Intelligent file management method and system

Abstract

The application relates to the technical field of archive management, and discloses an intelligent archive management method and system, which comprises the following steps: generating a borrowing event snapshot, determining a minimum physical taking and placing unit, constructing an entity accompanying exposure zone, calculating a total exposure treatment amount, and generating an approval path, a utilization mode, reading control and an archive utilization voucher according to the total exposure treatment amount. The accompanying exposure can be quantitatively treated from 0 to 1 by artificial experience judgment, so that the risk of contact of high-sensitivity or fragile archives with light and visual field during taking off is reduced.

Description

Technical Field

[0001] This invention relates to the field of records management technology, and more specifically, to an intelligent records management method and system. Background Technology

[0002] Current intelligent archive management systems for archives, archive rooms, and integrated storage facilities typically employ a combination of B / S business systems, relational databases, workflow engines, barcode or RFID storage terminals, digital copy viewing platforms, and access control modules to form a business technology stack. Taking a medium-sized archive room as an example, the system can manage approximately 50,000 to 2 million pieces of archival metadata. Borrowing approvals are usually routed according to rules based on user identity, archive classification, purpose of use, application duration, and digital copy status. The storage terminal handles the retrieval and placement of archives using physical containers such as archive boxes, folders, books, scrolls, photo sleeves, or temporary transfer trays.

[0003] Under the aforementioned technical architecture, the approval module deals with logical file units, while the warehouse execution deals with physical retrieval and placement units, resulting in a difference in granularity. For borrowing requests for single items, single volumes, or single copies of files, even if the system determines that the requested file itself meets the usage conditions, it may trigger non-application files within the same file box, the same folder, the same book, or the same tray to be removed from the shelf together, opened together, placed together on the sorting table, or passed near the reading table. Existing processes generally only record the borrowing and return status of the requested files, making it difficult to identify the short-term passive exposure range of non-application files before approval.

[0004] Furthermore, traditional approval processes are often tiered based on security classification and personnel access, lacking unified calculations of entity relationships, the highest security classification of accompanying archives, physical fragility, availability of digital substitutes, and the spillover effects of physical retrieval actions. When the same physical retrieval unit contains archives with higher security classifications, fragile paper, photographic negatives, scrolls, or those unsuitable for frequent light exposure, compliant borrowing of low-sensitivity archives may result in high-sensitivity or fragile archives being touched, exposed to light, subjected to temperature and humidity disturbances, or visually exposed. This issue is not due to a single missing metadata field, but rather stems from inconsistencies between the approval logic unit and the physical warehouse operation unit, which existing archive management systems cannot resolve independently through ordinary access checks, warehouse location, or digital viewing modules. Summary of the Invention

[0005] This invention provides an intelligent archive management method and system, which solves the technical problems mentioned in the background art.

[0006] This invention provides the following technical solution:

[0007] Firstly, an intelligent archive management method is applied to an archive management system that combines physical archives with digital substitutes, including: Receive file access requests, generate corresponding access event snapshots, and map the requested file to the smallest physical access unit; The entity-accompanying exposure zone is determined based on the minimum physical pick-and-place unit. The entity-accompanying exposure zone includes non-application files that enter the pre-removal, opening, sorting, temporary storage, or viewing actions together with the application files. The total exposure treatment volume is generated based on the entity relationships, security level differences, entity vulnerability, and requested digital replacement status of the entity's accompanying exposure zone. The approval path and utilization method are generated based on the total exposure and treatment volume, user authorization level, and application file confidentiality level. Digital or physical access control is executed according to the approval path and usage method, and a document access certificate is output.

[0008] Furthermore, generating the corresponding utilization event snapshot and mapping the application file to the smallest physical pick-and-place unit includes: A unique event number is generated for the file using the request; Read the file attributes, storage location, status of digital substitutes, physical condition level, and borrowing / returning status of the application file; The smallest physical retrieval unit is determined based on the smallest entity that warehouse personnel can directly retrieve without dismantling the upper-level container. When the application file only has usable digital files and no physical original files to be retrieved or placed, the smallest physical retrieval unit is marked as an empty physical unit.

[0009] Furthermore, determining the entity's accompanying exposure zone includes: Read the physical storage topology where the application file is located. The physical storage topology includes at least the multi-level positional relationships among warehouses, shelves, shelves, containers, bags, and parts. Within the same minimum physical pick-up and drop-off unit, non-application files are enumerated, and it is determined whether the non-application files belong to the physical accompanying exposure zone based on whether they enter the operating field of vision, hand reach range, common air exchange range or common transport vehicle during the process of taking out, opening, sorting, temporarily storing or transferring. For files that are in an independent sealed inner bag and do not need to be opened during this retrieval or placement, the entire sealed bag should be recorded as a shielded unit.

