Patent Application
20080155259
This application is based on and claims priority under 35 U.S.C. §119 from Japanese Patent Application No. 2006-347127 Dec. 25, 2006.
1. Technical Field
The invention relates to an electronic document processing program, a key information record program, an electronic document processing system, a key information recording system, a document storage system, an electronic document processing method, a key information recording method and a computer readable medium storing any of the programs.
2. Related Art
In activities in enterprises, a job process is advanced mainly using electronic documents as IT (Information Technology) progresses.
On the other hand, in regulation management of enterprise activities, it is necessary that audit (internal audit or external audit) is conducted with paying attention to one audit trail, according to the audit policy. A contract, a business form, etc., exists as the audit trail and the documents must often be stored as paper documents from the viewpoint of regulation management.
In other words, it is required to manage electronic documents and paper documents that can become the audit trail of the electronic documents in association with each other.
In a general job process, it is also required to integrally manage electronic documents and paper documents corresponding to the electronic documents.
According to an aspect of the invention, a computer readable medium stores a program causing a computer to execute electronic document processing. The electronic document processing includes: storing, in a storage section, (i) a document identifier for uniquely identify each electronic document and (ii) key information of a storage of a non-electronic document which relates to each electronic document, in association with each other; receiving a request for acquisition of key information which is associated with a specified electronic document; and detecting the requested key information stored in the storage section in response to the received request.
Exemplary embodiments of the invention will be described below with reference to the accompanying drawings in detail, wherein:
Referring now to the accompanying drawings, exemplary embodiments of the invention will be described.
A module refers generally to a logically detachable software component or hardware component. Therefore, the module in the exemplary embodiment means not only a module in a program, but also a module in the hardware configuration. Therefore, the exemplary embodiments also serve as the description of a program, a computer readable medium storing the program, a system and a method. Modules are almost in a one-to-one correspondence with functions. However, in implementation, one module may be one program; two or more modules may make up one program; or two or more programs may make up one module. Two or more modules may be executed by one computer or one module may be executed in two or more computers in a distributed or parallel environment. In the following description, the term “connection” contains not only physical connection, but also logical connection (data transfer, command, instruction, etc.,).
The system is not only provided by connecting plural computers, hardware components, apparatus, etc., through a network, etc., but also implemented as one computer, hardware, apparatus, etc
The exemplary embodiments provide a system that can manage non-electronic documents corresponding to electronic documents in a unified manner. The “non-electronic document” refers to a paper document, etc., based on the electronic document or a paper document, etc., on which the electronic document is based. The paper documents, etc., include a document formed on a paper, a microfilm, a video film, etc., for example. The paper documents are those that can be physically stored and include not only an original, but also an authenticated copy of the original, an attested copy of the original, a certified extract copy of the original and a copy of the original. The electronic documents contain text information, image information, moving image information, audio information, etc. and electronic information containing different types of information (for example, electronic information containing text information and image information). For example, an electronic document is printed to create a non-electronic document. Also, a non-electronic document is read through a scanner to create an electronic document. In the following description, the case where a paper document serving as a non-electronic document is an original will be described.
The storage device for paper documents is one that can be locked with electronic key information. For example, the storage device may be any of a cabinet, a closet, a retention vessel, a chest, a desk drawer, a locker, a cash box, a library, a hangar, a repository, a building, etc.
“Access” refers to reading or writing data from or into a storage (containing memory; it is not necessarily limited to an internal storage of a computer) using the computer. An “access right” refers to a right for a user to manipulate an electronic document. For example, the access right may include a write right for a user to write into an electronic document, a read right for a user to read an electronic document, etc. Here, if a user can access an electronic document (with a display right), the user is said to have the access right.
The system of this exemplary embodiment includes an original input/storage location management server 210 and a client 230 are connected via a communication line as shown in
The reception module 110 receives a request transmitted from the key information request module 160 of the client 230. The request is a request for acquisition of key information relating to a storage location of a paper document corresponding to a specified electronic document.
The key information detection module 120 detects the requested key information stored in the key information storage module 150 in response to the request received by the reception module 110. If a requesting party who makes the request received by the reception module 110 (here, the client 230, a user of the client 230, or the like) does not have an access right for the electronic document, the key information detection module 120 may control so as not to output the detected key information. If the requesting party who makes the request received by the reception module 110 has the access right for the electronic document, the key information detection module 120 controls so as to output the detected key information.
