Financial electronic archive filing management system

Abstract

The invention discloses a financial electronic archive filing management system, relates to the technical field of financial management, and aims to solve the problem of low cross-subsidiary archive query, summarization and auditing efficiency caused by lack of unified technical standards, data formats and management processes in the prior art. The system comprises a group-level management platform, and sub-company-level archiving terminals and data transmission modules deployed in sub-companies, and the group-level management platform and the sub-company-level archiving terminals establish communication connection through the data transmission modules to realize data interaction; the group-level management platform comprises a unified standard module, an authority management module, a retrieval analysis module, a secure storage module, an archiving monitoring module and an interface extension module, and the unified standard module is used for formulating and updating unified financial archive management standards of a group. The method has the advantage that the cross-subsidiary file query, summarization and auditing efficiency is improved.

Description

Technical Field

[0001] This invention relates to the field of financial management technology, and more specifically, to a financial electronic record archiving and management system. Background Technology

[0002] Financial records, as core documents for business operations (including accounting vouchers, ledgers, statements, contracts, tax information, etc.), are crucial to the efficiency of group financial control, compliance auditing, and decision support. As the trend of corporate group operations intensifies, subsidiaries of large groups often exhibit characteristics of geographical dispersion, diversified businesses, and varying sizes.

[0003] In existing technologies, subsidiaries often employ independent record management methods, lacking unified technical standards, data formats, and management processes. This results in the group headquarters being unable to access subsidiary financial record data in real time, creating "information silos" and leading to low efficiency in cross-subsidiary querying, aggregation, and auditing. Therefore, we propose a financial electronic record archiving and management system. Summary of the Invention

[0004] The purpose of this invention is to provide a financial electronic record archiving and management system, which aims to solve the problem that the lack of unified technical standards, data formats and management processes in the existing technology leads to low efficiency in cross-subsidiary record querying, summarizing and auditing.

[0005] To solve the above-mentioned technical problems, the present invention provides the following technical solution: a financial electronic archive management system, which includes a group-level management platform, subsidiary-level archive terminals deployed in each subsidiary, and a data transmission module. The group-level management platform and the subsidiary-level archive terminals establish a communication connection through the data transmission module to realize data interaction. The group-level management platform includes a unified standards module, an access control module, a retrieval and analysis module, a secure storage module, an archive monitoring module, and an interface extension module. The unified standards module is used to formulate and update unified financial archive management standards for the group and to verify the standard compliance of uploaded archive data. The access control module is used to implement differentiated archive access and operation permission control for different users based on role configuration. The retrieval and analysis module is used to provide cross-subsidiary archive retrieval and archive data statistical analysis services. The secure storage module is used to achieve secure storage, backup, and tamper-proof protection of archive data. The archive monitoring module is used to monitor the archive progress of each subsidiary in real time and issue reminders. The interface extension module is used to interface with the group's business systems to achieve bidirectional data synchronization. The subsidiary-level archiving terminal includes an archive collection unit, a preprocessing unit, a local caching unit, and an archive version management unit. The archive collection unit is used to collect the subsidiary's financial archive data. The preprocessing unit is used to preprocess the collected archive data and upload it to the group-level management platform through the data transmission module. The local caching unit is used to temporarily store archive data that was not successfully uploaded. The archive version management unit is used to record the modification history of the archive data and support version tracing and comparison.

[0006] Preferably, the data transmission module adopts a dual security transmission mechanism of HTTPS encryption plus VPN dedicated channel, and has both breakpoint resume function and check code verification function. The check code verification function generates a data check code based on the MD5 algorithm or SHA-256 algorithm to verify the integrity and consistency of the transmitted data.

