File box for quickly taking files

Abstract

The embodiment of the invention provides a file box for quickly taking files, the file box for quickly taking files is used for executing a file calling method, and the method comprises the following steps: classifying and coding paper files based on a preset file classification rule; storing the classified and coded paper files in a preset file cabinet; inputting the image information of the paper archive into the system through a scanner, and generating a digital archive; a user sends an archive calling request to the management system through the terminal equipment; and the management system quickly positions and provides the position information of the required paper archive according to the calling request. Through the scheme of the embodiment of the invention, the problem of how to improve the file management efficiency can be solved.

Description

Technical Field

[0001] The present application relates to the technical field of archive management, and in particular to an archive box for quickly accessing archives. Background Art

[0002] With the development of archive management technology, archive boxes can use advanced technologies and management methods, such as barcodes, QR codes, and electronic tags, to uniquely identify and associate information on paper archives, thereby achieving rapid retrieval and precise positioning. This not only simplifies the storage and management process of archives, but also effectively improves the efficiency and accuracy of retrieval. However, although this type of archive box has shown significant advantages in improving the efficiency of archive management, there are still some challenges, such as how to maintain the continuity and stability of efficient retrieval in large-scale archives, and how to ensure the security and consistency of data during the process of technological upgrading. These are issues that need to be further addressed. Summary of the invention

[0003] In view of this, an embodiment of the present disclosure provides a file box for quickly accessing files, which can execute a file calling method to at least partially solve the problems existing in the prior art.

[0004] A file box for quickly accessing files, the file box for quickly accessing files is used to execute a file calling method, the method comprising:

[0005] Classify and encode paper archives based on preset archive classification rules;

[0006] Store classified and coded paper files in pre-set filing cabinets;

[0007] Enter the image information of paper archives into the system through a scanner and generate digital archives;

[0008] The user sends a file call request to the management system through a terminal device;

[0009] The management system quickly locates and provides the location information of the required paper files based on the call request.

[0010] In a specific implementation, based on the preset archive classification rules, the step of classifying and coding the paper archives further includes:

[0011] Define archive classification rules based on basic information such as archive type, year and subject;

[0012] Extract the physical attributes and content information of the archives, where the physical attributes include the number of pages and paper type, and the content information includes keywords and file numbers;

[0013] Classify the extracted information and map it to the preset classification rule system;

[0014] Use a unique code to identify each file for quick identification in subsequent management processes.

[0015] In a specific implementation, based on basic information such as the type, year, and subject of the archive, the step of defining archive classification rules further includes:

[0016] Collect and organize historical archive data and analyze the distribution of common archive types;

[0017] According to the analysis results, set the priority order of different types of archives;

[0018] Define detailed sub-categories under each category;

[0019] Based on the formula P=T+0.5Y, the priority value P of each file is calculated, where T represents the file type (1=most important, 5=least important), and Y represents the age of the file (unit: year). This formula is used to determine the importance and storage location of the file.

[0020] In a specific implementation, based on the formula P=T+0.5Y, the step of calculating the priority value P of each file further includes:

[0021] Traverse all files and obtain the type T and age Y of each file;

[0022] According to the file type T and the age Y, substitute the formula P = T + 0.5Y for calculation;

[0023] The calculated priority value P is stored in the database;

[0024] If the priority value P is greater than a preset threshold value PT, the file is classified as a high priority file, where PT is a high priority threshold value set by the system.

[0025] In a specific embodiment, the step of storing the calculated priority value P in the database further comprises:

[0026] Establish an archive priority table, including the archive ID, type T, age Y and priority value P fields;

[0027] Insert the relevant information and calculated priority value P of each file into the table;

[0028] The scheduling order D of each file is calculated based on the formula D = R × P, where R represents the current date and P represents the priority value. This formula is used to determine the order in which the files are called;

[0029] Update the scheduling order D into the archive priority table.

[0030] In a specific implementation, based on the formula D=R×P, the step of calculating the scheduling order D of each file further includes:

[0031] Read the current date R and priority value P of each file from the database;

[0032] Use the formula D = R × P to calculate the scheduling order D of each file;

[0033] If the scheduling order D is greater than the preset threshold DT, the file is called first, where DT is the high priority threshold set by the system;

[0034] Update the scheduling order D in the archive priority table.

