JP2012008942A - Document management system, document management device, document management method and document management program - Google Patents

Abstract

PROBLEM TO BE SOLVED: To perform alteration check in case of scanning a document to which a storage destination has been applied to manage the document.SOLUTION: In this document management system, an image forming apparatus is provided with: reading means for reading a paper document to which meta data including document identification information have been applied; and distribution means for distributing the image data of the read paper document to a document management device. The document management device is provided with: extraction means for extracting the meta data from the image data received from the image forming apparatus; character recognition means for performing character recognition to the same area as the designation area of a template shown by the document identification information included in the extracted meta data in the image data; collation means for collating the document data of the image data in which the character recognition has been performed with the document data in the same area as the designation area in document data shown by the document identification information included in the meta data; and image storage means for storing the image data in association with the meta data by including the collation result in the extracted meta data.

Description

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

  Conventionally, in order to manage electronic documents, there has been considered a case where a document management server is set up in-house and dedicated software is installed and operated. In document management, a folder hierarchy is generally configured in the same manner as a Windows (registered trademark) explorer, and documents are stored in the folder.

  As a document registration method, not only manual registration on a personal computer, but also the registration destination is recorded in a barcode, and the printed barcode and a paper document are combined and scanned by an MFP (Multifunction Peripheral). A way to register is considered.

  A document management service using a SaaS type document management server is already known. In this document management server, a barcode sheet storing information on the registration destination of the document can be created, and the barcode sheet is placed on the top of a paper document and scanned by the MFP. Register the document in the folder.

  For example, Patent Document 1 (Japanese Patent Application Laid-Open No. 2007-166595) discloses a document in which a document template and metadata based on the document template are embedded for the purpose of managing an output paper document in a state of being related to business. Generating means, printing means for printing the document data as a paper document, means for taking out the embedded metadata from the printed document, and a system whose processing is changed based on the taken-out metadata is disclosed ing.

  However, in the prior art, when a paper document is printed, and the document is updated by scanning and registering again, not only updating the document based on the information given to the paper, but also the contents It may be necessary to check whether the file has been tampered with. For example, in the case of contracts and quotations with other companies, the document ID is contained in a barcode given to the contract, etc., and the barcode is cut and pasted on another document and scanned. In this case, there is a problem that another document is registered unless the alteration check is performed.

  Therefore, the present invention has been made in view of the above problems, and a document management system, a document management apparatus, and a document that can perform a tampering check when a document with a storage destination is scanned and managed. An object is to provide a management method and a document management program.

  A document management system according to an aspect of the present invention is a document management system in which an image forming apparatus and a document management apparatus are connected via a network, and the image forming apparatus includes a meta data including document identification information and template identification information. A reading unit that reads a paper document to which data is attached; and a distribution unit that distributes image data of the read paper document to the document management device, wherein the document management device stores a template of a document including a designated area. Template storage means for storing in association with document identification information, document storage means for storing document data created based on the template in association with document identification information, and metadata from image data received from the image forming apparatus Extracting means for extracting; in the image data, a template included in the extracted metadata; Character recognition means for performing character recognition on the same region as the designated region of the template indicated by the image identification information, document data of the image data that has been character-recognized, and document data indicated by the document identification information included in the metadata A collation unit that collates the document data in the same area as the designated area, and an image storage unit that includes the collation result in the extracted metadata and stores the image data in association with the metadata.

  A document management apparatus according to another aspect of the present invention is a document management apparatus connected to an image forming apparatus via a network, and stores a template of a document including a designated area in association with document identification information. Means, document storage means for storing document data created based on the template in association with document identification information, and metadata including document identification information and template identification information received from the image forming apparatus. Extraction means for extracting the metadata from the image data, and character recognition means for performing character recognition on the same area as the template designated area indicated by the template identification information included in the extracted metadata in the image data Document data of the image data that has been character-recognized, and the extracted metadata Collation means for collating document data in the same area as the designated area in the document data indicated by the included document identification information, the collation result is included in the extracted metadata, and the image data is associated with the metadata Image storage means for storing.

  According to another aspect of the present invention, there is provided a document management method that is connected to an image forming apparatus via a network and stores a template of a document including a designated area in association with document identification information, and based on the template. A document management method in a document management apparatus comprising document storage means for storing document data created in association with document identification information, including document identification information and template identification information received from the image forming apparatus An extraction step of extracting the metadata from the image data to which the metadata is attached, and character recognition for the same area as the template specified area indicated by the template identification information included in the extracted metadata in the image data A character recognition step for performing image recognition, and a document of the image data that has been character-recognized. A collation step for collating the data with document data in the same area as the designated area in the document data indicated by the document identification information included in the extracted metadata, and a collation result in the extracted metadata And storing the image data in the image storage means in association with the metadata.

  The document management apparatus according to the present invention can be realized by a program that can be executed by a computer, and can also be realized by causing a computer to read a recording medium that records the program.

  According to the present invention, it is possible to perform a tampering check when scanning a document with a storage destination and managing the document.

