JP2004227462A - Document management device, document management method and document management program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To manage an electronic document and a paper document correlatively to each other, to allow easy recognition of a preservation place of the paper document, and to cope with even a shift of a management form to a paper document having comparatively low using possibility from a paper document having comparatively high using possibility. <P>SOLUTION: This document management device 10 managing the electronic document and the paper document has an electronic document storage part 10d storing the electronic document corresponding to the paper document correspondingly to a folder preserving the paper document, a preservation document information storage part 10a storing a management place of the paper document having comparatively high use frequency, and a preservation document information storage part 10b storing a management place of the paper document having comparatively low use frequency. When retrieving the paper document, the document management device 10 map-displays the management place of the paper document. Further, when retrieving the paper document, the document management device 10 extracts a paper document that is a shift candidate to the preservation document information storage part with preservation period information as a key, and extracts a paper document that is a disposal candidate with the preservation period information as a key. <P>COPYRIGHT: (C)2004,JPO&NCIPI

Description

[0001]
TECHNICAL FIELD OF THE INVENTION
The present invention relates to a document management device, a document management method, and a document management program for managing electronic documents and paper documents.
[0002]
[Prior art]
In recent years, with the development of computer-related technology, it has become common to create a document as an electronic document and manage it by a computer. Then, in such a situation, various proposals have been made for effectively managing the electronic document (for example, see Patent Literature 1 and Patent Literature 2).
In addition, along with such a trend of paperlessness, a system has been proposed in which an existing paper document is digitized by a scanner or the like, and this is integrally managed together with the paper document (for example, see Patent Document 3).
[0003]
On the other hand, paper documents also have excellent advantages over electronic documents, such as readability and portability, so it will take some time before paper documents are completely replaced by electronic documents. In general, both electronic documents and paper documents are used.
In such a situation, there has been proposed a system capable of managing a paper document in addition to the management of an electronic document (for example, see Patent Document 4).
[0004]
[Patent Document 1]
JP-A-7-110809
[Patent Document 2]
JP 2001-101168 A
[Patent Document 3]
JP-A-11-120202
[Patent Document 4]
JP-A-11-15899
[0005]
[Problems to be solved by the invention]
However, such conventional document management systems have the following problems.
First, when there is an electronic document corresponding to a paper document, it is desirable that the electronic document can be easily displayed at the time of searching for the paper document. However, the conventional system needs to search separately.
In addition, even if the storage location of a paper document is simply managed by character information, it is often difficult to specify where the storage location is actually located. The storage location of paper documents was not recognizable.
Furthermore, when managing paper documents, store paper documents that are likely to be used relatively frequently in cabinets that can be easily removed, and store paper documents that are unlikely to be used in archives or external warehouses. However, it has not been realized to manage paper documents sufficiently in response to this.
[0006]
The present invention has been made in view of the above circumstances, and manages an electronic document and a paper document in association with each other, makes it possible to easily recognize a storage location of the paper document, and has a high possibility of using the paper document. It is an object of the present invention to provide a document management apparatus, a document management method, and a document management program that can manage the transition from a document to a paper document that is unlikely to be used.
[0007]
[Means for Solving the Problems]
To achieve the above object, a document management apparatus according to claim 1 of the present invention is a document management apparatus for managing an electronic document and a paper document, wherein a document information storage unit that stores a management location of the paper document, An electronic document storage unit that stores an electronic document corresponding to a document, and a document registration that registers a paper document in the document information storage unit, registers an electronic document in the electronic document storage unit, and searches for a paper document and an electronic document. And a management unit.
[0008]
With such a configuration of the document management apparatus, a paper document and an electronic document can be managed in association with each other. For this reason, conventionally, even if a paper document and an electronic document have such a correspondence relationship, they are separately managed and searched. In the search for, the electronic document can be easily accessed.
Note that “register” means that data is stored in the document information storage unit or the electronic document storage unit in an organized state.
[0009]
According to a second aspect of the present invention, in the document management apparatus, the electronic document storage unit stores the electronic document in an electronic folder corresponding one-to-one with the folder in which the paper document is stored.
With such a configuration of the document management device, the electronic document corresponding to the paper document can be stored in an electronic folder having the same name as the actual folder in the paper document management system. It becomes possible to manage easily.
[0010]
The document management device according to a third aspect of the present invention is configured such that the document registration management unit displays a map of a management location of the paper document when searching for the paper document.
With such a configuration of the document management device, it is possible to grasp at a glance the storage location and the storage location of the paper document stored in the document management device.
For this reason, even if a user of the document management apparatus of the present invention (hereinafter, may be simply referred to as a user) does not know the location of a cabinet or a rack storing paper documents, the help of another person can be obtained. It is possible to store and retrieve paper documents by yourself without borrowing.
[0011]
According to a fourth aspect of the present invention, in the document management apparatus, the document information storage unit stores a management location of a paper document within a predetermined storage period and the storage document information storage unit for storing the storage period information, A storage document information storage unit for storing the management place and storage period information of the exceeded paper document, and the document registration management unit stores the storage document information storage unit using the storage period information as a key when searching for the paper document In addition to extracting a paper document that is a candidate to be transferred to the document information storage unit and using the storage period information as a key, a paper document that is a candidate to be discarded is extracted from the stored document information storage unit.
[0012]
With such a configuration of the document management apparatus, paper documents can be flexibly managed according to the actual management form.
In general, paper documents that are used relatively frequently are stored in a form that can be easily taken out of the cabinet, and those that are rarely used are placed in a cardboard box or the like. Stored in an external warehouse. Further, paper documents that have passed a predetermined storage period are discarded.
As a criterion, a retention period is set in advance for each paper document as a period that is assumed to be frequently used, and a retention period is set as a period that is unlikely to be used but should be stored, and at a predetermined timing. By searching for paper documents that have passed these periods, it is possible to easily shift the management form of paper documents.
[0013]
Conventionally, when it is necessary to move paper documents stored in a cabinet to an archive or when old paper documents should be discarded due to problems such as empty space, which paper document should be moved or discarded? The determination itself is a very complicated operation, and it has been difficult to perform it effectively effectively.