[0035] In a specific implementation, if the scheduling order D is greater than a preset threshold DT, the step of preferentially calling the archive further includes:

[0036] Get all archive records whose D is greater than DT from the archive priority table;

[0037] Sort these records by dispatch order D from high to low;

[0038] Based on the formula Q=L+W, the weighted importance Q of each archive is calculated, where L represents the actual storage location of the archive and W represents the call frequency. This formula is used to further optimize the call order;

[0039] The calling order is adjusted according to the weighted importance Q, and the archive priority table is updated.

[0040] In a specific embodiment, based on the formula Q=L+W, the step of calculating the weighted importance Q of each archive further includes:

[0041] Read the actual storage location L and call frequency W of each file from the file priority table;

[0042] Use the formula Q = L + W to calculate the weighted importance Q of each file;

[0043] If the weighted importance Q is greater than the preset threshold QT, the calling order of the file is advanced, where QT is the high importance threshold set by the system;

[0044] Update the weighted importance Q in the archive priority table.

[0045] The disclosed embodiment provides a method for efficient paper archive call management, including: classifying and coding paper archives based on preset archive classification rules; storing the classified and coded paper archives in a preset archive cabinet; entering the image information of the paper archives into the system through a scanner and generating a digital archive; the user sends an archive call request to the management system through a terminal device; the management system quickly locates and provides the location information of the required paper archives according to the call request. Through the solution of the disclosed embodiment, it is possible to solve how to improve the management efficiency of archives. BRIEF DESCRIPTION OF THE DRAWINGS

[0046] In order to more clearly illustrate the technical solutions of the exemplary implementation methods of the embodiments of the present disclosure, the drawings required for use in the embodiments will be briefly introduced below. It should be understood that the following drawings only show certain embodiments of the embodiments of the present disclosure and therefore should not be regarded as limiting the scope. For ordinary technicians in this field, other related drawings can be obtained based on these drawings without paying creative work.

[0047] Figure 1 It is a block diagram of the file box for quick access to files of the present application;

[0048] Figure 2 It is a flow chart of the paper archives efficient retrieval management method of the present application;

[0049] Figure 3 It is a flowchart for classifying and coding paper archives based on preset archive classification rules;

[0050] Figure 4 It is a flowchart that defines the rules for file classification;

[0051] Figure 5 It is a flow chart for calculating the priority value P of each file;

[0052] Figure 6 is a flow chart for storing the calculated priority values ​​in a database;

[0053] Figure 7 It is a flow chart for calculating the dispatching order of each file;

[0054] Figure 8 It is a flowchart for calling archives;

[0055] Fig. 9 It is a flow chart for calculating the weighted importance of each profile. DETAILED DESCRIPTION

[0056] The embodiments of the present disclosure are described in detail below with reference to the accompanying drawings.

[0057] The following describes the embodiments of the present disclosure through specific examples, and those skilled in the art can easily understand other advantages and effects of the present disclosure from the contents disclosed in this specification. Obviously, the described embodiments are only a part of the embodiments of the present disclosure, rather than all of the embodiments. The present disclosure can also be implemented or applied through other different specific embodiments, and the details in this specification can also be modified or changed in various ways based on different viewpoints and applications without departing from the spirit of the present disclosure. It should be noted that the following embodiments and features in the embodiments can be combined with each other without conflict. Based on the embodiments in the present disclosure, all other embodiments obtained by ordinary technicians in the field without making creative work are within the scope of protection of the present disclosure.

[0058] It should be noted that various aspects of the embodiments within the scope of the appended claims are described below. It should be apparent that the aspects described herein may be embodied in a wide variety of forms, and any specific structure and / or function described herein is merely illustrative. Based on the present disclosure, it should be understood by those skilled in the art that an aspect described herein may be implemented independently of any other aspect, and two or more of these aspects may be combined in various ways. For example, any number of aspects described herein may be used to implement the device and / or practice the method. In addition, other structures and / or functionalities other than one or more of the aspects described herein may be used to implement this device and / or practice this method.

[0059] It should also be noted that the illustrations provided in the following embodiments are only schematic illustrations of the basic concept of the present disclosure. The drawings only show components related to the present disclosure rather than being drawn according to the number, shape and size of components in actual implementation. In actual implementation, the type, quantity and proportion of each component may be changed arbitrarily, and the component layout may also be more complicated.

[0060] Additionally, in the following description, specific details are provided to facilitate a thorough understanding of the examples. However, it will be understood by those skilled in the art that the aspects described may be practiced without these specific details.