The access right check module 130 checks the access right for the electronic document in the request, in response to the request received by the reception module 110. The access right check module 130 passes the check result to the key information detection module 120.
The notification module 140 sends the key information relating to the storage location of the paper document to the requesting party who sends the request to the reception module 110.
The image input module 145 reads a paper document through a scanner, etc., and converts the paper document into an electronic document.
The key information storage module 150 stores a document identifier for uniquely identifying each electronic document and the key information relating to the storage location of the paper document corresponding to each electronic document in association with each other. The key information storage module 150 may further store a name, an address, etc., of the storage location of each paper document.
The key information request module 160 transmits a request for acquisition of key information to the reception module 110 of the original input/storage location management server 210. The request may contain a document identifier for uniquely identifying an electronic document (which may be a file name, etc.,). The key information relates to the storage location of a paper document corresponding to the electronic document. For example, the key information may be electronic information to unlock an electronic lock provided with the storage location of the paper document.
The key information reception module 170 receives the key information transmitted by the notification module 140 of the original input/storage location management server 210. The received key information corresponds to the request transmitted by the key information request module 160.
The removable media reader/writer 180 records the key information received by the key information reception module 170, into a removable medium. Here, the “removal medium” refers to a portable recording medium such as a USB (Universal Serial Bus) token.
A general configuration example of this system will be described with reference to
The client 230, the original input/storage location management server 210, and a document management server 220 are connected via a communication line 290.
The original input/storage location management server 210 is a server for managing scan input of a paper document serving as an original and key data of the storage location of the original.
A scan input section 211 and key data original storage location key data 212 are connected in the original input/storage location management server 210 as shown in
The document management server 220 is a server (DMS: Document Management System) for managing the electronic documents sent from the original input/storage location management server 210.
In the document management server 220, an electronic document 221 is managed by the electronic document database. The electronic documents sent from the original input/storage location management server 210 (namely, electronic documents read through the scan input section 211) are image data.
The client 230 is a client for browsing the electronic documents stored in the document management server 220 and downloading the original storage location key data 212 managed by the original input/storage location management server 210 to an original storage location key data storage device 231, if necessary.
The client 230 has the writer (removable media reader/writer 180) that can write the original storage location key data 212 into the original storage location key data storage device 231.
A user carries the original storage location key data storage device 231 and unlocks electronic lock with the original storage location key data storage device 231 at an original storage location 240 that is the storage location of the original document (paper document) corresponding to the electronic document. Then, the user takes out an original document 241 from the original storage location 240.
Next, an example of the function and the operation of the first exemplary embodiment will be described with reference to
At step S301, a user scans a paper document serving as an original (original document 241) and registers the thus obtained electronic document (electronic document 221) in the document management server 220. Also, the user sets a storage location of the paper document as an attribute of the electronic document 221.
At step S302, the user stores the scanned original document 241 in the original storage location 240 that can be electronically locked, such as a drawer or a cabinet in a room.
At step S303, the user may access the electronic document (electronic document 221) with the client 230 based on an access right set in the document management server 220. If necessary, the user may download “key information” to take out the paper document from the original storage location 240, into a portable device (original storage location key data storage device 231) such as the USB token connected to the client 230 at hand by performing “taking out the original” operation.
At step S304, the user may unlock the electronic lock of the original storage location 240 with the original storage location key data storage device 231.
At step S305, the user may obtain the original document 241 with the key information stored in the original storage location key data storage device 231. Accordingly, availability of a paper document using an electronic document 221 can be controlled.
At step S306, in the case where the original document 241 is moved from the original storage location 240 (cabinet, etc., in a room) to a repository 302, etc. with passage of time, the original document 241 is stored in a storage box 301 whose electronic lock is set for each security setting.
At step S307, when the storage box 301 of the original document 241 transported from the repository 302 is to be unlocked by the operation of “taking out the original” from the document management server 220, the USB token is used in a similar manner.
A processing example of browsing the electronic document 221 and taking out a paper document will be described with reference to a flowchart of
At step S401, a user searches for the electronic document 221 in the document management server 220 from the client 230 using a keyword, etc.
