Document management system

Description: TECHNICAL FIELD [Detailed description of the invention]

【0001】

[Technical field to which the invention belongs]

The present invention relates to a document management system for assisting in updating a document.

【0002】

[Conventional technology]

Conventionally, a technique of suppressing the outflow of confidential documents by embedding additional information in the original image (document) to be copied at the time of copying and making it possible to determine the outflow route when the copied image is illegally leaked. Is proposed in Japanese Patent Application Laid-Open No. 2000-32253.

【0003】

Furthermore, a bar code that identifies a document is printed on the first sheet of a series of documents, and when the document is copied, the electronic data of the document associated with the bar code is searched and printed. A technique has been proposed in Japanese Patent Application Laid-Open No. 11-205558 and the like, which can prevent deterioration due to copying and save the trouble of disassembling paper bound by staples or the like.

【0004】

[Problems to be Solved by the Invention]

However, the technologies disclosed in the above-mentioned publications merely prevent the leakage of confidential documents and the deterioration of image quality due to copying by using additional information and barcodes, and the documents are updated at any time. In, there was no technical idea to distinguish and manage the latest version and the old version. Furthermore, it was not possible to control which users the updated documents were distributed to, or who possessed and how many hard copies of confidential documents and the like. Therefore, when considered as a document management system, its function was insufficient.

【0005】

The present invention uses the document ID embedded in the manuscript image to replace any new version of the document when the user attempts to copy the document, and further records and manages the delivery of the new version of the document. The purpose is to provide a document management system that can be used.

【0006】

[Means for solving problems]

The document management system of the present invention is a document management system in which a document management device and an image processing device are communicably connected to each other, and the document management device is associated with document data and each document, and is the same document. The image processing apparatus includes an image reading means for reading a document image in which a specific pattern associated with the document ID is embedded, and a storage means for storing a document ID capable of identifying the version of the document as a document ID table. A detection means for detecting a document ID from a read image is provided, the image processing device transmits the detected document ID to the document management device, and the document management device transmits a document based on the received document ID. It is characterized by searching the ID table and sending new document data to an image processing device for printing when there is a newer version of the document than the read document.

【0007】

According to the above configuration, a document whose version has been revised can be updated to the latest version and printed by a simple operation of copying the original. Therefore, when handling a document shared by a plurality of users, it is possible to eliminate the troublesome work of checking the existence of the latest version by searching the document database one by one.

【0008】

The storage means stores a user ID that identifies a user and a document ID of a document possessed by each user as a user table, and the image processing device stores the user ID as a user identification means for detecting the user ID. The detected user ID and the operation content by the user are transmitted to the document management device, and the document management device updates the document ID possessed by the user in the user table based on the received content. It is characterized by.

【0009】

According to the above configuration, when a user operates an image processing device to make a copy or the like, the contents stored in the user table as a document possessed by the user can be automatically updated. This makes it possible to easily grasp who owns how many confidential documents, how much the revised document has spread, etc. by referring to the user table.

【0010】

When the image processing device copies a document, the document management device sends the document data of both the old and new documents to the image processing device when there is a newer version of the document, and the image processing device sends the document data to the image processing device. Mask data is created from the old document data, and the difference data is extracted by masking the read image data with the mask data and taking the difference, and this difference data and the new document data are combined and printed. It is characterized by.

【0011】

According to the above configuration, it is possible to take over the writing (difference data) for annotations written by the user by handwriting or the like on the old document to the updated document.

【0012】

The image processing apparatus is characterized by comprising means for editing the difference data in accordance with the new document data.

【0013】

According to the above configuration, by editing the difference data, a copy document that reflects the user's intention, such as rearranging annotations at a desired position in the updated document or deleting unnecessary annotations, is performed. Can be obtained.

【0014】

The image processing apparatus is characterized by comprising means for changing the color of the difference data.

【0015】

According to the above configuration, an annotation originally written in black can be made to stand out by changing the color and printing if it is important to the user.

【0016】

The storage means stores information of a user who can use the document corresponding to the document ID in the document ID table, and the image processing apparatus detects the document ID when the document image is read. Is transmitted to the document management device, the document management device receives information on available users searched based on the document ID, and whether or not the detected user ID is a user who can use the document. Is characterized by discriminating.