[0010] Furthermore, the generation of the total exposure treatment amount includes: For each non-application file in the entity-accompanying exposure zone, a single-item exposure quantity is generated. The single-item exposure quantity is determined according to the relation weight, the increment of the accompanying security level order relative to the application security level order, the accompanying entity vulnerability value, and the application digital substitution value. Among them, the relation weight is used to indicate the proximity of entities with the same clip opening, the same box sorting, or the same pallet temporary storage; the accompanying entity vulnerability value is used to indicate the entity preservation status of the non-application file; and the application digital substitution value is used to indicate whether the application file can be replaced by a digital item for physical handling. The exposure amounts of each individual item are aggregated using an exponential saturation aggregation method. The total exposure treatment amount is determined based on the sum of the exposure amounts of each individual item and the number of non-application files in the entity's accompanying exposure zone. The total exposure treatment amount is between 0 and 1.

[0011] Furthermore, the generation of the approval path and its utilization method include: When a user's authorization level is lower than the confidentiality level of the requested file, a rejection path is generated and the unique event number is retained; When the user's authorization level is not lower than the confidentiality level of the application file and the total exposure and disposal volume is less than 0.25, a first-level approval path is generated; A secondary approval path is generated when the total exposure treatment volume is greater than or equal to 0.25 and less than 0.60; When the total exposure treatment volume is greater than or equal to 0.60, a three-level approval path is generated; When the total exposure treatment amount is greater than or equal to 0.60 and the requested digital replacement value indicates that digital replacement is possible, the utilization method will be locked as digital viewing; When the total exposure treatment amount is greater than or equal to 0.60 and the requested digital substitution value indicates that digital substitution is not possible, the utilization method will be locked to physical viewing with a shielded pick-up and drop-off label.

[0012] Furthermore, after generating the approval path and utilization method, it also includes: Based on the aforementioned use of event snapshots, an approval interface is generated for the approver, and the approval task is pushed according to the aforementioned approval path; The approval interface displays the utilization information of the application files and the entity-accompanying exposure zone summary. The entity-accompanying exposure zone summary includes the number of accompanying files, the highest security classification, the highest entity vulnerability, and the entity relationship type. For approvers who do not have the corresponding custody responsibilities or confidentiality level authority, the title, content summary and image thumbnail of non-application files in the physical accompanying exposure zone will not be displayed; Operations including at least application, push, viewing, approval, rejection, permission granting and permission revocation shall be written into the utilization log. The utilization log shall record the event number, operator, time, action type and previous log summary.

[0013] Furthermore, the execution of digital or physical viewing control includes: When the access method is digital reading, a digital reading access with a limited duration is issued, and the access is automatically revoked when the period expires. When the access method is physical viewing, a retrieval and placement task containing the warehouse, shelf, layer and the smallest physical retrieval and placement unit is issued to the warehouse terminal. The smallest physical retrieval and placement unit is verified based on the barcode or radio frequency identification reader and writer terminal, and the non-application files in the physical accompanying exposure zone are covered by the shielding device, folder or closed tray.

[0014] Furthermore, the output file utilizes credentials, including: After the approval or execution preparation is completed, a file access certificate with an event number is generated. The file access certificate includes the access status, validity period, and physical or digital access identifier. The usage status includes granting digital access, granting physical access, or rejection; The physical or digital access identifier includes a digital access number, or a physical access counter number and an event number; The document access certificate does not display the title, summary, or image of the non-application document in the physical accompanying exposure zone.

[0015] Secondly, an intelligent archive management system includes a processor, a memory, and a program stored in the memory and executable by the processor, wherein the program, when executed by the processor, implements the aforementioned intelligent archive management method.

[0016] Thirdly, a non-transitory computer-readable storage medium storing a computer program thereon, characterized in that, when the computer program is executed by a processor, it causes the processor to execute the aforementioned intelligent file management method.

[0017] Beneficial effects include: By determining the minimum physical retrieval unit and constructing an accompanying exposure zone before borrowing approval, this invention expands the document management system from authorization verification for a single requested document to business processing of the impact range of a single physical retrieval action; by converting entity relationships, accompanying document security level differences, entity vulnerability, and the applicability of digital substitutes into a total exposure processing volume within the range of 0 to 1, the accompanying exposure judgment, which originally relied on manual experience, can be transformed into a routable, recordable, and verifiable management parameter; by generating approval paths and utilization methods based on the total exposure processing volume, digital reading or shielded physical reading can be prioritized in high-exposure scenarios, reducing the probability of non-requested documents being removed from shelves, exposed to light, touched, or visually contacted along with the same box, clip, book, or tray; by writing shielded retrieval actions, authorization issuance, authorization revocation, and document utilization vouchers into the utilization log, the traceability of the physical document utilization process can be improved, and it can be adapted to existing warehouse facilities such as barcode or RFID terminals, document boxes, shielding sheets, trays, and reading tables without additional reliance on robotic arms, high-precision positioning platforms, or automated sorting equipment. Attached Figure Description

[0018] Figure 1 This is a schematic diagram of the intelligent file management system of the present invention; Figure 2 This is a schematic diagram of the intelligent file management method of the present invention; Figure 3 This is a schematic diagram illustrating the relationship between the physical entity, the exposed strip, and the shielding for placement and removal in this invention. Detailed Implementation

[0019] The embodiments of the present invention will now be described with reference to the accompanying drawings. It should be understood that the following embodiments are used to illustrate the technical solutions of the present invention and do not limit the scope of protection of the present invention. Where there is no contradiction, the following embodiments and their optional features can be combined with each other; for those skilled in the art, equivalent substitutions can be made to the module division, execution subject, data fields, parameter values, or process sequence without departing from the concept of the present invention, still achieving the same or similar technical effects.

