JP2021103592A - Document management device and method for managing document - Google Patents

Abstract

PROBLEM TO BE SOLVED: To realize highly convenient management of document data. A document management device 12 stores data of a plurality of types of documents registered from a corporate terminal 14. The document management device 12 stores a predetermined storage period for each type of document. The document management device 12 acquires a destruction instruction for designating a document to be destroyed, which is a destruction instruction transmitted from the corporate terminal 14. When the destruction instruction for designating a certain document is obtained, the document management device 12 determines that the certain document has a retention period corresponding to the type of the certain document from the registration date of the certain document. Executes data destruction processing. [Selection diagram] Fig. 1

Description

The present invention relates to a data processing technique, and more particularly to a technique for managing electronic data of a document.

In the economic activities of a company, various important documents containing personal numbers etc. are created, but in recent years, it has been permitted to convert important paper documents into electronic data and store them if certain requirements are met. There is. On the other hand, the My Number Act and the revised Electronic Bookkeeping Act have been enforced, and companies are required to properly manage important documents containing personal numbers.

Japanese Unexamined Patent Publication No. 2008-4041

Electronic data of important documents need not be simply saved, but may need to be destroyed at an appropriate time according to various business events. In addition, the timing of discarding may differ depending on the type of document. The present invention has been made in view of these problems, and a main object of the present invention is to provide a technique for realizing highly convenient management of document data.

In order to solve the above problems, the document management device of a certain aspect of the present invention has a document data storage unit for storing data of a plurality of types of documents and a predetermined storage period for each type of document. The document attribute storage unit that stores the retention period starting from the occurrence of the event, the instruction acquisition unit that acquires the destruction instruction of the document to be destroyed based on the occurrence of the predetermined event, and the data of the document to be destroyed specified by the destruction instruction. It includes a document discarding unit that executes the discarding process after the retention period corresponding to the type of the document to be discarded stored in the document attribute storage unit has elapsed.

Another aspect of the present invention is a document management method. This method is a document management method executed by a computer, which is a predetermined retention period for each type of document, and includes a step of storing the retention period from the occurrence of a predetermined event in a storage unit and a plurality of types. The type of document to be destroyed includes the step of storing the document data in the storage unit, the step of acquiring the destruction instruction of the document to be destroyed based on the occurrence of a predetermined event, and the process of destroying the data of the document to be destroyed specified by the destruction instruction. It is provided with a step to be executed after the storage period according to the above has elapsed.

Any combination of the above components and a conversion of the expression of the present invention between a computer program, a recording medium in which the computer program is stored, and the like are also effective as aspects of the present invention.

According to the present invention, highly convenient management of document data can be realized.

It is a figure which shows the structure of the document management system of an Example. It is a block diagram which shows the functional structure of the enterprise terminal of FIG. It is a figure which shows the example of the master registration screen. It is a figure which shows the example of the form registration screen. It is a figure which shows the example of the registration content confirmation screen. It is a figure which shows the example of the form search screen. It is a figure which shows the example of the details to be approved. It is a figure which shows the example of the search result screen. It is a block diagram which shows the functional structure of the document management apparatus of FIG. It is a figure which shows the information item of the registered form data which is stored in the form data storage part. It is a figure which shows typically the three discard patterns of an Example. It is a figure which shows the update example of the attribute value of form data.

Before explaining the embodiment of the present invention, the outline will be described first. As mentioned in part, companies are now required to properly manage documents containing personal numbers and various personal information. In the embodiment, we propose a technology that realizes a comprehensive document management solution from digitization of documents to storage and destruction of the electronic data. The document management device of the embodiment provides a service for a plurality of companies to safely store electronic data of various documents to be managed by each company and to discard them at the correct timing.

The document stored by the document management device of the embodiment includes, for example, a document containing personal information including an individual number (my number), such as an account opening application form, an account transfer request form, and a loan contract. It also includes important documents that do not include an individual number, such as contracts, drawings, surgery consent forms, and minutes of board meetings. As described above, the document management device of the embodiment can manage documents of various types and formats, but in the following, the managed documents are also referred to as "forms". The forms of the examples are not only standard documents such as books and slips that record transactions and entry / exit of money, goods, and services, but also various documents created by corporate economic activities such as account opening application forms. Widely included.

FIG. 1 shows the configuration of the document management system of the embodiment. The document management system 10 includes a document management device 12, a corporate terminal 14a collectively referred to as a corporate terminal 14, a corporate terminal 14b, a corporate terminal 14c, a scanner 16a collectively referred to as a scanner 16, a scanner 16b, a scanner 16c, and a personal number management device 18. To be equipped.

The corporate terminal 14a, the corporate terminal 14b, and the corporate terminal 14c are arranged in different companies A, B, and C, and are operated by a document management person (hereinafter, also referred to as a "company person") of each company. Is. Company A, Company B, and Company C fall under the obligation to store documents under the revised Electronic Bookkeeping Law, and are required to properly store documents containing customer's personal information. Therefore, the company A, the company B, and the company C use the document storage service provided by the document management device 12. The corporate terminal 14a, the corporate terminal 14b, and the corporate terminal 14c are connected to the scanner 16a, the scanner 16b, and the scanner 16c, respectively. The person in charge of each company causes the scanner 16 to read the paper form to be stored. The image data of the form output from the scanner 16 is uploaded to the document management device 12.

The personal number management device 18 is an information processing device that manages a personal number, which is a personal ID given to an individual by the government. When the personal number is registered, the personal number management device 18 assigns an personal identifier (hereinafter referred to as "personal code") different from the registered personal number and sends the personal code to the registration source. Provide and keep the personal number and personal code associated with each other. For example, when the personal number management device 18 receives document data in which a personal code is described from a user, the personal number management device 18 replaces the personal code with the corresponding personal number and uses the replaced document data as document data for submission to government offices. You may send it to a person.

The document management device 12 is an information processing device that provides an ASP (Application Service Provider) type document storage service to company A, company B, and company C (that is, the person who is obliged to store documents under the revised Electronic Bookkeeping Law). .. The document management device 12 saves electronic data of a plurality of types of forms registered from the corporate terminal 14 (PDF data in the embodiment, hereinafter also referred to as "form PDF data"), and discards the electronic data at an appropriate timing. The document management device 12 may be realized by physically linking a plurality of devices (for example, an application server and a database server).

The document management device 12 communicates with the corporate terminal 14a, the corporate terminal 14b, the corporate terminal 14c, and the personal number management device 18 via the dedicated line 20. This makes it easier to prevent unauthorized access to the document management device 12 and information leakage from the document management device 12. The document management device 12 does not have to be connected to the Internet in order to further enhance the information security of the document management device 12. Similarly, the corporate terminal 14a, the corporate terminal 14b, the corporate terminal 14c, and the personal number management device 18 do not have to be connected to the Internet.

