Cross-institution file sharing and collaborative management system

Abstract

The invention belongs to the technical field of archive management, and discloses a cross-institution archive sharing and collaborative management system, which comprises an archive management module, a collaborative office module, an archive authority module, a data sharing module, a data storage module, a privacy processing module and an auxiliary module, meanwhile, the system is also used for querying, borrowing and returning archives. According to the invention, the archive management module and the cooperative office module are arranged, so that detailed management of archive data and cooperative work among different institutions are realized, and the archive data can be accurately circulated and shared among the different institutions by means of the data sharing module and the data storage module; in addition, the archive authority module and the privacy processing module ensure the security of archive data in the circulation and sharing process, so that the information barrier between different mechanisms is broken through under the mutual cooperation of the modules.

Description

Technical Field

[0001] The present invention belongs to the technical field of file management, and specifically relates to a cross-institutional file sharing and collaborative management system. Background Art

[0002] Files refer to various forms of valuable historical records directly formed by national institutions, social organizations or individuals in social activities. Its essential attribute is original recordation, that is, files are naturally formed by specific subjects in practical activities and are real records without artificial processing or tampering. This characteristic makes files become an information bridge connecting the past, present and future, and has irreplaceable historical voucher value.

[0003] With the progress of technology and the development of informatization, each institution has accumulated a large amount of file data in its daily operations. These data not only have historical value, but also are important bases for promoting the development of institutions and decision-making. However, the traditional file management mode often only circulates within each institution, and there are information barriers between different institutions, making it impossible to form effective file data circulation and collaborative management, resulting in low utilization rate of file resources and inability to meet the needs of cross-institutional collaborative work. Therefore, improvements are needed. Summary of the Invention

[0004] The purpose of the present invention is to provide a cross-institutional file sharing and collaborative management system to solve the problems raised in the above background art.

[0005] To achieve the above purpose, the present invention provides the following technical solution: A cross-institutional file sharing and collaborative management system, including: a file management module, a collaborative office module, a file permission module, a data sharing module, a data storage module, a privacy processing module, and an auxiliary module. Among them,

[0006] The file management module is used for filing, organizing and analyzing files, and is also used for querying, borrowing and returning files, and is responsible for comprehensively and efficiently managing file resources;

[0007] The collaborative office module is mainly used to achieve collaborative work among multiple people, multiple departments and multiple institutions through information means, and improve the work efficiency and collaboration effect across institutions;

[0008] The file permission module is used to manage the access permissions of files to ensure the data security and compliant access of files;

[0009] The data sharing module is used to ensure the smooth circulation and sharing of data between different institutions;

[0010] The data storage module is used to store various data to ensure the reliability and security of the data;

[0011] The privacy processing module is used to ensure the security and privacy of archival data during storage, transmission, sharing, and use, and prevent the leakage of archival privacy data;

[0012] The auxiliary module is used to assist in enhancing the functionality, usability, and management efficiency of the system.

[0013] As a preferred technical solution of the present invention, the archival management module is divided into an archival filing and sorting unit, an archival query unit, an archival borrowing and returning unit, and an archival analysis and statistics unit. The archival filing and sorting unit includes archival registration, classification management, and sorting and description. The archival query unit includes keyword search and advanced search. The archival borrowing and returning unit includes borrowing registration, return management, and borrowing records. The archival analysis and statistics unit includes quantity statistics and usage analysis.

[0014] As a preferred technical solution of the present invention, the collaborative office module is divided into an approval process unit, a task assignment unit, an instant messaging unit, and a document sharing unit. The approval process unit is used for the setting and management of various approval processes. The task assignment unit is used for the creation, assignment, tracking, and feedback of tasks. The instant messaging unit is used to provide instant messaging tools. The document sharing unit is used for online editing and shared collaboration of documents.

[0015] As a preferred technical solution of the present invention, the instant messaging unit includes real-time chat, voice and video calls, and status display. The real-time chat is used for users to communicate through text messages. The voice and video calls support users to communicate face-to-face through voice or video. The status display is used to display the real-time dynamics of users and understand the working conditions of users.

[0016] As a preferred technical solution of the present invention, the archival permission module is divided into a fine-grained permission control unit, a role management unit, a temporary authorization revocation unit, and an audit and monitoring unit. The fine-grained permission control unit includes object authorization and file-level permission authorization. The role management unit includes role creation and role permission assignment. The temporary authorization revocation unit includes temporary permission authorization and temporary permission withdrawal. The audit and monitoring unit includes audit logs and anomaly detection.