[0007] Preferably, the unified standard module includes a standard setting unit, a standard updating unit, and a standard verification unit; The standard-setting unit has built-in financial record management standards, which specifically include record format standards, classification standards, metadata standards, and archiving process standards. The format standards specify that the record data format is PDF / A-2b, Excel 2007 and above. The classification standards specify five levels of classification, including group, subsidiary, year, record type and subject. The metadata standards specify the required fields of record number, subsidiary identifier, creation date, voucher number, amount, preparer, reviewer and associated contract number, and support custom extended fields. The archiving process standards specify the entire process nodes and time requirements for the collection, preprocessing, uploading, verification and archiving of subsidiary record data. The standard update unit allows the group's super administrator to modify, add, or delete file format standards, classification standards, metadata standards, and archiving process standards, and synchronize the process to form a traceable record. The standard verification unit is used to verify whether the file format, classification, metadata and archiving process of the file data conform to the standard when the subsidiary uploads the file data. If the verification fails, the file data is returned.

[0008] Preferably, the permission management module has three built-in role configurations: Group Super Administrator, Group Regular Administrator, and Subsidiary Operator, and supports custom role configuration. The Group Super Administrator has full permissions to formulate and update the Group's unified financial file management standards, configure permissions for all users, review file data of all subsidiaries, and export file data of the entire Group. The Group Regular Administrator has permissions to retrieve file data across subsidiaries, view statistical reports on the number of archives, statistical reports on the distribution of file types, statistical reports on the timeliness of archiving, statistical reports on duplicate files, and monitor the archiving progress of subsidiaries. The Subsidiary Operator can only operate on the file data of their own subsidiary, including the collection, preprocessing, uploading, and retrieval of file data.

[0009] Preferably, the retrieval and analysis module includes a retrieval unit and a data statistical analysis unit; The retrieval unit is used to provide archival data retrieval, and sorts the retrieval results by relevance, creation date, and amount, and supports archival preview and download; The data statistical analysis unit is used to generate statistical reports on the number of archives, the distribution of archive types, the timeliness of archives, and the duplicate archives for the entire group and its subsidiaries. The reports are displayed in a visual format such as line charts, bar charts, or pie charts, and can be exported to Excel or PDF formats.

[0010] Preferably, the secure storage module includes a distributed storage unit, an off-site backup unit, and an encryption and tamper-proof unit; The distributed storage unit is used to store archive data in fragments across multiple physical nodes, with each data fragment retaining at least 3 copies; The off-site backup unit is used to back up archive data using a strategy of daily incremental backup combined with weekly full backup, and the backup data is stored in encrypted form. The encrypted anti-tampering unit uses the AES-256 symmetric encryption algorithm to store and encrypt the archive data. The encryption key is managed uniformly by the group's super administrator, and the RSA asymmetric encryption algorithm is used when transmitting the key.

[0011] Preferably, the archiving progress monitored in real time by the archiving monitoring module includes the number of archived files, the number of unarchived files, details of archived files that failed verification, and archived files that have exceeded the deadline for archiving.

[0012] Preferably, the group's business systems include the group's ERP system, financial shared service platform, and OA system.

[0013] Preferably, the preprocessing of the preprocessing unit includes format conversion of the archive data according to financial archive management standards, metadata extraction, and deduplication and integrity verification of the archive data.

[0014] Preferably, when the standard verification unit fails the verification and returns the archive data, it simultaneously returns specific error messages, including archive format errors, missing metadata, classification errors, and archiving process errors.

[0015] Compared with the prior art, the beneficial effects of the present invention are: 1. This invention constructs a unified financial archive management system through a collaborative architecture of a group-level management platform and subsidiary-level archiving terminals. On the one hand, the unified standard module clarifies the unified standards for archive format, classification, metadata, and archiving process. The standard verification unit ensures the compliance of data uploaded by each subsidiary, solving the problems of inconsistent data formats and chaotic classification. On the other hand, the retrieval and analysis module supports accurate retrieval and data statistical analysis across subsidiaries. The retrieval results are intelligently sorted through weighted calculations of relevance, creation date, and amount. At the same time, it generates multi-dimensional visual reports and supports export, improving the efficiency of cross-subsidiary archive query, summary, and auditing.