However, according to the present invention, a paper document to be moved or discarded can be easily searched, so that the judgment can be made easily, and optimal movement and discarding can be realized.
In this specification, “storage” means that paper documents are managed in an easily accessible place such as a cabinet, and “save” means that paper documents are managed in a storage space such as an archive or an external warehouse. It means to do.
[0014]
According to a fifth aspect of the present invention, in the document management apparatus, the stored document information storage unit includes information of a storage box for storing a folder having a paper document, and the document registration management unit stores the information of the folder stored in each storage box. The shortest storage end and the ratio of the number of folders having the shortest storage end in the storage box are displayed.
[0015]
If the document management device has such a configuration, for example, in determining whether to move the storage box stored in the archive to an external warehouse, the shortest storage end time of the folder existing in each storage box, The ratio of the number of folders having the shortest storage end in the storage box can be referred to.
When the archive is full, for example, it is possible to easily move a storage box having many folders whose storage end is approaching to an external warehouse preferentially.
[0016]
According to a sixth aspect of the present invention, in the document management device, when the document registration management unit stores the management location of the paper document in the document information storage unit, the document registration management unit displays free information of the management location.
With such a configuration of the document management apparatus, for example, when storing paper documents in a cabinet, it is possible to store the paper documents in an empty place after referring to which cabinet has an empty space. it can.
Therefore, it is possible to easily find an empty space in the cabinet and store the paper document without actually going to the cabinet and searching for an empty space.
Also, when a paper document is stored in a library or the like, an empty space of a rack can be similarly referred to.
Note that this free information can be set on an arbitrary basis. For example, when a folder having paper documents is placed in a storage box and stored in an archive, the empty space in each storage box can be displayed.
[0017]
A document management apparatus according to a seventh aspect of the present invention is configured such that the document management apparatus includes a label printing unit that prints a label indicating the management location when storing the management location of the paper document in the document information storage unit.
With such a configuration of the document management device, it is possible to further simplify the management of paper documents.
That is, when a paper document is stored in a cabinet, it is necessary to describe a folder name in a folder in which the paper document is to be stored so that the folder can be easily found. Also, when storing in a rack, it is necessary to make the storage box identifiable.
For this reason, when storing or saving a paper document, it is necessary to create a label of a folder name, an address label of a storage box, etc. According to the present invention, when storing or registering a paper document, Since the label can be printed specifically, the work load of the user can be further reduced.
[0018]
A document management method according to claim 8 of the present invention is a document management method by a document management device that manages an electronic document and a paper document. When a corresponding electronic document exists, the electronic document is stored in an electronic folder corresponding to the folder in which the paper document is stored on a one-to-one basis.
[0019]
With such a document management method, an electronic document corresponding to a paper document can be stored in an electronic folder having the same name as the actual folder in the paper document management system.
Therefore, the electronic document can be managed more easily.
[0020]
A document management method according to a ninth aspect of the present invention is a method for displaying a paper document management location on a map when searching for a paper document.
With such a document management method, the management location of the paper document can be grasped at a glance.
For this reason, anyone can find the management place of the paper document by himself and take it out.
[0021]
A document management program according to a tenth aspect of the present invention is a document management program for causing a document management device to manage an electronic document and a paper document. At the time of the search, a map of the paper document management location is displayed, and an access link to the electronic document corresponding to the paper document stored in the electronic folder corresponding to the folder in which the paper document is stored is displayed. When a link is selected, an electronic document is displayed.
[0022]
With such a configuration of the document management program, the document management apparatus can manage the paper document and the electronic document in association with each other. For this reason, conventionally, even if a paper document and an electronic document have such a correspondence relationship, they are separately managed and searched. It is possible to easily access the electronic document in the search for.
The “access link” is used to mean an object such as a text or a label that can be opened by selecting and pressing a corresponding separate screen.
[0023]
BEST MODE FOR CARRYING OUT THE INVENTION
Hereinafter, embodiments of the present invention will be described with reference to the drawings.
First, an outline and a configuration of a document management apparatus according to an embodiment of the present invention will be described with reference to FIGS. FIG. 1 is a diagram illustrating an operation mode of the document management apparatus according to the present embodiment, and FIG. 2 is a block diagram illustrating a configuration of the document management apparatus according to the embodiment. 3 to 7 respectively show a map display screen, a stored document information editing screen, a stored document information display screen, a storage candidate search result display screen, and an empty space in the document management apparatus. It is a figure showing a space display screen.
[0024]
First, the main processing by the document management apparatus of the present embodiment will be outlined with reference to FIG.
As shown in the drawing, the document management apparatus of the present invention can manage an electronic document and a paper document in association with each other.
The electronic document is registered in an electronic folder in the document management device, and the corresponding paper document is stored in a cabinet. At this time, the actual folder for storing the paper document and the electronic folder for storing the electronic document have the same name and are managed in association with each other.
Then, information on the documents stored in the cabinet, for example, storage location information, various kinds of classification information, names of document persons, storage period information, and the like are registered in the document management apparatus as storage document information.
[0025]
After a predetermined storage period, the paper documents stored in the cabinet are packed in a storage box and moved to a library. At this time, the information about the paper document managed as the stored document information in the document management device is also virtually packed in a box, subjected to processing such as adding a storage box name, and registered in the document management device as the stored document information. You.
These registered archived documents and information on archived documents can be searched, changed, and deleted. In performing these processes, the storage location or the storage location can be displayed on a map.
Then, the paper document stored in the library is discarded after a predetermined storage period has elapsed. Along with this disposal, the electronic document and the stored document information can be disposed of.
[0026]
For a document in which only one of an electronic document and a paper document exists, only one of them is managed, and information about the other is not displayed. However, when the other information is created later, both the electronic document and the paper document can be managed by additionally registering the information.
[0027]
Next, the configuration of the document management apparatus according to the present embodiment will be described with reference to the block diagram shown in FIG.
[Document Management Device 10]
As shown in FIG. 2, the document management apparatus 10 according to the present embodiment includes a stored document information storage unit 10a, a stored document information storage unit 10b, a map storage unit 10c, an electronic document storage unit 10d, a document registration management unit 10e, and an authentication unit. 10f, a use status storage unit 10g, and a label printing unit 10h.
