Archive management method, electronic device, and storage medium

Abstract

This application provides a document management method, electronic device, and storage medium, belonging to the field of data management technology. The method includes: receiving document information sent by an acquiring device, the document information being the document information collected by the acquiring device, including document information and corresponding document identification information; generating a document box identifier for a target document box based on the document information, and determining the corresponding system document, and sending the document box identifier to the acquiring device; and in response to receiving a notification from the acquiring device that the document boxing is complete, associating and storing the document information, the corresponding document box identifier, and the system document. In this way, the document box identifier is linked and bound to the document in the document management system, the system record can reproduce the boxing result, providing an accurate data foundation for subsequent retrieval. The boxing process is synchronized with the data in the document management system, thus eliminating the need for manual data entry and realizing an online-offline automated boxing process.

Description

Technical Field

[0001] This application belongs to the field of data management technology, and in particular relates to a file management method, electronic device and storage medium. Background Technology

[0002] In the field of data management, record management is an important management function. Traditional record management methods involve manual boxing or scanning for boxing to classify and organize records. This process requires reorganizing, verifying, and boxing paper documents.

[0003] Current record management requires the simultaneous completion of physical document boxing and digital system archiving. This process includes: collecting scattered paper documents from various receiving points, manually sorting them according to complex business rules, placing the sorted physical documents into file boxes, and then manually searching for and associating the corresponding electronic entries in the electronic record management system, recording the file box information to complete the archiving within the system.

[0004] However, the physical document boxing process and the system archiving process are two separate manual operations. After completing the physical document organization, archivists must rely on memory or secondary searching to locate and operate the corresponding electronic entries in the system one by one. In other words, the archival management process is difficult to automate. Moreover, this process is not only repetitive but also prone to mismatches between physical archives and system records due to fatigue or negligence, creating serious hidden dangers for future retrieval. Summary of the Invention

[0005] The purpose of this application is to provide a method, electronic device, and storage medium for managing records, which aims to solve the problem that the sorting and boxing processes cannot be automated in a record management system.

[0006] A first aspect of this application provides a file management method, the method being applied to a file management system, the method comprising:

[0007] Receive file information sent by the acquiring device, wherein the file information is the file information of the files collected by the acquiring device, and the file information includes the document information of the file and the corresponding file identification information; Based on the file information, generate a file box identifier for the target file box of the file, determine the system document corresponding to the file, and send the file box identifier to the acquiring device; In response to receiving a notification from the acquiring device that the file has been boxed, the file information, the file box identifier corresponding to the file, and the system document are associated and stored.

[0008] In some embodiments, the method further includes: A boxing instruction is generated based on the file information. The boxing instruction includes the file box identifier and is used to instruct the acquiring device to perform a boxing operation on the file.

[0009] In some embodiments, the method further includes: In response to the acquiring device detecting that the current file box does not meet the boxing requirements of the file, a new file box identifier is assigned to the unboxed files in the file; A new boxing instruction is generated based on the new file box identifier and the file identifier. The new boxing instruction is used to instruct the acquiring device to box the unboxed file.

[0010] In some embodiments, generating a file box identifier for the target file box of the file based on the file information includes: Based on the document information, determine the number of pages in the archive; Determine the maximum number of pages of documents that can be included in the candidate file box; The number of target file boxes required to include the files is determined based on the maximum number of pages of the files that can be included in the candidate file boxes; Based on the number of target file boxes, generate file box identifiers for the target file boxes that match the number.

[0011] In some embodiments, generating a file box identifier for the target file box of the file based on the file information includes: Based on the document information, determine the file type of the files in the archive; Based on the file type, determine the target file box required to collect the archive, so that the files in the archive can be included in the target file box of the corresponding file type; Generate the file box identifier for the target file box corresponding to the file type.

[0012] In some embodiments, generating a file box identifier for the target file box of the file based on the file information includes: According to the pre-set box number generation rules, the target file information that matches the box number generation rules is obtained from the file information; Based on the box number generation rules, and according to the target file information, the file box identifier of the target file box of the document is generated.

[0013] In some embodiments, the step of responding to a notification received from the acquiring device that the file has been boxed, and associating and storing the file information, the file box identifier corresponding to the file, and the system document, includes: In response to receiving a notification from the acquiring device that the file has been boxed, a mapping relationship is established between the file information and the file box identifier corresponding to the file; The mapping relationship is associated and stored in the system document corresponding to the file.

[0014] In some embodiments, the system document also stores location information of the file box where the file is located, and the method further includes: In response to a file query request, obtain the file identifier of the file to be queried; Based on the mapping relationship, determine the file box identifier corresponding to the file identifier of the file to be queried; Based on the file box identifier, the location information of the file box is retrieved from the document information to determine the target location information of at least one file box to which the file to be queried belongs.

[0015] A second aspect of this application provides a file management device, the device being applied to a file management system, the device comprising: A receiving unit is used to receive file information sent by an acquiring device. The file information is the file information of files collected by the acquiring device, and the file information includes the document information of the file and the corresponding file identification information. The first generation unit is used to generate a file box identifier for the target file box of the file based on the file information, determine the system document corresponding to the file, and send the file box identifier to the acquiring device. The storage unit is used to, in response to receiving a notification from the acquiring device that the file has been boxed, associate and store the file information, the file box identifier corresponding to the file, and the system document.

[0016] In some embodiments, the apparatus further includes: The second generation unit is used to generate a boxing instruction based on the file information. The boxing instruction includes the file box identifier and is used to instruct the acquiring device to perform a boxing operation on the file.

