JP2006031464A - Document management method and apparatus - Google Patents

Abstract

An object of the present invention is to perform multi-stage document movement between a plurality of folder structures, realize appropriate document destruction, and realize efficient document management.
At a predetermined timing, a document stored in a second folder structure is moved to a third folder structure (S1302), and a document stored in the first folder structure for registering a new document is transferred to the second folder structure. Move to the folder structure (S1303). At this time, the document satisfying the first discard condition among the documents to be moved from the first folder to the second folder is discarded, and the second discard condition among the documents to be moved from the second folder to the third folder. Documents that satisfy are discarded. Here, the first discard condition and the second discard condition for determining whether to discard the document can be individually set.
[Selection] FIG.

Description

  The present invention relates to an electronic document data management method and apparatus.

  In offices of corporations and public offices, networking and digitization of office environments are progressing, and various documents are stored as electronic documents using software such as word processor software, spreadsheet software, and presentation software. ing.

  However, in companies and public offices, for example, electronic documents are printed and used as paper documents on computer displays because they are difficult to read. Many paper documents still exist. . Management for sharing, storing, and discarding paper documents has been performed for some time, and as a paper document management method, for example, a filing system as shown in Non-Patent Document 1 is widely used. In such a filing system, a series of document flows from when a document is generated until it is discarded through short-term storage and long-term storage becomes important. Hereinafter, a conventional filing system for paper documents will be described based on Non-Patent Document 1.

  A more specific example is shown in FIG. Reference numeral 101 denotes a newly created document (document generation). The document 101 is, for example, a handwritten document described on a medium such as paper, a medium such as paper on which an electronic document created by software such as a word processor is printed, or electronic data of an electronic document is CD- It may be a medium recorded on a recording medium such as a ROM. As indicated by arrow 105, the new document 101 is stored in the cabinet 102. At this time, since the document 101 that has not passed much time since printing is considered to be frequently used, the cabinet 102 also stores it in the upper stage (102A) that can be easily taken out. Note that when the document 101 is moved to the cabinet 102 as indicated by an arrow 105, unnecessary documents are discarded (arrow 109).

  Furthermore, since the frequency of use of the document is reduced after a certain period of time, it may be difficult to use the document, so that it is moved to an inconvenient location in the same cabinet. For example, in FIG. 1, a document in the upper stage 102A that is easy to use in the cabinet 102 is moved to the lower stage 102B (arrow 106). This is called “transfer” and is used for short-term storage of documents. Here, at the time of “transfer”, the unnecessary document is further discarded (arrow 110) as in the case of the arrow 109 described above. In addition, here, “fixed period” until “transfer” is performed, for example, in the case of a workplace where regular work is done on a yearly basis, it should be done every year or not set in the year For example, it may be determined according to the situation of the workplace or the type of business, for example, at the end of a project, or at the time of an employee change.

  The reason for “transfer” is that it is assumed that when creating a new document, the document for the current year is created with reference to the document for the previous year. In order to store it in a state where it can be easily removed, it is moved to the lower cabinet stage 102B. An example of such a document is a budget application. For example, when creating a budget application form, it is often done to describe the current year with reference to the format of the previous year and the reason for the application.

  Now, after a certain period of time elapses after the document is “transferred”, the use frequency of the document further decreases. Therefore, the paper document stored in the lower cabinet 102B is stored in the document storage box, and the cabinet 102 The document is moved from the archive 103 to the library 103. In FIG. 1, the document is moved from the lower stage 102B of the cabinet to the library 103 (arrow 107). Such movement of the document is referred to as “replacement”, and the document is stored in the archive 103 for a long time. At the time of this “replacement”, unnecessary documents are discarded (arrow 111), similarly to 109 and 110 described above. As for the “replacement” time, there are a method to be performed at any time and a method to be performed periodically as in the case of the “replacement”, and it may be determined according to the situation of the workplace or business type.

  In Fig. 1, the retention period is not specified for the document for which "Replacement" has been implemented. For official documents, etc., whose retention period has been determined, prepare a document storage box for each year at the time of "Replacement". It may be saved. For example, in the archive 103, the document storage box 104A is stored for 3 years and the document storage box 104B is stored for 5 years. When the expiration date comes, the document storage box is discarded (or the storage expiration date is reviewed). .

  The contents described above are a part of the mechanism of the filing system that is performed on paper documents (and electronic document recording media such as flexible disks and CDs). Conventionally, such a method is performed on a paper document. In Japanese Patent Laid-Open No. 2004-260688, for the filing of such a paper document, the storage location of each paper document and the management of the destruction period are managed by a computer using a database. It provides a centralized management method.

  On the other hand, as described above, companies and public offices use software such as word processors for creating documents, and electronic documents are occupying most of documents used in offices. As for paper documents, personal scanners have become widespread in recent years, and copiers, printers, and the like have been equipped with scanner functions. Paper documents can be easily converted into electronic images even in offices. It can be converted into data and handled as an electronic document.

  Under such circumstances, companies and public offices are introducing a document management system to promote the reuse of electronic documents. In the document management system, various electronic documents are stored in a database and are shared by a plurality of users. The document management system holds data representing the entity of the electronic document and also holds various document information associated with the electronic document. Also, registration, deletion, and update processing of electronic documents can be performed in the document management system.

For example, Patent Document 2 describes a document management apparatus that deletes or moves a document to another storage device when a period of no access is equal to or longer than a predetermined allowable period. Japanese Patent Application Laid-Open No. 2004-228688 describes deleting a document with a low access frequency among documents that have reached the storage deadline and leaving a document with a high access frequency. Further, Patent Document 4 describes that a document discard determination is made based on an access situation.
"Revised Filing Designer -Total Filing System to Learn from the Basics" (Author, Japan Management Association) JP 2002-169709 A JP 05-035562 A JP 2002-251304 A Japanese Unexamined Patent Publication No. 06-052283

  However, in the document management system, document management is performed using “transfer” and “replacement”, which are the filing methods used in paper documents when the use of electronic documents is shifted from the conventional use of paper documents. Even if the user wants to perform (filing), there is no document management system having such a function for electronic documents.

  In particular, when performing “transfer” and “replacement”, as in the case of paper document management, unnecessary electronic documents can be discarded to effectively use the capacity of the storage device and improve searchability. There is a need to. However, since “transfer” and “replacement” are performed every certain long period of time, a large amount of electronic documents are moved, and it is impossible to find an electronic document to be discarded from the large amount of electronic documents. It is very difficult.

  Further, Patent Documents 2 to 4 disclose a configuration for automatically discarding document data, but only determine whether to discard document data based on comparison with a storage period or simple access frequency. Therefore, it is not adapted to flexible document discard according to user's request and multi-stage document discard management.

The present invention has been made in view of the above problems, and an object of the present invention is to make it possible to set an appropriate discard condition and to realize an appropriate document discard.
It is another object of the present invention to perform multi-stage document movement between a plurality of folder structures, realize appropriate document destruction, and realize efficient document management.