【0017】

According to the above configuration, it is possible to prevent an unauthorized user from printing a document and notify or record an attempt to print the document. Therefore, in particular, it is possible to prevent the leakage of confidential documents.

【0018】

The image processing apparatus is characterized by comprising a disposal means for collecting and discarding a document when it is not needed.

【0019】

According to the above configuration, when a new version of a document is obtained by copying, it is possible to save the trouble of disposing of the old version of the document again. In addition, it is possible for the document management device side to know that the old version of the document has been discarded.

【0020】

BEST MODE FOR CARRYING OUT THE INVENTION

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

【0021】

FIG. 1 is a block diagram showing a configuration of a document management system according to an embodiment of the present invention. This document management system is equipped with a server 1 connected to a network, a digital copier (MFP (Multi Function Printer) 2), and a user terminal 3. Each of these may be one or more. There may be.

【0022】

The user terminal 3 is a personal computer (PC), a workstation (WS), or the like. The user can create a manuscript using application software or the like on the user terminal 3 and output the manuscript from the digital copier 2 or a separately provided printer or the like.

【0023】

The server 1 includes a network interface 12, a control unit 14, and a storage unit 16, which are interfaces (I / Fs) with the connected network. The control unit 14 manages the history of how the user has accessed the server 1 and provides the latest data based on the history information (document access management). In addition, it manages the user ID and the operation contents by the user, and manages the user information such as what kind of document the user possesses and how many copies (user management).

【0024】

The storage unit 16 stores the document data 16a, the document ID table 16b, and the user table 16c.

【0025】

The document data 16a and the document ID 16b are configured as shown in FIG. 2A, for example. In the document ID table, each document is identified by the document ID. Of the ID numbers of this document ID, the first 6 digits are for distinguishing each document, and the last 2 digits are for distinguishing the version (version) in each document. This document ID is associated with a specific pattern described later. Then, for this document ID, the administrator for identifying the user department (the department where copying of the document is permitted) used by distributing the document, the administrator who is the creator of the document, etc. The ID and the information of each document itself stored in the document data 16a (for example, being a confidential document or its confidentiality level, etc.) are stored in association with each other.

【0026】

The user department can be identified by the user ID by incorporating the information in the user table. In addition, although the departments are shown by names here, this is for the purpose of making it easier to understand schematically, and it is also possible to assign a code number to each department and use it. In addition, although the document ID and the like are also shown in decimal notation here, they are actually represented by binary data because they are handled by a computer. The administrator ID is used to inform who made the copy and when. On the other hand, in the user table 16c, each user is identified by a user ID. In the case of an administrator, this user ID can use the same ID number as the administrator ID, and is assigned to each user who can use this document management system. Then, the department name to which the user belongs is associated with and stored in this user ID, and the document ID of the document possessed by each user is recorded. For example, FIG. 2 (b) shows that a person with user ID 12345 has two copies of 00200400. The record of the document ID of the document possessed by each user is updated every time the user copies the document including the specific pattern in the digital copier 2 as described later.

【0027】

Although the number of people who can use the document through the department is limited here, it is also possible to store a list of people who can use each document in the document ID table. In addition, although there is only one department name in the user table, considering the case of going to support other departments, it is possible to memorize multiple departments such as the original department and the department to be supported. You may leave it. When the support is over and the person returns to the original department, the confidential documents used in the department to be supported will be discarded or returned. In such a case, who owns which document and how many copies? If it can be managed, it is also convenient for document managers.

【0028】

The digital copier 2 includes a network interface 21, a control unit 22, a user interface 23, an image reading unit 24, a disposal unit 25, an image processing unit 26, and an image forming unit 27. The control unit 22 is a part that performs specific processing on the bitmap data obtained by the image processing unit, and the image reading unit 24 is a part that reads an image with a scanner (CCD) or the like and converts it into bitmap data. .. The disposal unit 25 is a shredder shredder or the like that disposes of unnecessary documents. The image processing unit 26 is a part for region-separating the bitmap data by a specific method or detecting a specific pattern, and the image forming unit 27 transfers the bitmap data to paper by, for example, an electrostatic process. This is the part that forms the image.