FIG. 2 is a block diagram showing a functional configuration of the corporate terminal 14 of FIG. The corporate terminal 14 includes a control unit 22, an input unit 24, a scanner driver 26, and a communication unit 28. The control unit 22 executes various data processing as a user of the document storage service provided by the document management device 12. The input unit 24 includes a keyboard and a mouse, and inputs an operation by a person in charge of the company to the control unit 22. The scanner driver 26 provides an interface with the scanner 16. The communication unit 28 communicates with the external device according to a predetermined communication protocol. The control unit 22 exchanges data with the scanner 16 via the scanner driver 26, and exchanges data with the document management device 12 via the communication unit 28 and the dedicated line 20. Although not shown in FIG. 2, the corporate terminal 14 further includes a storage unit that stores data referenced / updated by the control unit 22.

Each block shown in the block diagram of the present specification can be realized by an element such as a computer CPU / memory or a mechanical device in terms of hardware, and can be realized by a computer program or the like in terms of software. Then, I draw a functional block realized by their cooperation. Therefore, it is understood by those skilled in the art that these functional blocks can be realized in various forms by combining hardware and software.

In the embodiment, the function of each block of the control unit 22 is implemented as an application program (hereinafter, also referred to as “document management application”) that uses the document storage service of the document management device 12, and the document management application is the corporate terminal 14. Installed in storage. The CPU of the corporate terminal 14 reads the document management application into the main memory and executes it, thereby exerting the function of each block of the control unit 22. As a modification, the function of each block of the control unit 22 may be implemented on a web page provided by the document management device 12, and a web browser installed on the corporate terminal 14 may be mounted on the web page (Javascript®). ) Program, etc.) may be executed to exert the function of each block of the control unit 22.

The control unit 22 includes a master processing unit 30, a form processing unit 32, a search processing unit 34, and a discard processing unit 36. The master processing unit 30 executes a process related to the registration of the form master, and the form processing unit 32 executes a process related to the registration of the form data. Further, the search processing unit 34 executes a process related to the search and approval of the form data, and the discard processing unit 36 executes a process related to the destruction of the form data.

The master processing unit 30 includes a master registration screen display unit 38 and a master registration unit 40. The master registration screen display unit 38 displays the master registration screen, which is a screen for registering the form master, on the display. The form master is data that defines the attribute items of the form defined for each type of form (for example, account opening application form, account transfer request form), and can be said to be form metadata. FIG. 3 shows an example of the master registration screen. The information items of the form master that can be set on the master registration screen 110 include the form code, the form name, the legal document classification, the presence / absence of personal information, the calculation standard, the discard instruction classification, the retention period start classification, the retention period, and the approval necessity classification. ..

The form code is a unique ID for each type of form such as an account opening application form and an account transfer request form. In other words, an ID that can identify one type of form from a plurality of types of forms is set. To. The statutory document classification is set to either important documents under the revised Electronic Bookkeeping Law, general documents, or documents not subject to the revised Electronic Bookkeeping Law. The presence or absence of personal information is set to be either with specific personal information (with personal information including personal number), with personal information (with personal information without personal number), or without personal information. As the starting standard, the setting standard of the starting date of the retention period of the form data is set. For example, one of a plurality of candidates including the "registration date standard" and the "discard instruction standard" is set.

In the discard instruction category, whether the discard instruction of the form data is automatic or manual is set. In the case of automatic, the storage period is automatically set, and in the case of manual, the storage period is set in response to an explicit discard instruction from the corporate terminal 14. The start of the retention period is set for the retention period start category. For example, one of a plurality of candidates including the "starting date" and the "next year after the starting date" is set. The retention period is the retention period of the form data, and the length of time from the start date is set. In the approval necessity classification, whether or not approval is required at the time of form data registration is set.

When the registration button 112 is selected on the master registration screen 110, the master registration unit 40 transmits the information item value (attribute value) of the form master input on the master registration screen 110 to the document management device 12 and registers it. ..

Returning to FIG. 2, the form processing unit 32 includes a form registration screen display unit 42, an image acquisition unit 44, an image registration unit 46, and a form registration unit 48. The form registration screen display unit 42 displays a form registration screen for registering an actual form (for example, a plurality of account opening applications of a plurality of customers) to be saved by the company on the display. FIG. 4 shows an example of a form registration screen. The form registration screen 120 includes a scan button 122a, a scan button 122b, a form search button 124, a form information area 126, a specific key input area 128, a search item input area 130, a thumbnail area 132, a form image area 134, and a registration confirmation button 136. Including.

When the scan button 122a or the scan button 122b is selected, the image acquisition unit 44 transmits data instructing the scanner 16 to read the form on the paper medium. The image acquisition unit 44 acquires one or more image data (for example, a JPEG file, hereinafter also referred to as "form image data") output from the scanner 16 in response to the above instruction. For example, a plurality of form image data corresponding to a plurality of forms are acquired. The image registration unit 46 transmits one or more form image data acquired by the image acquisition unit 44 to the document management device 12.

The form registration screen display unit 42 generates one or more thumbnail images obtained by reducing the one or more form image data acquired by the image acquisition unit 44, and displays the generated thumbnail images in the thumbnail area 132. Further, the form registration screen display unit 42 has one form image data corresponding to one thumbnail image selected in the thumbnail area 132 (if the thumbnail image is not selected in the thumbnail area 132, the first form image data). Is displayed in the form image area 134.

When the form search button 124 on the form registration screen 120 is selected, the form registration screen display unit 42 acquires the registered form master data from the document management device 12, and displays the list of form masters on a separate screen (not shown). Pops up. When the master of the form to be scanned is selected on the separate screen, the form registration screen display unit 42 displays the data (form code, form name, etc.) of the selected form master in the form information area 126.

As a modification, the document management device 12 accepts the registration of the form image template for each form master in advance from the corporate terminal 14, detects the form master that matches the form image data transmitted from the corporate terminal 14, and detects the form master. Data may be transmitted to the corporate terminal 14 of the image registration source. The form registration screen display unit 42 automatically sets the data of the form master corresponding to the scanned form in the form information area 126 by displaying the data of the form master provided from the corporate terminal 14 in the form information area 126. You may. This eliminates the need to manually select the type of form, and can reduce the burden on the person in charge of the company.

In the specific key input area 128, a specific key, which is an information item that can uniquely identify an individual described in a form and is a predetermined information item in the document management device 12, is input. For example, the person in charge of the company manually inputs the company code reserve, the organization code, the personal code, the form entry date (for example, transaction date), and the form entry amount (for example, transaction amount) as specific keys while checking the form to be registered. You may. In the case of a company that uses the personal number management device 18, a personal code (an ID different from the personal number) issued by the personal number management device 18 may be input as the personal code. In the case of a company that does not use the personal number management device 18, the personal number may be entered as the personal code. In the search item input area 130, search items used for searching the form are input. For example, the person in charge of a company manually inputs a predetermined search item (for example, a business partner name) while checking the form to be registered.