In order to achieve the above object, a document management apparatus according to an aspect of the present invention has the following arrangement. That is,
First moving means for moving a document stored in a first folder structure for registering a new document to a second folder structure at a predetermined timing;
Second moving means for moving a document stored in the second folder structure to a third folder structure prior to movement by the first moving means at the predetermined timing;
Setting means capable of individually setting a first discard condition and a second discard condition for determining whether or not to discard a document;
A document that satisfies the first discard condition among documents to be moved by the first moving unit, and a discard unit that discards a document that satisfies the second discard condition among documents to be moved by the second moving unit; Is provided.

A document management apparatus according to another aspect of the present invention for achieving the above object has the following configuration. That is,
A document management apparatus for managing a plurality of documents stored in a predetermined folder structure,
Holding means for holding the number of accesses to each of the plurality of documents for each access type;
Setting means for setting a discard condition related to the number of accesses for each access type;
An extraction unit that extracts a document to be discarded from the plurality of documents based on the number of accesses for each access type held in the holding unit and the discard condition set by the setting unit.

According to the present invention, multi-stage document movement between a plurality of folder structures and appropriate document destruction associated therewith are realized, and efficient document management can be realized.
Further, according to the present invention, the discarding condition can be set flexibly and appropriately, and appropriate document discarding can be realized.

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

<First Embodiment>
FIG. 2 is a diagram showing the configuration of the document management system according to the first embodiment. The document management server 201 records a document data storage location, actual document data storage location, creation date, update date, document attribute such as owner, user operation and access in the document management system. Are stored in the database 202. The document volume server 203 stores the actual data of the electronic document in the database 204. In storing document data, for example, compression processing may be performed to store the document data more efficiently. Note that the document management server 201 (and 202) and the document volume server 203 (and 204) may be incorporated in the same server (device). The client PCs 205 and 206 are connected to the document management server 201 and the document volume server 203 via the network 207. The client PCs 205 and 206 store document data in the servers 201 and 203 and obtain document data from the servers 201 and 203 through document management client software (not shown).

  As an example, a case where document data is registered from the client PC 205 to the document management system will be described. First, the document management client software is activated on the client PC 205 and connected to the document management server 201. When a desired folder in the document management system is designated and the document management client software is instructed to register document data, the document management server 201 has the right to access the designated folder and the capacity for storing the document. It is determined whether or not registration of the document can be permitted. If it is determined that registration is possible, attribute information such as the creation date, update date, owner, and storage deadline of the document is stored in the database 202 in the document management server 201, and the actual data of the document is stored in the document volume server. The data is stored in the database 204 in 203. At this time, the storage location of the actual document data in the document volume server 203 is notified to the document management server 201, and this information is also stored in the document database 202. Further, a record that the document is registered is also stored in the document database 202 as a log.

  Although not shown here, there may be a mechanism for extracting text from the document at the time of registration for full-text search, or generating a thumbnail for displaying a reduced image of the document at the time of registration. Needless to say. In this embodiment, each function of the client, the document management server, and the document volume server is configured by separate devices. However, any two of these functions may be configured by a single device. All of these three functions may be configured by a single device.

  FIG. 3 is a diagram showing an example of a display screen of the document data management structure presented by the document management client software according to the present embodiment. In the document management system according to the present embodiment, it is assumed that the document management system has one or more cabinets, one or more folders in each cabinet, and one or more documents in each folder. . Moreover, the folder may have a folder inside.

  An area 411 provides a view for performing access in a tree structure based on the document management system described above. Reference numerals 412 to 414 denote cabinets that further include folders. For example, 414 indicates a state in which the cabinet is closed, and 412 and 413 indicate a state in which the cabinet is open. When closed, “+” is displayed next to the cabinet, and when opened, “−” is displayed next to the cabinet. This mechanism is the same for folders. The open cabinet displays the internal folder structure and is displayed as 401 or 402. In the area 416, when a cabinet is selected, a list of folders immediately below the cabinet is displayed. When a folder is selected, documents and folders included in the folder are displayed. For example, when a folder is selected, thumbnails corresponding to the document are displayed as shown in an area 416 in FIG. When the document is a document composed of a plurality of pages, thumbnails may be displayed in units of pages, and thumbnails of other pages may be displayed in response to the user operating an arrow attached to the thumbnail. Is possible. If there are more folders in the folder, “+” is displayed next to the folder. The folder may be displayed in the form of an icon, or although not shown, it may be displayed in a list together with information attached to the document such as the document name, size, number of pages, and update date. Moreover, the composite may be sufficient.

  In this embodiment, 401 is a cabinet for managing documents of the current year, and 402 is a cabinet for managing documents of the previous year. Reference numeral 403 denotes a cabinet for storing documents for long-term storage. The folder structure of the current year cabinet 401 has a different structure for each business. In the present embodiment, as an example, a folder structure based on classification according to business content (document content), such as 501 in FIG.

  In FIG. 4, reference numeral 501 denotes the cabinet structure of the current year, and the cabinet has four folders: “business trip application”, “regular fee application”, “purchase request”, and “vacation application”. Reference numeral 502 denotes a cabinet for the previous year, but if it is a routine business, the business content will not normally change, so the folder configuration is the same as that of the current year cabinet configuration 501. Reference numeral 503 denotes a long-term storage cabinet, which is a cabinet for storing documents whose usage frequency has decreased for a certain period. Here, for example, there is a document that should be kept only for the year and month determined by the administrative organization.

  In addition, the previous year cabinet 402 has the same folder structure as that of the current year cabinet 401 including subfolders in this embodiment because it is easier for the user to use the same folder structure every year if it is a routine work. 502).

  In the present embodiment, the long-term storage cabinet 403 is divided into folders for each storage term. That is, it has a folder structure based on the classification based on the storage period. For example, the folder structure has folders 5031 to 5036 as shown in 503. Here, document data with a storage period of 3 years is stored in the folder 5031, and document data with a storage period of 5 years is stored in the folder 5032. Similarly, document data with a storage period of 7 years and folder 5034 with a storage period of 10 years is stored in the folder 5033. The folder 5035 is a folder for document data with a storage period other than the above, and the folder 5036 is a folder for document data with no storage period set. In the present embodiment, the long-term storage cabinet manages a folder for each retention period. For example, if a document is determined to be stored for 5 years even if the year in which the transfer was performed is different, Moved to the same “Save for 5 years” folder.

  In this specification, movement of document data between cabinets having the same folder structure (in this example, movement of document data from the current year cabinet 401 to the previous year cabinet 402) is referred to as “transfer”, and different folders. The movement of document data between cabinets having a structure (in this example, movement of document data from the previous year cabinet 402 to the long-term storage cabinet 403) is referred to as “replacement”.

  Further, the document management structure in FIG. 3 is an example. For example, “transfer” may be executed not only in “current year” and “previous year” but also in a plurality of years. In addition, long-term storage cabinets are not divided into folders for each storage period (for example, as described above, “3 years storage”, “5 years storage”... They may be grouped into a simple folder, or the folders are sorted according to the actual retention period (for example, “Retention period 2004”, “Retention period 2005”, etc.). May be performed. Moreover, you may classify | categorize for every year in which replacement was implemented. Although “current year”, “previous year”, and “long-term storage” are managed by the cabinet, management may be performed by a folder in the same cabinet.