【0029】

FIG. 3 is a flowchart showing a flow when a user copies a document with the digital copier 2. First, the user enters the user ID from the user interface 23 (step S1). Alternatively, the digital copier 2 may be provided with a card reading unit 28 so that the user can be recognized by the ID card. The entered user ID is sent to the user identification unit 44 in the control unit 22 and also to the server 1 (step S2).

【0030】

On the server 1 side, the user ID sent from the digital copier 2 is received (step S51), the user table 16c is searched (step S52) to identify the user, and the department name to which the user belongs is assigned to the digital copier. Send to 2 (step S53). On the other hand, on the digital copier 2 side, the user identification unit 44 receives and stores the user's department name (step S3). The user department name is registered in the user table in advance based on the user ID, and the user department name obtained by the user ID is transmitted from the server via the network. Further, the digital copier 2 reads a document set by the user in the image reading unit 24 to form image data, and sends the image data to the image processing unit 26 (step S4).

【0031】

When the image data includes a specific pattern, the image processing unit 26 detects the specific pattern by the specific pattern detection unit 26a and detects the document ID of the manuscript (document) (step S5). Here, the specific pattern is a pattern embedded in an image formed by the digital copying machine 2 and is difficult for the human eye to recognize, and is described in, for example, Japanese Patent Application Laid-Open No. 2000-32253. It can be embedded in the image in the same way as. This specific pattern has a one-to-one correspondence with the document ID of each document, thereby identifying which document the scanned document is stored in the document data 16a of the server 1. can do. The detected document ID is sent to the document information conversion unit 41 of the control unit 22 and also to the server 1 (step S6).

【0032】

On the server 1 side, the document ID sent from the digital copier 2 is received (step S54), the document ID table 16b is searched (step S55), the document read as the manuscript is specified, and the document information (step S54) is specified. The department used, administrator ID, etc.) is transmitted to the digital copier 2 (step S56). Then, on the digital copier 2 side, the document information conversion unit 41 receives and stores the document information (step S7). At this time, the document ID sent in step S6 is also stored, and if there is a change in the document, the document ID is updated. The "conversion" of the document information conversion unit means sending the document ID to the server and obtaining the document information from the server. Specifically, the document information conversion unit 41 sends the document ID 8 digits extracted from the read image, for example, 00230300, to the server 1, and the server 1 uses the document IDs and uses for the two cases of matching the first 6 digits, 00200300 and 00200301. Send back the department.

【0033】

The user department name acquired by the user identification unit 44 and the document information acquired by the document information conversion unit 41 are sent to the user authentication unit 43. The user authentication unit 43 determines whether or not the user department name from the user identification unit 44 and the department used included in the document information from the document information conversion unit 41 match (step S8). That is, it is determined whether or not the user who is trying to copy the manuscript belongs to the department where the copying is permitted. Then, if the departments do not match, a warning indicating that copying is prohibited is displayed on the user interface 23, and the process ends (step S9).

【0034】

On the other hand, if the departments match and it is determined that the user is a person who is allowed to copy, then the version identification unit 42 checks whether a newer version exists in the scanned manuscript. Identify whether or not (step S10). The presence or absence of a new version is determined by the information obtained by sending the document ID of the scanned document to the server by the version identification unit 42 and searching the document ID table 16b by the document management device. Here, it is sufficient to determine whether or not there is a document ID in which the first 6 digits are the same and the last 2 digits are larger than the last 2 digits in the document ID of the read document. Specifically, the version identification unit 42 recognizes that there is version 1.1, which is newer than version 1.0, based on the document ID and the data of the department used for the above two cases, 00203300 and 00200301. Here, if it is determined that there is no new version, normal image processing is performed and the copy original is output from the image forming unit 27 (step S15).

