JP2018092404A - File management device and program - Google Patents

Abstract

When a file moved to a storage area that can be used only by a specific user having authority is searched by a person other than the specific user, information related to the search operation is recorded. A file management apparatus 10 includes a file management unit 12 that moves a document that has been stored in a file storage unit 15 and has passed a predetermined storage period to a trash box 16 that is out of a search range by a general user. If there is a document satisfying the search result as a result of searching the trash box 16 in response to a search instruction by the user, the restoration support processing unit 13 that notifies the administrator to that effect and the trash box 16 instructed by the administrator are present. And a file restoring unit 14 that restores the document by moving it to the file storage unit 15. [Selection] Figure 1

Description

  The present invention relates to a file management apparatus and a program.

  The document sharing management system shares and manages a file automatically transmitted from a FAX apparatus, a file designated and transmitted by a user from a user terminal, and the like. However, as the amount of stored files increases, the storage area will be compressed, so a document sharing management system uses a technology that automatically deletes files that have been registered for a certain period of time. . However, if a file is deleted from the system regardless of the intention of the user who wants to share the document, it becomes impossible to share the document among users even if the file needs to be shared.

  Therefore, conventionally, a technology that can restore a desired document file by setting a password in advance for the file so that it can be restored later even if the document file is accidentally deleted, and the password is input. Has been proposed (for example, Patent Document 1).

JP 2004-303053 A JP 2005-258511 A JP-A-11-085578

  However, when a file that has been shared is moved to a storage area that can be used only by a specific user having authority, it is necessary to record the fact that the file other than the specific user wants to use the file. .

  An object of the present invention is to record information related to a search operation when a file moved to a storage area that can be used only by a specific user having authority is searched by a person other than the specific user.

  The file management apparatus according to the present invention provides a second file in which only a specific user having authority can use a file satisfying a predetermined first condition among files stored in a first area to be used by a user. Moving means for moving to an area; and a recording means for recording information related to the search in a storage means when a file that satisfies a search condition specified by a user other than the specific user is stored in the second area. It is characterized by having.

  Further, the present invention is characterized in that it has a deleting means for deleting a file that satisfies a predetermined second condition among the files stored in the second area.

  In addition, the image processing apparatus includes a support unit that supports restoration of the file moved to the second area to the first area.

  In addition, when a file that satisfies a search condition specified by a user other than the specific user is stored in the second area, the support means notifies the specific user of the file.

  In the case where the second condition is a storage deadline in the second area, the support means stores a file that satisfies a search condition specified by a user other than the specific user in the second area. The storage period of the file is extended.

  In addition, when a file that satisfies a search condition designated by a user other than the specific user is stored in the second area, the support means notifies the user of that fact.

  The support means presents attribute information of the file to the user.

  Further, the present invention is characterized by further comprising a transmission means for transmitting a restoration request for a file designated by a user other than the specific user to the terminal of the specific user.

  In addition, when a file that satisfies a search condition specified by a user other than the specific user is stored in the second area, the apparatus has a restoring unit that restores the file to the first area.

  In addition, the restoration unit restores, to the first area, a file whose number of times that satisfies a search condition specified by a user other than the specific user has reached a predetermined threshold.

  The program according to the present invention allows a computer to use a file that satisfies a predetermined first condition among files stored in a first area that is a range of use by a user, only for a specific user having authority. A moving means for moving to two areas, and a recording means for recording information relating to the search in the storage means when a file satisfying a search condition designated by a user other than the specific user is stored in the second area Let

  According to the first aspect of the present invention, when a file moved to a storage area that can be used only by a specific user having authority is searched by a person other than the specific user, the information related to the search operation is recorded. Can do.

  According to the second aspect of the present invention, an increase in the storage capacity of the file can be prevented.

  According to the invention described in claim 3, it is possible to avoid the deletion of the file moved to the second area.

  According to the invention described in claim 4, it is possible to notify a specific user that a file satisfying the search condition is stored in the second area.

  According to the invention described in claim 5, it is possible to extend the time until the file moved to the second area is deleted.

  According to the sixth aspect of the present invention, it is possible to notify the user that a file satisfying the search condition specified by the user is stored in the second area.

  According to the seventh aspect of the present invention, it is possible to notify the user of attribute information of a file that satisfies the search condition specified by the user and is stored in the second area.

  According to the invention described in claim 8, it is possible to request a specific user to restore the file stored in the second area.

  According to the ninth aspect of the present invention, the file moved to the second area can be returned to the first area.

  According to the invention described in claim 10, when the number of times that the search condition specified by the user of the file stored in the second area satisfies a predetermined threshold, the file is returned to the first area. Can do.

