Circulation system, method and device for archive management and storage medium

Abstract

The invention discloses a circulation system, method and device for archive management and a storage medium, and mainly relates to the technical field of archive management. The archive input module is used for inputting paper archives or electronic archives into the system; the archive storage module is used for storing the electronic version of the archive; the archive circulation module is used for managing the circulation process of archives; the archive query module is used for providing a quick retrieval function of archives; the archive statistics module is used for carrying out statistical analysis on the circulation condition of the archives and generating various reports; the authority management module is used for managing the user authority of the system; and the log recording module is used for recording all operation logs of the system and ensuring traceability and safety of the system. The method has the beneficial effects that the file circulation efficiency is improved, human errors are reduced, and the safety and traceability of the files are ensured.

Description

Technical Field

[0001] The present invention relates to the technical field of file management, and specifically to a transfer system, method, device and storage medium for file management. Background Art

[0002] File transfer refers to the process of transmission and processing of files within an organization. With the development of information technology and the continuous improvement of management requirements, the file transfer process is also constantly optimized and improved. However, there are still many deficiencies in the existing file management systems during the transfer process, such as:

[0003] 1. File transfer involves various links such as file generation, collection, sorting, storage, utilization, and destruction. In order to ensure the accuracy rate of file transfer, manual verification is involved in each transfer link, which leads to a complex transfer process;

[0004] 2. In each link of file transfer, due to the different departments and positions of the reviewers, it will also lead to imperfect permission management, thus affecting the review progress;

[0005] 3. File transfer often involves multiple processes. If an error occurs in one of the processes, it is often difficult to trace back.

[0006] Therefore, there is an urgent need for an efficient, secure, and intelligent transfer system and method for file management to solve the above problems. Summary of the Invention

[0007] The purpose of the present invention is to provide a transfer system, method, device and storage medium for file management to solve the problems of low file transfer efficiency, poor security, and difficult traceability in the prior art.

[0008] To achieve the above object, the present invention is realized through the following technical solutions:

[0009] On the one hand, a transfer system for file management is provided, including the following modules:

[0010] File entry module: used to enter paper files or electronic files into the system, generate a unique file number, and record the basic information of the files;

[0011] File storage module: used to store the electronic version of the files, support various formats of file documents, and provide an encrypted storage function;

[0012] File transfer module, used to manage the transfer process of files, support multi-level approval and multi-department collaboration, and record each transfer operation of the files;

[0013] File query module: used to provide a quick retrieval function of files, support query by multiple conditions such as file number, file name, file type, and creation time;

[0014] An archive statistics module, used to statistically analyze the transfer situation of archives and generate various reports;

[0015] A permission management module, used to manage the user permissions of the system to ensure that different users can only access and operate the archives within their permission scope;

[0016] A log recording module, used to record all operation logs of the system to ensure the traceability and security of the system.

[0017] Preferably, the archive entry module supports the batch import function, imports multiple archive files at one time, and automatically generates archive numbers; the archive storage module supports distributed storage, stores the archive files on different servers or in the cloud to ensure the security and reliability of the archives; the archive transfer module supports custom transfer rules and flexibly configures the transfer process according to conditions such as the type, confidentiality level, and creating department of the archives.

[0018] Preferably, the archive query module supports fuzzy query, performs fuzzy matching according to the keywords input by the user to improve the query efficiency; the archive statistics module supports multiple statistical methods and conducts classified statistics according to the archive type, transfer times, transfer time, approval time, etc.; the permission management module supports fine-grained permission control and sets different permissions according to conditions such as the user's role, department, and archive confidentiality level; the log recording module supports the query and auditing functions of logs and conducts log query and auditing according to the user, operation type, operation time, etc.

