File digital management system and operation method thereof

Abstract

The invention discloses an archive digital management system and an operation method thereof, and belongs to the field of computer systems, the archive digital management system comprises a data visualization module, a business process management module, a file data processing module, a processing personnel management module and an extensible system architecture, the data visualization module can display full-process data and support self-definition and export functions; the business process management module realizes automatic connection and real-time monitoring, and provides exception handling and recording functions; the file data processing module adopts an image technology and an algorithm to ensure image quality, and automatically identifies and marks wrong images; the processing personnel management module realizes employee information management, authority distribution and operation recording, and ensures operation safety; the extensible system architecture adopts a modular design, can be externally connected with various software, provides flexible system configuration and parameter setting, solves the problems of low efficiency, poor data security, inconvenient management and the like of traditional file digital processing, and improves the efficiency and the quality.

Description

Technical Field

[0001] The present invention relates to the field of computer systems, and in particular to a digital archive management system and an operation method thereof. Background Art

[0002] Digital processing of archives is an important technology in the current archive management field. It converts paper archives into digital form to achieve long-term preservation, efficient retrieval and convenient use of archives. However, the traditional digital processing and management of archives has many shortcomings, such as unintuitive data display, chaotic business process management, inefficient file data processing, poor employee information management and lack of scalability of system architecture.

[0003] Specifically, traditional digital archive processing systems often lack effective data visualization methods, making it difficult for managers to fully understand the processing progress and personnel performance, which is not conducive to timely detection of problems and optimization. At the same time, business process management usually relies on manual operations and paper records, which are prone to omissions and errors, and difficult to trace and monitor. In addition, the file data processing link usually has problems such as low automation, slow processing speed, and high error rate, which seriously affect the quality and efficiency of digital processing. There are also problems such as untimely information updates, unreasonable authority allocation, and insufficient security control in employee information management, which bring hidden dangers to the safe operation of the system. Finally, the traditional system architecture usually lacks scalability and flexibility, and it is difficult to meet the customized needs of different customers and future business development. Summary of the invention

[0004] The purpose of the present invention is to provide a digital archive management system and an operation method thereof, so as to solve the problems of traditional digital archive processing and management methods, such as non-intuitive data display, chaotic business process management, low efficiency of file data processing, poor employee information management and lack of scalability of system architecture.

[0005] In order to achieve the above object, the present invention adopts the following technical solution: a digital archive management system, comprising:

[0006] Data visualization module: uses data visualization components to display the full process data of archive digital processing, including processing performance, personnel situation, abnormal situations, etc., supports custom time range and data display method, and provides data export and report generation functions;

[0007] Business process management module: realizes the automated connection and real-time monitoring of archive outbound, scanning, image optimization, quality inspection, binding, attachment, warehousing and other links, sets checkpoints and condition judgment, provides exception handling and return mechanism, as well as exception recording function;

[0008] Document data processing module: Automated operations on electronic archive data, using image scanning technology and image processing algorithms to ensure image quality and resolution, and introducing image recognition technology to automatically identify images that do not meet the standards and mark errors;

[0009] Processing personnel management module: realizes the entry, management, authority allocation of employee information and the recording of operator information during the processing process, provides new employee addition, suspension and resignation management functions, and uses identity authentication and access control technology to ensure that employees operate within the scope of authorization;

[0010] Scalable system architecture: It adopts modular design and can be connected to a variety of software, including scanning software, image optimization software, mounting software, etc., providing system configuration options and parameter setting functions.

[0011] Furthermore, the data visualization module further includes a data display component, which uses visualization forms such as charts, curve graphs, bar charts or pie charts, and supports users to customize time ranges and data display methods, while providing convenient data export functions and flexible report generation functions.

[0012] Furthermore, the business process management module also includes the following functions:

[0013] File outbound post: responsible for collecting files and registering the collection batch, quantity, recipient, collection time and remarks on the system, and supports custom batch formats;

[0014] Archives scanning post: Archives are collected and stored as high-quality digital files through archive digital collection equipment, and are divided into corresponding folders according to the data category. Both high-speed scanning and flatbed scanning are supported;

[0015] Archive Image Optimization Post: Carry out preliminary batch processing of scanned images, crop and de-skew the images;

[0016] Archives Quality Inspection Picture Quality Check: Check the quality of pictures, including file name, picture integrity, and reading direction accuracy;

[0017] File binding post: sort and bind the files after digital processing, and record the relevant information on the system;

[0018] Data connection post: import digital products into the system in batches according to the unit's archive system rules, and back them up and hand them over;

[0019] Archive storage post: Return the archives with scanned stamps to the archive room for storage, and register the returner and time of return.

