Document management apparatus, document management method, and document management program

Abstract

To provide a document management apparatus configured to manage document data while allowing accesses to external information to confirm necessary information easily.SOLUTION: A document management apparatus 1 is configured to associate, when acquiring document data and transaction data from a transaction management server 200 for managing e-commerce transactions, the document data with the transaction data, add a time stamp to the document data, and store the document data. The document management apparatus is configured to generate, on the basis of the transaction data, management specification data for use in a management service provided by an external server 300, generate access information to access the document data, and transmit the data to the external server 300. On receipt of external access information to access management data based on the management specification data from the external server 300, the document management apparatus adds the external access information to the document data.SELECTED DRAWING: Figure 4

Description

[Technical field]

[0001] The present invention relates to a document management device, a document management method, and a document management program, and more particularly to a document management device, a document management method, and a document management program for managing document data relating to electronic commerce. [Background technology]

[0002] 2. Description of the Related Art Conventionally, there has been known a document management device (document management system) that stores document data relating to a transaction output from an external server (terminal) and manages the document data. This device is capable of registering document data obtained from an external server, storing the document data after assigning a timestamp to the document data to prove that the document data existed at a specified point in time, and searching document data using the transaction details contained in the document data as search criteria to extract the document data that is the subject of the search (see, for example, Patent Documents 1 and 2). [Prior art documents] [Patent documents]

[0003] [Patent Document 1] JP 2007-34552 A [Patent Document 2] JP 2012-8992 A Summary of the Invention [Problem to be solved by the invention]

[0004] Incidentally, in the document management device (document management system) as described above, in order to appropriately manage document data, it is desirable to be able to access information stored in an external server or terminal and easily check required information.

[0005] The present invention has been made in consideration of the above problems, and an object of the present invention is to provide a document management device, a document management method, and a document management program that can access external information and easily check necessary information when managing document data. [Means for solving the problem]

[0006] The above problem is solved by the document management device of the present invention, which includes a data acquisition unit that acquires transaction data related to an electronic commerce output from a transaction management server that manages the electronic commerce, and document data related to the electronic commerce including the contents of the transaction data, a data association unit that associates the document data acquired by the data acquisition unit with the transaction data, a stamp assignment unit that assigns a timestamp to the document data, a data storage unit that stores the document data to which the timestamp has been assigned, a data generation unit that generates management specification data used in a management service related to the electronic commerce provided by an external server, based on the transaction data associated with the document data stored by the data storage unit, an access information generation unit that generates access information capable of accessing the document data associated with the transaction data, a data transmission unit that transmits the management specification data and the access information generated by the access information generation unit to the external server, a data receiving unit that receives external access information capable of accessing management data based on the management specification data from the external server, and an external access information assignment unit that assigns the external access information to the document data associated with the transaction data used to generate the management specification data.

[0007] As described above, the document management device can provide external access information for accessing management data stored in an external server to the document data stored in the data storage unit, which allows the document management device to access information stored externally and easily check required information when managing document data.

[0008] Furthermore, according to the document management method of the present invention, the above problem is solved by a document management method executed by a computer that manages document data, in which the computer executes the following steps: acquire transaction data related to the electronic commerce and document data related to the electronic commerce including the contents of the transaction data, which are output from a transaction management server that manages the electronic commerce; associate the acquired document data with the transaction data; assign a timestamp to the document data; store the document data with the timestamp assigned; generate management specification data used in a management service related to the electronic commerce provided by an external server based on the transaction data associated with the stored document data; generate access information capable of accessing the document data associated with the transaction data used to generate the management specification data; transmit the management specification data and the generated access information to the external server; receive from the external server external access information capable of accessing management data based on the management specification data; and assign the external access information to the document data associated with the transaction data used to generate the management specification data.

[0009] Furthermore, according to the document management program of the present invention, the above problem is solved by having a computer as a document management device that manages document data execute the following processes: acquiring transaction data related to the electronic commerce output from a transaction management server that manages the electronic commerce, and document data related to the electronic commerce including the contents of the transaction data; associating the acquired document data with the transaction data; assigning a timestamp to the document data; storing the document data with the timestamp assigned; and, in the computer that can communicate with an external server that provides a management service related to the transaction, generating management specification data used in the management service related to the electronic commerce provided by the external server based on the stored transaction data; generating access information capable of accessing the document data associated with the transaction data used to generate the management specification data; transmitting the management specification data and the generated access information to the external server; receiving external access information capable of accessing management data based on the management specification data from the external server; and assigning the external access information to the document data associated with the transaction data used to generate the management specification data. Effect of the Invention

[0010] According to the document management device, document management method, and document management program of the present invention, when managing document data, it becomes possible to access information stored externally and easily check required information. [Brief description of the drawings]

[0011] [Figure 1] 1 is a diagram illustrating the overall configuration of a document management system according to an embodiment of the present invention. [Diagram 2] 2 is a diagram illustrating the hardware configuration of a document management device and a transaction management server. [Diagram 3] FIG. 2 is a diagram illustrating a hardware configuration of a document management apparatus and an external server. [Figure 4]2 is a diagram illustrating functions of a document management device, a transaction management server, and an external server. [Diagram 5] FIG. 13 is a diagram showing a menu screen. [Figure 6] FIG. 13 is a diagram showing a document list display screen. [Figure 7] FIG. 13 is a diagram showing a document details screen (preview display). [Figure 8] FIG. 13 is a diagram showing a document details screen (history display). [Figure 9] FIG. 13 is a diagram showing a document list display screen. [Figure 10] FIG. 13 is a diagram showing a document details screen (preview display). [Figure 11] FIG. 13 is a diagram showing a document details screen (preview display). [Figure 12] FIG. 13 is a diagram showing a document details screen (history display). [Figure 13] FIG. 13 is a diagram showing a menu screen. [Figure 14] FIG. 13 is a diagram showing a document inquiry screen. [Figure 15] FIG. 13 is a diagram showing a menu screen. [Figure 16] FIG. 13 illustrates a document transmission screen. [Figure 17] FIG. 1 is a process flow diagram showing a document management method. [Figure 18] FIG. 1 is a process flow diagram showing a document management method. DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS

[0012] <Overall configuration of document management system> Hereinafter, one embodiment of the present invention will be described with reference to FIGS. As shown in FIG. 1, the document management system S of this embodiment comprises a document management device 1 that manages "document data" output from an external output device, a database 100 connected to the document management device 1 and storing the document data, a transaction management server 200 that is communicatively connected to the document management device 1 and outputs the document data to the document management device 1, and an external server 300 that transfers data between the document management device 1 and performs data integration.

[0013] The document management device 1 stores the document data in database 100 according to differences in output methods (differences in output data) between external output devices (hereinafter also referred to as external output devices; one example is transaction management server 200) that output "document data," and manages the document data itself without tampering with the document data output from the external output device. The transaction management server 200 is a server that manages electronic commerce such as buying and selling of goods and provision of services, and manages the transaction details related to the electronic commerce. The transaction management server 200 also stores information on the transaction history including the transaction details related to the electronic commerce (transaction history information). The external server 300 is a server that provides management services related to electronic commerce, and realizes mutual data access between the document management device 1 and the external server 300, for example, by linking (linking) "document data" stored in the document management device 1 with "management data" that corresponds to the document data and is stored in the external server 300. The "management services related to electronic commerce" provided by the external server 300 are primarily accounting services (accounting management services), but may also be management services related to other business management systems (sales management systems, customer management systems, marketing management systems, human resources management systems, ERP systems (enterprise core systems), etc.). As shown in FIG. 1, the document management apparatus 1 may be communicably connected to a plurality of external servers 300 each of which provides a different management service.

[0014] <<Communication between document management device and transaction management server (storing and sending document data)>> 2, the document management device 1 is a device that provides a software service related to document management (document storage) to a transaction management server 200 that outputs "document data." The document management device 1 is, for example, a device related to cloud computing (cloud device) or a device that constitutes an on-premise system. In detail, the document management device 1 provides the server (terminal) that is the output source with mainly (1) a service of storing document data created by the server, (2) a service of querying and transmitting the stored document data, and (3) a service of storing document data received from the server (see FIG. 5). Specifically, the document management device 1 appropriately stores document data in accordance with the difference in the output method (difference in output data) with the server that is the output source, and manages the stored document data in a state in which the authenticity is objectively guaranteed. This "state in which the authenticity of document data is objectively guaranteed" indicates that the document data is stored in the document management device 1 as the same as the document data itself output from the output source, absorbing the difference in the output method by which the document data was output from the output source, regardless of the difference, and is a state in which it is guaranteed that the output document data and the stored document data are the same even from the perspective of a third party (objectively). In other words, the guarantee of the authenticity of document data indicates that it is guaranteed that the document data is the same before and after a specified process (the same applies below). The document management device 1 is capable of extracting the stored document data under specified search conditions, collating the extracted document data, and transmitting the extracted document data. More specifically, in managing the “document data” output from the output source, the document management device 1 acquires the “document data” and “transaction data” from the output source, associates these data, assigns a timestamp to the “document data”, and stores the “document data” and the “transaction data” in database 100.

