JP2010268435A - Document management system, document management method, and document management program - Google Patents

Abstract

An object of the present invention is to provide document management that enables tracking of a distribution destination of a paper medium even after copying under a copy condition.
A user authentication unit (operation 202) that acquires user information of a user, a reading unit (operation 207) that reads a document and also reads tracking information of the document attached to the document, and copies the document. In this case, a determination unit (operation 208) for determining whether or not there is an authority to copy the document based on the user information read by the user authentication unit and the tracking information of the document, and a copy authority by the determination unit When it is determined that there is an image, an image output unit (operation 212) is provided that outputs an image including new tracking information that can be read by the reading unit together with the document read by the reading unit.

[Selection] Figure 2

Description

  The present invention relates to a document management system, a document management method, and a document management program.

  The digitized file can manage tracking information such as who accessed it. However, after the computerized file is printed, it can be easily copied and cannot be managed. When copying a document printed on a paper medium, there is a disclosure of a technique capable of copying only when a condition for canceling prohibition of copying of a document is satisfied (Patent Document 1).

  However, this technique still has a problem that the distribution destination after copying cannot be traced.

  Therefore, an object of the present invention is to provide document management that enables tracking of the distribution destination of the paper medium even after copying under the copy condition.

  The present invention provides a user authentication unit that obtains user information of a user, a reading unit that reads a document, and also reads tracking information of a document attached to the document, and the user authentication unit reads the document when copying the document. A determination unit that determines based on the tracking information whether the user has an authority to copy the document based on the user information and the tracking information of the document, and if the determination unit determines that the copy authority is present, the reading unit An image output unit that outputs an image including new tracking information that can be read by the reading unit together with the read document is provided.

  Even after the copy condition is satisfied, the distribution destination of the paper medium can be reliably traced.

Block diagram of the MFP of the first embodiment Flowchart for explaining the operation of the processor in the embodiment Figure of distribution destination selection screen Illustration explaining the image of the ledger to be printed The flowchart explaining the details of the scanning operation of the first embodiment Flowchart for explaining details of copy operation with new QR code added The figure explaining the whole 2nd Embodiment Block diagram of MFP of the second embodiment Block diagram of the server of the second embodiment Flow chart for explaining the details of the scan operation of the second embodiment The flowchart explaining operation | movement of the server of 2nd Embodiment.

  The first embodiment will be described with reference to FIGS.

  FIG. 1 is a block diagram of an MFP (Multi Function peripheral) as a document management system. In the present embodiment, an example will be described in which the MFP 1 also has some server functions.

  The MFP 1 includes a processor 11 that controls the operation of the entire apparatus and a main storage unit 12. The main storage unit 12 includes a memory that stores a control program for the apparatus and a memory that temporarily stores data when performing various operations. The MFP 1 also includes a tag reader unit 13 for reading user authentication information, a scanner unit 14 for reading a paper document and the like, and a printer unit 15 for outputting a paper copy image of the document read by the scanner unit 14. . The scanner unit 14 includes a well-known CCD (Charge Coupled Device) image sensor, and may include any one of monochrome reading and color reading. The scanner unit 14 also includes an automatic document feeder for continuously reading a plurality of documents. The printer unit 15 may be a well-known device such as an electrophotographic printer or an inkjet printer, and the recording method is not limited. Further, the MFP 1 includes a display unit 16 including a display for displaying copy information and an input unit 17 including an input panel for inputting the number of copies. The input panel may be a touch panel integrated with a display.

  The MFP 1 includes an external interface unit 18 for receiving data from the outside and transmitting the data to the outside. The MFP 1 also includes a tracking management database (tracking management DB) 21 that stores information for tracking management of copied documents, and a document management database (document management DB) 22 that manages documents. . The tracking management DB 21 and the document management DB 22 may be provided integrally.

  Next, the copy operation of this embodiment will be described with reference to the flowchart of FIG.

  The processor 11 issues a reading instruction as to whether or not there is a tag in the readable area of the tag reader of the tag reader unit 13 (operation 201). Based on information from the tag reader, the processor 11 authenticates a user (user) in the vicinity of the MFP 1 (operation 202). The processor 11 obtains information such as a user name and authority given to the user himself at the time of user authentication. The processor 11 issues an instruction to display a distribution destination selection screen on the display unit 16 based on the authority given to the user himself (operation 203).

