Document management system
By converting paper documents into electronic documents through a document management system, extracting keywords, and setting access control, the problem of difficulty in accessing enterprise documents is solved, and document security management and rapid retrieval are achieved.
Patent Information
- Authority / Receiving Office
- CN · China
- Patent Type
- Applications(China)
- Current Assignee / Owner
- GUANGDONG POWER GRID CO LTD DONGGUAN POWER SUPPLY BUREAU
- Filing Date
- 2023-11-24
- Publication Date
- 2026-04-21
AI Technical Summary
Enterprise document management suffers from problems such as file loss, inefficient transfer, uncontrolled permissions, management blindness, too many versions, and slow searching, making it difficult for users to access relevant documents.
A document management system is provided, including a document processing module, a content extraction module, a permission management module, and a search module. It converts paper documents into electronic documents, extracts and generates keywords, sets permission management, and performs document searches based on keywords.
It enables secure document management and quick retrieval, solves the difficulty for users to access relevant documents, and improves the efficiency and security of document management.
Smart Images
Figure CN121901475A_ABST
Abstract
Description
Technical Field
[0001] This application relates to the field of document library technology, specifically a document management system. Background Technology
[0002] A large number of documents are often generated in the production and operation activities of enterprises. At present, the types of documents include paper documents and electronic documents. Paper documents include handwritten documents formed by users' handwritten records and printed documents that lack electronic documents.
[0003] Paper documents are typically stored in archives, while electronic documents are usually stored in a decentralized manner on servers. However, both paper documents and electronic documents suffer from problems such as file loss, inefficient transmission, uncontrolled access, poor management, too many versions, and slow searching, making it difficult for users to find relevant documents. Summary of the Invention
[0004] To address the shortcomings of existing technologies, this application provides a document management system that solves the problem of users having difficulty accessing relevant documents.
[0005] To achieve the above objectives, this application provides the following technical solution: a document management system, comprising:
[0006] A document processing module, which processes documents and converts the content of the documents into an editable format;
[0007] A content extraction module, electrically connected to the document processing module, is used to extract the content of the document and generate document keywords;
[0008] The permission management module includes an original document permission submodule and an extracted document permission submodule. The original document permission submodule is electrically connected to the document processing module, and the extracted document permission submodule is electrically connected to the content extraction module. The original document permission submodule is used to assign permissions to the original document, and the extracted document permission submodule is used to assign permissions to the extracted document content.
[0009] A storage module, electrically connected to the permission management module, is used to store the original document with granted permissions and the extracted document with granted permissions;
[0010] The search module is electrically connected to the storage module. The search module is used to determine the viewing scope of the user's permissions, calculate the similarity between the user's input content and the document keywords, and present the documents to the user in order of similarity.
[0011] Preferably, the document processing module includes:
[0012] A document receiving unit, wherein the document receiving unit is used to receive files input by the user;
[0013] A document classification unit is electrically connected to the document receiving unit, and the document classification unit is used to classify the files received by the document receiving unit into files that can be directly extracted and files that cannot be directly extracted.
[0014] Preferably, the document processing module further includes a document optimization unit, which is electrically connected to the document classification unit. The document optimization unit comprises components that are electrically connected in sequence:
[0015] The grayscale processing subunit is used to convert files that cannot be directly extracted into grayscale images;
[0016] The binarization processing subunit is used to binarize the grayscale image to form a binary image;
[0017] The morphology processing subunit removes salt-and-pepper noise from the binarized image using a median filtering algorithm;
[0018] The edge processing subunit performs edge detection on the image, finds and draws connected regions that meet the conditions, and draws the outline of the effective region.
[0019] The shape correction subunit projects the edge-processed image into a regular rectangle using a trapezoidal transformation algorithm.
[0020] Preferably, the content extraction module includes:
[0021] A content extraction unit is electrically connected to the document classification unit, and the content extraction unit is used to extract the content of the document.
[0022] A keyword extraction unit is electrically connected to the content extraction unit, and the keyword extraction unit is used to refine document keywords based on the extracted document content.
[0023] Preferably, the content extraction unit includes:
[0024] The first content extraction subunit is used to extract the content of files that can be directly extracted and form an editable format file.