[0017] In some embodiments, the apparatus further includes: The third generation unit is used to respond to the acquiring device detecting that the current file box does not meet the boxing requirements of the file, to assign a new file box identifier to the unboxed files in the file; and to generate a new boxing instruction based on the new file box identifier and the file identifier, the new boxing instruction being used to instruct the acquiring device to perform a boxing operation on the unboxed files.

[0018] In some embodiments, the first generating unit is configured to: determine the number of pages of the archive based on the document information; determine the maximum number of pages of files that can be included in a candidate archive box; determine the number of target archive boxes required to include the archive based on the maximum number of pages of files that can be included in the candidate archive box; and generate an archive box identifier for the target archive boxes that matches the number of target archive boxes.

[0019] In some embodiments, the first generating unit is configured to determine the file type of the files in the archive based on the document information; determine the target archive box required to collect the archive based on the file type, so that the files in the archive can be included in the target archive box of the corresponding file type; and generate an archive box identifier for the target archive box corresponding to the file type.

[0020] In some embodiments, the first generating unit is configured to obtain target file information matching the pre-set box number generation rule from the file information; and generate a file box identifier for the target file box of the document according to the target file information based on the box number generation rule.

[0021] In some embodiments, the storage unit is configured to, in response to receiving a notification from the acquiring device that the file has been boxed, establish a mapping relationship between the file information and the file box identifier corresponding to the file; and associate the mapping relationship with the system document corresponding to the file.

[0022] In some embodiments, the system document also stores location information of the file box where the file is located, and the device further includes: The acquisition unit is used to acquire the file identifier of the file to be queried in response to a file query request; The first determining unit is used to determine, based on the mapping relationship, the file box identifier corresponding to the file identifier of the file to be queried; The second determining unit is used to query the location information of the file box from the document information based on the file box identifier, and determine the target location information of at least one file box to which the file to be queried belongs.

[0023] A third aspect of this application provides an electronic device including a memory, a processor, and a computer program stored in the memory and executable on the processor, wherein the processor executes the computer program to implement the file management method described above.

[0024] A fourth aspect of this application provides a computer-readable storage medium storing a computer program that, when executed by a processor, implements the file management method described above.

[0025] A fifth aspect of this application provides a computer program product that, when run on an electronic device, causes the electronic device to perform the file management method described above.

[0026] The beneficial effects of the embodiments of the present invention compared with the prior art are as follows: In the embodiment of this application, the document management system works in conjunction with the acquiring device to obtain the document information collected by the acquiring device. Based on this document information, a document box identifier for the target document box and the corresponding system document are generated. The document box identifier is sent to the acquiring device. After the document is boxed, the document management system also records the document box identifier and system document corresponding to the document, completing the automatic unified boxing process online and offline. In this way, the document box identifier and the document are associated and bound in the document management system. The system record can reproduce the boxing result, providing an accurate data foundation for subsequent retrieval. Furthermore, the boxing process is updated synchronously with the data in the document management system, so there is no need to wait for manual data entry. This realizes an automatic online-offline boxing process and improves the efficiency of document management. Attached Figure Description

[0027] Figure 1 A schematic diagram of an exemplary embodiment of a file management network is shown; Figure 2 A flowchart illustrating an exemplary embodiment of a file management method is shown. Figure 3 This illustration shows a diagram of filling a file box with documents when multiple document types are provided in an exemplary embodiment; Figure 4 A flowchart illustrating a method for generating a file box identifier for a target file box, provided by an exemplary embodiment, is shown. Figure 5 A schematic diagram of a rule editing interface provided in an exemplary embodiment is shown; Figure 6 A flowchart illustrating a method for storing archive information provided in an exemplary embodiment is shown. Figure 7 This illustration shows a schematic diagram of the interaction process between the document management system and the acquiring device under the data flow and physical flow provided by an exemplary embodiment. Figure 8 A schematic diagram of a file management device provided in an exemplary embodiment is shown; Figure 9 A schematic diagram of an electronic device provided in an exemplary embodiment is shown. Detailed Implementation

[0028] To make the technical problems, technical solutions, and beneficial effects to be solved by this application clearer, the following detailed description is provided in conjunction with the accompanying drawings and embodiments. It should be understood that the specific embodiments described herein are merely illustrative and are not intended to limit the scope of this application.

[0029] Furthermore, the terms "first" and "second" are used for descriptive purposes only and should not be construed as indicating or implying relative importance or implicitly specifying the number of technical features indicated. Thus, a feature defined as "first" or "second" may explicitly or implicitly include one or more of that feature. In the description of this application, "multiple" means two or more, unless otherwise explicitly specified.

[0030] In the field of data management, record management is an important management function. Traditional record management methods involve manual boxing or scanning for boxing to classify and organize records. This process requires reorganizing, verifying, and boxing paper documents.

[0031] Current record management requires the simultaneous completion of physical document boxing and digital system archiving. This process includes: collecting scattered paper documents from various receiving points, manually sorting them according to complex business rules, placing the sorted physical documents into file boxes, and then manually searching for and associating the corresponding electronic entries in the electronic record management system, recording the file box information to complete the archiving within the system.

[0032] For example, when archiving documents in the document management system, you can manually sort the documents corresponding to the documents and box the documents according to the sorting results; or, you can use scanning or other functions to find the corresponding documents in the document management system and then perform online archiving.

[0033] However, the physical document boxing process and the system archiving process are two separate manual operations. After completing the physical document organization, archivists must rely on memory or secondary searching to locate and operate the corresponding electronic entries in the system one by one. In other words, the archival management process is difficult to automate. Moreover, this process is not only repetitive but also prone to mismatches between physical archives and system records due to fatigue or negligence, creating serious hidden dangers for future retrieval.