1 is a diagram illustrating an example of a document management system in the present embodiment. FIG. 2 is a block diagram illustrating an example of hardware of an MFP according to the present exemplary embodiment. FIG. 2 is a block diagram illustrating an example of hardware of a document management server in the present embodiment. FIG. 3 is a block diagram illustrating an example of functions of each device of the document management system according to the first embodiment. The figure which shows an example of area | region designation | designated (the 1). The figure which shows an example of area | region designation | designated (the 2). The figure which shows an example of area | region designation | designated (the 3). The figure which shows an example of metadata. The figure which shows the specific example using a document management system. 6 is a flowchart illustrating an example of document template registration processing. 6 is a flowchart illustrating an example of document data registration processing. 6 is a flowchart illustrating an example of a document printing process. The flowchart which shows an example of an original guarantee process. FIG. 9 is a block diagram illustrating an example of functions on the document management server side in the second embodiment. The figure which shows an example of the data structure of each data. The figure which shows the data structure (the 1) of a check area | region. The figure which shows the data structure (the 2) of a check area | region. The figure which shows the data structure (the 3) of a check area | region. The figure which shows the data structure (the 4) of a check area | region.

  Embodiments according to the present invention will be described below in detail with reference to the accompanying drawings.

  In the embodiments shown below, a multifunction peripheral (MFP) in which a printer function, a scanner function, a copy function, and a facsimile function are mounted in one casing is taken as an example of an apparatus for inputting and outputting image data. However, the present invention is not limited to this, and the present invention can be applied to any scanner device, facsimile device, or the like as long as image data can be input and output.

<System and hardware>
FIG. 1 is a diagram showing an example of a document management system in the present embodiment described below. As shown in FIG. 1, the document management system 10 is connected to an MFP 101, an MFP 103, an information processing apparatus 105, a document management server 107, a document processing server 109, and the like via a network.

  In the document management system 10 shown in FIG. 1, the document management server 107 acquires and manages image data transmitted from the MFP 101. This image data is given a barcode obtained by converting the document storage destination. The image data is stored in the storage location indicated by the barcode.

  The document management server 107 also acquires image data from other MFPs 103 and stores the image data in the storage location indicated by the barcode. The document management server 107 can also request the document processing server 109 or the like to process the acquired image data. The apparatus connected to the document management system 10 is not limited to the above.

  The hardware of the MFPs 101 and 103 in this embodiment will be described. FIG. 2 is a block diagram illustrating an example of hardware of the MFP according to the present exemplary embodiment described below. As shown in FIG. 2, the MFP 101 includes a control unit 201, a main storage unit 203, an auxiliary storage unit 205, an external storage device I / F unit 207, a network I / F unit 211, an operation unit 213, a display unit 215, and an engine unit. 217. These components are connected to each other via a bus so as to be able to transmit and receive data.

  The control unit 201 is a CPU that controls each device, calculates data, and processes in a computer. The control unit 201 is an arithmetic device that executes a program stored in the main storage unit 203 or the auxiliary storage unit 205. The control unit 201 receives data from the input device or the storage device, calculates, processes the output device, the storage device, and the like. Output to the device.

  The main storage unit 203 is a ROM (Read Only Memory), a RAM (Random Access Memory), or the like, and a storage device that stores or temporarily stores programs and data such as an OS and application software that are basic software executed by the control unit 201 It is.

  The auxiliary storage unit 205 is an HDD (Hard Disk Drive) or the like, and is a storage device that stores data related to application software and the like.

  The external storage device I / F unit 207 is an interface between the MFP 101 and a storage medium 209 (for example, flash memory, SD card, etc.) connected via a data transmission path such as USB (Universal Serial Bus).

  Also, a predetermined program is stored in the storage medium 209, the program stored in the storage medium 209 is installed in the MFP 101 via the external storage device I / F unit 207, and the installed predetermined program is executed by the MFP 101. It becomes possible.

  The network I / F unit 211 has a communication function connected via a network such as a LAN (Local Area Network) or a WAN (Wide Area Network) constructed by a data transmission path such as a wired and / or wireless line. This is an interface between the device and the MFP 101.

  The operation unit 213 and the display unit 215 include a key switch (hard key) and an LCD (Liquid Crystal Display) having a touch panel function (including a GUI software key: Graphical User Interface), and use the functions of the MFP 101 It is a display and / or input device that functions as a UI (User Interface).

  The engine unit 217 serves as an input / output unit for image data and reads a paper document and prints it on a transfer sheet. The engine unit 217 also includes a scanner engine. The MFP 103 has the same configuration as the hardware shown in FIG.

  Next, the hardware of the document management server 107 in this embodiment will be described. FIG. 3 is a block diagram illustrating an example of hardware of the document management server 107 in the present embodiment described below. As illustrated in FIG. 3, the document management server 107 includes a control unit 301, a main storage unit 303, an auxiliary storage unit 305, an external storage device I / F unit 307, and a network I / F unit 311. These components are connected to each other via a bus so as to be able to transmit and receive data.

  The control unit 301 is a CPU that controls each device, calculates data, and processes in a computer. The control unit 301 is an arithmetic device that executes a program stored in the main storage unit 303. The control unit 301 receives data from the input device or the storage device, calculates and processes the data, and outputs the data to the output device or the storage device.

  The main storage unit 303 is a ROM (Read Only Memory), a RAM (Random Access Memory), or the like, and a storage device that stores or temporarily stores programs and data such as an OS and application software that are basic software executed by the control unit 301 It is.