  According to the invention described in claim 11, when a file moved to a storage area that can be used only by a specific user having authority is searched by a person other than the specific user, information related to the search operation is recorded. Can do.

It is the figure which showed the block configuration which showed Embodiment 1 of the whole structure of the file management system in Embodiment 1, and the file management apparatus which concerns on this invention. 2 is a hardware configuration diagram of a server computer forming the file management apparatus according to Embodiment 1. FIG. 6 is a diagram illustrating an example of a data configuration of search result information stored in a search result information storage unit according to Embodiment 1. FIG. 3 is a flowchart showing search processing in the first embodiment. 10 is a flowchart showing search processing in the second embodiment. 10 is a flowchart illustrating search processing according to Embodiment 3. FIG. 10 shows an example of a search screen in the third embodiment.

  Hereinafter, preferred embodiments of the present invention will be described with reference to the drawings.

Embodiment 1 FIG.
FIG. 1 is a block diagram showing an overall configuration of a file management system according to the present embodiment and an embodiment of a file management apparatus according to the present invention. FIG. 1 shows a configuration in which a file management apparatus 10, a user terminal 1 and an administrator terminal 2 are connected via a network 3. The user terminal 1 is an information processing apparatus used by a user who uses various functions such as search provided by the file management apparatus 10 and can be realized by, for example, a personal computer (PC). The manager terminal 2 is an information processing apparatus used by a manager of a file held and managed by the file management apparatus 10 and can be realized by a PC, for example. In the present embodiment, an administrator who uses the administrator terminal 2 corresponds to a specific user who has various authorities for files, and a user who uses the user terminal 1 corresponds to a user other than the specific user. In the present embodiment, the term “general user” is used to represent a user who is not an authorized administrator (a user who uses the user terminal 1). When it is not necessary to distinguish between them, it is simply described as “user”. Although a plurality of user terminals 1 can be connected to the network 3, it is only necessary to have a processing function to be described later, and therefore only one unit is shown in FIG. 1 for convenience. Since the number of managers is not necessarily one, the same applies to the manager terminal 2. Further, the user terminal 1 and the administrator terminal 2 only need to be able to perform data communication with the file management apparatus 10, respectively, and it is not necessary to limit the network form such as the Internet or LAN.

  FIG. 2 is a hardware configuration diagram of a server computer forming the file management apparatus 10 according to the present embodiment. The server computer forming the file management apparatus 10 in the present embodiment can be realized with a general-purpose hardware configuration that has existed in the past. That is, the file management apparatus 10 includes a CPU 21, a ROM 22, a RAM 23, a hard disk drive (HDD) 24, a mouse 25 and a keyboard 26 provided as input means, and a display 27 provided as a display device as shown in FIG. An input / output controller 28 to be connected to each other and a network controller 29 provided as a communication means are connected to an internal bus 30.

  Returning to FIG. 1, the file management apparatus 10 according to the present embodiment includes a search processing unit 11, a file management unit 12, a restoration support processing unit 13, a file restoration unit 14, a file storage unit 15, a trash box 16, and a search result information storage unit. 17. Note that components not used in the description of the present embodiment are omitted from FIG.

  In the present embodiment, a file storage unit 15 and a trash can 16 are prepared as file storage areas. The file storage unit 15 and the trash box 16 are realized by the HDD 24 mounted on the file management apparatus 10, but may be configured to use another storage device via a network, for example. The file storage unit 15 is a normal storage unit in which files are classified and stored in folders or the like, and corresponds to a first area that is a search range by a user. In the present embodiment, the file storage unit 15 and the folder are used synonymously. The recycle bin 16 is a storage unit that is a destination of a file that meets a predetermined first condition, and corresponds to a second area that can be searched only by an administrator. Moving a file from the file storage unit 15 to the trash box 16 is equivalent to deleting the file from the user's point of view.

  The search processing unit 11 is means for executing a file search function among the functions provided by the file management apparatus 10. In addition, the search processing unit 11 functions as a recording unit, and when a file satisfying the search condition specified by a general user is stored in the trash box 16, information related to the search is recorded in the search result information storage unit 17. Leave search history.

  The file management unit 12 manages files stored in the file storage unit 15 and the trash box 16. The file management unit 12 functions as a moving unit, and automatically moves a file that satisfies a predetermined first condition among the files stored in the file storage unit 15 to the trash box 16. As described above, from the viewpoint of a general user, the movement of a file to the trash box 16 is equivalent to deletion, and the search processing is out of the search range. Furthermore, the file management unit 12 functions as a deletion unit, and deletes a file that matches a predetermined second condition among the files stored in the trash box 16. “Deleting” a file stored in the recycle bin 16 is equivalent to a complete deletion in which the file cannot be accessed again by being deleted from the HDD 24.