[0017] As a preferred technical solution of the present invention, the data sharing module is divided into a data collection and integration unit, a data cleaning and conversion unit, a data exchange unit, and an interface management unit. The data collection and integration unit is used to collect archive data from different types of data sources and integrate data in different formats and from different sources to form a unified data view. The data cleaning and conversion unit is used to clean the data and convert the data into a unified format. The data exchange unit is used for the exchange and sharing of data. The interface management unit is used for the registration, authentication, authorization, and monitoring of interface protocols.

[0018] As a preferred technical solution of the present invention, the data storage module is divided into a data storage unit, a data backup unit, and a data verification unit. The data storage unit is used to store detailed archive data. The data backup and recovery unit is used to back up data regularly. The data verification unit is used to verify whether the format and content of the stored archive data are correct.

[0019] As a preferred technical solution of the present invention, the privacy processing module is divided into an identity authentication unit, a data encryption unit, and a data desensitization and anonymization unit. The identity authentication unit is used to authenticate the authenticity and legality of the user's identity. The data encryption unit is used to perform storage and transmission encryption processing on archive data. The data desensitization and anonymization unit is used to desensitize sensitive data and anonymize the user's personal information.

[0020] As a preferred technical solution of the present invention, the auxiliary module is divided into an archive editing unit and an auxiliary dictionary unit. The archive editing unit is used to edit and modify archive information. The auxiliary dictionary unit is used to annotate the field content in the archive data.

[0021] The beneficial effects of the present invention are as follows:

[0022] By setting up an archive management module and a collaborative office module, the present invention realizes the meticulous management of archive data and enables different institutions to work collaboratively. At the same time, with the help of the data sharing module and the data storage module, the archive data can be accurately shared among different institutions. In addition, the archive permission module and the privacy processing module ensure the security of the archive data during the process of circulation and sharing. With the mutual cooperation of each module, the information barrier between different institutions is broken, the efficient integration and collaborative management of archive resources are realized, and the collaborative work efficiency among institutions is improved. BRIEF DESCRIPTION OF THE DRAWINGS

[0023] Figure 1 It is a system block diagram of the present invention. DETAILED DESCRIPTION OF THE INVENTION

[0024] Next, the technical solutions in the embodiments of the present invention will be clearly and completely described in conjunction with the accompanying drawings in the embodiments of the present invention. Obviously, the described embodiments are only a part of the embodiments of the present invention, rather than all the embodiments. Based on the embodiments of the present invention, all other embodiments obtained by those of ordinary skill in the art without creative efforts shall fall within the protection scope of the present invention.

[0025] As Figure 1 shown, the embodiment of the present invention provides a cross-institutional file sharing and collaborative management system, including: a file management module, a collaborative office module, a file permission module, a data sharing module, a data storage module, a privacy processing module, and an auxiliary module. Among them,

[0026] The file management module is used to file, organize, and analyze files, and is also used for file query, borrowing, and return, responsible for comprehensively and efficiently managing file resources;

[0027] The collaborative office module is mainly used to achieve collaborative work among multiple people, multiple departments, and multiple institutions through information means, improving the work efficiency and collaboration effect across institutions;

[0028] The file permission module is used to manage the access permissions of files to ensure the data security and compliant access of files;

[0029] The data sharing module is used to ensure the smooth circulation and sharing of data between different institutions;

[0030] The data storage module is used to store various data to ensure the reliability and security of the data;

[0031] The privacy processing module is used to ensure the security and privacy of file data during storage, transmission, sharing, and use, preventing the leakage of file privacy data;

[0032] The auxiliary module is used to assist in enhancing the functionality, usability, and management efficiency of the system.

[0033] Through the file management module, the detailed management of file data is realized, while the collaborative office module realizes cross-institutional collaborative work. The mutual cooperation of the file permission module and the privacy processing module ensures the security of file data. The data sharing module and the data storage module realize the circulation, sharing, and storage of file data between different institutions. The auxiliary module improves the management efficiency of the file management module for file data. With the mutual cooperation of each module, the information barrier between different institutions is broken, enabling file data to achieve cross-institutional sharing and collaborative management.

[0034] Among them, the file management module is divided into a file archiving and sorting unit, a file query unit, a file borrowing and returning unit, and a file analysis and statistics unit. The file archiving and sorting unit includes file registration, classification management, and sorting and description. The file query unit includes keyword search and advanced search. The file borrowing and returning unit includes borrowing registration, return management, and borrowing records. The file analysis and statistics unit includes quantity statistics and usage analysis.

[0035] The archiving and sorting unit is used to electronically archive and register files, record information such as the type, source, and date of the files, and organize and label them to ensure the accuracy of file information. Then, it conducts multi-dimensional classification according to years, categories, etc. The file query unit is used for users to query and retrieve files based on keywords or combinations of multiple conditions, improving the convenience of file query. The file borrowing and returning unit is used to process file borrowing applications, record borrowers, borrowing times, borrowed content, etc., and at the same time mark the return date, retaining the borrowing and returning records of the files. The file analysis and statistics unit is used to statistically record the quantity and categories of files, analyze the usage of files based on borrowing frequencies, and generate corresponding reports for viewing.