  The auxiliary storage unit 305 is an HDD (Hard Disk Drive) or the like, and is a storage device that stores data related to application software and the like.

  The external storage device I / F unit 307 is an interface between the document management server 107 and a storage medium 209 (for example, a flash memory) connected via a data transmission path such as USB (Universal Serial Bus).

  Further, a predetermined program is stored in the storage medium 209, and the program stored in the storage medium 209 is installed in the document management server 107 via the external storage device I / F unit 307, and the installed predetermined program is It can be executed by the document management server 107.

  The network I / F unit 311 has a communication function connected via a network such as a LAN (Local Area Network) or a WAN (Wide Area Network) constructed by a data transmission path such as a wired and / or wireless line. This is an interface between the device and the interdocument server 107.

  In addition, the document management server 107 may include an input unit and a display unit. The input unit includes a keyboard having cursor keys, numeric input, various function keys, and the like, and a mouse and a slice pad for selecting keys on the display screen of the display unit. The input unit is a user interface for a user to give an operation instruction to the control unit 301 or input data.

  The display unit is configured by a CRT, LCD, or the like, and displays according to display data input from the control unit 301. The document processing server 109 has the same configuration as the hardware shown in FIG.

[Example 1]
Next, a first embodiment based on the document management system 10 will be described. First, functions of each device of the document management system 10 will be described.

<Function>
FIG. 4 is a block diagram illustrating an example of functions of each device of the document management system 10 according to the first embodiment. The information processing apparatus 105 includes a document creation unit 501 and a web browser 507. The document creation unit 501 includes a template creation unit 503 and a document data creation unit 505.

  The template creation unit 503 accesses the document management server 107 using the Web browser 507, and creates a document template using a template creation tool or the like. The document template is a template of a paper document such as a contract or a form. The template creation unit 503 sets metadata items for this template. The items include, for example, a file name, a storage destination when data is distributed, a target area (also referred to as a check area) for performing a tampering check, and the like. Further, the template creation unit 503 may set the position of the barcode or the embedded area whose storage destination is converted as metadata.

  An example of designating an area will be described with reference to FIGS. FIG. 5 is a diagram illustrating an example of area designation (part 1). The example shown in FIG. 5 is an example in which a rectangle, circle, or ellipse is designated by dragging the mouse. In the case of “Freehand”, the inside of the area closed by the written line is set as the target area. When the area designation is completed, the user presses “complete selection” to determine the target area (check area).

  FIG. 6 is a diagram illustrating an example of area designation (part 2). When there are multiple pages of document data, the right and left buttons of the preview are displayed so that the page can be moved. Therefore, it is possible to designate an area for each page, and information on the designated area is stored as metadata for each page.

  FIG. 7 is a diagram illustrating an example of area designation (part 3). The example shown in FIG. 7 is an example of area designation in the case of a touch panel. In this case, specify two points with your finger and create a rectangle with the two points as diagonal lines, or create a circle with the first point as the center and the distance between the first and second points as the radius. Area can be specified. This makes it possible to specify an area even on a mobile having a touch panel.

  Returning to FIG. 4, the document data creation unit 505 accesses the document management server 107 using the Web browser 507 and creates document data using a stored document template. The document data creation unit 505 transmits the created document data to the document management server 107.

  The document data creation unit 505 sets metadata of the created document data. The document data creation unit 505 sets an input value for each set metadata item. The input value is, for example, a file path indicating a storage destination. The web browser 507 connects to the Internet.

  The MFP 101 includes a printing unit 401, an operation panel unit 403, a scanning unit 405, and a scan distribution unit 407. A printing unit 401 prints document data on a sheet. The document data may be acquired from the document management server 107.

  The operation panel unit 403 has a function as a user interface such as a Web browser display. The scan unit 405 scans a paper document and generates image data. The scan distribution unit 407 distributes the image data generated by the scan unit 405 to the document management server 107.

  The MFP 103 has the same function as the MFP 101. The printing unit 601 has the same function as the printing unit 401, the operation panel unit 603 has the same operation panel unit 403, the scanning unit 605 has the same function as the scanning unit 405, and the scan distribution unit 607 has the same function as the scan distribution unit 407.

  The document management server 107 includes a template storage unit 701, a document storage unit 703, a print data creation unit 705, a metadata storage unit 707, a text storage unit 709, a collation unit 711, a metadata encryption unit 713, and a metadata decryption unit 715. .

  The template storage unit 701 stores templates of documents such as contracts and forms. This template may be a template created by the template creation unit 503 or a preset template created by the document management server 107. A template ID is assigned to the template. The template storage unit 701 holds the target area designated for tampering check in association with the template.

  The document storage unit 703 stores document data created using a template. The document data is associated with the document data ID and the template ID of the template used. The document storage unit 703 may manage data in a folder hierarchical structure.

  For example, the document storage unit 703 stores and manages the document data by creating a folder for each company or creating a folder for each type of document data. The document data type is, for example, a contract, an estimate, or a delivery note.

  The document storage unit 701 is also an image storage unit that stores distributed image data. Document data and image data stored in the document storage unit 703 are associated with metadata by a document ID or the like.

