Managing electronic data with index data corresponding to said electronic data and secure access of electronic documents and data from client terminal

The present application relates to systems, devices and methods for managing electronic data, especially where appropriate index data (or metadata) depending on the data type of the electronic data is generated and maintained for that electronic data. Related to managing data.

The application also relates to systems, devices and methods for managing electronic documents and data, and in particular to techniques that allow secure access by client terminals to electronic documents and data.

(1) In today's information age, it is often argued that the spread of information technology (IT) can make life more convenient, efficient, productive, and enjoyable. The spread and development of IT equipment is accompanied by an increase in the amount of electronic data accumulated, not only in the corporate (or other organization's) environment but also in the home environment.

There are many occasions when a user (ie, someone who accesses such electronic data) has to search for specific data among different types of data. Such work is daunting, even if search engines are used. In general, search tools operate on more than one user-provided keyword or free text. Such a search returns a large number of results, depending on the particular keyword used. However, keyword matching is not always associated with validity, so search results must be reviewed further. In addition, the problem generally remains that the most relevant data may not be in the returned results (keywords or free text appropriate to obtain such data are probably used. Because there isn't.).

(2) By the way, recent IT trends are outsourcing methods commonly known as Software as a Service (SaaS), especially for enterprises and other organizations, where data and documents are needed. And to get the application. SaaS is generally an IT technique for companies and users to gain access to applications and related services via the Internet, and if this technique is not used, applications etc. are personal or corporate computers. Need to be provided in.

SaaS is often the preferred technique for businesses. Because, instead of making a lot of up-front investment (eg, tens of thousands to millions of dollars) to create and maintain an IT infrastructure, businesses only have to pay a monthly fee to access their applications. Moreover, such access rights are generally acquired without the time required to disseminate the technology within the organization. In addition, SaaS allows companies to focus on their processing without having to hire many IT staff to maintain the application.

In today's IT environment, where SaaS is the predominant technique, applications, data (and data) storage and user interfaces are configured by default by host vendors away from the field (ie, common). It is set to.). Customers can access individual services via a web connection. However, such techniques are generally vulnerable to data theft and slow performance, especially when large amounts of data are extracted. Therefore, many companies tend to prefer to keep their electronic data and documents behind their own firewalls, despite the attractiveness of SaaS architectures.

Therefore, an improved technique for maintaining electronic data and documents is needed, which keeps the documents and data away from the field such as a company and allows the user to easily refer to and refer to the electronic data and documents. / Or make it possible to obtain and avoid deploying many cumbersome software systems in the field for such data / document management and access.

<p num="0009"> There is a need for improved techniques for managing electronic data that allow users to easily reference and / or obtain relevant electronic data and alleviate the problem of not finding and / or specifying related data.</p>

<p num="0010"> The present application discloses tools (tools in the form of systems, devices and methods) that manage electronic data using index data or metadata, which allows the user to identify and / or relevant data as needed. Allows extraction (data is, for example, one or more of application data, electronic data, audio data, audio data, video data, image data, graphic data, multimedia data, etc.).</p>

<figref num="1">A block diagram of a system according to an embodiment.</figref><figref num="2">A block diagram of a management server according to an embodiment.</figref><figref num="3">The block diagram of the terminal configuration example shown in FIG.</figref><figref num="4">A block diagram of a multifunction device according to an embodiment.</figref><figref num="5">The figure which shows an example of an index table.</figref><figref num="6">The figure which shows the example of the user interface screen which shows the outline of the property of an electronic document.</figref><figref num="7">A flowchart of a data indexing or electronic discovery process according to an embodiment of the disclosure of the present application.</figref><figref num="8">The figure which shows the data flow in the process of FIG.</figref><figref num="9">A flowchart of an indexing method according to an embodiment.</figref><figref num="10">Flowchart of how to prepare indexing according to one embodiment.</figref><figref num="11">A flowchart of an extraction method according to an embodiment.</figref><figref num="12">A flowchart of how to add a new index item according to an embodiment.</figref><figref num="13">The figure which shows the data flow in the method of FIG.</figref><figref num="14">A block diagram of a system according to an embodiment.</figref><figref num="15">A block diagram of a server that can be built to provide the management services shown in Figure 1.</figref><figref num="16">The block diagram of the terminal construction example shown in FIG.</figref><figref num="17">A block diagram of a multifunction device according to an embodiment that functions as a user terminal and / or as a database.</figref><figref num="18">The figure which shows an example of an index table.</figref><figref num="19">The flowchart which shows the workflow example in the Example of FIG.</figref><figref num="20">A flowchart showing a workflow example in another embodiment.</figref><figref num="21A">A flowchart showing a workflow example on the user terminal side in another embodiment.</figref><figref num="21B">A flowchart showing a workflow example on the user terminal side in another embodiment.</figref><figref num="22">A flowchart of an extraction process example on the management server side in another embodiment.</figref><figref num="23">A flowchart of a process executed on the document database side in another embodiment.</figref>

(1) In one form of disclosure of the present application, index information indicating a plurality of index items is generated and maintained. Different types of electronic data are associated with each different subset of index items, and index information refers to the subset corresponding to the index item associated with that particular data type for each particular type of electronic data.

In another form of disclosure of the present application, for each particular electronic data, the data type of the particular electronic data is determined, and for that particular electronic data, the index information is used to determine the appropriate index item. Metadata corresponding to such an appropriate index item is generated for that particular electronic data. That is, the metadata generated and maintained for a particular electronic data corresponds to each particular index item contained in the index information for the particular electronic data data type.

In yet another form of disclosure of the present application, when additional index items are added to the index information, the metadata is updated as needed in terms of the newly added index items (ie,). For a type of electronic data, if the added index item is not related to that type of electronic data (this is determined, for example, by referring to the index information), the metadata is not modified. ).

Index items and metadata correspond to specific properties of electronic data, which properties identify and / or related data to determine if the data is relevant (without scrutinizing the electronic data itself). It is something that the user can consider. For each type of electronic data, there are individual subsets of index items that the user may be interested in.

(2) The present application is in the form of tools (systems, devices and methods) for securely accessing electronic data and documents maintained within an intranet from user equipment within the intranet (or within a similar secure network environment). (Represented) is disclosed, but the management of documents and data is done (externally) by a SaaS type management service.

In one form of disclosure of the present application, the management service tracks documents and data in a document database (in the field, i.e. in the intranet), and when a document extraction request is received from the user terminal, the management service is the user terminal. Assuming that the user credential information received from the user has been authenticated, the management service sends an authentication key and a pointer to a request document in the document database to the user terminal. Such an authentication key and a pointer to the request document allow the user terminal to retrieve the request document from the document database. The authentication key is generated for a particular user, so the user authentication information is supplied to the document database along with the authentication key.

The above process can be transparent to the user, except that it prompts the user to obtain credential information as needed. The user sends a document extraction request from the user terminal, and the system operates autonomously thereafter until the requested document is extracted (or an error message is returned).

In one form of disclosure of the present application, the management service maintains searchable metadata for documents in the document database. Metadata about a particular document can represent the properties (attributes) of that document and can also include hyperlinks to the particular document in the document database. A monitor or agent (in the field) monitors access to documents and data in the document database, and when an access event occurs (eg, reading, editing, inserting, deleting, etc.) If), the monitor or agent acquires the access event metadata corresponding to the access to the particular document and sends the access event metadata to the management service over the network. When the management service receives access event metadata that corresponds to access to a particular document in the document database, the management service updates the metadata maintained for that particular document based on that access event metadata. To do.