[0016] 2. In the transmission stage, this invention employs dual protection of HTTPS encryption and VPN dedicated channels, combined with breakpoint resume and MD5 / SHA-256 checksum verification, to ensure that data is not lost or tampered with during transmission. In the storage stage, a distributed sharded storage and off-site incremental plus full backup strategy are used, along with AES-256 symmetric encryption storage and RSA asymmetric key transmission, which reduces the risk of data loss due to hardware failure and the possibility of data being illegally stolen or tampered with.

[0017] 3. This invention achieves differentiated access control based on role configuration, further refining the data security boundary and enabling the group to achieve traceable and controllable security management of financial archive data, fully meeting the high security requirements of financial data. Attached Figure Description

[0018] Figure 1 This is a schematic diagram of the system architecture in this invention; Figure 2 This is a schematic diagram illustrating the principle of the present invention. Detailed Implementation

[0019] Example 1: This example addresses the issue that subsidiaries of large groups are often geographically dispersed, have diversified businesses, and vary in size, making it impossible for the group headquarters to obtain the financial records of subsidiaries in real time, forming "information silos" and resulting in low efficiency in cross-subsidiary querying, summarizing, and auditing.

[0020] This embodiment includes a group-level management platform, subsidiary-level archiving terminals deployed in each subsidiary, and a data transmission module. The group-level management platform and the subsidiary-level archiving terminals establish a communication connection through the data transmission module to achieve data interaction. The data transmission module adopts a dual security transmission mechanism of HTTPS encryption and VPN dedicated channel, and also has the functions of resuming interrupted transmission and verification code verification. The verification code verification function generates a data verification code based on the MD5 algorithm or SHA-256 algorithm to verify the integrity and consistency of the transmitted data. The subsidiary-level archiving terminal also includes an archive acquisition unit and a preprocessing unit; In this embodiment, the financial archive data of the subsidiary is first collected by the archive collection unit, and then the collected archive data is preprocessed by the preprocessing unit. After the preprocessing is completed, it is uploaded to the group-level management platform. The preprocessing includes format conversion of the archive data according to the financial archive management standard, metadata extraction, and deduplication and integrity verification of the archive data. The group-level management platform includes a unified standards module, a search and analysis module, and a secure storage module; In this embodiment, a unified standard module is used to formulate and update the group's unified financial file management standard, and to verify the standard compliance of the uploaded file data based on the financial file management standard. The unified standard module specifically includes a standard formulation unit, a standard update unit, and a standard verification unit. The standard setting unit has built-in financial record management standards, which include record format standards, classification standards, metadata standards, and archiving process standards. The format standards specify that the record data format is PDF / A-2b, Excel 2007 and above. The classification standards specify five levels of classification, including group, subsidiary, year, record type and subject. The metadata standards specify the required fields of record number, subsidiary identifier, creation date, voucher number, amount, preparer, reviewer and related contract number, and support custom extended fields. The archiving process standards specify the entire process of data collection, preprocessing, uploading, verification and archiving of subsidiary records and the time requirements. The standard update unit allows the group's super administrator to modify, add, or delete file format standards, classification standards, metadata standards, and archiving process standards, and synchronize the process to form a traceable record; The standard verification unit is used to verify whether the file format, classification, metadata and archiving process of the file data conform to the standard when the subsidiary uploads the file data. If the verification fails, the file data is returned and specific error messages are returned synchronously. Error messages include file format error, missing metadata, classification error and archiving process error. In this embodiment, the verified archive data is securely stored, backed up, and protected against tampering through a secure storage module. Specifically, the secure storage module includes a distributed storage unit, an off-site backup unit, and an encryption and tamper-proof unit. Distributed storage units are used to store archive data in fragments across multiple physical nodes, with each data fragment having at least three copies. The off-site backup unit is used to back up archive data using a strategy of daily incremental backups combined with weekly full backups. The backup data is stored in encrypted form. The encryption and anti-tampering unit uses the AES-256 symmetric encryption algorithm to encrypt the archive data. The encryption key is managed uniformly by the group's super administrator, and the RSA asymmetric encryption algorithm is used when transmitting the key. In this embodiment, a cross-subsidiary archive retrieval and archival data statistical analysis service is provided through a retrieval and analysis module. Specifically, the retrieval and analysis module includes a retrieval unit and a data statistical analysis unit. The retrieval unit is used to provide archival data retrieval and sorts the retrieval results by relevance, creation date, and amount. It also supports archival preview and download. In this embodiment, the specific sorting steps are as follows: Let the search keywords be... The archive data is Define sorting score For weighted sum: ; in, , , These are the weighting coefficients. =1, The relevance score ranges from 0 to 1, based on... Calculations show that Keywords exist word frequency in ( Total number of files For containing (number of files) The score is for the date, ranging from 0 to 1, based on... Calculations show that The score is based on the amount, ranging from 0 to 1. Calculated; In this embodiment, it is set that: 0.5 0.2 The value is 0.3, and the search keywords are For the procurement contract, three data entries are set up, namely: , , As shown in the table below:

[0021] Based on the table above and the values, calculate... , , The specific steps for calculating and ranking the total score are as follows: First, calculate the relevance score: ; (purchase, ) (contract, ) ; ; (purchase) (“Procurement” appears) (A total of 2 files); (“Contract” only appears in the context of the contract) (1 file in total); =0.016×0.1761+0.012×0.4771≈0.00854; =0.01×0.1761+0×0.4771≈0.00176; =0×0.1761+0×0.4771=0; The results are then mapped between 0 and 1 to obtain a relevance score. = =1, = ≈0.206, = =0; Then calculate the date score: ≈0.9091; ≈0.4545; =0; Calculate the score based on the amount: =0.8; =0.5; =1; Finally, substitute the scores for each section into the equation. ,get: =0.5×1+0.2×0.9091+0.3×0.8=0.5+0.1818+0.24=0.9218; =0.5×0.206+0.2×0.4545+0.3×0.5≈0.103+0.0909+0.15=0.3439; =0.5×0+0.2×0+0.3×1=0.3; Final sorting results > > .

[0022] The data statistics and analysis unit is used to generate statistical reports on the number of archives, the distribution of archive types, the timeliness of archives, and the duplicate archives for the entire group and its subsidiaries. The reports are displayed in a visual format such as line charts, bar charts, or pie charts, and can be exported to Excel or PDF formats.

[0023] In this embodiment, a complete architecture consisting of a group-level management platform, subsidiary-level archiving terminals, and a data transmission module is constructed to achieve unified management and efficient flow of financial archive data. A dual-security transmission mechanism, coupled with verification code authentication and breakpoint resume functionality, ensures the security, integrity, and stability of data transmission. The preprocessing process forms a closed loop with the unified standard module at the group level, ensuring the standardization of archive data formats, classifications, metadata, and archiving processes, thus avoiding data chaos. The secure storage module, through distributed storage, off-site backup, and encrypted anti-tampering design, comprehensively protects the storage security of archive data, preventing data loss or illegal tampering. The retrieval and analysis module, through multi-dimensional weighted sorting retrieval methods and visual statistical reporting functions, improves the efficiency of cross-subsidiary archive query, aggregation, and auditing.

[0024] Example 2: This example is basically the same as Example 1, except that the group-level management platform in this example also includes a permission management module. The permission management module is used to implement differentiated file access and operation permission control for different users based on role configuration. Specifically, the permission management module has three built-in role configurations: group super administrator, group ordinary administrator, and subsidiary operator, and supports custom role configuration. Among them, the group super administrator has complete permissions to formulate and update the group's unified financial file management standards, configure permissions for all users, review file data of all subsidiaries, and export file data of the entire group. The group ordinary administrator has the permissions to retrieve file data across subsidiaries, view statistical reports on the number of archives, statistical reports on the distribution of file types, statistical reports on the timeliness of archiving, statistical reports on duplicate files, and monitor the archiving progress of subsidiaries. Subsidiary operators can only operate on the file data of their own subsidiaries, including the collection, preprocessing, uploading, and retrieval of file data.