[0020] The archival management system described in this invention is applicable to archival utilization scenarios where physical archives and digital alternatives coexist. The physical archives may include paper documents, scrolls, albums, photographs, negatives, films, drawings, ledgers, or other archives stored on physical media; the digital alternatives may include scanned images, electronic documents, thumbnail-sized copies, or access-controlled digital copies. For ease of explanation, the following description uses the approval process for archival utilization and the retrieval of archives in an archives or unit's archive room as an example, but this invention is not limited to this specific application scenario.

[0021] like Figure 1As shown, in one embodiment, the intelligent document management system includes a document management server 100, a user terminal 200, an approval terminal 300, a warehouse execution terminal 400, and a document metadata database 500, a physical storage database 510, a digital substitute library 520, and a utilization log library 530 connected to the document management server 100. The document management server 100 may include a processor 110, a memory 120, a utilization event snapshot generation module 130, a pick-and-place unit determination module 140, an exposure zone construction module 150, a disposal quantity calculation module 160, an approval routing module 170, a utilization control module 180, and a voucher output module 190. The above modules can be implemented by software programs, hardware circuits, firmware, or combinations thereof. Multiple modules can be deployed together on the same processor or distributed across multiple servers or terminals.

[0022] User terminal 200 is used to submit file access requests and receive file access credentials. Approval terminal 300 is used to receive approval tasks and provide feedback on approval results. Approval terminal 300 may include file access administrator terminal 310, physical storage responsibility terminal 320, and supervisor approval terminal 330. Warehouse execution terminal 400 is used to receive physical retrieval and placement tasks and, in conjunction with barcode or RFID reader / writer 410, warehouse location display unit 420, and retrieval and placement task prompt unit 430, completes retrieval and placement verification. File metadata database 500 is used to store metadata such as file number, title, security classification, creation time, retention period, and media type; physical storage database 510 is used to store the physical storage topology between storage rooms, shelves, levels, containers, bags, and items; digital substitute library 520 is used to store digital substitutes and their availability status; and utilization log library 530 is used to store process logs associated with event numbers.

[0023] like Figure 2 As shown, in one embodiment, the intelligent file management method includes a file utilization request receiving step S100, a utilization event snapshot generation step S110, a minimum physical retrieval unit determination step S120, an entity-accompanying exposure zone construction step S130, a total exposure disposal volume calculation step S140, an approval path generation step S150, a utilization method determination step S160, a reading control execution step S170, a utilization log recording step S180, and a file utilization certificate output step S190. The numbering of the above steps is only used to illustrate the logical relationship between each step; without affecting the input-output dependency relationship, some verification, log recording, notification, or certificate preparation steps can be executed in parallel or combined.

[0024] Example 1: In the file access request receiving step S100, the file management server 100 receives the file access request through the user terminal 200. The file access request includes at least the user's identity identifier, the file request identifier, the purpose of access, the access method, and the access duration. The file management server 100 can perform format verification, identity verification, and file identifier verification on the file access request; when the verification fails, it generates a request exception message or rejection status; when the verification passes, it proceeds to the access event snapshot generation step S110.

[0025] In the event snapshot generation step S110, the event snapshot generation module 130 generates a unique event number for this file access request and uses this unique event number as an index to generate an access event snapshot. The access event snapshot may include the file attributes, storage location, status of the digitized substitute, physical condition level, borrowing / returning status, user authorization level, historical access records, and the original request data for this request. After the access event snapshot is generated, it serves as the fixed data basis for this event during the approval, retrieval, viewing, return, and voucher output processes, reducing inconsistencies in approval results or retrieval tasks caused by changes in the basic data during process execution.

[0026] In one optional embodiment, the unique event number can be generated from one or more combinations of date, time, organization, terminal, serial number, or random fields, or it can be generated from a database auto-incrementing identifier, a distributed unique identifier, or a hash identifier. As long as the event number can uniquely identify the corresponding request in this file utilization process, the implementation requirements of this embodiment are met.

[0027] Example 2: In the minimum physical retrieval unit determination step S120, the retrieval unit determination module 140 reads the physical storage topology corresponding to the application file based on the application file identifier in the utilization event snapshot, and maps the application file to the minimum physical retrieval unit. The minimum physical retrieval unit refers to the smallest physical unit that warehouse personnel can directly retrieve, open, or transfer without dismantling the upper-level container. This minimum physical unit can be a file box, folder, booklet, roll, bag, individual folder, temporary pallet, or other carrier unit that can be operated on by warehouse personnel as a physical boundary.