  FIG. 3 illustrates the distribution destination selection screen displayed by the display unit 16 based on the display instruction of the processor 11. This mode is displayed in the upper left of the screen as the tracking copy mode. The name of the current copy operator is displayed in the upper right of the screen. The organization name of the distribution destination is displayed on the left side of the screen. In this example, the sales department and the planning department are candidates, the name of the employee of the current sales department is displayed in the center part, and the presence / absence mark of the distribution target is also shown. On the right side of the center, a distribution destination addition button and a new distribution destination button are displayed. A management ledger output button is displayed on the lower left side of the screen. A copy button is displayed at the lower right of the screen, and this copy button is pressed at the start of copying.

  Returning to FIG. 2, the processor 11 determines whether or not the copy start button has been pressed in a state where the screen shown in FIG. 3 is displayed (operation 204). If it is determined that the copy button has not been pressed (N in operation 204), the processor 11 repeats the same operation every predetermined time. If the processor 11 determines that the copy start button has been pressed (Y in operation 204), the processor 11 acquires information on the number of copies n input from the input unit 17 (operation 205). Next, the processor 11 acquires distribution information determined on the screen shown in FIG. 3 (operation 206). Next, the processor 11 performs an operation of reading the document set on the scanner unit 14 (operation 207). Details of the scan operation of operation 207 will be described later. The operation 207 is a reading unit that reads a document and also reads tracking information of the document attached to the document.

  The processor 11 determines whether or not the copy authority is satisfied after the scan operation of the operation 207 is completed (operation 208). That is, the operation 208 is a determination unit that determines whether the user has the authority to copy the document based on the user information authenticated in the operation 202 and the document tracking information read in the operation 207 when copying the document. is doing. When the processor 11 determines that the copy authority is not satisfied (N in operation 208), the processor 11 issues an instruction to display an error message on the display unit 16 (operation 209). The processor 11 instructs that the content of the copy instruction when the error message is issued and the display of the cancellation are displayed. Then, the processor 11 ends this operation.

  When the processor 11 determines that the copy authority is satisfied (Y in operation 208), the processor 11 sets the variable to m = 1 and initializes the variable m for the copy operation (operation 210). This variable m indicates the number of copies completed. The processor 11 issues a copy instruction with a new QR code to the printer unit 15 (operation 211). Details of the copy operation with the new QR code added will be described later. The QR code contains tracking information itself or information related to the tracking information. In the present embodiment, both the tracking information itself and information related to the tracking information are defined as tracking information. This operation 211 is an image output unit that outputs an image including new tracking information that can be read by the scanner unit 14 together with the document read by the scanner unit 14.

  When the operation for the copy operation to which a new QR code is added is completed, the variable m indicating the number of completed copies is incremented (operation 212). The processor 11 determines whether or not the copying is finished (operation 213). That is, it is determined whether or not the variable m indicating the copy completion number matches the copy number information n acquired in operation 205. If the processor 11 cannot determine that the copying has ended (N in operation 213), the processor 11 returns to operation 210. If the processor 11 determines that the copying has been completed (Y in operation 213), the processor 11 updates the information in the tracking management DB 21 and the document management DB 22 (operation 214).

  Subsequently, the processor 11 determines whether or not to perform ledger printing (operation 215). This determination can be grasped based on whether or not the management ledger output button shown in FIG. If it is determined that the ledger printing is to be performed (Y in operation 215), the processor 11 instructs the printer unit 15 to perform the ledger printing (operation 216). If the processor 11 does not determine to perform the ledger printing (N in operation 215), the operation ends as it is.

  FIG. 4 is an image of a printed ledger. The ledger shows only one original information and at least one distribution destination. The original information includes an ID number indicating identification that is a part of the tracking information, the name of the distributor, that is, the person who performed the copying, the copy instruction date and time that is the distribution date and other QR codes that include tracking information used for tracking. It is shown. In addition, each distribution destination information shows an identification number that is part of the tracking information, the name of the received distribution, a QR code used for tracking, and a collection date frame in which the date can be written when collected ing. In this example, there are a plurality of distribution destinations, which are different from the original ID numbers, and the ID numbers of the newly distributed materials are also different. For this reason, even when multiple copies are made, the distribution route can be reliably traced.

  Next, details of the scan operation of the operation 207 will be described with reference to FIG.