[0061] Next, first refer to Figure 1, describing the structural schematic diagram of the file box 100 for quick access to files of the present application, the file box 100 of the present application is used to store files, and can realize efficient storage of the stored files, and specifically includes a classification and coding module 101, a file cabinet 102, a scanner 103 and a management system 104, wherein the classification and coding module 101 is mainly used to classify and code paper files, the file cabinet 102 is used to store paper files that have been classified and coded, and the scanner 103 enters the image information of the paper files into the system and generates digital files, and the management system 104 can receive the file call request sent by the user through the terminal device, and the management system 104 quickly locates and provides the location information of the required paper files according to the call request.

[0062] Next, refer to Figure 2 , describing the scheme of storing and calling paper archives in archive boxes for quick access to archives of the present invention, that is, the method for calling and managing archives, which mainly includes the following steps:

[0063] S101: Classify and encode paper archives based on preset archive classification rules;

[0064] S102: storing the classified and coded paper files in a preset filing cabinet;

[0065] S103: Enter the image information of the paper file into the system through a scanner and generate a digital file;

[0066] S104: The user sends a file call request to the management system via a terminal device;

[0067] S105: The management system quickly locates and provides the location information of the required paper files according to the call request.

[0068] Specifically, the first step is to classify and code paper archives based on the preset archive classification rules. This process involves dividing all paper archives into different categories according to their attributes such as content, source or time. Each category of archives will be assigned a unique code to ensure that each archive is clearly identified in the entire management system. For example, in a certain archive, all archives about personnel records are classified as Class R, while financial statements are classified as Class F. Furthermore, each archive will have a specific serial number, such as R-2023-001, which represents the first personnel record in 2023.

[0069] The second step is to store the classified and coded paper files in the preset filing cabinets. In order to ensure the safe and orderly storage of the files, the archives will set up special filing cabinets, each of which is numbered for quick search. During the storage process, the specific location in each filing cabinet must also be recorded in detail for subsequent retrieval. Specifically, the archivist will affix labels to the drawers of each filing cabinet, marking the corresponding file category and coding interval to ensure that each file can quickly find its place of origin. For example, a drawer marked R-2023-001 to R-2023-050 contains the first 50 personnel record files of 2023.

[0070] The third step is to enter the image information of the paper archives into the system through a scanner and generate a digital archive. This process is to scan the image of each paper archive and store it in the digital system to form an electronic copy. Doing so can not only prevent the physical loss of paper archives, but also greatly improve the accessibility and management efficiency of archives. In one embodiment, the archivist uses a high-resolution scanner to scan each archive page by page and uploads the scan results to the archive management system. Each electronic archive will be bound to the corresponding paper archive code for easy retrieval and management. For example, when a user enters R-2023-001 on the terminal device, the system will immediately display the electronic version of the archive for the user to view and download.

[0071] In the fourth step, the user sends a file call request to the management system through a terminal device. This step is designed to allow users to remotely access and call the required paper files, reducing the time cost of on-site searches. Users only need to log in to the file management system through a terminal device such as a computer or mobile phone, and fill out the call application form, including information such as the code, purpose, and estimated retrieval time of the required file. For example, if a human resources specialist needs to view the first personnel record file in 2023, he can enter R-2023-001 in the system and submit the application.

[0072] In the last step, the management system quickly locates and provides the location information of the required paper files based on the call request. After receiving the user's call request, the system will automatically retrieve the relevant information in the database, quickly find the filing cabinet and specific location of the file, and feedback this information to the user or file administrator. At the same time, the system will also record the history of each call to facilitate future management and statistical analysis. For example, when the system receives a call request for R-2023-001, it will show that the file is located in cabinet No. 1, area A, drawer 1 on the second floor. Based on this prompt, the administrator can quickly find the required file and deliver it to the requesting user.

[0073] Through the combination of the above five steps, the file box of the present application effectively solves the problems of difficulty in finding and low efficiency in paper file management. The whole process not only simplifies the operation steps of file management, but also greatly improves the user experience.

[0074] Next, refer to Figure 3 , describing the steps of classifying and encoding paper archives based on preset archive classification rules of the present invention.

[0075] S201: Based on the basic information of the archive, such as the type, year and subject, define the archive classification rules. This step involves determining how to classify the archive according to its characteristics. For example, the archive can be classified into document, report and record categories according to its type; it can be divided into 2023, 2024 and so on according to its year; it can be divided into financial management, project management and human resource management according to its subject. Specifically, the archive type may include multiple categories such as administration, business, and finance; the year can be a specific year, such as 2024; and the subject can be a more detailed content classification, such as employee benefits.

