Document management device, 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 related 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 transactions 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 time, and searching document data using the transaction details contained in the document data as search criteria to extract the document data to be searched (see, for example, Patent Documents 1 and 2). [Prior art documents] [Patent documents]

[0003] [Patent Document 1] Japanese Patent Application Laid-Open No. 2007-34552 [Patent Document 2] Japanese Patent Application Laid-Open No. 2012-8992 Summary of the Invention [Problem to be solved by the invention]

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

[0005] The present invention has been made in consideration of the above-mentioned 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] a data storage unit that stores the document data to which the timestamp has been added; 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 that allows 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 reception unit that receives, from the external server, external access information that allows access to management data based on the management specification data; 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. and associating the document data with the access information that allows access to the document data and the external access information that is assigned to the document data, respectively, and managing the document data associated with the access information and the external access information. This is solved by:

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

[0008] The document management method of the present invention solves the above problem by providing a document management method executed by a computer that manages document data, the method including the steps of: acquiring transaction data related to an electronic commerce transaction and document data related to the electronic commerce transaction including the content of the transaction data, the transaction data being output from a transaction management server that manages the electronic commerce transaction; associating the acquired document data with the transaction data; assigning a timestamp to the document data; storing the document data with the timestamp assigned; generating management specification data to be used in a management service related to the electronic commerce transaction provided by an external server based on the transaction data associated with the stored document data; generating access information that allows access to 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, from the external server, external access information that allows access to the 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. The computer associates the access information that allows access to the document data and the external access information that is assigned to the document data with the document data, and manages the document data associated with the access information and the external access information. This is solved by:

[0009] Furthermore, according to the document management program of the present invention, a computer as a document management device for managing document data: electric A process of acquiring transaction data relating to the electronic commerce transaction and document data relating to the electronic commerce transaction including the contents of the transaction data, which are output from a transaction management server that manages child commerce transactions; a process of associating the acquired document data with the transaction data; a process of assigning a timestamp to the document data; and a process of saving the document data with the timestamp assigned. e-commerceThe computer capable of communicating with an external server that provides a transaction management service is caused to execute the following processes: generating management specification data to be used in the electronic commerce management service provided by the external server based on the stored transaction data; generating access information that allows access to 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 that allows access to the 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. and causing the computer to associate the access information for accessing the document data and the external access information assigned to the document data with the document data, and manage the document data associated with the access information and the external access information. This is solved by: [Effects 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 necessary information. [Brief explanation 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. [Figure 2] FIG. 2 is a diagram illustrating the hardware configuration of a document management device and a transaction management server. [Figure 3] FIG. 2 is a diagram illustrating the hardware configuration of a document management apparatus and an external server. [Figure 4] FIG. 2 is a diagram illustrating functions of a document management device, a transaction management server, and an external server. [Figure 5] FIG. 10 is a diagram showing a menu screen. [Figure 6] FIG. 10 is a diagram showing a document list display screen. [Figure 7] FIG. 10 is a diagram showing a document details screen (preview display). [Figure 8] FIG. 10 is a diagram showing a document details screen (history display). [Figure 9]FIG. 10 is a diagram showing a document list display screen. [Figure 10] FIG. 10 is a diagram showing a document details screen (preview display). [Figure 11] FIG. 10 is a diagram showing a document details screen (preview display). [Figure 12] FIG. 10 is a diagram showing a document details screen (history display). [Figure 13] FIG. 10 is a diagram showing a menu screen. [Figure 14] FIG. 10 is a diagram showing a document inquiry screen. [Figure 15] FIG. 10 is a diagram showing a menu screen. [Figure 16] FIG. 10 is a diagram showing a document transmission screen. [Figure 17] FIG. 1 is a process flow diagram illustrating a document management method. [Figure 18] FIG. 1 is a process flow diagram illustrating a document management method. DETAILED DESCRIPTION OF THE INVENTION

[0012] <Overall configuration of document management system> Hereinafter, one embodiment of the present invention will be described with reference to FIGS. As shown in Figure 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 that is connected to the document management device 1 and stores the document data, a transaction management server 200 that is connected to the document management device 1 so that it can communicate with the document management device 1 and outputs document data to the document management device 1, and an external server 300 that exchanges data with the document management device 1 and performs data integration.

