Intelligent file cabinet data exchange management method

Abstract

The application provides a kind of intelligent file cabinet data exchange management and control method, belongs to intelligent file cabinet technical field, the intelligent file cabinet data exchange management and control method, it includes the following steps: data standardization and protocol formulation: standardized format: the data model of international or industry standard (such as ISO / IEC 23081-1 archive metadata standard) is adopted, ensure the consistency of archive description, classification and index;Guarantee the security and compatibility of data transmission, solve the interoperability problem caused by the non-uniform data format, sensitive data is encrypted by using AES, RSA encryption technology, ensure the safety of data in the process of transmission and storage, combined with biometric identification and traditional password two-factor authentication mode, greatly improve the security level of user identity verification, plus the deployment of firewall and intrusion monitoring system, form a multi-level network security protection system, effectively resist external attack, solve the problem of insufficient data transmission security measures.

Description

Technical Field

[0001] This invention belongs to the field of intelligent filing cabinet technology, specifically relating to a data exchange and management method for intelligent filing cabinets. Background Technology

[0002] As a modern document management tool, intelligent filing cabinets are gradually becoming core equipment for storing and managing large amounts of paper and electronic archives with the development of information technology. However, in practical applications, the demand for exchanging archival data between different institutions and organizations is growing, covering multiple aspects from daily business collaboration to compliance requirements. Traditional archival management methods often rely on manual operation and localized systems, which leads to serious data silos, low information sharing efficiency, and also increases data errors and security risks.

[0003] Existing filing cabinet systems suffer from inconsistent data formats during data exchange, making it difficult for archival information to be compatible and interoperable between different systems; data transmission lacks effective security mechanisms, making it vulnerable to unauthorized intrusion and data leakage; access control is rudimentary, failing to finely control user access to archives, affecting information security and personal privacy protection; the lack of effective data quality and synchronization management leads to data inconsistency and error accumulation; and the system's ability to cope with system failures and disaster recovery is weak, potentially causing permanent loss of archival data in the event of an accident.

[0004] Therefore, based on the above-mentioned technical issues, it is necessary to design an intelligent filing cabinet data exchange and management method. Summary of the Invention

[0005] The purpose of this invention is to provide a data exchange and management method for intelligent filing cabinets, aiming to solve the following problems existing in current filing cabinet systems: First, due to inconsistent data formats, the interoperability of archival information is limited when exchanging data across systems; second, data transmission security measures are inadequate, posing a high risk of unauthorized intrusion and data leakage; third, the access control system is relatively crude, making it difficult to achieve refined management of user access permissions, thus posing a threat to information security and personal privacy protection; in addition, the lack of efficient data quality control and synchronization strategies often leads to data inconsistency and error accumulation; finally, the system's response to emergencies and disaster recovery mechanisms are not robust enough, and once a failure or disaster occurs, it may lead to the permanent loss of archival data.

[0006] To achieve the above objectives, the present invention provides the following technical solution:

[0007] A method for data exchange and control of an intelligent filing cabinet, characterized by comprising the following steps:

[0008] 1. Data standardization and protocol development:

[0009] Standardized format: Adopting international or industry standard data models (such as the ISO / IEC 23081-1 archival metadata standard) ensures consistency in archival descriptions, classifications, and indexes; this facilitates seamless data exchange between different systems.

[0010] Communication Protocol: Establish a data exchange protocol based on HTTPS, OAI-PMH (Open Archives Information Retrieval Protocol), or specific industry standards to ensure the security and compatibility of data transmission;

[0011] 2. Security Framework Construction:

[0012] Encryption technology: Sensitive data is encrypted using encryption algorithms such as AES and RSA to ensure data security during transmission and storage;

[0013] Two-factor authentication: Combining multiple authentication methods such as biometrics (e.g., fingerprint, facial recognition), smart cards, and passwords to enhance the security level of user identity verification;

[0014] Firewalls and intrusion detection systems: Deploy network security measures to monitor and defend against potential external attacks and protect data exchange channels from compromise;

[0015] 3. Data exchange platform and middleware:

[0016] Data exchange platform: Build or adopt an existing data exchange platform, such as ETL (Extract, Transform, Load) tools, to automatically extract, transform, and load data into the target system;

[0017] Middleware services: Utilize middleware technology to achieve efficient and reliable message passing between heterogeneous systems, ensuring the real-time nature and consistency of data exchange;

[0018] 4. Access Control and Management:

[0019] Fine-grained permission settings: Based on user roles and business needs, set up detailed access control lists (ACLs) to ensure that each user can only access data within their authorized scope;

[0020] Dynamic permission adjustment: Based on business processes or specific events (such as employee transfers or project changes), user permissions are dynamically adjusted to maintain the flexibility and timeliness of permission allocation;

[0021] 5. Monitoring and Auditing:

[0022] Real-time monitoring: Deploy a monitoring system to track the status, performance metrics, and anomalies of data exchange in real time for rapid response;

[0023] Audit logs: Record detailed operation logs, including operation time, operation object, operation content and operator information, to meet compliance requirements and support post-event traceability;

[0024] 6. Data Quality and Synchronization Strategy:

[0025] Data cleaning and verification: Perform data quality checks before data exchange, including format verification and integrity verification, to ensure data accuracy;

[0026] Synchronization strategy: Develop a data synchronization plan based on business needs, such as real-time synchronization, scheduled synchronization, or on-demand synchronization, to maintain data consistency;

[0027] 7. Emergency Response and Disaster Recovery:

[0028] Backup and recovery mechanism: Regularly back up critical data on the data exchange platform, design disaster recovery plans, and ensure that data exchange capabilities can be quickly restored in the event of system failure or disaster.

[0029] Compared with the prior art, the beneficial effects of the present invention are:

[0030] 1. This solution ensures consistency in the description, classification, and indexing of archival metadata by adopting international or industry standard data models (such as ISO / IEC 23081-1), enabling seamless integration of archival information across different systems. Simultaneously, it establishes data exchange mechanisms based on protocols such as HTTPS and OAI-PMH, guaranteeing the security and compatibility of data transmission and resolving interoperability issues caused by inconsistent data formats. AES and RSA encryption technologies are used to encrypt sensitive data, ensuring data security during transmission and storage. The combination of biometric and traditional password two-factor authentication significantly enhances the security level of user authentication. Furthermore, the deployment of firewalls and intrusion detection systems forms a multi-layered network security protection system, effectively resisting external attacks and addressing the problem of insufficient data transmission security measures.

[0031] 2. In this solution, ETL tools are used to achieve automatic data processing, which greatly improves the efficiency and accuracy of data processing. The application of middleware technology ensures efficient and reliable communication between heterogeneous systems, meets the needs of high concurrency and real-time data exchange of large amounts of data, and overcomes the problem of low data exchange efficiency under traditional file management methods. Through fine-grained permission settings, it is ensured that each user can only access data within their permission scope. Combined with a dynamic permission adjustment mechanism, user permissions are adjusted in real time according to business changes, which not only protects information security but also improves user experience and solves the problem of extensive permission management.

[0032] 3. In this solution, the deployed monitoring system tracks the data exchange status in real time. Combined with detailed audit logs, it not only meets compliance requirements but also responds quickly to anomalies. Combined with an intelligent early warning system, it uses machine learning to predict faults, achieving proactive risk management and improving system stability. Rigorous data cleaning and verification are performed before data exchange to ensure accuracy. Flexible synchronization strategies, such as real-time, scheduled, or on-demand synchronization, are developed based on business needs, effectively maintaining data consistency and resolving issues of data inconsistency and error accumulation. Regular backups of critical data, the design of disaster recovery plans, multi-cloud disaster recovery strategies, and automated recovery drills significantly improve the system's resilience in the face of hardware failures, network attacks, or natural disasters, reducing the risk of data loss and enhancing system resilience. Attached Figure Description

[0033] The accompanying drawings are provided to further illustrate the invention and form part of the specification. They are used in conjunction with embodiments of the invention to explain the invention and do not constitute a limitation thereof. In the drawings:

[0034] Figure 1 This is a flowchart illustrating the data exchange and control method for the intelligent filing cabinet of the present invention. Detailed Implementation

[0035] The technical solutions of the embodiments of the present invention will be clearly and completely described below with reference to the accompanying drawings. Obviously, the described embodiments are only some embodiments of the present invention, and not all embodiments. Based on the embodiments of the present invention, all other embodiments obtained by those skilled in the art without creative effort are within the scope of protection of the present invention.