When the registration confirmation button 136 is selected on the form registration screen 120, the form registration unit 48 inputs the data input to the form registration screen 120, specifically, the form information area 126, the specific key input area 128, and the search item input. A form registration request including the data input to the area 130 is transmitted to the document management device 12. The form registration screen display unit 42 pops up the registration content confirmation screen according to the response content of the document management device 12 to the form registration request.

(A), (b), and (c) of FIG. 5 show an example of a registration content confirmation screen. FIG. 5A shows a registration content confirmation screen 140 when the response content to the registration request is the first pattern. In the first pattern, the company code (company code reserve) entered on the form registration screen 120 indicates the user of the personal number management device 18, and the specific key (for example, company code reserve) entered on the form registration screen 120. This is a response when the organization code and the combination of the personal code) are already registered in the personal number management device 18. Further, the response of the first pattern includes the name held by the personal number management device 18 in association with the specific key input to the form registration screen 120. On the registration content confirmation screen 140 of FIG. 5A, a message indicating that the individual described in the form has been registered in the personal number management device 18, a specific key entered in the form registration screen 120, and a specific key are displayed. The corresponding name is displayed.

FIG. 5B shows a registration content confirmation screen 140 when the response content to the registration request is the second pattern. In the second pattern, the company indicated by the company code entered on the form registration screen 120 is the user of the personal number management device 18, but the specific key entered on the form registration screen 120 is not registered in the personal number management device 18. Is the response in the case of. On the registration content confirmation screen 140 of FIG. 5B, a message indicating that the individual described in the form has not been registered in the personal number management device 18 and a message prompting the user to reconfirm the correctness of the specific key are displayed. Will be done.

FIG. 5C shows a registration content confirmation screen 140 when the response content to the registration request is the third pattern. The third pattern is a response when the company code entered on the form registration screen 120 does not correspond to the user of the personal number management device 18. On the registration content confirmation screen 140 of FIG. 5C, the specific key entered on the form registration screen 120 is displayed. As described above, in the document management system 10 of the embodiment, the document management device 12 cooperates with the personal number management device 18 to support the confirmation of the registered contents by the person in charge of the company (for example, FIG. 5A). If there is a high possibility that the registered content from the corporate terminal 14 to the document management device 12 is incorrect, the person in charge of the company is notified to that effect (for example, FIG. 5B).

When the registration button 142 is selected on the registration content confirmation screen 140, the form registration unit 48 transmits data (hereinafter, also referred to as “registration confirmation instruction”) instructing the registration confirmation of the form to the document management device 12. As will be described later, the document management device 12 saves the form data (PDF data including the image of the form) according to the registration confirmation instruction.

Returning to FIG. 2, the search processing unit 34 includes a search screen display unit 50, a search request unit 52, an approval screen display unit 54, an approval result registration unit 56, a verification request unit 58, and a CSV output unit 60. The search screen display unit 50 displays a form search screen for searching the forms registered in the document management device 12 on the display. FIG. 6 shows an example of a form search screen. On the form search screen 150, search conditions including a form type (that is, a form code), a specific key, a status, arbitrary search items 1 to 3, and various dates (periods) can be specified.

The status of the form managed by the document management device 12 includes, for example, "registering", "waiting for approval", "stored", "cancelled registration", and "destroyed". The status that can be selected on the form search screen 150 may further include "all (ALL)" so that "discarded" cannot be selected. "Registering" means that the form image has been registered but the registration has not been confirmed, and "Waiting for approval" means that the registration has been confirmed but the approval or disapproval has not been decided. "Stored" means that the registration of the form has been approved, "Cancel registration" means that the registration of the form has been disapproved, and "Destroyed" means that the registered form has been destroyed due to the expiration of the storage period. It is in a state of being.

When the login user has business administrator authority (approval authority for form registration) and selects waiting for approval as the status, the search screen display unit 50 presses the approval detail button 152 on the form search screen 150. Displayed as selectable. When the approval detail button 152 is selected on the form search screen 150, the search request unit 52 requests the document management device 12 to provide form data whose status is awaiting approval (here, also referred to as “approved detail”). One or more approval target details are acquired from the document management device 12. The search screen display unit 50 displays the acquired one or more approval target details on the form search screen 150.

FIG. 7 shows an example of the details to be approved. The approval target detail 156 includes PDF data of the approval target detail, various attribute information, and an examination button 157. When the examination button 157 is selected in the approval target details 156, the approval screen display unit 54 pops up an approval screen on which approval or non-approval selection input is possible. When approval or disapproval is selectively input on the approval screen, the approval result registration unit 56 transmits approval result data indicating approval or disapproval to the document management device 12.

Returning to FIG. 6, when the search button 154 of the form search screen 150 is selected, the search request unit 52 transmits a search request including one or more search conditions specified on the form search screen 150 to the document management device 12. To do. The search request unit 52 is a response to the search request, and acquires a search result including one or more form data matching the search conditions from the document management device 12. The search screen display unit 50 displays a search result screen showing the search results provided by the document management device 12 on the display.

FIG. 8 shows an example of the search result screen. On the search result screen 158, a form list 160 in which one or more form data included in the search result is arranged is arranged. The approval target details 156 in FIG. 7 and the form list 160 in FIG. 8 show other attributes related to the form data (for example, storage period, search item, etc.) and other attributes of the form master (for example, calculation criteria, discard instruction classification, etc.). ) May be further included.

When the batch verification button 162 is selected on the search result screen 158 of FIG. 8, the verification request unit 58 transmits a batch verification request for one or more form data displayed in the form list 160 to the document management device 12. .. The batch verification request includes a form image ID which is a unique ID of each form data displayed in the form list 160. Further, when the CSV output button 164 is selected on the search result screen 158 of FIG. 8, the CSV output unit 60 displays a CSV file in which the values of each item of one or more form data displayed in the form list 160 are arranged. Generated in local storage (storage unit not shown). By editing this CSV file, the user can easily create a discard instruction file described later.

Returning to FIG. 2, the discard processing unit 36 includes a discard instruction screen display unit 62 and a discard instruction transmission unit 64. The discard instruction screen display unit 62 displays a discard instruction screen for inputting a discard instruction on the display. The person in charge of the company specifies the destruction instruction file on the destruction instruction screen. The discard instruction file is a CSV file that specifies a form image ID that is a unique ID of the form to be discarded, and further specifies a specific key, a form code, a form code reserve, and a start date. It should be noted that the designation of the starting date is indispensable when the starting standard of the form (the starting standard determined by the form master) is the discard instruction standard, but it is not necessary when the starting standard is the registration date standard.