[0036] Among them, the collaborative office module is divided into an approval process unit, a task assignment unit, an instant messaging unit, and a document sharing unit. The approval process unit is used for the setting and management of various approval processes. The task assignment unit is used for the creation, assignment, tracking, and feedback of tasks. The instant messaging unit is used to provide instant messaging tools. The document sharing unit is used for online editing and collaborative sharing of documents.

[0037] Through functions such as electronic approval, task assignment, and tracking, it can reduce manual operations and the use of paper documents, improve work efficiency, and achieve transparency in the work process, facilitating the understanding of work progress and the work conditions of team members. And instant messaging and document sharing can promote communication and collaboration among team members, thus improving the collaborative effect across organizations.

[0038] Among them, the instant messaging unit includes real-time chat, voice and video calls, and status display. Real-time chat is used for users to communicate through text messages. Voice and video calls support users to have face-to-face conversations through voice or video. Status display is used to show the real-time dynamics of users and understand their work conditions.

[0039] The mutual cooperation of real-time chat, voice and video calls, and status display enables team members to always stay in touch, thus improving the efficiency of communication and interaction among members.

[0040] Among them, the file permission module is divided into a fine-grained permission control unit, a role management unit, a temporary authorization revocation unit, and an audit and monitoring unit. The fine-grained permission control unit includes object authorization and file-level permission authorization. The role management unit includes role creation and role permission assignment. The temporary authorization revocation unit includes temporary permission authorization and temporary permission withdrawal. The audit and monitoring unit includes audit logs and anomaly detection.

[0041] The implementation of the file permission module is based on models such as access control lists and role-based access control. These models define the relationships between users, roles, permissions, and resources to achieve fine-grained permission control and management. Through the fine-grained permission control unit, role management unit, and temporary authorization revocation unit, refined authorization of file permissions can be carried out. At the same time, with the help of the audit and monitoring unit, all file access operations of users can be monitored and recorded in real time.

[0042] Among them, the data sharing module is divided into a data collection and integration unit, a data cleaning and transformation unit, a data exchange unit, and an interface management unit. The data collection and integration unit is used to collect file data from different types of data sources and integrate data in different formats and from different sources to form a unified data view. The data cleaning and transformation unit is used to clean the data and convert it into a unified format. The data exchange unit is used for data exchange and sharing. The interface management unit is used for registration, authentication, authorization, and monitoring of interface protocols.

[0043] The data sources collected by the data collection and integration unit include relational databases, non-relational databases, and file systems, etc. When cleaning the data, the data cleaning and transformation unit mainly includes removing duplicate and useless data, filling in missing values, correcting incorrect data formats, etc., so as to improve data quality and achieve seamless docking of data. The data exchange and sharing of the data exchange unit can be subdivided into real-time exchange, scheduled exchange, and on-demand exchange.

[0044] Among them, the data storage module is divided into a data storage unit, a data backup unit, and a data verification unit. The data storage unit is used to store detailed file data. The data backup and recovery unit is used to back up data regularly. The data verification unit is used to verify whether the stored file data format and content are correct.

[0045] The data storage unit adopts three storage methods: structured data storage, unstructured data storage, and distributed storage. The data backup unit can effectively prevent data damage and loss by backing up data regularly, while the data verification unit can ensure the accuracy and consistency of file data.

[0046] Among them, the privacy processing module is divided into an identity authentication unit, a data encryption unit, and a data desensitization and anonymization unit. The identity authentication unit is used to authenticate the authenticity and legality of the user's identity. The data encryption unit is used to perform storage and transmission encryption processing on the archive data. The data desensitization and anonymization unit is used to desensitize sensitive data and anonymize the user's personal information.

[0047] The identity authentication unit ensures the accuracy of the user's identity through the authentication method of username and password. When desensitizing sensitive data, it includes replacement, encryption, etc., so as to ensure that privacy information will not be leaked during the sharing and use of data.

[0048] Among them, the auxiliary module is divided into an archive editing unit and an auxiliary dictionary unit. The archive editing unit is used to edit and modify the archive information. The auxiliary dictionary unit is used to annotate the field content in the archive data.

[0049] The archive editing unit makes the input, modification, and update of archive information more convenient, while the auxiliary dictionary unit reduces the risk of input errors and improves the quality of archive data.

[0050] It should be noted that in this article, relational terms such as first and second are only used to distinguish one entity or operation from another entity or operation, and do not necessarily require or imply any actual relationship or order between these entities or operations. Moreover, the term "including", "comprising" or any other variant thereof is intended to cover non-exclusive inclusion, so that a process, method, article or device including a series of elements not only includes those elements, but also includes other elements not expressly listed, or further includes elements inherent to such process, method, article or device.