[0028]
[Stored document information storage unit 10a]
The stored document information storage unit 10a stores information on documents stored in the cabinet based on a predetermined classification standard. The classification criteria (data structure) include, for example, section symbols, cabinet numbers, shelf numbers, and folder box numbers as storage location information, predetermined classification items, folder names, document manager names, storage period information, It may be storage period information or the like.
The information in the stored document information storage unit 10a is searched by the document registration management unit 10e, and is additionally registered, changed, deleted, and the like.
Further, it is preferable that the stored document information storage unit 10a also holds information such as an e-mail address of a manager or a person in charge of the document.
[0029]
[Saved document information storage unit 10b]
The stored document information storage unit 10b manages a document whose management state has shifted from storage to storage, that is, a document moved from a cabinet to a library.
The data structure includes, for example, a storage transition date, a rack symbol, a shelf number, a storage box name, a storage box address, a section symbol, other predetermined classification items, a folder name, a storage end date, an update date, an external warehouse number, and a storage state. It can be.
The stored document information storage unit 10b is also searched by the document registration management unit 10e, and is additionally registered, changed, deleted, etc., similarly to the stored document information storage unit 10a.
It is preferable that the storage box name, storage box address, and the like, which are information relating to the storage box, be managed in a separate table from the storage document information.
[0030]
[Map storage unit 10c]
The map storage unit 10c stores a map of a cabinet and a library for managing documents.
Based on the information stored in the map storage unit 10c, when searching, adding, or changing the storage document information storage unit 10a or the storage document information storage unit 10b, a map of a corresponding cabinet or archive is stored in the document registration management unit. 10e. FIG. 3 is a diagram showing an example of this map display.
The data structure of the map storage unit 10c can be, for example, a cabinet number, a map image file (or an address of the map image file), a rack number, a map image file, and the like.
In addition, it is preferable that a map can be displayed for an external warehouse, similarly to a cabinet or a library.
[0031]
[Electronic document storage unit 10d]
The electronic document storage unit 10d stores an electronic document. At this time, the electronic document is stored in an electronic folder created based on the classification criteria of the stored document information. This electronic folder is created as having a predetermined classification item in the above-described classification standard in its directory structure.
For example, when the classification items are “Category 1”, “Category 2”, and “Category 3”, and the folder name is “OA device”, the folder created in the electronic document storage unit 10d is “C : {Category 1} Category 2 {Category 3} OA equipment ".
[0032]
[Document Registration Management Unit 10e]
<1. Registration of Archived Document Information>
The document registration management unit 10e registers paper document information to be stored in the cabinet in the storage document information storage unit 10a.
At the time of this registration, the document registration management unit 10e displays a saved document information editing screen as shown in FIG. Then, the document registration management unit 10e stores the stored document information input by the user using the stored document information editing screen in the stored document information storage unit 10a.
[0033]
When there is a large amount of stored document information, the registration of the stored document information can be performed by batch processing without using the stored document information editing screen as shown in FIG. .
For example, by using spreadsheet software or the like, the stored document information for the items shown in FIG. 4 may be input to the document management device 10 and stored in the stored document information storage unit 10a by the document registration management unit 10e. it can.
[0034]
<2. Search for archived document information>
Further, the document registration management unit 10e searches for the stored and registered paper document information. This search can be performed using a search screen in which each item shown in FIG. 4 can be set as a search key.
Then, the document registration management unit 10e displays, for example, a stored document information display screen as shown in FIG. 5 as a search result.
[0035]
<3. Editing Archived Document Information>
Further, the document registration management unit 10e can execute the corresponding processing by selecting each item in the “edit item” data shown in FIG. 5, that is, “correct”, “add”, and “delete”. .
That is, when "correction" is selected and pressed, the document registration management unit 10e opens a stored document information editing screen as shown in FIG. And updates the stored input document information to the corresponding stored document information in the stored document information storage unit 10a.
When "add" is selected and pressed, the same stored document information editing screen as in the case of "correction" is displayed, and the corrected and input stored document information is additionally registered in the stored document information storage unit 10a. You can do so.
Further, when "delete" is selected and pressed, the data can be deleted from the stored document information storage unit 10a.
[0036]
<4. Registration of stored document information>
Further, the document registration management unit 10e extracts paper document information to be saved from the archived document information storage unit 10a, creates archived document information based on this, and registers it in the archived document information storage unit 10b.
As the method, for example, the following method can be performed.
First, using the “end of storage” as a key, a search is made for paper document information that has reached a predetermined end of storage, for example, 2002. FIG. 6 shows an example of the screen displayed in this manner.
[0037]
The user refers to this screen, selects a folder having a paper document to be stored in the archive, and presses “Save” of the “edit item” in the record to specify the paper document to be stored. .
On the other hand, the document registration management unit 10e prompts the user to input information on the storage box for storing the specified paper document, for example, the name of the storage box, and together with the input storage box name, Then, the storage document information as described above is created based on the storage document information, and registered in the storage document information storage unit 10b.
In addition, it is preferable that the storage period information and the storage period information be reset to a new one for a paper document which is not to be stored even though the storage end has been reached. In this case, this can be performed by selecting and pressing “correction” in the “editing item” in FIG.
[0038]
<5. Search / Edit stored document information>
The search and edit of the stored document information are performed by using the screen for searching the stored document information and the screen for editing the stored document information as in the case of the stored document information. This can be performed on the unit 10b.
[0039]
<6. Electronic Document Search>
Further, the document registration management unit 10e displays a list of electronic documents in the corresponding electronic folder when each data of “electronic document” in FIG. 5 is selected and pressed, and further, when an electronic document is selected from this list. Then, an application for displaying the electronic document can be started to open the electronic document.
[0040]
Note that registration and editing of an electronic document can be performed even when the document management program according to the present embodiment is not running.
That is, an electronic document created by an arbitrary application may be saved in an appropriate electronic folder that has already been created. The editing can also be performed separately from the document management program of the present embodiment by the application that created the electronic document.