At step S402, if the electronic document 221 to be found at step S401 is registered in the document management server 220, the process goes to step S403. Otherwise, the process is terminated (step S408).
At step S403, if the user has a display right for the found electronic document 221, the process goes to step S404. Otherwise, the process is terminated (step S408).
Steps S402 and S403 are executed in the document management server 220.
At step S404, the found electronic document 221 is sent from the document management server 220 to the client 230, which then displays the electronic document 221 for the user.
At step S405, if the user needs to reference the original document 241, the user performs “taking out the original” operation using the client 230. As the user performs this operation, the client 230 makes a request for acquisition of the original storage location key data 212 of the paper document corresponding to the electronic document 221.
At step S406, the original input/storage location management server 210 checks the access right for the specified electronic document 221. If the requested original storage location key data 212 exists, the original input/storage location management server 210 sends it to the client 230. The client 230 downloads the original storage location key data 212.
At step S407, the downloaded original storage location key data 212 is stored in the original storage location key data storage device 231. The user carries the original storage location key data storage device 231 to the original storage location 240. Then, the user unlocks the original storage location 240 and takes out the original document 241.
Examples of data used in the first exemplary embodiment will be described with reference to
The document management server 220 controls access to the electronic document 221 using the document access right table 520. The original input/storage location management server 210 permits downloading of the original storage location key data 212 in conjunction with permission of the document display right.
The key data may be key data to unlock the electronic lock or may be seed data to generate the key data. If seed data is used, the original input/storage location management server 210 or the client 230 generates the key data based on the seed data.
To improve the security level, expiration date of the key data and number of times the key data can be used may be set. The expiration date of the key data and the number of times the key data can be used are determined each time the key data is downloaded to the storage device 231. They are dynamically determined in such a manner that the expiration date may be set to be within three days from the download date, for example. The expiration date of the key data and the number of times the key data can be used are stored in the original storage location key data storage device 231 or in the electronic lock of the original storage location 240. The expiration date is used so that it is made impossible to unlock the electronic lock if the expiration date is exceeded. To use the number of times the key data can be used, whenever the key data is used, count is decremented, and when the count reaches 0, it is made impossible to unlock the electronic lock with the key data.
The original storage location key data table 530 may be provided with columns that store the expiration date of the key data and the number of times the key data can be used, respectively. Further, the expiration date of the key data and the number of times the key data can be used may be stored in any table other than the original storage location key data table 530.
In the exemplary embodiment described above, the original input/storage location management server 210 and the document management server 220 are shown as the separate systems, but may be integrated into one system.
In the exemplary embodiment described above, if a user has a display right as the access right for the electronic document 221, the key data to unlock the storage location of the paper document can be downloaded. However a new access right may be set as a right for taking out the original.
To prevent the user from losing or confusing the storage location of the paper document, when the paper document is scanned, the document management server 220 may present the storage location of the paper document (for example, a file “B” of a cabinet “A”) to the user based on the access control to the electronic document 221.
Only a paper document permitted to be accessed or only a file storing the paper document permitted to be accessed may be automatically ejected from the cabinet rather than unlocking of the whole cabinet, for example, using the original storage location key data storage device 231.
The paper document or the electronic document 221 may be made up of two or more pages.
For the document attribute table 510, the document access right table 520, and the original storage location key data table 530, the table structure is shown as the data structure. However, the data structure is not limited thereto, and a link structure, etc., may be adopted as the data structure.
A second exemplary embodiment provides a system that can manage key information for accessing an electronic document 221.
In the first exemplary embodiment, the electronic document 221 and the key information relating to the storage location of the paper document corresponding to the electronic document 221 are stored in association with each other. The key information is used to unlock the electronic lock of the storage location. In the second exemplary embodiment, the key information is used as key information for accessing the electronic document 221. Parts identical with those of the first exemplary embodiment are denoted by the same reference numerals in the second exemplary embodiment and duplicate description will not be given.
That is, a key information storage module 150 stores a document ID for uniquely identifying each electronic document 221 and key information for accessing each electronic document 221 in association with each other.
A reception module 110 receives a request for acquisition of key information corresponding to a specified electronic document 221.
A key information detection module 120 detects the requested key information stored in the key information storage module 150 in response to the request received by the reception module 110.
