JP2009211591A - Document management system and program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document management system for confirming the location of a document even when the document is taken out of a confidential division area. <P>SOLUTION: The document management system 1 includes a warning place storage means (a user database of a document management device 16) that stores warning places for each user; a gate 18 comprising a document detector 22 for detecting the document, and an individual authentication device 20 for authenticating a user who carries the document; and a warning notifying means (a warning notifying part 66 of the document management device 16) for reporting a warning to the warning place of the user authenticated by the individual authentication device 20 stored in the user database when the document is detected by the document detector 22 of the gate 18. <P>COPYRIGHT: (C)2009,JPO&INPIT

Description

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

  Document traceability is the ability to track when, where and who held which document. In order to prevent information leakage, a document management system that ensures document traceability is desired.

  Conventionally, when a document is taken out of a specific area formed as a space closed by a gate or the like, it is difficult to specify the current position of the document. For example, in a system that manages a paper medium by attaching a wireless chip such as an RFID (Radio Frequency Identification) tag to the paper medium, the problem of printing on the paper medium due to the thickness of the RFID tag, the identification of a reader that reads the RFID tag, etc. The situation is not practical because of the problem of installation outside the area and the communication distance (about several meters) of the reader.

Patent Document 1 discloses an information distribution system that distributes information related to a location near a customer or a visitor who is a user to a mobile terminal held by the user when in a facility such as a supermarket or an event venue. Has been.
Patent Document 2 discloses a technique for managing a process from discharge to processing of confidential documents discharged in an office or the like.

JP 2007-41642 A JP 2007-42076 A

  However, when a document or article is taken out from the classified area, the location of the document or the like is not known.

  An object of the present invention is to provide a document management system and program capable of confirming the location of a document even when the document is taken out from a classified area.

  In order to achieve the above object, a document management system according to the present invention includes a warning destination storage unit that stores a warning destination for each user, a document detection unit that detects a document, and a user authentication unit that authenticates a user carrying the document. When the document is detected by the entry / exit unit and the document detection unit of the entry / exit unit, a warning is given to the warning destination of the user authenticated by the user authentication unit stored in the warning destination storage unit Warning notification means for notifying According to the present invention, when a document or the like is taken out from the classified area, a warning is notified to the user who took out the document or the like, so that the user can be notified of the location, and the location of the document can be determined. Can be confirmed.

  Preferably, the warning notification means notifies a warning every predetermined time. According to the present invention, since a warning is notified to a user who does not notify the location at predetermined intervals, and the user is motivated to notify the location, notification of the location of the document can be further promoted.

  Preferably, the warning notification unit cancels the notification of the warning every predetermined time when a response to the notified warning is received. According to the present invention, if the user responds to the warning, the repeated warning is stopped, which motivates the user to respond.

  Preferably, the response to the warning notified by the warning notification means includes location information, time information, and document information, and a response receiving means for receiving a response to the warning notified by the warning notification means; The apparatus further includes tracking information storage means for storing location information, time information, document information, and user information included in the response received by the response receiving means. According to the present invention, the location information included in the response from the user is stored, so that the location of the document taken out from the classified area can be confirmed at any time.

  Preferably, it further includes a location storage means for storing location identification information for identifying a location, and the tracking information storage means stores location identification information stored in the location storage means as location information. According to the present invention, the location of a document can be confirmed even when the document is stored in a location identified by location identification information inside the classified area.

  Preferably, the document detection unit detects a document by a large Barkhausen effect. According to the present invention, it is possible to easily detect that a document has been taken out of the classified area.

  Preferably, the document detection unit detects a document in which transmission destination information of a response to a warning is embedded. According to the present invention, when the user responds to the warning, the response can be performed with a simple operation using the destination information embedded in the document. it can.

  A program according to the present invention includes a computer, a warning destination storage unit that stores a warning destination for each user, a document detection unit that detects a document, and an entry / exit unit that includes a user authentication unit that authenticates a user carrying the document. A detection signal receiving step for receiving a detection signal output by the document detection unit of the entry / exit unit, and receiving user information authenticated by the user authentication unit when the detection signal is received The computer of the document management system includes a user information reception step and a warning notification step of notifying the warning destination of the user stored in the warning destination storage unit based on the received user information. Let it run.

  According to the present invention, the location of a document can be confirmed even when the document or the like is taken out from a classified area.