When a predetermined operation for instructing the registration of the discard instruction is input on the form registration screen 120, the discard instruction transmission unit 64 transmits the data of the discard instruction file specified on the form registration screen 120 to the document management device 12.

FIG. 9 is a block diagram showing a functional configuration of the document management device 12 of FIG. The document management device 12 includes a control unit 70, a storage unit 72, and a communication unit 74. The control unit 70 executes various data processes for document management. The storage unit 72 is a storage area for storing data referenced / updated by the control unit 70. The communication unit 74 communicates with the external device according to a predetermined communication protocol. The control unit 70 exchanges data with the corporate terminal 14 and the personal number management device 18 via the communication unit 74.

The storage unit 72 includes a form master storage unit 76, a form data storage unit 78, and a verification result storage unit 80. The verification result storage unit 80 stores a batch verification result file, which is a CSV file showing the result of batch verification.

The form master storage unit 76 stores the data of the form master registered from the corporate terminal 14. The form master storage unit 76 stores the data of the form master including the plurality of information items shown in FIG. The form master storage unit 76 stores a predetermined storage period for each of a plurality of types of forms, in other words, stores a storage period for each type of form (that is, a form code). Here, when the calculation standard in a certain form master is the discard instruction standard and the discard instruction category is manual, in the form master, the occurrence of a predetermined event after the form registration is regarded as the start date (in other words, the start date). The retention period is set. For example, in the case of a personal number confirmation document, the retention period may be set to "0" because the document is immediately destroyed after the event "account cancellation" occurs. Also, in the case of an account opening application, the storage period may be set to "7 years" because it is necessary to store it for 7 years after the event "account cancellation" occurs.

The form data storage unit 78 stores electronic data (hereinafter, also referred to as “registered form data”) related to a plurality of types (in other words, a plurality of formats) of forms registered from the corporate terminal 14. As described above, the plurality of types of forms include an account opening application form, an account transfer request form, a loan contract, and the like. (A), (b), and (c) of FIG. 10 show information items of registered form data stored in the form data storage unit 78. The form data storage unit 78 stores the registered form data including the items shown in FIGS. 10 (a), (b), and (c) for each form registered from the corporate terminal 14. For example, the registered form data includes PDF data including an image of a form (hereinafter, also referred to as "form PDF data"), a form code indicating a document type, and a status in form management.

Returning to FIG. 9, the control unit 70 includes a master storage unit 82, an image acquisition unit 84, a registration content confirmation unit 86, a time stamp acquisition unit 88, a form storage unit 90, a form attribute update unit 92, a discard instruction acquisition unit 94, and discard. The execution unit 96, the search execution unit 98, and the verification execution unit 100 are included. The functions of these blocks may be implemented as a module of the document management program and installed in the storage of the document management device 12. Then, the function of each block may be exhibited by the CPU of the document management device 12 reading the document management program into the main memory and executing the program.

The master storage unit 82 receives the registration request of the form master transmitted from the corporate terminal 14, and stores the data of the form master included in the registration request in the form master storage unit 76. The image acquisition unit 84 acquires the form image data transmitted from the corporate terminal 14.

The registration content confirmation unit 86 receives the form registration request transmitted from the corporate terminal 14, and executes the registration content confirmation process in cooperation with the personal number management device 18. Specifically, the registration content confirmation unit 86 inquires the company code (company code reserve) of the specific key to the personal number management device 18, and whether or not the request source of the form registration request is the user of the personal number management device 18. To judge. When the request source of the form registration request is the user of the personal number management device 18, the registration content confirmation unit 86 registers the specific key (for example, a combination of the company code reserve, the organization code, and the personal code) in the personal number management device 18. Inquire the personal number management device 18 whether or not it has been completed.

The registration content confirmation unit 86 transmits information indicating whether or not the request source of the form registration request is a user of the personal number management device 18 to the corporate terminal 14. Further, when the request source of the form registration request is the user of the personal number management device 18, information indicating whether or not the specific key has been registered in the personal number management device 18 is further transmitted to the corporate terminal 14. That is, the registration content confirmation unit 86 transmits a response selected from preset patterns (for example, a response of any of the first pattern to the third pattern described above) to the corporate terminal 14 as a response to the form registration request. To do.

When the registration confirmation instruction transmitted from the corporate terminal 14 is received, the time stamp acquisition unit 88 acquires "authenticated time information" indicating the current date and time from a predetermined time stamp server (not shown).

The form storage unit 90 is PDF data including the form image data acquired by the image acquisition unit 84 when the registration confirmation instruction is received from the corporate terminal 14, and is authenticated by the time stamp acquisition unit 88. Generates form PDF data with embedded time information. At the same time, the form storage unit 90 acquires the hash value of the form PDF data based on a predetermined hash function. The form storage unit 90 assigns a form image ID as a unique key of the form data, and forms the form image ID, the form PDF data, the hash value, the authenticated time information, and various attribute values (specific keys) specified in the form registration request. The registered form data (FIG. 10) associated with the search item, etc.) is stored in the form data storage unit 78.

When the form attribute update unit 92 receives data related to the form data (for example, at the time of new registration or at the time of receiving the discard instruction), the form attribute update unit 92 receives various attributes of the form data (for example, status, registration date, registration time, discard instruction date, start date). , Retention period, etc.) is updated. The discard instruction acquisition unit 94 acquires the discard instruction data transmitted from the corporate terminal 14.

The discard execution unit 96 refers to the status and storage period, which are the attributes of each registered form data, for the plurality of registered form data stored in the form data storage unit 78, and the status is stored and the storage period is set. Detects the elapsed registration form data (the storage period has expired at the current date and time) as the target for destruction. The destruction execution unit 96 deletes the form PDF data in the registered form data as a destruction process for the registered form data to be destroyed. However, the attribute data other than the form PDF data is left without being deleted. The form attribute update unit 92 updates the status of the registered form data to destroyed.

In the document management device 12 of the embodiment, for each of the plurality of registered form data stored in the form data storage unit 78, whether the retention period calculation standard is the registration date standard or the discard instruction standard, and whether the storage period is calculated. One of the three discard patterns is applied based on whether the discard instruction category is automatic or manual when the starting criterion is the registration date basis.

