Information management system

Abstract

To provide an information management system suitable for managing a document submission format based on Fire Service Act, for reducing labor required for document creation by business operators and reducing errors thereof.SOLUTION: An information management system 1 includes: a location storage unit that stores management buildings and locations of business operators; a jurisdictional area storage unit that stores administrative agencies such as fire department headquarters and jurisdictional areas; a format storage unit that stores documents and submission formats in the administrative agencies; a management building designation unit that designates a management building; a location specification unit that refers to the location storage unit to specify a location of the designated management building; a jurisdiction administrative agency specification unit that refers to the jurisdictional area storage unit to specify an administrative agency that controls the location of the management building; a format specification unit that refers to a document designation unit and the format storage unit to specify a submission format on the basis of a designated document and the specified administrative agency; and an output unit that outputs the submission format of the document to be submitted in association with the specified administrative agency.SELECTED DRAWING: Figure 1

Description

[Technical Field]

[0001] The present invention relates to an information management system suitable for managing document submission formats based on fire safety regulations for buildings. [Background technology]

[0002] For example, buildings equipped with firefighting equipment are required to undergo prescribed inspections and submit reports based on the inspections to the local fire department. In addition, we prepare various documents such as installation notifications, test result reports, fire prevention object inspection reports, fire prevention management inspection reports, and fire prevention self-inspection reports in the prescribed formats. Building owners are expected to submit the documents in a timely manner. In order to submit such documents, an inspection of fire protection equipment is required as a prerequisite, so building owners generally ask a fire protection equipment engineer or a person qualified to inspect fire protection equipment to prepare and submit the documents. Fire protection equipment engineers and fire inspection qualified personnel often belong to businesses that specialize in fire protection equipment inspections, etc. (hereinafter referred to simply as businesses).

[0003] Such businesses manage firefighting equipment and other facilities in multiple buildings for multiple clients, inspect and repair them, and submit reports and other documents to the local fire department headquarters. Documents to be submitted to the fire department headquarters have specific formats depending on their content. Currently, online submission is becoming the mainstream method of document submission, but some fire departments still require paper submission. Even if an online submission is adopted, the accepted electronic data format is determined, and this format may differ from fire department to fire department, and even within a single fire department, the format may differ for each document. Since preparing documents and formats for each case and submitting them to the relevant institutions is time-consuming, measures have been proposed to support this process (see Patent Documents 1 and 2). [Prior art documents] [Patent documents]

[0004] [Patent Document 1] Patent No. 73939708 [Patent Document 2] U.S. Patent No. 11,934,465 Summary of the Invention [Problem to be solved by the invention]

[0005] The software proposed in the above patent document is expected to reduce the effort required for document submission, but it is not sufficient for the current document preparation work related to fire safety regulations, which require different formats for each fire department and document. Therefore, this invention proposes an information management system that manages document submission formats specialized for fire service laws and regulations, and aims to reduce the effort required for businesses to prepare documents and reduce errors. [Means for solving the problem]

[0006] The present invention has been made to solve the above problems, and a first aspect thereof is defined as follows. An information management system that manages the submission format of documents based on fire safety laws and regulations regarding buildings, a location storage unit that stores the relationship between the buildings managed by the business operator and their locations; A jurisdiction preservation department that preserves the relationship between administrative agencies such as fire department headquarters and the jurisdictional areas of those administrative agencies; a format storage unit that stores the relationship between the document and a submission format in the administrative agency; a management building designation unit that designates the management building; a location specification unit that specifies the location of the managed building designated by the managed building designation unit by referring to the stored contents of the location storage unit; a jurisdictional administrative agency identification unit that identifies the administrative agency that has jurisdiction over the location of the managed building identified by the location identification unit, by referring to the contents stored in the jurisdictional area storage unit; a document designation unit for designating the document; a format specification unit that specifies a submission format for the specified document based on the document specified by the document specification unit and the administrative agency specified by the competent administrative agency specification unit, by referring to the stored contents of the format storage unit; an output unit that outputs the submission format of the document designated to be submitted for the designated managed building, in association with the administrative agency identified as having jurisdiction; An information management system comprising:

[0007] According to the information management system of the first aspect defined as above, when an operator of the information management system uses the managed building designation unit to designate a managed building for which documents are to be created, the location identification unit refers to the location storage unit to identify the address of the designated managed building. Once the address of the managed building has been identified, the competent administrative agency identification unit refers to the jurisdictional area storage unit to identify the administrative agency that has jurisdiction over the managed building. On the other hand, the documents to be submitted for the managed building are designated by the document designation unit. The format identification unit refers to the contents stored in the format storage unit and identifies the submission format of the specified document based on the document specified by the document designation unit and the administrative agency identified by the competent administrative agency identification unit.

[0008] The submission format of the document thus identified is output together with the administrative agency to which the document is to be submitted, thereby reducing the burden of the document submission process. That is, by specifying a managed building and the document to be submitted for this managed building, the operator can confirm the submission format of the document to be submitted for the managed building and the administrative agency to which it should be submitted.

[0009] Generally, the submission format for fire-related documents required by the fire department as an administrative agency is either printed paper or digitized electronic files. Depending on the fire department, the submission format may differ for each document. Even among fire departments that accept digitized files, not all have the same reception desk (platform); some only accept digitized documents through their own platforms. In other words, given the current situation where fire departments do not standardize the way documents are accepted, outputting the document submission format in association with the fire department can help with the document submission process. For example, if the specified document submission format is an digitized file, adding the address of the fire department's submission desk to the output document can make the submission process smoother.

[0010] The second aspect of the present invention is defined as follows: In the information management system prescribed in the first phase, The system further includes an update server that updates the relationship between the document and the submission format in the administrative agency that is stored in the format storage unit. The jurisdiction of the administrative agencies may change due to mergers and abolitions of administrative agencies, and accordingly, the submission format for each document may also change. When such changes occur, the update server updates the relationship between the documents and the submission formats stored in the submission format storage unit, allowing the operator of the information management system to easily and without error prepare document formats to be submitted to the relevant administrative agency based on the latest information.

[0011] The third aspect of the present invention is defined as follows: In the information management system prescribed in the first phase, an all-format storage unit that stores the relationship between documents that may be submitted for all buildings managed by the management company and their submission formats; The system further comprises a same submission format extraction unit that refers to the contents stored in the all-format storage unit and extracts managed buildings that require the submission of documents in the same submission format.

[0012] According to the information management system of the third aspect thus defined, the same submission format extraction unit refers to the all submission format storage unit and extracts managed buildings that accept documents in the same submission format. For extracted managed buildings, the same submission format is applied to the same documents, so the documents and formats used for the extracted managed building can be applied to other similarly extracted managed buildings, improving document creation efficiency.

[0013] In the above, when the number of identical submission formats for the same document is equal to or exceeds a predetermined threshold value, the identical submission format extraction unit can extract managed buildings having the same submission format (fourth aspect). The creation of documents and the specification of their submission format are manual tasks performed by the operator. Therefore, for example, by creating a list in advance of the number of managed buildings to which the same submission format applies for the same document, the operator can easily refer to similar documents, reducing the effort required to prepare documents for submission to government agencies. [Brief explanation of the drawings]

[0014] [Figure 1] Figure 1 shows a list of fire departments, documents and submission formats. [Figure 2] FIG. 2 is a block diagram showing the configuration of an information management system according to an embodiment of the present invention. [Figure 3] FIG. 3 is a flowchart showing the operation of the information management system. [Figure 4] FIG. 4 is a block diagram showing the configuration of an information management system according to another embodiment. [Figure 5] FIG. 5 is a conceptual diagram showing the hardware configuration of a computer device that constitutes an information management system. DETAILED DESCRIPTION OF THE INVENTION