[0019] On the other hand, a transfer method for archive management is provided, including the following steps:

[0020] The user creates a new archive through the archive entry module, fills in the basic information of the archive, and uploads the electronic file of the archive;

[0021] After the archive is created, the system automatically transfers the archive to the approver of the next link according to the preset transfer rules;

[0022] Input query conditions through the archive query module, and the system retrieves the archives that meet the conditions from the archive storage module according to the conditions and displays the query results;

[0023] The system regularly conducts statistical analysis on the transfer situation of archives and generates various reports;

[0024] The system controls the user permissions through the permission management module to ensure that different users can only access and operate the archives within their permission scope;

[0025] The system records all user operation logs through the log recording module to ensure the traceability and security of the system.

[0026] Preferably, the transfer rule includes: establishing a planning algorithm for the file transfer path, and dynamically planning the transfer path according to file types, confidentiality levels, or department rules. Specifically:

[0027] Establish a directed acyclic graph model:

[0028] Model the approval process as a directed graph G = (V, E), where the vertex V represents the approval node, the edge E represents the transfer direction, and the path selection is optimized by the shortest path algorithm:

[0029]

[0030] where w(e) is the weight of the edge;

[0031] If the approval node needs to dynamically adjust the path due to high load, use dynamic programming or reinforcement learning for dynamic priority adjustment:

[0032]

[0033] where s is the current state, a is the action, r is the immediate reward, and γ is the discount factor.

[0034] Preferably, the transfer rule further includes: establishing a file transfer time prediction model to predict the time required for the file to complete the entire process and optimize resource allocation:

[0035] Let the relationship between the transfer time y and the influencing factors x 1 , x 2 , …, x n be:

[0036] y = β 0 + β 1 x 1 + β 2 x 2 + … + β n x n + ∈

[0037] Estimate the parameter β by the least squares method i ;

[0038] For the historical transfer time series {y 1 , y 2 , …, y t}, predict the future value

[0039]

[0040] where W is the neural network weight.

[0041] Preferably, the file query module executes the following algorithm to support fast retrieval:

[0042] Construct a mapping table from keywords to files, reducing the retrieval time complexity to O(1);

[0043] For keyword w, the index table is:

[0044] Index(w) = {d 1 , d 2 , … d n}

[0045] where d i is the file number containing w;

[0046] Fuzzy query matches similar words through the minimum edit distance D(s, t):

[0047]

[0048] where δ is the indicator function.

[0049] Preferably, the permission management module executes the following algorithm to ensure that users can only access files within their permission scope:

[0050] Role-based access control:

[0051] Right item determination is achieved through boolean logic expression:

[0052]

[0053] Bind access policies when encrypting files. Decryption requires meeting the policies. The encryption process uses bilinear mapping:

[0054] e(g a , g b ) = e(g, g) ab

[0055] where g is the generator, and a, b are private key parameters.

[0056] On the other hand, a computer-readable storage medium is provided, storing a computer program, and when the computer program is executed by a processor, it implements the file management transfer method according to any one of claims 4 to 8.

[0057] On the other hand, an electronic device is provided, including a processor and a memory. The memory stores a computer program, and when the processor executes the computer program, it implements the file management transfer method according to any one of claims 4 to 8.

[0058] Compared with the prior art, the beneficial effects of the present invention are as follows:

[0059] The full - process automated management of file transfer is achieved through information - based means, which improves the file transfer efficiency, reduces human errors, and ensures the security and traceability of files. This system and method are applicable to the optimization and automation of file management processes in large - scale institutions, enterprises, and public institutions, and have broad application prospects. BRIEF DESCRIPTION OF THE DRAWINGS

[0060] Figure 1 It is a schematic diagram of the system structure of the present invention.

[0061] Figure 2 It is a flowchart of the method of the present invention. DETAILED DESCRIPTION OF THE EMBODIMENTS

[0062] The present invention will be further described below in conjunction with specific embodiments. It should be understood that these embodiments are only used to illustrate the present invention and not to limit the scope of the present invention. In addition, it should be understood that after reading the content taught by the present invention, those skilled in the relevant scientific research or technology field can make various changes or modifications to the present invention, and these equivalent forms also fall within the scope defined by this application.

