described.

  FIG. 13 is a sequence diagram showing processing from printing to disposal of electronic data of a personal computer (PC) 8 connected to the IP network.

  As shown in FIG. 13, the user first instructs the MFP 4 to print the mailbox from the PC 8 (step S101). It is assumed that the security level of this printing is set to “high” and the expiration date is set to “2005/3/5, 10:30”. Next, when the user passes the IC card 7 through the IC card reader unit 41 of the MFP 4 (step S102), the CPU 42 of the MFP 4 acquires the user ID from the user's IC card 7 by the IC card reader unit 41, and acquires this user ID. The user ID is notified to the document management server 1 (step S103). The document management server 1 performs authentication based on the user ID acquired from the MFP 4 (step S104).

  If the authentication is OK, the user issues a print instruction to the MFP 4 (step S105). Here, the MFP 4 makes a document ID numbering request to the document management server 1 (step S106). The document management server 1 issues a document ID to the MFP 4 (step S107). In addition to the electronic data instructed from the PC 8, the MFP 4 outputs a printed matter on which a two-dimensional code including the document ID is printed (step S108), and notifies the document management server 1 of the document management information (step S109). The document management server 1 records the user ID in the document management table 10 in association with the document ID as a printed matter creator.

  Then, the document management server 1 checks the disposal deadline of the document management table 10 as needed, and the document ID of the printed matter that has reached the disposal deadline is addressed to the mail address associated with the creator ID and the creator ID management table 12. A discard notification is transmitted (step S110).

  When the user discards the printed material, when the user inserts the printed material into the shredder main body 54 of the network shredder 5, the network shredder 5 reads the two-dimensional code and the verification image from the printed material by the scanner unit 50 (step S201). When the user passes the IC card 7 through the IC card reader 51 of the network shredder 5 (step S202), the CPU 52 of the network shredder 5 acquires the user ID from the user's IC card 7 by the IC card reader 51. The acquired user ID is notified to the document management server 1 together with the two-dimensional code and the verification image (step S203).

  The document management server 1 performs authentication based on the user ID, the two-dimensional code, and the verification image acquired from the network shredder 5 (step S204). If the authentication is OK, the user inserts the printed material into the shredder body 54 of the network shredder 5 and performs a discarding process (step S205). The network shredder 5 notifies the document management server 1 of document management information (step S206). Note that the document management server 1 can also record the user ID in the document management table 10 in association with the document ID as a printed material discarder when the printed material producer and the discarder are different. The same applies to the processing by the printer 2 and the electronic blackboard 3.

  As described above, in the document management system according to the present embodiment, a document ID is assigned when a printed matter is output, and a user ID for identifying the creator of the printed matter is acquired and managed by the document management server 1. Since the user ID for identifying the discarder of the printed matter is read together with the document ID at the time of disposal of the printed matter, and the discarding state is managed by the document management server 1, documents such as important documents and confidential documents that have been printed out are finally obtained. It can be strictly managed with the producer and the discarder until it is discarded.

  In the document management system in the present embodiment, the security level setting means 17 can automatically set and manage the security level. The security level setting unit 17 obtains document data printed on a printed material from document data transmitted to the printer 2 and the MFP 4 or obtains image data transmitted from the electronic blackboard 3 by OCR conversion. The document management server 1 searches the document data for a keyword that matches the keyword registered in the security level automatic assignment reference table 11, and automatically assigns a corresponding security level if the keyword matches the document data. Return to In the document device, the document ID is given to the printed matter by a two-dimensional code or a wireless IC tag according to the security level.

  As described above, the security level is automatically set by the keyword in the document printed on the printed matter, and the document ID is attached to the printed matter by the two-dimensional code or the wireless IC tag according to the set security level, and is managed. Therefore, it is possible to strictly manage documents such as important documents and confidential documents printed out according to the security level until they are finally discarded.

  The document management system, document disposal apparatus, and document management method of the present invention are useful for managing the security of documents such as important documents and confidential documents. In particular, the present invention is suitable as a document management system, a document disposal apparatus, and a document management method capable of strictly managing documents such as important documents and confidential documents printed out until they are finally discarded.

1 is an overall configuration diagram of a document management system according to an embodiment of the present invention. Configuration diagram of document management server The figure which shows the example of a document management table The figure which shows the example of the security level automatic grant reference table The figure which shows a generator ID management table The figure which shows the authority ID definition table Figure showing the document device management table Figure showing the document operation definition table Printer configuration diagram Configuration diagram of electronic blackboard Configuration diagram of MFP Configuration diagram of network shredder Sequence diagram showing processing from printing to disposal of electronic data of a personal computer connected to the IP network

Explanation of symbols

1 Document Management Server 2 Printer 3 Electronic Blackboard 4 MFP
5 Network shredder 6 IP network 7 IC card 8 PC
DESCRIPTION OF SYMBOLS 10 Document management table 11 Security level automatic assignment reference table 12 Creator ID management table 13 Document generation device management table 14 Authority ID definition table 15 Document operation definition table 16 Document management means 17 Security level setting means 20, 30, 40 Printer unit 21 , 31, 41, 51 IC card reader unit 22, 32, 42, 52 CPU
23, 33, 43, 53 Network control unit 24, 34, 44 Main storage unit 35, 45, 50 Scanner unit 54 Shredder body

Claims (5)

A document management system for managing a plurality of printed materials,
A document printing apparatus for outputting the printed matter, with document identification information for identifying each printed matter;
A document management server that manages the disposal state of the printed matter output by the document printing apparatus in association with the document identification information;
A document disposal apparatus for discarding the printed matter output by the document printing apparatus,
The document disposal device
Reading means for reading the document identification information;
A discard notification unit for notifying the document management server that the printed matter with the document identification information read by the reading unit is discarded;
A document management system characterized by that. The document printing apparatus includes:
Means for acquiring user identification information for identifying a user who generates the printed matter using the document printing apparatus;
Means for notifying the document management server of the acquired user identification information,
The document disposal apparatus further includes:
Means for acquiring user identification information for identifying a user who discards the printed matter using the document discarding device;
Means for notifying the document management server of the acquired user identification information,
The document management server manages the user identification information notified from the document printing device in association with the document identification information as a creator of the printed material, and manages the user identification information notified from the document disposal device of the printed material. Manage as a discarder in association with the document identification information,
The document management system according to claim 1. The document management server has means for setting a security level based on a keyword in a document printed on a printed matter by the document printing apparatus;
The document printing apparatus gives the document identification information to the printed matter by a two-dimensional code or a wireless IC tag according to the set security level.
The document management system according to claim 1 or 2, wherein A document disposal device for disposal of printed matter,
Connected to a document management server that manages a plurality of discarded states of the printed matter in association with document identification information for identifying each printed matter;
Reading means for reading the document identification information of the printed matter to which the document identification information is attached;
A discard notification means for notifying the document management server that the printed matter with the document identification information read by the reading means is discarded;
A document disposal apparatus characterized by that. A document management method for managing a plurality of printed materials,
Output the printed matter with document identification information for identifying each printed matter,
When discarding the output printed matter, the document identification information is read,
Notifying that the printed matter with the document identification information read is discarded;
A document management method characterized by the above.

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