FIG. 11 schematically shows three discard patterns of the embodiment. FIG. 11A shows a first destruction pattern applied to the registration form data in which the retention period calculation standard is the registration date standard and the destruction instruction classification is automatic. In the first discard pattern, it is not necessary for the person in charge of the company to input the discard instruction, and the registration form data discard process is automatically executed. Specifically, when registering form data, the registration date is set as the start date, and the time point at which a predetermined retention period elapses from the start date is set as the retention period. Then, the form PDF data is deleted after the storage period has passed. The first destruction pattern is applied to forms that are allowed to be mechanically destroyed based on the registration date, and the burden on the person in charge of the company is the lowest.

FIG. 11B shows a second destruction pattern applied to the registration form data in which the retention period calculation standard is the registration date standard and the destruction instruction classification is manual. In the second discard pattern, the discard process for the registered form data is executed on condition that the person in charge of the company inputs the discard instruction. Specifically, when the discard instruction is input, the registration date is set as the starting date, and the time point at which a predetermined storage period elapses from the starting date is set as the storage period. Then, the form PDF data is deleted after the storage period has passed. The second discard pattern is suitable when the form PDF data should be deleted more carefully because the form PDF data is continuously saved unless the discard instruction is input.

FIG. 11C shows a third destruction pattern applied to the registered form data whose retention period calculation standard is the destruction instruction standard. Similar to the second discard pattern, in the third discard pattern, the discard process for the registered form data is executed on condition that the discard instruction is input, in other words, the execution of the discard process is suppressed unless the discard instruction is input. Specifically, when the discard instruction is input, the start date specified in the discard instruction is set, and the time point at which a predetermined retention period elapses from the start date is set as the retention period. Then, the form PDF data is deleted after the storage period has passed. In the third discard pattern, it is possible to realize an operation in which the form data is discarded after a certain period of time from the occurrence of the predetermined event triggered by the occurrence of the predetermined event after the registration of the form data (in other words, the occurrence of the predetermined event is the starting date). In addition, since the person in charge of the company can arbitrarily specify the starting date, it is possible to flexibly set the execution timing of the discard processing for the form data.

FIG. 12 shows a part of the data stored in the form data storage unit 78, and shows an example of updating the attribute value of the form data. FIG. 12A shows an update example at the time of new registration of form data (registration date is 2016/4/1), and FIG. 12B shows an update example at the time of receiving a discard instruction (discard instruction date is 2017 /). It shows 4/1). Further, the first record (No. 1) of FIGS. 12 (a) and 12 (b) shows the registration form data to which the first discard pattern is applied, and the second record (No. 2) is the second record. The registration form data to which the discard pattern is applied is shown, and the third record (No. 3) shows the registration form data to which the third discard pattern is applied.

Here, a configuration for realizing the first discard pattern shown in FIG. 11A will be described with reference to the first record in FIGS. 12A and 12B. No. 12 (a). As shown in 1, new form data is stored in the form data storage unit 78 (that is, when the form data is newly registered), and the retention period is calculated based on the registration date in the form master specified by the form code. In addition, when the discard instruction classification is automatic, the form attribute update unit 92 sets the current date and time (for example, system date and time) for any of the attributes "registration date", "discard instruction date", and "starting date" of the registered form data. To do. In addition, the form attribute update unit 92 sets a date on which a predetermined retention period elapses from the start date in the attribute "retention period" of the registered form data. As described above, the retention period is determined for each type of form data specified by the form code, in other words, for each type of form master, and the retention period is also determined for each type of form data.

No. 12 (b). As shown in 1, in the first discard pattern, the registration date, the discard instruction date, the start date, and the storage period of the registration form data are determined at the time of registration, and the discard instruction is unnecessary. The destruction execution unit 96 periodically (such as once a day) refers to the storage period of each of the plurality of registered form data, and executes the destruction process for the registered form data whose storage period has expired.

Next, a configuration for realizing the second discard pattern shown in FIG. 11B will be described with reference to the second record in FIGS. 12A and 12B. No. 12 (a). As shown in 2, new form data is stored in the form data storage unit 78 (that is, when the form data is newly registered), and the retention period is calculated based on the registration date in the form master specified by the form code. If the discard instruction category is manual, the form attribute update unit 92 sets the current date and time in the attribute "registration date" of the registered form data. Further, the form attribute update unit 92 sets predetermined initial values for the attributes "discard instruction date", "start date", and "retention period" of the registered form data.

When the destruction instruction is received from the corporate terminal 14, the form attribute updating unit 92 identifies the registered form data specified by the form image ID included in the destruction instruction as the destruction target. No. 12 (b). As shown in 2, the form attribute update unit 92 sets the current date and time in the attribute "destroy instruction date" of the registered form data to be discarded, sets the registration date in the attribute "starting date", and sets the attribute "retention period". Set the date on which the predetermined storage period elapses from the starting date. Even in the second discard pattern, the storage period is determined for each type of form data. The discard execution unit 96 periodically refers to the retention period of each of the plurality of registered form data, and executes the discard process for the registered form data whose retention period has expired.

Next, a configuration for realizing the third discard pattern shown in FIG. 11 (c) will be described with reference to the third record in FIGS. 12 (a) and 12 (b). No. 12 (a). As shown in 3, new form data is stored in the form data storage unit 78 (that is, when the form data is newly registered), and the retention period calculation standard in the form master specified by the form code is the discard instruction standard. In this case, the form attribute update unit 92 sets the current date and time in the attribute "registration date" of the registered form data. Further, the form attribute update unit 92 sets predetermined initial values for the attributes "discard instruction date", "start date", and "retention period" of the registered form data.

When the destruction instruction is received from the corporate terminal 14, the form attribute updating unit 92 identifies the registered form data specified by the form image ID included in the destruction instruction as the destruction target. No. 12 (b). As shown in 3, the form attribute update unit 92 sets the current date and time in the attribute "destroy instruction date" of the registered form data to be discarded, and sets the start date specified in the discard instruction in the attribute "start date". , Set the date when the predetermined retention period elapses from the start date in the attribute "retention period". Even in the third discard pattern, the storage period is determined for each type of form data. The discard execution unit 96 periodically refers to the retention period of each of the plurality of registered form data, and executes the discard process for the registered form data whose retention period has expired.

The configuration of the third discard pattern shown in FIG. 11C can be expressed as follows. That is, the discard instruction acquisition unit 94 acquires the discard instruction sent from the corporate terminal 14 triggered by the occurrence of a predetermined event, and specifies the document to be discarded and the start date of the retention period of the document. .. The discard execution unit 96 saves the discard process for the form data to be discarded specified by the discard instruction according to the type of the form data to be discarded stored in the form data storage unit 78 from the start date specified by the discard instruction. Execute after the period has passed. The timing at which the discarding process is actually executed may be any day after the storage period has elapsed, and may be, for example, the second Friday of the month following the month after the storage period has expired.