[0025] This embodiment adds a permission management module, which includes three standardized roles (Group Super Administrator, Group Ordinary Administrator, and Subsidiary Operator) and supports custom role configuration. This enables differentiated permission control for users at different levels, builds a hierarchical and clearly defined security control system, and further strengthens the standardization and security of the group's financial file management.

[0026] Example 3: This example is basically the same as Example 1. The difference is that the group-level management platform in this example also includes an archiving monitoring module. Specifically, the archiving monitoring module is used to monitor the archiving progress of each subsidiary in real time and issue reminders. The archiving progress includes the number of archived files, the number of unarchived files, details of failed verification files, and overdue unarchived files.

[0027] This embodiment adds an archiving monitoring module, which tracks the number of archived and unarchived files in each subsidiary in real time, accurately presents the specific error details of failed verification files and information on overdue files, and issues timely reminders, enabling the group to quickly locate problem nodes in the archiving process and achieve full-process visual control of the archiving work.

[0028] Example 4: This example is basically the same as Example 1, except that the group-level management platform in this example also includes an interface extension module. Specifically, the interface extension module is used to interface with the group's business systems to achieve bidirectional data synchronization. The group's business systems include the group's ERP system, financial shared service platform, and OA system.

[0029] The newly added interface extension module in this embodiment enables bidirectional data synchronization between the financial file management system and the group's ERP system, financial shared service platform, and OA system. This breaks down data barriers between different systems, ensures the consistency and accuracy of the two types of data, and reduces manual verification costs.

[0030] Example 5: This example is basically the same as Example 1, except that the subsidiary-level archiving terminal in this example also includes a local cache unit. Specifically, the local cache unit is used to temporarily store archive data that has not been successfully uploaded.

[0031] This embodiment adds a local cache unit for temporarily storing archive data that was not successfully uploaded, effectively solving the problem of archive data loss caused by sudden events such as network interruption and system failure.

[0032] Example 6: This example is basically the same as Example 1, except that the subsidiary-level archiving terminal in this example also includes, specifically, an archive version management unit for recording the modification history of archive data and supporting version tracing and comparison.

[0033] This embodiment adds an archive version management unit, which realizes the full recording, version tracing and comparison functions of the modification history of financial archive data, and solves the problems of not being able to check the historical status after the archive is modified and the responsibility being difficult to determine.

[0034] The embodiments disclosed in this invention are preferred embodiments, but are not limited thereto. Those skilled in the art can easily understand the spirit of this invention based on the above embodiments and make different extensions and variations, but as long as they do not depart from the spirit of this invention, they are all within the protection scope of this invention.

Claims

1. A financial electronic record archiving management system, characterized in that, The system includes a group-level management platform, subsidiary-level archiving terminals deployed in each subsidiary, and a data transmission module. The group-level management platform and the subsidiary-level archiving terminals establish a communication connection through the data transmission module to achieve data interaction. The group-level management platform includes a unified standards module, an access control module, a retrieval and analysis module, a secure storage module, an archive monitoring module, and an interface extension module. The unified standards module is used to formulate and update unified financial archive management standards for the group and to verify the standard compliance of uploaded archive data. The access control module is used to implement differentiated archive access and operation permission control for different users based on role configuration. The retrieval and analysis module is used to provide cross-subsidiary archive retrieval and archive data statistical analysis services. The secure storage module is used to achieve secure storage, backup, and tamper-proof protection of archive data. The archive monitoring module is used to monitor the archive progress of each subsidiary in real time and issue reminders. The interface extension module is used to interface with the group's business systems to achieve bidirectional data synchronization. The subsidiary-level archiving terminal includes an archive collection unit, a preprocessing unit, a local caching unit, and an archive version management unit. The archive collection unit is used to collect the subsidiary's financial archive data. The preprocessing unit is used to preprocess the collected archive data and upload it to the group-level management platform through the data transmission module. The local caching unit is used to temporarily store archive data that was not successfully uploaded. The archive version management unit is used to record the modification history of the archive data and support version tracing and comparison.