[0028] Specifically, the retrieval unit determination module 140 can search upwards along the physical storage topology from the node corresponding to the application file to determine the node that can be verified by the warehouse execution terminal 400, can be independently retrieved by warehouse personnel, and does not require disassembling its parent container during the current retrieval process, and marks the node as the smallest physical retrieval unit. For example, if the application file is located in an independently labeled folder, and the folder can be directly retrieved from the file box, then the folder can be determined as the smallest physical retrieval unit; if the application file is a single material that is not independently bound, and the file box must be opened and sorted inside the box before it can be retrieved, then the file box can be determined as the smallest physical retrieval unit; if the application file is located in a roll, bag, or booklet, and the corresponding roll, bag, or booklet must be opened to access the application file, then the corresponding roll, bag, or booklet can be determined as the smallest physical retrieval unit.

[0029] In another embodiment, if the application file only has a usable digital substitute, or if the original physical document does not need to be retrieved or placed in this request, the retrieval unit determination module 140 can mark the smallest physical retrieval unit as an empty entity unit. For an empty entity unit, the subsequent entity-accompanying exposure zone can be determined as an empty set, the total exposure disposal amount can be determined as zero, and it can directly enter the digital viewing-related approval or access control process.

[0030] Example 3: In the entity-accompanying exposure zone construction step S130, the exposure zone construction module 150 determines the entity-accompanying exposure zone based on the minimum physical pick-and-place unit. For example... Figure 3 As shown, the application file 810 is located in the file box or folder 800. Although the non-application files 821, 822 and 823 are not the target files of this use request, they may undergo the same removal, opening, sorting, temporary storage or transfer actions as the application file 810 under the same box relationship A1, same folder opening relationship A2 or same tray temporary storage relationship A3. Therefore, they can be included in the physical accompanying exposure zone 820.

[0031] Specifically, the exposure zone construction module 150 reads the physical storage topology where the application file is located. The physical storage topology includes at least the multi-level positional relationships among warehouses, shelves, shelves, containers, bags, and parts. Within the same minimum physical retrieval unit, the exposure zone construction module 150 enumerates candidate non-application files other than the application file and determines whether a candidate non-application file belongs to the physical accompanying exposure zone based on whether it enters the preset exposure range during the current physical retrieval process.

[0032] The preset exposure range may include one or more of the following: the operational field of view, the hand-accessible range, the shared temporary storage range, the shared air exchange range, and the shared transport vehicle range. A candidate non-application file can be identified as a non-application file in the physical accompanying exposure zone if it enters any of the above-mentioned exposure ranges at any stage of the retrieval, opening, sorting, temporary storage, or transport process. Conversely, if a candidate non-application file, although located within the same smallest physical retrieval unit, remains continuously closed, shielded, or inaccessible during the current retrieval process and does not enter the operational field of view or the accessible range, it may not be included in the physical accompanying exposure zone, or may be recorded as a shielded unit.

[0033] Furthermore, for files located in independently sealed inner bags, if the application file is not inside the inner bag and the current retrieval does not require opening the inner bag, the exposure strip construction module 150 can record the entire inner bag as a shielding unit. The shielding unit can record only the bag number, sealing status, location, and necessary risk indicators, without reading or displaying the file title, content summary, or image thumbnail inside the inner bag. This processing method avoids over-expanding of non-application files that are already independently sealed and do not require opening when generating the physical accompanying exposure strip.

[0034] exist Figure 3 In the physical retrieval scenario shown, the warehouse execution terminal 400 scans and confirms the retrieval task of the file box or roll clip 800 using a barcode or RFID reader / writer 410. After the file box or roll clip 800 is brought to the sorting table 910, the shielding component 930, the closed tray 940, or the support pad 950 can be used to shield the non-application files 821, 822, and 823 in the physical accompanying exposure belt 820, so that the non-application files do not enter the user's viewing field before the application file 810 is sent to the reading table 920.

[0035] Example 4: In the total exposure treatment calculation step S140, the treatment volume calculation module 160 generates the total exposure treatment volume based on the entity relationship, security level difference, entity vulnerability and application digital replacement status of the entity's accompanying exposure zone.

[0036] For the first in the physical accompanying exposure zone For non-application files, set the single-item exposure limit to [value]. The entity relationship weight is The non-negative increment of the security classification number relative to the requested security classification number is: Accompanying entity vulnerability value The application for digital substitute value is The digital substitution reduction factor is .in, , , , and All are dimensionless parameters; , ,and ; This represents the management quantification value of the difference in security classification, not a physical quantity; The dimensionless value obtained by normalizing according to the entity status level; This indicates whether the application file can be replaced by a digital document to reduce the need for physical retrieval.