[0034] To automate boxing and improve efficiency, this application provides a document organization method, electronic device, and storage medium. By cooperating with a document management system and an acquiring device, the system acquires document information collected by the acquiring device. Based on this information, it generates a target box identifier and a corresponding system document for the document. The box identifier is then sent to the acquiring device. After boxing, the document management system also records the corresponding box identifier and system document, achieving automated and unified online and offline boxing. This association between the box identifier and the document in the document management system allows the system records to reproduce the boxing results, providing an accurate data foundation for subsequent retrieval. Furthermore, the boxing process is synchronized with data updates in the document management system, eliminating the need for manual data entry and realizing an automated online-offline boxing process, thus improving document management efficiency.

[0035] The solution of this application will be described below with reference to specific embodiments. See also Figure 1 This illustrates a schematic diagram of an exemplary embodiment of a file management network. Figure 1 As shown, the record management network includes a record management system and at least one acquiring device. The record management system is deployed in the terminal device, or it may be deployed in a server that communicates with the terminal device; however, this embodiment does not specify a particular deployment method. The record management system is communicatively connected to the at least one acquiring device.

[0036] It should be noted that the communication connection between the document management system and the at least one acquiring device can be a wireless communication connection or a communication connection implemented through a physical communication interface; this embodiment does not impose a specific limitation on either. Accordingly, when the communication connection between the document management system and the acquiring device is a wireless communication connection, the document management system and the acquiring device can be independent devices. The document management system can be deployed on electronic devices such as computers, tablets, smartphones, or smart wearable devices. When the communication connection between the document management system and the acquiring device is implemented through a physical communication interface, the document management system can be a processor or similar device integrated into the acquiring device. This embodiment does not impose a specific limitation on either.

[0037] The acquiring device has functions such as document image acquisition, document information recognition (e.g., text recognition), communication, document collection, and physical boxing.

[0038] In some embodiments, the document management system can also be deployed on a server, which serves as the backend server for the document management system. This server is configured with a document management engine to provide document management services to the document management system. Accordingly, when the document management system receives document information from a payment receiving device, it sends this information to the server; or, if the document management system is a processor integrated into the payment receiving device, the payment receiving device can scan the document information and send it to the server. Upon receiving the document information, the server issues a boxing instruction to either the document management system or the payment receiving device based on the document information.

[0039] See Figure 2 The diagram illustrates a flowchart of a document management method provided by an exemplary embodiment. This method is intended as an example and not a limitation, and is applied to a document management system.

[0040] S201, The document management system receives document information sent by the acquiring device. This document information is the document information of the documents collected by the acquiring device, and includes the document information and corresponding document identification information of the document.

[0041] The file is a paper document, and its information includes document information and corresponding file identification information. The document information includes information representing the file or information contained within the file. For example, the document information includes the file's image, identification, name, voucher, category, ledger code, etc. In some embodiments, the acquiring device can scan the file to obtain an image, scan the documents within the file using text recognition or other functions to obtain the document information, and send this document information to the file management system via a communication connection. The file management system then receives the document information sent by the acquiring device.

[0042] The file identification information includes a file identifier used to uniquely identify the file. For example, the file identification information includes the file name or file number. In this embodiment of the application, no specific limitation is made.

[0043] It should be noted that the document management system can receive document information about one or more paper documents uploaded by at least one acquiring device. The document information sent by different acquiring devices can also include the identifier corresponding to that acquiring device, so as to facilitate subsequent unified boxing processing.

[0044] S202, the document management system generates a document box identifier for the target document box based on the document information, determines the system document corresponding to the document, and sends the document box identifier to the acquiring device.

[0045] The document management system determines the target file box for the file based on the file information and generates a file box identifier for that target file box. This system document contains relevant information about the file recorded within the document management system. This system document can store information such as the file box identifier of the target file box, the location information of the file box, and a list of the file's contents. After determining the target file box corresponding to the file, the document management system updates the file box identifier of that target file box in the corresponding document.

[0046] After determining the file box identifier, the document management system sends the file box identifier to the acquiring device, so that the acquiring device can load the document into the corresponding target file box according to the file box identifier. In some embodiments, the document management system generates a boxing instruction including the file box identifier, and sends the file box identifier to the acquiring device by issuing the boxing instruction. Accordingly, the document management system generates a boxing instruction based on the document information, the boxing instruction including the file box identifier, and the boxing instruction is used to instruct the acquiring device to perform a boxing operation on the document.

[0047] The boxing instruction includes information such as the target box's identifier and the document's identifier. The document management system generates a boxing instruction based on the generated box identifier and sends it to the acquiring device via a communication connection. Upon receiving the boxing instruction from the document management system, the acquiring device retrieves the corresponding target box and places the document into it.

[0048] It should be noted that the acquiring device can obtain the corresponding target file box based on the boxing instruction; alternatively, the acquiring device can obtain a blank file box, and the identification of the target file box carried in the boxing instruction can be affixed to the file box. For example, the acquiring device can generate a QR code based on the identification of the target file box and affix the QR code to the file box.

[0049] It should be noted that the boxing instruction can also include the location information of the target file box. Accordingly, the file management system generates the boxing instruction based on the location information of the target file box. This location information refers to the physical storage location of the target file box; for example, it could be the file cabinet number, layer number, and slot number where the target file box is located.