[0025] The second content extraction subunit includes a content recognition model. The second content extraction subunit is used to perform text recognition, table recognition, and image recognition on the content of a file that cannot be directly extracted using the content recognition model, and to form the recognized content into an editable format file.
[0026] Preferably, the keyword extraction unit includes:
[0027] A text segmentation unit, wherein the text segmentation unit is used to segment the document content into a word sequence;
[0028] The keyword extraction subunit is used to extract representative keywords from the segmented text.
[0029] Preferably, the original document permission submodule includes a permission marking unit and a timestamp marking unit, wherein the permission marking unit is used to mark the permission level of the original document, and the timestamp marking unit is used to mark the duration of the permission existence of the original document;
[0030] The document extraction permission submodule includes a permission marking unit and a timestamp marking unit. The permission marking unit is used to mark the permission level of the extracted document, and the timestamp marking unit is used to mark the duration of the permission for extracting the document.
[0031] Preferably, the search module includes:
[0032] The permission confirmation unit is used to confirm the document permission level and the user's document reading permission;
[0033] A keyword comparison unit is used to compare the keywords input by the user with the keywords extracted by the keyword extraction unit, and to calculate the similarity between the keywords extracted by the extraction unit and the keywords input by the user.
[0034] The file delivery unit is used to present files associated with user keywords to the user according to their similarity.
[0035] This application provides a document management system, which has the following advantages:
[0036] This document management system features a document processing module that allows users to convert paper documents into electronic documents, a content extraction module that enables the extraction and processing of content from both paper and electronic documents, an access control module that allows users to set viewing permissions for reviewers to ensure document security, and a search module that facilitates document searching and allows users to quickly find the documents they want, thus solving the problem of users having difficulty accessing relevant documents. Attached Figure Description
[0037] To more clearly illustrate the technical solutions in the embodiments of this application or the prior art, the drawings used in the description of the embodiments or the prior art will be briefly introduced below. Obviously, the drawings described below are only some embodiments of this application. For those skilled in the art, other drawings can be obtained based on these drawings without creative effort.
[0038] Figure 1 This is a block diagram showing the overall structure and connection of an embodiment of this application.
[0039] Figure 2 This is a structural block diagram of the content extraction module in the embodiments of this application. Detailed Implementation
[0040] To make the purpose, features, and advantages of this application more apparent and understandable, the technical solutions in the embodiments of this application will be clearly and completely described below with reference to the accompanying drawings. Obviously, the embodiments described below are only some embodiments of this application, and not all embodiments. Based on the embodiments in this application, all other embodiments obtained by those skilled in the art without creative effort are within the scope of protection of this application.
[0041] In the description of this application, it should be understood that the terms "upper", "lower", "top", "bottom", "inner", "outer", etc., indicate the orientation or positional relationship based on the orientation or positional relationship shown in the accompanying drawings. They are used only for the convenience of describing this application and simplifying the description, and do not indicate or imply that the device or element referred to must have a specific orientation, or be constructed and operated in a specific orientation. Therefore, they should not be construed as limitations on this application.
[0042] The technical solution of this application will be further described below with reference to the accompanying drawings and specific embodiments.
[0043] Please see Figure 1 This application provides a technical solution: a document management system, including a document processing module, a content extraction module, a permission management module, a storage module, and a search module.
[0044] Please see Figure 1 The document processing module is used to process documents and convert the content of the documents into an editable format. The document processing module includes a document receiving unit, a document classification unit, and a document optimization unit. The document receiving unit is used to receive files input by the user. The document classification unit is electrically connected to the document receiving unit and is used to classify the files received by the document receiving unit into files that can be directly extracted and files that cannot be directly extracted.
[0045] Please see Figure 1The document optimization unit is electrically connected to the document classification unit. The document optimization unit includes, in sequence, a grayscale processing subunit, a binarization processing subunit, a morphological processing subunit, an edge processing subunit, and a morphological correction subunit, all electrically connected. The grayscale processing subunit converts files that cannot be directly extracted into grayscale images. The binarization processing subunit binarizes the grayscale images to form binary images. The morphological processing subunit uses a median filtering algorithm to remove salt-and-pepper noise from the binarized image. The edge processing subunit performs edge detection on the image, finds and draws connected regions that meet certain conditions, and outlines the effective regions. The morphological correction subunit projects the edge-processed image into a regular rectangle using a trapezoidal transformation algorithm. It should be noted that there is already considerable research on median filtering and trapezoidal transformation algorithms, which will not be elaborated upon here.