  The processor 11 instructs the scanner unit 14 to scan the document set on the scanner unit 14 (operation 231). At this time, tracking information is recorded at a specific location on the document, and the tracking information includes identification information indicating the identification of the document. The processor 11 finds the QR code that is the tracking information from the image read by the scanner unit 14, and acquires the distribution destination information and the like (operation 232). The processor 11 determines whether or not the QR code found in operation 232 has been properly acquired (operation 233). When the processor 11 determines that the QR code has been properly acquired (Y in operation 233), the processor 11 acquires user (user) information from the tag data acquired when the user is authenticated in operation 202 (operation 234). . The processor 11 compares the distribution destination information acquired in operation 232 with the user information acquired in operation 234, and determines whether or not they are the same (operation 235). That is, the user determines whether or not it is the person who received the document.

  If the processor 11 determines that they are the same person (Y in operation 235), the processor 11 acquires the authority information of the distribution destination acquired in operation 206 (operation 246). The processor 11 determines whether or not the new distribution destination person satisfies the distribution permission condition (operation 247). If the processor 11 determines that the new distribution destination person satisfies the condition for distribution permission (Y in operation 247), the processor 11 acquires information on the copy permitted device (operation 248). The processor 11 determines whether or not copying by the MFP satisfies a permission condition (operation 249). For example, when the document management system is realized by a single MFP, information that prohibits copying of materials printed by other MFPs is applicable. If the processor 11 determines that copying by the MFP satisfies the condition (Y in operation 249), the processor 11 acquires retention period information (operation 250). That is, it is determined whether or not a document to be copied has a copy permission date.

  The processor 11 determines whether or not the permission condition of the retention period information is satisfied (operation 251). When the processor 11 determines that the permission condition of the retention period information is satisfied (Y in operation 250), the processor 11 acquires copy generation information (operation 252). In other words, permission is granted until a copy of the document received is distributed, but further copying may not be permitted for the document that has been distributed. In some cases, the second generation copy is allowed (grandchild copy is allowed), but the third generation copy is not allowed. Copy generation information is acquired for this case. The processor 11 determines whether or not the acquired copy generation information satisfies the permission condition (operation 253). If the processor 11 determines that the acquired copy generation information satisfies the permission condition (Y in operation 253), the processor 11 acquires copy number information (operation 254). The processor 11 determines whether or not the acquired number of copies satisfies the permission condition (operation 255). If the processor 11 determines that the number of copies satisfies the permission condition (Y in operation 255), the processor 11 obtains information on the total number of copies from the past (operation 256). The processor 11 determines whether or not the acquired total number of copies satisfies the permission condition (operation 257). That is, the processor 11 determines whether or not the upper limit of the predetermined number of copies is exceeded when the current copy number n is added to the past total number of copies. When the processor 11 determines that the total number of copies satisfies the permission condition (Y in operation 257), the processor 11 stores the authority in the OK state (operation 258).

  On the other hand, if the QR code cannot be properly acquired (N in operation 233), the processor 11 cannot determine that the user and the copy distribution recipient are the same person (N in operation 235), and the new distribution destination person is When the conditions for distribution permission are not satisfied (N in operation 247), when it is determined that copying with the MFP does not satisfy the permission conditions (N in operation 249), it is determined that the permission conditions for the retention period information are not satisfied. In this case (N in operation 251), when it is determined that the copy generation information does not satisfy the permission condition (N in operation 253), when the copy number is determined not to satisfy the permission condition (N in operation 255), the total number of copies When it is determined that the permission condition is not satisfied (N in operation 257), the authority is stored in the NG state (operation 262).

  Next, the details of the copy operation to which a new QR code is added in operation 211 will be described with reference to FIG.

  The processor 11 acquires new ID information (operation 271). The new ID at this time is assigned a new ID number (identification number) that has not been assigned in the past. When there are a plurality of copies, the copy materials are created so as to have different ID numbers. For example, the current variable m may be added to the lower digit after raising the ID number so far by a predetermined number of digits. The processor 11 acquires a new distribution destination based on the information acquired in operation 206 (operation 272). The processor 11 acquires the retention period information acquired from the QR code in operation 250 (operation 273). The processor 11 acquires new copy generation information based on the copy generation information acquired from the QR code in operation 252 (operation 274). For example, if a first generation document is copied, changing to information of the second generation or changing to information of the number of remaining generations that can be copied corresponds. Next, the processor 11 acquires the total number of copies information (operation 275). That is, the current number of copies is added to the total number of copies so far. Next, the processor 11 acquires information of the copy permission device (operation 276). The processor 11 creates a new QR code based on the information acquired in operations 271 to 276 (operation 277). The processor 11 embeds the QR code created in operation 277 in the image portion of the QR code at the time of reading, based on the instruction in operation 231 to create a new image (operation 278). The processor 11 issues an instruction to copy the image embedded with the new QR code to the printer unit 15 (operation 275).