  A print data creation unit 705 creates print data corresponding to document data when an instruction to print the document is received from the MFP 101 or the like. At this time, if metadata is added to the document data to be printed, the print data creation unit 705 instructs the metadata encryption unit 713 to encrypt / convert predetermined metadata. When the print data creation unit 705 acquires the converted metadata from the metadata encryption unit 713, the print data creation unit 705 gives the converted metadata to a predetermined position of the print data. The converted metadata is, for example, a barcode or a QR code.

  For each document data, the metadata storage unit 707 stores storage information indicating a storage destination embedded in a barcode or the like, a document ID, a template ID of a template on which document data is based, a document name, check area information, and the like. Remember as.

  FIG. 8 is a diagram illustrating an example of metadata. The metadata shown in FIG. 8 includes a document name, a document ID, a template ID, storage information A, storage information B, and the like for each document data. In the example shown in FIG. 8, the storage destination folder is an example divided for each company. When document data or image data is sent from company A, it is stored in folder A, and when document data or image data is sent from company B, it is stored in folder B.

  Returning to FIG. 4, the text storage unit 709 stores the text data included in the same area as the check area in the document data together with the document ID.

  When image data is stored in the document storage unit 703 from the MFP, the collation unit 711 instructs the metadata decoding unit 715 to analyze the barcode attached to the image data. When the collation unit 711 obtains the metadata obtained by analyzing the barcode from the metadata decryption unit 715, the collation unit 711 obtains the document ID in the metadata and obtains the document data corresponding to the document ID from the text storage unit 709. .

  The collation unit 711 acquires a template ID included in the metadata of the image data, and specifies a check area corresponding to the template ID. The collation unit 711 may specify document data from the document ID included in the metadata, specify a template ID associated with the document data, and specify a check area corresponding to the template ID.

  The collation unit 711 instructs the OCR processing unit 801 to perform OCR processing on image data in the same area as the identified check area. When the collation unit 711 acquires the document data (text) for the check area from the OCR processing unit 801, the collation unit 711 collates the document data with the same document ID acquired from the text storage unit 709 and the document data for the check area in the image data. . The collation unit 711 includes the collation result in the metadata.

  The text storage unit 709 may store document data that has been subjected to OCR processing from image data. As a result, it is possible to manage the document data of the printing source and the document data that has been subjected to OCR processing from the scanned image data.

  The collation unit 711 may perform the above-described collation process when image data is stored in a predetermined folder in the document storage unit 703. The predetermined folder is a folder for storing image data such as a contract that requires tampering check. Thereby, it is possible to perform the collation process only on necessary image data according to the storage destination of the image data.

  The collation unit 711 may notify the collation result to the user (Company A) who created the document data of the printing source. The collation unit 711 may also notify the collation result to the user (Company B) who distributed the scanned image data. At this time, the address of the other party to be notified may be held in advance by the collation unit 711 or may be notified to the address included in the metadata.

  The collation unit 711 may change the collation result notification destination in accordance with the storage destination folder of the scanned image data. For example, when the image data is stored in the contract folder, only the printing company A is notified of the verification result, and when the image data is stored in the delivery document folder, the printing company A and the distribution company B The verification result may be notified to each company. A notification destination address or the like may be associated with a predetermined folder.

  Thereby, according to the storage location of the scanned image data, it is possible to notify the verification result only to the necessary counterpart.

  When creating the print data, the metadata encryption unit 713 encrypts and converts the metadata into a bar code, a QR code, and the like, and outputs it to the print data creation unit 705.

  The metadata decoding unit 715 decodes the barcode and the QR code, extracts the metadata, and outputs the extracted metadata to the matching unit 711. Note that the metadata decoding unit 715 may be performed by another device that processes scan data.

  The document processing server 109 includes an OCR processing unit 801. When the OCR processing unit 801 acquires image data from the collation unit 711, the OCR processing unit 801 performs OCR processing to recognize characters and converts them into document data. The OCR processing unit 801 transmits the character-recognized document data to the matching unit 711. Note that the OCR processing unit 801 may be provided in the document management server 107.

  Note that the collation unit 711 knows the check area if the template ID of the document data to be collated is known, and can acquire document data in the same area as the check area from the document data stored in the document storage unit 703. That is, the text storage unit 709 that holds document data in the check area is not always necessary.

<Specific example>
Next, a specific example of a business using the document management system 10 will be described. FIG. 9 is a diagram showing a specific example using the document management system 10. First, a user of company A creates a template for creating a paper document such as a contract or a form used for a transaction with company B. The template is created using the template creation unit 503.

  Next, the template creation unit 503 connects to the Internet through the Web browser 507 and connects to the template storage unit 701 in order to save the created template.

  The template creation unit 503 stores a template in the template storage unit 701, and sets metadata items to be recorded when a document created using the template is stored. Further, the template creation unit 503 sets a check area to be subjected to OCR processing when OCR processing is performed on image data of a document created using the template.

  Next, the user uses the document data creation unit 505 to create a document using the registered template. The document creation unit 505 accesses the document storage unit 703 via the Web browser 507 and stores the document data of the created document in the document storage unit 703. At this time, the document data creation unit 505 causes the user to set metadata items set at the time of template creation, and stores the value input by the user in the metadata storage unit 707. The document management server 107 creates text data in the check area of the document data recorded in the document storage unit 703 and stores the text data in the text storage unit 709. The stored text data is used by the collation unit 711.