[0015] "Document data" refers to document data related to transactions output from the transaction management server 200 that manages electronic commerce, and is electronic data (electronic documents) of documents used for transaction notifications, requests, claims, contracts, etc. Examples include estimates, purchase orders, delivery notes, invoices, receipts, contracts, etc. More specifically, it is electronic data of national tax-related ledgers (journal ledgers, purchase ledgers, fixed asset ledgers, etc.) and national tax-related documents (inventory lists, balance sheets, etc.). The format of the electronic data is not important, and it can be, for example, PDF format, text format, various document formats, as well as image formats such as JPEG and PNG, spreadsheet software formats, etc., but it is preferable that the format be a single format that can be recognized by various devices present in the document management system S. The document management device 1 makes it possible to store documents in the most suitable storage format, such as "a method of storing electronically created ledgers and documents as electronic ledgers (electronic ledger storage)," "a method of scanning and storing paper media (scanner storage)," and "a method of electronically storing electronically received transaction information (electronic transaction data storage)." Furthermore, the document management device 1 makes it possible to easily search for a document after it has been stored, and to check the transaction history of the document. Furthermore, a "transaction" refers to the process of providing or receiving goods or services between multiple parties, and there are various transaction formats, such as face-to-face sales and electronic commerce. Of these, electronic commerce is a transaction that takes place through electronic information communication on the Internet or a computer. In electronic commerce, the entire process, including the conclusion of the transaction and the creation of transaction data, can be completed electronically, without any human intervention whatsoever.

[0016] "Transaction data" refers to data related to a transaction, and indicates information on the transaction contents (also referred to as "transaction content information") contained in "document data." Specifically, the transaction data indicates the "client name," "transaction date," "transaction amount," and other transaction contents (type of transaction document, transaction memo, etc.). The format of the transaction data is not important, and it can be, for example, CSV format or binary data, but it is preferable that the format be a single format that can be recognized by various devices present in the document management system S. The "transaction data" and the "document data" corresponding to the transaction data are stored in the database 100 in an associated state. The "transaction data" is data that is used as a search condition (search tag) when searching for specific document data from among a plurality of document data stored in the database 100, for example. In other words, "document data" is data used as evidence of a transaction, and "transaction data" is data used when verifying, searching, and aggregating document data.

[0017] A "time stamp" is something that proves that "document data (electronic document)" existed at the time stamped on it (proof of existence), and also proves that the document data has not been tampered with since that time (proof of non-tampering). A timestamp contains a hash value created based on the document data (the original electronic document) as well as time information to prove it. The hash value is unique information for each piece of document data. The time information is information that indicates the time to prove that the document has not been tampered with.

[0018] The database 100 stores (associates) the "document data" and the "transaction data" to be managed by the document management device 1. The document management apparatus 1 may be configured to include the database 100, or the document management apparatus 1 and the database 100 may be configured separately. In this database 100, documents are stored (preserved) in the most appropriate storage format, such as the above-mentioned "method of storing electronically created ledgers and documents as electronic ledgers (electronic ledger storage)," "method of scanning and storing paper media (scanner storage)," and "method of electronically storing transaction information received electronically (electronic transaction data storage)."

[0019] As shown in FIG. 2, the transaction management server 200 is a server that manages electronic commerce, outputs “document data” and “transaction data” to the document management device 1, and receives document management services from the document management device 1. The transaction management server 200 accesses a website managed by the document management device 1 and displays service contents related to document management on a display screen when the user logs in (by inputting a user ID and password). Specifically, after the user logs in, the menu screen shown in FIG. 5 is displayed, and the screen transition is made by accepting the selection of the desired user operation, whereby the user can receive the services of (1) storing document data created on the server, shown in FIG. 6 to FIG. 12, (2) querying and sending stored document data, shown in FIG. 13 to FIG. 16, or (3) storing document data received from the server.

[0020] The transaction management server 200 stores and manages all information related to electronic commerce, such as the type of product or service, the transactor involved in the transaction, the transaction date, and the transaction amount. The transaction management server 200 is capable of creating "document data" and "transaction data" related to the electronic commerce described above and verifying the electronic commerce. The transaction management server 200 is also capable of receiving "document data" and "transaction data" related to the electronic commerce from other devices and verifying the electronic commerce. The transaction management server 200 is capable of outputting (transmitting) this data to the document management device 1, as well as outputting the data to a pre-specified storage area.

[0021] The transaction management server 200 is a device related to cloud computing or an on-premise device, similar to the document management device 1. This transaction management server 200 is linked to the document management device 1 ("first link" described later), and outputs "transaction data" and "document data" in a predetermined format (common format) agreed upon with the document management device 1. More specifically, the transaction management server 200 cooperates with the document management device 1 (first cooperation), and outputs and stores transaction data and document data in a specified format in a common cloud storage (a storage area on the cloud). This enables the document management device 1 to read out the transaction data and document data stored in the storage area and execute a specified process. In other words, the document management device 1 can obtain the "transaction data" related to electronic commerce and the "document data" related to the electronic commerce output from the transaction management server 200. The transaction management server 200 may output data upon a specific user operation or upon batch processing at a pre-specified timing. In addition, the transaction management server 200 may output the "transaction data" and "document data" to a shared storage area provided in the document management device 1, and the document management device 1 may read the "transaction data" and "document data" from the shared storage area. Of course, the above shared storage area may be provided in the transaction management server 200.

[0022] In the above, when the "transaction data" created in the electronic commerce completed by the transaction management server 200 and the "document data" corresponding to the transaction data are output to the document management device 1 at the same time (as a group), the "transaction data" and the "document data" are in a pre-associated state (in this case, the document management device 1 does not need to associate the two data). On the other hand, when, for example, the "transaction data" is output first and then the "document data" is output (when the document data is output as scanned document data) or when the "document data" is output first and then the "transaction data" is output, the document management device 1 associates the two data. Then, the document management device 1 guarantees that each of the two data is data output by the transaction management server 200, and also guarantees that the two data are associated with each other, and stores them in the database 100. In other words, when the document management device 1 manages the "document data" output from the transaction management server 200, it cooperates with the transaction management server 200 (first cooperation), and since no user changes or data update procedures are performed, it becomes possible to perform automated processing (semi-automated processing) from obtaining to saving the "document data" under specified conditions.

[0023] The above-mentioned "linkage (first linkage)" between the document management device 1 and the transaction management server 200 indicates a state in which an authentication process is performed to authenticate the user who uses these devices, the other party (user) who has been user-authenticated is specified on both sides, and information required by the user can be sent and received. Hereinafter, this linkage may also be referred to as "data linkage." In particular, the linkage between the document management device 1 and the transaction management server 200 refers to a state in which "transaction data" in a predetermined format and "document data" that constitutes a group of this transaction data can be transferred to the user via a predetermined storage area. On the other hand, the "data unlinked state" is different from the above-mentioned data linking mode, in that the other party is simply specified by the other party's specific information such as a URL or email address, and information is sent and received to the other party's specific information, and is different from the state in which data is sent and received after both parties authenticate each other. This "data unlinked state" is not limited to outputting or sending and receiving transaction data in a specified predetermined format, but is a state in which data in any data format can be sent and received to the document management device 1. In other words, by authenticating a user using an external authentication server (SSO (Single Sign On) server) not shown in the figure, the authenticated user can use the document management device 1 and transaction management server 200 to receive and send data by himself / herself. Furthermore, this authentication process enables the authenticated user to receive and transmit data by himself / herself in external server 300, which will be described later.

[0024] <<Communication between document management devices and external servers (mutual access to data through collaboration)>> 3, the document management device 1 can communicate with one or more external servers 300 that provide management services related to transactions, and connects to the external servers 300 to cooperate (second cooperation). This cooperation is a process of connecting mutual management specifications (determinations such as what data format to send and receive, etc.). This makes it possible to transfer between the document management device 1 and the external server 300 the "management specification data" generated based on the "transaction data" and used by the external server 300, and the "management data" created by the external server 300 based on the "management specification data". The document management device 1 then links (connects) the "document data" output from the transaction management server 200 and stored in the database 100 with the "management data" created based on the transaction data associated with the document data and stored in the external server 300, enabling them to be accessed by each other.

[0025] The "management specification data" is data used in the management service provided by the external server 300, which defines specifications such as required items and the format of data that can be set for those items in order to create the "management data". The management specification data is data generated based on the "transaction data" stored in the document management device 1. Specifically, the "management specification data" includes items such as "client name (transactor)," "transaction date," "transaction amount," and other management details (type of transaction document, transaction memo, etc.) that are necessary for creating management data, as well as an item of identification information to identify the "transaction data" that was the source of the data. Specific content data is also included for each of these items. More specifically, when the management service is an "accounting service," the "management specification data" is accounting journal data for creating accounting data. The accounting journal data includes items such as "biller," "payer," "date," "payment amount (also called journal information)," and other accounting details (accounting document type, accounting memo, etc.) as information necessary for creating accounting data, as well as specific content data for each item, and also includes an item of identification information for identifying the "transaction data" from which the data was created, and specific content data for that item.