[0013] The document management device 1 stores document data in the 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 the 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 transactions such as the buying and selling of goods and the provision of services, and manages the transaction details related to the electronic commerce. The transaction management server 200 also stores transaction history information (transaction history information) including the transaction details related to the electronic commerce. The external server 300 is a server that provides management services related to electronic commerce, and by linking (linking) for example "document data" stored in the document management device 1 with "management data" corresponding to the document data and stored in the external server 300, it enables mutual access of data between the document management device 1 and 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 include management services related to other business management systems (sales management systems, customer management systems, marketing management systems, human resources management systems, ERP systems (corporate core systems), etc.). As shown in FIG. 1, the document management device 1 may be communicably connected to a plurality of external servers 300 each providing 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 software services 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 more detail, the document management device 1 provides the server (terminal) that is the output source with the following services: (1) a service for saving document data created by the server, (2) a service for querying and sending the saved document data, and (3) a service for saving document data received from the server (see Figure 5). Specifically, the document management device 1 appropriately stores document data in accordance with differences in output methods (differences in output data) from the server that serves as the output source, and manages the stored document data in a state in which its authenticity is objectively guaranteed. This "state in which the authenticity of document data is objectively guaranteed" means that the document management device 1 absorbs differences in the output methods used by the output source and stores the same document data as the document data output from the output source, regardless of those differences, and is guaranteed to be identical to the output document data itself, even from a third party's perspective (objectively). In other words, guaranteeing the authenticity of document data means guaranteeing that the document data is the same before and after a specified process (the same applies hereinafter). The document management device 1 is also capable of extracting stored document data under specified search conditions, collating the extracted document data, and transmitting the extracted document data. More specifically, when 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 "transaction data" in the database 100.

[0015] "Document data" refers to transaction-related document data output from the transaction management server 200 that manages electronic commerce. It is electronic data (electronic documents) of documents used for transaction notifications, requests, invoices, contracts, etc. Examples include estimates, purchase orders, delivery notes, invoices, receipts, and contracts. Specifically, it is electronic data of national tax-related ledgers (journals, 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 in any format, including PDF, text, various document formats, image formats such as JPEG and PNG, and spreadsheet formats. However, it is preferable that the electronic data be in 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 documents after they have been stored, and to check the transaction history of the documents. 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 transactions and electronic commerce. Of these, transactions conducted via electronic information communication over the Internet or computers are called "electronic commerce." In "electronic commerce," all processes, including the establishment of a transaction and the creation of transaction data related to the transaction, can be completed electronically, without any human intervention whatsoever.

[0016] "Transaction data" refers to data related to a transaction, and indicates information about the transaction details (also referred to as "transaction details information") contained in "document data." Specifically, transaction data indicates the "client name," "transaction date," "transaction amount," and other transaction details (such as the type of transaction document and transaction memo). Furthermore, the format of the transaction data is not important, and it can be, for example, CSV format or binary data, but it is desirable for it to be in 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 predetermined 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 "timestamp" is a document that proves that the "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 (original electronic document) as well as time information to prove it. The hash value is unique to each piece of document data. The time information indicates the time that proves the document has not been tampered with.

[0018] The database 100 stores (stores) "document data" and "transaction data" to be managed by the document management device 1 in association with each other. The document management device 1 may be configured to include the database 100, or the document management device 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 Figure 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 the 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 Figure 5 is displayed, and the screen transitions by accepting the selection of the desired user operation, allowing the user to receive the services of (1) saving document data created on the server shown in Figures 6 to 12, (2) querying and sending saved document data shown in Figures 13 to 16, or (3) saving document data received from the server.

[0020] The transaction management server 200 stores and manages all information related to transactions, including the type of product or service involved in an electronic commerce transaction, 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 transactions and verifying the electronic commerce transactions. The transaction management server 200 is also capable of receiving "document data" and "transaction data" related to the electronic commerce transactions from other devices and verifying the electronic commerce transactions. The transaction management server 200 can output (transmit) this data to the document management device 1, and can also output the data to a pre-specified storage area.