  Next, when a user of company A shares a created document with company B, a document to be printed is connected to the document management server 10 from a Web browser (MFP browser) displayed on the operation panel unit 403 of the MFP 101. open.

  Next, when the user instructs printing of the target document, the metadata encryption unit 713 of the document management server 107 encrypts and converts the metadata corresponding to the document to be printed into a barcode or the like given at the time of printing. The print data creation unit 705 creates print data in a form to which the barcode converted by the metadata encryption unit 713 is added. The document management server 107 transmits this print data to the MFP 101 that has issued the print instruction. In the MFP 101, the printing unit 401 prints the received print data. A user of company A delivers a printed paper document to company B by mail or the like.

  Next, Company B that receives the paper document performs processing such as signature and seal on the paper document. Then, the processed paper document is scanned by the MFP 103 in company B, and the scan distribution unit 607 of the MFP 103 transmits the image data of the scanned paper document to the document management server 107.

  The document management server 107 receives the image data from the MFP 103 and first causes the metadata decoding unit 715 to read a barcode attached to the image data. The metadata decoding unit 715 extracts metadata from the barcode. This metadata includes information such as a document template ID, a printed document ID, and storage information indicating a folder in the document storage unit 703. The document management server 107 stores the acquired image data in a folder indicated by the storage information included in the metadata. At this time, the image data is associated with the metadata by a document ID or the like.

  Next, the collation unit 711 instructs the OCR processing unit 801 to perform OCR processing on the same area as the check area of the image data based on the document template ID. The collation unit 711 collates the document data for the check area acquired from the OCR processing unit 801 and the document data stored in the document storage unit 703 corresponding to the document ID.

  The collation unit 711 assigns the collation result (match or mismatch) to the metadata of the acquired image data and the printed original document. If the matching results match, it indicates that the original is guaranteed. The collation unit 711 notifies a predetermined user of the collation result.

  Thus, the user of company A can confirm the identity of the contents of the image data scanned by company B and the document of the printing source by confirming the metadata of the document of the printing source.

<Operation>
Next, the operation of the document management system in the first embodiment will be described. The document template registration process, document data registration process, document print process, and original document guarantee process will be described in this order.

(Document template registration process)
FIG. 10 is a flowchart illustrating an example of a document template registration process. In step S101 shown in FIG. 10, the user uses the template creation unit 503 to create a template for creating a document using a system or personal computer in the company.

  In step S102, the user connects to the document management server 107 using the Web browser 507 on the personal computer, and uploads the created template to the template storage unit 701.

  In step S103, the user uses the template creation unit 503 to create image data from the registered document template file, and the template creation unit 503 creates a screen for allowing the user to specify a target area for OCR processing. The template creation unit 503 displays this screen on the Web browser 507 that is open for registration of the template by the user. The user sets a target area (check area) for the OCR process on the displayed screen. The check area may be an area not subject to OCR.

  In step S104, the template creation unit 503 creates an image in which the image data of the template and the target area for OCR processing are overlapped. The template creation unit 503 displays the created screen on the Web browser 507 opened by the user as a screen for setting an area in which metadata encryption data (for example, barcode) is arranged. The user designates the arrangement area of the encrypted data of the metadata with the image displayed on the Web browser 507. The area designated here is selected from outside the OCR processing target.

  In step S105, the document management server 107 sets the template image data, the metadata arrangement area specified by the user, the template ID of the document, and the OCR processing area (check area) as a set as a template. Save in the storage unit 701.

  As a result, the user who created the document template can freely set an area in which the tampering check is desired. Also, the user who created the document template can also set the metadata placement area.

(Document data registration process)
FIG. 11 is a flowchart illustrating an example of document data registration processing. In step S201 shown in FIG. 11, the user uses the document data creation unit 505 to create document data using the document template registered in the process of FIG. The information processing apparatus 105 connects to the document management server 107 using the Web browser 507.

  In step S <b> 202, the document storage unit 703 displays an input screen for metadata necessary for document registration on the Web browser 507. This metadata includes document management such as the document template (template ID), the company (account) that handles this document, the document name, and the distribution destination (storage destination) of the scanned image data. Contains metadata to be registered with.

  In step S203, the metadata storage unit 707 stores the metadata input by the user in association with the document data, and the document storage unit 703 stores the document data in association with the metadata.

  In step S <b> 204, the document data in the check area corresponding to the template ID among the document data created by the document data creation unit 505 is stored in the text storage unit 709.

  Thus, when document data is created, when the print data of the document is scanned, the distribution location can be included in the metadata.

(Document printing process)
FIG. 12 is a flowchart illustrating an example of a document printing process. In step S301 illustrated in FIG. 12, the user connects to the document storage unit 703 of the document management server 107 using the Web browser 507 installed in the MFP 101, and selects a document to be printed. After the user selects a document to be printed, the user issues a print instruction for the document.

