JP2008134723A - Document registration system and document registration method - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document registration system efficiently registering paper documents in electronic form. <P>SOLUTION: The document registration system includes: a bibliographic information file storage part in which bibliographic information files are stored in advance; an electronic document file storage part for storing electronic document files; a reader 1 for reading, from a document 2 to be registered, document information and barcode information showing at least a portion of information about the bibliographic items of the document 2, and for storing an electronic document file related to the document information read in the electronic document file storage part with a file name that is determined based on the barcode information read; and a monitoring and registering server 3 for picking up in sequence the electronic document files stored in the electronic document file storage part, searching the bibliographic information file storage part for the bibliographic information files corresponding to the electronic document files picked up, and registering the electronic document files and the corresponding bibliographic information files in a document management server 4. <P>COPYRIGHT: (C)2008,JPO&INPIT

Description

  The present invention relates to a document registration system and a document registration method for electronically storing contents such as documents and forms.

  In recent years, in companies and the like, work via personal computers has become common, and communication environments such as LANs have been improved, so that the handling of documents (so-called paperless) is progressing.

  When a document is digitized and stored, there are advantages such as improvement of information usability (that is, searchability and shareability) and reduction of storage space for paper documents. In addition, due to the enforcement of the e-document law (electronic document law) and the like, it can be said that efforts to digitize documents in corporations and the like are becoming more important in the future.

  Here, a general method for digitizing and storing (registering) a document will be briefly described. First, a bibliographic information file (a file including information such as a document number, name, creator name, creation date, and classification) of a document to be registered is created using a personal computer or the like. Next, the document is scanned using an image input device such as a scanner, and information such as characters, figures, and images printed on the document is read. Next, the bibliographic information file is referred to and renamed so that the file name of the electronic document file obtained by such scanning can be distinguished from other files. Then, the electronic document file and the bibliographic information file are registered as a set in the document management server.

  In the conventional method that takes the above-described procedure, there is a problem that when there are a plurality of documents to be registered, it is very time-consuming and the work load is large.

  By the way, various techniques have been proposed for digitized documents. For example, Patent Document 1 proposes a system that uses paper documents to obtain desired information from a database that stores electronic document files.

Japanese Patent No. 3478725

  However, although Patent Document 1 discloses a technique that can improve the convenience of using an electronically stored document (that is, an electronic document file), a proposal for electronic registration of the document has been made. Absent.

  The present invention has been made in view of the above circumstances, and an object thereof is to provide a document registration system and a document registration method capable of efficiently and reliably registering documents electronically.

  The document registration system according to the present invention associates an electronic document file generated by reading document information displayed in a document and a bibliographic information file created based on bibliographic items of the document with a document management server. In the document registration system to be registered, code information indicating at least part of bibliographic items of the document is displayed together with the document information on the document to be registered, and the bibliographic information file is stored in advance. A bibliographic information file storage means, an electronic document file storage means for storing the electronic document file, an electronic document file generated by reading the document information and the code information from a document to be registered, and the generated electronic document A file is stored in the electronic document file storage means with a file name determined based on the read code information. And sequentially reading the electronic document file stored in the electronic document file storage unit, and searching the bibliographic information file corresponding to the file name of the picked-up electronic document file from the bibliographic information file storage unit And registration means for registering the electronic document file and the bibliographic information file corresponding to the electronic document file in association with the document management server.

  In the above configuration, the reading unit reads the document information from a document to be registered, and stores the electronic document file related to the read document information in the electronic document file storage unit with a predetermined file name; The code information is read from the document to be registered, a file name is determined based on the read code information, and the file name of the electronic document file stored in the electronic document file storage unit is determined based on the code information. Renaming means for renaming to a predetermined file name may be provided.

  The registration unit preferably searches the bibliographic information file storage unit for the bibliographic information file including information that matches the file name of the picked-up electronic document file.

  In order to enable the user to check information regarding whether or not registration is possible, it is preferable to further include a processing result notifying unit that notifies a processing result by the registration unit.