[0076] S202: Extract the physical properties and content information of the archive. This step requires detailed recording of the physical properties of each archive, such as the number of pages and paper type, as well as content information, such as keywords and file numbers. For example, in one embodiment, the physical properties of the archive include a total of 30 pages and a paper type of ordinary A4 paper; the content information includes the keyword annual report and the file number HR-2024-0102.

[0077] S203: Classify the extracted information and map it to the preset classification rule system. This step classifies all the previously extracted information according to the preset classification rules to ensure that each file is correctly classified. For example, if a file contains the keyword annual report and belongs to the financial management category, it will be classified under the category of financial management > annual report. The classification rules are formulated to improve retrieval efficiency and ensure that users can quickly find the required files.

[0078] S204: Use a unique code to identify each file for quick identification in the subsequent management process. This step generates a unique identifier for each file to ensure its uniqueness and traceability in the entire file management system. For example, the file number HR-2024-0102 is used to uniquely identify a financial management file. This number can play a key role in the subsequent query, storage and call process to ensure efficient management of the file.

[0079] Through the above steps, efficient classification and coding of paper archives can be achieved, and the systematic and scientific level of archive management can be improved. In this process, each step is complementary to each other and together builds a complete archive management system. For example, in a specific embodiment, a financial management archive is classified and coded in detail through the above method, and finally a unique identifier HR-2024-0102 is generated, so that archive management personnel can quickly and accurately find and call the archive, significantly improving work efficiency.

[0080] Next, refer to Figure 4 , describing the steps of defining archive classification rules based on basic information such as archive type, year and subject of the present invention.

[0081] S301: Collect and organize historical archive data and analyze the distribution of common archive types. This process mainly involves obtaining basic information of various archives from existing or archived archives, such as type, year, subject, etc. Through statistics and analysis of these data, we can understand which types of archives appear more frequently, so as to provide a basis for the subsequent classification rule setting. For example, the historical data of a certain unit shows that the number of financial report and project contract archives accounts for more than half of the total, which indicates that these two types may be the most frequently called and queried archive types.

[0082] S302: According to the analysis results, set the priority order of different types of archives. The goal of this step is to set a priority for each type after fully understanding the importance and call frequency of various types of archives in actual work. Archive types with higher priorities will receive more attention and support in daily management and use. The setting of priorities should not only consider the importance of the archives, but also factors such as their frequency of use. For example, after comprehensive evaluation, an organization decided to set the annual financial report as the highest level (1) because it is the financial basis for all business decisions, while routine work records were rated as the last level (5) because this part of the content has relatively low reference value in daily operations.

[0083] S303: Define detailed sub-classification standards under each category. In order to classify archives more carefully and accurately, multiple sub-categories should be set under each main category. By defining detailed sub-classification standards, the classification system can be made clearer and the time cost of archive search can be reduced. For example, under the main category of financial reports, it can be further divided into multiple sub-categories such as quarterly reports, semi-annual reports and annual reports. When making specific divisions, it can be based on the two dimensions of time and content, so that the similarities between archives of the same category are maximized and the differences between different categories are most obvious.

[0084] S304: Based on the formula P=T+0.5Y, calculate the priority value P of each file. This step uses a specific mathematical model to determine the order and positioning of a single file in the entire library. The P in the formula represents the final calculated file priority value, T represents the file type (1=most important, 5=least important), and Y represents the age of the file (unit: year). The parameter range is: T is an integer between 1 and 5, representing different types of files; Y is a non-negative real number, theoretically with no upper limit but usually not exceeding 100 years to ensure calculation efficiency and practical application value. The advantage of this formula is that it comprehensively considers the importance of the file itself and the preservation period. The higher the priority value, the more important the file is considered. In one embodiment, an annual financial report (T=5, Y=2) that has been kept for 2 years will receive a priority score of 6, indicating that although this document is of a relatively critical type, it is not very old; in contrast, if an internal training material was produced 10 years ago (T=1, Y=10), according to the formula, P=1+0.5*10=6, indicating that this material has a limited score due to its own nature, but has a relatively high overall importance due to its certain duration. The purpose of setting the formula in this way is to allow important documents with a long history to be obtained by users more quickly, while also ensuring that new files are not ignored, and to reasonably arrange storage space and maintenance efforts under limited resources.

[0085] Next, refer to Figure 5 , describing the steps of calculating the priority value P of each file based on the formula P=T+0.5Y of the present invention.

[0086] S401: First, traverse all files to obtain the type T and age Y of each file. The file type T can be in numerical form, indicating the importance of different types. For example, T may have multiple levels, 1 for ordinary files, 5 for very important files, and the specific value is set by the system administrator according to actual conditions. Age Y indicates the storage period of the file, that is, the length of time from the creation of the file to the present, in years.