[0041]
<7. Map display>
In addition, when each data of “storage location” shown in FIG. 5 is selected and pressed, the document registration management unit 10e displays a storage location corresponding to the data as shown in FIG.
That is, the user can visually recognize the storage location of the paper document registered for storage not only by the character information but also by the map.
In this map display, the document registration management unit 10e extracts a map corresponding to the selected and pressed “storage location” from the map storage unit 10c. In this map, it is also preferable to make the corresponding cabinet blink.
Further, as this map display, a three-dimensional map may be displayed in addition to a two-dimensional map as shown in FIG.
[0042]
<8. Authentication execution instruction>
In addition, the document registration management unit 10e instructs the authentication unit 10f to execute authentication in order to determine the authority to execute the above-described processing such as search, correction, addition, and deletion.
This authentication timing can be set arbitrarily according to the operation of the document management apparatus 10 or the like. For example, when the use of the document management apparatus 10 is started, a user ID and a password are input, authentication is performed by the authentication unit 10f based on these, and the document management apparatus 10 that can be used for each user ID is used. Function can be set.
For example, the "edit item" in FIG. 5 is displayed only for a specific user ID, and other users can only refer to the stored document information.
[0043]
<9. Management location usage status display>
Further, the document registration management unit 10e can also provide the user with the usage status of a cabinet, a library, or the like.
At this time, for example, the shelf of the cabinet in use and the shelf of the empty cabinet can be displayed separately. In addition, the rack of the rack in use and the rack of the unused rack can be displayed separately. FIG. 7 shows an example of a screen displaying the empty space of the rack.
[0044]
Further, more detailed contents can be displayed in these empty space displays. For example, it is also possible to manage and display the usage status of the file box in the cabinet and the storage box in the rack, the free space in the file box, and the free space information in the storage box.
The management of the empty space in the file box or the storage box can be performed, for example, by calculating the ratio of the empty space based on the number of pages and the weight of the paper document. It is also preferable that a hole be provided in the storage box or that the storage box is partially transparent so that the actual thing can be visually grasped. Further, the visual information may be electrically taken into the document management apparatus 10 to calculate the ratio of the empty space in the storage box.
These usage status information are stored in a usage status storage unit 10g described later by the document registration management unit 10e.
[0045]
<10. Paper Document Usage Status Display>
Further, it is also preferable that the document registration management unit 10e displays the usage status of the stored or stored paper document.
In this case, for example, in the case where the entry / exit of a document to a cabinet or a library is managed at a reception or the like and the registered document is retrieved, the document management apparatus 10 is using the document at the reception. Can be registered, and when it is returned, it can be registered that it is not in use.
The registration of the document usage status in the document management apparatus 10 at this reception is performed, for example, by installing a reception terminal connected to the document management apparatus 10 via a LAN line, an Internet line, or the like at the reception. The device 10 can be accessed and performed.
[0046]
The information as to whether or not these are in use can be made by providing an in-use flag in the data managed in the stored document information storage unit 10a and the stored document information storage unit 10b.
Further, regarding the usage status of such a document, by registering the usage status of a part of the document, it is possible to manage the usage status of a part.
Further, by accumulating the number of times the paper document is used in the stored document information storage unit 10a and the stored document information storage unit 10b, based on the number of times of use, a search for a transition target from storage to storage or a change from storage to disposal is performed. A search for the migration target can also be performed.
[0047]
Similarly, a table or the like for accumulating the number of accesses to the electronic document for each electronic document can be stored in the electronic document storage unit 10d. Then, based on this information, electronic documents having a frequency of use equal to or higher than a predetermined frequency are registered in, for example, a bulletin board shared in the company, and electronic documents having a frequency of use lower than a predetermined frequency are deleted. You can also.
[0048]
[Authentication unit 10f]
The authentication unit 10f executes authentication of a user and a computer used in the document management apparatus 10 of the present embodiment, and restricts use of the user and the computer.
At this time, for example, editing of stored document information is permitted only for a user ID of a predetermined department or an identification ID of a computer of the predetermined department, and a user ID of another department or an identification ID of a computer is permitted. For example, processing such as disallowing editing can be performed.
Similarly, by displaying a button or the like for executing the editing only for a specific user or computer, or by making it available, the editing of the various registration information is performed only for the specific user or computer. It can be possible.
The standard of this authentication method can be set arbitrarily according to the operation mode, and the processing method can be a conventional method using an ID and a password.
[0049]
[Use condition storage unit 10g]
The usage status storage unit 10g is a storage unit that manages the usage status of cabinets and racks as described above.
The data structure can be different depending on the level to be managed. For example, when the usage status is managed in rack units, rack numbers, shelf numbers 1, shelf numbers 2,... , Shelf number n, etc., a flag such as “in use”, “empty” or “none” can be set for each shelf number.
Further, a two-dimensional or three-dimensional map for displaying the above-mentioned use status is stored in the map storage unit 10c, and the use status information from the use status storage unit 10g can be added and displayed by the document registration management unit 10e. Is also preferable.
[0050]
[Label printing unit 10h]
The label printing unit 10h creates print data of a label attached to a folder, a folder box, a storage box, or the like, and transmits the print data to the printing press.
The processing by the label printing unit 10h is performed, for example, when the document registration management unit 10e registers or changes the document information in the stored document information storage unit 10a or the stored document information storage unit 10b. Can be automatically performed based on the registration information in the stored document information storage unit 10a or the stored document information storage unit 10b in response to the request of (1).
It is also preferable to have a function of creating the label based on the registration information in the stored document information storage unit 10a or the stored document information storage unit 10b as needed according to a user's request input.
[0051]
Although not shown, the document management apparatus 10 of the present embodiment has a configuration other than the above, for example, an input unit such as a keyboard and a mouse for inputting information input to the document registration management unit 10e, and a display data. It has a display unit such as a display for displaying. It also has a transmission / reception unit for transmitting / receiving information to / from another computer or printing device. For these, conventionally known arbitrary ones can be used.