  In addition, the document registration method according to the present invention supports an electronic document file generated by reading document information displayed in a document, and a bibliographic information file created based on the bibliographic items of the document in a document management server. A document registration method for registering, wherein code information indicating at least part of bibliographic information of the document is displayed together with the document information on the document to be registered. A reading step of reading the document information and the code information to generate an electronic document file, and storing the generated electronic document file in the electronic document file storage device with a file name determined based on the read code information; The electronic document files stored in the electronic document file storage device are sequentially picked up and the picked-up electronic document A bibliographic information file corresponding to the file name of the file is retrieved from the bibliographic information file storage device, and the electronic document file and the bibliographic information file corresponding to the electronic document file are associated and registered in the document management server; It is characterized by providing.

  In the above configuration, the reading step reads the document information from a document to be registered, and stores the electronic document file related to the read document information in the electronic document file storage device with a predetermined file name; The code information is read from the document to be registered, a file name is determined based on the read code information, and the file name of the electronic document file stored in the electronic document file storage device is used as the code information. A renaming process for renaming to a file name determined based on the file name.

  The code information is preferably created based on the bibliographic information file and indicates at least part of information included in the bibliographic information file.

  In the registration step, it is preferable that the bibliographic information file including information matching the file name of the picked-up electronic document file is retrieved from the bibliographic information file storage device.

  In order to enable the user to check information regarding whether or not registration is possible, it is preferable to further include a processing result notification step of notifying the processing result in the registration step.

  As described above, according to the present invention, electronic registration of a document can be performed efficiently and reliably.

  Hereinafter, an embodiment of a document registration system according to the present invention will be described with reference to the drawings.

  As shown in FIG. 1, the document registration system includes a reading device 1, a monitoring registration server 3, a document management server 4, a terminal device 5, and a network 6 connecting them.

  The reading device 1 reads the document information (displayed information) from the document 2 on which document information composed of characters, figures, symbols, images, combinations thereof, or the like is displayed on paper or the like, and outputs the document information in an arbitrary format. An image input device such as an image scanner. The reading device 1 also has a barcode reader function for scanning a barcode displayed on the document 2 and decoding (decoding) the information. In the present embodiment, the format of the document 2 to be read by the reading device 1 is determined, and the reading device 1 identifies and reads the document information and the barcode area based on the position.

  The monitoring registration server 3 temporarily stores a data file (electronic document file) related to document information read by the reading device 1 and a bibliographic information file described later. Then, the stored electronic document file and the bibliographic information file corresponding thereto are registered in association with the document management server 4 at a predetermined timing.

  The document management server 4 stores the electronic document file and its bibliographic information file in association with each other. For example, when there is a document search instruction using bibliographic information as a key, the document management server 4 searches the corresponding bibliographic information file, and acquires the document file associated with the searched bibliographic information file.

  The terminal device 5 is a device serving as a user I / F for the user to use the present system. The terminal device 5 is a general personal computer including a monitor, an input device such as a keyboard / mouse, a storage device such as a hard disk, and a control device including a CPU, ROM, RAM, and the like.

  The reading device 1, the monitoring registration server 3, the document management server 4, and the terminal device 5 are connected to a network 6 constructed by an organization such as a company and are configured to be capable of data communication with each other.

  As shown in FIG. 2, the monitoring registration server 3 includes a control unit 31, a communication unit 32, and a storage unit 33.

  The control unit 31 includes therein a microcomputer, a ROM for storing a program for causing the system to function, and a RAM (none of which is shown) used as a work area for arithmetic processing. The entire monitoring registration server 3 is controlled.

  The communication unit 32 is a device for communicating with other devices via the network 6.

  The storage unit 33 includes a storage device such as a hard disk. The storage unit 33 also includes a bibliographic information file storage unit 33a that is a storage area for storing bibliographic information files, an electronic document file storage unit 33b that is a storage area for storing electronic document files, and registration processing. A log information storage unit 33c that is a storage area for storing information (log information) related to the result.