FIG. 1 is a diagram showing a configuration of a document management system 1 according to an embodiment of the present invention.
As shown in FIG. 1, the document management system 1 according to the present embodiment includes an image forming apparatus 10, a document management apparatus 16, a storage 24 and a gate 18 connected via a network 28. The network 28 is configured by, for example, a LAN (Local Area Network). Accordingly, the image forming apparatus 10, the document management apparatus 16, the storage 24 and the gate 18 transmit and receive data via the network 28. The network 28 may be wired or wireless. A plurality of image forming apparatuses 10 and storages 24 may be included.

  The image forming apparatus 10 is, for example, a copying machine or a multifunction machine, and has a printing function, a copying function, a reading function, and a facsimile transmission / reception function. The image forming apparatus 10 is arranged in a classified area configured as described later. The image forming apparatus 10 includes an authentication device 12 and a detection sensor 14.

  The authentication device 12 authenticates an individual who holds the authentication card by reading personal information (for example, a user ID) stored in an authentication card such as a contactless IC card. When the personal authentication is performed by the authentication device 12, the image forming device 10 performs a printing process and outputs a sheet. Therefore, it is possible to identify who and when the printing process was performed.

  The detection sensor 14 is a sensor that detects a magnetic material contained in the paper. The detection sensor 14 is a pinch antenna, for example, and detects a change in the generated magnetic field by the large Barkhausen effect. More specifically, when the image is formed on a paper (detection target paper) in which a magnetic material such as a magnetic wire exhibiting a large Barkhausen effect is inserted, the detection sensor 14 includes a magnetic material included in the detection target paper. Detects the magnetization reversal that occurs. The detection target paper is also called remote paper.

  When forming an image on a sheet, the image forming apparatus 10 prints an optically readable code image on the sheet. The code image is realized by a two-dimensional code such as a barcode or a QR code, for example. The code image includes an identifier (ID) for identifying a document output from the image forming apparatus 10, information indicating whether or not the paper is a detection target paper, and an email address of the document management device 16. . The mail address of the document management device 16 is used as transmission destination information for a response to a warning described later. The code image may include information about the image forming apparatus 10 such as an identifier for identifying the image forming apparatus 10 and a location where the image forming apparatus 10 is installed.

  The gate 18 (entrance / exit part) is provided at a position that separates the confidential section area, which is a closed space, from the other areas. For example, the gate 18 is provided at an entrance of a building, room, office, store, or the like. Thus, the user passes through the gate 18 when entering or leaving the classified area. The gate 18 includes a personal authentication device 20 and a document detection device 22.

  The personal authentication device 20 (user authentication unit) wirelessly reads personal information stored in the authentication card. When the personal authentication device 20 confirms that the read personal information has authority to pass, a door (not shown) is opened and the gate 18 is allowed to pass. When the user passes through the gate 18, it is confirmed that the user has passed by a passage detection sensor (not shown), the door is closed, and the gate 18 cannot pass. In this way, the personal authentication device 20 authenticates a user carrying a confidential document. The personal authentication device 20 may perform personal authentication using biometric information such as fingerprints, veins, and eye irises.

  The document detection device 22 generates an oscillating magnetic field having a predetermined intensity and detects a document that enters a monitoring area formed by the oscillating magnetic field. Specifically, like the detection sensor 14, the document detection device 22 has a detection coil (not shown), and detects the magnetization reversal caused by the detection target paper entering the magnetic field. That is, the document detection device 22 detects a confidential document (a document including a detection target sheet) by the large Barkhausen effect. Therefore, when the user passes the gate 18 with a confidential document, it is possible to specify the user who has taken the confidential document out of the confidential classification area.

  The storage 24 is a container for storing documents, and is provided in the classified area. The storage 24 includes a reading device 26 that optically reads a code image attached to a detection target sheet. The reading device 26 is, for example, a bar code reader or a QR code reader. By reading the code image by the reading device 26, it is possible to specify the document stored in the storage 24.

  The document management device 16 receives and stores data transmitted from the image forming device 10, the storage reading device 26, the personal authentication device of the gate 18, and the document detection device 22. Further, the document management device 16 receives and stores data transmitted from a mobile terminal device such as a mobile phone, which will be described later, or a terminal device such as a personal computer. More specifically, the document management device 16 manages information for confirming the location of the confidential document. The information stored in the document management device 16 will be described in detail later.