[0052]
Next, regarding the processing procedure in the document management apparatus of the present embodiment, a map display screen shown in FIG. 3, a stored document information editing screen shown in FIG. 4, a stored document information display screen shown in FIG. 5, and a storage candidate search shown in FIG. A description will be given with reference to the result display screen, the empty space display screen shown in FIG. 7, and FIGS.
FIG. 8 is a flowchart illustrating a procedure for storing a document in a cabinet in the document management apparatus according to the present embodiment. FIG. 9 is a flowchart showing a procedure for searching and editing paper document information stored in a cabinet in the same apparatus. FIG. 10 is a flowchart showing a procedure of processing for storing a folder stored in a cabinet in a library in the same apparatus. FIG. 11 is a flowchart showing a processing procedure of the storage and retrieval of storage boxes to and from an external warehouse in the same apparatus. FIG. 12 is a diagram showing a stored document information display screen in the same device. FIG. 13 is a flowchart showing a storage box deletion processing procedure in the same device.
In each flowchart, a portion indicated by a dotted line is a portion that is manually performed by a user or the like, and specifies a manual operation related to a function in the document management apparatus 10 of the present embodiment.
[0053]
[Procedure for storing documents in cabinet]
First, with reference to FIG. 8, a procedure for storing a paper document in a cabinet will be described.
First, triggered by a request input by the user, the document registration management unit 10e displays a stored document information editing screen as shown in FIG. 4 (step 10).
The first screen in each processing procedure, from the initial screen displayed after the start of the document management program of the present invention, receives a screen selection input by the user, if necessary, through a plurality of other screen display, Can be displayed.
Then, the document registration management unit 10e registers the stored document information input by the user using the stored document information editing screen by storing it in the stored document information storage unit 10a (step 11).
[0054]
Further, the document registration management unit 10e performs this registration and creates an electronic folder for organizing and storing the electronic documents in the electronic document storage unit 10d based on the corresponding archived document information (step 12). ).
Further, the document registration management unit 10e creates a label printing file based on the stored document information (step 13), outputs this to the label printing unit 10h, and instructs label printing.
The label printing unit 10h executes printing of a label to be attached to a cabinet or the like (Step 14).
[0055]
In this manner, when storing a paper document in the cabinet, the information for managing the paper document is stored in the stored document information storage unit 10a by performing the above-described registration in the document management apparatus 10 of the present embodiment. In addition to being created, an electronic folder corresponding to the actual folder for storing the paper document for storing the electronic document corresponding to the paper document can be automatically generated.
Further, a label to be attached to the actual folder or a file box for storing the actual folder can be automatically printed.
[0056]
If an electronic document corresponding to the paper document has already been created, move the electronic document to the electronic folder.If a new electronic document corresponding to the paper document is created, When the electronic document is stored in the document management apparatus 10, the electronic folder is selected and stored, so that the paper document and the electronic document can be managed in association with each other (step 15).
Then, the paper document is stored in a predetermined place in the actual cabinet (step 16).
Prior to the registration of the stored document information in step 11, it is preferable that a screen displaying the empty space in the cabinet can be referred to.
In this case, for example, a cabinet empty space confirmation button is provided on the archived document information editing screen of FIG. 4, and when the confirmation button is pressed, a rack is replaced with a cabinet on the empty space display screen of FIG. Can be displayed.
[0057]
[Search / Edit Procedure for Archived Document Information]
Next, a procedure for searching and editing paper document information stored in the cabinet will be described with reference to FIG.
First, although not shown, the document registration management unit 10e displays a stored document information search screen using each item in the stored document information registered in the stored document information storage unit 10a as a search key (step 30). As the search key, it is preferable to provide, for example, a management location, a classification 1 to 3, a folder name, a document person's name, a storage end date, and the like, and a free search using a keyword or the like. Of course, it is possible to set various other conventionally known conditions such as the number of displayed items and the display order.
The document registration management unit 10e extracts target archived document information from the archived document information storage unit 10a based on the search key (step 31), and displays a list as in the archived document information display screen shown in FIG. (Step 32).
[0058]
Next, when the user selects and presses each item in the "edit item" on the archived document information display screen, the document registration management unit 10e executes a process corresponding to each item (step 33).
That is, when “delete” is selected, the document registration management unit 10e deletes the corresponding stored document information from the stored document information storage unit 10a.
When "correction" or "addition" is selected, the document registration management unit 10e displays a screen as shown in FIG. 4 to which the corresponding stored document information is output (step 34). ), The user's correction input is updated in the stored document information storage unit 10a (step 35).
At this time, if "correction" is selected and pressed, the corresponding stored document information in the stored document information storage unit 10a is changed and updated, and if "add" is selected and pressed, the correction input is performed. The stored stored document information is additionally registered as new data in the stored document information storage unit 10a.
[0059]
When the storage location of the paper document is confirmed in step 32, the user can press the "storage location" corresponding to the paper document on the storage document information display screen in FIG. It can be displayed on a map as shown in FIG.
Further, in step 32, when confirming the electronic document corresponding to the paper document, by pressing the “electronic document” (access link) corresponding to the paper document on the stored document information display screen of FIG. A list of electronic documents in the electronic folder corresponding to the folder name of the paper document can be displayed. Further, by selecting and pressing an electronic document from the list, an application corresponding to the electronic document can be started and the electronic document can be opened.
If there is no electronic document, a list of zero electronic documents may be displayed, or a message indicating zero electronic documents may be displayed.
[0060]
[Management migration processing procedure for cabinet storage documents to archives]
Next, referring to FIG. 10, information on paper documents to be moved to the archive is extracted from information on paper documents stored in the cabinet, and the management is performed from the stored document information storage unit 10a. A processing procedure for shifting to the unit 10b will be described.
First, the document registration management unit 10e displays a storage candidate search screen for searching for a paper document as a storage candidate (step 50).
Then, based on the search key input by the user using the storage candidate search screen, the document registration management unit 10e searches the stored document information storage unit 10b (step 51).
[0061]
This search key can be used to set various items for narrowing down the target, for example, a storage location, a document person's name, etc., in addition to the end of storage. It is also preferable to be able to set a free search and other display counts.
The document registration management unit 10e displays this search result on a storage candidate search result display screen as shown in FIG. 6 (step 52).