[0015] Figure 1 shows the documents required by each fire department (government agency) and the format for submitting them. "〇" in the table indicates documents that must be submitted in the specified electronic data format (specifically, PDF format), while "-" indicates documents that must be submitted in paper form. In this table, there are two submission formats: specified electronic data and paper, but the electronic data may also be in other formats. The table in Figure 1 shows that each fire department has its own document submission format, and there is no uniformity. While the Nagoya City Fire Department requires all documents to be digitized, the Kasugai City Fire Department requires all documents to be submitted in paper form. Additionally, the Toyota City Fire Department and the Koda Town Fire Department require some documents to be submitted in electronic form and the rest in paper form, but there is no uniformity in which documents should be digitized or paper. When submitting documents to the fire department headquarters regarding buildings under management, businesses check the submission format based on the table in Figure 1 and prepare the documents accordingly (print or convert to the prescribed electronic data). If there are many buildings under management and they cover a wide area, there will also be many fire departments in charge, so it is understandable that checking the submission format can be time-consuming.

[0016] FIG. 2 shows an information management system 1 according to an embodiment of the present invention. The information management system 1 generally comprises a memory device 10, an input unit 20, a processing unit 30, and an output unit 40. The memory device 10 includes a location storage unit 11, a jurisdiction storage unit 13, and a format storage unit 15. The location storage unit 11 stores data on the addresses of all buildings managed by the business operator. The relationship between each fire department and the jurisdiction over which the fire department is responsible is stored in the jurisdiction storage unit 13. The jurisdiction is defined by address data. The format storage unit stores the data shown in the table in Figure 1, that is, the relationship between documents and submission formats at each fire department headquarters. The data in the memory unit 10 can be updated by an update server 50 .

[0017] The input unit 20 is provided with a building management specification unit 21 and a document specification unit 23 . Via the managed building designation unit 21, the operator of the business uses a general-purpose input device such as a keyboard or mouse to designate the managed building for which documents are to be submitted. Via the document designation unit 23, the operator of the business uses a general-purpose input device such as a keyboard or mouse to designate the name of the document that is to be submitted.

[0018] The processing unit 30 includes a location identification unit 31, a jurisdiction administrative agency identification unit 33, and a format identification unit 35. When a managed building is designated by the managed building designation unit 21, the location identification unit 31 refers to the data stored in the location storage unit 11 and identifies the location, i.e., the address, of the designated managed building. The jurisdictional administrative agency identification unit 23 identifies the jurisdictional administrative agency (fire department headquarters) of the specified management building by referring to the data stored in the management area storage unit 13 based on the address identified for the management building.

[0019] The format identification unit 35 identifies the submission format of the document to be submitted to the identified fire department headquarters by referring to the data stored in the format storage unit 15 based on the fire department headquarters identified as described above and the document specified by the document designation unit 23. The identified fire department headquarters, the document, and its submission format are output from the output unit 40. The output method is not particularly limited, and can be displayed on a display, printed, or output as audio. If the address of the identified fire department headquarters is displayed at this time, it will be helpful when submitting paper documents to that fire department headquarters, and if a hyperlink to the address of the digitized data reception desk at the identified fire department headquarters is displayed, it will be easier to submit digitized data.

[0020] The operation of the document management system 1 of the embodiment will be described with reference to the flowchart of FIG. In step 1, the operator of the business specifies a managed building via the managed building specification unit 21. In step 3, based on the specified managed building, the location specification unit 31 refers to the data stored in the location storage unit 11 and specifies the location, i.e., the address, of the specified managed building. In step 5, based on the address of the identified managed building, the competent administrative agency identification unit 23 refers to the data stored in the managed area storage unit 13 to identify the competent administrative agency (fire department headquarters) of the specified managed building.

[0021] In step 7, the operator of the business specifies the documents to be submitted. In step 9, the contents of the document are read and checked for any errors using general-purpose software. If there are no errors in the document contents in step 9, proceed to step 11. In step 11, the format identification unit 35 identifies the submission format of the document to be submitted to the identified fire department headquarters by referring to the data stored in the format storage unit 15 based on the identified fire department headquarters and the document specified by the document specification unit 23. In step 13, the fire department headquarters, documents, and their submission formats identified in step 11 are listed and displayed on the display.