  In step S <b> 302, the document management server 107 that has received the print instruction uses the metadata encryption unit 713 to create metadata encryption data (for example, a barcode) to be added to the document. The print data creation unit 705 creates print data in which the encrypted metadata is added to the metadata arrangement area to the image data of the instructed document data.

  In step S303, the document management server 107 transmits the created print data to the MFP 101 that has received the print instruction.

  In step 304, the printing unit 401 of the MFP 101 prints the received print data. Thereby, document data (for example, a contract) to which metadata is added can be printed.

(Original guarantee processing)
FIG. 13 is a flowchart illustrating an example of the original guarantee process. Before the process shown in FIG. 13, the paper document printed in the process of FIG. 12 is delivered from company A to company B by mail or the like. Company B confirms the contents of the document and applies processing such as signature and seal to the paper document.

  In step S401 illustrated in FIG. 13, the scanning unit 605 of the MFP 103 scans a paper document that has been subjected to processing such as signature and seal.

  In step S <b> 402, the scan distribution unit 607 transmits the scanned image data to the document management server 107.

  In step S403, the document management server 107 receives image data. The metadata decoding unit 715 decodes and extracts metadata such as a storage destination Path, a document template ID, and an original data ID at the time of printing from the received image data.

  In step S404, the document storage unit 703 stores the image data in the folder indicated by the storage destination path extracted by the metadata decoding unit 715.

  In step S405, the collation unit 711 determines an OCR process target area (check area) of the image data from the scanned image data and the document template ID, and requests the OCR processing unit 801 for the OCR process.

  In step S406, the collation unit 711 acquires the processing result from the OCR processing unit 801 and stores it in the text storage unit 709.

  In step S407, the collation unit 711 acquires the document data of the printing source and the document data in the check area of the image data from the text storage unit 709 based on the document ID, and verifies whether or not they are the same.

  In step S408, the collation unit 711 determines whether the collation results are the same. If the determination result in step S408 is YES (same), the process proceeds to step S409, and if the determination result is NO (mismatch), the process proceeds to step S410.

  In step S409, if the document data match, the collation unit 711 means that there is no falsification in the OCR target area (basically, a place other than the signature and the seal), so the metadata of the scanned and stored image data is stored. And the fact that the original is guaranteed to the metadata of the document data of the printing source.

  In step S410, if the full-text data does not match, the collation unit 711 means that the OCR target area (basically, a place other than the signature or the seal) has been tampered with, so the metadata of the scanned and stored image data And that the original document cannot be guaranteed in the metadata of the original document.

  Thus, the user can determine whether or not the documents are falsified by referring to the metadata of the image data or the document data.

  As described above, according to the first embodiment, it is possible to perform a tampering check when scanning a document with a storage destination and managing the document. Further, according to the first embodiment, whether or not to perform the collation process can be determined based on whether or not the data is stored in a predetermined folder. Further, according to the first embodiment, it is possible to notify the user of the collation result.

  The printing units 401 and 601 and the scanning units 405 and 605 of the MFPs 101 and 103 are realized by, for example, the control unit 201 and the engine unit 217, and the operation panel units 403 and 603 are realized by, for example, the operation unit 213 and the display unit 215. sell. The scan distribution units 407 and 607 can be realized by the control unit 201 and the network I / F unit 211, for example.

  The template storage unit 701, document storage unit 703, metadata storage unit 707, and text storage unit 709 of the document management server 107 are realized by the main storage unit 303 and / or the auxiliary storage unit 305, for example, and the print data creation unit 705, collation The unit 711, the metadata encryption unit 713, and the metadata decryption unit 715 can be realized by the control unit 301 and the main storage unit 303, for example.

[Example 2]
Next, the configuration on the document management server side in the second embodiment will be described. On the document management server side, document management, OCR processing, and barcode processing may be performed by each device.

<Function>
FIG. 14 is a block diagram illustrating an example of functions on the document management server side according to the second embodiment. In the example illustrated in FIG. 14, the MFP 103 distributes the acquired image data (for example, a scanned image) to the document management server 107.

  As shown in FIG. 14, on the document management server side, for example, a firewall 901, user management 902, storage 903, task front 904, task master 905, task queue 906, OCR worker 907, barcode worker 908, service log 909, Web It has the function of service 910.

  The firewall 901 is a firewall for detecting unauthorized access, and is also a load balancer for load distribution. The load balancer has a function of centrally managing requests from an external network and transferring the requests to a plurality of servers having equivalent functions.

  The user management 902 is an application that provides a function that enables single sign-on to the task front 904, the storage 903, and the service log 909.

  The storage 903 is a storage means that can be commonly used by various applications. The storage 903 plays a role of a web application that temporarily stores a pre-processed file and a processed file in the document management server 107. For example, the document data of the printing source is held or the scanned image data is held. A storage 903 corresponds to the template storage unit 701, the document storage unit 703, the metadata storage unit 707, and the text storage unit 709 in the first embodiment.

  The task front 904 is a web application that accepts image data, task task information for the image data from the MFP 103, and returns task processing result information to the MFP 103.

  The task master 905 is a web application that receives processing tasks such as OCR from the task front 904 and other applications. The task master 905 manages a task queue 906 and task workers (such as an OCR worker 907 and a barcode worker 908). The task master 905 collates the original document data stored in the storage 903 with the document data recognized by the OCR worker 907. For example, the task master 905 corresponds to the matching unit 711 in the first embodiment.