[0021] The transaction management server 200 is a cloud computing device 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 (the "first linkage" 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 predetermined format in a shared cloud storage (a storage area on the cloud). This enables the document management device 1 to read the transaction data and document data stored in the storage area and execute predetermined processing. In other words, the document management device 1 can obtain the "transaction data" related to the electronic commerce transaction and the "document data" related to that electronic commerce transaction output from the transaction management server 200. The transaction management server 200 may output data upon a specific user operation or by batch processing at a predetermined timing. Alternatively, the transaction management server 200 may output the "transaction data" and "document data" to a shared storage area provided within the document management device 1, and the document management device 1 may read the "transaction data" and "document data" from this shared storage area. Of course, the shared storage area may be provided within the transaction management server 200.

[0022] In the above, when "transaction data" created in an electronic commerce transaction completed by the transaction management server 200 and "document data" corresponding to the transaction data are output simultaneously (as a group) to the document management device 1, the "transaction data" and the "document data" are pre-associated (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. The document management device 1 then guarantees that each of the two data is data output by the transaction management server 200 and that the two data are associated with each other before storing 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 changes or data update procedures are performed by the user, it becomes possible to perform automated processing (semi-automated processing) from obtaining to saving the "document data" under specified conditions.

[0023] The "linkage (first linkage)" between the document management device 1 and the transaction management server 200 described above refers to a state in which an authentication process is performed to authenticate the user who uses these devices, the user is identified 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 allows "transaction data" in a predetermined format and "document data" that constitutes a group of this transaction data to be transferred to the user via a predetermined storage area. On the other hand, the "non-data-linked state" is different from the above-mentioned data linking mode in that the other party is simply identified by the other party's identifying information such as a URL or email address, and information is sent and received to that other party's identifying information, and is different from the state in which data is sent and received after both parties authenticate the other party. This "non-data-linked 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 and from the document management device 1. In other words, by authenticating a user using an external authentication server (SSO (Single Sign On) server) not shown, the authenticated user can use the document management device 1 and transaction management server 200 to receive and send data themselves. Furthermore, this authentication process also enables the authenticated user to receive and send data on the external server 300, which will be described later.

[0024] <<Communication between document management devices and external servers (mutual data access through collaboration)>> 3, the document management device 1 can communicate with one or more external servers 300 that provide transaction-related management services, and connects to and cooperates with the external servers 300 (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, allowing them to be accessed by each other.

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

[0026] "Management data" refers to electronic data (electronic documents) created and stored by the external server 300 that provides the management service, and is the basic data that forms the basis 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 will naturally include the above-mentioned "biller," "payer," "date," "payment amount," 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 for each item of at least one 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 "set prohibition for specified items," "set prohibition for all items," or "do not set prohibition for all items"). The "management specification data" may be used as a search condition when searching for specific management data from among multiple pieces of management data stored in, for example, 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 verifying, searching, and aggregating the management data.

[0027] The "management services" provided by the external server 300 may include accounting services as well as management services related to a sales management system, a customer management system, a sales management system, a personnel management system, an ERP system, and the like. For example, if the management service is a service related to "sales management," the "management specification data" will be "sales specification data" for creating sales data. The sales specification data includes sales details, 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" will be "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 "date." For example, if the management service is related to "sales management," the "management specification data" would be "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 details, such as "employee information," "time attendance information," "personnel evaluation," "recruitment information," and "dates." For example, if the management service is an ERP service, the management specification data will be the core specification data for creating the company's 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 device 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 the associated "document data" and "transaction data" output from the transaction management server 200 in the database 100, 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 that forms the basis of the "management specification data." 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 contain content 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 with the authenticity of the data guaranteed. In addition, the document management device 1 can also transmit "access information" for the document data associated with the transaction data.