[0020] Furthermore, the file data processing module also includes the function of searching and replacing original images. When it is found during the quality inspection post that the image is over-cropped, the system's search function can be used to quickly locate and select the folder of the image to be replaced. The system will automatically download the original image to a temporary file folder on the computer to facilitate replacement and repair by the staff.

[0021] Furthermore, the processing personnel management module not only realizes the entry, management, authority allocation of employee information and the recording of operator information during the processing process, but also provides new employee addition, suspension and resignation management functions. The module uses identity authentication and access control technology to ensure that employees operate within the authorized scope and ensure the security and stability of the system.

[0022] An operating method of an archive digital management system includes the following processes;

[0023] The operation process of the system includes: the user enters the system login interface through the desktop icon, and selects the corresponding position according to their respective positions to log in. After logging in, the system displays the corresponding function modules and operation interface according to the user role.

[0024] File outgoing steps: After the person in charge of the file outgoing post receives the files from the warehouse, he / she enters the batches into the system, including the batch number, file number, catalog number, case number and number of files, and checks and signs with the warehouse;

[0025] File scanning steps: After logging into the system, the scanning and sorting post receives the batch task uploaded by the outbound post, uses the file scanning system for high-speed scanning or flatbed scanning, stores the scanned images in directories according to batch numbers, and checks the image orientation and content integrity. After confirming that they are correct, upload the images to the system:

[0026] Steps for optimizing archive images: After logging into the system, the image optimization post receives the tasks uploaded by the scanning post and performs batch processing on the images, including preliminary optimization such as cropping and skew correction;

[0027] The steps of file quality inspection and image optimization: After logging into the system, the quality inspection image optimization post receives the task uploaded by the image optimization post, automatically downloads the received image files to the local computer, and uses the system's built-in standard detection function to perform quality inspection, including checking the naming specifications, material image integrity, file format and DPI, etc. After confirming that everything is correct, upload the data:

[0028] File binding steps: After logging into the system, the binder checks the tasks waiting to be collected, sorts and binds the files that have been scanned and uploaded, records the relevant information in the system, and submits the completed batch number;

[0029] Abnormal and return processing steps: In any link, if there is a problem with the received batch, you can perform a return operation and note the abnormal information; if a problem with the image is found during quality inspection, the system can be used to find and replace the original image;

[0030] System management steps: including employee management, which is used to enter information and analyze permissions of newly added, suspended or resigned staff.

[0031] Furthermore, in the file scanning step, the scanned images need to be checked for direction and content integrity, and uploaded to the system after ensuring that they are correct. The system automatically calculates the upload time, counts the total number of files, and makes format adjustments.

[0032] Furthermore, in the system management step, the employee management function allows adding staff to each process, entering information such as name and password, selecting processes and assigning permissions; common maintenance management functions include batch query, current progress query and user table management, which facilitates administrators to comprehensively monitor and manage the system.

[0033] Compared with the prior art, the beneficial effects of the present invention are:

[0034] The existing technology may be relatively scattered in the digital management of archives, and the connection between various links is not tight enough. However, the present invention constructs a complete digital management system for archives, automates the connection and real-time monitoring of various links such as archive outbound storage, scanning, image optimization, quality inspection, binding, hanging, and storage. This systematic design greatly improves the efficiency of archive digital processing, reduces the error of manual operation, and ensures the smooth progress of the entire process.

[0035] Existing technologies often lack intuitive data display and intelligent management methods. The present invention uses a data visualization component that can display the full process data of digital archive processing, including processing performance, personnel situation, abnormal situations, etc. This visual management method enables managers to grasp the progress and status of the entire project at any time, so as to make more accurate decisions. At the same time, the system also supports custom time ranges and data display methods, provides convenient data export functions and flexible report generation functions, and further meets the needs of managers.

