Document management device, document management method, and document management program

Abstract

To provide a document management device capable of appropriately managing document data between itself and the outside.SOLUTION: When a document management device acquires document data and transaction data from a transaction management server, it associates the document data with the transaction data, imparts a timestamp to the document data associated with the transaction data, stores the document data, and transmits the stored document data to a data storage server having a storage area corresponding to a destination. The document management device also performs authentication processing for communication with another document management device that includes at least the same configuration having a data acquisition unit, a data association unit, a stamp imparting unit, and a data storage unit. Then, through communication with the authenticated other document management device, the document management device transmits to the other document management device the stored document data that is identical to the document data stored in the storage area corresponding to the other document management device as the destination.SELECTED DRAWING: Figure 3

Description

[Technical Field]

[0001] The present invention relates to a document management apparatus, a document management method, and a document management program, and particularly relates to a document management apparatus, a document management method, and a document management program for managing document data related to electronic commerce. [Background Art]

[0002] Conventionally, a document management apparatus (document management system) that stores transaction document data output from an external server (terminal) and manages the document data is known. In this apparatus, document data acquired from an external server is registered, and the document data is stored after being added with a timestamp that proves that the document data existed at a predetermined time, and it is possible to search for document data using transaction details contained in the document data as search conditions and extract target document data (see, for example, Patent Documents 1 and 2). [Prior Art Documents] [Patent Documents]

[0003] [Patent Document 1] Japanese Unexamined Patent Application Publication No. 2007-34552 [Patent Document 2] Japanese Unexamined Patent Application Publication No. 2012-8992 [Summary of the Invention] [Problems to be Solved by the Invention]

[0004] By the way, in the above-described document management apparatus (document management system), it is desirable that document data, form data, and the like are properly delivered.

[0005] An object of the present invention is to provide a document management apparatus, a document management method, and a document management program capable of delivering document data to and from the outside and appropriately managing document data. [Means for Solving the Problems]

[0006] The aforementioned problem is solved by the document management device of the present invention, which includes: a data acquisition unit that acquires transaction data related to electronic commerce and document data related to electronic commerce including the content of the transaction data from a transaction management server; a data association unit that associates the document data and the transaction data acquired by the data acquisition unit; a stamping unit that assigns a timestamp to the document data; a data storage unit that stores the document data to which the timestamp has been assigned; and the document data stored in the data storage unit. Send The system comprises a data transmission unit and an authentication processing unit that performs authentication processing for communication with another document management device which has at least the same configuration as the data acquisition unit, data association unit, stamp application unit and data storage unit, It is connectable to a data storage server having a storage area corresponding to the destination of the document data, The data transmission unit communicates with the other document management device authenticated by the authentication processing unit, and the document data stored in the data storage unit is transmitted to the destination The above This is resolved by transmitting the same document data, which is stored in a storage area corresponding to the other document management device, to the other document management device.

[0007] As described above, when the document management device obtains transaction data and document data from the transaction management server, it associates the transaction data and document data, assigns a timestamp to the document data associated with the transaction data, and saves the associated document data and transaction data. In this way, it becomes possible to properly manage the document data (document content contained in the document data) output from the transaction management server.

[0008] Furthermore, the aforementioned problem is solved by the document management method of the present invention, which includes a data acquisition process in which a computer acquires transaction data relating to electronic commerce and document data relating to electronic commerce including the content of said transaction data from a transaction management server; a data association process that associates the document data and the transaction data acquired by the data acquisition process; a stamping process that assigns a timestamp to the document data; a data storage process that stores the document data to which the timestamp has been assigned in a storage unit; and the document data stored in the storage unit. Send The data transmission process, the data acquisition process, the data association process, the stamp application process, and the data storage process are the same. process at least Execute The authentication process for communication with other computers is performed, The computer is connectable to a data storage server having a storage area corresponding to the destination of the document data, The data transmission process communicates with the other computer authenticated in the authentication process, and the document data stored in the data storage process is transmitted to the recipient The above This is resolved by transmitting the same document data, which is stored in a corresponding storage area of ​​the other computer, to the other computer.

[0009] Furthermore, the aforementioned problem is solved by the document management program of the present invention, which includes a data acquisition process for a computer to acquire transaction data related to electronic commerce and document data related to electronic commerce including the content of said transaction data from a transaction management server; a data association process for associating the document data and the transaction data acquired by the data acquisition process; a stamping process for assigning a timestamp to the document data; a data storage process for storing the document data with the timestamp assigned to it in a storage unit; and the document data stored in the storage unit. Send The data transmission process, the data acquisition process, the data association process, the stamp application process, and the data storage process are the same. process at least Execute other computers and An authentication process is performed to authenticate communication between the parties, and The computer is connectable to a data storage server having a storage area corresponding to the destination of the document data,Said data transmission process is document data saved in said data storage process through communication with said other computer authenticated in said authentication process, said transmission destination The above the problem is solved by transmitting the same document data as said document data stored in a storage area corresponding to the other computer to said other computer. [Effects of the Invention]

[0010] According to the document management apparatus, document management method and document management program of the present invention, document data can be appropriately managed when delivering document data to and from the outside. [Brief Description of the Drawings]

[0011] [Figure 1] It is a configuration diagram of the entire document management system of the present embodiment. [Figure 2] It is a diagram explaining the hardware configuration of the document management apparatus and the transaction management server. [Figure 3] It is a diagram explaining the hardware configuration of the document management apparatus, the data storage server, and the user terminal. [Figure 4] It is a diagram explaining the hardware configuration of the document management apparatus, the second document management apparatus, and the second transaction management server. [Figure 5] It is a diagram explaining the functions of the document management apparatus and the transaction management server. [Figure 6] It is a diagram explaining the functions of the document management apparatus, the data storage server, the user terminal, the second document management apparatus, and the second transaction management server. [Figure 7] It is a diagram showing a menu screen. [Figure 8] It is a diagram showing a document list display screen. [Figure 9] It is a diagram showing a document detail screen (preview display). [Figure 10] It is a diagram showing a document detail screen (history display). [Figure 11] It is a diagram showing a document list display screen. [Figure 12]FIG. 1 is a diagram showing a document detail screen (preview display). [Figure 13] FIG. 2 is a diagram showing a document detail screen (preview display). [Figure 14] FIG. 3 is a diagram showing a document detail screen (history display). [Figure 15] FIG. 4 is a diagram showing a menu screen [Figure 16] FIG. 5 is a diagram showing a document inquiry screen. [Figure 17] FIG. 6 is a diagram showing a menu screen [Figure 18] FIG. 7 is a diagram showing a document transmission screen. [Figure 19] FIG. 8 is a processing flow diagram showing a document management method. [Figure 20] FIG. 9 is a processing flow diagram showing a document management method. DETAILED DESCRIPTION OF EMBODIMENTS

[0012] <Overall Configuration of Document Management System> Hereinafter, an embodiment of the present invention will be described with reference to FIGS. 1 to 20. As shown in FIG. 1, the document management system S of the present embodiment comprises: a document management apparatus 1 that manages "document data" output from an external server (output apparatus); a database 100 connected to the document management apparatus 1 for storing document data; and a transaction management server 200 communicably connected to the document management apparatus 1 and outputting document data to the document management apparatus 1. The document management apparatus 1 stores document data in the database 100 described later according to differences in output methods (differences in output data) by external servers that output "document data" (hereinafter also referred to as external servers; an example is the transaction management server 200 described above) and communication terminals, manages the output document data itself, and confirms that the document data output from the external server has not been tampered with. 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 transaction information related to such electronic commerce transactions. The transaction management server 200 also stores transaction history information (transaction history information) that includes transaction information related to electronic commerce transactions.