[0029] The external server 300 is a server that provides management services (for example, accounting services), and, like 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 "access information" is associated with the "management data" and stored in the database 301. The management data at this time is created, for example, by transcribing or duplicating based on the correspondence information between the items constituting the management specification data and the corresponding items in the management data. In addition, the items of the management data are set based on the items constituting the management specification data, using logic learned in advance. This allows the user to easily determine what data (management specification data) in the document management device 1 was used to create the management data managed by the external server 300. Also, it becomes easy to access the management specification data from the management data managed by the external server 300. Furthermore, 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 "document data identification information (document data ID)" for identifying the document data corresponding to the management data and "external access information" that allows access to the management data to the document management device 1. Of course, the external server 300 may also 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 will be described later. The external server 300 may transmit only the "external access information" that allows 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 using 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 document data, first, "external access information" may be set as additional data (additional information) of the document data. This ancillary data is internal data of the document that includes "external access information" in the contents of the document data, and one method is to add a new final page of the document data and set the "external access information" on that final page, etc. Alternatively, the "external access information" may be set in the header or footer of the page.

[0033] A second method of assigning information to document data (assignment process) is to set "external access information" 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 that 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, from the external server 300, identification information contained in the "management specification data" sent to the external server 300, thereby identifying the "transaction data" identified by that identification information, and assigning "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 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 allows mutual access of 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, thereby reducing the effort required of the user to input data into the external server 300. It can also prevent the user from making incorrect inputs, or from using incorrect 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, determine whether the management data matches the management specification data, and check the contents. The match determination is made 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 determine whether 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 this "management data" matches the management specification data. In this case, this determination of match can be made without generating new communication between the document management device 1 and the external server 300, thereby preventing network load. By determining 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 for the data, compared to simply setting up a mutual link between the data.

[0037] In the above 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 of the data guaranteed (by assigning 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 on the external server 300 based on the "transaction data" and "management specification data" associated with the document data. By doing so, 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 content included in the "management data" stored in the database 301 is changed by a user operation, the external server 300 detects the change in the management content and notifies the user. Then, the external server 300 notifies the document management device 1 that the management content included in the management data has 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, and the date of change) and stores it in association with the ``management data'' saved 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, ROM, RAM, and HDD (SSD) as storage 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 FPGA (Field-Programmable Gate Array) that implements a CPU. The database 100, the transaction management server 200, the external server 300, and the database 301 are also computers with similar hardware configurations. The document management device 1 is connected to the scanning device 2 via wired or wireless communication. The transaction management server 200 is also connected to the scanning device 201 in the same manner.

[0040] <Document management system functions> As shown in Figure 4, from a functional perspective, the document management device 1 has a memory unit 10 that stores various programs and 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 saving 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 equipped 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 verification unit 33, and a result notification unit 34. The "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, various programs, etc.

[0041] The memory 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 unified 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. In this case, the temporarily stored "management specification data" and "management data" are associated by the document management device 1, timestamped, and saved, and then stored in the database 100 under the unified management of the document management device 1.

[0042] Regarding the transaction management server 200 and the external server 300 from a functional perspective, as shown in Figure 4, the main components are memory units 210, 310 that store various programs and various data, communication units 211, 311 that send and receive various data, screen display units 212, 312 that display service contents related to document management on the screen, and operation execution units 213, 313 that accept user operation input or selection and execute operation processing. In addition, the 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 the database 301, and a change notification unit 316 that notifies of any changes to the management content included in the "management data" stored in the database 301.

[0043] The following describes in detail (1) the function of storing document data created by the server and (2) the function of querying and transmitting the stored document data, which are provided by the document management device 1. Note that the explanation of (3) the function of saving document data received from the server will be omitted.

[0044] <<(1) Storage of electronic documents created by the server (terminal)>> (1-1) A case where "document data" and "transaction data" electronically created by the transaction management server 200 are output will be described. 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". The "transaction data" is "transaction data (for example, CSV data)" in a format common to the document management device 1.

[0045] In this case, 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. 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 "document data" that has been created electronically in the transaction management server 200, cooperation with the document management device 1 (first cooperation) is established, and the authenticity of the "document data" and "transaction data" can be managed in a state where it is 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 predetermined option from a plurality of options. 5 displays a selection item 41 "Save electronic document created by server" at the top left, a selection item 42 "Query / send saved document" at the top right, and a selection item 43 "Save document received by server" at the bottom left. More specifically, the selection item 41 displays items 41a "Import electronic document" and 41b "Register electronic document," the selection item 42 displays items 42a "Query electronic document" and 42b "Send electronic document," and the selection item 43 displays items 43a "Import electronic document" and 43b "Register electronic document."