[0026] "Management data" is electronic data (electronic document) created and stored by the external server 300 that provides the management service, and is basic data that serves as the basis of the management service and is the backbone of the management service. The "management data" is created based on the "management specification data" sent from the document management device 1. For example, if the "management data" is "accounting data" that serves as the basic data for accounting services, the accounting data naturally includes the above-mentioned "biller," "payer," "date," "amount paid," and other accounting details. The "management data" and the "management specification data" on which the management data is based are stored in an associated state in the external server 300. When storing the data, the external server 300 sets a prohibition setting to prohibit alteration or modification of at least one of the items of the management data and the management specification data. This prohibition setting is set based on the storage setting of the management data (such as "prohibition setting is set for specific items," "prohibition setting is set for all items," "prohibition setting is not set for all items," etc.). The "management specification data" may be used as a search criterion when searching for specific management data from among multiple management data stored in the external server 300. In other words, the "management specification data" may be used as evidence of the management data, and may be used as data to be used when confirming, searching, and aggregating the management data.

[0027] The "management services" provided by the external server 300 may be accounting services as well as management services related to business management systems, customer management systems, sales management systems, human resources management systems, and ERP systems. For example, if the management service is a service related to "sales management," the "management specification data" is "sales specification data" for creating sales data. The sales specification data includes sales content, which is the management content, such as "salesperson (sales representative)," "date," "number of sales cases," "sales amount," "sales target," and "customer information." For example, if the management service is a service related to "customer management," the "management specification data" is "customer specification data" for creating customer data. The customer specification data includes customer details, such as "customer information (customer attribute information)," "inquiry history," "business negotiation history," and "dates." For example, if the above management service is a service related to "sales management," the "management specification data" is "sales specification data" for creating sales data. The sales specification data includes sales details such as "sales product information," "inventory information," "sales price," "purchase and order information," and "date." For example, if the management service is a service related to "personnel management," the "management specification data" is "personnel specification data" for creating personnel data. The personnel specification data includes personnel content, which is the management content such as "employee information," "attendance information," "personnel evaluation," "recruitment information," and "dates." For example, if the management service is an ERP service, the management specification data is the core specification data for creating corporate core data. The core specification data includes core content, such as business information, sales information, personnel information, production information, accounting information, and dates. The document management apparatus 1 is communicably connected to a plurality of external servers 300 each of which provides a different management service.

[0028] 2 and 3, the document management device 1 stores in the database 100 the associated "document data" and "transaction data" output from the transaction management server 200, and upon receiving a predetermined user operation, generates "management specification data" based on the "transaction data" stored in the database 100. It also generates "access information (URL, IP address, document identification information, etc.)" (also referred to as "first external access information") for accessing the "document data" associated with the transaction data on which the "management specification data" is based. The document management device 1 transmits the "management specification data" and the "access information" to the external server 300. At this time, the "transaction data" on which the "management specification data" is based may also be transmitted. The transaction data will include contents common to the management specification data. This allows the document management device 1 to generate "management specification data" based on the transaction data output from the transaction management server 200, and transmit the data to the external server 300 while ensuring the authenticity of the data. In addition, the document management device 1 can transmit "access information" to the document data associated with the transaction data together.

[0029] The external server 300 is a server that provides management services (for example, accounting services), and similar to the document management device 1, is a device related to cloud computing or a device that constitutes an on-premise system. The external server 300 creates "management data" based on the "management specification data" received from the document management device 1, and assigns the "access information" received from the document management device 1 to the management data. In other words, the "management data" is associated with the "access information" and stored in the database 301. The management data at this time is created, for example, by transcribing or duplicating based on the association information between the items constituting the management specification data and the items of the management data that correspond to those items. Also, the items of the management data are set based on the items constituting the management specification data, and on logic learned in advance. This allows the user to easily determine what data (management specification data) of the document management device 1 was used to create the management data managed by the external server 300. Also, the management specification data can be easily accessed from the management data managed by the external server 300. Also, the external server 300 creates "external access information (URL, IP address, document identification information, etc.)" that enables access to the "management data" stored in the database 301. When the external server 300 receives the "management specification data" and the "transaction data" from the document management device 1, the external server 300 may store the management specification data and the transaction data and create the "management data" based on these data. In this case, the management specification data and the transaction data can be easily accessed from the management data managed by the external server 300.

[0030] The external server 300 transmits to the document management device 1 "document data identification information (document data ID)" for identifying the document data corresponding to the management data, and "external access information" for accessing the management data. Of course, the external server 300 may transmit "transaction data" corresponding to the management data. When the document management device 1 receives "document data identification information" and "external access information" from the external server 300, it identifies, based on the "external access information," the "management specification data" used to create the management data accessible by the "external access information," and assigns this "external access information" to the "document data" associated with the "transaction data" used to create the "management specification data." Alternatively, it assigns this "external access information" to the "document data" identified by the "document data identification information." The method of assignment at this time will be described later. The external server 300 may transmit only the "external access information" that enables access to the management data to the document management device 1. Even in this case, the document management device 1 can identify the "management specification data" and "document data" linked to the management data, and assign this "external access information" to the document data.

[0031] In the above process, the external server 300 transmits to the document management device 1 “document data identification information (document data ID)” that identifies the document data corresponding to the management data, and “external access information”, but the external server 300 may transmit the “management data” itself to the document management device 1. Although not necessarily required, if the external server 300 and the document management device 1 are connected via a high-security network such as VPN (Virtual Private Line) technology, or if a mutual authentication method is established by sender authentication or encryption processing, etc., the external server 300 may send "management data" to the document management device 1.

[0032] As a method (addition process) of adding information to the document data, first, "external access information" may be set as auxiliary data (additional information) of the document data. This auxiliary data is internal data of the document that includes "external access information" in the contents of the document data, and for example, one method is to add a new final page or the like of the document data and set the "external access information" on that final page, etc. In addition, the "external access information" may be set in the header or footer of the page.

[0033] As a second method of adding information to document data (addition process), "external access information" may be set as attribute data (also called "properties" or "attributes") of the document data. This attribute data is detailed information about the document data, and is external data of the document. Such an attachment method can be set by the user as setting information for each type (category) of document. The document management device 1 identifies the type of document to be set, and selects the first attachment method or the second attachment method based on the setting information corresponding to the type. Then, the document assigns "external access information" to the document data by one of the selected methods.

[0034] In addition, the document management device 1 may receive identification information contained in the "management specification data" sent to the external server 300 from the external server 300, identify the "transaction data" identified by that identification information, and assign "external access information" to the "document data" associated with that transaction data. As a result, in the document management device 1, by using the "external access information" for the stored document data, the user can easily determine what kind of data (management data) has been created for that document data. Also, the "management data" managed by the external server 300 can be easily accessed.

[0035] This enables mutual access between corresponding data between the document management device 1 and the external server 300. This means that data managed and stored in one device (apparatus) can access other data managed and stored in the other device (apparatus). Furthermore, the external server 300 can create "management data" using the "management specification data" received from the document management device 1, which can reduce the effort required of the user to input data into the external server 300. It can also prevent erroneous input by the user, and the user from using wrong document data to check the management data.

[0036] Furthermore, the document management device 1 can access the management data based on the external access information received from the external server 300, judge whether the management data matches the management specification data, and check the contents. The match is judged by comparing at least the item data (information on transaction contents) included in the management specification data with the item data included in the management data to see if they are the same. In addition, when the document management device 1 receives "management data" from the external server 300, the document management device 1 may determine whether or not this "management data" matches the management specification data. In this case, the determination of the match can be made without newly initiating communication between the document management device 1 and the external server 300, thereby preventing a load on the network. By judging the consistency in this way, it is possible to confirm the consistency of the actually registered data, and to guarantee a higher level of reliability of the data, compared to simply setting up a mutual link between the data.

[0037] In the above-mentioned document management system S, when the transaction management server 200 and the document management device 1 are connected and linked (first linkage), the document management device 1 stores the "document data" and "transaction data" output from the transaction management server 200 in the database 100, and manages the document data with the authenticity guaranteed (by attaching a timestamp). Furthermore, when the document management device 1 and the external server 300 are connected and linked (second linkage), the document management device 1 links the "document data" stored in the database 100 with the "management data" created based on the "transaction data" and "management specification data" associated with the document data in the external server 300. In this way, the document management device 1 can guarantee the authenticity of the management data stored in the external server 300 (database 301). In other words, as shown in Figures 2 and 3, when data is transferred from the transaction management server 200 to the external server 300 via the document management device 1, the document management device 1 can manage the data while guaranteeing the authenticity of the data.

