Document management method, document management system, and computer program product

Abstract

The image of a document is depicted on a sheet of paper together with a background pattern image expressing a password, and the password is notified to a person having authority to duplicate the document. A requestor requesting duplication of the document is caused to enter a password (#104), and the document image and the background pattern image are obtained by scanning the sheet (#101). Then, it is determined whether the requestor has the above-described authority, based on the entered password and the password expressed by the obtained background pattern image (#105). When it is determined that the requestor has the authority, a different password is issued. The document image is printed on a separate sheet of paper together with a background pattern image expressing the different password, and the different password is notified to a person having authority to duplicate the document printed on the separate sheet of paper.

Description

BRIEF DESCRIPTION OF THE DRAWINGS

FIG. 1 is a diagram showing an example of the overall configuration of a document management system.

FIG. 2 is a diagram showing an example of the hardware configuration of an image forming apparatus.

FIG. 3 is a diagram showing an example of the functional configuration of the image forming apparatus.

FIG. 4 is a diagram showing an example of the positional relationship between a document image and a background pattern image.

FIG. 5 is a diagram showing an example of a log-in screen.

FIG. 6 is a diagram showing an example of a processing command screen.

FIG. 7 is a diagram showing an example of a document information database.

FIG. 8 is a diagram showing an example of the configuration of a document new registration processing portion.

FIG. 9 is a diagram showing an example of the configuration of a document copy processing portion.

FIG. 10 is a diagram illustrating an example of the method of separating the document image and the background pattern image.

FIG. 11 is a diagram showing an example of a document password entry screen.

FIG. 12 is a flowchart illustrating an example of the flow of document copy processing.

FIG. 13 is a flowchart illustrating an example of the flow of document copy processing.

FIG. 14 is a diagram showing an example of the configuration of a document scan and transmission processing portion.

FIG. 15 is a diagram showing an example of a document password entry screen.

FIG. 16 is a flowchart illustrating an example of the flow of SCAN-TO-PC processing.

FIG. 17 is a flowchart illustrating an example of the flow of SCAN-TO-PC processing.

FIG. 18 is a flowchart of overall processing of the image forming apparatus.

FIG. 19 is a flowchart illustrating a modified example of the overall processing of the image forming apparatus.

Claims

1. A document management method comprising: preliminarily depicting an image of a document on a sheet of paper together with a key image expressing a first key in a form that is difficult to recognize by a human;preliminarily notifying a second key corresponding to the first key to a person having authority to duplicate the document;letting a requestor requesting duplication of the document enter the second key;obtaining the document image and the key image by scanning the sheet;determining whether the requestor has said authority, based on the second key entered by the requestor and the first key expressed by the obtained key image;changing the content of the first key and the content of the second key when it was possible to determine that the requestor has said authority;performing duplication processing for duplicating the document image onto a recording medium together with the key image expressing the changed first key; andnotifying the changed second key to a person having authority to duplicate the document duplicated onto the recording medium.

2. The document management method according to claim 1, wherein the duplication processing is performed by printing the key image and the document image on a different sheet of paper.

3. The document management method according to claim 1, wherein the duplication processing is performed by transmitting, to a transmission destination specified by the requester, electronic data for reproducing the key image and the document image.

4. The document management method according to claim 1, wherein duplication of the document is denied when it cannot be determined that the requestor has said authority.

5. A document management method comprising: preliminarily depicting an image of a document on a sheet of paper together with a key image expressing a first key in a form that is difficult to recognize by a human;preliminarily notifying a second key corresponding to the first key to a person having authority to duplicate the document;preliminarily encrypting electronic data for reproducing the document image using a third key corresponding to the second key to save the electronic data;letting a requestor requesting duplication of the document enter the second key;obtaining the key image by scanning the sheet;determining whether the requestor has said authority, based on the second key entered by the requester and the first key expressed by the obtained key image;performing processing for decrypting the electronic data using the second key entered by the requestor;changing the content of the first key, the content of the second key and the content of the third key when it was possible to determine that the requestor has said authority and to decrypt the electronic data;performing duplication processing for duplicating the document image onto a recording medium together with the key image expressing the changed first key;re-encrypting the decrypted electronic data using the changed third key; andnotifying the changed second key to a person having authority to duplicate the document duplicated onto the recording medium.

6. The document management method according to claim 5, wherein the duplication processing is performed by printing the key image and the document image on a different sheet of paper.