[0036] The present invention introduces image scanning technology and image processing algorithms to ensure the quality and resolution of the image. At the same time, the system also has image recognition technology, which can automatically identify images that do not meet the standards and mark errors, thereby greatly improving the efficiency and accuracy of image processing.

[0037] The present invention realizes the input, management, authority allocation and recording of operator information during the processing process through the processing personnel management module. At the same time, the system also uses identity authentication and access control technology to ensure that employees operate within the authorized scope, thereby ensuring the security and stability of the system.

[0038] The present invention adopts a modular design and can be connected to a variety of software, including scanning software, image optimization software, mounting software, etc. This design enables the system to be flexibly configured and expanded according to actual needs, thereby meeting the needs of digital management of archives of different scales and types. BRIEF DESCRIPTION OF THE DRAWINGS

[0039] The present invention will be further described below in conjunction with the accompanying drawings:

[0040] Figure 1 The present invention is a flowchart of a digital archive management system and an operation method thereof. DETAILED DESCRIPTION

[0041] In order to make the purpose, technical solutions and advantages of the embodiments of the present invention clearer, the technical solutions in the embodiments of the present invention will be clearly and completely described below in conjunction with the drawings in the embodiments of the present invention. Obviously, the described embodiments are only part of the embodiments of the present invention, rather than all the embodiments.

[0042] The technical solution of the present invention is described in detail with specific embodiments below. The following specific embodiments can be combined or replaced with each other according to actual conditions, and the same or similar concepts or processes may not be described in detail in some embodiments.

[0043] like Figure 1 As shown, the present invention provides a digital archive management system and an operation method thereof, comprising:

[0044] Data visualization module: uses data visualization components to display the full process data of archive digital processing, including processing performance, personnel situation, abnormal situations, etc., supports custom time range and data display method, and provides data export and report generation functions;

[0045] Business process management module: realizes the automated connection and real-time monitoring of archive outbound, scanning, image optimization, quality inspection, binding, attachment, warehousing and other links, sets checkpoints and condition judgment, provides exception handling and return mechanism, as well as exception recording function;

[0046] Document data processing module: Automated operations on electronic archive data, using image scanning technology and image processing algorithms to ensure image quality and resolution, and introducing image recognition technology to automatically identify images that do not meet the standards and mark errors;

[0047] Processing personnel management module: realizes the entry, management, authority allocation of employee information and the recording of operator information during the processing process, provides new employee addition, suspension and resignation management functions, and uses identity authentication and access control technology to ensure that employees operate within the scope of authorization;

[0048] Scalable system architecture: It adopts modular design and can be connected to a variety of software, including scanning software, image optimization software, mounting software, etc., providing system configuration options and parameter setting functions.

[0049] In a digital archive management system of the present invention, the data visualization module provides users with an intuitive and easy-to-use data display interface through an integrated data visualization component. Users can customize the time range (such as selecting a specific date, month or year) and data display method (such as charts, curves, bar charts or pie charts, etc.) through simple operations. The system displays the full process data of digital archive processing in real time according to the user's selection, including processing performance (such as daily, monthly or annual processing volume), personnel situation (such as the number of personnel in each position, working hours, etc.) and abnormal situations (such as error rate, number of abnormal batches, etc.). In addition, users can also export the displayed data as Excel files or generate professional reports as needed for further analysis and decision-making, among which, the data visualization component: selects the data visualization library or framework of ECharts in the industry to realize the graphical display of data.

[0050] The business process management module realizes the automated connection and real-time monitoring of the digital processing of archives. According to the preset business process, the system automatically assigns tasks to corresponding positions, such as archive outbound post, scanning post, image optimization post, quality inspection post, binding post, hanging post and warehousing post. In each link, the system sets checkpoints and conditional judgments to ensure that the tasks are carried out according to the prescribed process. If problems are found in the received batch, the return operation can be executed and the abnormal information can be noted. At the same time, the system provides abnormal record and query functions to facilitate subsequent processing.