[0050] The file box identifier can be an existing identifier or a newly generated file box identifier. Accordingly, in some embodiments, the file management system can determine whether a file has already undergone a historical boxing process based on the file information of the stored files. If the file information of the stored files includes the file identifier information of the file, then the file box corresponding to the file identifier information is determined as the target file box. If the file information of the stored files does not include the file identifier information of the file, then a new target file box is assigned to the file. Accordingly, the file management system identifies the file identifier information of the file to be stored, and traverses the file identifier information of the archived files based on the file identifier information. If no identical file identifier information is found in the stored files, a new target file box is assigned to the file; if identical file identifier information is found in the stored files, then the target file box corresponding to the file is determined based on the file identifier information.

[0051] It should be noted that after the document management system identifies the target file box, it can generate a boxing instruction based on the target file box's identifier, thereby instructing the receiving device to place the documents of the current document into the target file box. However, the physical space of the file box may be limited, or the file box may be used to hold specific document categories. Therefore, to avoid problems such as boxing errors caused by limited physical space of the file box or the file category corresponding to the file box differing from the file category of the current document, the document management system can also determine the target file box based on the number of pages in the document and / or the document category.

[0052] In some embodiments, the document management system determines whether a file box meets the requirements for storing the document based on the number of pages of the documents in the document and the maximum number of document pages in the candidate file box. Accordingly, the document management system determines the number of pages in the document based on the document information; determines the maximum number of pages of documents that can be included in the candidate file box; determines the number of target file boxes required to store the document based on the maximum number of pages of documents that can be included in the candidate file box; and generates file box identifiers for the target file boxes that match the number of target file boxes.

[0053] It should be noted that the number of target file boxes can be one or more; in this embodiment, the number of target file boxes is not specifically limited. For example, if there is only one target file box, and the maximum page count of a candidate file box is not greater than the page count of the file, the file management system can select a new target file box with a maximum page count greater than the page count of the file. Alternatively, if there are multiple target file boxes, the file management system can pack some of the files into one file box and then allocate new target file boxes to the remaining files. In this embodiment, this is not specifically limited.

[0054] In other embodiments, the document management system determines the document data category of the files in the document based on the document information, and assigns a target file box to the document based on the document category. Accordingly, the document management system determines the file type of the files in the document based on the document information; determines the target file box required to collect the document based on the file type, so that the files in the document can be included in the target file box of the corresponding file type; and generates a file box identifier for the target file box corresponding to the file type.

[0055] The file category can be set according to different application scenarios. In this embodiment, the setting of the file category is not specifically limited. The file management device can determine the number of target file boxes based on the number of file categories contained in the file, and then select the target file boxes that match the number and generate file box identifiers for these target file boxes.

[0056] See Figure 3 This illustrates a diagram of filling a file box with documents when multiple document types are provided in an exemplary embodiment. For example... Figure 3 As shown, for file 1 (voucher PZ001), which includes type A and type B documents, type A documents are placed in file box 1 and type B documents are placed in file box 2. For file 2 (voucher PZ002), which also contains type A and type B documents, type A documents are placed in file box 1 and type B documents are placed in file box 2. File box 1 contains a QR code that stores the correspondence between document, box number, and voucher. The file management system can retrieve the corresponding documents / vouchers from the management table of the receiving device to automatically pack the files into boxes. During manual shelving, the contents of the box are determined by scanning the file box.

[0057] It should be noted that if the archive information of an existing file does not include the file identifier information, or if the archive information of an existing file does not support adding other files to the file box, a new target file box will be assigned to that file. Accordingly, in response to the acquiring device detecting that the current file box does not meet the boxing requirements of the file, the file management system assigns a new file box identifier to the unboxed files in the file; based on the new file box identifier and the file identifier, a new boxing instruction is generated, which instructs the acquiring device to perform a boxing operation on the unboxed files.

[0058] For example, the candidate file box is determined by the file management system based on the file information. The maximum number of pages in the candidate file box can be the difference between the box's rated page count and the number of pages already contained. When the maximum number of pages is greater than the number of pages in the file, the candidate file box can hold the file, and it is determined to be the target file box; when the maximum number of pages is not greater than the number of pages in the file, the file box cannot hold the file, and it is determined that the file box does not meet the file's boxing requirements, and a new file box is reassigned to the file. Alternatively, if the file category contained in the candidate file box is the same as the file category of the current file, the candidate file box is determined to be the target file box; if the file category contained in the candidate file box is different from the file category of the current file, a new target file box can be assigned to the file.

[0059] After the document management system identifies the target document box, it generates a document box identifier for that target document box. It should be noted that the target document box can be selected from existing candidate document boxes, or it can be a new document box assigned by the document management system to the current document. Therefore, the document management system can use different document box identifier generation methods to generate corresponding document box identifiers based on the source of the target document box.

[0060] In some embodiments, when the file box is selected from existing candidate file boxes, the file management system updates the file box identifier based on the file identifier information of the current file.

[0061] In other embodiments, the document management system can generate a document box identifier for the target document box according to pre-set box number generation rules. The document management system generates a document box identifier for the document based on document information such as the associated period, archiving organization, and type, according to the pre-set box number generation rules. See also Figure 4 This illustrates a method flow for generating a file box identifier for a target file box, provided by an exemplary embodiment. For example... Figure 4 As shown, this process can be implemented through the following steps S2021-S2022, including: S2021, the document management system retrieves target document information that matches the pre-set box number generation rule from the document information.

[0062] The box number generation rule can be a default rule set by the developer. For example, the box number generation rule can generate a box number based on information such as the business type, time, and department corresponding to the current scenario. If the box number is generated using a segmented prefix and serial number reset method, the numbers of information such as business type, time, and department are used as prefix codes, and the serial number is incremented under this prefix or reset by time. Accordingly, the generated file box identifier can be [Business Type Code] + [Department Code] + [Year / Month] + [Serial Number].