FIG. 2 is a diagram illustrating a hardware configuration of the document management apparatus 16.
As shown in FIG. 2, the document management device 16 includes a CPU 30, a memory 32, a storage device 34 such as a hard disk drive, a communication interface (IF) 36 that performs data communication via a network 28, and an input device such as a keyboard and a mouse. 38 and a display device 40 such as a liquid crystal display. These components are connected to each other so that data can be input and output.

  FIG. 3 is a diagram showing information managed by the document management device 16. FIG. 3A illustrates information stored in the user DB 52, and FIG. 3B is stored in the location DB 54. FIG. 3C illustrates information stored in the document DB 56. The user DB 52, the location DB 54, and the document DB 56 are realized by at least one of the memory 32 and the storage device 34.

  As shown in FIG. 3A, the user DB 52 (warning destination storage means) stores user information of each user. The user information includes a user ID that uniquely identifies the user, a name, a telephone number, and an e-mail address. The telephone number and e-mail address are handled as user alert destination information. The e-mail address is an e-mail address that can be transmitted to a mobile terminal device such as a mobile phone held by the user. User information is stored in the user DB 52 in advance.

  Therefore, when the user ID is acquired, it is possible to specify the warning destination information of the user identified by the user ID. Note that the items included in the user information are examples, and other items may be included. The e-mail address may be a mail address that can be transmitted to a terminal device such as a personal computer.

  As shown in FIG. 3B, the location DB 54 (location storage means) stores location identification information (location information) for identifying a location. The location information includes a location ID and a location name that uniquely identify the location. For example, the location information stored in the location DB 54 is information regarding the image forming apparatus 10 and the storage 24. In the location DB 54, location information is stored in advance.

  As shown in FIG. 3C, the document DB 56 stores document information of each confidential document. The document information includes a uniquely identified document ID, document name, and presence / absence information of the large Barkhausen effect. The document ID is information included in a code image that is printed on a sheet when the image forming apparatus 10 performs printing. The presence / absence information of the large Barkhausen effect is information indicating whether or not the document is printed on a detection target sheet.

  The image forming apparatus 10 transmits document information to the document management apparatus 16 every time a document is output. Therefore, each time the image forming apparatus 10 outputs a document, the document DB 56 stores document information of the document.

FIG. 4 is a diagram illustrating information stored in the tracking DB 58 managed by the document management device 16. The tracking DB 58 is realized by the storage device 34 and the like, like the user DB 52 and the like.
As shown in FIG. 4, the tracking DB 58 (tracking information storage means) stores tracking information for confirming the location of the confidential document. The tracking information includes a user ID, a document ID, a time stamp, and location information. The user ID corresponds to the user ID of the user information stored in the user DB 52 (FIG. 3). The document ID corresponds to the document ID of the document information stored in the document DB 56.

  The location information indicates the location where the document exists. When the location information is a location ID stored in the location DB 54, the document is stored in the location indicated by the location ID (storage 24) or the location indicated by the location ID (image forming apparatus 10). It is printed with. The tracking information whose location information is “NA” indicates that the location of the document is being confirmed.

  If the location information is not a location ID stored in the location DB 54 (for example, location information indicating a relay location described later), the tracking information confirms the location of the document, and the document is a predetermined location of the relay location. Indicates that there is a high probability of being within the range. In the example of FIG. 4, “loc1”, “loc2”, and “loc3” are location information indicating a relay point. Latitude / longitude information may be used instead of the location information indicating the relay point. The time stamp indicates the time when it is confirmed that the document exists at the location (or exists within a predetermined range of the relay point).

FIG. 5 is a block diagram showing a functional configuration of the document management program 50 operating on the document management apparatus 16.
As shown in FIG. 5, the document management program 50 includes a user DB 52, a location DB 54, a document DB 56 (FIG. 3), a tracking DB 58 (FIG. 4), a detection signal reception unit 60, a user ID acquisition unit 62, and a warning destination acquisition unit 64. , A warning notification unit 66, a response reception unit 68, and a tracking information registration unit 70. The document management program 50 is loaded into the memory 32 of the document management device 16 and executed by the CPU 30.

  In the document management program 50, the detection signal receiving unit 60 receives a detection signal output from the document detection device 22 of the gate 18 and outputs a command signal that instructs the user ID acquisition unit 62 to acquire a user ID.

  When the command signal output from the detection signal receiving unit 60 is input, the user ID acquisition unit 62 acquires the personal user ID authenticated by the personal authentication device 20 of the gate 18. The user ID acquisition unit 62 may accept personal information output from the personal authentication device 20 or may read personal information held in the personal authentication device 20.