[0051] The file data processing module performs automated operations on electronic data of archives. The system uses image scanning technology and image processing algorithms to ensure that the quality and resolution of scanned images meet the requirements. At the same time, the system introduces image recognition technology to automatically identify images that do not meet the specifications and mark the errors. When the quality inspection post finds that the image is over-cropped, the system's search function can be used to quickly locate and select the folder of the image to be replaced. The system will automatically download the original image to the temporary file folder on the computer to facilitate the staff to replace and repair it.

[0052] The processing personnel management module realizes the entry, management, authority allocation and recording of operator information during the processing process. System administrators can use this module to add, suspend or resign the information of staff members and assign corresponding permissions to them. During the processing, the system will automatically record the operator's information, such as name, position, operation time, etc. At the same time, the system uses identity authentication and access control technology to ensure that employees operate within the scope of authorization.

[0053] Scalable system architecture;

[0054] Using a microservice architecture, the system is split into multiple independent service modules, such as data visualization services, business process management services, file data processing services, etc.

[0055] The service modules communicate and collaborate through RESTful API to achieve loose coupling and scalability of the system. The Docker containerization technology and the orchestration tool Kubernetes are used to achieve rapid deployment, expansion and management of services. Flexible system configuration options and parameter setting functions are designed to allow users to configure the system and adjust parameters according to actual needs. The introduction of microservice architecture achieves loose coupling and scalability of the system, which facilitates the expansion and upgrading of future functions. The use of RESTful API reduces the coupling between services and improves the flexibility and maintainability of the system. The use of containerization technology and orchestration tools achieves rapid deployment, expansion and management of services, improves the response speed and stability of the system, and flexible system configuration options and parameter setting functions meet the diverse system configuration needs of users and enhance the adaptability and flexibility of the system. It solves the problems that the traditional archive digitization management system has a fixed architecture and is difficult to expand and upgrade functions. The high degree of coupling between services leads to poor system flexibility and low maintainability. The system deployment, expansion and management process is cumbersome and time-consuming, which makes it difficult to meet rapidly changing needs. The system configuration options and parameter setting functions are single and cannot meet the diverse configuration needs of users. The operation method of the archive digitization management system includes the following steps.

[0056] User login

[0057] Users enter the login interface of the Micro Century Archives Digital Management System V3.0 through the desktop icon. The interface design is intuitive, and users need to select the corresponding position to log in according to their positions (such as outbound post, scanning post, image optimization post, quality inspection post, binding post, management post, etc.). When logging in, the user name is the employee's name, and the initial password is generally "123456", but the user will be required to change the password after the first login to enhance system security. After logging in, the system will display the corresponding functional modules and operation interface according to the user's role to ensure that users in each position can only see and operate functions related to their responsibilities.

[0058] Steps for archive outsourcing;

[0059] The person in charge of the archive outbound post receives a certain number of archives (usually called a batch) from the warehouse and then enters the batch into the system. The input content includes key information such as the batch number (which can be automatically generated by the system), the archive file number, the catalog number, the case number, and the number of archive volumes. This information needs to be checked with the actual situation in the warehouse to ensure accuracy. After the input is completed, the person in charge needs to sign and confirm in the system, and check the paper signature with the warehouse manager to ensure that the archive outbound process is strictly controlled.

[0060] File scanning steps;

[0061] After the scanning and sorting post logs into the system, it is necessary to receive the batch tasks uploaded by the outbound post. After receiving the task, the scanner will use the archive scanning system (supporting high-speed scanning and flatbed scanning) to scan the archive. The scanned images must be stored in directories according to the batch number for subsequent management and search. During the scanning process, the scanner needs to check the direction and content integrity of the image to ensure that each image is clear, complete and in the correct direction. After confirming that there are no errors, the scanner needs to upload the image to the system, and the system will automatically calculate the upload time, count the total number of files, and adjust the format.

[0062] File map optimization steps;

[0063] After logging into the system, the image optimization staff needs to receive the task uploaded by the scanning staff. After receiving the task, the image optimization staff will batch process the images, including preliminary optimization operations such as cropping and skew correction. These operations are aimed at improving the quality and readability of the images, laying a solid foundation for the subsequent quality inspection process. After the processing is completed, the image optimization staff needs to upload the optimized images to the system for the quality inspection staff to carry out the next step.