Next, the document registration management unit 10e specifies the storage target based on the selection input of the storage target by the user (step 53), and executes a virtual boxing process for the specified storage target (step 54). ).
[0062]
For example, as shown in FIG. 6, the user can input the selection of the storage target by pressing "save" of the "edit item" corresponding to the paper document information to be stored. .
Then, in the boxing process, the document registration management unit 10e creates storage document information based on the storage document information corresponding to the specified paper document, and registers this in the storage document information storage unit 10b.
At this time, the document registration management unit 10e displays a screen capable of inputting a name of a storage box for storing the folder of the specified paper document, and the like. The information can be provided with attribute information such as a storage box name.
It is preferable that the setting of the storage box name can be collectively performed for a plurality of folders specified collectively for storing in the same storage box.
[0063]
In addition, it is also preferable that it is possible to select whether to delete the stored document information of the boxed paper document from the stored document information storage unit 10a in the boxing process. This is, for example, when the above-mentioned save target is selected and input, when "save" of the "edit item" is pressed, a screen provided with a check box or the like capable of making the selection is displayed, and an input corresponding to this is displayed. Based on this, it is possible to determine whether or not the deletion is possible. When deleting, the document registration management unit 10e can search for and delete the target archived document information in the archived document information storage unit 10a.
Further, the stored document information on the boxed paper document can be automatically and uniformly deleted from the stored document information storage unit 10a by the document registration management unit 10e.
[0064]
When this box packing process is executed, the document registration management unit 10e transfers the stored document to the stored document via a LAN line, an Internet line, or the like to the computer used by the administrator or to the mail address of the administrator. A notification (hereinafter, may be referred to as a storage transfer notification) notifying the user of the transfer is transmitted (step 55).
The information to be stored in the storage transfer notification may be, for example, a storage box, a section code, an identification ID of a transmission source computer, and the like.
[0065]
Next, the administrator who has received the storage transfer notification determines an address indicating a storage location in the archive for storing the storage box, and inputs the address to the document management apparatus 10.
The input of the storage box address information may be performed by transmitting the information to the document management apparatus 10 from a computer used by the administrator via a LAN line, an Internet line, or the like.
[0066]
In this storage box address registration process, the document registration management unit 10e can display a screen for searching for storage box information to which an address should be input for the administrator. Then, using the storage box name or the like input by the administrator based on the notification content as a search key, extracting a target storage box from the stored document information storage unit 10b, and displaying a screen for inputting address information and the like. Thus, it is possible to receive input of address information and the like from the administrator.
In this way, the document registration management unit 10e registers the storage box address information and the like in the storage document information storage unit 10b based on the input from the administrator (step 56). At this time, it is also preferable that attribute information on the storage box such as the storage box name and the storage transfer date can be edited.
[0067]
In the same manner, when the administrator accesses the document management apparatus 10 through a LAN line or the like using a computer to be used and registers address information, the document registration management unit 10e similarly sends an address to the administrator. May be displayed by displaying a screen or the like for searching for storage box information for which the storage box information should be determined.
In determining the address of the storage box, the document registration management unit 10e can display an empty space display screen as shown in FIG.
[0068]
Further, the document registration management unit 10e registers the address information in the stored document information storage unit 10b, and instructs the label printing unit 10h to print an address label to be attached to the storage box.
The label printing unit 10h prints the address label input from the stored document information storage unit 10b via the document registration management unit 10e (Step 57).
[0069]
As described above, the administrator can know by e-mail or the like that the folder is virtually packed in the document management apparatus 10, and determines the storage location of the storage box, that is, the address. This address information can be registered in the stored document information storage unit 10b by the document registration management unit 10e, and the address label can be printed.
Then, the user receives the address label corresponding to the storage box registered by the user from the administrator, affixes the address label to the storage box, packs the actual folder containing the corresponding paper document, and stores the address in the library. Is moved to the storage box (step 58).
[0070]
In addition, when paper documents that have reached the end of storage are to be moved to a uniform archive, these paper documents are automatically saved based on the classification number and the page number information of the paper documents. It is also possible to perform a box packing process and execute a storage box information registration process.
Then, the user and the administrator are notified that this virtual packaging process has been completed, the address label is determined, the label is printed, the actual folder holding the actual paper documents is packaged, and moved to the archive. Etc. can be encouraged.
[0071]
Further, when performing the virtual boxing process as in step 54, the empty space of the existing storage box is displayed, and the box can be added to the existing storage box to perform the boxing as described above. In addition, in the address registration of the storage box in step 56, the empty space of the library as shown in FIG. 7 may be displayed so that the address can be determined appropriately.
The display of the free space information can be performed by storing the information in the use state storage unit 10g and referring to the information as described above. The use status storage unit 10g can be updated, for example, when registering the address of the storage box. Further, it is also possible to perform the above-mentioned packing process.
[0072]
Note that, for a paper document that is to be managed in an archive or the like from the beginning without being stored in a cabinet, such as an old paper document, the above-described step 56 and subsequent steps can be performed.
That is, in step 56, storage box information such as a storage box address and a storage box name is registered in the storage document information storage unit 10b by the document registration management unit 10e based on the input information of the administrator and the like. By performing the same processing as when shifting from storage, such a paper document can be made searchable.
In addition, in the case of registering the storage box information in this case, when only the information on the storage box is registered, the search can be performed in storage box units, and when the registration is performed in the unit of the actual folder managed in the storage box, , It is possible to search for each actual folder.
[0073]
[Procedure for processing the storage and retrieval of storage boxes to and from the external warehouse]
Next, with reference to FIG. 11 and FIG. 12, a description will be given of a processing procedure for assisting the determination of whether or not the storage box should be taken out of the external warehouse.
First, the document registration management unit 10e displays a stored document information search screen for searching stored document information (step 70).
Then, based on the search key input by the administrator or the like, the document registration management unit 10e searches the stored document information storage unit 10b (Step 71).
The search on the stored document information search screen can be processed in the same manner as the above-described various search screens.
[0074]
Next, the document registration management unit 10e extracts and displays the stored document information corresponding to the search key from the stored document information storage unit 10b (Step 72).