[0038] In the above configuration, when the management contents included in the "management data" stored in the database 301 are changed by a user operation, the external server 300 detects the change in the management contents and notifies the user. Then, the external server 300 notifies the document management device 1 that the management contents included in the management data have been changed. When the document management device 1 receives the change notification from the external server 300, it records the change history of the management content (information such as the change content, the person who made the change, the date of the change, etc.) and stores it in association with the "management data" stored in the document management device 1 (database 100).

[0039] <Document management system hardware configuration> As shown in Figures 2 and 3, the document management device 1 is a computer equipped with a CPU as a data calculation and control processing device, a ROM, RAM, and HDD (SSD) as memory devices, and a communication interface for sending and receiving information data via the Internet. In addition to a main program that performs the functions required of a computer, a document management program is stored in the storage device (memory) of the document management device 1, and these programs are executed by a CPU (processor) to perform the functions of the document management device 1. Alternatively, they may be executed by a semiconductor integrated circuit or a field-programmable gate array (FPGA) that implements a CPU. Database 100, transaction management server 200, external server 300, and database 301 are also computers having similar hardware configurations. The document management device 1 is connected to a scanning device 2 via wired or wireless communication. The transaction management server 200 is also connected to a scanning device 201 in the same manner.

[0040] <Document management system functions> As shown in Figure 4, from a functional standpoint, the document management device 1 has a memory unit 10 that stores various programs and various data such as "document data," "transaction data," "management specification data," and "management data," as well as a data acquisition unit 11, a data registration unit 12, a data display unit 13, a data association unit 14, a stamp assignment unit 15, a data storage unit 16, an extraction unit 17, a transaction matching unit 18, a result notification unit 19, a transaction update unit 20, and a history recording unit 21 as its main components in order to execute the "function of storing document data created by the server." Furthermore, in order to execute the "function of querying and transmitting stored document data", the document management device 1 is provided with a data search unit 22, a data output unit 23, a data generation unit 24, an access information generation unit 25, a data transmission unit 26, a data reception unit 27, an external access information assignment unit 28, a second external access information assignment unit 29, a notification reception unit 30, a change recording unit 31, a data request unit 32, a data comparison unit 33, and a result notification unit 34. The above-mentioned "function of querying and transmitting stored document data" includes the process of the document management device 1 cooperating with the external server 300 to transfer data and mutually access data. These are composed of a CPU, ROM, RAM, HDD, communication interface, and various programs.

[0041] The storage unit 10 temporarily stores "document data" and "transaction data" output from the transaction management server 200, etc. The temporarily stored "document data" and "transaction data" are registered, associated, time-stamped, and saved by the document management device 1, and then stored in the database 100 under the centralized management of the document management device 1 as appropriate. The storage unit 10 may temporarily store the "management specification data" generated by the document management device 1 and the "management data" created by the external server 300 and transmitted from the external server 300. At this time, the temporarily stored "management specification data" and "management data" are associated with each other by the document management device 1, and after being saved with a timestamp, the data may be stored in the database 100 under the unified management by the document management device 1.

[0042] Regarding the transaction management server 200 and the external server 300 from a functional perspective, as shown in FIG. 4, their main components are memory units 210, 310 for storing various programs and data, communication units 211, 311 for sending and receiving various data, screen display units 212, 312 for displaying service contents related to document management, and operation execution units 213, 313 for accepting user input or selection and executing operation processing. In addition, external server 300 further includes a management data creation unit 314 that creates "management data" based on the "management specification data", an access information creation unit 315 that creates "external access information" for accessing the "management data" stored in database 301, and a change notification unit 316 that notifies of any changes to the management contents included in the "management data" stored in database 301.

[0043] The following provides a detailed description of (1) the function of storing document data created by the server and (2) the function of querying and transmitting the stored document data, both of which are provided by the document management device 1. As for (3) the function of saving document data received from the server, a description thereof will be omitted.

[0044] <<(1) Storage of electronic documents created by the server (terminal)>> (1-1) A case will be described where "document data" and "transaction data" electronically created by the transaction management server 200 are output from the server. First, the data acquisition unit 11 acquires a group of “document data” and “transaction data” simultaneously output from the transaction management server 200 . To explain in more detail, the transaction management server 200 is linked (first link) with the document management device 1, and when it outputs "document data", it automatically outputs (simultaneously outputs) "transaction data" corresponding to the "document data". Moreover, the "transaction data" is "transaction data (for example, CSV data)" having a common format with the document management apparatus 1.

[0045] In this case, the data registration unit 12 automatically registers the "document data" and the "transaction data" in an associated state when the data acquisition unit 11 acquires both data. Then, the stamp assignment unit 15 assigns a timestamp to the "document data" associated with the "transaction data". Then, the data storage unit 16 stores the "document data" and the "transaction data" associated with each other. In other words, when storing the "document data" that is consistently created electronically in the transaction management server 200, cooperation (first cooperation) with the document management device 1 is established, making it possible to manage the "document data" and "transaction data" with their authenticity objectively guaranteed.

[0046] A specific description will be given below with reference to Figs. 5 to 8. First, upon receiving a login operation by a user via the transaction management server 200, the document management device 1 presents (displays) the menu screen 40 shown in Fig. 5. The menu screen 40 is a list screen that allows the user to select a desired selection item from a plurality of selection items. 5, a selection item 41 "Save electronic document created by server" is displayed at the top left, a selection item 42 "Query / send saved document" is displayed at the top right, and a selection item 43 "Save document received by server" is displayed at the bottom left. In more detail, the selection item 41 displays an item 41a "Import electronic document" and an item 41b "Register electronic document", the selection item 42 displays an item 42a "Query electronic document" and an item 42b "Send electronic document", and the selection item 43 displays an item 43a "Import electronic document" and an item 43b "Register electronic document".

[0047] Then, when the user selects the item 41a "Import electronic document" of the selection item 41 "Save electronic document created by server", the data acquisition unit 11 imports the "transaction data" and "document data" stored in the common cloud storage (specified storage folder). Alternatively, the data acquisition unit 11 may acquire the specified data by the user specifying the data to be imported (transaction data, document data, etc.).

[0048] Then, the data display unit 13 displays the document list display screen 50 shown in FIG. In Fig. 6, at the top of the document list, the registration status "Registered", document name "Invoice 22040101A", document type "Invoice", customer name "Leaf Ichiro", transaction date "2022 / 4 / 1", transaction amount "194,000", registrant "Broad Taro", time stamp "2022 / 4 / 7", storage date "2022 / 4 / 7", external access information "Link URL", and second external access information "Link URL" are displayed. Details of the external access information and the second external access information will be described later (explained using the document inquiry screen 70 shown in Fig. 14). In the case of a document whose registration status is “registered”, the “document data” and “transaction data” have already been associated with each other, a time stamp has been added, and the document has been stored in the database 100 . On the other hand, in the case of a document whose registration status is "provisionally registered (unregistered)", the "document data" and the "transaction data" are not (completely) associated, no timestamp is assigned, and the document is not saved (waiting state) and temporarily stored in the storage unit 10. In the case of "provisionally registered (unregistered)", only the "document data" has been imported, only the "transaction data" has been imported, or the "document data" and the "transaction data" have been imported but are not associated with each other and temporarily stored in the storage unit 10.

[0049] Then, when the user selects the document name "Invoice 22040101A", the data display unit 13 displays the document details screen 60 shown in FIG. 7 and FIG. In FIG. 7, a window 61 "Electronic Document Details" pops up, with "Transaction Content Information" displayed in a display area 61a on the left and a preview of "Document Data (PDF Data)" displayed in a display area 61b on the right. Moreover, a list of "history information" is displayed in a display area 61c on the right side of Fig. 8. In other words, different information can be displayed in the display area on the right side of the window 61 by switching between tabs.

[0050] As explained above, in the case of (1-1), when the data acquisition unit 11 acquires both data, the data registration unit 12 (automatically) registers the “document data” and the “transaction data” in an associated state, the stamp assignment unit 15 assigns a timestamp to the “document data”, and the data storage unit 16 stores the “document data” and the “transaction data”. That is, as shown in Figures 6 to 8, the document management device 1 can store the "electronic document (document data)" in the database 100 in a state in which it is associated with the "transaction data" without receiving a specific user operation or confirmation process by the user. (Figures 6 to 8 show the state after the electronic document has already been automatically stored in the database 100.)

[0051] (1-2) Next, we will explain the case where, of the group of "document data" and "transaction data" that is composed of a single set, "transaction data" is output first from the transaction management server 200, and the "document data" output after that is scanned document data (document data that is output as a document by the server and created by digitizing the document). As an example, a case where document management using paper media (medium different from electronic media) is handled (analog handling case) will be described. It should be noted that if the "document data" is not scanned document data but is document data electronically created by a server, there is no need to perform the scanning process, character recognition process (OCR process), and matching process described below.