[0063] The box number generation rule can also be a user-defined rule. In some embodiments, the document management system includes a display screen through which the document management system can display a rule configuration interface. Accordingly, prior to this step, the document management system displays the rule configuration interface, which includes rule editing options; receives rule editing operations based on the rule editing options; and determines the box number generation rule based on the rule editing operations.

[0064] The rule editing options can include parameters such as encoding source, segment separator, serial number basis, and setting values. It should be noted that the file box identifier can include at least one encoding segment. In this embodiment, the number of encodings in the identifier is not specifically limited. Furthermore, the rule editing options for different encodings can be the same or different; this is not specifically limited in this embodiment.

[0065] See Figure 5 This illustrates a rule configuration interface provided by an exemplary embodiment. For example... Figure 5 As shown, the rule configuration interface includes two coding options: one for editing the first code segment and the other for editing the second code segment. Accordingly, the box number generation rule can generate two codes when generating the identifier. For example, the source of the first code segment can be set to the ledger code, and the serial number can be set as the coding basis. Then, when generating the box number code, the ledger code of the file is obtained and combined with the currently generated serial number as the scheme and code. That is, the file box code is [ledger code]-[serial number].

[0066] S2022, The document management system generates the document box identifier of the target document box according to the box number generation rule and the target document information.

[0067] The document management system retrieves the target document information required to generate the document box identifier from the document information according to the box number generation rule, and generates the corresponding document box identifier based on the target document information. For example, when the coding source in the box number configuration rule is the ledger code, the document management system can obtain the ledger code of the document from the document information.

[0068] In this implementation, different box number generation rules can be set according to the archive information contained in different documents, adapting to various application scenarios.

[0069] S203, in response to receiving a notification from the acquiring device that the file has been boxed, the file management system associates and stores the file information, the file box identifier corresponding to the file, and the system document.

[0070] After the acquiring device loads the document into the target file box, it sends a loading completion notification to the file management system. Upon receiving this notification, the file management system stores the file information, the corresponding file box identifier, and the system document in its database. See also... Figure 6 This illustrates a flowchart of a stored archive information provided in an exemplary embodiment. Figure 6 As shown, this process can be implemented through the following steps S2031-S2032, including: S2031, in response to receiving a notification from the acquiring device that the file has been boxed, the file management system establishes a mapping relationship between the file information and the file box identifier corresponding to the file.

[0071] The record management system can associate the record information with the record box identifier corresponding to the record in any form. For example, the record management system can associate the record information with the record box identifier corresponding to the record to the information table.

[0072] S2032, the document management system associates and stores this mapping relationship in the system document corresponding to the document.

[0073] The records management system updates this mapping relationship to the system documents of the records.

[0074] In some embodiments, the system document also stores the location information of the file box to which the file is located. Accordingly, the file management system can locate and find the file box corresponding to the file based on the file information. In response to a file query request, the file management system obtains the file identifier of the file to be queried; based on the mapping relationship, it determines the file box identifier corresponding to the file identifier of the file to be queried; based on the file box identifier, it queries the location information of the file box from the document information to determine the target location information of at least one file box to which the file to be queried belongs.

[0075] In this implementation, the physical boxing location of the archives is recorded through archive information, which makes it easier for users to find the archive box where the documents are located, thus realizing the synchronization of physical boxing and online archiving.

[0076] Upon receiving a notification that boxing is complete, the document management system creates or updates the system document for that document in the relational mapping database, thus automatically completing the boxing process within the system. This allows users to easily query which box a different document is in through the document management system. For example, when document administrators are printing the spine and cover of a box, they can retrieve the mapping between the target box and the document information from the document management system, allowing them to print the spine, cover, and other information without disassembling the box and then completing the pasting and shelving operations.

[0077] To ensure the accuracy of the mapping between the identifier of the stored target file box and the document, this step can also be used to verify and index the file information and system documents, thereby ensuring data consistency.

[0078] In some embodiments, to prevent boxing instruction issuance failures due to unstable communication connections between the document management system and the acquiring device, the document management system employs an instruction retry mechanism. For example, after the document management system issues a boxing instruction, if it does not receive a boxing completion notification from the acquiring device within a preset time period, it resends the boxing instruction to the acquiring device. If the number of consecutive boxing instructions issued reaches a preset number, indicating that the boxing instruction has failed, an instruction issuance notification can be generated to allow the user to adjust the communication connection in a timely manner and ensure the normal operation of the boxing process.

[0079] The preset duration and preset number of times can be set as needed. In this embodiment, the preset duration and preset number of times are not specifically limited. For example, the preset duration can be 5 minutes, 10 minutes, or 15 minutes, etc. The preset number of times can be 3, 4, or 5 times, etc.

[0080] In the embodiment of this application, the document management system works in conjunction with the acquiring device to obtain the document information collected by the acquiring device. Based on the document information, a document box identifier for the target document box and the corresponding system document are generated. The document box identifier is sent to the acquiring device, thereby instructing the acquiring device to perform a boxing operation on the collected documents. After the documents are boxed, the document management system also records the document box identifier and system document corresponding to the document, completing the automatic unified boxing online and offline. This process does not require manual organization of documents, improving boxing efficiency. Moreover, it does not require human intervention, preventing human error and ensuring the accuracy of the mapping relationship between document boxes and documents.