[0013] Furthermore, the document management system S includes a data storage server 300 that is communicatively connected to the document management device 1 and stores "document data", and a user terminal 400 that can exchange data with the document management device 1 via the storage area of ​​the data storage server 300. The document management device 1 (also called the "first document management device") exchanges data with the user terminal 400, which is a trading partner in electronic commerce, via the storage area of ​​the data storage server 300. As an example, as shown in Figure 3, in a scenario where Company 1 has installed a document management device 1 and Company 2, a business partner of Company 1, has installed a user terminal 400 that handles electronic commerce, each company may individually (independently) manage "document data" related to electronic commerce. In this example, Company 1 (document management device 1, transaction management server 200) exchanges data with Company 2 (user terminal 400) via a data storage server 300 (storage area corresponding to Company 2).

[0014] The document management system S can also connect a second document management device 500, which is connected to the document management device 1 and has the same functions as the document management device 1, and a second transaction management server 600, which is connected to the second document management device 500 and manages electronic commerce transactions, in place of the user terminal 400. As an example in this case, as shown in Figure 4, the second company, which had been using a user terminal 400 to exchange document data with the document management device 1, has newly installed a second document management device 500 having the same configuration as the document management device 1. In other words, the environment has been changed to one in which document data is exchanged using the second document management device 500 instead of the user terminal 400. In this case, the document management device 1 of the first company and the second document management device 500 of the second company identify each other through a process of authenticating each other, making it possible to send and receive document data related to electronic commerce to the identified party without going through the data storage server 300. Of course, it is also possible to connect the second document management device 500 and the second transaction management server 600 in an environment where the user terminal 400 is connected.

[0015] "Document data" refers to transaction-related document data output from the transaction management server 200 that manages electronic commerce, and is electronic data (electronic document) of documents used for transaction notifications, requests, invoices, contracts, etc. Examples include quotations, purchase orders, delivery notes, invoices, receipts, and contracts. Specifically, it includes electronic data of national tax-related ledgers (journal entries, purchase ledgers, fixed asset registers, etc.) and national tax-related documents (inventory lists, balance sheets, etc.). Furthermore, there are no restrictions on the format of the electronic data; for example, it can be in PDF format, text format, various document formats, image formats such as JPEG and PNG, or spreadsheet software formats. However, it is desirable that it be in a single format that can be recognized by the various devices present in the document management system S. Document management device 1 enables the storage of documents in the most suitable storage format, such as "a method of saving electronically created ledgers and documents as electronic ledgers (electronic ledger storage)," "a method of scanning and saving paper documents (scanner storage)," and "a method of electronically saving transaction information received electronically (electronic transaction data storage)." Furthermore, after saving documents, document management device 1 makes it easy to search for those documents and check the transaction history of the documents. Furthermore, "transaction" refers to the process of providing or receiving goods or services between multiple parties, and various forms of transactions exist, such as face-to-face sales and e-commerce. Of these, transactions conducted via electronic information communication over the internet or computers are called "e-commerce." In e-commerce, it is possible to complete the entire process, including the conclusion of the transaction and the creation of transaction data related to it, entirely through electronic processing, without any human intervention.

[0016] <<Communication between the document management device, transaction management server, and data storage server (document storage and transmission)>> As shown in Figure 2, the document management device 1 is a device that provides software services related to document management (document storage) to the transaction management server 200, which 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-premises system. More specifically, the document management device 1 provides the server (terminal) that is the source of output primarily with the following services: (1) a service to store document data created by the server, (2) a service to query and send the stored document data, and (3) a service to store document data received from the server (see Figure 7). Specifically, the document management device 1 appropriately stores document data in accordance with the differences in output methods (differences in output data) between the source server and the document management device 1, and manages the stored document data in a state where its authenticity is objectively guaranteed. This "state where the authenticity of the stored document data is objectively guaranteed" means that the document data absorbs the differences in output methods from the source and, regardless of those differences, stores in the document management device 1 the same document data as the one output from the source, guaranteeing that the output document data and the stored document data are identical, even from the perspective of a third party (objectively). In other words, guaranteeing the authenticity of the document data means guaranteeing that the document data is the same before and after a predetermined process (the same applies hereinafter). Furthermore, the document management device 1 is capable of extracting stored document data under predetermined search conditions, verifying the extracted document data, and transmitting the extracted document data. More specifically, in managing the "document data" output from the above-mentioned output source, the document management device 1 acquires the "document data" and "transaction data" from the above-mentioned output source, associates these data, assigns a timestamp to the "document data," and stores the "document data" and "transaction data" in the database 100.

[0017] "Transaction data" refers to data related to a transaction, specifically data that shows information about the transaction details (also called "transaction details information") contained in the "document data." Specifically, transaction data includes information such as the "customer name," "transaction date," "transaction amount," and other transaction details (type of transaction document, transaction memo, etc.). While the format of the transaction data is not restricted (for example, it can be in CSV format or binary data), it is desirable that it be in a single format that can be recognized by the various devices present in the document management system S. Furthermore, the "transaction data" and the "document data" corresponding to that transaction data are stored in database 100 in an associated state. "Transaction data" refers to data used as search criteria (search tags) when searching for specific document data from among multiple document data stored in database 100, for example. In other words, "document data" is data used as evidence of the authenticity of a transaction, while "transaction data" is data used when verifying, searching, and aggregating document data.

[0018] A "timestamp" is a document that proves (proves existence) that the "document data (electronic document)" existed at the time stamped on it, and also proves (proves non-tampering) that the document data has not been altered since that time. A timestamp includes a hash value created from the document data (the original electronic document), as well as time information that serves as proof. The hash value is unique to each document. The time information indicates the time at which the document has not been tampered with.

[0019] Database 100 stores (reserves) the "document data" and "transaction data" that are managed by the document management device 1, in an associated manner. Furthermore, 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 in the most suitable storage format, such as the methods described above: "storing electronically created ledgers and documents as electronic ledgers (electronic ledger storage)," "storing scanned paper documents (scanner storage)," and "storing electronically received transaction information electronically (electronic transaction data storage)."

[0020] As shown in Figure 2, the transaction management server 200 is a server that manages electronic commerce transactions, outputting "document data" and "transaction data" to the document management device 1, and receiving document management services from the document management device 1. The transaction management server 200 accesses the website managed by the document management device 1 and displays the service details related to document management on the display screen after the user logs in (entering user ID and password). Specifically, after user login, the system displays the menu screen shown in Figure 7 and accepts the user's selection of desired operations to transition screens. This allows the user to receive services such as (1) saving document data created on the server (as shown in Figures 8-14), (2) querying and sending saved document data (as shown in Figures 15-18), or (3) saving document data received from the server.