【0035】

On the other hand, if it is determined that there is a new version, the document ID of the scanned manuscript (old document ID) and the latest version of the document ID (new document ID) whose existence was confirmed by the search in step S10 are obtained. Sent to server 1 (step S11). This is just one example, and it is possible to identify the existence of a new version by providing a version identification unit on the server side. However, since version identification is an individual process, it is more rational to perform it on the image processing device side, and it is preferable because it is not necessary to perform special processing on the server side.

【0036】

On the server 1 side, the old and new document IDs sent from the digital copier 2 are received (step S57), the document ID table 16b is searched, and the document data of the corresponding document is extracted from the document data 16a (step S58). Then, the document data is transmitted to the digital copier 2 (step S59). On the digital copier 2 side, the version identification unit 42 receives this and sends it to the image difference / composition processing unit 45 (step S12).

【0037】

In the image difference / composition processing unit 45, in addition to the old and new document data, the result of the area separation processing performed by the area separation unit 26b in the process of image processing in the image processing unit 26 is sent. Based on these, the difference processing (step S13) and the composition processing (including the color conversion processing and the editing processing) (step S14) described below are sequentially performed, and the image data of the new document is formed.

【0038】

FIG. 4 is a diagram for explaining the difference processing and the composition processing. The process described below is a process for reflecting the information written by handwriting or the like on the read original image on the output image.

【0039】

The area separation unit 26a of the image processing unit 26 separates the scanned document (scanned data) into a character area and an image area as shown in FIG. 4 (a). In FIG. 4, the character area is represented by a vertical line and the image area is represented by a diagonal line. Then, as shown in FIG. 4A, each area is rectangularized by the area rectangle processing unit 45a of the image difference / composition processing unit 45.

【0040】

On the other hand, the electronic data of the old document sent from the server 1, that is, the electronic data corresponding to the read document is stored in the area separation unit 26b and the area rectangle processing unit 45a of the image difference / composition processing unit 45. As shown in Fig. 4 (b), the area is separated and rectangularized in the same way as the original image. This rectangularized electronic data is used as a mask as shown in FIG. 4 (d). That is, by aligning the rectangularized read data and the mask formed from the electronic data and erasing the mask portion from the read data, the difference data is obtained as shown in FIG. 4 (c). Can be done. This difference data becomes the data corresponding to the written portion of the original.

【0041】

By synthesizing the result of the above difference processing (step S13) and the electronic data of the new document sent from the server 1 (synthesis processing) (step S14), as shown in FIG. 4 (e), the manuscript It is possible to obtain image data in which the contents written in are added to the latest version.

【0042】

By the way, in the new document, the contents may be added. For this reason, characters and the like may be located in the margins of the old document, and the writing and the characters and the like of the new document may overlap. In such a case, as shown in FIG. 4 (f), the overlap can be prevented by shifting the position of the writing portion (editing process). Further, in order to emphasize the writing portion, the color of only the writing portion may be changed (color conversion processing). In the editing process, a configuration capable of more flexible editing may be used, such as deleting an unnecessary writing portion by a user operation or changing an important writing color.

【0043】

By forming an image in the image forming unit 27 based on the image data formed in this way, a copy document converted to the latest version and added with writing and the like is output (step S15). At this time, the formed image data is developed by the print data development unit 47, and a new specific pattern is added by the specific pattern addition unit 46. The expansion of print data is to interpret the printer-specific description language (PDL (Printer Description Language), PCL (Printer Control Language), etc.) sent from a PC or the like, and then expand it into a bitmap. Further, the document identification unit 48 is for identifying particularly important documents, confidential documents, etc. based on the document ID, and adding a specific pattern to the bitmap as needed.

【0044】

By the way, when a copy original is output, the original original may become unnecessary. In particular, when converted to the latest version, the old version of the manuscript is often unnecessary. Therefore, it is determined whether or not the manuscript is necessary (step S16), and if it is not necessary, the manuscript is discarded by the disposal unit (shredder or the like) 25 attached to the image reading unit 24 (step S17). .. It is up to the user to set whether or not the manuscript is required.

【0045】

After that, the information of the document owned by each user managed in the user table 16c is updated. Therefore, the digital copier 2 sends the update request, the user ID of the user who made the copy, the document ID of the copied document, whether or not the copy is converted to the latest version, the number of copies, whether or not the manuscript is discarded, and the like. Send to (step S18). Server 1 receives these (step S60) and updates the user table 16c (step S61).