[0064] Steps for file quality inspection and optimization;

[0065] After logging into the system, the quality inspection and image optimization post needs to receive the tasks uploaded by the image optimization post. After receiving the task, the system will automatically download the received image files to the local computer. The quality inspectors will use the system's built-in standard detection function to perform quality inspections on the images, including checking key indicators such as naming specifications, material image integrity, file format and DPI. During the inspection process, the system will automatically find material images that do not meet the naming specifications, are missing or have extra material images, and monitor non-standard file formats and non-standard file DPI. Quality inspectors need to modify and improve according to the error messages prompted by the system to ensure that each image meets the quality requirements. After confirmation, the quality inspectors need to upload the data to the system for use in subsequent links.

[0066] File binding steps;

[0067] After logging into the system, the binder needs to check the tasks waiting to be received. For the files that have been scanned and uploaded, the binder will sort and bind them. During the binding process, the binder must ensure that the order, page numbers and other information of the files are consistent with the records in the system. After the binding is completed, the binder needs to record the relevant information in the system and submit the completed batch number. This step is to ensure that the physical form of the files is consistent with the electronic records in the system, which facilitates the subsequent storage and query links.

[0068] Exception and return handling steps;

[0069] In any link, if there is a problem with the received batch (such as incorrect batch quantity, substandard image quality, etc.), the relevant personnel can perform a return operation and note the abnormal information. The return operation must be carried out according to the process set by the system to ensure that abnormal problems in each link can be handled and recorded in a timely manner. If a problem with the image is found during quality inspection (such as excessive cropping, blurred images, etc.), the quality inspector can find and replace the original image through the system. This function is designed to improve the flexibility and fault tolerance of the system and ensure the smooth progress of the digitalization process of archives.

[0070] System management steps;

[0071] The system management step includes functions such as employee management. The employee management function allows adding new staff members for each process and entering information such as name and password. At the same time, the system also supports the entry of information and permission allocation for suspended or resigned staff members. These functions are designed to ensure the accuracy and completeness of system user information and provide strong guarantees for the safe and stable operation of the system. In addition, the system management step also includes common maintenance management functions such as batch query, current progress query and user table management. These functions facilitate administrators to fully monitor and manage the system to ensure the stability and efficiency of the system.

[0072] The digital archive management system provided by the present invention realizes the full process automated management and monitoring of digital archive processing. The system has the advantages of easy operation, comprehensive functions, safety and reliability, and is particularly suitable for the digital processing and management of large quantities of archives. At the same time, its scalable system architecture provides convenience for the expansion and upgrading of future functions, and helps users to flexibly adjust system functions and configurations according to actual needs. Through the implementation of the present invention, the problems of low efficiency, poor data security, and inconvenient management in the traditional digital archive processing process are solved, the efficiency and quality of digital archive processing are improved, and strong support is provided for the modernization of archive management.

[0073] The above contents are some specific implementation methods of the present invention and do not limit the protection scope of the present invention. Any modifications, equivalent substitutions, improvements, etc. made within the spirit and principles of the present invention should be included in the protection scope of the present invention.

Claims

1. A digital archive management system, characterized in that: include: Data visualization module: uses data visualization components to display the full process data of archive digital processing, including processing performance, personnel situation, abnormal situations, etc., supports custom time range and data display method, and provides data export and report generation functions; Business process management module: realizes the automated connection and real-time monitoring of archive outbound, scanning, image optimization, quality inspection, binding, attachment, warehousing and other links, sets checkpoints and condition judgment, provides exception handling and return mechanism, as well as exception recording function; Document data processing module: Automated operations on electronic archive data, using image scanning technology and image processing algorithms to ensure image quality and resolution, and introducing image recognition technology to automatically identify images that do not meet the standards and mark errors; Processing personnel management module: realizes the entry, management, authority allocation of employee information and the recording of operator information during the processing process, provides new employee addition, suspension and resignation management functions, and uses identity authentication and access control technology to ensure that employees operate within the scope of authorization; Scalable system architecture: It adopts modular design and can be connected to a variety of software, including scanning software, image optimization software, mounting software, etc., providing system configuration options and parameter setting functions.

2. The digital archive management system according to claim 1 is characterized in that: The data visualization module further includes a data display component, which uses visualization forms such as charts, curve graphs, bar charts or pie charts, and supports users to customize time ranges and data display methods, while providing convenient data export functions and flexible report generation functions.