Returning to FIG. 9, when the search request transmitted from the corporate terminal 14 is received, the search execution unit 98 searches the plurality of registered form data stored in the form data storage unit 78 for the search specified in the search request. Search for registered form data that matches the conditions. The search execution unit 98 transmits the registration form data matching the search conditions to the corporate terminal 14 of the search request source, and displays the search result on the display of the corporate terminal 14.

When the batch verification request transmitted from the corporate terminal 14 is received, the verification execution unit 100 identifies one or more registered form data specified by the one or more form image IDs specified in the request as verification targets. To do. The verification execution unit 100 dynamically generates a hash value based on the form PDF data for each of the one or more registered form data to be verified, and the generated hash value and the hash value column of the form data storage unit 78 The values are collated to determine whether the hash values of both match. Further, the verification execution unit 100 collates the value of the authenticated time information embedded in the form PDF data with the value of the authenticated time information of the form data storage unit 78, and the authenticated time information of both is obtained. Determine if they match.

The verification execution unit 100 determines that the form PDF data has not been tampered with when both the hash value and the authenticated time information match, and when at least one of the hash value and the authenticated time information does not match, the form It is determined that the PDF data is suspected of being tampered with. The verification execution unit 100 generates a batch verification result file showing a determination result for each of one or more registered form data to be verified, and stores the batch verification result file in the verification result storage unit 80. The batch verification result file stored in the verification result storage unit 80 is provided to the corporate terminal 14 in response to a request from the corporate terminal 14. The person in charge of the company can refer to the batch verification result file and determine whether or not the form PDF data has been tampered with. In addition, in tax audits, etc., the batch verification result file can be used as a proof that the form PDF data has not been tampered with.

The operation of the document management system 10 with the above configuration will be described.
Here, an operation when a specific company among a plurality of users (a plurality of companies) of the document management device 12 uses the document management device 12 will be described. The document management device 12 may identify a user by a company code, a login ID, or the like, and process requests from different users in parallel. In addition, database tables and instances may be separated for each user.

First, the operation related to the registration of the form will be described. The person in charge of the company (for example, an operator having registration authority) activates the document management application on the company terminal 14 and logs in to the document management device 12. When the person in charge of the company selects the master registration menu in the document management application, the master registration screen display unit 38 of the company terminal 14 displays the master registration screen 110 (FIG. 3). The master registration unit 40 of the corporate terminal 14 transmits the form master data input to the master registration screen 110 to the document management device 12, and the master storage unit 82 of the document management device 12 stores the form master data in the form master. Store in unit 76.

When the person in charge of the company selects the form registration menu in the document management application, the form registration screen display unit 42 of the company terminal 14 displays the form registration screen 120 (FIG. 4). The person in charge of the company sets the paper form in the scanner 16 and selects the scan button 122a or the scan button 122b. The form registration screen display unit 42 displays the form image read by the scanner 16 on the form registration screen 120. The person in charge of the company manually inputs the specific key and the search item on the form registration screen 120 while confirming the description of the form, and selects the registration confirmation button 136. The form registration unit 48 transmits various attribute information (form code, specific key, search item, etc.) related to the form to be registered to the corporate terminal 14.

As a modification, the character described in the form may be automatically recognized by OCR (Optical Character Recognition) for at least a part of the specific key and the search item, and may be automatically set on the form registration screen 120. However, in OCR, erroneous recognition of characters is likely to occur, and correction work may occur frequently. Therefore, in reality, it is more efficient and more accurate for a person to manually confirm and manually input the contents of the form as in the embodiment.

The registration content confirmation unit 86 of the document management device 12 confirms the registration content from the corporate terminal 14 in cooperation with the personal number management device 18, and notifies the corporate terminal 14 of the confirmation result. The form registration screen display unit 42 of the corporate terminal 14 displays a registration content confirmation screen 140 (FIG. 5) for determining whether the registration content is correct or incorrect. When the registration content is confirmed on the registration content confirmation screen 140, the form storage unit 90 of the document management device 12 associates the form PDF data, the status (waiting for approval), the authenticated time information, the hash value, and various attribute information. The registered form data is stored in the form data storage unit 78. The form attribute update unit 92 sets the start date and the retention period of the retention period of the registered form data according to the type of the registered form data.

Next, the operation at the time of approval will be described. The person in charge of the company (for example, an administrator having approval authority) logs in to the document management application and selects the form search menu. The search screen display unit 50 of the corporate terminal 14 displays the form search screen 150 (FIG. 6). When the status is set to awaiting approval on the form search screen 150 and the approval detail button 152 is selected, the search request unit 52 of the corporate terminal 14 acquires the registered form data awaiting approval from the document management device 12, and the search screen. The display unit 50 displays the approval target details 156 (FIG. 7) on the form search screen 150. The person in charge of the company selects the examination button 157 of the details to be approved 156, and selects approval if there is no problem in the registered contents. The form attribute update unit 92 of the document management device 12 updates the status of the registered form data corresponding to the approved details 156 to be approved to stored.

Next, the operation at the time of search will be described. The person in charge of the company who wants to refer to the specific registered form data selects the form search menu in the document management application and displays the form search screen 150 (FIG. 6). The person in charge of the company inputs the search conditions (specific key, the value of the search item, etc.) related to the desired registered form data on the form search screen 150, and selects the search button 154. The search request unit 52 of the corporate terminal 14 acquires the registered form data matching the search conditions input to the form search screen 150 from the document management device 12, and the search screen display unit 50 obtains the search result screen 158 (FIG. 8). Is displayed. The person in charge of the company selects the batch verification button 162 on the search result screen 158, if necessary. The verification execution unit 100 of the document management device 12 determines whether or not each form data has been tampered with with respect to one or more registered form data displayed on the search result screen 158, and records the determination result.

Next, the operation at the time of discarding the form will be described. When a predetermined business event such as account cancellation occurs, the person in charge of the company searches the registered form data to be destroyed on the form search screen 150 (FIG. 6). The search screen display unit 50 displays a list of registered form data to be discarded on the search result screen 158 (FIG. 8) according to the search conditions entered by the person in charge of the company. The person in charge of business selects the CSV output button 164 on the search result screen 158, edits the obtained CSV file, and creates a discard instruction file. The person in charge of the company selects the discard instruction menu in the document management application to display the discard instruction screen, and specifies the created discard instruction file on the discard instruction screen. The discard instruction transmission unit 64 of the corporate terminal 14 transmits the discard instruction file specified on the discard instruction screen to the document management device 12.

The form attribute update unit 92 of the document management device 12 sets the start date and the retention period of the retention period of the registered form data according to the type of the registered form data specified in the discard instruction file. The destruction execution unit 96 of the document management device 12 identifies the registration form data whose storage period has expired as the destruction target among the plurality of registration form data stored in the form data storage unit 78. The destruction execution unit 96 executes the destruction process for the registered form data to be destroyed at a predetermined timing after the retention period has elapsed.