In yet another form of disclosure of the present application, the management service allows the user to log in over the network and query the metadata to discover the desired document or data (ie,). Allows you to send search requests for your search). The management service compares the query with the metadata maintained for the document in the document database and returns search results (for example, a document with relevant information such as selected properties of the document). Returns a list of documents that match the query in the database.) The user can then select the next higher document from the search results displayed via the user interface of the user terminal, and a document extraction request for the selected document is generated and sent to the management server ( As a result, regarding the document extraction request, it is possible to give an opportunity to perform the above processing on the management server.)

The features of the disclosures of the present application will be further clarified by the following detailed description given with the accompanying drawings.

<p> In explaining the examples and specific examples shown in the drawings, specific technical terms are used for the sake of simplification of the explanation. However, the disclosure is not intended to be limited to the specific terminology so selected, and each of the specific elements is technically equivalent to function in a similar manner. It should be understood to embrace everything.</p><p> When referring to the drawings, similar reference numbers indicate the same or related parts throughout several drawings, and FIG. 1 shows a block diagram of the system according to an embodiment of the disclosure content that manages electronic data. The system 10 includes a network 11, a user terminal 12, a management server 13, and a database or data storage unit 19A-19C.</p><p> The specific example shown in FIG. 1 includes one terminal and three database or storage units, but the number of terminals and the database or data storage unit is arbitrary, and the illustrated one is selected as an example for convenience of explanation. It should be understood that this disclosure is only feasible in a system that includes one or more terminals and one or more databases or data storage units. Further, it should be noted that the terminal and the database or data storage unit may be included in one integrated device (or, of course, may be included in a separate device).</p><p> Each of the database or storage units 19A-19C can be constructed by one or more structural or functional parts having or supporting the function of storing. For example, each of the database or the data storage unit 19A-19C may be an electronic data source or a component thereof, and the electronic data source may be, for example, an e-mail server, a file server, a compound machine (MFP or MFD), and voice data. Servers, application servers, etc. Therefore, it should be understood that the term "electronic data" as used herein may include, in the broadest sense, any data that the user wishes to access, search, review, etc.</p><p> Each of the databases or storage units stores some corresponding type of data (eg, storage unit 19A stores image data, storage unit 19B stores electronic documents, storage unit 19C stores audio data. ) Or stores multiple types of data (eg, storage unit 19A stores image data and e-mail data, storage unit 19B stores electronic documents and application files, storage unit 19C stores audio data, audio. Data, video data, multimedia files, etc.), at which time the types of data stored in one storage unit may be mutually exclusive, or the types of data stored in another storage May overlap with. Further, the database or storage unit 19A-19C is shown as a separate part (for example, it may be in a plurality of servers or each multifunction device), and each is connected to the network 11. However, in another example, the database or storage unit 19A-19C may be in one device such as a multifunction device, in which case, for example, the storage unit 19A is from the scanning processing unit of the multifunction device. The image data may be stored, the storage unit 19B may store the image data from the print processing unit of the multifunction device, the storage unit 19C may store the image data from the facsimile processing unit of the multifunction device, and so on. In any case, the management server 13 tracks and monitors various types of data, which are stored in the database or storage unit 19A-19C.</p><p> Figure 2 shows a configuration example of the management server. As shown in FIG. 2, the management server 20 includes a controller (or central processing unit) 21 that communicates with a number of other components, and systemizes a memory or storage unit 22, a network interface 23, a keyboard 26, and a display 27. Included with bus 29.</p><p> The management server may be a purpose-built device (eg, one or more purpose-built integrated circuits or a suitable network of typical circuit configurations), as will be understood by those skilled in the art, or may have sufficient memory and processing power. It may be software that runs on a normal computer workstation or a personal computer equipped with the above. A computer device may also function as a database server and a print server (in many respects it can be built as well), provided it has the appropriate storage, processing and communication capabilities.</p><p> The controller 21, memory / storage 22, network interface 23, keyboard 26, and display 27 themselves in the server 20 are conventional and therefore, to avoid obscuring the embodiments of the present disclosure, such normal The form is not discussed in detail.</p><p> The controller 21 that executes the program code instruction controls the processing of the server, the processing of the server includes maintaining the index table 25 containing the index information, and the index information is the various index items represented in the index table. And indicates the part corresponding to the index item associated with the particular type of electronic data (for each particular type of electronic data).</p><p> Figure 5 shows an example of an index table. The data type and the location of the data are index items common to each data type. In the case of the example of FIG. 5, the index items of the image data are the author, the receiving ID (for example, the network address of the device that received the data), the processing type (for example, printing, copying, faxing, scanning, etc.), the processing date, and the processing date. It is a user name (performer of processing), and index items of voice data are a call date, a caller name, a caller ID (that is, a telephone number), a receiver name and a receiver ID, and are electronic documents. Index items are the title or name of the file, the date it was created, the date it was last saved, the author, the person who last saved it, and the company.</p><p> It will be clear that the index information according to the disclosures of the present application is not limited to the index items shown in FIG. 5, and they are merely examples. Further, although the index information is maintained in the form of an index table in the example of FIG. 5, it will be apparent to those skilled in the art that the index information may be organized in any way that does not include the table. .. Such index information or index data may be organized as data objects, for example, through object-oriented programming and / or via linked lists, data links, dynamic or relational databases, and the like.</p><p> As described above, the management server 13 tracks and monitors various types of data, and the data is stored in the database or storage unit 19A-19C. For each particular electronic data, the management server 13 determines the data type of that particular electronic data, uses an index table to determine the appropriate index item for that particular electronic data, and is appropriate for that particular electronic data. Generate and maintain metadata corresponding to various index items. The index entry associated with a particular data type in the index table corresponds to the appropriate data attribute (property) for that particular data type in the preferred embodiment. Thus, each metadata of a particular electronic data fits into one or more properties of that particular electronic data. FIG. 6 shows an example of a user interface screen that outlines the properties of an electronic document.</p><p> As an example, the metadata maintained for a particular electronic image data can indicate the last processing performed on that particular electronic image data (eg, printing, facsimile transmission, scanning, etc.). In another example, the data management unit includes a copy of the header and body data of the particular email data in the metadata maintained for that particular email data. As another example, the data management unit includes the date, caller identifier, and receiver identifier of the particular electronic voice data in the metadata maintained for that particular electronic voice data.