  A task queue 906 stores processing tasks for image data received from the MFP 103 by first-in first-out (FIFO).

  The OCR worker 907 is a service program that receives work from the task master 905 and processes OCR tasks. Thereby, the character recognition process can be performed on the check area of the image data. The OCR worker 907 corresponds to the OCR processing unit 801 in the first embodiment.

  The barcode worker 908 is a service program that receives work from the task master 905 and processes a barcode reading task. Thereby, metadata can be acquired from the barcode attached to the image data. The barcode worker 908 corresponds to the metadata encryption unit 713 and the metadata decryption unit 715 in the first embodiment.

  The service log 909 is a web application that collectively stores logs of various applications. In the image processing service, for example, an OCR task log can be browsed.

  The Web service 910 is provided on the Internet and has a function that can be accessed using an XML-based protocol.

  As described above, in the second embodiment, the document management server 107 side may be realized by performing load distribution of OCR processing and barcode processing with the above-described configuration.

[Modification]
Next, the document management server in the modification will be described. The document management server according to the modification is characterized by a file data structure and a metadata data structure. The feature manages data by giving meaning to the hierarchical structure of files.

  FIG. 15 is a diagram illustrating an example of a data structure of each data. In the example shown in FIG. 15, folder definition data includes folder definition data identifiers, organization IDs, folder hierarchy titles, definitions for each folder hierarchy, and folders associated with each hierarchy definition. Includes data definitions.

  In the example illustrated in FIG. 15, an organization ID is assigned to manage data of a plurality of organizations. However, when there is one organization, the organization ID may not be provided. The metadata includes metadata “stag (string-tag)” indicating a character string and metadata “dtag (data-tag)” indicating a date. In “layer_0_tags” 1001, metadata of the 0th layer is defined. In “stag — 0” 1003, for example, character series metadata “Country” is defined. Other metadata may include “nttag (number tag)” and “btag (boolean tag)”.

  Folder data includes folder ID, organization ID, folder definition data identifier, parent folder identifier, level indicating which hierarchy, data corresponding to the definition of each hierarchy, and metadata definition given to the folder. Including metadata corresponding to. In addition, each hierarchy of folder data may hold not only the own hierarchy but also data corresponding to the folder definition of the hierarchy higher than the own hierarchy. For example, “JP” of “layer_0”, “2009.01” of “layer_1”, and “contract” of “layer_2” are held as folder data of “2” in the hierarchy (level). As a result, when acquiring data corresponding to the definition of the upper-level folder, it is possible to acquire it easily and at high speed without following the parent folder. Further, data corresponding to the definition of the hierarchy may be the name of the folder of the hierarchy.

  The file data includes a file ID, an organization ID, a folder ID indicating in which folder the file is stored, a file title, a URL indicating the location where the file is stored, a file size, file metadata, and the like. Note that file metadata can be identified from folder metadata. For example, “e_” indicating the metadata of the file is added to the metadata of the file, such as “e_stag”. This makes it possible to manage and search the folder metadata and the file metadata separately. Note that metadata assigned to a folder is associated with a file stored in the folder.

  In the case where the document management server holds the data structure as described above, a data structure that holds information on the check area to be subjected to OCR processing in the document management server will be described.

  FIG. 16 is a diagram illustrating a data structure (part 1) of the check area. As shown in FIG. 16, the “entry” ID is used for associating the check area with the document data. However, a folder ID, a document type, or the like may be used. “Interpolations” is a target area (check area) for tampering check.

  The check area can be specified by “region_type” and “region_value”. “Region_type” indicates the type of the check area. The check area type indicates a rectangle “rectangle”, a circle “circle”, and a freehand “free”. In addition, the check area may specify an area that is not an OCR target area instead of an OCR target area.

  FIG. 17 is a diagram illustrating a data structure (part 2) of the check area. In the example shown in FIG. 17, different check areas can be set for a plurality of pages of the same document. As illustrated in FIG. 17, when setting a plurality of different check areas on a plurality of pages, a plurality of “interpolations” lines may be created. One line is one line of “interpolations”.

  In the example shown in FIG. 17, a rectangular check area is set for the first page of the document data with the file ID “1”, and a circle check area is set for the second page.

  FIG. 18 is a diagram showing a data structure (part 3) of the check area. The example shown in FIG. 18 shows an example in which the check area is defined by one String value. When a check area is specified for each page, the check area for each page is written in “region_config”. When a plurality of check areas are specified for one page, a plurality of check areas are written in “region_config”. “Region_config” may be entered in XML format or JSON format.

  There is also a method of assigning a plurality of check areas to one group and assigning this group to one document.

  FIG. 19 is a diagram showing a data structure (No. 4) of the check area. In the example illustrated in FIG. 19, “interpolations” is associated with “entries”. In this example, the ID of “interpolations” is included as metadata of “entries”. Further, “interpolations” may have a column of rotation angles, and the target area may be freely rotated. With the data structure described above, the document management server may manage the check area.

  The program executed in the document management server of each embodiment is a file in an installable format or an executable format, and is a computer such as a CD-ROM, a flexible disk (FD), a CD-R, a DVD (Digital Versatile Disk). It is recorded on a readable recording medium and provided.