  A bibliographic information file is electronic data created by a user based on bibliographic items of a document to be registered. As illustrated in FIG. 3, the bibliographic items include information for facilitating document search and organization, such as name, classification, creator name, creation date, and the like. Also, at the time of bibliographic information file creation, a document identification code (a kind of ID composed of characters (including numerical values), symbols, etc. for uniquely identifying an electronic document file) is given from the monitoring registration server 3, and this is applied. The document identification code is also stored in the bibliographic information file.

  The user creates a bibliographic information file using the terminal device 5 and transmits the created data to the monitoring registration server 3 via the network 6. The control unit 31 of the monitoring registration server 3 receives the bibliographic information file via the communication unit 32 and stores the received bibliographic information file in the bibliographic information file storage unit 33a. At this time, the control unit 31 generates (numbers) a unique document identification code and adds it to the received bibliographic information file. The user can also create a bibliographic information file using another personal computer connected to the network 6 and transmit it to the monitoring registration server 3. In addition, the bibliographic information file created by the user may be stored in the bibliographic information file storage unit 33a of the monitoring registration server 3 via a recording medium (for example, an optical disk or a flexible disk).

  Functionally, the control unit 31 includes a bibliographic information creation unit 300, a barcode creation unit 301, a monitoring registration unit 302, and a processing result notification unit 303, as shown in FIG.

  The bibliographic information creation unit 300 is a user for creating a bibliographic information file on the terminal device 5 or the like (refers to another personal computer that can access the monitoring registration server 3 via the terminal device 5 and the network 6; the same applies hereinafter). An I / F (specifically, a bibliographic information file creation screen) is provided, and a document identification code is assigned.

  A user inputs bibliographic items of a document to be registered using an input device such as a keyboard / mouse through a bibliographic information file creation screen to create a bibliographic information file. The created bibliographic information file is transmitted to the monitoring registration server 3 and stored in the bibliographic information file storage unit 33a.

  The barcode creation unit 301 provides a user I / F (specifically, a barcode creation screen) for creating barcode information to the terminal device 5 or the like. When the user designates the file name of the previously created bibliographic information file via the barcode creation screen, the barcode creation unit 301 displays predetermined information (document identification code in this embodiment) of the bibliographic information file. Create bar code information indicating

  The user can print the barcode information with an arbitrary printer to create a barcode label 7 on which a barcode of a predetermined size is displayed. Then, the barcode label 7 created is attached to the document 2 before being read by the reading device 1 (see FIG. 5). Note that the document 2 may be set on the paper feed tray of the printer, and a barcode having a predetermined size may be directly printed at a predetermined position of the document 2. Further, when the document to be registered in the document management server 4 is an electronic document (a text document created by an application program, a spreadsheet, etc.), the barcode information and the electronic document are synthesized and the document 2 An image on which a barcode is superimposed may be printed. In this case, the barcode is synthesized with a predetermined size at a predetermined position of the document.

  The monitoring registration unit 302 periodically monitors the bibliographic information file storage unit 33a and the electronic document file storage unit 33b, and registers the stored electronic document file and the bibliographic information file corresponding thereto in the document management server 4. Perform the process. Specifically, electronic document files stored in the electronic document file storage unit 33b are sequentially picked up, and a bibliographic information file including information that matches the file name of the picked-up electronic document file is selected as the bibliographic information file storage unit. Search from 33a. Then, a registration request for the picked-up electronic document file and the searched bibliographic information file is made to the document management server 4. Further, the monitoring registration unit 302 creates log information, which is information about whether registration is possible, based on a response from the document management server to the registration request, and stores the log information in the log information storage unit 33 c of the storage unit 33.

  In response to a request from the terminal device 5 or the like, the processing result notification unit 303 acquires log information from the log information storage unit 33c and transmits the log information to the terminal device 5 or the like.

  Next, an electronic document registration process performed by the document registration system according to the present embodiment configured as described above will be described.

  The process of registering the document 2 in the document management server 4 includes i) preparing the document 2 to be registered, creating a bibliographic information file of the document 2 and storing it in the monitoring registration server 3, creating a barcode label 7 Ii) pasted at a predetermined position of the registered document 2, ii) read the document information and bar code displayed on the document 2 by the reading device 1 to create an electronic document file, and iii) the electronic document file and the bibliographic information file Are registered in the document management server 4.