[0046] Please see Figure 1 and Figure 2 The content extraction module is electrically connected to the document processing module. The content extraction module extracts the document content and generates document keywords. The content extraction module includes a content extraction unit and a keyword extraction unit. The content extraction unit is electrically connected to the document classification unit and extracts the document content. The keyword extraction unit is electrically connected to the content extraction unit and refines the extracted document content into document keywords.
[0047] Please see Figure 1 and Figure 2 The content extraction unit includes a first content extraction subunit and a second content extraction subunit. The first content extraction subunit extracts the content of files that can be directly extracted and forms an editable file. The second content extraction subunit includes a content recognition model. This model performs text recognition, table recognition, and image recognition on content that cannot be directly extracted and forms the recognized content into an editable file. The content recognition model is an AI trained on text, tables, and images. Extensive research on content recognition models exists and will not be elaborated upon here.
[0048] Please see Figure 1 and Figure 2 The keyword extraction unit comprises a text segmentation subunit and a keyword extraction subunit. The text segmentation subunit utilizes natural language processing methods to segment the document content into a lexical sequence. The keyword extraction subunit employs text mining techniques to extract representative keywords from the segmented text. By extracting keywords from the text, and combining this with a full-text search engine, the corresponding document that meets the user's needs can be quickly located.
[0049] Please see Figure 1The permission management module includes an original document permission submodule and an extracted document permission submodule. The original document permission submodule is electrically connected to the document processing module, and the extracted document permission submodule is electrically connected to the content extraction module. The original document permission submodule is used to assign permissions to the original document, and the extracted document permission submodule is used to assign permissions to the extracted document content. The original document permission submodule includes a permission tagging unit and a timestamp tagging unit. The permission tagging unit is used to tag the permission level of the original document, and the timestamp tagging unit is used to tag the duration of the permissions. The extracted document permission submodule includes a permission tagging unit and a timestamp tagging unit. The permission tagging unit is used to tag the permission level of the extracted document, and the timestamp tagging unit is used to tag the duration of the permissions.
[0050] Please see Figure 1 The storage module stores both the original document (with permissions granted) and the extracted document (with permissions granted). The storage module is electrically connected to the permission management module. By storing the original and extracted documents, users can read either document as needed, thus meeting the diverse needs of different users.
[0051] Please see Figure 1 The search module is used to determine the user's viewing scope, calculate the similarity between the user's input and document keywords, and present documents to the user in order of similarity. The search module is electrically connected to the storage module. The search module includes a permission confirmation unit, a keyword comparison unit, and a file transfer unit. The permission confirmation unit is used to confirm the document permission level and the user's document reading permission. The keyword comparison unit is used to compare the keywords entered by the user with the keywords extracted by the keyword extraction unit, and calculate the similarity between the keywords extracted by the extraction unit and the keywords entered by the user. The file transfer unit is used to present files associated with the user's keywords to the user in order of similarity.
[0052] In summary, this document management system, through its document processing module, enables users to convert paper documents into electronic documents; its content extraction module allows for the extraction and processing of content from both paper and electronic documents; its access control module allows for setting viewing permissions for reviewers, thereby ensuring document security; and its search module facilitates document searching, enabling users to quickly find the documents they want, thus solving the problem of users having difficulty accessing relevant documents.
[0053] It should be noted that, in this document, relational terms such as "first" and "second" are used only to distinguish one entity or operation from another, and do not necessarily require or imply any such actual relationship or order between these entities or operations. Furthermore, the terms "comprising," "including," or any other variations thereof are intended to cover non-exclusive inclusion, such that a process, method, article, or apparatus that comprises a list of elements includes not only those elements but also other elements not expressly listed, or elements inherent to such process, method, article, or apparatus.