Next, processing in the second exemplary embodiment, that is, processing of downloading “key information” to open the electronic document 221 and storing the key information in a portable recording medium, for example, a USB token will be described.
In the second exemplary embodiment, as an access right, a copy right for determining whether or not copying of the electronic document 221 is permitted, a print right for determining whether or not printing of the electronic document 221 is permitted, etc., may be provided to perform detailed access control. If an attempt is made to perform one processing for the electronic document 221, whether or not key information to execute the action is stored in the recording medium is checked. If the key information is included, the processing is allowed. For example, if an attempt is made to copy the electronic document 221, the key information in the USB token, etc., is checked. The electronic document 221 may be copied if the key information is included.
A hardware configuration example to implement the first and second exemplary embodiments will be described with reference to
A CPU (Central Processing Unit) 601 is a control section for executing processing conforming to a computer program describing the execution sequence of the various modules described above in the exemplary embodiments, namely, the modules of the key information detection module 120, the access right check module 130, etc.
ROM (Read-Only Memory) 602 stores programs, operation parameters, etc., used by the CPU 601. RAM (Random Access Memory) 603 stores programs used in execution of the CPU 601, parameters changing appropriately in the execution of the CPU 601, and the like. They are connected by a host bus 604 implemented as a CPU bus, etc.
The host bus 604 is connected to an external bus 606 such as a PCI (Peripheral Component Interconnect/Interface) bus, for example, through a bridge 605.
A keyboard 608 and a pointing device 609 such as a mouse are input devices operated by the operator. A display 610 is implemented as a liquid crystal display, a CRT (Cathode Ray Tube), or the like for displaying various pieces of information as text and image information.
An HDD (Hard Disk Drive) 611 contains a hard disk and drives the hard disk for recording or playing back a program and information executed by the CPU 601. The hard disk stores the electronic document 221, the key information, etc. It further stores various data processing programs, various computer programs, etc.
A drive 612 reads data or a program recorded on a mounted removable recording medium 613 such as a magnetic disk, an optical disk, a magneto-optical disk, or semiconductor memory, and supplies the data or the program to the RAM 603 connected through the interface 607, the external bus 606, the bridge 605, and the host bus 604. The removable recording medium 613 can also be used as a data record area like a hard disk.
A connection port 614 is a port for connecting an external connection machine 615 and has a connection section of a USB, IEEE 1394, etc., for example. The connection port 614 is connected to the CPU 601, etc., through the interface 607, the external bus 606, the bridge 605, the host bus 604, etc. A communication section 616 is a network interface card (NIC), for example, and is connected to a network for executing data communication processing with an external system. A data read section 617 is a scanner, for example, and executes document read processing. A data output section 618 is a printer, for example, and executes document data output processing.
The hardware configuration shown in
The program described above may be stored on a recording medium for distribution or may be provided through communication means. In this case, for example, the program described above may be grasped as invention of “computer-readable recording medium recording a program.” The expression “computer-readable recording medium recording a program” is used to mean a recording medium read by a computer recording a program, used to install and execute a program, to distribute a program, etc.
The record media include “DVD-R, DVD-RW, DVD-RAM, etc.,” of digital versatile disk (DVD) and standard laid down in DVD Forum, “DVD+R, DVD+RW, etc.,” of standard laid down in DVD+RW, read-only memory (CD-ROM), CD recordable (CD-R), CD rewritable (CD-RW), etc., of compact disk (CD), magneto-optical disk, flexible disk (FD), magnetic tape, hard disk, read-only memory (ROM), electrically erasable and programmable read-only memory (EEPROM), flash memory, random access memory (RAM), etc., for example.
The described program or a part thereof may be recorded in any of the described record media for retention, distribution, etc. The described program or a part thereof may be transmitted by communications using a transmission medium such as a wired network used with a local area network, a metropolitan area network (MAN), a wide area network (WAN), the Internet, an intranet, an extranet, etc., or a wireless communication network or a combination thereof, etc., for example, and may be carried over a carrier wave.
Further, the described program may be a part of another program or may be recorded in a recording medium together with a different program. The program may be divided into pieces to be recorded on a plurality of record media. It may be recorded in any mode such as compression or encryption if the program can be decompressed or decrypted.
| Number | Date | Country | Kind |
|---|---|---|---|
| 2006-347127 | Dec 2006 | JP | national |