[0063] In the present invention, terms such as "upper", "lower", "left", "right", "front", "rear", "vertical", "horizontal", "side", "bottom", etc. indicate the orientation or positional relationship based on the orientation or positional relationship shown in the drawings. They are only relational terms determined for the convenience of describing the structural relationships of various components or elements of the present invention, and do not specifically refer to any component or element in the present invention, and should not be construed as a limitation to the present invention.

[0064] In the present invention, terms such as "fixed connection", "connected", "connected to" should be understood in a broad sense, which can mean a fixed connection, an integral connection or a detachable connection; it can be directly connected or indirectly connected through an intermediate medium. For those skilled in the relevant scientific research or technology field, the specific meanings of the above - mentioned terms in the present invention can be determined according to specific circumstances, and should not be construed as a limitation to the present invention.

[0065] Embodiment:

[0066] As Figure 1 shown, this embodiment provides a transfer system for file management, including:

[0067] A file input module: used to input paper files or electronic files into the system, generate a unique file number, and record the basic information of the file, including file name, file type, creation time, creator, file confidentiality level, etc.;

[0068] A file storage module: used to store the electronic version of the file, support file files in multiple formats (such as PDF, DOC, JPG, etc.), and provide an encrypted storage function to ensure the security of the file;

[0069] File transfer module: Used to manage the file transfer process, support multi-level approval and multi-department collaboration, and record every transfer operation of the file, including transfer time, transfer person, transfer reason, recipient, etc.;

[0070] File query module: Used to provide a fast retrieval function for files, support query by multiple conditions such as file number, file name, file type, creation time, etc., and support fuzzy query;

[0071] File statistics module: Used to statistically analyze the file transfer situation and generate various reports, such as file transfer times, file transfer time, file transfer path, etc., to facilitate decision-making by managers;

[0072] Permission management module: Used to manage the user permissions of the system, ensure that different users can only access and operate files within their permission scope, and prevent illegal access and tampering of files;

[0073] Log record module: Used to record all operation logs of the system, including operations such as file entry, modification, deletion, transfer, etc., to ensure the traceability and security of the system.

[0074] The specific modules of the system are implemented as follows:

[0075] 1. System deployment:

[0076] The system can be deployed on a local server or in the cloud, supporting simultaneous access and operation by multiple users.

[0077] The system supports multiple operating systems (such as Windows, Linux, MacOS, etc.) and multiple databases (such as MySQL, Oracle, SQLServer, etc.);

[0078] 2. User permission setting:

[0079] The system administrator sets the permissions of different users through the permission management module to ensure that users can only access and operate files within their permission scope;

[0080] Permission settings can be refined to specific file types, file confidentiality levels, operation types (such as viewing, modifying, deleting, etc.);

[0081] 3. File transfer rule setting:

[0082] The system administrator sets the file transfer rules through the file transfer module, including approval processes, approvers, transfer conditions, etc.;

[0083] Transfer rules can be flexibly configured according to conditions such as file type, confidentiality level, and creation department;

[0084] 4. File query and retrieval:

[0085] The user inputs query conditions through the file query module. The system retrieves files that meet the conditions from the file storage module according to the conditions and displays the query results. The query results can be sorted and filtered by file number, file name, file type, creation time, etc.

[0086] 5. File Statistics and Analysis:

[0087] The system regularly conducts statistical analysis on the transfer situation of files and generates various reports.

[0088] The reports can be classified and statistically analyzed by file type, transfer times, transfer time, approval time, etc., which is convenient for managers to make decisions.

[0089] 6. Log Recording and Auditing:

[0090] The system records all user operation logs through the log recording module, including operations such as file entry, modification, deletion, and transfer.

[0091] The log records can be queried and audited by user, operation type, operation time, etc., to ensure the traceability and security of the system.