[0054] Although embodiments of this application have been shown and described, it will be understood by those skilled in the art that various changes, modifications, substitutions and variations can be made to these embodiments without departing from the principles and spirit of this application, the scope of which is defined by the appended claims and their equivalents.
[0055] The above-described embodiments are only used to illustrate the technical solutions of this application, and are not intended to limit them. Although this application has been described in detail with reference to the foregoing embodiments, those skilled in the art should understand that modifications can still be made to the technical solutions described in the foregoing embodiments, or equivalent substitutions can be made to some of the technical features. Such modifications or substitutions do not cause the essence of the corresponding technical solutions to deviate from the spirit and scope of the technical solutions of the embodiments of this application.
Claims
1. A document management system, characterized in that, include: A document processing module, which processes documents and converts the content of the documents into an editable format; A content extraction module, electrically connected to the document processing module, is used to extract the content of the document and generate document keywords; The permission management module includes an original document permission submodule and an extracted document permission submodule. The original document permission submodule is electrically connected to the document processing module, and the extracted document permission submodule is electrically connected to the content extraction module. The original document permission submodule is used to assign permissions to the original document, and the extracted document permission submodule is used to assign permissions to the extracted document content. A storage module, electrically connected to the permission management module, is used to store the original document with granted permissions and the extracted document with granted permissions; The search module is electrically connected to the storage module. The search module is used to determine the viewing scope of the user's permissions, calculate the similarity between the user's input content and the document keywords, and present the documents to the user in order of similarity.
2. The document management system according to claim 1, characterized in that, The document processing module includes: A document receiving unit, wherein the document receiving unit is used to receive files input by the user; A document classification unit is electrically connected to the document receiving unit, and the document classification unit is used to classify the files received by the document receiving unit into files that can be directly extracted and files that cannot be directly extracted.
3. A document management system according to claim 2, characterized in that, The document processing module further includes a document optimization unit, which is electrically connected to the document classification unit. The document optimization unit comprises components that are electrically connected in sequence as follows: The grayscale processing subunit is used to convert files that cannot be directly extracted into grayscale images; The binarization processing subunit is used to binarize the grayscale image to form a binary image; The morphology processing subunit removes salt-and-pepper noise from the binarized image using a median filtering algorithm; The edge processing subunit performs edge detection on the image, finds and draws connected regions that meet the conditions, and draws the outline of the effective region. The shape correction subunit projects the edge-processed image into a regular rectangle using a trapezoidal transformation algorithm.
4. A document management system according to claim 2, characterized in that, The content extraction module includes: A content extraction unit is electrically connected to the document classification unit, and the content extraction unit is used to extract the content of the document. A keyword extraction unit is electrically connected to the content extraction unit, and the keyword extraction unit is used to refine document keywords based on the extracted document content.
5. A document management system according to claim 4, characterized in that, The content extraction unit includes: The first content extraction subunit is used to extract the content of a file that can be directly extracted and form an editable format file. The second content extraction subunit includes a content recognition model. The second content extraction subunit is used to perform text recognition, table recognition, and image recognition on the content of a file that cannot be directly extracted using the content recognition model, and to form the recognized content into an editable format file.
6. A document management system according to claim 4, characterized in that, The keyword extraction unit includes: A text segmentation unit, wherein the text segmentation unit is used to segment the document content into a word sequence; The keyword extraction subunit is used to extract representative keywords from the segmented text.
7. A document management system according to claim 1, characterized in that, The original document permission submodule includes a permission marking unit and a timestamp marking unit. The permission marking unit is used to mark the permission level of the original document, and the timestamp marking unit is used to mark the duration of the permission of the original document. The document extraction permission submodule includes a permission marking unit and a timestamp marking unit. The permission marking unit is used to mark the permission level of the extracted document, and the timestamp marking unit is used to mark the duration of the permission for extracting the document.
8. A document management system according to claim 4, characterized in that, The search module includes: The permission confirmation unit is used to confirm the document permission level and the user's document reading permission; A keyword comparison unit is used to compare the keywords input by the user with the keywords extracted by the keyword extraction unit, and to calculate the similarity between the keywords extracted by the extraction unit and the keywords input by the user. The file delivery unit is used to present files associated with user keywords to the user according to their similarity.