[0037] In one embodiment, the single-item exposure level is used to characterize the level of exposure risk of a single non-application file when an entity retrieves or places it. Single exposure amount of non-application files It can be determined using the following formula:

[0038] in, The degree of physical proximity between application files and non-application files can be determined. For example, the degree of physical proximity corresponding to the same clip opening or the same book being flipped through is higher than that corresponding to the same box being sorted, and the degree of physical proximity corresponding to the same box being sorted is higher than that corresponding to the same pallet being temporarily stored or the same carrier being transported. The accompanying non-negative increment of the security classification number relative to the requested security classification number. ;in, For the first The security classification of non-application files. This is the sequence of the security classification for the applied-for archives. When the security classification of non-applied-for archives is higher than that of the applied-for archives... Take the corresponding positive increment; when the confidentiality level of the non-application file is no higher than that of the application file. Pick This reflects the difference in exposure risk between higher-level confidential non-application files. This can be obtained by normalizing the physical condition level of non-application files; the more fragile the physical condition, the lower the risk level. The larger. This can be obtained by normalizing the digital replacement status based on the application; the more capable the digital replacement is of replacing physical handling, the better. The larger. Used to control the reduction in the amount of physical exposure of digital substitutes.

[0039] After obtaining the individual exposure amount of each non-application file in the physical exposure zone, the treatment amount calculation module 160 can calculate the total exposure treatment amount according to the exponential saturation aggregation method. The total exposure treatment amount is used to characterize the overall potential exposure level of this entity handling operation. Let the number of non-application files in the entity's accompanying exposure zone be... The preset standardized benchmark scale parameters are: , To control the saturation rate, a dimensionless positive constant is preset according to the granularity of file management. It can be determined using the following formula:

[0040] because , and All parameters are dimensionless calculation parameters, and the independent variable of the exponential function in the above formula is also a dimensionless value. Therefore, the total exposure treatment amount This is a dimensionless parameter. The formula makes... The value of is between zero and one; when the entity's accompanying exposure band is empty, and ,therefore When the sum of individual exposures increases with the number of non-application files or the risk of an individual item increases, This increases and gradually approaches one. This saturation aggregation method ensures that the disposal volume remains within the standardized range of 0 to 1, while accurately matching the overall exposure scale of a single retrieval and placement action. That is, the more files that are exposed and the higher the risk of a single file, the higher the total exposure disposal volume. At the same time, a single non-application file with a high security level or high vulnerability value can also have a significant impact on the disposal volume.

[0041] In another embodiment, the disposal quantity calculation module 160 may also retain two parameters: the original exposure quantity and the post-disposal exposure quantity. The original exposure quantity may not introduce a numerical substitution reduction factor and is used to represent the accompanying exposure risk that may be caused by the handling of the entity itself; the post-disposal exposure quantity may introduce... and This indicates the residual disposal volume after processing using digital replacement, masking, or shielding units. The approval routing module 170 can generate an approval path based on the original exposure volume, the post-disposal exposure volume, or a combination of both. This variation does not change the technical essence of this invention, which quantifies the risk of disposal file utilization through physical accompanying exposure.

[0042] In boundary conditions, if there are non-application files marked as temporarily unavailable, severely damaged, or prohibited from opening within the exposure zone of an entity, the disposal quantity calculation module 160 can generate a mandatory disposal identifier. The approval routing module 170 can generate paths based on this mandatory disposal identifier, such as prohibiting ordinary entity viewing, mandating digital viewing, mandating shielded access, or requiring manual special review. By setting this boundary processing logic, it is possible to avoid relying solely on continuous numerical calculations and ignoring extreme entity preservation states.

[0043] Example 5: In the approval path generation step S150, the approval routing module 170 generates an approval path based on the total exposure and disposal volume, the user authorization level, and the application file confidentiality level. If the user authorization level is lower than the application file confidentiality level, the approval routing module 170 generates a rejection path and retains a unique event number and rejection record. If the user authorization level is not lower than the application file confidentiality level, the approval routing module 170 generates different approval paths based on the range of the total exposure and disposal volume.

[0044] In one embodiment, when At that time, the approval routing module 170 generates a first-level approval path; when At that time, the approval routing module 170 generates a secondary approval path; when At that time, the approval routing module 170 generates a three-level approval path. The first-level, second-level, and third-level approval paths can correspond to different numbers, responsibilities, or permission levels of approval nodes. All the above thresholds are dimensionless and related to the total exposure and handling volume. The dimensionless intervals match.

[0045] Furthermore, when the highest security level in the entity's exposed zone is higher than the user's authorization level, the approval routing module 170 can generate additional control conditions based on the shielding unit status, the feasibility of shielding and placing the document, and the status of the digital substitute. If the non-application file can avoid entering the user's field of vision through the shielding unit, the shielding component 930, or the closed tray 940, the upgrade approval path can continue to be executed; if the non-application file cannot be prevented from entering the user's field of vision, a path that prohibits entity viewing or a path that forces digital viewing can be generated. This processing method enables the system to not only verify the application file itself, but also handle the permission mismatch problem caused by the passive exposure of non-application files.