[0052] First, the data acquisition unit 11 acquires "transaction data" from the transaction management server 200, and the data registration unit 12 registers the "transaction data". To explain in more detail, the transaction management server 200 is linked (first link) with the document management device 1, and when "document data" is printed out to the outside, it automatically outputs "transaction data" corresponding to the "document data" to the document management device 1. Moreover, the "transaction data" is "transaction data (CSV data)" having a common format with the document management device 1.

[0053] Thereafter, when the transaction management server 200 acquires the "scanned document data", the data acquisition unit 11 accepts user operation through the transaction management server 200 to acquire the "scanned document data", and the data association unit 14 associates the "scanned document data" corresponding to the pre-registered "transaction data" with the transaction data. Then, triggered by character recognition processing (OCR processing) and confirmation processing by the user, the stamp assignment unit 15 assigns a time stamp to the "scanned document data" that is associated with the "transaction data" and whose transaction content has been confirmed. The data storage unit 16 then stores the "scanned document data" and the "transaction data" that are associated with each other. Here, the "character recognition process" refers to a process executed by an extraction unit 17 that extracts information on transaction contents (transaction content information) by performing character recognition from "scanned document data" created by digitizing a document into image data, a transaction matching unit 18 that matches the transaction content information extracted from the "scanned document data" with the transaction content information included in the "transaction data" associated with the "scanned document data", and a result notification unit 19 that notifies the matching result (by displaying it on the display screen and sending it to a specified destination). The "confirmation process by the user" is a confirmation process determined by a user operation.

[0054] In this way, when storing the "scanned document data" that was printed out as a document from the transaction management server 200 and then created by digitizing the document, the "transaction data" that was previously imported and registered in the document management device 1 is first associated with the "scanned document data" that was imported later, in response to a user operation. Then, triggered by character recognition processing and user confirmation processing, a timestamp is added to the "scanned document data" and the "scanned document data" is stored. In other words, when saving "scanned document data" that is created by printing out the document and then digitizing it again, the authenticity between the "scanned document data" and the "transaction data" is not necessarily guaranteed. Therefore, a "user confirmation process" is required (data will not be saved by automatic processing).

[0055] A specific description will be given below with reference to Figs. 5 and 9 to 12. First, when a user selection of item 41a on menu screen 40 shown in FIG. 5 is accepted, data acquisition unit 11 first retrieves "transaction data" stored in a common cloud storage. At this point, the "scanned document data" is not stored.

[0056] Then, the data display unit 13 displays the document list display screen 50 shown in FIG. In Figure 9, at the top of the document list, the registration status "Provisional registration", document name "Invoice 23041101A", document type "Invoice", client name "Leaf Shiro", transaction date "2023 / 4 / 11", transaction amount "150,000", registrant "Broad Taro", timestamp "-", and saved date "-" are displayed. In other words, the document name "Invoice 23041101A" is in a "provisionally registered" state, and only the "transaction data" of the document is registered. In other words, the document is waiting for the registration and association of the "document data" corresponding to the "transaction data" (standby state, standby state).

[0057] Then, when the user's selection operation of the document name "Invoice 23041101A" is accepted, the data display unit 13 presents the document details screen 60 shown in Figs. In FIG. 10, "Transaction Details Information" is displayed in a display area 61a on the left side of the window 61, while nothing is displayed in a display area 61b on the right side. In other words, it can be seen that although the "transaction data" for this document has been registered, the scanned document data has not yet been registered and is not associated with the transaction data.

[0058] Then, after the data acquisition unit 11 subsequently acquires the "scanned document data", the data association unit 14 accepts a user operation and associates the "scanned document data" with the "transaction data" that has already been registered. Regarding data association, the document management device 1 may associate the registered "transaction data" with the "scanned document data" stored in the cloud storage by matching the document ID or the client name, transaction date and time, and transaction amount, and the user may then perform a confirmation operation. Alternatively, data association may be performed by the user selecting the "scanned document data," or by the user dragging the "scanned document data" in FIG. 10, etc. When the data is associated, as shown in FIG. 11, "transaction details information" is displayed in a display area 61a of a window 61, and a preview of "document data" is displayed in a display area 61b on the right side.

[0059] Then, when the user operates the execute button 62 "F7 AIOCR" on the document details screen 60 in Fig. 11, the extraction unit 17, the transaction matching unit 18, and the result notification unit 19 perform character recognition processing. It is also possible to perform character recognition processing (AIOCR processing) using AI (artificial intelligence) using learning data as described later. Through this character recognition process, the result notification unit 19 presents the result of matching the transaction content information in the "transaction data" in the display area 61a with the transaction content information extracted from the "scanned document data" in the display area 61b.

[0060] Specifically, when the transaction details are matched (the transaction details match), the result notification unit 19 presents that fact (for example, the match result "transaction details match") and notifies the user of the match result. After the user performs a confirmation process, the result notification unit 19 accepts the user's operation of the execution button 63 "F12 timestamp + save" and causes the stamp assignment unit 15 to assign a timestamp to the "scanned document data" whose transaction details have been matched. The data storage unit 16 then stores the "scanned document data" and "transaction data" that are associated with each other. Alternatively, without accepting the operation of the execute button 63, the stamp assignment unit 15 may automatically assign a timestamp and the data storage unit 16 may automatically store both pieces of data when the user performs a confirmation process using the matching results (when the transaction details have been matched).

[0061] On the other hand, if the transaction details cannot be matched (if the transaction details do not match or the transaction details information is different), the result notification unit 19 will notify the user of the transaction details that could not be matched (display them on the display screen). For example, if the transaction amount in display area 61a shown in FIG. 11 is "150,000" and the transaction amount extracted in display area 61b is "160,000," the transaction details that could not be matched (in the above example, the transaction amount in display area 61a and the transaction amount extracted in display area 61b are different) are notified. The user can recognize that the transaction amount in display area 61a is different from the transaction amount extracted in display area 61b as a result of the comparison, and when the user performs a confirmation process to accept this difference, transaction update unit 20 updates (overwrites) the transaction amount "150,000" in display area 61a with the transaction amount "160,000" extracted in display area 61b. Conversely, when the user performs a confirmation process to not accept this difference, no update is performed and the content originally displayed continues. Then, the data association unit 14 associates information (update information) on the transaction details after the user has confirmed the transaction details through a confirmation process with the "scanned document data." Then, upon receiving an operation of the execute button 63 by the user, the stamp adding unit 15 adds a timestamp to the "scanned document data". Then, the data saving unit 16 saves both data. Alternatively, the stamp adding unit 15 may add a timestamp and the data saving unit 16 may save both data in response to (automatically) a confirmation process performed by the user.

[0062] By the way, by switching tabs in the display area 61b on the right side of the document details screen 60 shown in Fig. 11, a list of "history information" is displayed in the display area 61c on the right side, as shown in Fig. 12. In the display area 61c, a list of history information recorded by the history recording unit 21 is displayed. More specifically, the history recording unit 21 records at least history information of user operations performed on the "document data" and "transaction data" output from the transaction management server 200, and update information for transaction details that could not be matched (different transaction details). In other words, the history recording unit 21 records history information of a series of processes performed on the "document data" and "transaction data". Specifically, as user operation history information, the display area 61c in FIG. 12 displays the updater "Broad Taro", the process "New", the history content "Provisional Registration", the process "AIOCR", and the history content "Transaction Content". As update information, the display area 61c in FIG. 12 displays the updater "-", the process "automatic update", and the history content "transaction amount". By doing so, even if the updated transaction details are saved as data in an incorrect state, the history of the incorrect update information can be recorded, allowing the chronological order to be traced back to the input record of the incorrect information. In other words, by recording the history information, traceability can be ensured.

[0063] As explained above, in the case of (1-2), although both data are output from the transaction management server 200, the authenticity between the "transaction data" and the "scanned document data" is not necessarily guaranteed (the scanned document data may have been altered). In other words, the data is not saved by automatic processing as in (1-1). Therefore, it is necessary to associate the "transaction data" that was previously imported and registered in the document management device 1 with the "scanned document data" that was imported later, triggered by a confirmation process by the user. Then, after character recognition processing and confirmation processing by the user, the stamp assignment unit 15 assigns a timestamp to the "scanned document data", and the data storage unit 16 stores the "scanned document data" and the "transaction data".

[0064] <<(2) Viewing and sending stored document data>> (2-1) A case where a "query" for predetermined document data is received through a user operation will be described.

[0065] First, when a selection operation of the item 42a “Electronic document inquiry” of the selection item 42 “Inquire / send saved documents” on the menu screen 40 shown in FIG. 13 is accepted, the document management device 1 presents a document inquiry screen 70 shown in FIG. Although the document inquiry screen 70 shown in FIG. 14 already displays a list of document data, in reality, the list of document data is not displayed before the user operates the execute button 71 “Start Search”.