[0092] As Figure 2 shown, based on the above system, a transfer method for file management is also provided, including the following steps:

[0093] The user creates a new file through the file entry module, fills in the basic information of the file, and uploads the electronic file of the file.

[0094] After the file is created, the system automatically transfers the file to the approver of the next link according to the preset transfer rules.

[0095] Input query conditions through the file query module. The system retrieves files that meet the conditions from the file storage module according to the conditions and displays the query results.

[0096] The system regularly conducts statistical analysis on the transfer situation of files and generates various reports.

[0097] The system controls user permissions through the permission management module to ensure that different users can only access and operate files within their permission scope.

[0098] The system records all user operation logs through the log recording module to ensure the traceability and security of the system.

[0099] The specific method process is implemented as follows:

[0100] 1. File Creation and Entry:

[0101] The user creates a new file through the file entry module, fills in the basic information of the file, and uploads the electronic file of the file; the system automatically generates a unique file number and stores the file information in the file storage module;

[0102] 2. File Approval and Circulation:

[0103] After the file is created, the system automatically transfers the file to the approver of the next link according to the preset circulation rules; the approver views the file content through the system and performs approval operations (such as passing, rejecting, modifying, etc.); after the approval is passed, the file automatically flows to the next link until all approval processes are completed. During the approval and circulation process, the execution path planning algorithm is executed to dynamically plan the circulation path according to the file type, confidentiality level or department rules (such as multi-level approval, cross-departmental collaboration):

[0104] Establish a directed acyclic graph model:

[0105] Model the approval process as a directed graph G=(V, E), where the vertex V represents the approval node, the edge E represents the circulation direction, and the path selection is optimized through the shortest path algorithm:

[0106]

[0107] Among them, w(e) is the weight of the edge;

[0108] If the approval node needs to dynamically adjust the path due to high load, dynamic programming or reinforcement learning is used for dynamic priority adjustment:

[0109]

[0110] Among them, s is the current state, a is the action, r is the immediate reward, and γ is the discount factor;

[0111] Establish a file circulation time prediction model to predict the time required for the file to complete the entire process and optimize resource allocation:

[0112] Let the relationship between the circulation time y and the influencing factors x 1 , x 2 , …, x n be:

[0113] y = β 0 + β 1 x 1 + β 2 x 2 + … + β n x n + ∈

[0114] Estimate the parameter β through the least squares method i ;

[0115] For the historical transfer time series {y 1 , y 2 , …, y t}, predict the future values

[0116]

[0117] where W is the neural network weight;

[0118] In addition, during the file approval and transfer process, it is also necessary to execute task scheduling and load balancing algorithms to optimize the approval task allocation in high-concurrency scenarios (such as load balancing among multiple approvers):

[0119] Weighted Round Robin Scheduling:

[0120] Allocate weights w according to the processing capabilities of approvers i , and the task allocation probability is:

[0121]

[0122] Shortest Remaining Time First:

[0123] Dynamically select the task with the shortest remaining processing time:

[0124] Next Task = argmin t∈T (remaining time (t)).

[0125] 3. File Query and Retrieval:

[0126] The user inputs query conditions through the file query module, and the system retrieves the files that meet the conditions from the file storage module according to the conditions and displays the query results; the user can choose to view the detailed information of the files, including the basic information of the files, transfer records, approval records, etc. In this step, execute the file query optimization algorithm to support fast retrieval (such as fuzzy query, multi-condition combination query, etc.):

[0127] Construct a mapping table from keywords to files, reducing the retrieval time complexity to O(1);

[0128] For the keyword w, the index table is:

[0129] Index(w) = {d 1 , d 2 , … d n}

[0130] where d i is the file number containing w;

[0131] Fuzzy query matches similar words through the minimum edit distance D*(s, t):

[0132]

[0133] where δ is the indicator function;

[0134] 4. Archive Statistics and Analysis:

[0135] The system regularly conducts statistical analysis on the circulation of archives and generates various reports; managers can view the reports through the archive statistics module to understand information such as the circulation efficiency, circulation path, and approval time of archives, which is convenient for making management decisions;