[0047] Then, when the user selects item 41a "Import electronic document" of 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 (transaction data, document data, etc.) when the user specifies the data to be imported.

[0048] Then, the data display unit 13 displays the document list display screen 50 shown in FIG. 6, at the top of the document list, the registration status is "Registered," the document name is "Invoice 22040101A," the document type is "Invoice," the client name is "Leaf Ichiro," the transaction date is "2022 / 4 / 1," the transaction amount is "194,000," the registrant is "Broad Taro," the timestamp is "2022 / 4 / 7," the saved date is "2022 / 4 / 7," the external access information is "Link URL," and the second external access information is "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 timestamp has been assigned, 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 "transaction data" are not (completely) associated, no timestamp is assigned, and the document is not saved (waiting state) and is 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 "transaction data" have been imported but are not associated with each other and are 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 FIGS. In Figure 7, window 61 "Electronic Document Details" pops up, with "Transaction Content Information" displayed in display area 61a on the left and a preview of "Document Data (PDF Data)" displayed in display area 61b on the right. Furthermore, 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 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 "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 "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 predetermined 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 make up the transaction management server 200, "transaction data" is output first, 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 (media other than electronic media) is handled (analog handling) will be described. If the "document data" is not scanned document data but is document data created electronically 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" first. 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 externally, it automatically outputs "transaction data" corresponding to the "document data" to the document management device 1. The "transaction data" is "transaction data (CSV data)" in a format common to 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 user confirmation processing, the stamp assignment unit 15 assigns a timestamp 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 "transaction data" that are associated with each other. Here, "character recognition processing" refers to processing performed by an extraction unit 17 that extracts information on transaction details (transaction content information) by performing character recognition on "scanned document data" created by digitizing a document into image data, a transaction matching unit 18 that compares 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 result of the matching (by displaying it on the display screen and also by sending it to a specified destination). The "user confirmation process" is a confirmation process determined by a user operation.

[0054] In this way, when saving the "scanned document data" that was printed out as a document from the transaction management server 200 and 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 assigned to the "scanned document data," and the "scanned document data" is saved. In other words, when saving "scanned document data" that has been printed as a document and then digitized again, the authenticity between the "scanned document data" and the "transaction data" is not necessarily guaranteed. Therefore, "user confirmation processing" is required (data will not be saved automatically).

[0055] A specific description will be given below with reference to FIGS. 5 and 9 to 12. First, when the user selects the item 41a on the menu screen 40 shown in FIG. 5, the data acquisition unit 11 first acquires the "transaction data" stored in the 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 is "Provisional registration," the document name is "Invoice 23041101A," the document type is "Invoice," the client name is "Leaf Shiro," the transaction date is "2023 / 4 / 11," the transaction amount is "150,000," the registrant is "Broad Taro," the timestamp is "-," and the save date is "-." In other words, the document name "Invoice 23041101A" is in a "provisionally registered" state, and only the "transaction data" of the document has been registered. In other words, the document is in a state where it is waiting for the "document data" corresponding to the "transaction data" to be registered and associated (a waiting state, standby state).

[0057] Then, when the user selects the document name "Invoice 23041101A", the data display unit 13 presents the document details screen 60 shown in FIGS. In FIG. 10, "Transaction Details Information" is displayed in the display area 61a on the left side of the window 61, while nothing is displayed in the display area 61b on the right side. That is, 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 associates the registered "transaction data" with the "scanned document data" stored in the cloud storage by matching them by document ID or by customer name, transaction date and time, and transaction amount, and the user can then confirm the data. Alternatively, data association may be performed by the user selecting the "scanned document data," or by the user dragging the "scanned document data" in Figure 10, etc. Once the data has been associated, as shown in FIG. 11, "transaction details information" is displayed in the display area 61a of the window 61, and a preview of "document data" is displayed in the display area 61b on the right.