</p><p> Additional index items may be added to the index table. For example, the management server 13 may provide a user interface through which the user or system administrator can add such index entries. In another example, one or more index items may be added through automatic system updates (software driven). In yet another example, the management server 13 monitors the database or storage unit to generate new data stored in one of the database (plural) or storage unit (plural). Make sure that it contains properties that require additional index items that should or should be added to the index table, and automatically create such additional index items and add them to the index table, or Encourage the user (eg, the author, the person who last modified or saved the data, etc.) or the administrator to enter such an index entry.</p><p> In any case, when the index item is added to the index table, the management server 13 appropriately updates the metadata for each electronic data in terms of the added index item. For a type of electronic data, if the added index item is not related to that type of electronic data (this is confirmed, for example, by referring to the index information), the metadata is not modified.</p><p> The data management unit 13 can monitor access to each of the individual electronic data and have usage history metadata, which indicates a specific access to specific electronic data. The usage history metadata maintained for a particular electronic data can indicate, for example, the identity (identifier) of the user who last accessed the particular electronic data, or the date and time of the last access. In another example, the usage history metadata maintained for a particular electronic data can indicate the destination to which that particular electronic data was sent.</p><p> In the case of the example shown in FIG. 2, the management server 20 includes a network interface 23 for communication over the network, for example, with the terminal 12 and / or the database or storage unit 19A-19C via the network 11 in FIG. Communicate. However, it will be understood that the disclosure is not limited to such forms. For example, the management server may communicate with the database or storage unit via a direct connection and / or via a network to which the user terminal is not connected. As another example, the data management device does not have to be a server that provides services to the client terminal, for example, in another form, it may communicate with the terminal in a peer format.</p><p> The network 11 may be a local area network, a wide area network or any type of network, such as an intranet, an extranet (for example, to restrict access to external users via the Internet), the Internet, or the like. A combination thereof may be used. In addition, other communication links (eg, virtual private networks, wireless links, etc.) may be used for the network 11. Further, the network 11 preferably uses TCP / IP (Transmission Control Protocol / Internet Protocol), but other protocols may be used. What kind of device is connected and communicated via the network 11 is known in the art, and is described in, for example, Non-Patent Document 1 and Non-Patent Document 2. The entire contents of each of these documents are incorporated into the references of the present application.</p><p> The user terminal 12 may be any computer device, such as a personal computer, notebook computer, workstation computer, kiosk, PDA (Personal Digital Assistant), mobile phone, handset, or other information terminal (other device via network 11). (Those that can communicate with), but are not limited to these. Although only one user terminal is shown in FIG. 1, it should be understood that system 10 may include multiple user terminal devices (having similar or different configurations).</p><p> The terminal 12 can exchange (data exchange) with the management server 13 via the network 11 and benefit from the services provided by the server. For example, a request for extracting data from the database or the storage unit 19A-19C can be transmitted from the terminal 12 to the server 13. As another example, the terminal 12 can transmit data stored in the database, and information other than the data may be communicated, and the other information includes, for example, a user identifier, a password, and a person who transmits the data. Name, data author name, date and time of data creation or modification, data version, etc.</p><p> FIG. 3 schematically shows a configuration example of a user terminal (for example, functioning as a computer). In FIG. 3, the computer 30 includes a controller (central processing unit) 31 that communicates with a number of other elements via the internal bus 39, the other elements being memory 32, display 33, keyboard (and / or keypad) 34, Other inputs / outputs (eg, mouse, touchpad, stylus, microphone and / or speaker (with voice / conversation interface and / or voice recognition software), etc.) 35.</p><p> Memory 32 provides storage for programs and data and may include a combination of various conventional storage devices such as buffers, registers and memory [normal storage devices are, for example, read-only memory (ROM), programmable ROM. (PROM), erasable PROM (EPROM), electrically erasable PROM (EEPROM), static random access memory (SRAM), dynamic random access memory (DRAM), non-volatile random access memory (NOVRAM), etc. ].</p><p> Network interface 36 provides a connection to network 11 (eg, via Ethernet connection or other network connection), the connection supports any desired network protocol, eg TCP / IP, IPX, IPX / SPX. Or it supports NetBEUI, but is not limited to these.</p><p> The printer driver 37 and the application software 38 are shown to be connected to the internal bus 39, but are actually stored on a storage medium such as a hard disk or portable medium and / or as needed. Received over network 11 and loaded into memory 32.</p><p> A user interface is provided, which is uniquely constructed by software or received over a network connection, which allows the user to access electronic data or content on the terminal and / or over the network. It enables you to interact with network connection devices and services and benefit from other software-driven features. For example, a browser (for example, Internet Explorer (registered trademark), Netscape Navigator (registered trademark), a dedicated (proprietary) browser, etc.) is prepared in the terminal, and the user of the terminal is in the database or storage unit 19A-19C of the system 10. You can use the browsing process to access.</p><p> Other forms or elements in computer 30 are conventional (unless otherwise specified) and are not described in detail herein for the sake of brevity. Such forms and elements are described in Non-Patent Document 1 and Patent Document 2, and the entire contents of each of these are incorporated in the reference of the present application.</p><p> Specific examples of a multifunction device (MFD) or multifunction device (MFP) described below with reference to FIG. 4 include a scanning and printing function, and further, a user terminal that inputs, stores, and accesses electronic data. And can include one or more database or data storage units.</p><p> The MFP device 40 can include various elements connected to the controller 41 by the controller 41 and the internal bus 49. Controller 41 controls and monitors the operation of the MFP. The elements connected to the controller 41 are storage 42 (eg, random access memory, read-only memory, hard disk drive, portable storage media drive (eg, optical disk, magnetic disk, magneto-optical disk, etc.), semiconductor memory card, etc., or theirs. Storage medium combination), printer engine 43, scanner engine 44, network interface (I / F) 45, converter 47 that converts data from one format to another (eg printing, facsimile transmission, e-mail, etc.) Formatting), and includes user interface 48. The controller 41 authenticates the user using the information stored in the user management table 46 and controls the user's access to the functions of the MFP.</p><p> The storage 42 can include one or more storage units or devices, program code instructions can be stored in one or more parts or devices of the storage 42 and are executed by the controller 41 to execute the instructions. Such instructions can include instructions to perform specified functions of the MFP (eg, print, scan, facsimile send, copy, email send / receive, etc.) and can include terminals and / or management servers (eg 13, 20 etc.), but also enable the MFP to communicate with other external devices via the network interface 45, and further, the converter 47, the access data in the user management table 46, and the interaction with the user via the user interface 48. Allows the MFP to control.