[0136] 5. Permission Management and Security Control:

[0137] The system controls user permissions through the permission management module to ensure that different users can only access and operate the archives within their permission scope; the system records the operation logs of all users to ensure the traceability and security of the system. In this step, a permission verification algorithm is executed to ensure that users can only access the archives within their permission scope (such as based on role, department, or classification level):

[0138] Role-Based Access Control:

[0139] The determination of permission items is achieved through boolean logic expressions:

[0140]

[0141] For example, a user needs to simultaneously meet the conditions that the role is "department head" and the classification level is greater than or equal to "confidential";

[0142] When encrypting an archive, an access policy is bound (such as (department = Finance Department and role = manager) or classification level = top secret). Decryption requires meeting the policy, and the encryption process uses bilinear mapping:

[0143] e*g a , g b ) = e(g, g) aB

[0144] where g is the generator, and a, b are private key parameters;

[0145] During the process of archiving storage, a storage encryption algorithm is executed to ensure the storage security of electronic archives and prevent unauthorized access or tampering:

[0146] AES-256 Symmetric Encryption:

[0147] The encryption process is achieved through multiple rounds of substitution-permutation network (SPN):

[0148] C = AES Encrypt (K, P)

[0149] Wherein, K is the key, P is the plaintext, and C is the ciphertext;

[0150] SHA-256 Hash Check:

[0151] The integrity check of the file is achieved by comparing hash values:

[0152] H = SHA256(F)

[0153] If the stored file is F ′ and its hash value H ′ ≠ H, it is determined that the file has been tampered with;

[0154] 6. Log Recording and Auditing:

[0155] The system records the operation logs of all users through the log recording module, including operations such as file entry, modification, deletion, and transfer; the system supports the query and auditing functions of logs, which is convenient for managers to conduct system security audits. In this step, log analysis and anomaly detection algorithms are executed to identify abnormal operations (such as high-frequency deletion, illegal access, etc.) through log data:

[0156] Time Series Anomaly Detection (Z-Score):

[0157] For the operation frequency x i calculate the mean μ and the standard deviation σ, and determine anomalies:

[0158]

[0159] If |Z| > 3, it is marked as abnormal;

[0160] Quickly locate abnormal points by randomly dividing the feature space:

[0161]

[0162] where h(x) is the path length of the sample x, and c(n) is the normalization factor.

[0163] The content in the embodiments of this method is applicable to the above system embodiments. The functions specifically implemented by the above system embodiments are the same as those of the embodiments of this method, and the beneficial effects achieved are also the same as those of the embodiments of this method.

[0164] The present invention also provides an electronic device, including:

[0165] At least one processor;

[0166] At least one memory for storing at least one program;

[0167] When the at least one program is executed by the at least one processor, the at least one processor implements a transfer method for file management.

[0168] An embodiment of the present invention also provides a storage medium, which stores a program that, when executed by a processor, implements a transfer method for file management.

[0169] The above is a specific description of the preferred embodiments of the present invention. However, the present invention is not limited to the described embodiments. Those skilled in the art can make various equivalent deformations or substitutions without departing from the spirit of the present invention, and these equivalent deformations or substitutions are all included within the scope defined by the claims of this application.

Claims

1. A file management circulation system, characterized in that: Includes the following modules: File entry module: used to enter paper files or electronic files into the system, generate a unique file number, and record basic information of the files; Archive storage module: used to store electronic versions of archives, supports archive files in multiple formats, and provides encrypted storage function; The file transfer module is used to manage the file transfer process, support multi-level approval, multi-department collaboration, and record every file transfer operation; The file query module is used to provide a quick search function for files, and supports multiple conditions such as file number, file name, file type and creation time for query; The archive statistics module is used to conduct statistical analysis on the circulation of archives and generate various reports; The authority management module is used to manage the user authority of the system, ensuring that different users can only access and operate files within their authority scope; The logging module is used to record all operation logs of the system to ensure the traceability and security of the system.