[0021] The transaction management server 200 stores and manages all information related to electronic commerce transactions, including the type of goods or services, the parties involved in the transaction, the transaction date, and the transaction amount. The transaction management server 200 creates "document data" and "transaction data" related to the above-mentioned e-commerce transactions and enables the verification of those e-commerce transactions. The transaction management server 200 can also receive "document data" and "transaction data" related to e-commerce transactions from other devices and verify those e-commerce transactions. In addition to outputting (sending) this data to the document management device 1, the transaction management server 200 can also output the data to a pre-specified storage area.

[0022] The transaction management server 200, like the document management device 1, is a device related to cloud computing or an on-premises device. This transaction management server 200 is linked with the document management device 1 (described later as "first linkage") and outputs "transaction data" and "document data" consisting of a predetermined format (common format) agreed upon with the document management device 1. More specifically, the transaction management server 200 is linked (first linkage) with the document management device 1 and outputs and saves transaction data and document data in a predetermined format to a common cloud storage (storage area on the cloud). This allows the document management device 1 to read the transaction data and document data stored in the above storage area and perform predetermined processing. In other words, the document management device 1 can acquire the "transaction data" related to electronic commerce and the "document data" related to that electronic commerce output from the transaction management server 200. Furthermore, the transaction management server 200 may be triggered to output data by a predetermined user operation or by batch processing at a pre-specified time. In addition, the transaction management server 200 may output "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 "transaction data" and "document data" from this shared storage area. Of course, the above-mentioned shared storage area may also be provided within the transaction management server 200.

[0023] As a result, the "transaction data" created in electronic commerce transactions completed by the transaction management server 200 and the "document data" corresponding to that transaction data are pre-associated. The document management device 1 guarantees that both sets of data were output by the transaction management server 200 and that the two sets of data are related to each other, and stores them in the database 100. In other words, when the document management device 1 manages the "document data" output from the transaction management server 200, it is linked with the transaction management server 200 (first linkage), and since no user modification operations or data update procedures are performed, it becomes possible to perform automated (semi-automated) processing from acquisition to saving of "document data" under predetermined conditions.

[0024] The above-described linkage between the transaction management server 200 and the document management device 1 involves an authentication process (hereinafter also referred to as the "first authentication process") to authenticate users who use these devices. Once both parties have identified the authenticated user, it becomes possible to send and receive information (data) necessary for that user. Hereinafter, this linkage may also be referred to as "data linkage." In particular, the linkage between the transaction management server 200 and the document management device 1 enables the sending and receiving of "transaction data" consisting of a predetermined format and "document data" that constitutes a group with this transaction data, to and from an authenticated user via a predetermined storage area. On the other hand, the "state of no data linkage" differs from the above-described data linkage configuration in that it simply involves identifying the recipient using recipient identification information such as a URL or email address, and then sending or receiving information to or from that recipient identification information. This differs from a state where both parties authenticate each other before sending or receiving data. In this "state of no data linkage," it is not limited to outputting or sending / receiving transaction data in a specified predetermined format, but is a state in which it is possible to send and receive data in any data format to or from the document management device 1. This same principle applies to the collaboration between document management device 1 and user terminal 400. In other words, by authenticating users using an external authentication server (SSO (Single Sign On) server) not shown in the diagram, authenticated users can use the transaction management server 200, document management device 1, and user terminal 400 to receive data for themselves or to send data themselves. This data linkage through user authentication is referred to as the "first linkage," and its state is referred to as the "first linkage state."

[0025] Furthermore, as shown in Figure 3, the document management device 1 is capable of communicating with a data storage server 300, which has storage areas 301 for each destination of document data. The device transmits and stores document data in the corresponding storage area 301 for the user terminal 400, which is the destination, and provides a software service that allows the user terminal 400 to receive the data. Specifically, when the document management device 1 receives instructions from a user or a predetermined batch process, it transmits and stores the document data in the corresponding storage area 301 of the data storage server 300. As a result, the document data output by the transaction management server 200 is stored in the corresponding storage area 301 that corresponds to the user terminal 400 to which the document data is sent.

[0026] The data storage server 300 is a server that can communicate with the document management device 1 and stores document data, and is equipped with a dedicated corresponding storage area 301 that corresponds to the recipient (transmission destination) of the data transfer. The "storage area" refers to a download site managed by the data storage server 300, which may be cloud storage (online storage), etc. Alternatively, it may be the data storage area of ​​a file transfer service managed by the data storage server 300. Transaction data and document data in a predetermined format can be stored in the storage area. Furthermore, the transaction data and document data stored in the storage area can be downloaded or read by various devices, etc., and processed according to predetermined procedures.

[0027] When the data storage server 300 stores the document data sent from the source (document management device 1) in the storage area 301 of the destination (user terminal 400), it sends a notification to the user terminal 400 that the document data has been stored. Furthermore, after the recipient (user terminal 400) has acquired the document data by downloading or reading it, the data storage server 300 sends an acquisition notification (acquisition completion notification) to the sender (document management device 1). Alternatively, the user terminal 400 may also send a document data acquisition notification to the sender (document management device 1).

[0028] In addition to acquiring timestamped document data from the document management device 1, the data storage server 300 can also communicate with destinations other than the document management device 1 and acquire timestamped or untimestamped document data from those destinations. These "destinations other than the document management device 1" refer, for example, to computers equipped with information transmission and reception tools such as email.

[0029] The user terminal 400 is an information terminal that can communicate with the data storage server 300 and utilizes the data storage server 300 (storage area 301). The user terminal 400 is, for example, a computer such as a PC, tablet, or smartphone. As shown in Figure 3, the user terminal 400 can access a dedicated download site managed by the data storage server 300 and, by logging in (entering a user ID and password), can refer to and receive document data stored in a dedicated storage area (hereinafter referred to as "corresponding storage area 301") assigned to the logged-in user. It can also send document data via the corresponding storage area 301.

[0030] As described above, the user terminal 400 receives document data stored in the storage area 301 by accessing the corresponding storage area 301. After acquiring the document data, it sends a notification of acquisition (receipt notification) of the document data to the document management device 1 via the data storage server 300. Alternatively, the user terminal 400 may send the notification of acquisition of the document data directly to the document management device 1. This allows the user terminal 400 to retrieve the document data itself that has been stored in the data storage server 300 by the document management device 1. Furthermore, the document management device 1, upon receiving the document data output by the transaction management server 200, stores the document data in the corresponding storage area 301 (the corresponding storage area of ​​the data storage server 300 that corresponds to the user terminal 400 to which the document data is sent), and the user terminal 400 can retrieve the document data from the corresponding storage area 301.

[0031] In this manner, the user terminal 400, upon receiving the document data via the data storage server 300, then determines whether or not a timestamp has been attached to the document data. If a document data does not have a timestamp, the user terminal 400 adds a timestamp to the document data at the time of acquisition. On the other hand, if the document data already has a timestamp, the user terminal 400 may add the timestamp at the time of acquisition in addition to the existing timestamp. This indicates that the document data may have multiple timestamps. In other words, multiple different timestamps are assigned as time information for the timestamp, including the timestamp at the time the document management device 1 acquired the document data and the timestamp at the time the user terminal 400 acquired the document data.