  The “replacement” will be described with reference to FIGS. Documents in the previous year cabinet 402 are automatically moved to the long-term storage cabinet 403 according to the storage period at a predetermined time such as the turn of the year. This will be described more specifically with reference to FIG. If the document data in the folder 701 existing in the previous year's cabinet has a storage period of 5 years, the replacement process automatically moves the document data in the folder 701 to the folder 703 representing the 5-year storage period of the long-term storage cabinet. Is done. Further, if the storage period is not set for the leave application folder 702 and the documents in the folder existing in the previous year cabinet, the replacement process causes the document to be stored in the storage period setting folder 704 of the long-term storage cabinet. Moved automatically. The storage time limit may be assigned to each folder or may be assigned to each document. In this embodiment, a document is stored in a hierarchical folder, and when different storage deadlines are set for each hierarchical folder, The expiration date set in the folder with the deepest hierarchy is made valid. Further, when the storage deadline is set for both the folder and the document, the document setting is validated. Moreover, it is good also as a mechanism in which an administrator decides a rule about which storage term is given priority.

  For example, when performing the “replacement” process, if the storage period of the document is set to “3 years” and the storage period of “5 years” is set to the folder to which the document belongs, the document is stored for 3 years. To the folder (folder 5031).

  The “transfer” will be described with reference to FIG. The document in the current year cabinet 401 is moved to the corresponding folder position in the previous year cabinet 402 at a predetermined time such as the turn of the year. More specifically, referring to FIG. 7, the document 801 in the current year cabinet folder 802 is moved to the previous year cabinet by transfer. It is assumed that the above-described “replacement” process is executed before this “replacement” process is executed. At this time, the document 801 is moved to the corresponding folder A803 (having the same name) in the previous year cabinet. Similarly, when a subfolder is included, it is moved. For example, the document 809 in the subfolder B′811 of the folder B810 of the current year cabinet is moved to the subfolder B′813 of the corresponding folder B812 of the previous year cabinet. Since the subfolder corresponding to the subfolder C′806 of the folder C805 does not exist in the previous year cabinet, the document 804 in the subfolder C′806 cannot be moved. In this case, the subfolder C ′ 808 is automatically generated in the folder 807 at the time of transfer, and moved. Instead of automatically creating a folder, a folder may be created after the user confirms it, or items that have no destination may be collectively moved to a specific folder or cabinet.

  FIG. 5 is a block diagram showing the configuration of the document management system according to this embodiment. The document management system includes a client and a server. The client side includes 601 to 604, 606, and 607, and 603 and 604 may be a scanner or a printer connected to the client or a network. On the other hand, the server side includes 605, 608 to 614. When the server side divides the configuration into a document management server and a document volume server as shown in FIG. 2, the document volume server takes part of the configuration of the actual document data 609 and the document access unit 605, and the document management server Will be responsible for other configurations. When an operation command is given to the document management system from a user input device 601 such as a keyboard or a mouse, the command is accepted by the user instruction unit 602. The user instruction unit 602 analyzes the operation command and passes the command to the document access unit 605 if the operation command relates to document access such as document registration or document reading. Further, if the operation command relates to the condition setting for transfer or replacement, the user instruction unit 602 passes the operation command to the condition setting unit 610.

  When registering a document in the document management system, the document access unit 605 activates the document registration unit 606 according to an instruction from the user instruction unit 602. The activated document registration unit 606 waits for document input. When a document is input to the document registration unit 606 from an input device 603 such as an operating system file system or a scanner, the document registration unit 606 notifies the document access unit 605 that the document has been input and sends the document data to the document registration unit 606. hand over. Upon receiving this notification, the document access unit 605 registers the document management information in the document management information database 608 and registers the actual document data in the actual document database 609. Similarly, when changing the document management information of a registered document, the document access unit 605 accesses the document management information database 608 to update the database. Here, the document management information is the above-described attribute information such as setting of a document storage deadline.

  When document data is output from the document management system, the document access unit 605 retrieves actual document data from the actual document database 609 according to an instruction from the user instruction unit 602 and outputs the actual document data to the document output processing unit 607 together with the document. Give instructions. The document output processing unit 607 selects a device corresponding to the output processing, passes the document data to the output unit 604, and performs output. Note that output from the document management system means output from the document management system, such as displaying, exporting, printing, and attaching to an e-mail. Therefore, the output unit 604 includes not only an output device but also software for outputting such as e-mail software.

  All operations instructed and performed by the document access unit 605 are notified to the access log management unit 611, and the access log management unit records the access log in the database 202. It should be noted that the access log to be recorded may be selected not only by all processes and operations but only by the administrator of the document management system as needed.

  The transfer and replacement of document data is performed for a certain period, for example, immediately before the beginning of the fiscal year. In order to realize this control, a timer control unit 614 is provided, and instructs the transfer / replacement processing unit 613 to execute processing when the transfer / replacement execution date / time comes. The transfer / replacement processing unit 613 performs not only the transfer and replacement, but also the entire process of transfer and replacement, such as discarding unnecessary documents at the time of transfer and replacement. It also holds rules for transfer and replacement. That is, the transfer and replacement conditions set by the condition setting unit 610 are transmitted to and held by the transfer / replacement processing unit 613. Similarly, the transfer / replacement execution schedule is also set by the condition setting unit 610, transmitted to the transfer / replacement processing unit 613, and transmitted to the timer control unit 614.

  When the timer control unit 614 gives an instruction to execute processing, the transfer / replacement processing unit 613 controls the document access unit 605 to execute document transfer or replacement processing. At this time, the transfer / replacement processing unit 613 executes the access log analysis unit 612 based on the set condition. The access log analysis unit 612 analyzes the access log recorded in the access log database by the access log management unit 611, and notifies the result to the transfer / replacement processing unit 613 based on the above conditions. If there is unnecessary document data, the transfer / replacement processing unit 613 issues a deletion request to the document access unit 605. In addition to notifying the document access unit 605 automatically, the user may be requested to make a determination. In this case, the user instruction unit 602 determines input from the user input device 601 and performs processing. I do. After the transfer / replacement process is completed, the transfer / replacement processing unit 613 performs the access log analysis unit 612 to the access log management unit 611 in preparation for the next year or next transfer / replacement. Delete the access log for the target period. However, when this deletion is not executed, the access log analysis unit 612 determines whether the period is a corresponding period from the date recorded in the access log.

  In the present embodiment, the document access unit 605 records the following information in the access log management unit 612 as an access log. What is recorded in the access log management unit 611 includes access counts for each access type, such as “view count”, “edit count”, “print count”, “export count”, and “mail attachment count”. Export refers to taking out a document outside the document management system (for example, a file system managed by the OS). The access log management unit 611 manages the reference count in a table format as shown in FIG. In FIG. 8, a document ID is a number for uniquely managing a document in the document management system. Reference numeral 901 denotes a document ID “0010308”. The number of browsing for this document is 10, the number of editing is 5, the number of times of printing is 2, the number of times of exporting is 4, and the number of mail attachments is 0. In this way, access records are kept for all documents. The information recorded in the access log management unit 611 may record other information such as which user has accessed, in addition to the number of accesses described above.