2. According to claim 1, a file management circulation system is characterized in that: The archive entry module supports batch import function, imports multiple archive files at one time, and automatically generates archive numbers; the archive storage module supports distributed storage, stores archive files on different servers or in the cloud, and ensures the security and reliability of archives; the archive circulation module supports custom circulation rules, and flexibly configures the circulation process according to conditions such as archive type, confidentiality level, and creation department.

3. According to claim 1, a file management circulation system is characterized in that: The file query module supports fuzzy query, and performs fuzzy matching based on the keywords input by the user to improve query efficiency; the file statistics module supports multiple statistical methods, and performs classified statistics according to file type, circulation times, circulation time, approval time, etc.; the authority management module supports fine-grained authority control, and sets different authorities according to user roles, departments, file confidentiality levels and other conditions; the log recording module supports log query and audit functions, and performs log query and audit by user, operation type, operation time, etc.

4. A circulation method for archive management, characterized in that: The following steps are involved: Users create new files through the file entry module, fill in the basic information of the file, and upload the electronic file of the file; After the file is created, the system automatically transfers the file to the approver of the next link according to the preset flow rules; Input the query conditions through the archive query module, and the system will retrieve the files that meet the conditions from the archive storage module according to the conditions and display the query results; The system regularly conducts statistical analysis on the circulation of files and generates various reports; The system controls the permissions of users through the permission management module to ensure that different users can only access and operate files within their permission range; The system records the operation logs of all users through the logging module to ensure the traceability and security of the system.

5. A file management circulation method according to claim 4, characterized in that: The circulation rules include: establishing a planning algorithm for the file circulation path, dynamically planning the circulation path according to the file type, confidentiality level or department rules, specifically: Build a directed acyclic graph model: The approval process is modeled as a directed graph G = (V, E), where the vertex V represents the approval node, the edge E represents the flow direction, and the path selection is optimized by the shortest path algorithm: Among them, w(e) is the weight of the code; If the approval node needs to dynamically adjust the path due to excessive load, dynamic programming or reinforcement learning is used to perform dynamic priority adjustment: Among them, s is the current state, a is the action, r is the immediate reward, and γ is the discount factor.

6. A file management circulation method according to claim 5, characterized in that: The circulation rules also include: establishing a file circulation time prediction model to predict the time required for the file to complete the entire process and optimize resource allocation: Assume that the turnover time y and the influencing factors x1, x2, ..., x n The relationship is: y=β0+β1x1+β2x2+…+β n x n +∈ Estimate the parameter β by the least squares method i ; For the historical flow time series {y1, y2, ..., y t }, predict future values Among them, W is the weight of the neural network.

7. A file management circulation method according to claim 4, characterized in that: The archive query module implements the following algorithm to support fast retrieval: Build a mapping table from keywords to archives, reducing the retrieval time complexity to O(1); For keyword w, the index table is: Index(w)={d1,d2,…d n } Among them, d i Number the file containing w; Fuzzy query matches similar words by the minimum edit distance D(s, t): Among them, δ is the indicator function.

8. A file management circulation method according to claim 4, characterized in that: The rights management module executes the following algorithm to ensure that users can only access files within the scope of the rights: Role-based access control: The right determination is realized through Boolean logic expression: When encrypting a file, an access policy is bound to it. Decryption must satisfy the policy. The encryption process uses a bilinear mapping: e(g a ,g b )=e(g,g) ab Where g is the generator, a and b are private key parameters.

9. An electronic device, characterized in that: The method comprises a processor and a memory, wherein the memory stores a computer program, and when the processor executes the computer program, the archive management circulation method as claimed in any one of claims 4 to 8 is implemented.

10. A computer-readable storage medium, characterized in that: A computer program is stored, and when the computer program is executed by a processor, the file management circulation method according to any one of claims 4 to 8 is implemented.

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