3. The digital archive management system according to claim 1 is characterized in that: The business process management module also includes the following functions: File outbound post: responsible for collecting files and registering the collection batch, quantity, recipient, collection time and remarks on the system, and supports custom batch formats; Archives scanning post: Archives are collected and stored as high-quality digital files through archive digital collection equipment, and are divided into corresponding folders according to the data category. Both high-speed scanning and flatbed scanning are supported; Archive Image Optimization Post: Carry out preliminary batch processing of scanned images, crop and de-skew the images; Archives Quality Inspection Picture Quality Check: Check the quality of pictures, including file name, picture integrity, and reading direction accuracy; File binding post: sort and bind the files after digital processing, and record the relevant information on the system; Data connection post: import digital products into the system in batches according to the unit's archive system rules, and back them up and hand them over; Archive storage post: Return the archives with scanned stamps to the archive room for storage, and register the returner and time of return.

4. The digital archive management system according to claim 1 is characterized in that: The file data processing module also includes a function of searching and replacing original images. When a picture is found to be over-cropped during quality inspection, the system's search function can be used to quickly locate and select the folder of the picture to be replaced. The system will automatically download the original picture to a temporary file folder on the computer to facilitate replacement and repair by staff.

5. The digital archive management system according to claim 1 is characterized in that: The processing personnel management module not only realizes the entry, management, authority allocation of employee information and the recording of operator information during the processing process, but also provides new employee addition, suspension and resignation management functions. The module uses identity authentication and access control technology to ensure that employees operate within the authorized scope and ensure the security and stability of the system.

6. The operating method of the digital archives management system according to claim 1, characterized in that: The steps include: The operation process of the system includes: the user enters the system login interface through the desktop icon, and selects the corresponding position according to their respective positions to log in. After logging in, the system displays the corresponding function modules and operation interface according to the user role. File outgoing steps: After the person in charge of the file outgoing post receives the files from the warehouse, he / she enters the batches into the system, including the batch number, file number, catalog number, case number and number of files, and checks and signs with the warehouse; File scanning steps: After logging into the system, the scanning and sorting post receives the batch task uploaded by the outbound post, uses the file scanning system for high-speed scanning or flatbed scanning, stores the scanned images in directories according to batch numbers, and checks the image orientation and content integrity. After confirming that they are correct, upload the images to the system: Steps for optimizing archive images: After logging into the system, the image optimization post receives the tasks uploaded by the scanning post and performs batch processing on the images, including preliminary optimization such as cropping and skew correction; The steps of file quality inspection and image optimization: After logging into the system, the quality inspection image optimization post receives the task uploaded by the image optimization post, automatically downloads the received image files to the local computer, and uses the system's built-in standard detection function to perform quality inspection, including checking the naming specifications, material image integrity, file format and DPI, etc. After confirming that everything is correct, upload the data: File binding steps: After logging into the system, the binder checks the tasks waiting to be collected, sorts and binds the files that have been scanned and uploaded, records the relevant information in the system, and submits the completed batch number; Abnormal and return processing steps: In any link, if there is a problem with the received batch, you can perform a return operation and note the abnormal information; if a problem with the image is found during quality inspection, the system can be used to find and replace the original image; System management steps: including employee management, which is used to enter information and analyze permissions of newly added, suspended or resigned staff.

7. The operating method of the digital archives management system according to claim 6 is characterized in that: In the file scanning step, the scanned images need to be checked for direction and content integrity, and uploaded to the system after ensuring that they are correct. The system automatically calculates the upload time, counts the total number of files, and makes format adjustments.

8. The operating method of the digital archives management system according to claim 6 is characterized in that: In the archive quality inspection and image optimization step, the system's built-in standard detection function can automatically find material images that do not comply with naming standards, are missing or have extra material images, and monitor non-standard file formats and non-standard file DPI.

9. The operating method of the digital archives management system according to claim 8, characterized in that: In the system management steps, the employee management function allows adding staff to each process, entering information such as name and password, selecting processes and assigning permissions; common maintenance management functions include batch query, current progress query and user table management, which facilitates administrators to comprehensively monitor and manage the system.

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