  First, a procedure for creating a bibliographic information file to be registered will be described with reference to the procedure diagram of FIG.

  First, in order to create the bibliographic information of the document 2 to be registered, the user accesses the monitoring registration server 3 and calls a bibliographic information file creation screen (step S601). In response to this access, the bibliographic information creation unit 300 of the control unit 31 of the monitoring registration server 3 is activated to support user operations. The user inputs each item shown in FIG. 3, that is, information such as the document name (document name), classification, creator name, creation date, and the like, for example, in the displayed template (step S602).

  The bibliographic information creation unit 300 generates (numbers) a document identification code, adds it to the items entered by the user, creates a bibliographic information file (step S603), and stores it in the bibliographic information file storage unit 33a of the storage unit 33. Save (step S604).

  Next, the user activates the barcode creation unit 301 via the terminal device 5 and designates any bibliographic information file, and further designates a printer. In response to this operation, the barcode creation unit 301 reads the document identification code included in the designated bibliographic information file and converts the document identification code into a barcode. Furthermore, the barcode creation unit 301 instructs the designated printer to print the created barcode. The printer prints a barcode on a predetermined seal-like sheet according to the instruction, and outputs a barcode label 7. As shown in FIG. 5, the user attaches the barcode label 7 to a predetermined position of the document 2 to be registered. This completes the process for preparing the document 2 to be registered.

  Next, the flow of processing (reading processing) for reading document information from the document 2 to be registered and saving the electronic document file related to the read document information in the electronic document file storage unit 33b of the monitoring registration server 3 is shown in FIG. This will be described with reference to the flowchart of FIG.

  The user sets the document 2 with the barcode label 7 attached thereto on the reading device 1 and instructs reading. In response to the instruction, the reading device 1 reads the document information and the barcode information from the set document 2 (step S701). At this time, the reading device 1 recognizes a predetermined area at the center of the document 2 as a document information area, reads this in the JPEG format, TIFF format, etc., and generates a document file. An area surrounded by a frame is identified and read as a barcode area. Alternatively, the reading device 1 reads the entire document 2 in JPEG format, TIFF format, and the like and digitizes it, then cuts out an image at a predetermined position in the read image as document information, generates a document file, and reads the read image The area surrounded by the frame on the right shoulder is cut out as barcode information.

  Based on the read barcode information, the reading device 1 determines a file name to be given to the electronic document file related to the read document information (step S702). For example, in the above-described example, the barcode information is generated by converting the document identification code into a barcode. Therefore, if the document identification code is “001101”, for example, the file name of the document file is also “001101”.

  The reading device 1 transmits the generated electronic document file to the monitoring registration server 3 (step S703). The control unit 31 of the monitoring registration server 3 receives the electronic document file via the communication unit 32 and stores the received electronic document file in the electronic document file storage unit 33b (step S704). At this time, the monitoring registration server 3 gives the storage time as a time stamp. Above, the process which a user himself performs is complete | finished.

  FIG. 8 is a flowchart showing the flow of monitoring registration processing performed by the monitoring registration unit 302 of the monitoring registration server 3. The monitoring registration unit 302 is activated periodically and performs the following series of processes. First, the monitoring registration unit 302 searches the electronic document file storage unit 33b and picks up an electronic document file to be registered. At that time, if there are a plurality of stored electronic document files, they are picked up according to a predetermined priority order. In the present embodiment, pick-up is performed in the order of the longest elapsed time since storage.

  As a result of the search in the electronic document file storage unit 33b, if there is no electronic document file to be picked up (that is, a registration target) (NO in step S801), the process exits. On the other hand, if there is an electronic document file to be registered (YES in step S801), the file name of the electronic document file is extracted (step S802), and the bibliographic information file including the extracted file name is selected as the bibliographic information file. A search is performed from the information file storage unit 33a (step S803). In this example, a bibliographic information file including a document identification code identical to the file name of the electronic document file is searched.