[0032] With the above configuration, as shown in Figure 2, when the transaction management server 200 transmits "document data" and "transaction data" to the document management device 1, the document management device 1 stores the "document data" and "transaction data" in the database 100 and manages the document data while guaranteeing its authenticity (managing the document data by adding a timestamp). Then, when it receives a predetermined operation or request, as shown in Figure 3, the document management device 1 transmits the document data to the corresponding storage area 301 of the data storage server 300 (storage area 301 corresponding to the user terminal 400), and the data storage server 300 stores the document data itself (storing the document data whose authenticity is guaranteed). Subsequently, the user terminal 400 accesses the corresponding storage area 301, which is accessible to the user of the user terminal 400, at any time, and obtains the document data itself, that is, the document data output from the transaction management server 200 and time-stamped by the document management device 1. The document management device 1 also stores an acquisition history indicating that the user terminal 400 has acquired the document data. By doing so, the data source (document management device 1) can track the history (communication history) of document data output from the transaction management server 200 and sent to the data destination (user terminal 400) via the data storage server 300, and can deliver the document data while guaranteeing its authenticity. In particular, when transferring document data, there are two processes: the transfer of document data from the transaction management server 200 to the data storage server 300 via the document management device 1 (first transfer), as shown in Figures 2 and 3, and the transfer of document data from the data storage server 300 to the user terminal 400 (second transfer), as shown in Figure 3. Although these are not processed in a single continuous flow, the transfer of document data can be achieved while always guaranteeing the authenticity of the data. In other words, both the "first transfer" and the "second transfer" guarantee that the document data before the "first transfer" and the document data after the "second transfer" are identical from the perspective of a third party (objectively).

[0033] <<Communication between the document management system and the second document management system (document transmission through collaboration)>> As shown in Figure 4, the document management device 1 can also connect to and cooperate with a second document management device 500, which has the same configuration as the document management device 1, instead of the user terminal 400 (this will be described later as "second cooperation"). In this case, transaction data and document data in a predetermined format can be output and transmitted / received mutually, providing seamless processing. The second document management device 500 provides software services for managing document data output from the second transaction management server 600. In other words, it has the same functions as the document management device 1. In this case, it is possible to send and receive document data related to electronic commerce between the document management device 1 and the second document management device 500, and authentication processing is performed to authenticate the communication partners. Then, it becomes possible to send and receive document data between the authenticated partners (document management device 1 and transaction management server 200), and it becomes possible to send and receive data without going through the data storage server 300.

[0034] Specifically, when a second document management device 500 is introduced at the destination to which document management device 1 transmits document data, and this second document management device 500 is connected, the second document management device 500 will perform authentication processing with document management device 1. After authentication, the second document management device 500 requests the document management device 1 to transmit document data from the database 100 that is intended for the user of the second document management device 500. At this time, the document management device 1 transmits the document data intended for the user of the second document management device 500 to the second document management device 500. The second document management device 500 receives document data from the document management device 1 and stores it in the database 501.

[0035] In this way, by connecting and coordinating the document management device 1 and the second document management device 500, it becomes possible to seamlessly output and send / receive transaction data and document data in a predetermined format between them. For example, when the transaction management server 200 transmits "document data" and "transaction data" to the document management device 1, the document management device 1 stores the "document data" and "transaction data" in the database 100 and manages the document data while guaranteeing its authenticity. That is, it manages the document data by adding a timestamp. Subsequently, the document management device 1 transmits the "document data" and "transaction data" to the second document management device 500 by accepting predetermined operations or requests (including requests from the second document management device 500 as shown above).

[0036] <Hardware configuration of the document management system> As shown in Figures 2 to 4, the document management device 1 is a computer equipped with a CPU as a data calculation and control processing unit, ROM, RAM, and HDD (SSD) as storage devices, and a communication interface for sending and receiving information data via the Internet. The memory of the document management device 1 stores a main program that performs the functions necessary for a computer, as well as a document management program. The document management device 1 functions when these programs are executed by the CPU (processor). Alternatively, they may be executed by a semiconductor integrated circuit or FPGA (Field-Programmable Gate Array) that implements the CPU. The database 100, transaction management server 200, data storage server 300, user terminal 400, second document management device 500, and second transaction management server 600 are also computers with the same hardware configuration. The document management device 1 is connected to the scanning device 2 via wired or wireless connection. The transaction management server 200 is similarly connected to the scanning device 201.

[0037] <Document Management System Functions> As shown in Figure 5, the document management device 1, in terms of its functions, includes, in addition to a storage unit 10 for storing various programs and data such as "document data" and "transaction data," a data acquisition unit 11, a data registration unit 12, a data display unit 13, a data association unit 14, a stamping unit 15, a data storage unit 16, an extraction unit 17, a matching unit 18, a result notification unit 19, a transaction update unit 20, and a history recording unit 21 as its main components for performing the "function of saving document data created by the server." Furthermore, the document management device 1 is equipped with a data search unit 22, a data presentation unit 23, and an access information assignment unit 24 in order to perform the "function of querying stored document data". Furthermore, as shown in Figure 6, the document management device 1 is equipped with a data transmission unit 25, a notification receiving unit 26, an acquisition history storage unit 27, an authentication processing unit 28, a deletion instruction unit 29, a transmission prohibition instruction unit 30, and a prohibition control unit 31, primarily for the function of "transmitting saved document data". These consist of a CPU, ROM, RAM, HDD, communication interface, and various programs. The storage unit 10 temporarily stores "document data" and "transaction data" output from the transaction management server 200, etc. The temporarily stored "document data" and "transaction data" are registered, associated, and timestamped by the document management device 1, and then stored in the database 100 under centralized management by the document management device 1, or as appropriate.

[0038] To explain the functions of the transaction management server 200, data storage server 300, user terminal 400, and second transaction management server 600, as shown in Figures 4 and 5, they mainly consist of storage units 210, 310, 410, and 610 for storing various programs and various data, communication units 211, 311, 411, and 611 for sending and receiving various data, screen display units 212, 312, 412, and 612 for displaying service details related to document management on the screen, and operation execution units 213, 313, 413, and 613 for receiving user input or selection and executing operation processing. Furthermore, the data storage server 300 includes a storage notification unit 314 that sends a storage notification to the recipient when it stores document data sent from the sender in the storage area 301, and an acquisition notification unit 315 that sends an acquisition completion notification to the sender after the recipient has acquired the document data. Furthermore, the user terminal 400 includes an acquisition notification unit 414 that sends a notification of acquisition of document data after acquiring the document data stored in the storage area 301, and a stamping unit 415 that adds a timestamp to the document data.