[0087] S402: According to the file type T and the age Y, substitute the formula P = T + 0.5Y for calculation. The significance of this formula is to comprehensively consider the importance of the file (type T) and the storage age of the file (age Y). By increasing the coefficient 0.5, a smaller weight is given to the age, which can more reasonably reflect that some files gradually become more important over time. For example, for a file with T = 3 and Y = 2 years, when calculating the priority value P, substitute the formula to get P = 3 + 0.5 × 2 = 4.

[0088] S403: The calculated priority value P is stored in the database. This is to facilitate subsequent query and management, and ensure that the priority information of each file can be quickly retrieved. The storage process includes associating the P value with the unique identifier of the file to facilitate efficient management and call of the system.

[0089] S404: If the priority value P is greater than the preset threshold value PT, the file is classified as a high priority file, where PT is the high priority threshold set by the system. The setting of the PT value should be determined according to actual needs and resource constraints, and usually a suitable value that can distinguish important files is selected. For example, if PT is set to 15, then the file with P = 13 above will not be classified as a high priority file, but the file with P = 18 will be classified as a high priority file and enjoy more efficient call and processing priority.

[0090] In one embodiment, assume that there are three files in the system: A, B, and C. File A has type T=4 and age Y=1 year; file B has type T=2 and age Y=4 years; file C has type T=3 and age Y=3 years. After substituting into the formula for calculation, the priority values ​​are: P(A)=4+0.5×1=4.5, P(B)=2+0.5×4=4, P(C)=3+0.5×3=4.5. If the high priority threshold PT=4 is set, then files A and C are classified as high priority files, while file A still belongs to the ordinary priority file. Specifically, such priority division helps file managers to allocate resources and time more effectively, give priority to high priority files, and improve overall management efficiency.

[0091] Next, refer to Figure 6 , describing the steps of the present invention of storing the calculated priority value P in a database.

[0092] S501: Create an archive priority table, which should include four fields: archive ID, type T, age Y, and priority value P. The meanings of these fields are: archive ID is used to uniquely identify each archive; type T indicates the category to which the archive belongs; age Y refers to the length of time the archive is kept; priority value P is a quantitative representation of the importance of the archive. This step ensures that each key information of the archive can be accurately recorded and tracked by the system.

[0093] S502: Insert the relevant information of each file and the calculated priority value P into the above file priority table. This means that every time a new priority value is calculated, it will be stored in the database together with the corresponding file information, thereby providing basic data support for subsequent management and call. For example, in one embodiment, if a file involving an annual report of an enterprise has a high frequency of access demand, the file will be assigned a higher priority value, and its related ID, type and age information will also be stored in the table.

[0094] S503: Calculate the scheduling order D of each file based on the given formula D=R×P, where R represents the current date or time factor, which can range from 1 to the maximum possible value of the day (such as the number of seconds in a day or the natural number in a day), and the current date in the system is usually selected as the optimal value. Parameter P is the priority value calculated in the previous step. Through this formula, a numerical value D reflecting the urgency and value measurement of the file can be obtained, which is used to determine which files should be queried or called by the user first. The purpose of this formula setting is to combine time and priority factors to reasonably optimize the allocation of file resources so that more important and urgently needed files can get priority. For example, at the end of a month, when the financial settlement is completed, the files about the sales records of the month may get a larger D value due to their high immediate demand, ensuring that they can be quickly accessed when needed.

[0095] S504: Update the value of the scheduling order D to the previously established archive priority table. This update operation is to ensure the real-time and validity of the information in the table and to ensure that the archive is called according to the latest scheduling order. In this way, whenever a new request comes in, the system can make decisions based on the latest and most accurate data to achieve efficient management and rapid response to archives. In a specific example, if the final determined D value of the sales record archive involving the month-end settlement is the highest, the scheduling order of the archive will be marked as the highest in the table to ensure that it is loaded as the top priority when processing related business requests.

[0096] Next, refer to Figure 7 , describing the steps of calculating the scheduling order D of each file based on the formula D=R×P of the present invention.

[0097] S601: Read the current date R and priority value P of each file from the database; use the formula D=R×P to calculate the scheduling order D of each file; if the scheduling order D is greater than the preset threshold DT, the file is called first, where DT is the high priority threshold set by the system; update the scheduling order D in the file priority table.