[0046] In step S160, the utilization method is determined by the control module 180 based on the approval path, total exposure and disposal volume, requested digital substitution value, and mandatory disposal identifier. When the total exposure and disposal volume is greater than or equal to 0.60 and the requested digital substitution value indicates that digital substitution is possible, the system can determine the utilization method as digital viewing path 161 and not issue a physical retrieval task. When the total exposure and disposal volume is greater than or equal to 0.60 and the requested digital substitution value indicates that digital substitution is not possible, the system can determine the utilization method as shielded physical viewing path 162 and attach a shielded retrieval identifier to the warehouse retrieval task. If the total exposure and disposal volume does not reach 0.60, the system can generate a normal digital viewing or normal physical viewing path based on the requested utilization method, approval result, and file status.

[0047] In the above process, the approval path and utilization method can be automatically generated by the document management server 100, or confirmed by the approver based on the risk summary generated by the system. The approval interface can display the application document utilization information and the entity-accompanying exposure zone summary, which includes the number of accompanying documents, the highest security classification, the highest entity vulnerability, and the entity relationship type. For approvers who do not have the corresponding custody responsibilities or security classification permissions, the document management server 100 does not return the title, content summary, and image thumbnail of non-application documents in the entity-accompanying exposure zone to their approval terminal 300.

[0048] Example 6: In the reading control execution step S170, the control module 180 executes digital reading control or physical reading control according to the approval result and usage method. For digital reading path 161, the control module 180 can issue a digital reading entry with a limited duration to the user. The digital reading entry is bound to an event number, the user's identity identifier, and the application file identifier. The digital reading entry can be implemented using an access token, a one-time link, a reading entry number, or other permission credentials, and will automatically expire when the validity period expires. The digital reading page can be overlaid with a dynamic watermark, restrict downloading or printing, and record access behavior.

[0049] For shielded physical viewing paths 162 or other physical viewing paths, the control module 180 issues a retrieval task to the warehouse terminal 400. The retrieval task includes at least the warehouse, shelf, level, smallest physical retrieval unit identifier, requested file identifier, and a control identifier indicating whether shielding is required. Warehouse personnel can verify the smallest physical retrieval unit using a barcode or RFID reader 410; after successful verification, the smallest physical retrieval unit is retrieved from the warehouse shelf 900 and transferred to the sorting station 910.

[0050] like Figure 3 As shown, when non-application files in the exposure zone 820 need to be covered, warehouse personnel can use coverings 930, closed trays 940, support pads 950, acid-free folders, envelopes, or other coverings to cover non-application files 821, 822, and 823, allowing application files 810 to be delivered separately to the reading table 920. The material, size, shape, and placement of the coverings can be configured according to the type of file carrier and the type of the smallest physical retrieval unit; as long as the non-application files do not enter the field of vision or access range of unauthorized personnel during retrieval, sorting, temporary storage, or transfer, the covering purpose of this embodiment can be met.

[0051] In step S180 of log recording, the log module or control module 180 uses the following operations related to the current event: application, push, viewing, approval, rejection, permission granting, permission revocation, retrieval verification, entity return, and voucher generation, to write them into the log database 530. Each log entry can record the event number, operator, operation time, action type, operation object, and previous log summary. The previous log summary can be generated using a hash algorithm to detect whether the log chain has been tampered with. The above log recording method is not limited to a specific hash algorithm; in other embodiments, timestamps, electronic signatures, trusted evidence storage, read-only storage, or multi-copy auditing methods can also be used to improve log traceability.

[0052] In the document access certificate output step S190, the certificate output module 190 generates a document access certificate 700 after the approval process is completed or the preparation is finished. The document access certificate 700 includes at least an event number, access status, validity period, and physical or digital access identifier. The access status may include permission for digital access, permission for physical access, or rejection; the digital access identifier may include a digital access entry number, access token, or digital access link; the physical access identifier may include a reading counter number, retrieval window number, or event number. Regardless of the status corresponding to the certificate, the document access certificate 700 does not display the title, content summary, image, file number, or other information that could identify the content of the non-application document in the physical accompanying exposure band.

[0053] Example 7: In one system embodiment, the document management server 100 includes a processor 110 and a memory 120, the memory 120 storing programs executable by the processor 110. When the program is executed by the processor 110, the processor 110 implements the aforementioned intelligent document management method. The event snapshot generation module 130, the pick-and-place unit determination module 140, the exposure zone construction module 150, the disposal quantity calculation module 160, the approval routing module 170, the control module 180, and the voucher output module 190 can be stored in the memory 120 as program modules, or they can be implemented as service interfaces, containerized components, database stored procedures, or terminal applications.