</p><p> The user interface 48 includes one or more display screens that display certain information under the control of the controller 41, which information allows the user of the MFP 40 to interact with the MFP. The display screen can be any of a variety of ordinary displays (eg, liquid crystal displays, plasma displays, cathode line tube displays, etc.), but is preferably equipped with a touch sensor type display (eg, liquid crystal display) and is an MFP operator. Built to provide a GUI (Graphical User Interface) based on the information entered by, it allows the operator to conveniently receive the services provided by the MFP, or the operator over the network. Allows interaction with a server that acts as a terminal to access electronic data or other content. For example, a browser (for example, Internet Explorer (registered trademark), Netscape Navigator (registered trademark), proprietary browser, etc.) is prepared in MFD, and the operator uses the browsing function to access the database or storage unit 19A-19C in the system 10. It can be so. As another example, the operator scans the document and uses a browser (specifying additional information about the image) to upload the image data of the scan result of the document to the database or storage unit 19A-19C.</p><p> The display screen does not necessarily have to be integrated with or within the housing of the MFP, but is easily coupled to the MFP by a wired or wireless connection. The user interface 48 includes keys and / or buttons for inputting information and requesting various processes (for example, graphic keys or buttons or other graphic elements of a GUI on a touch screen screen). Alternatively, the user interface 48 and the display screen may be operated by a keyboard, a mouse, a remote controller, voice recognition, eye movement detection, or a combination thereof.</p><p> Since the MFP40 is generally shared by a large number of users and is generally installed in a common space, the MFP is preferably a user name (or other user or group information), a password, an access code, etc. Prompt the user to enter such credentials. The authentication information is compared with the data stored in the user management table 46 to confirm that the user is authorized to use the MFP. If credentials are stored for the session and access to other devices over the network is required, the credentials may be provided automatically. On the other hand, such other devices may prompt the user to enter other credentials via the user interface.</p><p> Another method of authenticating a user, the user accession to a card reader (not shown) is through the Sesukado. Such access cards can also contain account information as well as user identification information, where the management server identifies and authenticates the user, checks for any credit remaining in the user (or group) account, and that information. Allows to be displayed in the MPF at the request of the user.</p><p> Other authentication methods may be used. For example, the multifunction device may be equipped with one or more biometric means (eg, the biometric means compare fingerprints, palm prints, voice or conversation, retina or iris, facial expressions or features, signatures, etc.). ).</p><p> The printer 43, scanner engine 44 and network interface 45 (similar to interface 23 in FIG. 2 and interface 36 in FIG. 3) are detailed in their usual forms, as they are otherwise conventional. The description is omitted from the point of view of simplification (to avoid obscuring the novel features of the disclosures of the present application).</p><p> The MFD40 has all or any of the functions of similar devices known, such functions of scanning, editing and storing images, sending facsimiles, with or without attachments. Sending and receiving e-mail, accessing files by FTP or other protocols or devices, searching the web, etc. Further, the multifunction device or the multifunction device can play a large role of converting a hard copy document into an electronic document.</p><p> With reference to FIG. 7-13, examples will be described below when the subject of disclosure of the present application is applied to an electronic discovery (or data indexing) system. Those involved in legal proceedings in the United States (or those who, if not, have legal obligations in more limited circumstances), provide the required information or documents in electronic form (ie, electronic). Provide data). In the case of electronic discovery, a huge amount of electronic documents and often need to be considered in order to prepare our documents / data against the other party in a proceeding, to conduct an internal investigation, or to respond to government reporting requests. / Or there is a problem with the data. People's ability to manage each of the essential issues depends on how quickly relevant documents and data can be acquired, identified, reviewed, evaluated and generated. The amount of electronic documents and data far exceeds that of paper documents.</p><p> The electronic discovery (or indexing) system according to the disclosure of the present application allows a person to quickly and systematically classify or index electronic data. For example, using such a system, the user or administrator can specify the index entry of interest for each type of data object to be discovered. Index information may be generated and maintained and additional index items may be added in the process. The generation and maintenance of index information may be automatic or manual and can be continued during the electronic discovery process. That is, the system proceeds with the analysis of the properties (attributes) of electronic data and confirms the index items with or without user input or selection of index items for each data type. When new data is acquired, the index information may be modified or additional index information may be added. And the generation and maintenance of index information can be continued during the electronic discovery process.</p><p> The general workflow and data flow in this system will be described with reference to FIGS. 7 and 8. When the electronic data to be indexed becomes available, the data management unit (management server) of the system automatically acquires the indexed data from the database or storage unit in which the data is stored (step S71). .. The acquisition involves the management server sending a data request and receiving the transfer data in response to the request. The data transfer involves accommodating one electronic data at a time, or more generally a large number of electronic data, in a data packet transmitted from the database or storage unit to the management server.</p><p> After the transferred electronic data is received by the management server, the management server proceeds with indexing of the received data (step S73). That is, metadata is generated based on the properties of the data, regardless of user input. The metadata is stored in the data management section (step S75). Steps S71-S75 are iteratively performed until all the electronic data stored in the database or storage section is indexed.</p><p> When retrieving and indexing data, a copy of the original data (original data) is temporarily stored for data analysis and metadata generation, and the copy of the original data is generated by the corresponding metadata. It will be deleted after it is done. Since the amount of metadata stored by the data management unit for a particular electronic data group is usually much smaller than the amount of the data group itself, the amount of data stored on the management server can be significantly reduced.</p><p> After the metadata is generated through the indexing process, the user uses the user interface (eg, the user interface is provided through the browser or client software on the user terminal) and the extraction criteria (search criteria). Can be specified (step S75). The data management department compares the stored metadata with the specified criteria (typically the specified value or range of values for the selected or specified property) and the specified criteria. Identify electronic documents or data that meet the requirements and return a list of such documents or data to the reviewing user via the user interface. The list preferably contains a link to the document or data, along with a URL (Uniform Resource Locator). The user can click the link and request the corresponding original data.</p><p> A request for the selected document or data (ie, the original data stored in the database or storage unit), depending on the user's choice, is sent to the database or storage unit that stores the selected document or data. The database or storage unit then transfers the requested document or data to the user terminal via one or more storages or transmission media. As an optional feature, the management server updates the usage history of the metadata attached to the requested document or data, reflects the request from the user, or transfers the document or data to the user terminal. It may be reflected.</p><p> After the transferred document or data is received by the user terminal, the document or data can be output by the display or printer (step S79).