  In the present embodiment, for the purpose of explanation, “view count”, “edit count”, “print count”, “export count”, and “mail attachment count” are listed. The “number of exports” may be classified according to the method of export from the document management system. For example, it is divided into a case of outputting in the original format as it is in the volume server 203 and a case of converting from an application format to a general format (for example, converting to an image or converting to PDF of Adobe). A log may be recorded and each may be an item for the discard condition. Here, the conversion from the application format to the general file format is performed by, for example, conversion using a printer driver which is a known technique.

  The access log analysis unit 612 calculates the usage based on these access logs. The usage rate indicates how much the document is used relatively, and is obtained by, for example, the following calculation method. The number of accesses recorded for each item is obtained as a ratio to the total number of accesses of the item in the cabinet. For example, assuming that the number of browsing (total number of accesses related to browsing) is 10,000 in the entire cabinet, and the number of browsing is 10 in 901 of FIG. Similarly, if the number of edits is 500 for the entire cabinet, it is 5/500. Hereinafter, this utilization is called cabinet utilization.

  Also, the usage in the folder where the document exists is calculated. As with the cabinet, the access count recorded for each item is obtained as a ratio to the total access count of the item for the document included in the folder. For example, as shown in FIG. 9, there are three documents in a folder A, which are abc, def, and ghi, respectively. The number of browsing of each document is 40 times for abc, 30 times for def, and 10 times for ghi. The usage rate of abc is 40/80 because the total number of browsing times of this folder is 40 + 30 + 10 = 80 times. Hereinafter, this usage is referred to as folder usage.

  The administrator of the document management system predetermines threshold values for cabinet usage or folder usage for each of “view count”, “edit count”, “print count”, “export count”, and “mail attachment count”. be able to. The document management system automatically discards a document having a cabinet usage or a folder usage less than a set threshold at the time of replacement or replacement. For example, if the cabinet threshold value is set to 1/1000 for the number of browsing times, documents below the threshold value are discarded at the time of transfer or replacement. Items for which a threshold is not set are not used as automatic discarding determination conditions. Further, the cabinet usage and the folder usage may be used together. For example, if the cabinet threshold value is set to 1/1000 and the folder threshold value is set to 1/50 for the number of browsing times, a document whose threshold value is less than the set threshold value is automatically discarded. Of course, it is also possible to set to discard when both the cabinet usage and the folder usage are below the threshold values set for each.

  Furthermore, the number of times may be given as a threshold instead of the cabinet usage or folder usage. For example, if the number of times of browsing is “one or less times”, there is no number of times of browsing or one document is transferred and discarded at the time of replacement.

  Further, with regard to cabinet usage, folder usage, and number of times, a discard condition can be specified by a combination of the items “view count”, “edit count”, “print count”, “export count”, and “mail attachment count”. For example, a threshold is given by the cabinet usage and number of times for “view count”, a threshold is given by the folder usage for “number of edits” and “number of email attachments”, and documents that fall below all of these threshold values are discarded. To. In addition, a threshold is given for the “viewing count” by the cabinet usage and the number of times, and for the “edit count” and “email attachment count”, a threshold is given by the folder usage, and a document that does not reach any of these thresholds is discarded. You may do it. In other words, the administrator of the document management system can freely set how to combine these conditions.

  FIG. 10 is a diagram showing an example of a user interface for setting a document discarding condition in the document management system of this embodiment. This user interface is displayed after authentication using a user ID and password registered as a system administrator. In the example of the interface in FIG. 10, there are two setting items, a setting related to usage (1101) and a setting related to the number of times (1102). In addition, it is possible to set whether to set both of these two settings (“and”) or to set only one of them (“or”) (combination logic condition 1103).

  A check box 1104 is a check box that determines whether to use the cabinet usage. When this is enabled, the cabinet usage is used in the document discarding determination. In item 1105, an item for setting a threshold value for the cabinet usage is selected. In the present embodiment, as described above, there are “view count”, “edit count”, “print count”, “export count”, and “mail attachment count”, and a desired item can be selected. A value serving as a threshold value is input in a box 1106.

  A check box 1107 is a check box for designating whether or not to use the folder usage together. When this is enabled, the folder usage is used together with the cabinet usage to determine whether to discard the document. Since the folder usage varies greatly depending on the folder, in this embodiment, the folder usage is always used together with the cabinet usage. For example, in a folder in which only documents with few accesses exist, even if the number of accesses is small, the folder usage is high. For this reason, the check box 1107 cannot be enabled unless the check box 1104 is enabled (unless the cabinet utilization is used). As for the folder usage, as with the cabinet usage, an item for which a threshold is to be set is selected in the item 1108, and a threshold for the folder usage is input in a box 1109.

  On the other hand, by enabling the check box 1110, the number of times condition can be set as the document discarding condition. An item for which a threshold value is to be set is set in an item 1111, and the number of times that the threshold value is set is input in a box 1112. The combinational logic condition 1103 can be set only when both the check box 1104 and the check box 1110 are valid. In FIG. 10, only one condition is set, but a plurality of conditions can be set. In this embodiment, when a plurality of conditions are set, a document satisfying any one of the conditions is transferred and discarded at the time of replacement. In FIG. 10, only one condition setting can be input for each of the cabinet usage, the folder usage, and the number of times, but two or more of each may be set. For example, two items of “viewing count” and “printing count” may be set simultaneously for the cabinet usage. In this case, it is assumed that a threshold value can be individually set for each item.

  A specific setting example using the user interface shown in FIG. 10 will be described with reference to FIG. In the condition setting example of FIG. 11, the cabinet usage for “edit count” is 1/10000 = 0.0001 or less, the folder usage for “export count” is 1/100 = 0.01 or less, and the number of prints is 0 or less. A document (that is, a document that has never been printed) is to be discarded.

  The document management systems described in Patent Documents 2 to 4 described above include document destruction conditions in consideration of access types for document destruction processing in multi-stage document movement and document destruction judgment as in this embodiment. There is no mechanism to set the.

  Next, automatic discarding of documents at the time of transfer and replacement will be described using the flowcharts of FIGS.

  FIG. 12 is a flowchart serving as a base when transferring and replacing. This process is executed when the transfer / replacement processing unit 613 receives an activation instruction from the timer control unit 614. First, in step S1301, access to the database by the client is prohibited. In other words, it is possible to prevent other users from accessing the database during the transfer or replacement process to change the usage during the process or to prevent the transfer process from being performed due to editing or the like. Access to other document management software users. Next, a replacement process is performed in step S1302, and a transfer process is performed in step S1303. The reason why the replacement process is performed first is that the previous year cabinet, which is the destination of the transfer, needs to be processed (empty) first. Hereinafter, the replacement process of step S1302 will be described later with reference to the flowchart of FIG. 13 and the transfer process of step S1303 will be described later with reference to the flowchart of FIG. When the replacement process and the transfer process in steps S1302 and S1303 are finished, in step S1304, the prohibition of database access performed in step S1301 is canceled, and the transfer and replacement process is ended.

  FIG. 13 is a flowchart for explaining the replacement process. Steps S1401 to S1406 are loop processing, which is a loop for all documents in the previous year's cabinet. In step S1401, one document is selected from the previous year cabinet. In step S1402, a discard condition determination process is called to determine whether or not to discard the selected document. This discard condition determination process will be described later with reference to the flowcharts of FIGS.