[0036] Example 1

[0037] Please see Figure 1 The present invention provides the following technical solutions:

[0038] 1. A data exchange and control method for an intelligent filing cabinet, characterized by comprising the following steps:

[0039] 1. Data standardization and protocol development:

[0040] Standardized format: Adopting international or industry standard data models (such as the ISO / IEC 23081-1 archival metadata standard) ensures consistency in archival descriptions, classifications, and indexes; this facilitates seamless data exchange between different systems.

[0041] Communication Protocol: Establish a data exchange protocol based on HTTPS, OAI-PMH (Open Archives Information Retrieval Protocol), or specific industry standards to ensure the security and compatibility of data transmission;

[0042] 2. Security Framework Construction:

[0043] Encryption technology: Sensitive data is encrypted using encryption algorithms such as AES and RSA to ensure data security during transmission and storage;

[0044] Two-factor authentication: Combining multiple authentication methods such as biometrics (e.g., fingerprint, facial recognition), smart cards, and passwords to enhance the security level of user identity verification;

[0045] Firewalls and intrusion detection systems: Deploy network security measures to monitor and defend against potential external attacks and protect data exchange channels from compromise;

[0046] 3. Data exchange platform and middleware:

[0047] Data exchange platform: Build or adopt an existing data exchange platform, such as ETL (Extract, Transform, Load) tools, to automatically extract, transform, and load data into the target system;

[0048] Middleware services: Utilize middleware technology to achieve efficient and reliable message passing between heterogeneous systems, ensuring the real-time nature and consistency of data exchange;

[0049] 4. Access Control and Management:

[0050] Fine-grained permission settings: Based on user roles and business needs, set up detailed access control lists (ACLs) to ensure that each user can only access data within their authorized scope;

[0051] Dynamic permission adjustment: Based on business processes or specific events (such as employee transfers or project changes), user permissions are dynamically adjusted to maintain the flexibility and timeliness of permission allocation;

[0052] 5. Monitoring and Auditing:

[0053] Real-time monitoring: Deploy a monitoring system to track the status, performance metrics, and anomalies of data exchange in real time for rapid response;

[0054] Audit logs: Record detailed operation logs, including operation time, operation object, operation content and operator information, to meet compliance requirements and support post-event traceability;

[0055] 6. Data Quality and Synchronization Strategy:

[0056] Data cleaning and verification: Perform data quality checks before data exchange, including format verification and integrity verification, to ensure data accuracy;

[0057] Synchronization strategy: Develop a data synchronization plan based on business needs, such as real-time synchronization, scheduled synchronization, or on-demand synchronization, to maintain data consistency;

[0058] 7. Emergency Response and Disaster Recovery:

[0059] Backup and recovery mechanism: Regularly back up critical data on the data exchange platform, design disaster recovery plans, and ensure that data exchange capabilities can be quickly restored in the event of system failure or disaster.

[0060] In a specific embodiment of the present invention

[0061] 1. Data standardization and protocol development:

[0062] Standardized data format: Adopting international standards, a unified descriptive framework is defined for archival metadata. This means that metadata such as file title, author, creation date, and keywords will follow a consistent format and structure. This not only simplifies cross-system and cross-platform data integration, but also improves the retrieval and interoperability of archival information.

[0063] Communication Protocol: HTTPS is used to ensure the encryption of data during transmission, preventing data from being stolen or tampered with. At the same time, the adoption of open protocols such as OAI-PMH enables the standardized retrieval and sharing of archival materials, which is especially suitable for scenarios that require data exchange with multiple institutions or systems. This choice of protocol ensures the transparency, security and standardization of data exchange.