2. The financial electronic archive management system according to claim 1, characterized in that, The data transmission module adopts a dual security transmission mechanism of HTTPS encryption plus VPN dedicated channel, and also has the functions of resuming interrupted transmission and verification code verification. The verification code verification function generates a data verification code based on the MD5 algorithm or SHA-256 algorithm to verify the integrity and consistency of the transmitted data.

3. The financial electronic archive management system according to claim 1, characterized in that, The unified standard module includes a standard setting unit, a standard updating unit, and a standard verification unit; The standard-setting unit has built-in financial record management standards, which specifically include record format standards, classification standards, metadata standards, and archiving process standards. The format standards specify that the record data format is PDF / A-2b, Excel 2007 and above. The classification standards specify five levels of classification, including group, subsidiary, year, record type and subject. The metadata standards specify the required fields of record number, subsidiary identifier, creation date, voucher number, amount, preparer, reviewer and associated contract number, and support custom extended fields. The archiving process standards specify the entire process nodes and time requirements for the collection, preprocessing, uploading, verification and archiving of subsidiary record data. The standard update unit allows the group's super administrator to modify, add, or delete file format standards, classification standards, metadata standards, and archiving process standards, and synchronize the process to form a traceable record. The standard verification unit is used to verify whether the file format, classification, metadata and archiving process of the file data conform to the standard when the subsidiary uploads the file data. If the verification fails, the file data is returned.

4. The financial electronic archive management system according to claim 1, characterized in that, The permission management module has three built-in role configurations: Group Super Administrator, Group Regular Administrator, and Subsidiary Operator. It also supports custom role configuration. The Group Super Administrator has full permissions to formulate and update the Group's unified financial file management standards, configure permissions for all users, review file data of all subsidiaries, and export file data of the entire Group. The Group Regular Administrator has permissions to retrieve file data across subsidiaries, view statistical reports on the number of archives, statistical reports on the distribution of file types, statistical reports on the timeliness of archiving, statistical reports on duplicate files, and monitor the archiving progress of subsidiaries. The Subsidiary Operator can only operate on the file data of their own subsidiary, including the collection, preprocessing, uploading, and retrieval of file data.

5. A financial electronic archive management system according to claim 1, characterized in that, The retrieval and analysis module includes a retrieval unit and a data statistical analysis unit; The retrieval unit is used to provide archival data retrieval, and sorts the retrieval results by relevance, creation date, and amount, and supports archival preview and download; The data statistical analysis unit is used to generate statistical reports on the number of archives, the distribution of archive types, the timeliness of archives, and the duplicate archives for the entire group and its subsidiaries. The reports are displayed in a visual format such as line charts, bar charts, or pie charts, and can be exported to Excel or PDF formats.

6. A financial electronic archive management system according to claim 1, characterized in that, The secure storage module includes a distributed storage unit, an off-site backup unit, and an encryption and anti-tampering unit. The distributed storage unit is used to store archive data in fragments across multiple physical nodes, with each data fragment retaining at least 3 copies; The off-site backup unit is used to back up archive data using a strategy of daily incremental backup combined with weekly full backup, and the backup data is stored in encrypted form. The encrypted anti-tampering unit uses the AES-256 symmetric encryption algorithm to store and encrypt the archive data. The encryption key is managed uniformly by the group's super administrator, and the RSA asymmetric encryption algorithm is used when transmitting the key.

7. A financial electronic archive management system according to claim 1, characterized in that, The archiving monitoring module monitors the archiving progress in real time, including the number of archived files, the number of unarchived files, details of failed verification files, and overdue unarchived files.

8. A financial electronic archive management system according to claim 1, characterized in that, The group's business systems include the group's ERP system, financial shared service platform, and OA system.

9. A financial electronic archive management system according to claim 1, characterized in that, The preprocessing unit includes format conversion of archival data according to financial archive management standards, metadata extraction, and deduplication and integrity verification of archival data.

10. A financial electronic archive management system according to claim 3, characterized in that, When the standard verification unit fails the verification and returns the archive data, it simultaneously returns specific error messages, including archive format errors, missing metadata, classification errors, and archiving process errors.

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