  If the document is determined to be discarded (document to be discarded), the process advances from step S1403 to step S1405 to discard the document. On the other hand, if it is not a document to be discarded, the process proceeds from step S1403 to step S1404, and the document is moved to the long-term storage cabinet. In this embodiment, a discard target flag is provided in the document information in the document management database, and when the discard target flag is set, the document is handled as a discard target document. The initial state of the discard target flag is off (the document is not a discard target document in the initial state), and if the document is to be discarded in the discard condition determination process in step S1402, the discard target flag is turned on. In step S1403, the discard target flag is checked to determine whether the document is a discard target document.

  In step S1406, it is determined whether or not the above processing has been completed for all documents in the previous year's cabinet, and if there is an unprocessed document, the processing returns to step S1401. When the above processing is completed for all documents in the previous year cabinet, the process advances to step S1407 to delete all documents and folders existing in the previous year cabinet. This is performed in order to move the document from the cabinet of the current year in the transfer process in the present embodiment. When the deletion is finished, the replacement process is finished.

  FIG. 14 is a flowchart for explaining the transfer process. Steps S1511 to S1511 are a loop for the current year cabinet or all folders in the designated folder. Here, the description “designated folder” is written in order to recursively trace the folder of the cabinet of the current year, as will be described later.

  In step S1501, the current year cabinet or one folder in the designated folder is selected. If no folder is included, nothing is selected here. In step S1502, for the folder selected in step S1501, a folder with the same name and the same setting is created at the same position with respect to the previous year cabinet. If no folder is selected in step S1502, this process is not performed.

  Steps S1503 to S1510 are processing for the document or folder in the folder selected in step S1501. In step S1503, one document or folder included in the folder selected in step S1501 is selected. If neither the document nor the folder is included in the folder selected in step S1501, nothing is selected. In step S1504, it is determined whether the item selected in step S1503 is a file or a folder. If nothing is selected in step S1503, the process proceeds to step S1510. Since there are no documents or folders in the folder, the loop is terminated and the process proceeds to step S1511.

  On the other hand, if it is determined as a folder in step S1504, the process proceeds to step S1505, and this transfer process is recursively called. At this time, recursive processing is performed using the folder selected in step S1503 as a base point.

  If it is determined in step S1504 that the type is a document, the process advances to step S1506. In step S1506, a discard condition determination process is called. The discard condition determination process will be described later with reference to the flowcharts of FIGS. A discard target flag is set by the discard condition determination process. In step S1507, the discard target flag is checked to determine whether the document is a discard target document. If it is not a document to be discarded, the process proceeds to step S1508, the document selected in step S1503 is moved to the long-term storage cabinet, and the process proceeds to step S1510. If it is determined in step S1507 that the document is to be discarded, the process proceeds to step S1509, the document selected in step S1503 is discarded, and the process proceeds to step S1512.

  In step S1510, it is determined whether all documents and folders in the folder selected in step S1501 have been processed. If the determination result is YES, the process proceeds to step S1511, and if there is an unprocessed document or folder, the process returns to step S1503. In step S1511, if the above process has been completed for the current year cabinet or all folders in the designated folder, this transfer process is terminated, and if an unprocessed folder exists, the process proceeds to step S1501. return.

  In the flowchart of this embodiment, the folder structure of the previous year cabinet is emptied in advance (step S1407), and the folder is created again at the time of transfer (step S1502). However, as shown in FIG. Thus, instead of moving after deleting the folder structure, the movement may be performed on the existing folder structure. At this time, for a document in a folder that exists only in the current year's cabinet and does not exist in the previous year's cabinet, (1) the same folder may be newly created, and the document may be moved there (2) The document may be moved to a specific folder as a document for which the destination is not found, or (3) a display for asking the user about the destination folder for the document may be performed.

  Next, the discard condition determination process in step S1402 in FIG. 13 and step S1506 in FIG. 14 will be described.

  FIG. 15 is a flowchart for explaining the discard condition determination process. Steps S1601 to S1604 are loops for individual conditions of a plurality of set discard conditions. In step S1601, the set discard condition is selected, and in step S1602, a discard target determination process related to the discard condition is performed. The discard target determination process will be described later with reference to the flowchart of FIG. In step S1603, it is determined whether the discard target flag of the document is set as a result of the discard target determination process in step S1602. If the discard target flag is set, this document is determined to be discarded at that time. Therefore, the present process is terminated without determining other discard conditions. If the discard target flag is not set, the process proceeds to step S1604. If there is an unprocessed discard condition, the process returns to step S1601. When the confirmation has been completed for all the discard conditions, this processing is terminated as it is. Therefore, the discard target flag of the document is not set, and the document is not a discard target document.

  In this embodiment, when a plurality of discard conditions are set, it is an example of a discard target when any one of the discard conditions is matched. It can also be configured to. Alternatively, a logical operation can be defined between the discard conditions. In this case, the flowchart of FIG. 15 may be modified according to the logical operation, and such a modification will be apparent to those skilled in the art. In addition, when multiple conditions can be set, inconsistencies between conditions such as certain conditions including other conditions may be set, so inform the condition setter of inconsistencies between these conditions. Such a mechanism may be provided.

  FIG. 16 is a flowchart for determining whether or not a document is to be discarded according to the discard condition. In step S1701, it is determined whether “cabinet utilization” is set as the discarding condition. The process shown in FIG. 16 is adapted to the discard condition set by using the user interface shown in FIGS. When the discard condition is set in another manner, the processing in FIG. 16 is appropriately modified.

  First, in step S1701, it is determined whether or not “cabinet utilization” is set. If “cabinet usage” is not set, the process advances to step S1702 to determine whether “number of times” is set. If the “number of times” is not set, no discard condition is set, and the process is terminated. If the “number of times” condition is set, the process advances to step S 1712 to check for a match with the discard condition based on the “number of times”.

  If “cabinet usage” is set in step S1701, the process advances to step S1703. In step S1703, the access log analysis unit 612 determines the cabinet usage of the designated item among the “view count”, “edit count”, “print count”, “export count”, and “email attachment count” of the document. get. In step S1704, it is determined whether the cabinet usage acquired in step S1703 is equal to or less than a preset cabinet usage threshold. If the cabinet usage is not less than or equal to the threshold value, the process advances to step S1705 to determine whether or not the “number of times” condition is set. If the “number of times” condition is not set, it is determined that the discard condition is not satisfied, and this process is terminated. If the “number of times” condition is set in step S1705, the process proceeds to step S1706. In step S1706, it is determined whether the discard conditions of “cabinet usage” and “number of times” are combined by “and”. That is, it is determined whether it is necessary to satisfy both the “cabinet usage” and the “number of times”. If Yes, it is determined that the document is not a document to be discarded because one of the conditions (the discarding condition regarding the cabinet usage) is not satisfied even though both conditions must be satisfied. Then, this process ends. In the case of No in step S1706, that is, in the case of being combined by “or”, there is a possibility that the discard condition by the other “number of times” may be matched, so the process proceeds to step S1712.