[0059] Then, upon receiving a user operation of 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. Note that it is also possible to perform character recognition processing (AIOCR processing) using AI (artificial intelligence) using learning data as described below. Through this character recognition process, the result notification unit 19 presents the result of matching the transaction content information of 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 verified (the transaction details match), the result notification unit 19 displays a message to that effect (for example, a verification result of "transaction details match") and notifies the user of the verification result. After the user confirms the transaction, the result notification unit 19 accepts the user's operation of the execution button 63 "F12 timestamp + save," and the stamp assignment unit 15 assigns a timestamp to the "scanned document data" whose transaction details have been verified. 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 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 if 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 Figure 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) will be notified. As a result of the comparison, the user can recognize that the transaction amount in display area 61a is different from the transaction amount extracted in display area 61b, and if 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, if the user performs a confirmation process to not accept this difference, no update will be made and the originally displayed content will continue. Then, the data association unit 14 associates the information (updated information) on the transaction details after the user has confirmed the transaction through the confirmation process with the "scanned document data." Then, upon receiving an operation of the execute button 63 by the user, the stamp assigning unit 15 assigns a timestamp to the "scanned document data." The data storage unit 16 then stores both pieces of data. Alternatively, the stamp assigning unit 15 may assign a timestamp and the data storage unit 16 may store both pieces of data (automatically) in response to a confirmation process 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 "Temporary Registration", the process "AIOCR", and the history content "Transaction Content". Further, 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 updated transaction details are saved incorrectly, 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 first 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 stamping unit 15 adds a timestamp to the "scanned document data," and the data saving unit 16 saves the "scanned document data" and the "transaction data."

[0064] <<(2) Viewing and sending saved 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 is accepted for item 42a "Electronic document inquiry" of selection item 42 "Query / send saved documents" on menu screen 40 shown in FIG. 13, document management device 1 presents document inquiry screen 70 shown in FIG. 14. 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 execution 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 for the document data to be referenced from among the multiple document data stored in the database 100. The data search unit 22 searches for "document data" associated with the "transaction data" using information about the transaction details included in the "transaction data" as a search condition. The search criteria, "transaction details information," are the client (client name), transaction date, and transaction amount, as shown in Figure 14. Other information related to transaction data, such as registration status, document type, and document name, as well as the saver, save date, registrant, and timestamp date, may also be search candidates. In addition, information about the transaction details included in the "transaction data" or information related to the transaction data may be set as labels to be used in searches (labeling process), and search processes may be performed based on those labels.

[0067] Then, the data output unit 23 outputs the target "document data" searched by the data search unit 22. As an example of the output format 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 target 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 information 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 the user selects the document name "Invoice 22041101A", 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 the "transaction data" are displayed in the left display area, and the contents of the "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 second external access information of the target document data. With regard to the former (external access information), the external access information assignment unit 28 assigns external access information (such as a URL) to the "management data (original data)" that is stored in the external server 300 (database 301) and corresponds to the document data to the "document data" stored in the database 100. The above-mentioned "management data (original data)" is the original data of the management data created by the external server 300. For example, in Figure 14, when the selection operation of the execute button 72 "External Access Information" for the document name "Invoice 22041101A" is accepted, 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 external access information as described above, it is possible to easily understand the connection between the "document data" and the "management data (original data)" corresponding to the document data. It is also possible to confirm that document management is being performed for the original data stored in the external server 300.

[0070] With regard to the latter (second external access information), the second external access information assignment unit 29 assigns second external access information (URL, IP address, document identification information, etc.) to the "corresponding document data (original data)" stored in the transaction management server 200 and corresponding to the document data to the "document data" stored in the database 100. The "corresponding document data" is the original data of the document data created by the transaction management server 200. For example, in Figure 14, when the execution button 73 "Second External Access Information" for the document name "Invoice 22041101A" is selected, 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. 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 has not yet been set, it will not be displayed, and a "-" or similar will be displayed. In addition, if the access information causes a state in which access is not possible (so-called broken link), a message to that effect will be displayed. Furthermore, the above-mentioned consistency determination process may be used to display different forms (colors, shapes) when the "management data" and the "management specification data" match and when they do not match.