  The program executed by the document management server of each embodiment may be stored on a computer connected to a network such as the Internet and provided by being downloaded via the network. In addition, the program executed by the document management server of each embodiment may be provided by being incorporated in advance in a ROM or the like.

  The program executed by the document management server of each embodiment has a module configuration including the above-described units. As actual hardware, the CPU (processor) reads the program from the auxiliary storage unit 305 and executes it. One or a plurality of units among the above-described units are loaded on the main storage unit 303, and one or a plurality of units are generated on the main storage unit 303.

  In addition, this invention is not limited to the said Example as it is, A component can be deform | transformed and embodied in the range which does not deviate from the summary in an implementation stage. Moreover, various inventions can be formed by appropriately combining a plurality of constituent elements disclosed in the above embodiments. For example, some components may be deleted from all the components shown in the embodiments. Furthermore, constituent elements over different embodiments may be appropriately combined.

10 Document management system 101, 103 MFP
105 Information processing device 207 Document management server 209 Document processing server 201 Control unit 203 Main storage unit 205 Auxiliary storage unit 211 Network I / F unit 213 Operation unit 215 Display unit 217 Engine unit 301 Control unit 303 Main storage unit 305 Auxiliary storage unit 311 Network I / F unit 313 Input unit 315 Display unit 401, 601 Printing unit 403, 603 Operation panel unit 405, 605 Scan unit 407, 607 Scan delivery unit 501 Document creation unit 503 Template creation unit 505 Document data creation unit 507 Web browser 701 Template storage unit 703 Document storage unit 705 Print data creation unit 707 Metadata storage unit 709 Text storage unit 711 Collation unit 713 Metadata encryption unit 715 Metadata decryption unit 801 OCR processing unit

JP 2007-166595 A

Claims (9)

A document management system in which an image forming apparatus and a document management apparatus are connected via a network,
The image forming apparatus includes:
Reading means for reading a paper document provided with metadata including document identification information and template identification information;
Distribution means for distributing image data of the read paper document to the document management device;
The document management apparatus includes:
Template storage means for storing a template of a document including the designated area in association with the template identification information;
Document storage means for storing document data created based on the template in association with document identification information;
Extraction means for extracting metadata from image data received from the image forming apparatus;
In the image data, a character recognition means for performing character recognition on the same area as the designated area of the template indicated by the template identification information included in the extracted metadata,
Collation means for collating document data of the image data that has been character-recognized and document data in the same area as the designated area in the document data indicated by the document identification information included in the metadata;
A document management system comprising: an image storage unit that includes a collation result in the extracted metadata and stores the image data in association with the metadata. The metadata includes storage information indicating a storage destination of the document management device,
The image storage means stores the image data in a storage location indicated by the storage information;
The verification means includes
The document management system according to claim 1, wherein the collation unit determines whether to perform collation according to a storage destination indicated by the storage information. The verification means includes
The document management system according to claim 2, wherein a destination to which the collation result is notified is determined according to a storage destination indicated by the storage information. The document management system is connected to an information processing apparatus via a network,
The information processing apparatus includes:
A template creating means for creating the template including the designated area for performing character recognition and the area for giving the metadata;
Document creation means for creating document data based on the template;
Transmitting means for transmitting the created template and the document data to the document management device;
A document management system according to any one of claims 1 to 3. A document management apparatus connected to an image forming apparatus via a network,
Template storage means for storing a template of a document including the designated area in association with the document identification information;
Document storage means for storing document data created based on the template in association with document identification information;
Extraction means for extracting the metadata from image data to which metadata including document identification information and template identification information is received, received from the image forming apparatus;
In the image data, character recognition means for performing character recognition on the same area as the designated area of the template indicated by the template information included in the extracted metadata,
Collation means for collating the document data of the image data that has been character-recognized with the document data in the same area as the designated area in the document data indicated by the document identification information included in the extracted metadata;
A document management apparatus comprising: an image storage unit that includes a collation result in the extracted metadata and stores the image data in association with the metadata. The metadata includes storage information indicating a storage destination of the document management device,
The image storage means stores the image data in a storage location indicated by the storage information;
The verification means includes
The document management apparatus according to claim 5, wherein the collation unit determines whether to perform collation according to a storage location indicated by the storage information. The verification means includes
The document management apparatus according to claim 6, wherein a destination to notify the collation result is determined according to a storage destination indicated by the storage information. A template storage unit connected to the image forming apparatus via the network and storing a template of a document including a designated area in association with the document identification information, and storing document data created based on the template in association with the document identification information A document management method in a document management apparatus comprising a document storage means for performing
An extraction step of extracting the metadata from the image data provided with metadata including document identification information and template identification information received from the image forming apparatus;
In the image data, a character recognition step for performing character recognition on the same region as the designated region of the template indicated by the template identification information included in the extracted metadata,
A collation step of collating the document data of the image data that has been character-recognized with the document data in the same area as the designated area in the document data indicated by the document identification information included in the extracted metadata;
And a storage step of storing a collation result in the extracted metadata and storing the image data in an image storage unit in association with the metadata.   A document management program for causing a computer to execute the document management method according to claim 8.

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