[0051] Although the embodiments of the present invention have been shown and described, for those of ordinary skill in the art, it can be understood that various changes, modifications, substitutions and variations can be made to these embodiments without departing from the principles and spirit of the present invention. The scope of the present invention is defined by the appended claims and their equivalents.

Claims

1. Cross-institutional file sharing and collaborative management system, characterized in that It includes: an archive management module, a collaborative office module, an archive permission module, a data sharing module, a data storage module, a privacy processing module, and an auxiliary module. Among them, the archive management module is used for archiving, organizing, and analyzing archives, and is also used for querying, borrowing, and returning archives, responsible for comprehensively and efficiently managing archive resources; the collaborative office module is mainly used to achieve collaborative work among multiple people, multiple departments, and multiple institutions through information technology means, improving the work efficiency and collaboration effect across institutions; the archive permission module is used to manage the access permissions of archives to ensure the data security and compliant access of archives; the data sharing module is used to ensure the smooth circulation and sharing of data between different institutions; the data storage module is used to store various data to ensure the reliability and security of the data; the privacy processing module is used to ensure the security and privacy of archive data during storage, transmission, sharing, and use, preventing the leakage of archive privacy data; the auxiliary module is used to assist in enhancing the functionality, usability, and management efficiency of the system.

2. The cross-institutional file sharing and collaborative management system according to claim 1, wherein: The archive management module is divided into an archive filing and organizing unit, an archive query unit, an archive borrowing and returning unit, and an archive analysis and statistics unit. The archive filing and organizing unit includes archive registration, classification management, and cataloging. The archive query unit includes keyword search and advanced search. The archive borrowing and returning unit includes borrowing registration, return management, and borrowing records. The archive analysis and statistics unit includes quantity statistics and usage analysis.

3. The cross-institutional file sharing and collaborative management system according to claim 1, wherein: The collaborative office module is divided into an approval process unit, a task assignment unit, an instant messaging unit, and a document sharing unit. The approval process unit is used for the setting and management of various approval processes. The task assignment unit is used for the creation, assignment, tracking, and feedback of tasks. The instant messaging unit is used to provide instant messaging tools. The document sharing unit is used for online editing and shared collaboration of documents.

4. The cross-institutional file sharing and collaborative management system according to claim 3, wherein: The instant messaging unit includes real-time chat, voice and video calls, and status display. The real-time chat is used for users to communicate through text messages. The voice and video calls support users to communicate face-to-face through voice or video. The status display is used to display the real-time dynamics of users and understand the work situation of users.

5. The cross-institutional file sharing and collaborative management system according to claim 1, wherein: The archive permission module is divided into a fine-grained permission control unit, a role management unit, a temporary authorization revocation unit, and an audit and monitoring unit. The fine-grained permission control unit includes object authorization and file-level permission authorization. The role management unit includes role creation and role permission assignment. The temporary authorization revocation unit includes temporary permission authorization and temporary permission revocation. The audit and monitoring unit includes audit logs and anomaly detection.

6. The cross-institutional file sharing and collaborative management system according to claim 1, characterized in that: The data sharing module is divided into a data collection and integration unit, a data cleaning and transformation unit, a data exchange unit, and an interface management unit. The data collection and integration unit is used to collect archival data from different types of data sources and integrate data in different formats and from different sources to form a unified data view. The data cleaning and transformation unit is used to clean the data and convert the data into a unified format. The data exchange unit is used for the exchange and sharing of data. The interface management unit is used to register, authenticate, authorize, and monitor interface protocols.

7. The cross-institutional file sharing and collaborative management system according to claim 1, wherein: The data storage module is divided into a data storage unit, a data backup unit, and a data verification unit. The data storage unit is used to store detailed archival data. The data backup and recovery unit is used to regularly back up the data. The data verification unit is used to verify whether the format and content of the stored archival data are correct.

8. The cross-institutional file sharing and collaborative management system according to claim 1, wherein: The privacy processing module is divided into an identity authentication unit, a data encryption unit, and a data desensitization and anonymization unit. The identity authentication unit is used to authenticate the authenticity and legality of the user's identity. The data encryption unit is used to encrypt the archival data during storage and transmission. The data desensitization and anonymization unit is used to desensitize sensitive data and anonymize the user's personal information.

9. The cross-institutional file sharing and collaborative management system according to claim 1, wherein: The auxiliary module is divided into an archival editing unit and an auxiliary dictionary unit. The archival editing unit is used to edit and modify archival information. The auxiliary dictionary unit is used to annotate the field content in the archival data.

Images