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

[0073] When the document transmission screen 80 receives input of search items by the user and accepts operation of the execution button 81 "start search", the document management device 1 presents "document data" to be transmitted on the display screen. Furthermore, when the user selects the document name "Invoice 22041101A" (by pressing the execute button 82), the data output unit 23 presents a document details screen (not shown). After receiving user input and selection of destination information on the document details screen, when the execute button 83 "send document" is selected, the document management device 1 sends "document data" and "transaction data" to the destination. Alternatively, the document management device 1 can send "management specification data" corresponding to the "document data (transaction data)" to the destination. Specific processing details for the transmission modes (transmission patterns) shown in FIG. 3 will be described below.

[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 allows 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 "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 "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 foundation of the management service and is basic data that forms the backbone of the management service. Furthermore, the management data creation unit 314 assigns the "access information" received from the document management device 1 to the "management data." 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)" that identifies the document data corresponding to the management data and "external access information" that enables access to the management data to the document management device 1. At this time, in order to identify the "document data" that corresponds to the management data and 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 the "document data identification information" and the "external access information" from the external server 300, the external access information assigning 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" assigned to the document data on the 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 on 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)" stored in the transaction management server 200 and corresponding 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" assigned 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, making it easy to understand the connections between these pieces of data.

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

[0081] When the management content included in the "management data" stored in the database 301 is changed by a user operation process, the external server 300 detects the change in the management content and notifies the user who is the user of the external server 300. Then, the change notification unit 316 notifies the document management device 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 included in the "management data" stored in database 301, upon receiving the above-mentioned change notification, the document management device 1 should change the state of the management data stored in database 301 to one that does not guarantee the authenticity of the data.

[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 content contained in the management data. For example, the document management device 1 periodically checks whether the management content of each piece of "management data" has not changed, i.e., checks whether the matching is successful by comparing each piece of "management data" with the management content included in the "management specification data" used to create the management data. Specifically, the document management device 1 performs the following process. In addition, if a prohibition setting is set to prohibit alteration or modification of each item of the "management data" stored in the external server 300 as described above, it is possible to determine whether the management content included in the "management data" has been altered or changed by checking whether the prohibition setting is set for all items. In addition to the prohibition setting information, it may also be possible to determine whether the management content included in the "management data" has been altered or changed based on the change history of this prohibition setting information. That is, if there is no change history of the prohibition setting information "to prohibit all items," it can be determined that the management content included in the "management data" has not been altered or changed. On the other hand, if there is a change history of the prohibition setting "to prohibit all items," it cannot be determined that the management content has not been altered 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 content 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 collation result by the data collation unit 33 . Specifically, the result notification unit 34 records the comparison result when the management content included in the "management data" matches 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 content included in the "management data" does 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 in a state where the authenticity of the management data is not guaranteed, based on the comparison result (matching result of 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 the necessary information. Specifically, mutual data access can be realized between the document management device 1 and the external server 300. Furthermore, mutual data access can also be realized between the document management device 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" relating to the storage of electronic documents created by the transaction management server. FIG. 18 shows the flow of processing performed in the document management device, and shows the "document management method" relating to the inquiry and transmission of the stored document data (2) above.

[0089] The processing 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 determines that they have been acquired simultaneously) (step 2: Yes), proceed to step 3. If it does not determine that they have been acquired simultaneously (step 2: No), proceed to step 6.

[0091] Steps 3 to 5 correspond to the above-mentioned case (1-1), specifically, a case in which transaction data and document data in a predetermined format are output together. In step 3, upon receiving 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 stamping unit 15 automatically adds a timestamp 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, it 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" is acquired simultaneously, both data are automatically registered, a timestamp is automatically assigned to the document data, and both data are automatically stored. In the case of (1-1) above, the process of FIG. 19 is completed through steps 1 to 5 above.

[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, while 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, triggered by 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] 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 document data created electronically 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 stamping unit 15 associates the transaction data with the document data and assigns a timestamp to the document data 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, a perfect match of the transaction details between the "transaction data" and the "(scanned) document data" is not necessarily guaranteed, and the authenticity of the transaction data is not guaranteed (document data may be processed when printed out, and 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 then associate the data. In addition, it is necessary to carry out a character recognition process, a user confirmation process, add a timestamp, and save the data. In the case of (1-2) above, the process of FIG. 19 is completed through steps 1 to 2 and steps 6 to 13 above.