  The warning destination acquisition unit 64 receives the user ID acquired by the user ID acquisition unit 62, refers to the user DB 52 based on the user ID, and acquires the warning destination information of the user. The warning destination acquisition unit 64 outputs the warning destination information of the user to the warning notification unit 66.

  The warning notification unit 66 receives the warning destination information output from the warning destination acquisition unit 64 and notifies the warning destination of the warning. More specifically, the warning notification unit 66 transmits a warning mail indicating that the location of the document is transmitted to an electronic mail address as warning destination information. The warning notification unit 66 notifies such a warning every predetermined time. In addition, the warning notification unit 66 cancels the notification of the warning every predetermined time when receiving a response confirmation signal that is output from the response reception unit 68 described later to the effect that the response to the notified warning is received. .

  When receiving a response to the warning notified by the warning notification unit 66, the response reception unit 68 outputs a response confirmation signal to the warning notification unit 66. More specifically, when receiving a response mail for the warning mail, the response receiving unit 68 outputs a response confirmation signal to the warning notification unit 66 and outputs the content of the response mail to the tracking information registration unit 70. To do.

  The response mail is, for example, mail transmitted from the mobile terminal device. The response mail includes a user ID, a mobile terminal device telephone number, a transmission source mail address, a transmission time, a document ID, and position information (for example, relay point information, latitude and longitude information acquired by the GPS function). The document ID can be acquired by the code image printed on the detection target sheet being captured by a camera provided in the mobile terminal device, and can be included in the response mail. Further, the mail address of the document management device 16 is acquired from the photographed code image and used as the transmission destination address of the response mail.

  The tracking information registration unit 70 stores document tracking information in the tracking DB 58. More specifically, when the tracking information registration unit 70 receives reading information transmitted from the reading device 26 of the storage 24, the reading device 26 includes a confidential document whose code image has been read by the reading device 26. Information indicating that the data was stored at the corresponding time is stored in the stored storage 24. That is, the tracking information registration unit 70 stores the document ID, time stamp, and location information. When the confidential document is stored in the storage, the user ID is “NA”.

  Similarly, when the image forming apparatus 10 prints on a sheet, the tracking information registration unit 70 stores document tracking information in the tracking DB 58. In this case, the location ID (FIG. 3B) indicating the image forming apparatus 10 is stored as the location information of the tracking information.

  When the tracking information registration unit 70 receives from the gate 18 information indicating that the confidential document has been taken out from the gate 18, the tracking information registration unit 70 stores the tracking information including the user ID corresponding to the user who has taken out the confidential document in the tracking DB 58. . In this case, the document ID of the tracking information stores information in the middle of confirming the location of the confidential document (for example, “in request”), and the time stamp and location information are “NA”. .

  When the tracking information registration unit 70 receives the content of the response mail from the response reception unit 68, the tracking information registration unit 70 stores the tracking information regarding the document in the tracking DB 58. More specifically, the tracking information registration unit 70 updates the tracking information including the user ID included in the response mail and the document ID being requested. Here, the tracking information registration unit 70 updates the document ID, time stamp, and location information included in the tracking information to the document ID, transmission time, and position information included in the response mail, respectively.

FIG. 6 is a flowchart of the location confirmation process (S10) executed by the document management system 1 according to the embodiment of the present invention.
As shown in FIG. 6, in step 100 (S100), the document management device 16 determines whether a detection signal has been received from the document detection device 22 of the gate 18. That is, it is determined whether or not the confidential document has been taken out of the confidential classification area through the gate 18. The document management apparatus 16 proceeds to the process of S102 when the detection signal is received, and returns to the process of S100 otherwise.

In step 102 (S102), the detection signal reception unit 60 of the document management program 50 (FIG. 5) outputs a command signal to the user ID acquisition unit 62. The user ID acquisition unit 62 acquires the user ID of the individual who brought the document from the personal authentication device 20 of the gate 18 and outputs it to the warning destination acquisition unit 64.
In step 104 (S104), the warning destination acquisition unit 64 refers to the user DB 52, acquires warning destination information corresponding to the user ID, and outputs the warning destination information to the warning notification unit 66.

  In step 106 (S106), the warning notification unit 66 notifies a warning to an e-mail address as warning destination information after a predetermined time (for example, two hours) has elapsed. For example, the warning mail includes a message “You have taken out a confidential document. Please register. If you do not have a registration, you will be treated without permission”.