[0098] Specifically, the current date R and priority value P of each file are read from the database. The current date R refers to the date when the file is entered or last updated in the current management system, which is used to reflect the timeliness of the file. By obtaining these two parameters from the database, basic data is provided for the subsequent calculation of the scheduling order.

[0099] S602: Use the formula D=R×P to calculate the scheduling order D of each file. In this formula, R represents the current date and P represents the priority value. The calculation of the scheduling order D is intended to comprehensively consider the timeliness and importance of the file. A higher current date R value indicates that the file is more recent, and a higher priority value P indicates that the file is more important. The larger the result D obtained by multiplying the two parameters, the higher the priority of the file. The reason for setting the formula in this way is to ensure that important and newer files can be processed first.

[0100] S603: If the scheduling order D is greater than the preset threshold DT, the file is called first. DT is a high priority threshold preset by the system administrator to distinguish between ordinary files and files that need to be processed urgently. When the calculated scheduling order D exceeds this threshold, the system will mark it as a high priority and call and process it first to ensure that important files can be processed in time.

[0101] S604: Update the scheduling order D in the archive priority table. After the calculation is completed, the system writes the new scheduling order D into the archive priority table for reference during the next scheduling. This step ensures that the priority status of the archive is up to date, which helps to continuously optimize the call efficiency of the archive management system.

[0102] For example, in one embodiment, assume that there are three files A, B, and C in the database. The current date R of file A is 10 (days ago), and the priority value P is 8; the current date R of file B is 5 (days ago), and the priority value P is 7; the current date R of file C is 3 (days ago), and the priority value P is 9. The scheduling order of each file is calculated using the formula D=R×P: D of file A is 80, D of file B is 35, and D of file C is 27. If the threshold DT set by the system is 40, the system will give priority to calling file A whose scheduling order is greater than 40. Finally, the system updates the file priority table and sets the scheduling order D of file A to 80.

[0103] Next, refer to Figure 8 , describing the step of preferentially calling the archive if the scheduling order D is greater than a preset threshold DT of the present invention.

[0104] S701: Obtain all archive records whose D is greater than DT from the archive priority table. This means filtering out all archive entries whose scheduling order is higher than the preset threshold DT in the database. This step is to ensure that only those archives with high frequency or importance exceeding the threshold are prioritized.

[0105] S702: Sort these records from high to low according to the scheduling order D. This operation will help to clarify which files need to be processed first, thereby optimizing the calling efficiency and response speed of the entire system.

[0106] S703: Calculate the weighted importance Q of each archive based on the formula Q=L+W, where L represents the actual storage location of the archive and W represents the call frequency. This formula comprehensively evaluates the importance and urgency of each archive by combining the physical storage location of the archive and the historical call frequency. The actual storage location L can be an integer from 1 to 100, and the smaller the value, the closer the archive is to the access point. The call frequency W is an integer of the number of times the archive has been requested in a certain period of time in the past, and the larger the value, the more frequently the archive is used. The optimal value is usually automatically adjusted by the system based on historical data. The purpose of this formula design is to balance the location convenience and frequency of use of archives, ensuring that archives that are frequently called but located far away can also be effectively managed.

[0107] S704: Adjust the calling order and update the archive priority table according to the calculated weighted importance Q. Specifically, rearrange the calling priority of the archives according to the value of Q to ensure that the archives with the highest importance are processed first, and reflect this change in the priority table for subsequent query and management.

[0108] For example, in a specific embodiment, suppose there is a group of paper archives, the scheduling order D and calling frequency W of each archive are known, and the preset threshold DT is 50. First, all archives with D>50 are screened out from the archive priority table to obtain several records. After these records are sorted from high to low according to the scheduling order D, the weighted importance Q=L+W of each archive is calculated. Assuming that the actual storage location L of one of the archives is 20, and it has been called 30 times in the past month, that is, W is 30, then the weighted importance Q of the archive is 50. By comparing the Q values ​​of each archive, the calling order is readjusted, and the priority table is updated to ensure that archives that are frequently used but stored farther away can be called faster.

[0109] Next, refer to Fig. 9 , describing the steps of calculating the weighted importance Q of each archive based on the formula Q=L+W of the present invention.

[0110] S801: Read the actual storage location L and call frequency W of each file from the file priority table;

[0111] S802: Calculate the weighted importance Q of each file using the formula Q=L+W;

[0112] S803: If the weighted importance Q is greater than a preset threshold QT, the calling order of the file is advanced, wherein QT is a high importance threshold set by the system;

[0113] S804: Update the weighted importance Q in the archive priority table.