FIG. 12 shows an example of a stored document information display screen for displaying the stored document information.
In the drawing, the storage location, box name, storage transfer date, external transfer date, shortest storage end date, number ratio, external warehouse number, and storage status are shown as the stored document information. Also, setting, addition, and deletion are displayed as editing items.
Here, the shortest storage end indicates the shortest storage end of the folder in the storage box, and the number of cases indicates the ratio of the folder having the shortest storage end in the storage box. The displayed stored document information is sorted based on the shortest storage end time.
[0075]
By displaying the stored document information display screen in this way, the administrator can efficiently determine which storage box to move to the external warehouse and which storage box to move from the external warehouse to the internal library. It is possible to make a judgment.
Further, by selecting and pressing the data displayed in the "storage location", a map can be displayed in the same manner as when the data of the "storage location" is pressed on the stored document information display screen. In this case, instead of the cabinet on the map display screen shown in FIG. 3, the map information on the rack is displayed.
[0076]
When the administrator or the like actually moves the storage box based on the information on the stored document information display screen, select and enter “setting” in the “edit item” of the corresponding data, and transfer date to the external company and the external warehouse By inputting and updating information about the number and the storage state, such information can be registered (step 73). Then, the storage box is moved according to the registered contents (step 74).
Further, by selecting and inputting “delete” or “add” in the “edit item”, it is possible to delete or additionally register the stored document information. These pieces of change information are updated in the stored document information storage unit 10b by the document registration management unit 10e.
[0077]
[Storage Box Deletion Procedure]
Next, with reference to FIG. 13, a description will be given of a storage box deletion processing procedure.
First, the document registration management unit 10e displays a saved document information search screen similar to that in the processing procedure shown in FIG. 11 (step 90), and uses a predetermined storage end or the like input by an administrator or the like as a search key. A candidate for a storage box to be discarded is searched (step 91), and this is displayed on a stored document information display screen as shown in FIG. 12 (step 92).
Then, the document registration management unit 10e deletes the corresponding stored document information from the stored document information storage unit 10b based on the selection and pressing of “delete” by the administrator or the like (step 93).
Further, the administrator or the like discards the storage box corresponding to the storage box from the archive or the external warehouse (step 94).
[0078]
If the storage box is not to be discarded due to various circumstances, it is preferable to change the shortest storage end time.
When the storage box is to be uniformly discarded based on the shortest storage period, the document registration management unit 10e automatically deletes the target storage document information in the storage document information storage unit 10b. In addition to this, it is also possible to send an e-mail or the like for urging the manager or the like to discard the actual storage box.
[0079]
In the above embodiment, paper documents assumed to be used relatively frequently are stored in a cabinet, and paper documents assumed to be used relatively infrequently are stored in a library. Instead of using a cabinet, a book shelf or the like may be used instead of a cabinet, or a warehouse may be used instead of a library.
[0080]
As described above, according to the document management apparatus of the present embodiment, a paper document and an electronic document can be managed in association with each other. For this reason, conventionally, even if a paper document and an electronic document have a correspondence relationship, they are separately managed and searched, but according to the present invention, when searching for a paper document, In addition, easy access to electronic documents can be enabled.
In addition, since the storage location of paper documents stored in the document management device and the management location such as the storage location can be displayed on a map, the management location can be grasped at a glance, and anyone can store it by himself. Documents and the like can be taken out and stored.
[0081]
Further, according to the actual management form, not only can a paper document be relatively new and frequently used, and a paper document which is relatively old and unlikely to be used can be separately managed. It is also possible to effectively support these transition processes.
In addition, since empty spaces such as cabinet shelves and archive racks can be displayed, when storing paper documents in cabinets or archive racks, they actually go to cabinets or archives to save space. It is possible to easily find an empty space and keep or save a paper document without searching for a space.
[0082]
In addition, when the stored document information and the stored document information are registered, the label attached to the folder or the storage box can be automatically printed, so that the work load of the user or the administrator can be further reduced. .
Furthermore, since the shortest storage end time of the folder existing in each storage box and the ratio of the number of folders having the shortest storage end time in the storage box can be referred to, the storage box stored in the archive can be stored outside the company. It is possible to easily determine whether or not to move to a warehouse.
[0083]
The creation of the stored document information or the stored document information in the above embodiment, the display of the map of the management location of the paper document, and the like are executed by the document management program.
The document management program sends a command to each component of the computer to perform a predetermined process, for example, a process of creating stored document information or stored document information, a process of displaying a paper document management location map, and the like.
Accordingly, these processes are realized by the document management apparatus 10 or the like in which the document management program and the computer cooperate.
[0084]
The document management program can be stored in a computer-readable recording medium, such as an external storage device and a portable recording medium, in addition to being stored in the ROM or the hard disk of the computer.
The external storage device refers to a storage expansion device having a built-in recording medium such as a magnetic disk and externally connected to, for example, the document management device 10 or the like. On the other hand, a portable recording medium is a recording medium that can be mounted on a recording medium driving device (drive device) and is portable, such as a CD-ROM, a flexible disk, a memory card, and a magneto-optical disk. .
[0085]
Then, the program recorded on the recording medium is loaded into the RAM of the computer and executed by the CPU. By this execution, the functions of the document management apparatus 10 of the present embodiment described above are realized.
Further, when a document management program is loaded by a computer, the document management program held by another computer can be downloaded to its own RAM or external storage device using a communication line.
The downloaded document management program is also executed by the CPU, and realizes processing for creating stored document information or stored document information according to the present embodiment, processing for displaying a map of a paper document management location, and the like.
[0086]
It should be noted that the present invention is not limited to the above embodiment, and it is needless to say that various modifications can be made within the scope of the present invention.
For example, in searching for stored document information or stored document information, a map is displayed, and a cabinet or rack in the map is selected and pressed, thereby displaying a list of folders stored or stored in the cabinet or rack. It is possible to search for a paper document from the management place.
Further, in the present embodiment, paper documents are managed on a folder basis, but may be managed on a document basis as a smaller management unit.