</p><p> With reference to FIG. 9, an example of a method executed by a management server for indexing an electronic document or data will be described below.</p><p> When the electronic document or data is retrieved, a copy of the original data is temporarily saved for indexing (step S91). In step S92, it is checked whether the metadata about the electronic data has already been saved in the index management table. If the metadata about the electronic data has already been stored in the index management table (yes in step S92), the server flow proceeds to step S98 and steps S93-S97 for that particular data. Omit.</p><p> On the other hand, if the metadata about the electronic data has not yet been stored in the index management table (if "No" in step S92), the copied and stored original data will be indexed according to the data type. (Step S93). Such processing will be described with reference to FIG.</p><p> When specific data corresponds to image type data (in the case of "image" in step S101), the character recognition unit of the server performs character recognition on the data (step S102), and the recognized characters are index-managed. Stored as metadata about that particular data in the table, the metadata corresponds to the index entry in the index table specified to match the properties of the image type (step S103).</p><p> If the specific data corresponds to the data type of the electronic document (in the case of "electronic document" in step S101), for example, if the file was generated by an application such as Word, PowerPoint, Excel, Acrobat, etc. The file properties corresponding to the index items associated with the electronic document are extracted from the document data and saved as metadata in the index management table for that electronic document (step S104).</p><p> If the specific data corresponds to the email data type ("email" in step S101), the email header and body data will be extracted from the email and in the index management table for that email data. It is saved as metadata of (step S105).</p><p> If the specific data corresponds to a voice data type ("voice" in step S101), the call date, caller ID and receive ID properties are extracted from the voice data and indexed for that voice data. It is saved as metadata in the management table (step S106). Additional properties such as caller name, recipient name, etc. may be further extracted and stored as metadata, if available.</p><p> With reference to the method in Figure 9, for each additional index item not considered, the server determines whether that particular data contains properties corresponding to such additional index item. .. If the particular data contained properties corresponding to the additional index item (yes in step S94), the server will generate the metadata corresponding to that additional index item and generate it. , Save the electronic data in the index management table (step S95). If the electronic data did not contain any properties corresponding to the additional index entry (if "No" in step S94), the server will have other index entries that have not been considered for that particular electronic data. (Step S96). If such other index entries are present (yes in step S95), steps S94-S96 are repeated.</p><p> If all index items are considered for a particular electronic data (no in step S96), the location information in the database or storage section that indicates where the original data is stored is that identification. The electronic data of is saved in the index management table (step S97).</p><p> In step S98, the server erases the copy data. The server then checks to see if additional electronic data is available (step S99). If additional electronic data was available (yes in step S99), the server returns to step S91 and the process of steps S91-S99 is executed for that additional data.</p><p> In the case of the example of FIG. 9, the server deletes the copy data in step S98, and determines in step S99 whether or not additional electronic data can be acquired. On the other hand, in another example, the server may determine if additional electronic data is available and delete the copy data only if no additional electronic data is available.</p><p> A method for the management server to process a request for extracting a stored document or data will be described with reference to FIG.</p><p> If the server is not dedicated to indexing the data (or even while the server is indexing the data), the server iteratively monitors the requests it extracts (step S111). When the criteria to be extracted are received (yes in step S111), the server proceeds according to the criteria, compares the specified criteria with the metadata in the index management table, and the specified criteria. Identify the electronic document or data that meets the requirements (step S113). The server then returns the comparison result to the requesting terminal, which identifies the document or data that meets the specified criteria (step S115). The comparison results are preferably presented to the user in the user interface, which allows the user to extract the original data for one of the electronic documents or data presented in the comparison results (eg, prepared in the user interface). It is extracted by clicking the link provided.). The request for the original data of the selected electronic document or data may be given directly to the database or storage unit that stores the original data, or the request may be relayed via a server. Good. In any case, the server monitors such click or extract behaviors (step S117). If the user does not select any extraction results, the server does not take any further action on the received extraction criteria (if "No" in step S117). On the other hand, if the user extracts the original data of the selected electronic document or data (yes in step S117), the server updates the usage history metadata of the electronic document or data and such access. (Step S119).</p><p> The process of adding a new index item in one of the disclosed embodiments of the present application will be described with reference to FIGS. 12 and 13.</p><p> As mentioned above, new index items can be added to the system automatically or manually (step S121). For example, a new index item can be added based on a request from the user terminal. After a new index entry is added, the management server checks whether the metadata stored in the index management table needs to be updated based on the new index entry added. For each electronic document or data that has such metadata stored in the index management table, the server identifies the location metadata stored in the index management table for that electronic document. , Send an acquisition request to access the location, acquire the original data about the electronic document by data transfer from the database or storage unit that stores the original data, and make a copy of the original data (step) S122). The server determines whether the electronic document or data has properties corresponding to the new index entry (step S125). If the electronic document or data has properties corresponding to the new index item (yes in step S125), the server will generate metadata based on that property for the new index item and that meta. Save the data in the index management table (step S126).</p><p> In any case (as determined by S125), the server determines if there are any additional new index entries (step S127). If a new index entry exists (yes in step S127), the server iterates over steps S125-S127 for that new index entry.</p><p> On the other hand, if there are no additional new index entries ("No" in step S127), the server will have the new metadata stored in the index management table for other electronic documents or data. Check whether the index item needs to be updated (step S128). For other electronic documents or data, if the metadata stored in the index management table needs to be updated for the new index entry (yes in step S128), such other electronic documents. Alternatively, steps S122-S128 are repeated for the data. If there is no electronic document or data that needs to be updated for the new index entry ("No" in step S128), all stored copy data is erased (step S129).</p><p> When an extract request is received after the index management table has been updated for a new index entry, the server processes the extract request as described with Figures 7, 8 and 11 and is based on the updated index management table. The extraction result is generated.</p><p> In the case of the examples of FIGS. 12 and 13, the server erases all stored copy data at the end of the update process, that is, there is no additional electronic document data that needs to be updated with metadata. Will only be erased. On the other hand, in another example, after the metadata update for the electronic document or data is completed, the copy data of the electronic document or data is erased and the server sends additional electronic documents or data that require the metadata update. Confirm.</p>