  In the present embodiment, a description will be given assuming a storage period (for example, 30 days) after being registered in the file storage unit 15 as the predetermined first condition. When the number of file browsing times exceeds a threshold, other conditions such as browsing by a specific user such as a business manager may be set. The same applies to a predetermined second condition for deleting a file from the recycle bin 16. In addition, since the beginning of the storage period in the present embodiment is the registration time in the file storage unit 15 and the trash box 16, extending the storage period of each file shifts the storage period of the file backward. .

  The restoration support processing unit 13 is provided as a support unit and supports restoration of the file moved to the trash box 16 to the file storage unit 15. A specific support method will be described in each embodiment.

  The file restoration unit 14 is provided as a restoration unit. When a file satisfying the search condition specified by a general user is stored in the trash box 16, the file restoration unit 14 restores the file by moving the file to the file storage unit 15.

  FIG. 3 is a diagram illustrating an example of a data configuration of search result information stored in the search result information storage unit 17 in the present embodiment. The search result information includes search history information and hit count information. In the search history information, when a file satisfying the search condition specified by the general user is stored in the trash box 16, a record of information related to the search is registered. As information related to the search, a search date and time when the search was executed, a searcher, a search command, and a search result are recorded. Of course, other information may be recorded. In the search result, the files hit by the search command are classified and recorded in the file storage unit 15 and the trash box 16. In the case of the file storage unit 15, a folder is added to the folder name and recorded as storage destination information so that the restoration destination of the file can be specified.

  The hit count information includes the result of counting the number of hits in the search for each file. The hit count information is composed of a file name for identifying each file and the file hit count. The record of each file may be deleted when the file is completely deleted from the trash box 16.

  The search history information and the hit count information are associated with the storage destination information included in the search history information search result and the file name included in the hit count information. It is necessary to link the files by specifying the files with individually identifiable file IDs.

  Each component 11 to 14 in the file management apparatus 10 is realized by a cooperative operation of a computer forming the file management apparatus 10 and a program operating on the CPU 21 mounted on the computer. The search result information storage unit 17 is realized by the HDD 24 mounted in the file management apparatus 10. Alternatively, the RAM 23 or an external storage means may be used via a network.

  Further, the program used in this embodiment can be provided not only by communication means but also by storing it in a computer-readable recording medium such as a CD-ROM or USB memory. The program provided from the communication means or the recording medium is installed in the computer, and various processes are realized by the CPU of the computer sequentially executing the program.

  Next, the operation in this embodiment will be described.

  When a file is stored in the file storage unit 15, the file management unit 12 starts measuring the storage period of the file. Then, when a predetermined storage period elapses while being stored in the file storage unit 15, the file management unit 12 moves the file to the trash box 16. As a result, from the viewpoint of a general user, the file is deleted, and the file is not searched even when a search specifying a search condition for hitting the file is executed. Then, after the file is moved to the trash box 16, when a predetermined storage period in the trash box 16 elapses, the file management unit 12 completely deletes the file. That is, by deleting the file from the HDD 24, the file management unit 12 prevents an increase in the area (file storage capacity) for storing the file in the HDD 24, and avoids pressing the storable capacity.

  Next, search processing in the present embodiment performed under the file management by the file management unit 12 will be described with reference to the flowchart shown in FIG. Here, a case where a document file is designated as a search target will be described as an example.

  For example, the general user displays a search screen as exemplified in FIG. 7 on the user terminal 1 and designates a desired item in the search condition designation area 51 to instruct a search. The search processing unit 11 performs a search using the trash can 16 as a search range according to the search conditions specified by the general user (step 111).

  If there is no document that satisfies the search condition (no hit) in the trash box 16 (N in Step 112), the process proceeds to Step 116. When a document satisfying the search condition exists (hits) (Y in step 112), the search processing unit 11 adds 1 to the hit count of the document managed in the hit count information (step 113). In the case of the first hit, the document management record is newly registered.

  Incidentally, the restoration support processing unit 13 constantly monitors the update of the hit count information. When the number of hits of the document after the addition reaches a predetermined threshold (Y in Step 114), the restoration support processing unit 13 notifies the administrator to that effect (Step 115). If the predetermined threshold is not reached (N in step 114), notification to the administrator is unnecessary. Note that the administrator basically needs to be notified only once, but may be notified every time an integral multiple of the threshold value is reached. In addition, the action in the administrator who received the notification will be described later.