[0081] In this embodiment, the document management system interacts with the acquiring device to complete both the physical and system-level boxing of documents. No manual intervention is required during this process, achieving a fully automated document management workflow. See also... Figure 7This illustrates a schematic diagram of the interaction process between the document management system and the acquiring device under the data flow and physical flow provided by an exemplary embodiment. For example... Figure 7 As shown, the acquiring device scans the document to obtain its archival information and uploads this information to the archival management system. The archival management system then issues a boxing instruction to the acquiring device based on this information. This instruction includes a box number used to generate a QR code identifier. Upon receiving the instruction, the acquiring device performs the physical boxing operation. After boxing is complete, the acquiring device sends a boxing completion notification. Upon receiving this notification, the archival management system establishes a relationship between the target archival box and the document in the relational mapping database, completing automatic boxing and shelving within the system. When it is necessary to print the box spine and cover, the archivist uses the archival management system to retrieve the relationship between the target archival box and the document, and prints the box spine and cover based on this relationship, completing the physical shelving of the document in the actual warehouse.

[0082] The following describes a scenario where files are placed into multiple file boxes, using a specific example. For instance, a third-party acquiring device scans a patient's discharge medical record cover sheet. This acquiring device, through a standard communication interface, uploads the image of the cover sheet and the identified medical record number "P20241120001", department "Cardiology", image number "IMG2024003", department "Respiratory Medicine", and image CT2024102 to the file management system of this invention. According to management requirements, the Cardiology and Respiratory Medicine departments will be sorted into different boxes by the acquiring device. Based on the rules "Cardiology - November 2024" and "Respiratory Medicine - September 2024", the system's box number management and allocation engine determines that this medical record should be assigned box numbers "BOX-CARDIO-202411-02" and "BOX-CARDIO-202409-03" respectively.

[0083] The document management system then generates an instruction and sends it to the robot: {“Instruction Type”: “Boxing”, “Target Box Number”: “BOX-CARDIO-202411-02”, “Document Identifier”: “P20241120001”, “P20241120001”, “Image Document”: “IMG2024003”}, {“Instruction Type”: “Boxing”, “Target Box Number”: “BOX-CARDRD-202409-03”, “Document Identifier”: “P20241120001”, “P20241120001”, “Image Document”: “CT2024102”}, After receiving the instruction, the acquiring device's internal actuator places the paper medical record into the physical file boxes "BOX-CARDIO-202411-02" and "BOX-CARDRD-202409-03". Upon completion, the robot sends a confirmation message to the system. {“Status”: “Boxing successful”, “Box number”: “BOX-CARDIO-202411-02”, “Document ID”: “P20241120001”, “Image document”: “IMG2024003”}.

[0084] {“Status”: “Boxing successful”, “Box number”: “BOX-CARDRD-202409-0”, “Document identifier”: “P20241120001”, “Imaging document”: “CT2024102”}.

[0085] Upon receiving this message, the document management system immediately triggers an update to the relational mapping database, sealing and binding the electronic medical record "Box No.: BOX-CARDIO-202411-02", "Document Identifier: P20241120001", and "Image Document: IMG2024003".

[0086] Subsequently, when medical staff search for medical record "P20241120001" in the system, the system will clearly display its physical location in boxes "BOX-CARDIO-202411-02" and "BOX-CARDRD-202409-0"; when searching for imaging document "IMG2024003", it will be displayed in "Box No.: BOX-CARDIO-202411-02" and show its actual physical location.

[0087] In the embodiment of this application, the document management system works in conjunction with the acquiring device to obtain the document information collected by the acquiring device. Based on this document information, a document box identifier for the target document box and the corresponding system document are generated. The document box identifier is sent to the acquiring device. After the document is boxed, the document management system also records the document box identifier and system document corresponding to the document, completing the automatic unified boxing process online and offline. In this way, the document box identifier and the document are associated and bound in the document management system. The system record can reproduce the boxing result, providing an accurate data foundation for subsequent retrieval. Furthermore, the boxing process is updated synchronously with the data in the document management system, so there is no need to wait for manual data entry. This realizes an automatic online-offline boxing process and improves the efficiency of document management.

[0088] It should be understood that the sequence number of each step in the above embodiments does not imply the order of execution. The execution order of each process should be determined by its function and internal logic, and should not constitute any limitation on the implementation process of the embodiments of this application.

[0089] See Figure 8 The diagram illustrates a structural schematic of a file management device provided in this application, comprising various units used to perform the steps described in the above embodiments. See also... Figure 8 The file management device includes: The receiving unit 801 is used to receive file information sent by the acquiring device. The file information is the file information of the files collected by the acquiring device, and the file information includes the document information of the file and the corresponding file identification information. The first generation unit 802 is used to generate a file box identifier for the target file box of the file based on the file information, determine the system document corresponding to the file, and send the file box identifier to the acquiring device. Storage unit 803 is used to, in response to receiving a notification from the acquiring device that the file has been boxed, associate and store the file information, the file box identifier corresponding to the file, and the system document.

[0090] In some embodiments, the device further includes: The second generation unit is used to generate a boxing instruction based on the file information. The boxing instruction includes the file box identifier and is used to instruct the acquiring device to perform a boxing operation on the file.

[0091] In some embodiments, the device further includes: The third generation unit is used to respond to the acquiring device detecting that the current file box does not meet the boxing requirements of the file, assign a new file box identifier to the unboxed files in the file; generate a new boxing instruction based on the new file box identifier and the file identifier, and the new boxing instruction is used to instruct the acquiring device to perform a boxing operation on the unboxed files.

[0092] In some embodiments, the first generation unit 802 is configured to: determine the number of pages of the archive based on the document information; determine the maximum number of pages of files that can be included in a candidate archive box; determine the number of target archive boxes required to include the archive based on the maximum number of pages of files that can be included in the candidate archive box; and generate an archive box identifier for the target archive boxes that matches the number of target archive boxes.