[0066] On the document inquiry screen 70, when the user inputs search items and operates the execute button 71 "start search", the document management device 1 starts a search based on the search items. More specifically, the data search unit 22 receives a search request for specific document data from the transaction management server 200, and searches among a plurality of document data stored in the database 100 for the document data to be referenced. The data search unit 22 searches for "document data" associated with the "transaction data" using information on the transaction details included in the "transaction data" as a search condition. The "transaction details information" that is the search condition is information on the client (client name), transaction date, and transaction amount, as shown in Fig. 14. In addition, information related to the transaction data, such as registration status, document type, and document name, as well as information on the saver, save date, registrant, and timestamp date, may be further search candidates. In addition, information on the transaction details included in the "transaction data" or information related to the transaction data may be set as a label to be used for searching (labeling process), and the search process may be performed based on the label.

[0067] Then, the data output unit 23 outputs the target "document data" searched for by the data search unit 22. As an example of the output form at this time, the target "document data" is presented on a display screen. The data output unit 23 presents the target "document data" and the transaction data associated with the document data on a display screen. More specifically, the data output unit 23 displays a list of the targeted document data, such as a document inquiry screen 70 shown in FIG. In Figure 14, at the top of the document (document data) list, the following is displayed: download "Download URL", registration status "Registered", document ID "*", document name "Invoice 22040101A", type "Invoice", client "Leaf Ichiro", transaction date "2022 / 4 / 1", transaction amount "194,000", registrant "Broad Taro", timestamp "2022 / 4 / 7", save date "2022 / 4 / 7", external access information "Link URL", second external access information "Link URL", etc.

[0068] Furthermore, when a selection operation of the document name "Invoice 22041101A" by the user is accepted, the data output unit 23 presents a document details screen (not shown). On the document details screen, for example as shown in FIG. 7, the contents of "transaction data" are displayed in the left display area, and the contents of "document data" are displayed in the right display area. That is, the data output unit 23 presents the target "document data" and the "transaction data" associated with the document data through the document inquiry screen 70 shown in FIG. 14 and a document details screen (not shown).

[0069] FIG. 14 shows the external access information and the second external access information of the target document data. With regard to the former (external access information), the external access information adding unit 28 adds external access information (such as a URL) to the “document data” stored in the database 100, which is stored in the external server 300 (database 301) and corresponds to the document data and which is linked to the “management data (original data).” The above-mentioned “management data (original data)” is the original data of the management data created by the external server 300. For example, in FIG. 14, when a selection operation is received for the execute button 72 “External Access Information” for the document name “Invoice 22041101A”, the data output unit 23 accesses the “Management Data (Original Data)” stored in the external server 300 and presents the contents of the management data on the display screen. By adding the external access information as described above, the connection between the "document data" and the "management data (original data)" corresponding to the document data can be easily understood. In addition, it can be confirmed that document management is being performed for the original data stored in the external server 300.

[0070] As for the latter (second external access information), the second external access information assignment unit 29 assigns, to the “document data” stored in the database 100, second external access information (URL, IP address, document identification information, etc.) to the “corresponding document data (original data)” that is stored in the transaction management server 200 and corresponds to the document data. The “corresponding document data” is the original data of the document data created by the transaction management server 200 . For example, when a selection operation is accepted for the execute button 73 "Second external access information" for the document name "Invoice 22041101A" in Figure 14, the data output unit 23 accesses the "corresponding document data" stored in the transaction management server 200 and presents the contents of the corresponding document data on the display screen. By providing the second external access information as described above, the connection between the "document data" and the "corresponding document data (original data)" can be easily understood. In addition, it can be confirmed that document management is being performed for the original data stored in the transaction management server 200. In addition, Fig. 14 shows an example in which external access information and second access information have been set for all document data, but of course, if this information is in a state before it has been set, it will not be displayed, and "-" or the like will be displayed. In addition, if a state in which access is not possible due to this access information (so-called broken link) is occurring, a message to that effect will be displayed. Furthermore, the display form (color, shape) may be different depending on whether the "management data" and the "management specification data" match or do not match, depending on the above-mentioned consistency determination process.

[0071] (2-2) Next, a case where a "transmission (transmission request)" of predetermined document data (management specification data corresponding to the document data) is accepted through a user operation will be described. Specifically, we will explain the case where the document management device 1 accepts a specified user operation, generates "management specification data" based on "transaction data" stored in the database 100, and transmits the "management specification data" to the external server 300.

[0072] First, when a selection operation of the item 42b “Send electronic document” of the selection item 42 “Query / Send saved document” of the menu screen 40 shown in FIG. 15 is accepted, the document management device 1 presents a document sending screen 80 shown in FIG. It should be noted that, on the document transmission screen 80 shown in FIG. 16, before the user operates the execution button 81 "start search", the list of document data is not displayed.

[0073] On the document transmission screen 80, when the user inputs search items and operates the execute button 81 "start search", the document management apparatus 1 presents the "document data" to be transmitted on the display screen. Furthermore, when a selection operation of the document name "Invoice 22041101A" by the user (operation of the execute button 82) is accepted, the data output unit 23 presents a document details screen (not shown). After accepting the user's input and selection of the destination information on the document details screen, when the execute button 83 "send document" is selected, the document management device 1 transmits the "document data" and "transaction data" to the destination. Alternatively, the document management device 1 can transmit "management specification data" corresponding to the "document data (transaction data)" to the destination. Specific processing contents will be described below for the transmission modes (transmission patterns) shown in FIG.

[0074] (2-2-1) Communication between document management device and external server (data transmission through collaboration) As shown in FIG. 3, the document management device 1 is capable of communicating with an external server 300, and is connected to and cooperates with the external server 300 to exchange data with the external server 300.

[0075] Specifically, the document management device 1 (data generation unit 24) generates "management specification data" based on "transaction data" associated with predetermined "document data" stored in the database 100. The "management specification data" is used for the management service provided by the external server 300, and is specification data for creating the "management data". The access information generating unit 25 generates "access information (URL, etc.)" that enables access to the "document data" associated with the transaction data used to generate the "management specification data." Then, the data transmission unit 26 transmits the "management specification data" and the "access information" generated by the document management device 1 to the external server 300. At this time, the "transaction data" on which the "management specification data" is based may also be transmitted.

[0076] When the external server 300 receives the "management specification data" and the "access information" from the document management device 1, the management data creation unit 314 creates "management data" based on the management specification data. The "management data" is the basis of the management service and is basic data that forms the backbone of the management service. Moreover, the management data creation unit 314 adds to the "management data" the "access information" received from the document management device 1. More specifically, the "management data" is stored in the database 301 in association with the "management specification data" and the "access information". The access information creation unit 315 creates “external access information (URL, etc.)” for accessing the “management data” stored in the database 301 . Then, the external server 300 transmits "document data identification information (document data ID)" for identifying the document data corresponding to the management data, and "external access information" for enabling access to the management data, to the document management device 1. At this time, in order to identify the "document data" corresponding to the management data that was the basis for creating the "management data", the external server 300 may also transmit the "transaction data" that was the basis for creating the "management data".

[0077] When the document management device 1 (data receiving unit 27) receives "document data identification information" and "external access information" from the external server 300, the external access information assignment unit 28 assigns the "external access information" to the "document data" associated with the transaction data used to generate the "management specification data". This allows the document management device 1 to link the "document data" output from the transaction management server 200 and stored in the database 100 with the "management data (original data)" created based on the transaction data associated with the document data and stored in the external server 300 (database 301). In other words, mutual access of data between the document management device 1 and the external server 300 can be realized.

[0078] Specifically, as shown in FIG. 14, the data output unit 23 displays the target "document data" and the "external access information" added to the document data on a document inquiry screen 70. For example, when a selection operation is received for the execute button 72 "External Access Information" for the document name "Invoice 22041101A," the data output unit 23 accesses the "Management Data (Original Data)" stored in the external server 300 and presents the contents of the management data on the display screen.

[0079] In addition, the second external access information assignment unit 29 assigns, to the "document data" stored in the database 100, "second external access information" for accessing the "corresponding document data (original data)" that is stored in the transaction management server 200 and corresponds to the document data. Then, as shown in FIG. 14, the data output unit 23 displays the target "document data" and the "second external access information" added to the document data on the document inquiry screen 70. For example, when a selection operation is received for the execute button 73 "Second external access information" for the document name "Invoice 22041101A," the data output unit 23 accesses the "corresponding document data (original data)" stored in the transaction management server 200 and presents the contents of the corresponding document data on the display screen. That is, the data output unit 23 simultaneously displays on the display screen the "document data", the "corresponding document data (original data)" corresponding to the document data, and the "management data" corresponding to the document data. Therefore, the connection between these data can be easily understood.

[0080] (2-2-2) Recording of change history information for managed data When the management contents included in the "management data" stored in the external server 300 (database 301) are changed by a user operation, the document management device 1 receives a change notification of the management contents from the external server 300 and records the change history information. Specifically, the following process is performed.

[0081] When the management contents included in the “management data” stored in the database 301 are changed by a user operation, the external server 300 detects the change in the management contents and notifies the user, who is a user of the external server 300. Then, the change notification unit 316 notifies the document management apparatus 1 that the management contents included in the management data have been changed.