[0039] The second document management device 500 has the same functions and configuration as the document management device 1, and includes at least the data acquisition unit 11, data association unit 14, stamping unit 15, and data storage unit 16 of the document management device 1. In addition to this configuration, it includes a storage unit 510, an authentication processing unit 511, a source identification unit 512, a data request unit 513, a data receiving unit 514, a data association unit 515, a stamping unit 516, and a data storage unit 517. Alternatively, the second document management device 500 may have the same configuration as the data acquisition unit 11, data registration unit 12, data display unit 13, data association unit 14, stamp application unit 15, data storage unit 16, extraction unit 17, matching unit 18, result notification unit 19, transaction update unit 20, history recording unit 21, data search unit 22, data presentation unit 23, access information application unit 24, data transmission unit 25, notification receiving unit 26, acquisition history storage unit 27, authentication processing unit 28, deletion instruction unit 29, transmission prohibition instruction unit 30, and prohibition control unit 31 of the document management device 1.

[0040] The following describes in detail the functions provided by the document management device 1: (1) the function of saving document data created by the server, and (2) the function of querying and sending the saved document data. Note that the explanation for (3) the function of saving document data received from the server will be omitted.

[0041] <<(1) Saving of electronic documents created by the server (terminal)>> (1-1) The following describes the case when "document data" and "transaction data" created electronically by the transaction management server 200 are output from the server. First, the data acquisition unit 11 acquires the "document data" and "transaction data" simultaneously output from the transaction management server 200 as a group. To explain in more detail, the transaction management server 200 is linked with the document management device 1 (first linkage), and when "document data" is output, it automatically outputs the "transaction data" corresponding to the "document data" (simultaneous output). Furthermore, "transaction data" refers to "transaction data (e.g., CSV data)" that is in a common format with the document management device 1.

[0042] In this case, triggered by the acquisition of both data by the data acquisition unit 11, the data registration unit 12 automatically registers the "document data" and "transaction data" in an associated state. Then, the stamping unit 15 adds a timestamp to the "document data" associated with the "transaction data". Finally, the data storage unit 16 saves the "document data" and "transaction data" that are associated with each other. In other words, when storing "document data" that is consistently created electronically on the transaction management server 200, coordination with the document management device 1 (first coordination) is performed, and the authenticity of the "document data" and "transaction data" can be objectively guaranteed and managed.

[0043] A detailed explanation based on Figures 7 to 10 is as follows. First, the document management device 1 accepts a login operation from a user via the transaction management server 200 and presents the menu screen 40 shown in Figure 7. The menu screen 40 is a list screen that allows the user to select a predetermined item from multiple selection options. The menu screen 40 shown in Figure 7 displays the following options: Option 41 "Save electronic documents created by the server" in the upper left, Option 42 "Inquire about / send saved documents" in the upper right, and Option 43 "Save documents received by the server" in the lower left. More specifically, under Option 41, options 41a "Import electronic documents" and 41b "Register electronic documents" are displayed; under Option 42, options 42a "Inquire about electronic documents" and 42b "Send electronic documents" are displayed; and under Option 43, options 43a "Import electronic documents" and 43b "Register electronic documents" are displayed.

[0044] Then, when the user selects item 41a "Import electronic documents" from item 41 "Save electronic documents created by the 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 data specified by the user (transaction data, document data, etc.).

[0045] Then, the data display unit 13 displays the document list display screen 50 shown in Figure 8. Figure 8 shows the following information at the top of the document list: Registration status "Registered", Document name "Invoice 22040101A", Document type "Invoice", Customer name "Leaf Ichiro", Transaction date "2022 / 4 / 1", Transaction amount "194,000", Registrant "Broad Taro", Timestamp "2022 / 4 / 7", and Save date "2022 / 4 / 7". If the registration status of a document is "Registered," then the "Document Data" and "Transaction Data" have already been associated, a timestamp has been added, and the document has been saved in database 100. On the other hand, in the case of a document whose registration status is "provisional registration (unregistered)," the "document data" and "transaction data" are not (completely) associated, a timestamp has not been assigned, and the document is not saved (in a waiting state) and is temporarily stored in the storage unit 10. Also, in the case of "provisional registration (unregistered)," only the "document data" is imported, only the "transaction data" is imported, or both the "document data" and "transaction data" are imported but are not associated with each other and are temporarily stored in the storage unit 10.

[0046] Then, when the user selects the document name "Invoice 22040101A", the data display unit 13 displays the document details screen 60 shown in Figures 9 and 10. In Figure 9, window 61, "Electronic Document Details," pops up, with "Transaction Details" displayed in the left display area 61a and a preview of the "Document Data (PDF Data)" in the right display area 61b. Furthermore, the display area 61c on the right side of Figure 10 shows a list of "history information." In other words, different information can be displayed in the display area on the right side of window 61 by switching tabs.

[0047] As described above, in case (1-1), the data registration unit 12 automatically registers the "document data" and "transaction data" in an associated state, triggered by the acquisition of both data by the data acquisition unit 11, the stamping unit 15 adds a timestamp to the "document data", and the data storage unit 16 saves the "document data" and "transaction data". In other words, as shown in Figures 8 to 10, the document management device 1 can save "electronic documents (document data)" in the database 100 in association with "transaction data" without accepting any predetermined user operations or user confirmation processes. (Figures 8 to 10 show the state after the electronic documents have already been automatically saved to database 100.)

[0048] (1-2) Next, we will explain the case where, among the group of "document data" and "transaction data" that come from the transaction management server 200, the "transaction data" is output first, and the "document data" output afterward is scanned document data (document data created by outputting a document as a document by the server and digitizing that document). As an example, we will explain the case of managing documents using paper media (a medium other than electronic media) (analog support). Furthermore, if the "document data" is not scanned document data but rather document data created electronically by the server, the scanning, character recognition (OCR), and matching processes described later are not necessary.

[0049] First, the data acquisition unit 11 acquires the "transaction data" from the transaction management server 200, and then the data registration unit 12 registers the "transaction data" first. To explain in more detail, the transaction management server 200 is linked (first linkage) with the document management device 1, and when "document data" is printed externally, it automatically outputs the "transaction data" corresponding to the "document data" to the document management device 1. Furthermore, the "transaction data" is "transaction data (CSV data)" that is in a common format with the document management device 1.

[0050] Subsequently, when the transaction management server 200 acquires the "scanned document data", the data acquisition unit 11 accepts user operations through the transaction management server 200 and acquires the "scanned document data", and the data association unit 14 associates the "scanned document data" corresponding to the transaction data with the "transaction data" that has been registered in advance. Then, triggered by character recognition processing (OCR processing) and user confirmation processing, the stamping unit 15 assigns a timestamp to the scanned document data that has been associated with the transaction data and whose transaction details have been confirmed. The data storage unit 16 then saves the associated scanned document data and transaction data. Here, "character recognition processing" refers to a process performed by an extraction unit 17 that extracts transaction information (transaction details information) by performing character recognition on "scanned document data" created by digitizing a document into image data, a matching unit 18 that compares the transaction details information extracted from the "scanned document data" with the transaction details information contained in the "transaction data" associated with the "scanned document data", and a result notification unit 19 that notifies the matching results (displaying them on a display screen and also sending them to a predetermined recipient). "User confirmation process" refers to a confirmation process determined by user actions.