  Subsequently, the search processing unit 11 executes a search in the file storage unit 15 (in a normal folder) (step 116). The normal folder means a folder excluding the trash box 16. Then, the search processing unit 11 displays the search result in the search result display area of the search screen (step 117). In addition, the results of the search performed in steps 111 and 116 are recorded in the search history information (step 118). The general user acquires the search result as described above. In the present embodiment, search results for the trash box 16 are not provided to general users.

  Here, the behavior of the manager after notifying the manager in step 115 will be described.

  The reason for notifying the administrator in step 115 is to notify the administrator that the search condition is often satisfied (number of hits) even after being deleted from the file storage unit 15 and moved to the trash box 16. That is, a document with a large number of hits is an important document, a shared document of a plurality of general users, a frequently used document, and the like, and it can be determined that the general user needs the file. In such a case, it is considered that it is good for general users to restore the document moved from the folder to the trash box 16 by the automatic deletion function in the file management apparatus 10, that is, to restore the deleted document.

  Therefore, in the present embodiment, even a document deleted from a folder (a document moved to the trash box 16), a document having a large number of hits in a search (a document in which the hit count reaches the above-described threshold) is used. The administrator was notified that the document was a frequent document. Note that the administrator may restore the document by utilizing the administrator authority in response to a notification from the restoration support processing unit 13. In the case of the present embodiment, whether or not to restore is left to the administrator's judgment. When it is determined that the restoration is to be performed, the administrator designates the restoration target document existing in the trash box 16 and gives a predetermined restoration operation instruction from the administrator terminal 2, and the file restoration unit 14 refers to the search history information. As a result, the folder in which the document is stored is identified and restored by moving to the folder.

  Note that the threshold value for determining whether or not to notify the administrator may be 1 or more. However, if it is set to 1, the number of notifications to the administrator increases, and it becomes difficult for the administrator to determine the importance and necessity of the document. Therefore, it is preferable to set an appropriate numerical value for the threshold according to the usage status of the file management apparatus 10 and the like.

  According to the present embodiment, hit count information is generated as one of the search result information, and the administrator is notified of a document whose hit count has reached the threshold. However, instead of providing hit count information, the administrator may be allowed to specify documents that should be restored by directly analyzing the search history information.

  In this embodiment, the number of hits when the document is stored in the recycle bin 16 is integrated. However, the number of hits when the document is stored in the folder is also integrated, and the integrated value is also determined by the administrator. You may make it provide information.

  In this embodiment, the search in the trash box 16 (step 111) and the search of the file storage unit 15 (step 116) are performed separately, but they may be performed collectively. The above-described modifications may be applied to the embodiments described later.

Embodiment 2. FIG.
The system configuration and the hardware configuration and block configuration of the file management apparatus 10 in this embodiment may be the same as those in the first embodiment. FIG. 5 is a flowchart showing search processing in the present embodiment. The same processing steps as those in the first embodiment are given the same step numbers.

  In the first embodiment, a document having a large number of hits is notified to the administrator by satisfying the search condition even after being moved to the trash box 16, so that the document determined by the administrator can be restored. The present embodiment is characterized in that the storage period in the recycle bin 16 is extended for documents that are frequently hit.

  That is, when there is a document that satisfies the search condition in the trash box 16 (Y in step 112), if the number of hits after the addition reaches a threshold value (Y in step 114), the restoration support processing unit 13 in the trash box 16 The storage period of the document is automatically extended (step 121).

  The fact that the number of search conditions (number of hits) is large means that the document is regarded as an important document or the like as described above, and in this embodiment, the storage period in the trash box 16 is extended. That is, an opportunity (time) for restoring to the file storage unit 15 is given to the administrator by extending the storage period backward. Other processes may be the same as those in the first embodiment, and a description thereof will be omitted.

Embodiment 3 FIG.
The system configuration and the hardware configuration and block configuration of the file management apparatus 10 in this embodiment may be the same as those in the first embodiment. However, in this embodiment, hit count information is not required. In addition, the restoration support processing unit 13 in the present embodiment functions as a transmission unit that transmits a restoration request for a file designated by a general user to the administrator terminal 2.

  Hereinafter, the search processing in this embodiment will be described with reference to the flowchart shown in FIG. The same processing steps as those in the first embodiment are given the same step numbers, and description thereof will be omitted as appropriate.

  When a search is instructed by a general user, the search processing unit 11 executes a search using the trash can 16 as a search range (step 111). If there is a document that hits the search condition (Y in step 112), the search processing unit 11 creates a list of hit documents (step 131).

  Subsequently, when the search processing unit 11 executes a search in the file storage unit 15 (in a normal folder) (step 116), the search result is displayed on the search screen together with the document list created in step 131 (step 116). 132).