[0082] When the document management device 1 (notification receiving unit 30) receives a notification of a change to the management content stored in the database 301 from the external server 300, the change recording unit 31 records the change history of the management content (information such as the change content, the person who made the change, the date of the change, etc.) and stores it in association with the "management data" stored in the document management device 1 (database 100). In addition, if there is a change in the management content contained in the "management data" stored in database 301, the document management device 1, upon receiving the change notification, should change the state of the management data stored in database 301 to one in which the authenticity of the management data is not guaranteed.

[0083] In addition, based on the "external access information", the document management device 1 accesses the "management data" stored in the external server 300 (database 301) and confirms (monitors) that there are no changes to the management contents contained in the management data. For example, the document management device 1 periodically checks whether the management contents of each "management data" have not been changed, that is, checks whether the management contents of each "management data" have been matched with the management contents included in the "management specification data" used to create the management data. Specifically, the document management device 1 performs the following process. In addition, when a prohibition setting is set to prohibit modification or change for each item of the "management data" stored in the external server 300 as described above, it is also possible to determine whether the management contents included in the "management data" have been modified or changed by checking whether the prohibition setting is set for all items. In addition to the information on the prohibition setting, it may be possible to determine whether the management contents included in the "management data" have been modified or changed based on the change history of the information on the prohibition setting. In other words, if there is no change history of the information on the prohibition setting "prohibit all items", it can be determined that the management contents included in the "management data" have not been modified or changed. On the other hand, if there is a change history of the prohibition setting "prohibit all items", it cannot be determined that the management contents have not been modified or changed because the items of the "management data" were in a state where they could be changed.

[0084] First, the data request unit 32 requests the external server 300, based on the "external access information", for "management data" that can be accessed using the external access information. The data comparison unit 33 compares the management contents contained in the “management data” obtained from the external server 300 upon request by the data request unit 32 with the “management specification data” stored in the database 100 and used to create the management data.

[0085] Then, the result notification unit 34 notifies the external server 300 of the result of the matching by the data matching unit 33 . Specifically, the result notification unit 34 records the comparison result when the management contents included in the "management data" match the "management specification data" through the comparison by the data comparison unit 33 or based on the prohibition setting of the "management data". With the above comparison result (matching comparison result), the document management device 1 continues to manage the data in a state where the authenticity of the management data stored in the database 301 is guaranteed. On the other hand, if the comparison by the data comparison unit 33 shows that the management contents included in the "management data" do not match the "management specification data", the result notification unit 34 records the comparison result and notifies the external server 300 that the "management data" stored in the external server 300 has been changed. Then, the document management device 1 manages the management data stored in the database 301 without guaranteeing the authenticity of the management data based on the comparison result (mismatch).

[0086] With the document management system S, when managing document data, it is possible to access information stored in an external server or terminal and easily check required information. Specifically, mutual data access can be realized between the document management apparatus 1 and the external server 300. Also, mutual data access can be realized between the document management apparatus 1 and the transaction management server 200.

[0087] <Document management method> Next, the process of the document management program (document management method) executed in the document management system S will be described with reference to FIGS. The above program in this embodiment is a program for realizing the above-mentioned data acquisition unit 11, data registration unit 12, data display unit 13, data association unit 14, stamp assignment unit 15, data storage unit 16, extraction unit 17, transaction matching unit 18, result notification unit 19, transaction update unit 20, history recording unit 21, data search unit 22, data output unit 23, data generation unit 24, access information generation unit 25, data transmission unit 26, data receiving unit 27, external access information assignment unit 28, second external access information assignment unit 29, notification receiving unit 30, change recording unit 31, data request unit 32, data matching unit 33, and result notification unit 34 as functional components of a document management device 1 equipped with a memory unit 10, and the CPU (processor) of the document management device 1 executes this document management program. The storage unit 10 and database 100 of the document management device 1 store "document data," "transaction data," "management specification data," "management data," and the like.

[0088] FIG. 17 shows the flow of processing performed in the document management device, and shows the above-mentioned (1) "document management method" regarding the storage of electronic documents created by the transaction management server. FIG. 18 shows the flow of the process performed in the document management device, and shows the above (2) "document management method" related to inquiry and transmission of stored document data.

[0089] The process flow (1) of the document management method performed by the document management device shown in Figure 17 begins with step 1 (S1) in which the data acquisition unit 11 acquires a group of "document data" and "transaction data" from the transaction management server 200.

[0090] Then, in step 2, if the document management device 1 (data acquisition unit 11) acquires the "document data" and the "transaction data" simultaneously (if it is determined that they have been acquired simultaneously) (step 2: Yes), the process proceeds to step 3. If it is not determined that they have been acquired simultaneously (step 2: No), the process proceeds to step 6.

[0091] Steps 3 to 5 correspond to the above-mentioned case (1-1), which is specifically a case in which transaction data and document data in a predetermined format are output together. In step 3, upon receipt of the "document data" and "transaction data" simultaneously output from the transaction management server 200, the data registration unit 12 automatically registers both data in the memory unit 10 in an associated state. Then, in step 4, the stamp applying unit 15 automatically applies a time stamp to the "document data" associated with the "transaction data." Then, in step 5, the data storage unit 16 automatically stores the associated “document data” and “transaction data” in the database 100. As described above, when the transaction management server 200 stores the "document data" that has been electronically created throughout the process, the transaction management server 200 cooperates with the document management device 1 and manages the "document data" and "transaction data" in a state where the authenticity of the "document data" and "transaction data" is objectively guaranteed. Therefore, after a group of "document data" and "transaction data" are acquired simultaneously, both data are automatically registered, a timestamp is automatically assigned to the document data, and both data are automatically stored. In the above case of (1-1), the process of FIG. 19 is completed through steps 1 to 5.

[0092] Steps 6 to 13 correspond to the above-mentioned case (1-2). Specifically, this is the case where the data acquisition unit 11 first acquires "transaction data" from the transaction management server 200, and then acquires "document data" corresponding to the "transaction data."

[0093] In step 6, the data acquisition unit 11 first acquires the "transaction data" output from the transaction management server 200, and in step 7, the data registration unit 12 registers the "transaction data". Thereafter, when the "transaction data" is stored in the storage unit 10 and is in a standby state, the data acquisition unit 11 acquires the "document data" in step 8. Then, in step 9, in response to the acquisition of the data, the data association unit 14 associates the "document data" with the "transaction data" that has been registered in advance.

[0094] Then, if the "document data" is scanned document data (step 10: Yes), the process proceeds to step 11, where the document management device 1 performs character recognition processing (OCR processing). More specifically, in step 11, the extraction unit 17 extracts transaction content information from the "scanned document data" by character recognition. Then, the transaction matching unit 18 matches the transaction content information extracted from the "scanned document data" with the transaction content information included in the "transaction data". Then, the result notification unit 19 displays the matching result on the display screen. On the other hand, if the “document data” is not scanned document data but is document data electronically created by the server (step 10: No), the process proceeds to step 12 without going through the character recognition process in step 11.

[0095] Then, in step 12, in response to confirmation processing by the user, the stamp assignment unit 15 assigns a time stamp to the "document data" that is associated with the "transaction data" and whose transaction details have been confirmed. Then, in step 13, the data storage unit 16 stores the associated "document data" and "transaction data." As mentioned above, although both data are output from the transaction management server 200, there is no guarantee that the transaction details will match exactly between the "transaction data" and the "(scanned) document data", and the authenticity of the transaction data is not guaranteed (the document data may be processed when printed out, and the transaction data may be processed during character recognition processing). In other words, the data is not saved by automatic processing as in (1-1). Therefore, it is necessary to carry out a user confirmation process using the result of comparing the "transaction data" previously imported into the document management device 1 with the "(scanned) document data" imported later, and to associate the data. In addition, it is necessary to carry out a character recognition process, a user confirmation process, add a timestamp, and store the data. In the above case of (1-2), the process of FIG. 19 is completed through steps 1 to 2 and steps 6 to 13.

[0096] Next, a process flow (2) of the document management method performed by the document management device shown in FIG. 18 will be described. In this flow, first, the document management device 1 confirms that communication is established with the external server 300 that provides a management service, and that the document management device 1 is linked to the external server 300 (step 101). It should be noted that the process from step 102 onwards is premised on the fact that the document management apparatus 1 is capable of communicating with the external server 300.

[0097] In step 102, the data generation unit 24 generates "management specification data" based on "transaction data" associated with predetermined "document data" stored in the database 100. That is, "management specification data" corresponding to (related to) the "document data" is generated. Then, in step 103, the access information generating unit 25 generates "access information (URL, etc.)" for accessing the "document data" associated with the transaction data used to generate the "management specification data."