[0093] In some embodiments, the first generation unit 802 is configured to determine the file type of the file in the archive based on the document information; determine the target archive box required to collect the archive based on the file type, so that the file in the archive can be included in the target archive box of the corresponding file type; and generate an archive box identifier for the target archive box corresponding to the file type.

[0094] In some embodiments, the first generation unit 802 is configured to obtain target file information matching the pre-set box number generation rule from the file information; and generate the file box identifier of the target file box of the document according to the target file information based on the box number generation rule.

[0095] In some embodiments, the storage unit 803 is configured to, in response to receiving a notification from the acquiring device that the file has been boxed, establish a mapping relationship between the file information and the file box identifier corresponding to the file; and associate the mapping relationship with the system document corresponding to the file.

[0096] In some embodiments, the system document also stores location information of the file box where the file is located, and the device further includes: The acquisition unit is used to acquire the file identifier of the file to be queried in response to a file query request; The first determining unit is used to determine the file box identifier corresponding to the file identifier of the file to be queried based on the mapping relationship; The second determining unit is used to query the location information of the file box from the document information based on the file box identifier, and determine the target location information of at least one file box to which the file to be queried belongs.

[0097] In the embodiment of this application, the document management system works in conjunction with the acquiring device to obtain the document information collected by the acquiring device. Based on this document information, a document box identifier for the target document box and the corresponding system document are generated. The document box identifier is sent to the acquiring device. After the document is boxed, the document management system also records the document box identifier and system document corresponding to the document, completing the automatic unified boxing process online and offline. In this way, the document box identifier and the document are associated and bound in the document management system. The system record can reproduce the boxing result, providing an accurate data foundation for subsequent retrieval. Furthermore, the boxing process is updated synchronously with the data in the document management system, so there is no need to wait for manual data entry. This realizes an automatic online-offline boxing process and improves the efficiency of document management.

[0098] Figure 9 This is a schematic diagram of an electronic device provided in an exemplary embodiment of this application. The electronic device can be an electronic device equipped with a file management system or a payment acquiring device. Figure 9As shown, the electronic device 9 of this embodiment includes: a processor 90, a memory 91, and a computer program 92 stored in the memory 91 and executable on the processor 90, such as a file management program. When the processor 90 executes the computer program 92, it implements the steps described in the various file management method embodiments above, for example... Figure 2 The steps S201 to S204 are shown. Alternatively, when the processor 90 executes the computer program 92, it implements the functions of each unit in the above-described device embodiments, for example... Figure 9 The functions of units 901 to 904 are shown.

[0099] For example, the computer program 92 can be divided into one or more units, which are stored in the memory 91 and executed by the processor 90 to complete this application. The one or more units can be a series of computer program instruction segments capable of performing a specific function, which describe the execution process of the computer program 92 in the electronic device 9. For example, the computer program 92 can be divided into a receiving unit 901, an instruction generation unit 902, and a storage unit 904, with the specific functions of each module as follows: The receiving unit 801 is used to receive file information sent by the acquiring device. The file information is the file information of the files collected by the acquiring device, and the file information includes the document information of the file and the corresponding file identification information. The first generation unit 802 is used to generate a file box identifier for the target file box of the file based on the file information, determine the system document corresponding to the file, and send the file box identifier to the acquiring device. Storage unit 803 is used to, in response to receiving a notification from the acquiring device that the file has been boxed, associate and store the file information, the file box identifier corresponding to the file, and the system document.

[0100] The electronic device 9 may include, but is not limited to, a processor 90 and a memory 91. Those skilled in the art will understand that... Figure 9 This is merely an example of electronic device 9 and does not constitute a limitation on electronic device 9. It may include more or fewer components than shown, or combine certain components, or different components. For example, electronic device 9 may also include input / output devices, network access devices, buses, etc.

[0101] The processor 90 may be a Central Processing Unit (CPU), or other general-purpose processors, digital signal processors (DSPs), application-specific integrated circuits (ASICs), field-programmable gate arrays (FPGAs), or other programmable logic devices, discrete gate or transistor logic devices, discrete hardware components, etc. A general-purpose processor may be a microprocessor or any conventional processor.

[0102] The memory 91 can be an internal storage unit of the electronic device 9, such as a hard disk or memory. The memory 91 can also be an external storage device of the electronic device 9, such as a plug-in hard disk, smart media card (SMC), secure digital (SD) card, flash card, etc., equipped on the electronic device 9. Furthermore, the memory 91 can include both internal and external storage units of the electronic device 9. The memory 91 is used to store the computer program and other programs and data required by the terminal device. The memory 91 can also be used to temporarily store data that has been output or will be output.

[0103] Those skilled in the art will clearly understand that, for the sake of convenience and brevity, the above-described division of functional units and modules is merely an example. In practical applications, the above functions can be assigned to different functional units and modules as needed, that is, the internal structure of the device can be divided into different functional units or modules to complete all or part of the functions described above. The functional units and modules in the embodiments can be integrated into one processing unit, or each unit can exist physically separately, or two or more units can be integrated into one unit. The integrated unit can be implemented in hardware or as a software functional unit. Furthermore, the specific names of the functional units and modules are only for easy differentiation and are not intended to limit the scope of protection of this application. The specific working process of the units and modules in the above system can be referred to the corresponding process in the foregoing method embodiments, and will not be repeated here.

[0104] In the above embodiments, the descriptions of each embodiment have different focuses. For parts that are not described in detail or recorded in a certain embodiment, please refer to the relevant descriptions of other embodiments.

[0105] Those skilled in the art will recognize that the units and algorithm steps of the various examples described in conjunction with the embodiments disclosed herein can be implemented in electronic hardware, or a combination of computer software and electronic hardware. Whether these functions are implemented in hardware or software depends on the specific application and design constraints of the technical solution. Those skilled in the art can use different methods to implement the described functions for each specific application, but such implementation should not be considered beyond the scope of this application.