[0051] In this manner, when saving "scanned document data" created by printing out a document from the transaction management server 200 and digitizing that document, the system first associates the "transaction data" that is initially imported and registered into the document management device 1 with the "scanned document data" that is imported later, based on user input. Then, triggered by character recognition processing and user confirmation processing, a timestamp is added to the "scanned document data," and the "scanned document data" is saved. In other words, when saving "scanned document data" created by printing a document and then digitizing it again, the authenticity of the "scanned document data" and the "transaction data" is not necessarily guaranteed. Therefore, a "user verification process" is necessary (data is not saved through automated processing).

[0052] A detailed explanation based on Figures 7 and 11-14 is as follows. First, when the user selects item 41a on the menu screen 40 shown in Figure 7, the data acquisition unit 11 first retrieves the "transaction data" stored in the common cloud storage. Note that at this point, the "scanned document data" is not yet stored.

[0053] Then, the data display unit 13 displays the document list display screen 50 shown in Figure 11. Figure 11 shows the following at the top of the document list: Registration status "Provisional registration", Document name "Invoice 23041101A", Document type "Invoice", Customer name "Leaf Shiro", Transaction date "2023 / 4 / 11", Transaction amount "150,000", Registrant "Broad Taro", Timestamp "-", Save date "-". In other words, the document named "Invoice 23041101A" is in a "provisional registration" state, and only the "transaction data" for that document has been registered. To put it another way, it is waiting for the registration and association of the "document data" corresponding to the "transaction data" (waiting state, waiting state).

[0054] Then, upon receiving the user's selection of the document name "Invoice 23041101A", the data display unit 13 presents the document details screen 60 shown in Figures 12 to 14. In Figure 12, "Transaction Details Information" is displayed in the left display area 61a of window 61, while nothing is displayed in the right display area 61b. In other words, although "transaction data" has been registered for this document, the scanned document data has not yet been registered and is not associated with it.

[0055] Then, after the data acquisition unit 11 has acquired the "scanned document data," it receives user input and the data association unit 14 associates the "scanned document data" with the "transaction data" that has already been registered. Regarding data association, the document management device 1 can associate the registered "transaction data" with the "scanned document data" stored in cloud storage using document IDs, or by matching them with the trading partner name, transaction date and time, and transaction amount, and the user can then confirm the association. Alternatively, the data association can be established by the user selecting the "scanned document data" or by dragging the "scanned document data" as shown in Figure 12. Once the data is associated, as shown in Figure 13, "Transaction Details Information" is displayed in the display area 61a of window 61, and "Document Data" is previewed in the display area 61b on the right.

[0056] Then, in the document details screen 60 shown in Figure 13, the system accepts the user's operation of the execution button 62 "F7 AIOCR," and the extraction unit 17, matching unit 18, and result notification unit 19 perform character recognition processing. It is also possible to perform AI (artificial intelligence) character recognition processing (AIOCR processing) using training data as described later. Through this character recognition process, the result notification unit 19 presents the result of comparing the transaction details information in the "transaction data" in the display area 61a with the transaction details information extracted from the "scanned document data" in the display area 61b.

[0057] Specifically, the result notification unit 19, when it has successfully matched the transaction details (when the transaction details of both parties match), displays a message to that effect (for example, "Transaction details matched") and notifies the user of the matching result. After the user has completed the verification process, the stamping unit 15 accepts the user's operation of the execution button 63 "F12 Timestamp + Save" and applies a timestamp to the "scanned document data" in the state where the transaction details have been matched. The data storage unit 16 then saves the "scanned document data" and "transaction data" that are associated with each other. Alternatively, without accepting input from the execution button 63, the stamping unit 15 may automatically assign a timestamp and the data storage unit 16 may automatically save both data when the user performs a confirmation process using the matching results (confirming that the transaction details have been matched).

[0058] On the other hand, if the transaction details cannot be matched (if the transaction details do not match or the information about the transaction details is different), the result notification unit 19 will notify 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 13 is "150,000" and the transaction amount extracted in display area 61b is "160,000", the system will notify the system of the transaction details that could not be matched (in the above example, that the transaction amount in display area 61a and the transaction amount extracted in display area 61b are different). The user can recognize that the transaction amount in display area 61a and the transaction amount extracted in display area 61b are different as a result of the matching process. If the user confirms that they accept this difference, the 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 confirms that they do not accept this difference, the display will not be updated and the original content will remain. Then, the data association unit 14 associates the transaction details information (updated information) after confirmation by the user with the "scanned document data". Then, upon receiving the user's operation of the execution button 63, the stamping unit 15 adds a timestamp to the "scanned document data." The data storage unit 16 then saves both data. Alternatively, the stamping unit 15 may (automatically) add a timestamp and the data storage unit 16 may save both data when the user performs a confirmation process.

[0059] By the way, in the document details screen 60 shown in Figure 13, switching tabs in the right-hand display area 61b displays a list of "history information" in the right-hand display area 61c, as shown in Figure 14. The display area 61c displays a list of history information recorded by the history recording unit 21. More specifically, the history recording unit 21 records at least the 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 the 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 Figure 14 shows the updater "Broad Taro", the process "New" and the history content "Temporary Registration", as well as the process "AIOCR" and the history content "Transaction Details". Additionally, the display area 61c in Figure 14 shows the update information as follows: Updater: "-", Process: "Automatic Update", 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 system to trace back the entry of the incorrect information chronologically. In other words, traceability can be ensured by recording historical information.

[0060] As explained above, in case (1-2), although both data are output from the transaction management server 200, the authenticity of the "transaction data" and the "scanned document data" is not necessarily guaranteed (the scanned document data may have been processed). In other words, the data is not saved by automatic processing as in case (1-1). Therefore, it is necessary to associate the "transaction data" that is first imported and registered in the document management device 1 with the "scanned document data" that is imported later, triggered by a user confirmation process. After character recognition processing and user confirmation processing, the stamping unit 15 adds a timestamp to the "scanned document data," and the data storage unit 16 saves the "scanned document data" and the "transaction data."

[0061] <<(2) Inquiry and transmission of saved document data>> (2-1) This section describes the case where a user requests "inquiry" about specified document data. Furthermore, inquiries regarding document data may also be accepted from the second document management device 500.

[0062] First, when the user selects item 42a "Electronic Document Inquiry" under item 42 "Inquire about / Send saved documents" on the menu screen 40 shown in Figure 15, the document management device 1 displays the document inquiry screen 70 shown in Figure 16. Although the document inquiry screen 70 shown in Figure 16 already displays a list of document data, in reality, the list of document data is not displayed before the user clicks the execution button 71 "Start Search".

[0063] On the document inquiry screen 70, when the user enters search items and the execution button 71 "Start Search" is pressed, the document management device 1 starts a search based on the search items. More specifically, the data retrieval unit 22 receives a request from the transaction management server 200 to retrieve a specified document data, and searches for the document data to be queried from among multiple document data stored in the database 100. The data retrieval unit 22 searches for "document data" associated with the transaction data, using the transaction details information contained in the "transaction data" as search criteria. The "transaction details" used as search criteria, as shown in Figure 16, include the name of the trading partner, the date of the transaction, and the transaction amount. Other information includes registration status, document type, and document name. Furthermore, information such as the saver, save date, registrant, and timestamp date may also be used as additional search candidates.