  In the present embodiment, the description has been made on the assumption that all tracking information is acquired from the internal database of MFP 1 from the QR code. However, the present invention is not limited to this, and tracking information from outside the MFP 1 based on the QR code. May be obtained. In addition, although the QR code is used to obtain the tracking information, the present invention is not limited to this, but it is not limited to this. OCR-capable characters, one-dimensional barcodes, two-dimensional barcodes including color codes, hidden character printing, ultraviolet ink printing Any method may be used as long as the tracking information can be read, such as usage. Further, the items for determining whether or not the permission condition is satisfied may be a part or all of the items described in FIG. 5 without being included.

  In this embodiment, in operation 201, the processor 11 reads information using a tag reader for user authentication. However, the authentication method is not limited to this, and an instruction may be given to display a screen for inputting a password from the input unit 17. Further, the user authentication is not limited to any known user authentication method.

  In this embodiment, when the authority is NG in the operation 208, an instruction to display an error message is issued to end the operation. However, the present invention is not limited to this, and the operation returns to the operation 207 after the operation 209. You may do it.

  Further, the processor 11 may issue an instruction to stop the copy operation when receiving an input of a cancel instruction from the input unit 17 during the copy operation in which the new QR code is added in the operation 211. In this case, the processor 11 may issue an instruction to cause the display unit 16 to display the cancellation. The cancel display may be a display that can distinguish between a distributor who has already completed copying and a distributor who has not yet copied.

  Further, the processor 11 may instruct the display unit 16 to display a display indicating that copying is in progress during the copying operation to which a new QR code is added in operation 211. At this time, a display that can distinguish between a distributor who has already completed copying and a distributor who has not completed copying may be displayed. In addition, it may be possible to display which distributor is currently copying. When the copy operation is completed (Y in operation 213), the processor 11 may instruct the display unit 16 to display a copy completion as a confirmation screen. In addition, regarding the cancel screen, the copy-in-progress screen, and the confirmation screen, the ledger print item may be displayed together.

  Next, a second embodiment will be described with reference to FIGS.

  The document management system in FIG. 7 is realized by a plurality of devices via a network, and is different from the first embodiment in that the document management system is realized only inside the MFP 1. An MFP 1 that performs a copy operation, an interface for transmitting and receiving data to and from the outside, a personal computer 2 for instructing electronic file browsing and printing instructions for electronic files, tracking management and documents A server 3 having a database for management is connected via a network.

  FIG. 8 is a block diagram of the MFP 1. The difference from the first embodiment is that the tracking management DB 21 and the document management DB 22 for managing documents are not provided. Others are the same as those in the first embodiment, and thus description thereof is omitted.

  FIG. 9 is a block diagram of the server 3. The server 3 includes a processor 31 that controls the operation of the entire apparatus and a main storage unit 32. The main storage unit 32 includes a memory that stores a control program for the apparatus and a memory that temporarily stores data when performing various operations. The server 3 also includes a tracking management DB 21 that stores information for tracking and managing a document copied by the MFP 1 and a document management DB 22 that manages documents. The information of the server 3 is connected to the MFP 1 and the personal computer 2 connected to the network via the external interface unit 33.

  Next, a copy operation in the second embodiment will be described. The overall operation description is the same as in FIG. 2 shown in the first embodiment, and the description is omitted. Next, a subflow of the scan operation (operation 207) in the second embodiment will be described with reference to the flowchart of FIG.

  10, the operations 331 to 335 of the processor 31 are the same as the operations 231 to 235 of the processor 11 in FIG. The processor 31 finds a code indicating document identification from the QR code acquired in operation 332, and transmits the identification code to the server 3 via the external interface unit 18 and the network (operation 336). The processor 11 determines whether or not there is a response related to the inquiry of the operation 336 via the external interface unit 18 after a predetermined time after the inquiry of the operation 336 (operation 337). If the processor 11 determines that there is no response related to the inquiry (N in operation 337), the processor 11 determines whether there is a response after a predetermined time. If the processor 11 determines that a response relating to the inquiry has been received (N in operation 337), the processor 11 determines whether the authority of the instructed copy is OK, that is, whether the authority of the instructed copy is satisfied (operation 338). If the processor 11 determines that the designated copy authority is satisfied (Y in operation 338), the processor 11 stores the designated copy authority in an OK state (operation 339), and ends the operation in FIG. . On the other hand, if the processor 11 determines that the designated copy authority is not satisfied (N in operation 338), the designated copy authority is stored in an NG state (operation 340), and the operation in FIG. 9 is terminated. To do.