[0106] In the embodiments provided in this application, it should be understood that the disclosed devices / terminal equipment and methods can be implemented in other ways. For example, the device / terminal equipment embodiments described above are merely illustrative. For instance, the division of modules or units is only a logical functional division, and in actual implementation, there may be other division methods. For example, multiple units or components may be combined or integrated into another system, or some features may be ignored or not executed. Furthermore, the displayed or discussed mutual coupling or direct coupling or communication connection may be through some interfaces; the indirect coupling or communication connection between devices or units may be electrical, mechanical, or other forms.

[0107] The units described as separate components may or may not be physically separate. The components shown as units may or may not be physical units; that is, they may be located in one place or distributed across multiple network units. Some or all of the units can be selected to achieve the purpose of this embodiment according to actual needs.

[0108] Furthermore, the functional units in the various embodiments of this application can be integrated into one processing unit, or each unit can exist physically separately, or two or more units can be integrated into one unit. The integrated unit can be implemented in hardware or as a software functional unit.

[0109] If the integrated module / unit is implemented as a software functional unit and sold or used as an independent product, it can be stored in a computer-readable storage medium. Based on this understanding, all or part of the processes in the methods of the above embodiments can also be implemented by a computer program instructing related hardware. The computer program can be stored in a computer-readable storage medium, and when executed by a processor, it can implement the steps of the various method embodiments described above. The computer program includes computer program code, which can be in the form of source code, object code, executable files, or certain intermediate forms. The computer-readable medium can include: any entity or device capable of carrying the computer program code, recording media, USB flash drives, portable hard drives, magnetic disks, optical disks, computer memory, read-only memory (ROM), random access memory (RAM), electrical carrier signals, telecommunication signals, and software distribution media, etc. It should be noted that the content included in the computer-readable medium can be appropriately added or removed according to the requirements of legislation and patent practice in the jurisdiction. For example, in some jurisdictions, according to legislation and patent practice, computer-readable media do not include electrical carrier signals and telecommunication signals.

[0110] This application also provides a computer-readable storage medium storing a computer program that, when executed by a processor, implements the steps described in the above method embodiments.

[0111] This application also provides a computer program product that, when run on a mobile terminal, enables the mobile terminal to implement the steps described in the various method embodiments above.

[0112] 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, and should all be included within the protection scope of this application.

Claims

1. An archive management method characterized by, The method is applied to an archive management system, and the method includes: Receive file information sent by the acquiring device, wherein the file information is the file information of the files collected by the acquiring device, and the file information includes the document information of the file and the corresponding file identification information; Based on the file information, generate a file box identifier for the target file box of the file, determine the system document corresponding to the file, and send the file box identifier to the acquiring device; In response to receiving a notification from the acquiring device that the file has been boxed, the file information, the file box identifier corresponding to the file, and the system document are associated and stored.

2. The method of claim 1, wherein, The method further includes: A boxing instruction is generated based on the file information. The boxing instruction includes the file box identifier and is used to instruct the acquiring device to perform a boxing operation on the file.

3. The method of claim 2, wherein, The method further includes: In response to the acquiring device detecting that the current file box does not meet the boxing requirements of the file, a new file box identifier is assigned to the unboxed files in the file; A new boxing instruction is generated based on the new file box identifier and the file identifier. The new boxing instruction is used to instruct the acquiring device to box the unboxed file.

4. The method of claim 1, wherein, The step of generating a file box identifier for the target file box of the file based on the file information includes: Based on the document information, determine the number of pages in the archive; Determine the maximum number of pages of documents that can be included in the candidate file box; The number of target file boxes required to include the files is determined based on the maximum number of pages of the files that can be included in the candidate file boxes; Based on the number of target file boxes, generate file box identifiers for the target file boxes that match the number.

5. The method of claim 1, wherein, The step of generating a file box identifier for the target file box of the file based on the file information includes: Based on the document information, determine the file type of the files in the archive; Based on the file type, determine the target file box required to collect the archive, so that the files in the archive can be included in the target file box of the corresponding file type; Generate the file box identifier for the target file box corresponding to the file type.

6. The method according to any one of claims 1 to 5, wherein, The step of generating a file box identifier for the target file box of the file based on the file information includes: According to the pre-set box number generation rules, the target file information that matches the box number generation rules is obtained from the file information; Based on the box number generation rules, and according to the target file information, the file box identifier of the target file box of the document is generated.

7. The method according to any one of claims 1 to 5, wherein In response to receiving a notification from the acquiring device that the file has been boxed, the method of associating and storing the file information, the file box identifier corresponding to the file, and the system document includes: In response to receiving a notification from the acquiring device that the file has been boxed, a mapping relationship is established between the file information and the file box identifier corresponding to the file; The mapping relationship is associated and stored in the system document corresponding to the file.

8. The method of claim 7, wherein, The system document also stores the location information of the file box where the file is located, and the method further includes: In response to a file query request, obtain the file identifier of the file to be queried; Based on the mapping relationship, determine the file box identifier corresponding to the file identifier of the file to be queried; Based on the file box identifier, the location information of the file box is retrieved from the document information to determine the target location information of at least one file box to which the file to be queried belongs.

9. An electronic device comprising a memory, a processor, and a computer program stored in the memory and executable on the processor, characterized in that, When the processor executes the computer program, it implements the file management method as described in any one of claims 1 to 8.

10. A computer-readable storage medium storing a computer program, characterized in that, When the computer program is executed by the processor, it implements the file management method as described in any one of claims 1 to 8.

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