[0064] Then, when the data search unit 22 extracts the target "document data", the data presentation unit 23 presents the target "document data" on the display screen. The data presentation unit 23 displays the target "document data" and the transaction data associated with the document data on the display screen. More specifically, the data presentation unit 23 displays a list of the target document data, as shown in the document inquiry screen 70 in Figure 16. Figure 16 shows the following at the top of the document (document data) list: Download "Download URL", Registration Status "Registered", Document ID "*", Document Name "Invoice 22040101A", Type "Invoice", Business Partner "Leaf Ichiro", Access Information "Link URL", Transaction Date "2022 / 4 / 1", Transaction Amount "194,000", Registrant "Broad Taro", Timestamp "2022 / 4 / 7", Save Date "2022 / 4 / 7", etc.

[0065] Furthermore, when the user selects the document name "Invoice 22041101A", the data presentation unit 23 displays a document details screen (not shown). On the document details screen, as shown in Figure 9, for example, the "Transaction Data" is displayed in the left-hand display area, and the "Document Data" is displayed in the right-hand display area. In other words, the data presentation unit 23 presents the target "document data" and the "transaction data" associated with the document data through the document inquiry screen 70 shown in Figure 16 and a document details screen (not shown).

[0066] By the way, Figure 16 displays the access information for the target document data. This is achieved when the access information assignment unit 24 assigns access information (such as a URL) to the "corresponding document data (original data)" stored in the transaction management server 200 that corresponds to the "document data" stored in the database 100. "Corresponding document data" refers to the original data of the document data created by the transaction management server 200. For example, in Figure 16, when the execution button 72 "Access Information" is selected for the document name "Invoice 22041101A", the data presentation unit 23 accesses the "corresponding document data" stored in the transaction management server 200 and displays the contents of the corresponding document data on the display screen. By assigning access information as described above, the connection between "document data" and "corresponding document data (original data)" can be easily understood. Furthermore, it can be confirmed that document management is being performed on the original data stored in the transaction management server 200, that the requirements of the Electronic Bookkeeping Act are met, and that tax benefits can be received.

[0067] (2-2) This section describes the case where a user has sent (requested to send) a specified document data. Furthermore, requests for the transmission of document data may also be received from the second document management device 500.

[0068] First, when the user selects item 42b "Send electronic document" from item 42 "Inquire about / Send saved documents" on the menu screen 40 shown in Figure 17, the document management device 1 displays the document transmission screen 80 shown in Figure 18. Note that in the document transmission screen 80 shown in Figure 18, the list of document data is not displayed before the user clicks the execution button 81 "Start Search".

[0069] On the document transmission screen 80, when the user enters search items and the execution button 81 "Start Search" is pressed, the document management device 1 displays the "document data" to be transmitted on the display screen. Furthermore, when the user selects the document name "Invoice 22041101A", the data presentation unit 23 displays a document details screen (not shown). After accepting user input and selection of recipient information on the document details screen, and upon receiving the selection of the execute button 83 "Send Document," the document management device 1 sends the "document data" and "transaction data" to the recipient. The following will explain the specific processing details, divided into the transmission modes (transmission patterns) shown in Figure 3 and the transmission modes shown in Figure 4.

[0070] (2-2-1) Communication between the document management device and the data storage server (document transmission) As shown in Figure 3, the document management device 1 is able to communicate with a data storage server 300, which has a storage area 301 for each destination of "document data". By sending document data to the data storage server 300, the user terminal 400 at the destination becomes ready to receive the document data. More specifically, the data transmission unit 25 transmits the document data stored in the database 100 to the storage area 301 corresponding to the destination of the document data. When document data is stored in the storage area 301, the data storage server 300 (storage notification unit 314) sends a storage notification to the user terminal 400.

[0071] Upon receiving the above storage notification, the user terminal 400 accesses the storage area 301 and retrieves the document data. After retrieving the document data, the retrieval notification unit 414 sends a retrieval notification to the document management device 1 via the data storage server 300. In other words, the document management device 1 (notification receiving unit 26) receives a notification from the data storage server 300 that the user terminal 400 has retrieved the document data. Here, the user terminal 400 retrieves document data using the storage area 301 and determines whether or not a timestamp has been added to the document data. Note that the document data transmitted from the document management device 1 will be document data with a timestamp added, as described above. Specifically, the stamping unit 415 adds a timestamp to the document data if a timestamp has not been added to the document data, and then saves the document data.

[0072] When the document management device 1 (notification receiving unit 26) receives a notification from the data storage server 300 that document data has been acquired, the acquisition history storage unit 27 stores an acquisition history indicating that the user terminal 400 has acquired the document data. In other words, the acquisition history storage unit 27 stores an acquisition history indicating that the user terminal 400 acquired the document data itself, which was output from the transaction management server 200 and to which a timestamp was added by the stamping unit 15. Therefore, the document management device 1 can track the history (communication history) of document data output from the transaction management server 200 and transmitted to the user terminal 400, and can deliver the document data to the recipient (recipient) while guaranteeing the authenticity of the data.

[0073] As described above, by using the data storage server 300 which is linked (first linkage) with the document management device 1, it is possible to appropriately exchange document data between a company that has installed the document management device 1 and a company that has not installed the document management device 1 (user terminal 400). In addition, it is possible to reduce the workload associated with document exchange. In particular, by utilizing the storage area 301 (download site) for each recipient, the recipient company (user terminal 400) can verify the timestamp. Furthermore, the sending company (document management device 1) can obtain a history of when recipients downloaded document data and view this history information. In particular, even considering the two-stage process in which the document management device 1 stores the document data received from the transaction management server 200 in the data storage server 300 (referred to as "first delivery" above), and the user terminal 400 used at the destination (recipient) of the document data receives the document data from its storage area in the data storage server 300 (referred to as "second delivery" above), the delivery of document data can be achieved while always guaranteeing the authenticity of the data. In other words, even with the "first delivery" and the "second delivery," it is guaranteed that the document data before the "first delivery" and the document data after the "second delivery" are identical from the perspective of a third party (objectively).

[0074] (2-2-2) Communication between the document management device and the second document management device (document transmission through cooperation) Next, as shown in Figure 4, when the document management device 1 (authentication processing unit 28) establishes a connection with a second document management device 500 at the destination, which has at least the same configuration as the data acquisition unit 11, data association unit 14, stamp application unit 15, and data storage unit 16, it performs a negotiation process with the second document management device 500 (a confirmation process that includes communication identification information to identify the device in communication, security information such as a password used to permit or deny communication based on that communication identification information, environmental information where the second document management device 500 is installed (company information, user information, location information, etc.), and also confirms communication establishment information consisting of confirmation of the communication protocol between devices, communication speed, error correction method, etc.), and performs an authentication process to authenticate the device of the communication partner. This authentication process is referred to as the "second authentication process". For example, consider a scenario where a second document management device 500 is newly installed in place of the user terminal 400 at the destination (user terminal 400) of the data storage server 300 shown in Figure 3.