  As a result, if there is no corresponding bibliographic information file (NO in step S804), log information to that effect is created (step S805), and the process proceeds to step S809. The log information in this case includes, for example, a file name, a reading date and time, an error type, and the like. On the other hand, if the corresponding bibliographic information file exists (YES in step S804), a registration request for the electronic document file and the retrieved bibliographic information file is made to the document management server 4 (step S806). The document management server 4 registers the electronic document file and the bibliographic information file in association with each other. If the registration is successful, the document management server 4 transmits a success response indicating registration OK, and if the registration fails, the document management server 4 transmits a registration NG and an error code indicating the cause to the monitoring registration server 3.

  When the monitor registration unit 302 of the monitor registration server 3 receives a response from the document management server 4 to the registration request (YES in step S807), it creates log information based on the response content (step S808). The log information at that time includes, for example, a file name, a reading date / time, a registration date / time, and the like when it is a response indicating registration OK, and when it is a response indicating registration NG, for example, File name, date and time of reading, error type, etc. are included.

  If the registration is OK, the electronic document file and the corresponding bibliographic information file are deleted from the electronic document file storage unit 33b and the bibliographic information file storage unit 33a, respectively.

  Next, the created log information is stored in the log information storage unit 33c (step S809). The above process is repeated until the electronic document file to be picked up no longer exists in the electronic document file storage unit 33b (NO in step S801).

  When the user wants to know the result of the monitoring registration process as described above, the user makes a log display request to the monitoring registration server 3 from the terminal device 5 or the like. When receiving the log display request, the processing result notifying unit 303 of the monitoring registration server 3 acquires log information from the log information storage unit 33c and transmits it to the requesting terminal device 5 or the like. The terminal device 5 or the like displays the acquired log information on the monitor, so that the user can confirm information on whether registration is possible.

  As described above, the document registration system according to the present embodiment reads the barcode information indicating the document identification code together with the document information, and determines the electronic document file related to the read document information based on the barcode information. Is automatically granted. Therefore, the user is freed from the task of referring to the previously created bibliographic information file and renaming the file name of the electronic document file so that it can be distinguished from other files, thereby reducing the work load. In addition, since the electronic document file read and stored is automatically registered in the document management server together with the corresponding bibliographic information file, the work efficiency is significantly improved as compared with the prior art.

  In addition, this invention is not limited to the said embodiment, A various change is possible in the range which does not deviate from the summary of this invention.

  For example, the reading device 1 of the above embodiment has a function of scanning a barcode as well as document information in response to one reading instruction from the user, but is not limited thereto. For example, the reading device 1 may be configured by an image input device such as an image scanner that reads document information and a bar code reader that reads bar code information.

  In this case, the electronic document file is temporarily stored in the electronic document file storage unit 33b of the monitoring registration server 3 with the default file name (for example, a file name mechanically assigned based on date, time, minute, second, etc.). . The control unit (renaming means) 31 of the monitoring registration server 3 renames the file name of the stored electronic document file based on the barcode information read by the barcode reader. With such a configuration, an effect equivalent to that of the document registration system according to the embodiment can be achieved.

  Further, the monitoring registration server and the document management server do not need to be separated, and can be integrated as a single server.

  In the above embodiment, the barcode displayed on the document 2 corresponds to the document identification code, but the content of the barcode itself is arbitrary. For example, the document name may be converted into a barcode.

  Further, although a one-dimensional barcode is exemplified as the barcode, a two-dimensional barcode such as a QR code may be generated. Furthermore, it is not limited to a bar code, and any code can be used as long as it can be read by the reading device 1.

  In the above embodiment, the reading device 1 identifies the document information and the barcode information based on the position in the document 2. For example, the reading device 1 surrounds the document information and the barcode information with a predetermined frame, Recognizing and processing the image within the recognized frame as text information or barcode information.

  The system and data configurations shown in FIGS. 1 to 4 and the processing procedures shown in FIGS. 6 to 8 are examples, and can be arbitrarily changed as long as similar functions and processing can be realized.