  On the other hand, if it is determined in step S1704 that the utilization acquired in step S1703 is equal to or less than the specified cabinet utilization threshold, the process advances to step S1707. In step S 1707, it is further determined whether there is a “folder usage” discarding condition as an additional condition. If there is no discard condition for “folder usage”, the process advances to step S1710. If there is a “folder usage” discard condition, the process advances to step S1708. In step S1708, the access log analysis unit 612 uses the folder usage of the designated item among the “view count”, “edit count”, “print count”, “export count”, and “email attachment count” of the document. To get. In step S1709, it is determined whether the folder usage acquired in step S1708 is equal to or less than the specified folder usage threshold. If it is not less than or equal to the threshold value, the process advances to step S1705 to determine whether or not the “times” condition is set. If the “number of times” condition is not set, it is determined that the discard condition is not satisfied, and thus this process is terminated. If it is determined in step S1709 that the folder usage acquired in step S1708 is equal to or less than the specified folder usage threshold, the process advances to step S1710.

  In step S1710, it is determined whether there is a discard condition of “number of times”. If the discard condition of “number of times” is not set, the document is determined as a document to be discarded at this point, and the process advances to step S1714. If a discard condition setting of “number of times” is set in step S1710, the process proceeds to step S1711. In step S1711, it is further determined whether the discard conditions of “cabinet usage” and “number of times” are combined by “and”. That is, it is determined whether it is necessary to satisfy both the “cabinet usage” and the “number of times”. If it is No, either one of the conditions may be satisfied, and since the discarding condition of “cabinet usage” is already satisfied, the document is determined as a document to be discarded, and the process advances to step S1714. In the case of Yes in step S1711, since it is necessary to match the condition of “number of times”, the process proceeds to step S1712.

  In step S 1712, the number of any of the designated “view count”, “edit count”, “print count”, “export count”, and “mail attachment count” of the document is acquired from the access log analysis unit. . In step S1713, it is determined whether the number of times acquired in step S1712 is equal to or less than a specified number of times. If it is not less than or equal to the threshold value, the condition is not satisfied and the document is not a document to be discarded. In step S1713, if the number of times acquired in step S1712 is equal to or less than the specified number of times, the document is a document to be discarded, and the process advances to step S1714. In step S1714, a discard target flag for the document is set and the process is terminated.

  In the flowchart of FIG. 16, only one condition for the cabinet usage, the folder usage, and the number of times is determined, but a plurality of combinations may be logically performed.

  When discarding a document that is determined to be discarded, the document may be immediately deleted from the database or the volume server, or the deleted document is stored in a folder for temporarily storing the document. The entity data may be deleted after a certain period.

  Note that the “discard condition determination process” is called in S1402 in the flowchart related to the replacement process in FIG. 13 and S1508 in the flowchart related to the transfer process in FIG. 14, but different settings are used for the replacement process and the transfer process. A condition may be used to determine whether the document is to be discarded.

  As described above, according to the first embodiment, in a document management system that moves documents in a plurality of stages, document discard conditions for each stage can be set individually, so that appropriate automatic discard of documents can be performed. . Further, since the number of accesses for each access type is used in the determination of document destruction, more flexible and appropriate document destruction can be performed.

Second Embodiment
In the first embodiment, the cabinet usage is used as the discarding condition. However, since the cabinet usage for a single document is generally small, the administrator of the document management system may not easily set the discarding condition. Therefore, in the second embodiment, the document management system administrator is devised to make it easier to set the discard condition.

In the first embodiment, the usage of each item of “view count”, “edit count”, “print count”, “export count”, and “email attachment count” is individually obtained and used. In the second embodiment, the total utilization that summarizes these is also used. The total utilization is, for example,
(Total number of individual items in document) / (Total number of individual items in all documents in the cabinet)
Sought by.

  As a specific example, the total usage calculation method according to the second embodiment will be described with reference to FIG. 8 described in the first embodiment. In the document 901 with the document ID “0010308”, the browsing count is 10 times, the editing count is 5 times, the printing count is 2, the export count is 4 times, and the mail attachment is 0 times. On the other hand, it is assumed that the total number of accesses during the period is 15000 times of browsing, 3500 times of editing, 2000 times of printing, 350 times of printing, 350 times of exporting, and 150 times of mail attachment. In this case, the total number of accesses of the document 901 is 10 + 5 + 2 + 4 + 0 = 21, and the total number of accesses in the cabinet is 15000 + 3500 + 2000 + 350 + 150 = 21000. That is, the total utilization (total cabinet utilization) is 21/21000 = 0.001. It is possible to calculate and use the total usage (total folder usage) for all documents in the folder as well as the cabinet usage.

  Note that a description of the user interface for setting the threshold for the total cabinet usage and the total folder usage is omitted. The description of the discard target determination using the total cabinet usage and the total folder usage is also omitted.

  Further, when calculating the total usage, each item of “view count”, “edit count”, “print count”, “export count”, and “mail attachment count” may be weighted. Such weighting may be performed by the administrator of the document management system. For example, a document used for “attach mail” has been distributed to others and may have a high importance. Therefore, it is possible to increase the importance by giving a high weight to the “number of mail attachments”. Conversely, it is also possible to reduce the importance of an unimportant item. By setting the weight for each item in this way, it is possible to execute automatic destruction according to the request of the administrator of the document management system. For example, browsing is an operation that is often performed even for documents that are not very important, and the importance can be lowered by giving a low weight to the “number of browsing”. Further, if “0” is given as the weight, the item is excluded from the target items of the total utilization.

  In the previous example, it is assumed that 0.3 is given to lower the importance level for the “view count”, and 8 is given to increase the importance level for the “export count”. Then, since the access count is 10 × 0.3 + 5 + 2 × 8 + 0 = 42 times, the total cabinet utilization is 42/21000 = 0.002.

  Further, the obtained usage may be weighted according to the type of document. For example, there is a case where an image document is large in size and needs to be discarded earlier in order to reduce the capacity of a storage device such as a database. Therefore, it is possible to reduce the weighting of such an image document in order to reduce the importance. A specific type of document must be stored, and if it is not to be discarded, the total utilization is forcibly set to “1”. The usage here may be applied to the usage of individual items, or may be applied to the total usage. Further, it may be cabinet usage or folder usage.

  FIG. 17 is a flowchart for obtaining the usage degree to which weighting is applied. This flowchart describes the calculation of the usage for one document, and the entire process in the transfer process and the replacement process is the same as in the first embodiment. That is, in the case of FIG. 16, when the usage obtained from the access log analysis unit 611 in steps S1703 and S1708 is a weighted usage, it is calculated according to the flowchart of FIG. However, although the usage for each item is calculated in steps S1703 and S1708 in FIG. 16, it is obvious that these processes can be modified to use the total usage of the cabinet or folder as a measure of the discard condition. .

  In step S1801, point is set to 0 for initialization. In step S1802, the document type of the document is obtained. In step S1803, it is determined whether the document type obtained in step S1802 is a document type to be discarded. If the document is not to be discarded, the process advances to step S1812 to set point to 1, and the process is terminated.