[0054] In a centralized deployment embodiment, the document management server 100 uniformly executes event snapshot generation, exposure zone construction, disposal volume calculation, and approval routing; user terminals 200, approval terminals 300, and warehouse execution terminals 400 communicate with the document management server 100 as input / output terminals. In a distributed deployment embodiment, event snapshot generation, disposal volume calculation, and approval routing can be deployed on the central server, retrieval verification and masking prompts can be deployed on the warehouse execution terminal 400, and digital viewing control can be deployed on the digital alternative document repository 520 or the digital viewing platform. The differences in the above deployment methods do not affect the technical essence of this invention, which controls the risk of document utilization through physical accompanying exposure zones and total exposure disposal volume.

[0055] In one embodiment of a non-transitory computer-readable storage medium, a computer program is stored on the storage medium. When the computer program is executed by a processor, the processor performs the following steps: file access request reception step S100, access event snapshot generation step S110, minimum physical pick-up / drop unit determination step S120, entity-accompanying exposure zone construction step S130, total exposure disposal calculation step S140, approval path generation step S150, access method determination step S160, viewing control execution step S170, access log recording step S180, and file access credential output step S190. The non-transitory computer-readable storage medium can be a solid-state memory, hard disk drive, optical disk, removable storage medium, or other medium capable of non-transitory storage of program instructions.

[0056] Example 8: In some variant embodiments, the determination of whether an entity is accompanied by an exposed strip is not limited to the same box, clip, booklet, or pallet relationship; it can also be based on the same transfer batch, the same temporary storage area, the same sorting action, or the same pre-reading action. For Figure 3 For the same box relationship A1, same clamp opening relationship A2, and same tray temporary storage relationship A3, the system can configure different relationship weights for each. For other newly added relationships, the system can configure corresponding relationship weights according to their visual exposure degree, reachability, and transfer coupling degree.

[0057] In other variant embodiments, the security classification, physical vulnerability value, digital substitute value, and threshold can be preset by the archives or updated by the system based on historical usage records, archive type, physical inspection results, or approval results. Regardless of whether the parameters are manually configured or generated by the system, as long as the parameters are converted to dimensionless values ​​before entering the formula calculation, the meaning of the total exposure treatment amount calculation will remain consistent.

[0058] In abnormal operating conditions, if the physical storage topology is missing, the smallest physical retrieval unit cannot be determined, the status of the digital substitute is unclear, or the warehouse scan results are inconsistent with the retrieval task, the system can pause the automatic approval path, generate a pending review status, and send a review task to the terminal with the corresponding responsibility. After the review is completed, the system can regenerate the utilization event snapshot or append a review record under the original event number. This abnormal handling method can prevent the system from outputting unreliable approval paths or utilization methods when the basic data is incomplete.

[0059] In another boundary condition, if the entity's associated exposure zone is empty, the smallest physical retrieval unit is an empty entity unit, or the application file is only used through a digital substitute and does not trigger physical retrieval, then the total exposure disposal volume is zero. In this case, the system can not issue warehouse retrieval tasks, but only perform digital viewing approval, digital permission issuance, and voucher output. If the approval result is rejection, the system retains the event number and outputs a rejection status voucher for subsequent auditing.

[0060] Through the above implementation methods, this invention can map the logical utilization request corresponding to the applied archive to the smallest physical retrieval unit in the physical warehouse before the archive utilization approval, and further determine the physical exposure zone of non-application archives; generate the total exposure disposal volume through dimensionless parameters and exponential saturation aggregation; and generate the approval path, utilization method, and retrieval control instructions based on the total exposure disposal volume, authorization level, and digital substitution status. Therefore, the system can reduce the risk of non-application archives being removed from shelves, exposed to light, touched, or visually contacted without relying on high-precision automatic sorting equipment, by utilizing existing databases, terminals, and masking tools, and make the archive utilization process recordable, verifiable, and traceable.

[0061] The embodiments of this example have been described above. However, this example is not limited to the specific implementation methods described above. The specific implementation methods described above are merely illustrative and not restrictive. Those skilled in the art can make many other forms based on the guidance of this example, and all of them are within the protection scope of this example.

Claims

1. An intelligent archive management method, applied to an archive management system where physical archives and digital substitutes coexist, characterized in that, include: Receive file access requests, generate corresponding access event snapshots, and map the requested file to the smallest physical access unit; The entity-accompanying exposure zone is determined based on the minimum physical pick-and-place unit. The entity-accompanying exposure zone includes non-application files that enter the pre-removal, opening, sorting, temporary storage, or viewing actions together with the application files. The total exposure treatment volume is generated based on the entity relationships, security level differences, entity vulnerability, and requested digital replacement status of the entity's accompanying exposure zone. The approval path and utilization method are generated based on the total exposure and treatment volume, user authorization level, and application file confidentiality level. Digital or physical access control is executed according to the approval path and usage method, and a document access certificate is output.

2. The intelligent archive management method according to claim 1, characterized in that, The process of generating the corresponding utilization event snapshot and mapping the application file to the smallest physical pick-up and drop-off unit includes: A unique event number is generated for the file using the request; Read the file attributes, storage location, status of digital substitutes, physical condition level, and borrowing / returning status of the application file; The smallest physical retrieval unit is determined based on the smallest entity that warehouse personnel can directly retrieve without dismantling the upper-level container. When the application file only has usable digital files and no physical original files to be retrieved or placed, the smallest physical retrieval unit is marked as an empty physical unit.