It is a figure which shows the structure of the document registration system which concerns on one Embodiment of this invention. It is a block diagram which shows the internal structure of the monitoring registration server of FIG. It is a figure which shows the structural example of bibliographic information. It is a block diagram which shows the function structure of the control part of FIG. It is a figure for demonstrating the barcode displayed on a document. It is a procedure figure which shows the procedure of bibliographic information file creation. It is a flowchart which shows the flow of a reading process. It is a flowchart which shows the flow of a monitoring registration process.

Explanation of symbols

DESCRIPTION OF SYMBOLS 1 Reading apparatus 2 Document 3 Monitoring registration server 4 Document management server 5 Terminal apparatus 7 Barcode label 31 Control part 32 Communication part 33 Storage part 33a Bibliographic information file storage part 33b Electronic document file storage part 33c Log information storage part 300 Bibliographic information creation Section 301 Barcode creation section 302 Monitoring registration section 303 Processing result notification section

Claims (9)

A document registration system that registers an electronic document file generated by reading document information displayed in a document and a bibliographic information file created based on the bibliographic items of the document in association with a document management server,
On the document to be registered, code information indicating at least a part of the bibliographic items of the document is displayed together with the document information.
Bibliographic information file storage means in which the bibliographic information file is stored in advance;
Electronic document file storage means for storing the electronic document file;
The electronic document file storage unit reads the document information and the code information from a registration target document to generate an electronic document file, and the generated electronic document file has a file name determined based on the read code information. Reading means to be stored in
The electronic document files stored in the electronic document file storage unit are sequentially picked up, the bibliographic information file corresponding to the file name of the picked-up electronic document file is searched from the bibliographic information file storage unit, and the electronic document A registration unit for registering the file and the bibliographic information file corresponding to the file in association with the document management server;
A document registration system comprising: The reading means includes
Means for reading the document information from a document to be registered, and storing the electronic document file related to the read document information in the electronic document file storage unit with a predetermined file name;
The code information is read from the document to be registered, a file name is determined based on the read code information, and the file name of the electronic document file stored in the electronic document file storage unit is determined based on the code information. A renaming means for renaming to a predetermined file name;
The document registration system according to claim 1, further comprising: The registration unit searches the bibliographic information file storage unit for the bibliographic information file including information that matches the file name of the picked-up electronic document file.
The document registration system according to claim 1, wherein the document registration system is a document registration system. A processing result notifying unit for notifying a processing result by the registration unit;
The document registration system according to any one of claims 1 to 3, wherein A document registration method for registering an electronic document file generated by reading document information displayed in a document and a bibliographic information file created based on the bibliographic items of the document in association with a document management server,
On the document to be registered, code information indicating at least a part of the bibliographic items of the document is displayed together with the document information.
The document information and the code information are read from the registration target document to generate an electronic document file, and the generated electronic document file is stored in an electronic document file storage device with a file name determined based on the read code information Reading process to be stored in
The electronic document files stored in the electronic document file storage device are sequentially picked up, the bibliographic information file corresponding to the file name of the picked-up electronic document file is searched from the bibliographic information file storage device, and the electronic document file A registration step of registering the document file and the bibliographic information file corresponding to the document file in association with the document management server;
A document registration method comprising: The reading step includes
Reading the document information from the document to be registered, and storing the electronic document file related to the read document information in the electronic document file storage device with a predetermined file name;
The code information is read from the document to be registered, a file name is determined based on the read code information, and the file name of the electronic document file stored in the electronic document file storage device is determined based on the code information. Renaming process to rename the file name
The document registration method according to claim 5, further comprising: The code information is created based on the bibliographic information file and indicates at least a part of information included in the bibliographic information file.
The document registration method according to claim 5, wherein the document registration method is a document registration method. In the registration step, the bibliographic information file containing information that matches the file name of the picked-up electronic document file is searched from the bibliographic information file storage device.
The document registration method according to claim 5, wherein the document registration method is a document registration method. A processing result notification step of notifying the processing result in the registration step;
The document registration method according to claim 5, wherein the document registration method is a document registration method.

Images