<p> FIG. 14 shows a schematic operation of a system for managing electronic documents and data according to an embodiment disclosed in the present application. The system 10 includes a user terminal 16, an agent or monitor unit 17, a data management unit 18, and a database (or storage unit) 19, all of which are connected to each other by a network 15 (generally a secure intranet or extranet). It is connected. The user terminal 16 can access the Internet together with the firewall 14 provided between the network 15 and the Internet as well as other elements connected to the network 15. Therefore, the user terminal 16 can communicate with the management server 13 via the Internet.</p><p> The example shown in FIG. 14 includes one terminal 16 and one database 19, but such numbers of terminals and databases are arbitrary and have been selected as an example for the sake of brevity. And what is disclosed in this application is that it can be used in a system that includes one or more terminals and one or more databases or data storage units. Further, the terminal and the database or data storage unit may be included in one integrated device (of course, may be included in a plurality of separate devices).</p><p> Database 19 can include one or more structures or functional parts that have or support storage functions. For example, the database 19 may be a source of electronic data or a component thereof, for example, an e-mail server, a file server, a multifunction device (MFP or MFD), a voice data server, an application server, or the like. Is. As used herein, it is understood that the term "electronic document" or "electronic data" may, in the broadest sense, include any data that the user wishes to access, extract, review, etc. Should be.</p><p> As mentioned above, multiple databases may be included in the system, with each database storing the corresponding type of data (eg, one database storing image data, another database storing electronic documents, and so on. Yet another database stores audio data, etc.), or stores multiple types of data (eg, one database stores image data and email data, another database stores electronic documents and application files, etc.) And yet another database stores audio data, audio data, video data, multimedia files, etc.), the type of data stored in one database is the type of data stored in another database, and They may be mutually exclusive or partially identical. In addition, multiple databases may form individual parts (eg, in a server or multifunction device), each connected to network 15, or they may be in one device, such as a multifunction device. In that case, one database stores the image data from the scanning part of the multifunction device, another database stores the image data by the printing process of the multifunction device, and another database stores the image data by the facsimile processing of the multifunction device. Image data may be stored, etc. In any case, the management server 13 tracks and monitors various types of data stored in the database.</p><p> The management service 13 can be constructed on a web server or on a back-end server connected to the web server, and provides a user interface to the user terminal via the Internet, through which the user can provide credit information. Not only can you enter other information. The management service executes user authentication by using the user credit proof information. Once the user's credential information is authenticated, the web service proceeds to make the service available to the user terminal.</p><p> The management service 13 tracks the electronic documents in the document database 19 and maintains searchable metadata corresponding to the properties of the electronic documents stored in the document database. The metadata maintained by the management service for a document stored in the document database not only contains property information (eg author, creation date, data type, document content information, etc.), but also the physical address of the document. Also includes pointing pointers.</p><p> The monitor or agent 17 monitors access to the document database, including all file events (eg, read, edit, insert, delete, etc.) and sends access event metadata to management service 13. When a file event occurs, the monitor or agent 17 retrieves the metadata for such event and sends the metadata with a hyperlink to the accessed file. The metadata maintained by the management service is updated based on the access event metadata.</p><p> In FIG. 1, the monitor or agent 17 is illustrated as a separate element connected to the network 15. However, it should be understood that the monitor or agent 17 is software that runs on any of the hardware elements connected to the network 15, and the hardware elements are, for example, the user terminal 16, the database management unit. A computer having 18 and / or a database 19, a computer in another system, and the like.</p><p> When built with software (eg, a browser) that allows the user terminal to communicate with the management service over the Internet, the user terminal can receive the user interface from the management service and through the user interface. The user can enter the user's credential information (the credential information may or may not be stored locally). After the user's credit proof information is authenticated, the user terminal 16 that communicates with the management service 13 via the Internet can send a document extraction request to the management service.</p><p> The document request unit of the user terminal in the preferred embodiment in which the management service is a web service is a software component of the user interface for the user, and inputs and extracts the user's credit proof information (for example, user name, password, etc.). Specifies the document or data requested to be. Alternatively, the document request unit in other embodiments where the management service is provided via other types of connections, such as peer-to-peer connections, may be the inherent software of the terminal.</p><p> When the management service receives the document extraction request from the user terminal, the management service sends an authentication key and a pointer in response to the document extraction request, and the pointer points to the physical address in the database 19 of the requested document. For example, the requested document may be a file in an intranet storage device (as described above, the accumulation of electronic documents or otherwise data in the system is distributed among multiple databases and storage units. The pointer may contain a hyperlink to access the file.</p><p> The user terminal 16 is further constructed by software (authentication processing unit), and the software automatically sends a request for extracting a request document to the database management unit 18 by receiving or interpreting an authentication key and a pointer from the management service. .. The request includes user credentials, pointers and authentication keys. Without such an authentication key, the user terminal is not allowed to retrieve the request document from the document database, even if the user terminal has a pointer to the request document. On the other hand, the user terminal is not allowed to access the request document in the document database until an authentication key is generated for that particular user and the user credentials are provided to the document database along with the authentication key.</p><p> When the database management unit 18 receives the electronic data in the database 19 or a request for extracting the data, the database management unit compares the user authentication information and the authentication key with the access credential information regarding the request document. To ensure secure access to electronic documents and / or data in database 19, each document or data is associated with a corresponding access credential, and the user credential and authorization key are the access credential for the request document. Access to the document or data is granted only if the information matches. When the request for extracting the request document is approved based on the collation, the database management unit 18 extracts the request document specified by the pointer from the document database and sends the extracted document to the terminal 16.</p><p> On the other hand, in some cases, the user may not be able to find the particular document of interest. In such cases, the user logs in to the management service, queries the metadata maintained by the management service, or sends a search request. The management service can prepare a user interface on the user terminal in preparation for user input of the search request. If the management service receives a search request and the user credential information from the user has been authenticated, the management service will maintain metadata about the electronic documents stored in the document database based on the search request. And send the search results to the user terminal. Using the search results, the user can select one or more documents from the search results through the user interface, and based on the selection of one or more documents from the search results, a document extraction request. Is created.</p><p> The management service processes a document extraction request based on the user's selection of one or more documents in the search results, generates an authentication key to access the selected document, and metadata about the selected document. Generates a pointer based on the hyperlinks contained in.</p><p> FIG. 15 shows a configuration example of a server constructed through software that provides the management service 13. As shown in FIG. 15, the server 20 includes a controller (or central processing unit) 21 that communicates with a number of other components, including a memory or storage unit 22, a network interface 23, a keyboard 26, and a display 27 on the system bus. Included with 29.</p><p> The server may be a purpose-built device (eg, one or more purpose-built integrated circuits or a suitable network with a normal circuit configuration), as will be appreciated by those skilled in the art, or may have sufficient memory, processing, and communication. It may be software that is capable and runs on a regular computer workstation or personal computer that acts as a server and / or web server.</p><p> The controller 21, memory / storage 22, network interface 23, keyboard 26, and display 27 themselves in the server 20 are conventional and therefore, to avoid obscuring the embodiments of the present disclosure, such normal The form is not discussed in detail.</p><p> The controller 21 that executes the program code instruction controls the processing of the server, and the processing of the server includes maintaining the metadata in the index table and the like. FIG. 18 shows an example of an index table. The data type and the location of the data are index items common to each data type. In the case of the example of FIG. 18, the index items of the image data are the author, the receiving ID (for example, the network address of the device that received the data), the processing type (for example, printing, copying, faxing, scanning, etc.), the processing date, and the processing date. It is a user name (performer of processing), and index items of voice data are a call date, a caller name, a caller ID (that is, a telephone number), a receiver name and a receiver ID, and are electronic documents. Index items are the title or name of the file, the date it was created, the date it was last saved, the author, the person who last saved it, and the company.