Further, by merging or separating the components in the block diagram of FIG. 2, the functions of the components are combined or subdivided, the order of the steps in the above-described flowchart is changed, and the display content of each screen is changed. For example, the design can be changed as appropriate as long as the above functions of the document management apparatus of the present invention can be realized.
[0087]
【The invention's effect】
As described above, according to the present invention, a paper document and an electronic document can be managed in association with each other. For this reason, conventionally, even if a paper document and an electronic document have a correspondence relationship, they are separately managed and searched, but according to the present invention, when searching for a paper document, In addition, easy access to electronic documents can be enabled.
In addition, since the storage location of paper documents stored in the document management device and the management location such as the storage location can be displayed on a map, the management location can be grasped at a glance, and anyone can store it by himself. Documents and the like can be taken out and stored.
[0088]
Furthermore, according to the actual management form, not only can a paper document which is relatively new and is likely to be used frequently and a paper document which is relatively old and unlikely to be used be distinguished and managed. It is also possible to effectively support these transition processes.
In addition, since empty spaces such as cabinet shelves and archive racks can be displayed, when storing paper documents in cabinets or archive racks, they actually go to cabinets or archives to save space. It is possible to easily find an empty space and save or save a paper document without searching around for.
[0089]
Further, when registering the stored document information and the stored document information, the label attached to the folder or the storage box can be automatically printed, so that the work load of the user and the administrator can be further reduced. .
In addition, since the shortest storage end of the folder existing in each storage box and the ratio of the number of folders having the shortest storage end to the storage box can be referred to, the storage box stored in the archive can be referred to. It is possible to easily determine whether or not to move to an external warehouse.
[0090]
Further, the document management program can realize a function of creating the stored document information or the stored document information, a function of displaying a map of a management location of a paper document, and the like by sending a predetermined command to each component of the computer. .
Thus, these functions and the like can be realized by a document management apparatus in which a document management program and a computer cooperate.
[Brief description of the drawings]
FIG. 1 is a diagram illustrating an operation mode of a document management apparatus according to an embodiment of the present invention.
FIG. 2 is a block diagram illustrating a configuration of a document management apparatus according to the embodiment of the present invention.
FIG. 3 is a diagram showing a map display screen in the document management device according to the embodiment of the present invention.
FIG. 4 is a diagram showing a stored document information editing screen in the document management apparatus according to the embodiment of the present invention.
FIG. 5 is a diagram showing a stored document information display screen in the document management device according to the embodiment of the present invention.
FIG. 6 is a diagram showing a storage candidate search result display screen in the document management apparatus according to the embodiment of the present invention.
FIG. 7 is a diagram showing an empty space display screen in the document management apparatus according to the embodiment of the present invention.
FIG. 8 is a flowchart illustrating a procedure for storing a document in a cabinet in the document management apparatus according to the embodiment of the present invention.
FIG. 9 is a flowchart showing a procedure for searching and editing paper document information stored in a cabinet in the document management apparatus according to the embodiment of the present invention.
FIG. 10 is a flowchart showing a processing procedure for storing a folder stored in a cabinet in a library in the document management apparatus according to the embodiment of the present invention.
FIG. 11 is a flowchart showing a processing procedure for the entry / exit of a storage box to / from an external warehouse in the document management apparatus according to the embodiment of the present invention.
FIG. 12 is a view showing a stored document information display screen in the document management apparatus according to the embodiment of the present invention.
FIG. 13 is a flowchart illustrating a procedure for deleting a storage box in the document management apparatus according to the embodiment of the present invention.
[Explanation of symbols]
10 Document management device
10a Archived document information storage unit
10b Stored document information storage unit
10c Map storage unit
10d electronic document storage
10e Document Registration Management Department
10f Authentication department
10g Usage status storage
10h Label printing section

Claims (10)

A document management device that manages electronic documents and paper documents,
A document information storage unit for storing a management location of the paper document;
An electronic document storage unit that stores an electronic document corresponding to the paper document;
A document registration management unit that registers the paper document in the document information storage unit, registers the electronic document in the electronic document storage unit, and searches for the paper document and the electronic document. Document management device. 2. The document management apparatus according to claim 1, wherein the electronic document storage unit stores the electronic document in an electronic folder corresponding one-to-one with a folder in which the paper document is stored. 3. The document management apparatus according to claim 1, wherein the document registration management unit displays a map of a management location of the paper document when searching for the paper document. A storage location where the document information storage unit stores a paper document management location within a predetermined storage period and the storage duration information; and a storage location and storage duration information of the paper document that exceeds the predetermined storage duration. And a stored document information storage unit for storing
The document registration management unit, upon searching for the paper document, using the storage period information as a key, extracting a paper document that is a candidate for transferring registration from the stored document information storage unit to the stored document information storage unit, 4. The document management apparatus according to claim 1, wherein a paper document to be discarded is extracted from the stored document information storage unit using the storage period information as a key. The stored document information storage unit includes information of a storage box that stores a folder having the paper document,
5. The document according to claim 4, wherein the document registration management unit displays a shortest storage end time of the folder stored in each storage box and a ratio of the number of folders having the shortest storage end time in the storage box. Management device. 6. The document management apparatus according to claim 1, wherein the document registration management unit displays empty information of the management location when storing the management location of the paper document in the document information storage unit. . 7. The document management device according to claim 1, further comprising a label printing unit that prints a label indicating the management location when storing the management location of the paper document in the document information storage unit. Document management device. A document management method by a document management device that manages electronic documents and paper documents,
The document management device,
In addition to storing the management location of the paper document, if there is an electronic document corresponding to the paper document, the electronic document is stored in an electronic folder corresponding one-to-one with the folder in which the paper document is stored. A document management method. 9. The document management method according to claim 8, wherein, when searching for the paper document, a management location of the paper document is displayed on a map. A document management program for causing a document management device to manage an electronic document and a paper document,
In the document management device,
The storage location of the paper document is stored, and upon searching for the paper document, the management location of the paper document is displayed on a map.
Displaying an access link to the electronic document corresponding to the paper document stored in the electronic folder corresponding to the folder in which the paper document is stored one-to-one,
A document management program for executing display of the electronic document when the access link is selected.

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