  If it is determined in step S1803 that the object is to be discarded, the process advances to step S1804. Steps S1804 to S1809 form a loop for processing all items (“view count”, “edit count”, “print count”, “export count”, “mail attachment count”). In step S1804, an item to be processed is selected, and the access count of the document of the selected item (item targeted in the current loop process) is substituted into itempoint in step S1805. In step S1806, it is determined whether weighting is set for the item being processed. If no weighting is set, the process proceeds to step S1808. If there is a weighting setting, the process advances to step S1807. In step S1807, the result obtained by multiplying the value of itempoint and the set weighting value is set as itempoint again. In step S1808, the value obtained by adding the itempoint value obtained in step S1807 to the current point value is stored in point.

  If it is determined in step S1809 that all the items have been completed, the process proceeds to step S1810. If any unprocessed items remain, the process returns to step S1804. In step S1810, it is determined whether weighting is set for the document type obtained in step S1801. If no weighting has been set, the process proceeds to step S1812, where a value obtained by dividing the current point by the total number of accesses is stored in point as the degree of use, and this process ends. If weighting has been set, the process advances from step S1810 to step S1811, where a value obtained by multiplying the value of the current point and the weighting value set for the document type is set as point, and the total number of accesses is used in step S1812. The usage is calculated and the process is terminated.

  Note that FIG. 17 is an explanation of the total usage. However, when calculating the usage of individual items, only the processing for calculating the sum of points and the determination processing (S1809) for processing all items are eliminated. Thus, it can be considered in the same manner as the flowchart of FIG.

  As a result, the administrator of the document management system need only set the total utilization as long as appropriate weighting is set, without setting for each individual item. In addition, if there is an item to be set in detail, individual setting is performed in addition to the total utilization.

  Further, as described in the first embodiment, the access log management unit 611 can record not only the number of accesses but also information indicating which users and groups have accessed. Here, a group is a unit to which a plurality of users belong, and is used for access right management in an operating system or a document management system. This information may be used for setting a discard condition. That is, it is possible to set a document that is frequently used by a certain user or a certain group. In this case, when the number of items is acquired in step S1805 in FIG. 17, the number of times only for the specified specific user and group may be acquired. Access user and group information recorded in the access log management unit 611 is used.

  As described above, according to the second embodiment, the destruction of the document is managed using the total utilization, so that it becomes easier for the user to set the destruction condition. Further, since the weight is set for the access type and the usage is calculated, the usage can be calculated according to the usage environment of the user. Furthermore, more appropriate usage calculation can be realized by applying a weight according to the document type to the usage.

<Third Embodiment>
In the first embodiment, in FIG. 10, a plurality of discard conditions are determined, and a document that matches the conditions is discarded as a document to be discarded. In the third embodiment, an administrator (user of a document management system) determines whether or not a document that is to be discarded under the first discarding condition that is automatically discarded in the transfer process or replacement process should be actually discarded. ). This will be specifically described below.

  In the third embodiment, an example having the second discard condition with respect to the total cabinet usage will be described for simplification of explanation, but the total folder cabinet usage and the number of accesses, the cabinet usage of individual items, and the folder usage The second discard condition can be set for the degree. In addition, the second discard condition may be combined.

  FIG. 18 is an example of a user interface for setting conditions in the third embodiment. There are two setting items, a setting for automatic discarding 1901 and a setting for discarding determination document 1902. Documents whose total cabinet utilization is equal to or less than the threshold set in 1901 are automatically discarded when they are transferred or replaced. Documents whose total cabinet usage is greater than or equal to the threshold set in 1901 and less than or equal to the threshold set in 1902 are presented to the administrator of the document management system as a discard determination document that needs to be determined whether or not to discard. Is done. Here, the value input to 1902 must be larger than the value input to 1901.

  In the first embodiment, a discard target flag is provided for the document information in the document management database. However, in the third embodiment, this flag is set when the first discard condition is satisfied. . In the third embodiment, a discard determination target flag is further provided. The discard determination target flag is set for a document that satisfies the second discard condition. For example, in S1602 of the flowchart of FIG. 15, a discard target determination process is performed, and a discard target flag is set. In the third embodiment, in the discard target determination process in step S1602, the discard target flag is set if the first discard condition is satisfied, and the discard determination target flag is set if the second discard condition is satisfied. To do. In the determination process corresponding to step S1603, the discard determination target flag is handled in the same manner as the discard target flag in addition to the determination target. Then, in the document discarding process in step S1405 in the flowchart of the transfer process in FIG. 13 or in step S1511 in the flowchart of the replacement process in FIG. After the automatic destruction processing for the document is completed, a list for allowing the administrator of the document management system to determine whether or not to discard the document is displayed.

  FIG. 19 is a diagram showing an example of a list display for allowing the administrator of the document management system to determine whether or not to discard the document that is the target of determination. In 2001, as the list display of the documents to be determined for discard, whether the usage rate of the cabinet or the usage rate of the folder is selected. In FIG. 19, cabinet utilization is selected. Further, in 2007, it is determined whether to display the items displayed as a list by usage or the number of times. In the present embodiment, the number of times is set to be displayed. In 2008, a list of documents to be discarded is displayed. 2008 has a title display 2002, and the items are rearranged by the user operating each item of the title display with a mouse click or the like, as in a widely used application. When the operation is performed again, the order is changed alternately from ascending order to descending order and from descending order to ascending order. In 2002, a document name 2003, a total utilization 2004, and each item group 2005 are arranged. Note that the total usage level 2004 displays the cabinet usage level or the folder usage level according to the setting of 2001. In addition, the display of each item 2005 follows the usage display or number display 2007. Further, when 2007 is a usage level display, the display of each item is displayed using the usage level given in the direction of 2001.

  In FIG. 19, the data is sorted by the total utilization (of the cabinet) of 2004. The item 2006 is highlighted. In this case, an administrator of the document management system selects a document by using an input means such as a mouse click or a selection with a keyboard in order to select a document to be discarded. It is possible to select a plurality of documents as discard targets. Further, in order to make all of the selected documents and below a target for destruction, if 2009 is enabled, all documents below the selected document currently displayed on the list are treated as a subject for destruction. When there are a plurality of selections, all of the items below the highest item may be discarded, or items below the lowest item may be discarded. Alternatively, instead of simply selecting a document, there may be provided a selection state for making all of the documents and the following objects to be discarded.

  In the third embodiment, the list is displayed for the administrator of the document management system after being automatically discarded. However, all documents satisfying the discard condition may be targeted for discard determination. This can be done by displaying a list as shown in FIG. 19 for all the documents determined to be discarded in the first embodiment, and determining a document to be actually discarded on the list display. Further, the determination of the discarded document by the user as in the third embodiment may be executed in either “transfer” or “replacement”, or in both “transfer” and “replacement”. You may do it.

  As described above, according to the third embodiment, it is possible to provide an environment that is easy to use for the administrator of the document management system by providing a mechanism for allowing the administrator of the document management system to perform automatic destruction.

  As described above, according to each of the above embodiments, unnecessary documents can be automatically discarded when performing “transfer” or “replacement”, and the capacity of the storage device can be effectively used, or searchability can be improved. Improvements can be made. In addition, since “replacement” and “replacement” are performed at regular intervals, a large amount of documents move. However, a document to be discarded is automatically extracted from such a large amount of documents. Therefore, document management becomes easy.