[0114] First, read the actual storage location L and call frequency W of each file from the file priority table. This step aims to collect basic data of the file in preparation for subsequent calculations. The actual storage location L represents the physical storage location of the file. Its value range is usually a positive integer. The closer to 1, the more convenient and faster the access. The call frequency W reflects the number of times the file is requested to be called, which is also a non-negative integer. The higher the call frequency, the greater the importance and frequency of the file.

[0115] Next, use the formula Q=L+W to calculate the weighted importance Q of each file. In the formula, L and W are both key factors. L reflects the convenience of the physical location of the file, and W reflects the frequency of use of the file. By adding these two factors, the resulting Q value can comprehensively evaluate the importance and convenience of the file. In the optimal case, the value of L should be close to 1 (that is, access is very convenient), and the value of W should be higher (frequently called). The purpose of setting the formula in this way is to balance the physical storage location of the file and the actual use needs, ensuring that important files can be called more quickly.

[0116] If the weighted importance Q is greater than the preset threshold QT, the call order of the file is advanced, where QT is the high importance threshold set by the system. QT is a boundary value used to distinguish important and unimportant files, which is usually determined according to the needs and actual conditions of the system. For example, assuming that QT is set to 15, then files with weighted importance Q exceeding 15 will be considered to have a higher call priority. This step ensures that highly important or frequently used files can be accessed more quickly when needed.

[0117] Finally, the weighted importance Q in the archive priority table is updated. This is to dynamically adjust the archive management strategy and ensure that the latest information is recorded for reference during the next call. Specifically, after each calculation is completed, the new Q value will be written into the archive priority table for subsequent management and query.

[0118] In one embodiment, assume that there are three files A, B, and C. Their actual storage locations L are 2, 4, and 1, respectively, and their call frequencies W are 10, 5, and 12, respectively. According to the formula Q=L+W, the weighted importances calculated are: Q=2+10=12 for A, Q=4+5=9 for B, and Q=1+12=13 for C. If the threshold QT set by the system is 10, then the Q values ​​of files A and C exceed 10, and the call order of these two files will be advanced, making them easier to call quickly. However, since the Q value of file B does not reach the threshold, the call order remains unchanged. In this way, the efficiency of the file management system can be significantly improved.

[0119] The present invention provides an efficient paper archive management method, which includes: first, detailed classification and coding of paper archives based on preset archive classification rules. This process involves analyzing various information such as the content and purpose of paper archives, ensuring that each archive can be accurately classified into the correct category and assigned a unique code for subsequent management and retrieval. Then, these classified and coded paper archives will be stored in a preset filing cabinet in an orderly manner, and physically stored according to certain arrangement rules, ensuring that each archive has a certain storage location, thereby providing a basic guarantee for the rapid search of archives.

[0120] Furthermore, the image information of paper archives is input into the system through a high-resolution scanner to generate corresponding digital archives. This process is not only a digital backup of paper archives, but also builds a complete electronic archive library. Users can quickly find the archive information they need by searching keywords, etc., which greatly improves the accessibility and call efficiency of archives. The generated digital archives are not only convenient for long-term preservation, but also support remote access and multi-point simultaneous viewing, which greatly improves work efficiency.

[0121] When a user needs to retrieve an archive, he or she can send a request to the management system through a terminal device. After receiving the request, the management system will automatically and quickly locate the specific location of the required paper archive based on the request content and provide detailed location information. In this way, archive managers can go directly to the designated location to retrieve the archive, saving a lot of search time and physical labor. In addition, the management system can also make intelligent recommendations based on historical call records, giving priority to displaying frequently used archive locations, further optimizing the user experience.

[0122] In summary, the present invention comprehensively solves the technical problem of low efficiency in paper archive management through scientific classification coding, physical storage, digital conversion and efficient calling mechanism, and realizes intelligent and automated archive management.

[0123] The methods, programs, systems, devices, etc. of the embodiments of the present invention may be executed or implemented in a single or multiple networked computers, or may be practiced in a distributed computing environment. In the embodiments of this specification, in these distributed computing environments, tasks may be performed by remote processing devices connected via a communication network.

[0124] Those skilled in the art should understand that the embodiments of the present specification may be provided as methods, systems or computer program products. Therefore, those skilled in the art may imagine that the functional modules / units or controllers and related method steps described in the above embodiments may be implemented in software, hardware or a combination of software / hardware.

[0125] Unless explicitly stated, the actions or steps of the methods, programs, and embodiments of the present invention do not have to be performed in a specific order and can still achieve the desired results. In some implementations, multitasking and parallel processing are also possible or may be advantageous.