  In step 108 (S108), the warning notification unit 66 determines whether or not a response confirmation signal for the warning has been received from the response reception unit 68. If the warning notification unit 66 receives a response confirmation signal, the document management program 50 proceeds to the process of S110, and otherwise returns to the process of S106.

  In step 110 (S110), the response reception unit 68 outputs the content of the response mail to the tracking information registration unit 70. Based on the content of the response mail, the tracking information registration unit 70 updates the tracking information stored in the tracking DB 58 and corresponding to the response mail. Further, when the response mail is accepted, the warning notification unit 66 is released from notifying the warning.

  The document management device 16 may notify the administrator of the document management system 1 when the response mail is not received even though the warning is notified a predetermined number of times. For example, the document management device 16 transmits an e-mail indicating that the user has taken out the document to the e-mail address of the administrator.

  The warning unit notification unit 66 may notify the warning every predetermined time (for example, every day) even after the response mail is received. As a result, the processing of S106 to S110 is executed again, so that the location of the confidential document can be confirmed even when the user moves the location while holding the confidential document.

  Also, document take-out authority may be set for each user. One of a plurality of security levels is set for take-out authority. Therefore, when the tracking information is registered in the tracking DB 58, it is possible to determine whether or not the document can be taken out by the user, and when the document cannot be taken out by the user, a predetermined response is performed. It becomes possible.

It is a figure which shows the structure of the document management system 1 which concerns on embodiment of this invention. 2 is a diagram illustrating a hardware configuration of a document management apparatus 16. FIG. FIG. 3A illustrates information stored in the user DB 52, and FIG. 3B illustrates information stored in the location DB 54. FIG. FIG. 3C illustrates information stored in the document DB 56. It is a figure which illustrates the information stored in tracking DB58 managed by document management device 16. 3 is a block diagram showing a functional configuration of a document management program 50 operating on the document management apparatus 16. FIG. The flowchart of the location confirmation process (S10) performed by the document management system 1 which concerns on embodiment of this invention is shown.

Explanation of symbols

DESCRIPTION OF SYMBOLS 1 Document management system 10 Image forming apparatus 12 Authentication apparatus 14 Detection sensor 16 Document management apparatus 18 Gate 20 Personal authentication apparatus 22 Document detection apparatus 24 Storage 26 Reading apparatus 28 Network 30 CPU
32 Memory 34 Storage device 50 Document management program 52 User DB
54 Location DB
56 Document DB
58 Tracking DB
60 Detection Signal Receiving Unit 62 Acquisition Unit 64 Warning Destination Acquisition Unit 66 Warning Notification Unit 68 Response Reception Unit 70 Tracking Information Registration Unit

Claims (8)

Warning destination storage means for storing a warning destination for each user;
An entry / exit unit comprising a document detection unit for detecting a document and a user authentication unit for authenticating a user carrying the document;
Warning notification means for notifying the warning destination of the user authenticated by the user authentication section stored in the warning destination storage means when a document is detected by the document detection section of the entry / exit section; A document management system. The document management system according to claim 1, wherein the warning notification unit notifies a warning every predetermined time. The document management system according to claim 2, wherein when a response to the notified warning is received, the warning notification unit cancels the notification of the warning every predetermined time. The response to the warning notified by the warning notification means includes location information, time information, and document information.
Response accepting means for accepting a response to the warning notified by the warning notifying means;
The document management system according to any one of claims 1 to 3, further comprising tracking information storage means for storing location information, time information, document information, and user information included in the response received by the response reception means. A location storage means for storing location identification information for identifying the location;
The document management system according to claim 4, wherein the tracking information storage unit stores location identification information stored in the location storage unit as location information. The document management system according to claim 1, wherein the document detection unit detects a document by a large Barkhausen effect. The document management system according to any one of claims 1 to 6, wherein the document detection unit detects a document in which transmission destination information of a response to a warning is embedded. In a document management system including a computer, a warning destination storage unit that stores a warning destination for each user, a document detection unit that detects a document, and an entry / exit unit that includes a user authentication unit that authenticates a user carrying the document,
A detection signal receiving step for receiving a detection signal output by the document detection unit of the entry / exit unit;
When the detection signal is received, a user information receiving step for receiving user information authenticated by the user authentication unit;
A program for causing the computer of the document management system to execute a warning notification step of notifying a warning to the warning destination of the user stored in the warning destination storage unit based on the received user information.

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