[0064] 2. Security Framework Construction:

[0065] Encryption technologies: Encryption algorithms such as AES and RSA provide strong protection for data. AES is often used for symmetric encryption of data to ensure the confidentiality of data storage and transmission; while RSA, as an asymmetric encryption algorithm, is suitable for key exchange and digital signatures to ensure the reliability and integrity of data sources.

[0066] Two-factor authentication combines multiple verification methods, such as biometric technology and traditional passwords, to set up a multi-layered protection network for system access, significantly improving account security and effectively preventing unauthorized access;

[0067] Firewalls and intrusion detection systems: These two constitute the first and second lines of defense for a network. Firewalls restrict unauthorized access attempts, while intrusion detection systems analyze network activity patterns to detect and respond to potential attacks in a timely manner, ensuring the stability and security of data exchange channels.

[0068] 3. Data exchange platform and middleware:

[0069] Data exchange platform: ETL tools automate the extraction, transformation and loading of data, greatly improving the efficiency and accuracy of data processing. This is especially important for scenarios with frequent and large-scale data exchange, as it ensures that data can be quickly and accurately migrated and integrated between different systems.

[0070] Middleware services: acting as the "glue" between systems, they enable efficient and low-latency message transmission between heterogeneous systems. These technologies are particularly suitable for handling real-time data exchange with high concurrency and large data volumes, ensuring the continuity and consistency of data flow.

[0071] 4. Access Control and Management:

[0072] Fine-grained permission settings: Implementing granular management through access control lists ensures that each user or role can only access the file information required within their scope of responsibility. This approach protects sensitive data, optimizes user experience, and avoids information overload.

[0073] Dynamic permission adjustment: As personnel change or projects progress within the organization, user permissions can be automatically or on demand adjusted to ensure that permission allocation remains in sync with actual needs. This not only improves work efficiency but also enhances overall security and reduces risks caused by improper permissions.

[0074] 5. Monitoring and Auditing:

[0075] Real-time monitoring: By deploying a professional monitoring system, the real-time status of data exchange can be continuously tracked. This includes, but is not limited to, data transmission rate, success rate, error rate, and system resource usage. Once a performance bottleneck or abnormal behavior is detected, the monitoring system will immediately trigger an alarm, enabling the operations and maintenance team to quickly intervene and take appropriate measures to reduce service downtime.

[0076] Audit Logs: Establish a comprehensive audit log system to record complete information about every data operation, such as operation timestamp, operation type (read, write, modify, delete), data objects involved, and operator ID. These logs are not only fundamental to meeting compliance requirements but also serve as important evidence for post-event analysis, troubleshooting, and security incident investigations. Tools such as machine data engines or intrusion detection systems can be used to efficiently manage and analyze this log data.

[0077] Intelligent early warning system: Based on real-time monitoring, machine learning algorithms are introduced to analyze historical monitoring data, predict possible faults or performance bottlenecks, issue early warnings, further shorten response time, and realize the transformation from passive response to proactive prevention.

[0078] 6. Data Quality and Synchronization Strategy:

[0079] Data cleaning and verification: Before data enters the exchange process, a strict data quality control procedure is implemented. Rule engines or data quality tools are used to perform data format verification, missing value checks, and logical consistency checks to ensure that only data that meets the preset quality standards can enter the exchange process. This step is a key step in maintaining data accuracy and usability.

[0080] Synchronization strategy: Based on business needs and system capacity, a flexible data synchronization strategy can be selected. Real-time synchronization is suitable for scenarios with extremely high requirements for data freshness. It uses message queues or stream processing technology to achieve the instant propagation of data changes. Scheduled synchronization is suitable for datasets that are updated regularly. Data synchronization is performed at a specified time point by scheduling tasks. On-demand synchronization is more flexible. It is usually triggered by users or determined based on specific conditions to balance resource consumption and data consistency.

[0081] Dynamic data quality assessment: Combining business rules and machine learning models, dynamically adjust data quality inspection standards, adopt the most appropriate verification strategies for different data sources and data types, and improve the flexibility and efficiency of data processing;

[0082] Intelligent synchronization optimization: Based on data analysis and prediction of data access trends, the synchronization strategy is dynamically adjusted. For example, data synchronization is performed in advance before the predicted high access volume period to ensure the real-time performance and availability of data during peak periods, thereby optimizing the user experience.