Here, three types of forms relating to one individual, a payment record relating to monthly remuneration, an individual number notification form, and an example of discarding processing for an account opening application form will be described. The calculation standard for payment records is the registration date, the destruction instruction category is automatic, and the retention period is 5 years. The calculation standard of the personal number notification is the discard instruction standard, the discard instruction category is manual, and the retention period is 0. The calculation standard for the account opening application is the destruction instruction standard, the destruction instruction classification is manual, and the retention period is 7 years. The business event "Account Cancellation" will occur when the individual number notification and the account opening application form are instructed to be destroyed. For all forms, the retention period start category is the starting date.

Monthly payment records are registered monthly from the corporate terminal 14 to the document management device 12, and are automatically destroyed in order from the one five years after registration, regardless of whether or not the business event "account cancellation" has occurred. .. When the business event "account cancellation" occurs, the person in charge of the company searches using the personal code of the individual who canceled the account and identifies the form to be destroyed (in this example, the personal number notification and the account opening application). To do. The person in charge of the company creates a destruction instruction file that specifies the personal number notification and the application for opening an account as the destruction target, and the company terminal 14 transmits the destruction instruction file to the document management device 12. In the destruction instruction file, the start date for the personal number notification is set as the account cancellation date, and the start date for the account opening application is also set as the account cancellation date.

When the document management device 12 receives the destruction instruction file, the document management device 12 sets the retention period of the personal number notification to the account cancellation date (that is, the start date + 0), and sets the retention period of the account opening application form to 7 years after the account cancellation date. Set to date. As a result, the document management device 12 is in a state where the personal number notification can be destroyed immediately after receiving the destruction instruction. The actual discarding process may be executed after a predetermined period of time after the discardable state is reached. On the other hand, the document management device 12 is in a state where the account opening application can be destroyed 7 years after the account cancellation date.

According to the document management device 12 of this embodiment, the document registered by the document storage obligor is safely stored, and the registered document is appropriately stored based on the conditions predetermined by the document storage obligor. It can be discarded at the timing. As a result, highly convenient management of document data is realized.

The present invention has been described above based on examples. This embodiment is an example, and it will be understood by those skilled in the art that various modifications are possible for each component and combination of each processing process, and that such modifications are also within the scope of the present invention. A modified example is shown below.

The first modification will be described. In the above embodiment, in the discard instruction file, the discard target is specified in the image unit of the form (also called the registration unit, in the example, the PDF unit), and specifically, the registration form data to be discarded is specified by the form image ID. I specified one by one. As a modification, the discard instruction file may specify a personal code and a form code which is an ID indicating the type of the document, instead of designating the form to be discarded in PDF units.

The search execution unit 98 of the document management device 12 has one or more registered forms associated with the personal code and the form code specified in the discard instruction file from the registered form data stored in the form data storage unit 78. Data (also referred to as "form data to be discarded") may be searched. The form data to be discarded searched here may include a plurality of forms registered in the document management device 12 at different timings, although they have the same form type. The form attribute update unit 92 and the discard execution unit 96 of the document management device 12 may collectively execute the discard processing of one or more discard target form data searched by the search execution unit 98. Specifically, the date on which the retention period specified by the form master of the form code specified by the discard instruction elapses from the start date specified by the discard instruction is set as the retention period for each discard target form data, and the retention period has expired. The discard process may be executed later.

According to the first modification, it is possible to realize comprehensive destruction of one or more registered form data for each individual and form type. When the person in charge of a company should discard multiple form data with the same personal code and the same form code, for example, a form (legal record, etc.) created repeatedly for the same individual, one personal code. And one form code may be specified in the discard instruction file. For example, if the retention period of the payment record created every month is 7 years, 84 payment records (for 7 years) may be stored, but one 84 form data is stored in the discard instruction file. It is not necessary to specify one, it is enough to specify one form code. As a result, it is possible to reduce the burden on the person in charge of the company when instructing the destruction of the registered form data.

A second modification related to the first modification will be described. The relationship of IDs in the registered form data for one individual is "personal code: form code = 1: M" (M is an integer of 1 or more), "form code: form image ID = 1: N" (N is 1). The above integer). In the discard instruction file of the second modification, one or more registered form data is comprehensively specified by designating a single personal code as the type of registered form data.

The search execution unit 98 of the document management device 12 has one or more registered form data (that is, one or more) associated with the personal code specified in the discard instruction file from the registered form data stored in the form data storage unit 78. You may search for the form data to be discarded). The form data to be discarded searched here is a plurality of types of forms created for the same individual, and may include a plurality of forms registered in the document management device 12 at different timings. Similar to the first modification, the destruction execution unit 96 of the document management device 12 may collectively execute the destruction processing of one or more destruction target form data searched by the search execution unit 98.

According to the second modification, it is possible to efficiently destroy the registered form data on an individual basis. When the person in charge of the company should discard a plurality of types of form data to which the same personal code is assigned, one personal code may be specified in the discard instruction file. As a result, it is possible to reduce the burden on the person in charge of the company when instructing the destruction of the registered form data.

A third modification will be described. In the third modification, the registration form data is automatically destroyed when a business event occurs in the core business system of the company. The corporate terminal 14 may be connected to the mission-critical business system. The core business system may be, for example, a customer management system or an account management system (in the case of a financial institution).

The corporate terminal 14 may further include a correspondence holding unit, an event detecting unit, and a discard instruction creating unit. The event definition holding unit is business event (for example, service cancellation, account cancellation, account name change, etc.) that can occur in the core business system, and definition information of the business event for which the form data registered in the document management device 12 should be destroyed. Remember. For example, the ID of the business event and the detection condition may be stored in association with each other.

The correspondence relationship holding unit stores the correspondence between multiple types of business events that can occur in the core business system (for example, service cancellation, account cancellation, account name change, etc.) and the identifier of the form that should be destroyed when each business event occurs. To do. For example, as a business event, a combination of a personal code and a business event ID may be stored, and a form image ID of registered form data may be stored as a form identifier. The form registration unit 48 of the corporate terminal 14 acquires the personal code to be registered and the form image ID numbered by the document management device 12 at the time of registering the form data, and further associates the business event with the type of the form in advance. The ID may be acquired and these correspondences may be stored in the correspondence holding unit.

The event detection unit detects that a predetermined business event has occurred in the core business system. For example, when a predetermined business event (account cancellation, etc.) occurs, the core business system may notify the corporate terminal 14 of the business event ID and the personal code indicating the subject of the event. By receiving this notification, the event detection unit may detect the occurrence of a business event and acquire the business event ID and the personal code.