</p><p> It will be clear that the metadata maintained by the metadata service is not limited to the index items shown in Figure 18, and they are just an example. Moreover, although the metadata is maintained in the form of an index table in the example of FIG. 18, it will be apparent to those skilled in the art that it may be organized in any way that does not include a table. For example, such metadata or index data may be organized as data objects through object-oriented programming and / or via linked lists, data links, dynamic or relational databases, and the like.</p><p> As mentioned above, management service 13 tracks and monitors various types of data, which data is stored in database 19. For each particular electronic data, management service 13 determines the data type of that particular electronic data, uses an index table to determine the appropriate index item for that particular electronic data, and is appropriate for that particular electronic data. Generate and maintain metadata corresponding to various index items.</p><p> As an example, the metadata maintained for a particular electronic image data can indicate the last processing performed on that particular electronic image data (eg, printing, facsimile transmission, scanning, etc.). In another example, the management service includes a copy of the header and body data of the particular email data in the metadata maintained for that particular email data. As another example, the management service includes the date, caller identifier and receiver identifier of the particular electronic voice data in the metadata maintained for that particular electronic voice data.</p><p> The maintenance and renewal of metadata is described in Application No. 12 / 112,709 entitled "MANAGING ELECTRONIC DATA WITH INDEX DATA CORRESPONDING TO SAID ELECTRONIC DATA" filed on April 30, 2008. The entire content of the application is incorporated into the reference of the present application.</p><p> In the case of the example shown in FIG. 15, the management service 20 includes a network interface 23 for communication over the network, for example, communicating with the terminal 16, the database management unit 18 and / or the database 19 via the Internet of FIG. I do. However, it will be understood that the disclosure is not limited to such forms. For example, the management server may communicate with the database via a direct connection and / or over a network to which the user terminal is not connected. As another example, the management service does not have to be a server that provides services to the client terminal, for example, in another form, it may communicate with the terminal in a peer format.</p><p> The network 15 may be a local area network, a wide area network, any type of network that enables secure access, or a combination thereof. In addition, other secure communication links (eg, virtual private networks, wireless links, etc.) may be used in the network 15. Further, the network 15 preferably uses TCP / IP (Transmission Control Protocol / Internet Protocol), but other protocols may be used. What kind of device is connected and communicated via the network 15 is known in the art, and is described in, for example, Non-Patent Document 1 and Non-Patent Document 2. The entire contents of each of these documents are incorporated into the references of the present application.</p><p> The user terminal 16 may be any computer device, such as a personal computer, notebook computer, workstation computer, kiosk, PDA (Personal Digital Assistant), mobile phone, handset, or other information terminal (other device via network 15). (Those that can communicate with), but are not limited to these. Although only one user terminal is shown in FIG. 14, it should be understood that system 10 may include multiple user terminal devices (having similar or different configurations).</p><p> The terminal 16 can exchange (data exchange) with the management service 13 via the network 15 and benefit from the service provided by the server. For example, a document extraction request can be sent from the terminal 16 to the management service 13. As another example, the terminal 16 can also transmit other information, such as a user identifier, a password, the name of a person who operates the terminal, and the like.</p><p> FIG. 16 schematically shows a configuration example of a user terminal (for example, functioning as a computer). In FIG. 16, the computer 30 includes a controller (central processing unit) 31 that communicates with a number of other elements via the internal bus 39, the other elements being memory 32, display 33, keyboard (and / or keypad) 34, With other inputs / outputs (eg, mouse, touchpad, stylus, microphone and / or speaker (with voice / conversation interface and / or voice recognition software), etc.) 35, network interface 36 and print driver 37. is there.</p><p> Memory 32 provides storage for programs and data and may include a combination of various conventional storage devices such as buffers, registers and memory [normal storage devices are, for example, read-only memory (ROM), programmable ROM. (PROM), erasable PROM (EPROM), electrically erasable PROM (EEPROM), static random access memory (SRAM), dynamic random access memory (DRAM), non-volatile random access memory (NOVRAM), etc. ].</p><p> Network interface 36 provides a connection to network 15 (eg, via Ethernet connection or other network connection), the connection supports any desired network protocol, eg TCP / IP, IPX, IPX / SPX. Or it supports NetBEUI, but is not limited to these.</p><p> A user interface is provided, which is uniquely constructed by software or received over a network connection, which allows the user to access electronic data or content on the terminal and / or over the network. It enables you to interact with network connection devices and services and benefit from other software-driven features. For example, a browser (for example, Internet Explorer (registered trademark), Netscape Navigator (registered trademark), a dedicated (proprietary) browser, etc.) is prepared on the terminal, and the user of the terminal uses the browsing function to use the management service 13 and Can communicate and / or access other data and content.</p><p> Other forms or elements in computer 30 are conventional (unless otherwise specified) and are not described in detail herein for the sake of brevity. Such forms and elements are described in Non-Patent Document 1 and Patent Document 2, and the entire contents of each of these are incorporated in the reference of the present application.</p><p> As described above, the user terminal 16 is not limited to the personal computer, and may be realized in any form capable of communicating with the network and / or the Internet.</p><p> FIG. 17 shows an example of a multifunction device (MFD) or multifunction device (MFP) including scanning and printing functions, which also function as a user terminal for inputting, storing, and accessing electronic data. Come out. In addition, the MFP may include a registration database. Although the user terminal 16, the database management unit 18, and the database 19 are shown as individual elements in FIG. 17, it should be understood that these elements may be provided in the MFP device.</p><p> The MFP device 40 shown in FIG. 17 can include various elements connected to the controller 41 by the controller 41 and the internal bus 49. Controller 41 controls and monitors the operation of the MFP. The elements connected to the controller 41 are storage 42 (eg, random access memory, read-only memory, hard disk drive, portable storage media drive (eg, optical disk, magnetic disk, magneto-optical disk, etc.), semiconductor memory card, etc., or theirs. Storage medium combination), printer engine 43, scanner engine 44, network interface (I / F) 45, converter 47 that converts data from one format to another (eg printing, facsimile transmission, e-mail, etc.) Formatting), and includes user interface 48. The controller 41 authenticates the user using the information stored in the user management table 46 and controls the user's access to the functions of the MFP.</p><p> The storage 42 can include one or more storage units or devices, program code instructions can be stored in one or more parts or devices of the storage 42 and are executed by the controller 41 to execute the instructions. Such instructions can include instructions to perform specified functions of the MFP (eg, print, scan, facsimile send, copy, email send / receive, etc.) and terminal and / or management services (eg 13, 20 etc.), but also enable the MFP to communicate with other external devices via the network interface 45, and further, the converter 47, the access data in the user management table 46, and the interaction with the user via the user interface 48. Allows the MFP to control.</p><p> The user interface 48 includes one or more display screens that display certain information under the control of the controller 41, which information allows the user of the MFP 40 to interact with the MFP. The display screen can be any of a variety of ordinary displays (eg, liquid crystal displays, plasma displays, cathode line tube displays, etc.), but is preferably equipped with a touch sensor type display (eg, liquid crystal display) and is an MFP operator. Built to provide a GUI (Graphical User Interface) based on the information entered by, allowing the operator to conveniently receive the services provided by the MFD, or allowing the operator to conveniently receive the services provided by the MFD. Allows interaction with a server that acts as a terminal to access electronic data or other content. For example, a browser (eg, Internet Explorer®, Netscape Navigator®, proprietary browser, etc.) is provided in the MFD to allow operators to access database 19 in System 10 using browsing capabilities. As another example, an operator scans a document and uses a browser (specifying additional information about the image) to upload the image data of the scanned result of the document to database 19.</p><p> The display screen does not necessarily have to be integrated with or within the housing of the MFP, but is easily coupled to the MFP by a wired or wireless connection. The user interface 48 includes keys and / or buttons for inputting information and requesting various processes (for example, graphic keys or buttons or other graphic elements of a GUI on a touch screen screen). Alternatively, the user interface 48 and the display screen may be operated by a keyboard, a mouse, a remote controller, voice recognition, eye movement detection, or a combination thereof.</p><p> Since the MFP40 is generally shared by a large number of users and is generally installed in a common space, the MFP is preferably a user name (or other user or group information), password, access code, etc. Encourage the user to enter such user credit or authentication information. The user credential information or authentication information is compared with the data stored in the user management table 46 to confirm that the user is authorized to use the MFP. If user credential or credentials are stored for the session and access to other devices is required over the network, the user credential or credentials may be provided automatically. On the other hand, such other devices may prompt the user to enter other user credential information or authentication information via the user interface.</p><p> Other authentication methods may be used. For example, the multifunction device may be equipped with a card reader or one or more biometric means (eg, the biometric means fingerprints, palm prints, voice or conversation, retina or iris, facial expressions or features, signatures, etc. Compare.).