3. The intelligent archive management method according to claim 2, characterized in that, The determination of the entity's accompanying exposure zone includes: Read the physical storage topology where the application file is located. The physical storage topology includes at least the multi-level positional relationships among warehouses, shelves, shelves, containers, bags, and parts. Within the same minimum physical pick-up and drop-off unit, non-application files are enumerated, and it is determined whether the non-application files belong to the physical accompanying exposure zone based on whether they enter the operating field of vision, hand reach range, common air exchange range or common transport vehicle during the process of taking out, opening, sorting, temporarily storing or transferring. For files that are in an independent sealed inner bag and do not need to be opened during this retrieval or placement, the entire sealed bag should be recorded as a shielded unit.

4. The intelligent archive management method according to claim 3, characterized in that, The total exposure treatment volume includes: For each non-application file in the entity-accompanying exposure zone, a single-item exposure quantity is generated. The single-item exposure quantity is determined according to the relation weight, the increment of the accompanying security level order relative to the application security level order, the accompanying entity vulnerability value, and the application digital substitution value. Among them, the relation weight is used to indicate the proximity of entities with the same clip opening, the same box sorting, or the same pallet temporary storage; the accompanying entity vulnerability value is used to indicate the entity preservation status of the non-application file; and the application digital substitution value is used to indicate whether the application file can be replaced by a digital item for physical handling. The exposure amounts of each individual item are aggregated using an exponential saturation aggregation method. The total exposure treatment amount is determined based on the sum of the exposure amounts of each individual item and the number of non-application files in the entity's accompanying exposure zone. The total exposure treatment amount is between 0 and 1.

5. The intelligent archive management method according to claim 4, characterized in that, The generated approval path and its utilization method include: When a user's authorization level is lower than the confidentiality level of the requested file, a rejection path is generated and the unique event number is retained; When the user's authorization level is not lower than the confidentiality level of the application file and the total exposure and disposal volume is less than 0.25, a first-level approval path is generated; A secondary approval path is generated when the total exposure treatment volume is greater than or equal to 0.25 and less than 0.60; When the total exposure treatment volume is greater than or equal to 0.60, a three-level approval path is generated; When the total exposure treatment amount is greater than or equal to 0.60 and the requested digital replacement value indicates that digital replacement is possible, the utilization method will be locked as digital viewing; When the total exposure treatment amount is greater than or equal to 0.60 and the requested digital substitution value indicates that digital substitution is not possible, the utilization method will be locked to physical viewing with a shielded pick-up and drop-off label.

6. The intelligent archive management method according to claim 5, characterized in that, After generating the approval path and usage method, it also includes: Based on the aforementioned use of event snapshots, an approval interface is generated for the approver, and the approval task is pushed according to the aforementioned approval path; The approval interface displays the utilization information of the application files and the entity-accompanying exposure zone summary. The entity-accompanying exposure zone summary includes the number of accompanying files, the highest security classification, the highest entity vulnerability, and the entity relationship type. For approvers who do not have the corresponding custody responsibilities or confidentiality level authority, the title, content summary and image thumbnail of non-application files in the physical accompanying exposure zone will not be displayed; Operations including at least application, push, viewing, approval, rejection, permission granting and permission revocation shall be written into the utilization log. The utilization log shall record the event number, operator, time, action type and previous log summary.

7. The intelligent archive management method according to claim 5, characterized in that, The execution of digital or physical viewing control includes: When the access method is digital reading, a digital reading access with a limited duration is issued, and the access is automatically revoked when the period expires. When the access method is physical viewing, a retrieval and placement task containing the warehouse, shelf, layer and the smallest physical retrieval and placement unit is issued to the warehouse terminal. The smallest physical retrieval and placement unit is verified based on the barcode or radio frequency identification reader and writer terminal, and the non-application files in the physical accompanying exposure zone are covered by the shielding device, folder or closed tray.

8. The intelligent archive management method according to claim 7, characterized in that, The output file utilizes credentials, including: After the approval or execution preparation is completed, a file access certificate with an event number is generated. The file access certificate includes the access status, validity period, and physical or digital access identifier. The usage status includes granting digital access, granting physical access, or rejection; The physical or digital access identifier includes a digital access number, or a physical access counter number and an event number; The document access certificate does not display the title, summary, or image of the non-application document in the physical accompanying exposure zone.

9. An intelligent archive management system, characterized in that, It includes a processor, a memory, and a program stored in the memory and executable by the processor, wherein the program, when executed by the processor, implements an intelligent file management method according to any one of claims 1 to 8.

10. A non-transitory computer-readable storage medium having a computer program stored thereon, characterized in that, When the computer program is executed by the processor, the processor performs an intelligent file management method according to any one of claims 1 to 8.

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