[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 has been established with the external server 300 that provides the management service, and that cooperation with the external server 300 has been established (step 101). The process from step 102 onwards is premised on the fact that the document management device 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. In other words, "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 “access information” generated by the document management device 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 then stores the management data in the database 301. The external server 300 also 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)" that identifies the document data corresponding to the management data, and "external access information" that enables access to the management data. Then, in step 106, the external access information assigning unit 28 assigns the "external access information" to the "document data" associated with the transaction data used to generate the "management 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 data access is realized between the document management device 1 and the external server 300. The document management device 1 (second external access information assigning unit 29) can assign, 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. By doing so, 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 device 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). If there is a change in the management content included in the "management data" stored in the database 301, the document management device 1 will no longer guarantee 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 collating unit 33 collates the management content 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. If it is confirmed by the comparison that there is a change in the management content included 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, the date of the change, etc.) and stores the change history in association with the "management data" stored in the database 100. After the above steps, the process of FIG. 18 is completed.

[0105] The document management method described above allows document data to be managed by accessing information stored in an external server or terminal and easily checking necessary information. Specifically, mutual access of data between the document management device 1 and the external server 300 can be realized.

[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, recording media readable by the document management device 1 refer to magnetic disks, magneto-optical disks, CD-ROMs, DVD-ROMs, semiconductor memories, etc. Alternatively, a dedicated software or dedicated web application may be started using a terminal that serves 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 and improved without departing from the spirit thereof, and the present invention naturally includes equivalents thereof. [Explanation of symbols]

[0108] S 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 section 16 Data storage section 17 Extraction part 18 Transaction Matching Department 19 Results Notification Department 20 Transaction Update Department 21 History Recording Section 22 Data Search Section 23 Data output section 24 Data Generation Unit 25 Access information generation unit 26 Data transmission unit 27 Data receiving unit 28 External access information granting unit 29 Second external access information granting unit 30 Notification Receipt Section 31 Change Recording Section 32 Data request section 33 Data matching 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 Windows 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, output from a transaction management server that manages the electronic commerce; a data association unit that associates the document data acquired by the data acquisition unit with the transaction data; a stamp adding unit that adds a timestamp to the document data; a data storage unit for storing the document data to which the timestamp has been added; a data generation unit that generates management specification data to be 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 generating unit that generates access information that enables 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, from the external server, external access information that enables access to management data based on the management specification data; an external access information assigning unit that assigns the external access information to the document data associated with the transaction data used to generate the management specification data, Associating the document data with the access information that allows access to the document data and the external access information that is assigned to the document data, respectively; a document management device that manages the document data in which the access information and the external access information are associated with each other;

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 information on transaction details included in the transaction data as a search condition; 2. The document management device according to claim 1, wherein the data output unit displays the target document data and the external access information attached 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 is stored in the transaction management server and enables access to corresponding document data that 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, 3. 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: a change recording unit that records the change 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 content 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 the 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 content 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 transaction and document data relating to the electronic commerce transaction including the content of the transaction data, the transaction data being output from a transaction management server that manages the electronic commerce transaction; Associating the acquired document data with the transaction data; assigning a timestamp to the document data; storing the document data to which the timestamp 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 that enables access to 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, from the external server, external access information 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; The computer Associating the document data with the access information that allows access to the document data and the external access information that is assigned to the document data, respectively; A document management method for managing the document data in which the access information and the external access information are associated with each other.

7. A computer as a document management device for managing document data, a process of acquiring transaction data relating to the electronic commerce transaction and document data relating to the electronic commerce transaction including the content of the transaction data, the transaction data being output from a transaction management server that manages the electronic commerce transaction; a process of associating the acquired document data with the acquired transaction data; a process of assigning a timestamp to the document data; a process of storing the document data to which the timestamp has been added; The computer is capable of communicating with an external server that provides a management service for the electronic commerce. generating management specification data to be used 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 that enables access to the document data associated with the transaction data used to generate 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 that enables access to management data based on the management specification data; executing a process of assigning the external access information to the document data associated with the transaction data used to generate the management specification data; The computer, Associating the document data with the access information that allows access to the document data and the external access information that is assigned to the document data, respectively; a document management program for managing the document data in which the access information and the external access information are associated;

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