</p><p> The printer 43, scanner engine 44 and network interface 45 (similar to interface 23 in FIG. 15 and interface 36 in FIG. 16) are detailed in their usual forms, as they are otherwise conventional. The description is omitted from the point of view of simplification (to avoid obscuring the novel features of the disclosures of the present application).</p><p> The MFD40 has all or any of the functions of similar devices known, such functions of scanning, editing and storing images, sending facsimiles, with or without attachments. Sending and receiving e-mail, accessing files by FTP or other protocols or devices, searching the web, etc. Further, the multifunction device or the multifunction device can play a large role of converting a hard copy document into an electronic document.</p><p> Another example of the workflow according to one embodiment will be described with reference to FIG.</p><p> In the example of FIG. 19, the user operates the browser of the user terminal, connects to the management service via the web, and logs in (S61). After the user is authenticated, the management service provides the user with a user interface via a browser, allowing the user to send a document extraction request. Based on the document extraction request, the management service searches the metadata maintained by the management service and extracts a pointer to the request document (S63). As mentioned above, the metadata maintained by the management service for documents saved in the document database can include property information, which includes author, creation date, data type, document content information, etc. Also includes a pointer to the physical address of the document.</p><p> Furthermore, the management service generates an authentication key and sends the authentication key together with the pointer to the user terminal (S64). On the other hand, the agent at the user terminal or another location in the intranet acquires the authentication key and the pointer and sends them to the database management unit and the document database (S65). The database management department collates the authentication key and the user's login data (for example, obtained from the agent, user terminal, network directory (active directory), etc.) with the access credit information related to the document, and the user with respect to the requested document. Judge whether or not access is permitted by (S66). If the access is authenticated (yes in S67), the request document is extracted from the document database and sent to the user terminal (S68). On the other hand, if access is not permitted depending on the access credit information ("No" in S67), an error message indicating that access is denied is sent to the user terminal (S69).</p><p> The data flow in another embodiment will be described with reference to FIG.</p><p> The user logs in to the management service on the web via HTTPS (or any other secure connection) (including entering a username and password) (S71). The management service verifies the user's credential information and authorizes access (S72). The user then enters a search request using the user interface provided by the management service through a web connection (S73).</p><p> Based on the search request, the management service searches the metadata held by the management service and returns a list of search results (S74). The user reviews the search results and requests that one or more documents be extracted (S75). In response to the extraction request, the management service sends the authentication key to the user terminal along with the physical pointer of the document location on the intranet side (because authentication has already been performed for this session) (S76).</p><p> After the authentication key and pointer are received on the terminal side, the user sends a request for extracting the request document to the database management unit (for example, a file server) and the document database together with the authentication key, pointer and user login data (S77). .. The database management unit authenticates the user login data and the authentication key, extracts the request document using the physical pointer, and returns the extracted document to the user (S78).</p><p> An example of a workflow on the user terminal side will be described with reference to FIGS. 21A and 21B.</p><p> The user logs in to the management service via the web by operating the browser of the terminal (S80). If access to the management service is not granted ("No" in S81), it is checked whether the user is allowed to retry logon (for example, by another user name, password, etc.). (S82). If the user is not allowed to retry ("No" in S82), the process ends or a message is displayed stating that access to the management service has been denied (not shown). ). If retries are allowed (yes in S82), the process returns to login (S80).</p><p> If access is granted (yes in S81), the terminal receives user interface data for the search screen from the management service (S83), and the terminal displays the search screen (S84). Whether or not the user has set the extraction criteria is monitored on the terminal side (S85). If a criteria has been set (yes in S85), the criteria will be sent to the management service (S86).</p><p> Whether or not the search result is received is monitored on the terminal side (S87). When a search result is received (yes in S87), it is checked whether the search result matches any document or data, that is, whether any document or data exists in the search result list. (S88). If no match is found ("No" in S88), the user interface allows the user to specify whether or not the user wants to search again (S89). If the user wants to search again (yes in S89), the search screen is displayed again (S84). If the user does not want to search again ("No" in S89), the process ends.</p><p> If the search results contain one or more matches (yes in step S88), it is monitored whether any document or data has been selected by the user (S180). If no document or data has been selected after a period of time ("No" in S180), the process should end (S181). For example, display a screen with a user interface and let the user choose whether to terminate the process or whether the user needs to search again (not shown). If it is confirmed that the process should be terminated (yes in S181), the process is terminated. On the other hand, if it is determined that the process should not be terminated ("No" in S181), it continues to monitor the user for selecting one of the documents displayed in the search results (S181).</p><p> If any of the documents displayed in the search results are selected (yes in S180), a document extraction request corresponding to the selected document is sent to the management service (S182). After the document extraction request is sent, whether or not the authentication key and pointer are received is monitored on the terminal side (S183). After the authentication key and pointer are received (if "yes" in S183), the request for the request document is sent from the terminal to the database or to the database management unit (S184). After that, the terminal monitors whether the request document has been received (S185).</p><p> After the request document is received (if yes in S185), a message indicating that the document has been received, or the request document, is displayed, and unselected documents or data remain in the search results. Whether or not it is confirmed (S186). If there are no unselected documents or data in the search results ("No" in S186), the process ends. On the other hand, if there is an unselected document or data in the search result (if "Yes" in S186), the search result screen is displayed again (S180).</p><p> The extraction process on the management service side will be described with reference to FIG. 22.</p><p> The management service monitors logon requests (S90). When a logon request is received (if "Yes" in S90), authentication is performed (S91), and the result of the authentication process is sent to the user terminal (S92).</p><p> The user interface data for the search screen is transmitted to the user terminal, and whether or not the extraction criteria are received is monitored on the management service side (S93). When the extraction criteria are received (if "yes" in S93), the metadata is queried (searched) (S94) based on the criteria and the search results are sent to the user terminal (S95). ).</p><p> After the search results are sent, the management service monitors whether the document extraction request is received (S96). When a document extraction request is received (yes in S96), a user-specific authentication key is generated and sent to the user terminal with a pointer to the request document (S97), another document. The process returns to monitor the extraction request (S96). If the document extraction request is not received within a certain period of time ("No" in S96), the process terminates.</p><p> The process performed in the document database is described with reference to FIG.</p><p> The database management department monitors document requests (S101). When a document request is detected (yes in S101), the authorization key received with the request and the user credential information about the user requesting the document are the access credential information associated with the request document (if yes). That is, access to the document is generally restricted) (S103). As mentioned above, the user credential information may be received with the request and may be obtained from other sources such as network directories. If the credential information is satisfactory (yes in S103), the request document specified by the pointer to the request is extracted and sent to the user terminal (S104). On the other hand, if the credential information is not satisfactory, an error message is sent to the user terminal with or without a reason that the credential information was not satisfactory.</p><p> The above data management methods, devices and systems may be implemented in one or more computer programs, which are computer-executable and actually embedded in a computer-readable program storage medium. Possible, the program storage medium is, for example, an optical disk, a magnetic optical disk, a floppy diskette, a ROM, a RAM, an EPROM, an EEPROM, a flash memory, etc., or any type of medium suitable for storing electronic instructions. Good. The program may include a plurality of parts and an executable file and may be distributed to a plurality of computers and terminals or other electronic devices, and the plurality of computers or the like communicate with each other via a network or other transmission medium.</p><p> The above embodiments and examples are exemplary, and many modifications can be introduced into the above embodiments without departing from the spirit of the present disclosure or the appended claims. For example, the elements and / or features of various examples may be combined with each other and / or replaced with each other within the scope of the present disclosure and the appended claims.</p>

<p><nplcit num="1"><text>"How Networks Work", by Frank J. Derfler, Jr. and Les Feed (Que Corporation 2000)</text></nplcit><nplcit num="2"><text>"How Computers Work", by Ron White, (Que Corporation 1999)</text></nplcit></p>

10 system 11 Network 12 User terminal 13 Management server 19A, 19B, 19C Database or data storage 20 Management server 21 Controller (or central processing unit) 22 Memory or storage 23 Network interface 25 index table 26 keyboard 27 display 29 system bus 30 computers 31 Controller (Central processing unit) 32 memory 33 display 34 Keyboard (and / or keypad) 35 Input / output section 36 network interface 37 print driver 38 Application software 39 Internal bus 40 MFP device 41 controller 42 storage 43 printer engine 44 scanner engine 45 Network Interface (I / F) 46 User management table 47 converter 48 user interface 49 Internal bus