  FIG. 7 is a diagram showing an example of a search screen in the present embodiment. The search screen includes a normal search result display area 52 and a trash box search result display area 53 in addition to the search condition specification area 51 described above. In the normal search result display area 52, the result of the search process in step 116 is displayed as in the first and second embodiments. In the trash box search result display area 53, the result of the search process for the trash box 16 in step 111 is displayed. As described above, the restoration support processing unit 13 in the present embodiment presents to the general user that the documents that satisfy the search conditions are stored in the trash box 16 by displaying a list of the actually stored documents. .

  The general user knows that a document matching the search condition is stored in the trash box 16 by referring to the display contents of the trash box search result display area 53. The document names displayed in the recycle bin search result display area 53 are displayed so as to be selectable. When selected by a general user, the restoration support processing unit 13 displays each document as reference information for selecting a document to be restored. This attribute information is presented to general users. Note that the attribute information presentation method need not be limited to this.

  Further, when a document is displayed in the trash box search result display area 53, the restoration support processing unit 13 displays a restoration request button 54 in a selectable manner. Here, when a document that a general user wants to restore is stored in the trash box 16, the user can restore the document by checking the check box 55 associated with the document and then selecting the restore request button 54. Request. When a restoration request is made by a general user (Y in step 133), the restoration support processing unit 13 manages the restoration request by transmitting a restoration request request including a document designated by the ordinary user to the administrator terminal 2. (Step 134).

  Similar to the response to the notification in the first and second embodiments, whether or not to restore the document designated in response to the restoration request is left to the administrator's judgment. However, unlike the number of hits in the first and second embodiments, the restoration request is a request based on the intention of a general user. When it is determined to restore, when the administrator designates a document to be restored existing in the trash box 16 and gives a predetermined restoration operation instruction from the administrator terminal 2, the file restoration unit 14 refers to the search history information. Thus, the folder in which the document is stored is identified and restored by moving to the folder.

  When responding to the restoration, referring to personal information including an e-mail address or the like, the restoration request may be notified to the general user who has requested restoration. Even in the case of not responding to the restoration, the reason for not restoring may be notified to the general user who has requested restoration.

  Note that the characteristic processing described in each embodiment may be executed in appropriate combination.

1 user terminal, 2 administrator terminal, 3 network, 10 file management device, 11 search processing unit, 12 file management unit, 13 restoration support processing unit, 14 file restoration unit, 15 file storage unit, 16 recycle bin, 17 search result information Storage unit, 21 CPU, 22 ROM, 23 RAM, 24 hard disk drive (HDD), 25 mouse, 26 keyboard, 27 display, 28 I / O controller, 29 network controller, 30 internal bus.

Claims (11)

Moving means for moving a file that satisfies a predetermined first condition among files stored in a first area that is used by a user to a second area that can be used only by a specific user having authority;
When a file that satisfies a search condition specified by a user other than the specific user is stored in the second area, a recording unit that records information on the search in a storage unit;
A file management apparatus comprising:   2. The file management apparatus according to claim 1, further comprising a deletion unit that deletes a file that satisfies a predetermined second condition among files stored in the second area.   3. The file management apparatus according to claim 2, further comprising support means for supporting restoration of a file moved to the second area to the first area.   The said support means notifies the said specific user of the said file, when the file which satisfy | fills the search conditions designated by users other than the said specific user is stored in the said 2nd area | region. The file management device described in 1.   In the case where the second condition is a storage deadline in the second area, and the file that satisfies the search condition specified by a user other than the specific user is stored in the second area, The file management apparatus according to claim 3, wherein a file storage period is extended.   The said support means notifies the said user, when the file which satisfy | fills the search conditions designated by users other than the said specific user is stored in the said 2nd area | region. File management device.   The file management apparatus according to claim 6, wherein the support unit presents attribute information of the file to the user.   The file management apparatus according to claim 6, further comprising a transmission unit configured to transmit a restoration request for a file designated by a user other than the specific user to the terminal of the specific user.   The apparatus according to claim 1, further comprising: a restoration unit that restores the file to the first area when a file that satisfies a search condition specified by a user other than the specific user is stored in the second area. The file management device described.   The file management apparatus according to claim 9, wherein the restoration unit restores, to the first area, a file whose number of times that satisfies a search condition specified by a user other than the specific user has reached a predetermined threshold. . Computer
A moving means for moving a file satisfying a predetermined first condition among files stored in a first area to be used by a user to a second area that can be used only by a specific user having authority;
A recording unit that records information on the search in a storage unit when a file that satisfies a search condition specified by a user other than the specific user is stored in the second area;

Program to function as.