  In the present invention, a software program (in the embodiment, a program corresponding to the flowchart shown in the figure) that realizes the functions of the above-described embodiment is directly or remotely supplied to the system or apparatus, and the computer of the system or apparatus Is also achieved by reading and executing the supplied program code.

  Accordingly, since the functions of the present invention are implemented by computer, the program code installed in the computer also implements the present invention. In other words, the present invention includes a computer program itself for realizing the functional processing of the present invention.

  In that case, as long as it has the function of a program, it may be in the form of object code, a program executed by an interpreter, script data supplied to the OS, or the like.

  As a recording medium for supplying the program, for example, floppy (registered trademark) disk, hard disk, optical disk, magneto-optical disk, MO, CD-ROM, CD-R, CD-RW, magnetic tape, nonvolatile memory card ROM, DVD (DVD-ROM, DVD-R) and the like.

  As another program supply method, a client computer browser is used to connect to an Internet homepage, and the computer program of the present invention itself or a compressed file including an automatic installation function is downloaded from the homepage to a recording medium such as a hard disk. Can also be supplied. It can also be realized by dividing the program code constituting the program of the present invention into a plurality of files and downloading each file from a different homepage. That is, a WWW server that allows a plurality of users to download a program file for realizing the functional processing of the present invention on a computer is also included in the present invention.

  In addition, the program of the present invention is encrypted, stored in a storage medium such as a CD-ROM, distributed to users, and key information for decryption is downloaded from a homepage via the Internet to users who have cleared predetermined conditions. It is also possible to execute the encrypted program by using the key information and install the program on a computer.

  In addition to the functions of the above-described embodiments being realized by the computer executing the read program, the OS running on the computer based on an instruction of the program is a part of the actual processing. Alternatively, the functions of the above-described embodiment can be realized by performing all of them and performing the processing.

  Furthermore, after the program read from the recording medium is written in a memory provided in a function expansion board inserted into the computer or a function expansion unit connected to the computer, the function expansion board or The CPU or the like provided in the function expansion unit performs part or all of the actual processing, and the functions of the above-described embodiments are realized by the processing.

It is a figure explaining an example of the filing system of a paper document. It is a figure which shows the structural example of a document management system. . It is a figure which shows the example of a screen structure of the document management client which has a transfer and replacement function. It is a figure which shows an example of the folder of transfer and replacement. It is a block diagram which shows the function structure of the document management system of this embodiment. It is a figure which shows the example of the document movement by "replacement". It is a figure which shows the example of the document movement by "transfer". It is a figure which shows the example of the management table of an access log. It is a figure for demonstrating folder utilization. It is a figure which shows an example of the user interface for discard condition setting. It is a figure which shows the example of a setting of the discard conditions by the user interface shown in FIG. It is a flowchart which shows the main process of transfer and replacement. It is a flowchart explaining a replacement process. It is a flowchart explaining a transfer process. It is a flowchart explaining discard condition judgment processing. It is a flowchart explaining discard condition judgment processing. It is a flowchart explaining the process for calculating | requiring the utilization with which weighting was applied. It is a figure which shows an example of the user interface of a discard judgment setting. It is a figure which shows an example of the list display of the discard judgment object document.

Claims (14)

First moving means for moving a document stored in a first folder structure for registering a new document to a second folder structure at a predetermined timing;
Second moving means for moving a document stored in the second folder structure to a third folder structure prior to movement by the first moving means at the predetermined timing;
Setting means capable of individually setting a first discard condition and a second discard condition for determining whether or not to discard a document;
A document that satisfies the first discard condition among documents to be moved by the first moving unit, and a discard unit that discards a document that satisfies the second discard condition among documents to be moved by the second moving unit; A document management apparatus comprising:   The first folder structure and the second folder structure have a folder structure based on a classification based on document contents, and the third folder structure has a folder structure based on a classification based on a document retention period. Item 2. The document management apparatus according to Item 1. A holding means for holding the number of accesses for each access type for at least each of the documents stored in the first and second folder structures;
2. The document management apparatus according to claim 1, wherein the first and second discard conditions are conditions set in relation to the number of accesses for each access type.   For each document, the discarding unit calculates the usage based on the total number of accesses obtained by applying the weight value set for each access type to the number of accesses for each access type, and the calculated usage 4. The document management apparatus according to claim 3, wherein whether or not the document is to be discarded is determined by comparing the degree with the first or second discard condition.   In the discarding means, a weight value corresponding to the type of the document is acquired from weight values set in advance for each type of document, and the acquired weight value is applied to the calculated usage rate so that the document The document management apparatus according to claim 4, wherein the document management apparatus is a usage degree of the document.   Among the documents to be moved by the first moving means, a third discard condition including the first discard condition is set, and a document that satisfies the third discard condition and does not satisfy the first discard condition is set in the first folder. 2. The document management apparatus according to claim 1, further comprising means for instructing a user whether to delete the extracted document from the structure and to delete the extracted document. A document management apparatus for managing a plurality of documents stored in a predetermined folder structure,
Holding means for holding the number of accesses to each of the plurality of documents for each access type;
Setting means for setting a discard condition related to the number of accesses for each access type;
A document comprising: an extracting unit configured to extract a document to be discarded from the plurality of documents based on the number of accesses for each access type held in the holding unit and the discarding condition set by the setting unit. Management device. The setting means includes
For each of the plurality of documents, comprising a calculation means for calculating the usage based on the total number of accesses obtained by applying the weight value set for each access type to the number of accesses for each access type,
8. The document management apparatus according to claim 7, wherein, for each of the plurality of documents, document data to be discarded is extracted based on the usage degree calculated by the calculation unit and the discarding condition.   8. The document management apparatus according to claim 7, further comprising means for providing an interface for allowing a user to designate a document to be actually discarded from the document to be discarded extracted by the extracting means. The setting means sets a first discard condition and a second discard condition including the first discard condition,
The extracting means extracts a document that satisfies the first discard condition and a document that satisfies the second discard condition and does not satisfy the first discard condition;
The document management apparatus further includes:
Discarding means for discarding a document that satisfies the first discard condition;
The document management apparatus according to claim 7, further comprising: an interface that allows a user to designate a document to be actually discarded from a document that satisfies the second discard condition and does not satisfy the first discard condition. . A first movement step of moving a document stored in a first folder structure for registering a new document to a second folder structure at a predetermined timing;
A second movement step of moving the document stored in the second folder structure to the third folder structure prior to the movement by the first movement step at the predetermined timing;
A setting step capable of individually setting a first discard condition and a second discard condition for determining whether or not to discard a document;
A discarding step of discarding a document that satisfies the first discarding condition among documents to be moved by the first moving step, and a document that satisfies the second discarding condition among documents to be moved by the second moving step; A document management method comprising: A document management method for managing a plurality of documents stored in a predetermined folder structure,
A holding step of holding the number of accesses to each of the plurality of documents for each access type;
A setting step for setting a discarding condition related to the number of accesses for each access type;
A document comprising: an extraction step of extracting a document to be discarded from the plurality of documents based on the number of accesses for each access type held in the holding step and the discarding condition set in the setting step Management method.   A control program for causing a computer to execute the document management method according to claim 11.   A storage medium storing a control program for causing a computer to execute the document management method according to claim 11.

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