[0083] 7. Emergency Response and Disaster Recovery:

[0084] Backup and recovery mechanisms: Develop a detailed data backup plan, utilize backup software to regularly back up critical data and configuration information of the data exchange platform, and store backup data in geographically dispersed sites or cloud storage to reduce the impact of regional disasters. At the same time, design and rehearse disaster recovery plans to ensure that data exchange services can be quickly restored in the event of hardware failures, cyberattacks, or natural disasters. This includes setting recovery time targets and recovery point targets, as well as preparing backup systems and resources to minimize service interruption time and data loss risks.

[0085] Multi-cloud disaster recovery strategy: Implement data backup and disaster recovery solutions across different cloud service providers. Leverage the high availability and elasticity of the cloud to quickly switch to the backup area even if the primary data center encounters force majeure, ensuring uninterrupted service.

[0086] Automated recovery drills: Regularly conduct automated disaster recovery drills to simulate various disaster scenarios, test the effectiveness and efficiency of recovery plans, reduce human intervention, and ensure that recovery processes can be executed quickly and accurately when a real disaster occurs.

[0087] Finally, it should be noted that the above descriptions are merely preferred embodiments of the present invention and are not intended to limit the present invention. Although the present invention has been described in detail with reference to the foregoing embodiments, those skilled in the art can still modify the technical solutions described in the foregoing embodiments or make equivalent substitutions for some of the technical features. Any modifications, equivalent substitutions, improvements, etc., made within the spirit and principles of the present invention should be included within the protection scope of the present invention.

Claims

1. A data exchange and control method for an intelligent filing cabinet, characterized in that, It includes the following steps: Data standardization and protocol development: Standardized format: Adopting international or industry standard data models (such as the ISO / IEC 23081-1 archival metadata standard) ensures consistency in archival descriptions, classifications, and indexes; this facilitates seamless data exchange between different systems. Communication Protocol: Establish a data exchange protocol based on HTTPS, OAI-PMH (Open Archives Information Retrieval Protocol), or specific industry standards to ensure the security and compatibility of data transmission.

2. Security Framework Construction: Encryption technology: Sensitive data is encrypted using encryption algorithms such as AES and RSA to ensure data security during transmission and storage; Two-factor authentication: Combining multiple authentication methods such as biometrics (e.g., fingerprint, facial recognition), smart cards, and passwords to enhance the security level of user identity verification; Firewalls and intrusion detection systems: Deploy network security measures to monitor and defend against potential external attacks and protect data exchange channels from compromise.

3. Data exchange platform and middleware: Data exchange platform: Build or adopt an existing data exchange platform, such as ETL (Extract, Transform, Load) tools, to automatically extract, transform, and load data into the target system; Middleware services: Utilize middleware technology to achieve efficient and reliable message passing between heterogeneous systems, ensuring the real-time nature and consistency of data exchange.

4. Access Control and Management: Fine-grained permission settings: Based on user roles and business needs, set up detailed access control lists (ACLs) to ensure that each user can only access data within their authorized scope; Dynamic permission adjustment: Based on business processes or specific events (such as employee transfers or project changes), user permissions are dynamically adjusted to maintain the flexibility and timeliness of permission allocation.

5. Monitoring and Auditing: Real-time monitoring: Deploy a monitoring system to track the status, performance metrics, and anomalies of data exchange in real time for rapid response; Audit Log: Records detailed operation logs, including operation time, operation object, operation content and operator information, to meet compliance requirements and support post-event traceability.

6. Data Quality and Synchronization Strategy: Data cleaning and verification: Perform data quality checks before data exchange, including format verification and integrity verification, to ensure data accuracy; Synchronization strategy: Develop a data synchronization plan based on business needs, such as real-time synchronization, scheduled synchronization, or on-demand synchronization, to maintain data consistency.

7. Emergency Response and Disaster Recovery: Backup and recovery mechanism: Regularly back up critical data on the data exchange platform, design disaster recovery plans, and ensure that data exchange capabilities can be quickly restored in the event of system failure or disaster.

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