[0022] Another embodiment of the document management system 100 is shown in Fig. 5. The same elements as those in Fig. 2 are given the same reference numerals and their explanations will be omitted. This document management system 100 is provided with an all-format storage unit 130 and an output unit 40 with a list organization unit 140 (same format extraction unit). When the operator specifies all managed buildings and all documents, the format specification unit 35 identifies all fire departments under the jurisdiction of all managed buildings, all documents to be submitted there, and the submission formats for each document, and lists them and stores them in the all format storage unit 130. The list organizing section 140 of the output section 40 extracts the documents stored in the all-format storing section 130 and listed in this way, and those that have the same submission format, and displays and outputs them as individual lists together with the corresponding fire department headquarters. At this time, it is preferable to perform the extraction when the number of sets of individually listed documents and their submission formats is equal to or greater than a predetermined number (for example, 10).

[0023] FIG. 5 shows the hardware configuration of the computer that constitutes the information management system shown in FIG. 2 or FIG. The calculation unit 300 includes a CPU 301, a ROM 303, and a RAM 305, and controls the entire system. It also controls the calculation parts of the processing unit 30 and the list organization unit 140. The ROM 303 is a non-volatile memory that stores a control program for controlling the calculation unit 300. The RAM 305 provides a working area for the CPU 301. The control program for controlling the calculation unit 300 is not limited to being stored in the ROM 303, but may also be stored in the RAM 305 or the first storage device 340.

[0024] The first storage device 340 functions as the memory unit 10 . The second storage device 350 functions as the all-format store 130 . The first storage device 340 and the second storage device 350 preferably use a partial area of ​​a memory device of the server system, such as a hard memory or a flash memory. A part of the RAM of the calculation unit can be used as a buffer memory for temporarily storing data. A communication interface 360 ​​is connected to an external communication network. The devices that make up the computer are connected by a system bus 370 .

[0025] Although the embodiments and modifications of the present invention have been described in detail above, the present invention is not limited to these descriptions in any way. [Explanation of symbols]

[0026] 1,100 Information Management System 11 Location Storage Department 13 Management Area Preservation Department 15 Format storage section 21 Building Management Department 23 Document Designation Section 31 Location Specification Department 33. Management Administrative Agency Designation Department 35 Format specific part 40 Output section

Claims

1. An information management system that manages the submission format of documents based on fire safety laws and regulations regarding buildings, a location storage unit that stores the relationship between the buildings managed by the business operator and their locations; A jurisdiction preservation department that preserves the relationship between administrative agencies such as fire department headquarters and the jurisdictional areas of those administrative agencies; a format storage unit that stores the relationship between the document and a submission format in the administrative agency; a management building designation unit that designates the management building; a location specification unit that specifies the location of the managed building designated by the managed building designation unit by referring to the stored contents of the location storage unit; a jurisdictional administrative agency identification unit that identifies the administrative agency that has jurisdiction over the location of the managed building identified by the location identification unit, by referring to the contents stored in the jurisdictional area storage unit; a document designation unit for designating the document; a format specification unit that specifies a submission format for the specified document based on the document specified by the document specification unit and the administrative agency specified by the competent administrative agency specification unit, by referring to the stored contents of the format storage unit; an output unit that outputs the submission format of the document designated to be submitted for the designated managed building, in association with the administrative agency identified as having jurisdiction; An information management system comprising:

2. The system of claim 1 further comprising an update server that updates the relationship between the document and the submission format at the government agency stored in the format repository.

3. an all-format storage unit that stores the relationship between documents that may be submitted for all buildings managed by the management company and their submission formats; The system according to claim 1 , further comprising: a same submission format extraction unit that references the contents stored in the all-format storage unit to extract managed buildings that require the submission of documents in the same submission format.

4. 4. The system according to claim 3, wherein the same submission format extraction unit extracts managed buildings having the same submission format for the same document when the number of the same submission formats for the same document is equal to or exceeds a predetermined threshold value.

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