  Next, the authority determining operation of the server 3 will be described using the flowchart of FIG. In operation 336, the processor 31 receives an inquiry regarding the copy authority from the MFP 1 via the external interface unit 33 (operation 345). The operations 346 to 358 are the same as the operations 246 to 258 shown in FIG. 2 except that the operation subject is changed from the processor 11 of the MFP 1 to the processor 31 of the server 3, and thus the description thereof is omitted.

  After the operation 358 is completed, the processor 31 transmits the authority information (that the authority is OK) to the MFP 1 via the external interface unit 33 (operation 359). The processor 31 issues a new ID code and transmits the information to the MFP 1 (operation 360). When the same ID is used for copying in the MFP 1, no transmission is performed. On the other hand, the processor 31 determines that the new distribution destination person does not satisfy the distribution permission condition (N in operation 347), and determines that copying by the MFP does not satisfy the permission condition (N in operation 349). ), If it is determined that the permission condition for the retention period information is not satisfied (N in operation 351), and if it is determined that the copy generation information does not satisfy the permission condition (N in operation 353), the number of copies must be satisfied. If it is determined (N in operation 355), if it is determined that the total number of copies does not satisfy the permission condition (N in operation 357), the authority is stored in the NG state (operation 362). The processor 31 transmits the authority information (that the authority is NG) to the MFP 1 via the external interface unit 33 (operation 363).

  Matters supplementarily described in the first embodiment may be executed in the second embodiment. In the second embodiment, an example in which a plurality of databases are provided in one server has been described. However, one server may be operated with one database. Furthermore, in the second embodiment, a single MFP having an image reading function and a printing mechanism is connected to a network. However, the present invention is not limited to this, and a scanner and a printer are connected on the network to perform the present embodiment. A form may be realized.

  As shown in the first and second embodiments, every time a copy operation is performed, authority and identification information such as a new QR code is attached to the document and output to a paper medium. Provides a document management system that enables tracking of the distribution destination even if copying is performed after distribution.

  In this embodiment, the function for implementing the invention is recorded in advance in the apparatus. However, the present invention is not limited to this, and the same function may be downloaded from the network to the apparatus, and the same function is recorded. What is stored in the medium may be installed in the apparatus. The recording medium may be in any form as long as it can store a program such as a CD-ROM and can be read by the apparatus. In addition, the function obtained by installing or downloading in advance may be realized in cooperation with an OS (operating system) inside the apparatus.

11 ... Processor (MFP)
14: Scanner unit 15 ... Printer unit 31 ... Processor (MFP)
Operation 202 ... User authentication unit operation 207 ... Reading unit operation 208 ... Judgment unit operation 212 ... Image output unit

JP 2009-105529 A

Claims (8)

A user authentication unit for obtaining user information of the user;
A reading unit that reads a document and also reads tracking information of the document attached to the document;
A determination unit that determines, based on the tracking information, whether to copy the document based on the user information read by the user authentication unit and the document tracking information when copying the document;
When the determination unit determines that there is a copy authority, an image output unit that outputs an image including new tracking information that can be read by the reading unit together with the document read by the reading unit is provided. Document management system.   The document management system according to claim 1, wherein the image output unit outputs different tracking information for each of a plurality of copies at a time.   3. The document management system according to claim 2, wherein the different tracking information is a different identification number.   4. The document management system according to claim 1, wherein the image output unit overwrites the new tracking information output as an image at the position of the tracking information read by the reading unit. Get user information of users,
While reading the document, also read the tracking information of the document attached to the document,
When copying a manuscript, it is determined based on the tracking information whether the user has authority to copy the manuscript based on the user information and the manuscript tracking information,
A document management method characterized in that if it is determined that there is a copy authority, an image is output together with the read original and new tracking information that can be read by the reading unit.     6. The document management method according to claim 5, wherein when a plurality of copies are performed at a time, different tracking information is output for each copy. In document management system,
A user authentication function for acquiring user information of the user;
A reading function for reading a document and reading tracking information of the document attached to the document;
A determination function for determining, based on the tracking information, whether to copy the document based on the user information read by the user authentication function and the tracking information of the document when copying the document;
Document management for realizing an image output function for outputting an image including new tracking information that can be read by the reading function together with a document read by the reading function when it is determined by the determination function that a copy authority is obtained system.   8. The document management program according to claim 7, wherein when a plurality of copies are performed at a time, different tracking information is output for each copy.

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