[0098] In step 104 , the data transmission unit 26 transmits the “management specification data” and the “access information” generated by the document management apparatus 1 to the external server 300 . When the external server 300 receives the "management specification data" and "access information" from the document management device 1, it creates "management data" based on the management specification data, attaches the "access information" to the management data, and stores the management data in the database 301. In addition, the external server 300 creates "external access information" for accessing the "management data" stored in the database 301. Then, the external server 300 transmits the "management data" and the "external access information" corresponding to the management data to the document management device 1.

[0099] In step 105, the data receiving unit 27 receives from the external server 300 "document data identification information (document data ID)" for identifying the document data corresponding to the management data, and "external access information" for enabling access to the management data. Then, in step 106, the external access information attachment unit 28 attaches the "external access information" to the "document data" associated with the transaction data used to generate the "control specification data".

[0100] In step 107, the document management device 1 links the "document data" output from the transaction management server 200 and stored in the database 100 with the "management data (original data)" created based on the transaction data associated with the document data and stored in the external server 300. In other words, mutual access of data between the document management device 1 and the external server 300 is realized. The document management device 1 (second external access information providing unit 29) can provide "second external access information" for accessing "corresponding document data (original data)" that is stored in the transaction management server 200 and corresponds to the "document data" stored in the database 100. In this way, the document management device 1 can simultaneously display the "document data", the "corresponding document data (original data)" that corresponds to the document data, and the "management data" that corresponds to the document data on the display screen (see FIG. 14).

[0101] In step 108, the document management apparatus 1 (notification receiving unit 30) receives a notification from the external server 300 that the management contents stored in the database 301 have been changed. Specifically, if the notification receiving unit 30 receives the change notification (step 108: Yes), the process proceeds to step 109; if the notification receiving unit 30 does not receive the change notification (step 108: No), the process proceeds to step 110.

[0102] In step 109, the change recording unit 31 records the change history of the above management content (information such as the change content, the person who made the change, the date of the change, etc.) and stores the change history in association with the "management data" stored in the document management device 1 (database 100). When the management contents included in the "management data" stored in the database 301 are changed, the document management device 1 no longer guarantees the authenticity of the management data.

[0103] In step 110, the data request unit 32 requests accessible "management data" based on the "external access information" from the external server 300. Then, the data comparison unit 33 compares the management contents included in the "management data" obtained from the external server 300 with the "management specification data" stored in the database 100 and used to create the management data. When it is confirmed by the comparison that there is a change in the management contents contained in the “management data” (step 110 : Yes), the process proceeds to step 111 . On the other hand, if it is confirmed that there is no change in the management contents (step 110: No), the document management device 1 records the collation result (matching result).

[0104] In step 111, the result notification unit 34 notifies the external server 300 that the "management data" stored in the external server 300 has been changed. Then, the process proceeds to step 109, where the change recording unit 31 records the change history (information such as the change content, the person who made the change, and the date of the change) and stores the change history in association with the “management data” stored in the database 100. After going through the above steps, the process of FIG. 18 is completed.

[0105] The document management method described above allows the user to access information stored in an external server or terminal and easily check required information when managing document data. Specifically, mutual access to data between the document management device 1 and the external server 300 can be achieved.

[0106] <Other embodiments> In the above embodiment, a document management program is stored in a recording medium readable by the document management device 1, and processing is performed by the document management device 1 reading and executing the program. Here, the recording medium readable by the document management device 1 refers to a magnetic disk, a magneto-optical disk, a CD-ROM, a DVD-ROM, a semiconductor memory, etc. In addition, a dedicated software or a dedicated web application may be started using a terminal serving as the document management device 1, and the document management program may be executed on a web browser.

[0107] In the above embodiment, the document management device, the document management method, and the document management program according to the present invention have been mainly described. However, the above embodiment is merely an example for facilitating understanding of the present invention, and does not limit the present invention. The present invention can be modified or improved without departing from the spirit of the present invention, and the present invention naturally includes equivalents thereof. [Explanation of symbols]

[0108] Document Management System 1 Document management device 2 Scanning Device 10 Storage section 11 Data Acquisition Section 12 Data Registration Section 13 Data display section 14 Data Association Section 15 Stamping Department 16 Data Storage Section 17 Extraction part 18 Transaction Matching Department 19 Result Notification Department 20 Trade Update Department 21 History Record Section 22 Data Search Section 23 Data output section 24 Data Generation Section 25 Access information generation unit 26 Data transmission unit 27 Data receiving section 28 External access information granting unit 29 Second external access information providing unit 30 Notification Receipt Department 31 Change Record Section 32 Data request section 33 Data Verification Unit 34 Result Notification Department 40 Menu screen 41~43 Selection items Items 41a, 41b, 42a, 42b, 43a, 43b 50 Document list display screen 60 Document Details Screen 61 Window 61a, 61b, 61c display area 62, 63 Execute button 70 Document Inquiry Screen 71, 72, 73 Execute button 80 Document sending screen 81, 82 Execute button 100 Databases 200 Transaction Management Server 201 Scanning Device 210 Storage section 211 Communications Department 212 Screen display section 213 Operation Execution Unit 300 External Server 301 Database 310 Storage section 311 Communications Department 312 Screen display section 313 Operation Execution Unit 314 Management Data Creation Department 315 Access Information Creation Department 316 Change Notification Section

Claims

1. a data acquisition unit that acquires transaction data relating to the electronic commerce and document data relating to the electronic commerce, the transaction data including the contents of the transaction data, both output from a transaction management server that manages the electronic commerce; a data association unit that associates the document data and the transaction data acquired by the data acquisition unit; a stamp adding unit that adds a time stamp to the document data; a data storage unit for storing the document data to which the time stamp has been added; a data generating unit that generates management specification data for use in a management service relating to the electronic commerce provided by an external server, based on the transaction data associated with the document data stored by the data storing unit; an access information generating unit that generates access information enabling access to the document data associated with the transaction data; a data transmission unit that transmits the management specification data and the access information generated by the access information generation unit to the external server; a data receiving unit that receives external access information enabling access to management data based on the management specification data from the external server; an external access information providing unit that provides the external access information to the document data associated with the transaction data used to generate the management specification data.

2. a data search unit that, upon receiving a search request for predetermined document data, searches for target document data from among the plurality of document data stored in the data storage unit; a data output unit that outputs the target document data searched by the data search unit, the data search unit searches for the document data associated with the transaction data using transaction content information included in the transaction data as a search condition; The document management device according to claim 1 , wherein the data output section displays the target document data and the external access information added to the document data on a display screen.

3. a second external access information providing unit that provides, to the document data stored by the data storage unit, second external access information that enables access to corresponding document data that is stored in the transaction management server and corresponds to the document data; The management data stored in the external server can be accessed based on the external access information, and the corresponding document data stored in the transaction management server can be accessed based on the second external access information, The document management device according to claim 2 , wherein the data output unit displays the target document data, the external access information assigned to the document data, and the second external access information assigned to the document data on a display screen.

4. a notification receiving unit that receives, from the external server, a notification of a change in management content included in the management data stored in the external server; 2. The document management device according to claim 1, further comprising: an alteration recording unit that records the alteration notification received by the notification receiving unit in association with the management data stored in the document management device.

5. a data request unit that requests management data accessible by the external access information from the external server based on the external access information; a data collating unit that collates management contents included in the management data acquired from the external server with management specification data used to create the management data; A result notification unit that notifies a result of the matching by the data matching unit, The document management device according to claim 1 , wherein the result notification unit notifies the external server that the management data has been changed when the management contents and the management specification data do not match.

6. A document management method executed by a computer that manages document data, comprising: The computer acquiring transaction data relating to the electronic commerce and document data relating to the electronic commerce, the transaction data including the contents of the transaction data, the transaction data being output from a transaction management server that manages the electronic commerce; Associating the acquired document data with the transaction data; providing a time stamp to the document data; storing the document data to which the time stamp has been added; generating management specification data to be used in a management service relating to the electronic commerce provided by an external server based on the transaction data associated with the stored document data; generating access information for enabling access to the document data associated with the transaction data used in generating the management specification data; Transmitting the management specification data and the generated access information to the external server; receiving external access information from the external server that enables access to management data based on the management specification data; and assigning the external access information to the document data associated with the transaction data used to generate the management specification data.

7. A computer as a document management device for managing document data, A process of acquiring transaction data relating to the electronic commerce and document data relating to the electronic commerce, the transaction data including the contents of the transaction data, which are output from a transaction management server that manages the electronic commerce; A process of associating the acquired document data and the acquired transaction data; A process of adding a time stamp to the document data; storing the document data to which the time stamp has been added; The computer capable of communicating with an external server that provides a management service for the transaction, generating management specification data for use in a management service relating to the electronic commerce provided by an external server based on the stored transaction data; A process of generating access information for enabling access to the document data associated with the transaction data used in generating the management specification data; A process of transmitting the management specification data and the generated access information to the external server; receiving, from the external server, external access information enabling access to management data based on the management specification data; a document management program that causes a process to be executed in which the external access information is assigned to the document data associated with the transaction data used to generate the management specification data;

Images