The destruction instruction creation unit automatically generates a destruction instruction file that instructs the destruction of the registered form data corresponding to the business event that has occurred. Specifically, the correspondence holding unit is searched, the business event ID detected by the event detection unit and the form image ID corresponding to the personal code are identified, and a discard instruction file for specifying the form image ID is generated. .. The discard instruction creation unit may specify the occurrence date of the business event as the start date in the discard instruction file, or may specify the notification date from the core business system, and is determined based on these occurrence dates or the notification dates. You may specify the date calculated by the formula of. The destruction instruction transmission unit 64 of the corporate terminal 14 transmits the destruction instruction file generated by the destruction instruction creation unit to the document management device 12.

According to the third modification, when a predetermined business event occurs in the core business system of the company, the processing of destroying the related registration form data can be automatically executed. As a result, it is not necessary for the person in charge of the company to search the form data to be destroyed and to create the destruction instruction file, and the burden on the person in charge of the company can be reduced. In particular, it is a preferred embodiment in the management of registered form data to which the second discard pattern or the third discard pattern described in the embodiment is applied.

As another aspect of the third modification, it may be combined with the first modification. That is, the correspondence relationship holding unit may store the correspondence relationship between the business event ID and the personal code and the form code. The discard instruction creation unit searches the correspondence holding unit, identifies the form code corresponding to the business event ID and personal code detected by the event detection unit, and generates a discard instruction file that specifies the form code. May be good. As yet another aspect of the third modification, it may be combined with the second modification. That is, the discard instruction creation unit may generate a discard instruction file that specifies the personal code detected by the event detection unit.

Any combination of the examples and modifications described above is also useful as an embodiment of the present invention. The new embodiments resulting from the combination have the effects of the combined examples and the modifications. It is also understood by those skilled in the art that the functions to be fulfilled by each of the constituent elements described in the claims are realized by a single component or a cooperation thereof shown in the examples and modifications.

The techniques described in the examples and modifications may be specified by the following items.
[Item 1]
A document data storage unit that stores data of multiple types of documents registered from an external device, and a storage period for each type of document that is predetermined, and stores the storage period from the occurrence of a predetermined event after document registration. Document attribute storage unit to be used, and an instruction acquisition unit that acquires a destruction instruction that specifies a document to be destroyed and a start date of the retention period of the document, which is an instruction sent from an external device triggered by the occurrence of a predetermined event. And, the data destruction process of the document to be destroyed specified by the destruction instruction is executed after the retention period according to the type of the document to be destroyed stored in the document attribute storage unit has elapsed from the start date specified by the destruction instruction. A document management device including a document destruction unit.
[Item 2]
The document data storage unit stores the document type ID indicating the type of the document in association with the data of one or more documents belonging to the type, and the discard instruction specifies the document type ID instead of the document to be discarded. The document discarding unit performs the data discarding process of one or more documents associated with the document type ID specified by the discarding instruction according to the document type ID from the start date specified by the discarding instruction. It may be executed all at once after the retention period has elapsed.
[Item 3]
A document management system including a device for a document storage obligor and a document management device. The document management device is a document data storage unit that stores data of a plurality of types of documents registered from the device of the storage obligor, and a retention period for each type of document predetermined by the storage obligor, and is a document registration. A document attribute storage unit that stores the storage period from the occurrence of a predetermined event later, and a destruction instruction sent from the device of the storage obligor when the predetermined event occurs, and the document to be destroyed and the storage of the document. The instruction acquisition unit that acquires the destruction instruction that specifies the start date of the period and the data destruction process of the document to be destroyed specified by the destruction instruction are stored in the document attribute storage unit from the start date specified by the destruction instruction. Includes a document discard section that is executed after the retention period has elapsed according to the type of document to be discarded. The storage obligor's device has a detection unit that detects that a predetermined business event that should destroy the document registered in the document management device has occurred in the storage obligor's core business system, and a detection unit that generates a predetermined business event. Includes a transmitter that sends a discard instruction to the document management device that designates the registered document as the document to be discarded when is detected.
[Item 4]
A document management method executed by a computer, which is a predetermined retention period for each type of document, and a step of storing the retention period from the occurrence of a predetermined event after document registration in the storage unit and from an external device. A step of storing the data of a plurality of types of registered documents in the storage unit, and a destruction instruction sent from an external device triggered by the occurrence of a predetermined event, the document to be destroyed and the starting date of the retention period of the document. After the step of acquiring the discard instruction to specify and the data discard process of the document to be discarded specified by the discard instruction has elapsed from the start date specified by the discard instruction to the retention period according to the type of the document to be discarded. A document management method that includes steps to perform.

10 Document management system, 12 Document management device, 14 Corporate terminal, 16 Scanner, 76 Form master storage unit, 78 Form data storage unit, 90 Form storage unit, 92 Form attribute update unit, 94 Discard instruction acquisition unit, 96 Destruction execution unit ..

Claims (4)

A document data storage unit that stores data of multiple types of documents registered from an external device,
A document attribute storage unit that stores a predetermined storage period for each type of document,
An instruction acquisition unit that acquires a destruction instruction that specifies a document to be destroyed, which is a destruction instruction sent from an external device.
When a discard instruction for designating a certain document stored in the document data storage unit is obtained, the type of the certain document stored in the document attribute storage unit is determined from the registration date of the certain document. A document discarding unit that executes data discarding processing for a certain document after the retention period has elapsed.
Document management device. When the attribute related to the destruction of a certain document stored in the document data storage unit is the first value, the document destruction unit may not acquire the destruction instruction for designating the certain document. After the retention period corresponding to the type of the certain document has elapsed from the registration date of the certain document, the data destruction process of the certain document is executed.
When the attribute related to the destruction of a certain document stored in the document data storage unit is the second value, the document destruction unit is conditioned on the acquisition of the destruction instruction instructing the deletion of the document. As a result, the data destruction process of the certain document is executed after the retention period corresponding to the type of the certain document has elapsed from the registration date of the certain document.
The document management device according to claim 1. The document data stored in the document data storage unit includes an image of the document and attribute information related to the document.
In the data destruction process of the document to be destroyed, the document destruction unit deletes the image of the document to be destroyed, while leaving the attribute information related to the document to be destroyed without deleting it.
The document management device according to claim 1 or 2. A document management method performed by a computer
A step to store a predetermined storage period for each type of document in the storage unit, and
A step to store the data of multiple types of documents registered from an external device in the storage unit,
A step of acquiring a discard instruction that specifies a document to be discarded, which is a discard instruction sent from an external device,
When a discard instruction for designating a certain document stored in the storage unit is obtained, a storage period corresponding to the type of the certain document stored in the storage unit elapses from the registration date of the certain document. After that, the step of executing the data destruction process of the certain document and
Document management method that includes.

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