[0126] In this article, multiple embodiments of the present invention are described, but for the sake of brevity, the description of each embodiment is not exhaustive, and the same or similar features or parts between the embodiments may be omitted. In this article, "one embodiment", "some embodiments", "examples", "specific examples", or "some examples" are meant to be applicable to at least one embodiment or example according to the present invention, but not all embodiments. The above terms do not necessarily mean to refer to the same embodiment or example. In the absence of contradiction, those skilled in the art can combine and combine the different embodiments or examples described in this specification and the features of the different embodiments or examples.

[0127] The exemplary systems and methods of the present invention have been specifically shown and described with reference to the above embodiments, which are merely examples of the best modes for implementing the present systems and methods. It will be appreciated by those skilled in the art that various changes may be made to the embodiments of the systems and methods described herein when implementing the present systems and / or methods without departing from the spirit and scope of the present invention as defined in the appended claims.

Claims

1. A file box for quick access to files, the file box for quick access to files is used to execute a file calling method, characterized in that: The method comprises: Classify and encode paper archives based on preset archive classification rules; Store classified and coded paper files in pre-set filing cabinets; Enter the image information of paper archives into the system through a scanner and generate digital archives; The user sends a file call request to the management system through a terminal device; The management system quickly locates and provides the location information of the required paper files based on the call request.

2. The quick-access file box according to claim 1, characterized in that: Based on the preset archive classification rules, the steps of classifying and coding paper archives further include: Define archive classification rules based on archive type, year and subject; Extract the physical attributes and content information of the archive, where the physical attributes include the number of pages and paper type, and the content information includes keywords and file numbers; Classify the extracted information and map it to the preset classification rule system; Use a unique code to identify each file for quick identification in subsequent management processes.

3. The quick-access file box according to claim 2, characterized in that: Based on the basic information of the archives, such as the type, year and subject, the steps of defining archive classification rules further include: Collect and organize historical archive data and analyze the distribution of common archive types; According to the analysis results, set the priority order of different types of archives; Define detailed sub-categories under each category; Based on the formula P=T+0.5Y, the priority value P of each file is calculated, where T represents the file type and Y represents the age of the file. This formula is used to determine the importance and storage location of the file.

4. The quick-access file box according to claim 3, characterized in that: Based on the formula P=T+0.5Y, the step of calculating the priority value P of each file further includes: Traverse all files and obtain the type T and age Y of each file; According to the file type T and the age Y, substitute the formula P = T + 0.5Y for calculation; The calculated priority value P is stored in the database; If the priority value P is greater than a preset threshold value PT, the file is classified as a high priority file, where PT is a high priority threshold value set by the system.

5. The quick-access file box according to claim 4, characterized in that: The step of storing the calculated priority value P in the database further comprises: Establish an archive priority table, including the archive ID, type T, age Y and priority value P fields; Insert the relevant information and calculated priority value P of each file into the table; The scheduling order D of each file is calculated based on the formula D = R × P, where R represents the current date, indicating the date when the file was entered or last updated in the current management system, and P represents the priority value. This formula is used to determine the order in which the files are called; Update the scheduling order D into the archive priority table.

6. The quick-access file box according to claim 5, characterized in that: Based on the formula D=R×P, the step of calculating the scheduling order D of each file further includes: Read the current date R and priority value P of each file from the database; Use the formula D = R × P to calculate the scheduling order D of each file; If the scheduling order D is greater than the preset threshold DT, the file is called first, where DT is the high priority threshold set by the system; Update the scheduling order D in the archive priority table.

7. The quick-access file box according to claim 6, characterized in that: If the scheduling order D is greater than the preset threshold DT, the step of preferentially calling the archive further includes: Get all archive records whose D is greater than DT from the archive priority table; Sort these records by dispatch order D from high to low; The weighted importance Q of each file is calculated based on the formula Q=L+W, where L represents the actual storage location of the file and W represents the call frequency; The calling order is adjusted according to the weighted importance Q, and the archive priority table is updated.

8. The quick-access file box according to claim 7, characterized in that: Based on the formula Q=L+W, the step of calculating the weighted importance Q of each archive further includes: Read the actual storage location L and call frequency W of each file from the file priority table; Use the formula Q = L + W to calculate the weighted importance Q of each file; If the weighted importance Q is greater than the preset threshold QT, the calling order of the file is advanced, where QT is the high importance threshold set by the system; Update the weighted importance Q in the archive priority table.

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