7. The document management method according to claim 5, wherein the duplication processing is performed by transmitting, to a transmission destination specified by the requestor, second electronic data for reproducing the key image and the document image.

8. The document management method according to claim 5, wherein duplication of the document is denied when it cannot be determined that the requestor has said authority or when the electronic data cannot be decrypted.

9. The document management method according to claim 5, wherein all of the first key, the second key and the third key are represented by the same character string, andthe electronic data is encrypted by common key cryptography.

10. The document management method according to claim 5, wherein the first key and the second key are a public key and a private key, respectively, of public key cryptography.

11. A document management method comprising: preliminarily depicting an image of a document on a sheet of paper together with a key image expressing a first key in a form that is difficult to recognize by a human;preliminarily notifying a second key corresponding to the first key to a person having authority to duplicate the document;letting a requestor requesting duplication of the document enter the second key;obtaining the document image and the key image by scanning the sheet;determining whether the requester has said authority, based on the second key entered by the requestor and the first key expressed by the obtained key image;encrypting image data of the document image using the second key as an encryption key when it was possible to determine that the requestor has said authority; andtransmitting the encrypted image data to a destination specified by the requestor.

12. A document management system comprising: an image reading portion that reads an image of a document and a key image expressing a first key in a form that is difficult to recognize by a human that are depicted on a sheet of paper, by scanning the sheet;a key entry portion that lets a user enter a second key corresponding to the first key;an authority determining portion that determines whether the user has authority to duplicate the document, based on the second key entered by the user and the first key expressed by the read key image;a key changing portion that changes the content of the first key and the content of the second key when it was possible to determine that the user has said authority;a document duplication processing portion that performs duplication processing for duplicating the document image onto a recording medium together with the key image expressing the changed first key; anda changed key notifying portion that notifies the changed second key to a person having authority to duplicate the document duplicated onto the recording medium.

13. A document management system comprising: a key image reading portion that reads a key image expressing a first key in a form that is difficult to recognize by a human that is depicted on a sheet of paper together with an image of a document, by scanning the sheet;a key entry portion that lets a user enter a second key corresponding to the first key;an electronic data saving portion that encrypts electronic data for reproducing the document image using a third key corresponding to the second key, and saves the electronic data;an authority determining portion that determines whether the user has authority to duplicate the document, based on the second key entered by the user and the first key expressed by the read key image;a decrypting portion that decrypts the electronic data using the second key entered by the user;a key changing portion that changes the content of the first key, the content of the second key and the content of the third key when it was possible to determine that the user has said authority and to decrypt the electronic data;a duplication processing portion that performs duplication processing for duplicating the document image onto a recording medium together with the key image expressing the changed first key;an encryption portion that re-encrypts the decrypted electronic data using the changed third key; anda key notifying portion that notifies the changed second key to a person having authority to duplicate the document duplicated onto the recording medium.

14. A computer program product used for a computer that manages a document, the computer program product letting the computer perform: processing for reading an image of the document and a key image expressing a first key in a form that is difficult to recognize by a human that are depicted on a sheet of paper;processing for letting a user enter a second key corresponding to the first key;processing for determining whether the user has authority to duplicate the document, based on the second key entered by the user and the first key expressed by the read key image;processing for changing the content of the first key and the content of the second key when it was possible to determine that the user has said authority;processing for duplicating the document image onto a recording medium together with the key image expressing the changed first key; andprocessing for notifying the changed second key to a person having authority to duplicate the document duplicated onto the recording medium.

15. A computer program product used for a computer that manages a document, the computer program product letting the computer perform: processing for reading a key image expressing a first key in a form that is difficult to recognize by a human, the key image being depicted on a sheet of paper together with an image of the document;processing for letting a user enter a second key corresponding to the first key;processing for determining whether the user has authority to duplicate the document, based on the second key entered by the user and the first key expressed by the read key image;processing for decrypting electronic data for reproducing the document image using the second key entered by the user, the electronic data being encrypted using a third key corresponding to the second key and being saved in a saving unit;processing for changing the content of the first key, the content of the second key and the content of the third key when it was possible to determine that the user has said authority and to decrypt the electronic data;processing for duplicating the document image onto a recording medium together with the key image expressing the changed first key;processing for re-encrypting the decrypted electronic data using the changed third key; andprocessing for notifying the changed second key to a person having authority to duplicate the document duplicated onto the recording medium.