【0046】

This update is performed, for example, as shown in FIG. 2 (b). Assuming that the user with user ID 12345 copies the document with document ID 00200300, updates to the latest version of document ID 00200301, and discards the manuscript, the document recorded in association with this user ID. ID 00200300 is deleted and document ID 00200301 is recorded instead. When the update is completed in this way, the server 1 sends a message to that effect to the digital copier 2 (step S62), and the digital copier 2 receives this (step S19). As a result, a series of processes is completed.

【0047】

In the above description, the case where the document corresponding to the manuscript is stored in the server 1 has been described. However, when the document is not stored, a copy manuscript is output with a specific pattern and the manuscript is newly added. A document ID table 16b is created by associating various document IDs, and the manuscript can be stored in the document data 16a as image data.

【0048】

In this way, the user who performs copying is managed by the user ID, and by outputting the copied document with a specific pattern associated with the document ID, it is possible to manage how many copies of which document each user has made. can do. Therefore, especially in the case of a confidential document, the owner can be controlled, and the leakage of confidential documents can be prevented. In addition, for documents that are updated frequently, it is possible to convert to a new document when trying to copy an old document, and it is also possible to grasp how much the latest version has reached the user, so that the latest version of the document can be grasped. It is possible to facilitate plate management.

【0049】

[Effect of the invention]

As described in detail above, according to the present invention, a document whose version has been revised can be updated to the latest version and printed by a simple operation of copying a manuscript. Therefore, when handling a document shared by a plurality of users, it is possible to eliminate the troublesome work of checking the existence of the latest version by searching the document database one by one.

【0050】

Further, according to the second aspect of the present invention, when a user operates an image processing device to make a copy or the like, the contents stored in the user table as a document possessed by the user are automatically obtained. Can be updated. As a result, it is possible to easily grasp who owns how many confidential documents, how much the revised document has spread, etc. by referring to the user table.

【0051】

Further, according to the third aspect of the present invention, the writing (difference data) for annotations written by the user in the old document by handwriting or the like can be taken over by the updated document.

【0052】

Further, according to the fourth aspect of the present invention, by editing the difference data, the annotation may be rearranged at a desired position in the updated document, or the annotation that is no longer needed may be deleted by the user. You can get a copy document that reflects your will.

【0053】

Further, according to the fifth aspect of the present invention, even if the annotation is originally written in black, if it is important to the user, it can be made to stand out by changing the color and printing.

【0054】

Further, according to the sixth aspect of the present invention, it is possible to prevent an unauthorized user from printing a document and to notify or record an attempt to print the document. Therefore, in particular, it is possible to prevent the leakage of confidential documents.

【0055】

Further, according to the seventh aspect of the present invention, when a new version of a document is obtained by copying, it is possible to save the trouble of disposing of the old version of the document again. In addition, the document management device can also know that the old version of the document has been discarded.

[Simple explanation of drawings]

[Figure 1]

It is a block diagram which shows the structure of the document management system which is one Embodiment of this invention.

[Figure 2]

(a) is a diagram showing the structure of the document ID table and the document data in the document management system of the embodiment, and (b) is a diagram showing the structure of the user table.

[Fig. 3]

It is a flowchart which shows the flow when a user copies a document by a digital copier in the document management system of embodiment.

[Fig. 4]

(a) to (f) are diagrams for explaining the difference processing and the synthesis processing in the document management system of the embodiment.

[Explanation of symbols]

1 server 2 Digital copier 3 User terminal 12 network interface 14 Control unit 16 Memory 16a Document data 16b Document ID table 16c user table 21 network interface 22 Control unit 23 User interface 24 Image reader 25 Disposal Department 26 Image processing unit 26a Specific pattern detector 26b Region separator 27 Image forming part 28 Card reader 41 Document Information Conversion Department 42 Version identification 43 User Authentication Department 44 User identification unit 45 Image difference / compositing section 46 Specific pattern addition part 47 Print Data Development Department 48 Document Identification Department