[0075] Specifically, the second authentication process described above involves either document management device 1 or second document management device 500 transmitting communication establishment information to the other document management device 1 and document management device 1. This communication establishment information is then used to authenticate whether the device is the destination (recipient) device for connecting the devices (first authentication process). After that, communication is established using this communication establishment information, resulting in a state of cooperation (hereinafter also referred to as "second cooperation"). In other words, the state in which communication is established using guidance information after the devices have been authenticated by the second authentication process is defined as the second cooperation state.

[0076] As described above, the authentication processing unit 28 performs an authentication process (first authentication process) to authenticate the communication partner between the data storage server 300 and the second document management device 500. Through the first authentication process described above, the second document management device 500 is linked with the data storage server 300. Furthermore, since the second document management device 500 also performs communication verification (first linkage) with the second transaction management server 600, seamless data transmission and reception are possible between the document management device 1, the data storage server 300, and the second transaction management server 600.

[0077] Once the second authentication process is performed and document management device 1 and the second document management device 500 are linked, document management device 1 transmits document data addressed to the second document management device 500 to either device upon request. This allows the second document management device 500 to retrieve all document data addressed to itself from document management device 1. At this time, the second document management device 500 records historical information regarding the retrieval, including at least the date and time of retrieval, the retrieval destination, the type of data retrieved, and identification information of the data itself. More specifically, upon request from either document management device 1 or second document management device 500, document management device 1 (data transmission unit 25) transmits document data stored in database 100 and intended for users of second document management device 500 to second document management device 500, in response to a request from second document management device 500. Regarding this transmission, document management device 1 records history information including at least the date and time of transmission, the recipient, the type of data transmitted, and identification information of the transmitted data itself.

[0078] When the second document management device 500 (data receiving unit 514) receives document data from the document management device 1, it verifies the identity between the hash value of the document data received directly from the document management device 1 and the hash value of the document data received via the data storage server 300. For document data whose identity has been verified, the second document management device 500 or the document management device 1 deletes the document data from the storage area 301 of the data storage server 300 to prevent duplicate management. Furthermore, the second document management device 500 or the document management device 1 performs a process to prohibit the storage of new document data in the storage area 301 of the data storage server 300. Furthermore, the second document management device 500 or the document management device 1 may assign flag information, etc., to the document data stored in the storage area 301, indicating that the same document is stored in the second document management device 500. A detailed explanation follows below.

[0079] When a second authentication process is performed between document management device 1 and the second document management device 500, and a second linkage is established, document management device 1 performs processing by the delete instruction unit 29, the transmission prohibition instruction unit 30, and the prohibition control unit 31. Specifically, this is as follows: The deletion instruction unit 29, upon receiving notification of document data acquisition from the recipient (second document management device 500), instructs the data storage server 300 to delete the document data stored in the storage area 301 corresponding to the user terminal 400. By issuing a deletion instruction in this manner, duplicate management of document data can be prevented. Furthermore, the document data deletion process allows for confirmation that any document data that remains without being deleted is not data transmitted by the document management device 1. Furthermore, even before the second cooperation process is performed between the document management device 1 and the second document management device 500, the deletion instruction unit 29 may instruct the deletion of the document data stored in the storage area 301 upon receiving notification of document data acquisition from the recipient (user terminal 400).

[0080] The transmission prohibition instruction unit 30, upon receiving notification of document data acquisition from the recipient (second document management device 500), instructs the data transmission unit 25 to prohibit the transmission of document data to the storage area 301. By issuing this transmission prohibition instruction, duplicate management of document data can be prevented. Furthermore, even before the second cooperation process is performed between the document management device 1 and the second document management device 500, the transmission prohibition instruction unit 30 may instruct the transmission of document data to the storage area 301 to be prohibited when it receives a notification of acquisition of document data from the recipient (user terminal 400).

[0081] The prohibition control unit 31, triggered by the authentication processing unit 28 performing a second authentication process with the second document management device 500 and establishing a second linkage, performs control to prohibit the transmission of document data to the storage area 301 corresponding to the destination (second document management device 500). By performing this transmission prohibition control, duplicate management of document data can be forcibly prevented. Furthermore, this control allows confirmation that the document data remaining in the storage area 301 has not yet been processed by the second document management device 500. Furthermore, the prohibition control unit 31 may also assign flag information, etc., to the document data stored in the storage area 301 of the second document management device 500, indicating that the same document is stored in the second document management device 500.

[0082] Furthermore, once the first cooperation process is performed between the second document management device 500 and the data storage server 300, the second document management device 500 can use the storage area 301 of the data storage server 300 to exchange data with other trading partner terminals (other user terminals). Specifically, the second document management device 500 acquires document data that does not have a timestamp from other user terminals using the storage area 301, adds a timestamp to the document data that does not have a timestamp, and saves the document data with the timestamp. Alternatively, the second document management device 500 can use the storage area 301 to send time-stamped document data to other user terminals. After sending the data, it receives notification of data acquisition from other user terminals and saves the acquisition history. In other words, the second document management device 500 can store an acquisition history indicating that another user terminal has acquired the document data itself, which has been output from the second transaction management server 600 and to which a timestamp has been added.

[0083] The above-described linkage process (authentication process) enables communication between document management device 1 and second document management device 500, allowing for the output and transmission of transaction data and document data in a predetermined format, thereby achieving seamless processing. Furthermore, the linkage between the second document management device 500 and data storage server 300 enables the second document management device 500 to transmit document data to other information terminals via data storage server 300 in a state where authenticity is guaranteed.

[0084] With the above-mentioned document management system S, document data can be appropriately stored according to differences in output methods used by external servers that output document data. Furthermore, the document data output from the external server can be managed while guaranteeing its authenticity. Furthermore, when a company that has installed a document management system exchanges document data related to transactions with a company that has not installed a document management system, both parties can properly manage the document data. In other words, it improves the convenience of document management for companies (users) that have not installed a document management system. It also makes it easier for such companies to install new document management systems and promotes cooperation between document management systems.

[0085] <Document management method> Next, the processing of the document management program (document management method) executed in the document management system S will be explained based on Figures 19 and 20. The program described above according to this embodiment is a program for implementing the above-mentioned data acquisition unit 11, data registration unit 12, data display unit 13, data association unit 14, stamping unit 15, data storage unit 16, extraction unit 17, matching unit 18, result notification unit 19, transaction update unit 20, history recording unit 21, data search unit 22, data presentation unit 23, access information assignment unit 24, data transmission unit 25, notification receiving unit 26, acquisition history storage unit 27, authentication processing unit 28, deletion instruction unit 29, transmission prohibition instruction unit 30, and prohibition control unit 31 as functional components of the document management device 1 equipped with a storage 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," and the like, respectively.

[0086] Figure 19 shows the processing flow in the document management device, illustrating the "document management method" related to the storage of electronic documents created by the transaction management server as described in (1) above. Figure 20 shows the processing flow performed in the document management device, and illustrates the "document management method" related to the inquiry and transmission of stored document data as described in (2) above.

[0087] In the document management method (1) performed by the document management device 1 shown in Figure 19, the process begins with step 1 (S1), in which the data acquisition unit 11 acquires "document data" and "transaction data" as a group from the transaction management server 200.

[0088] Then, in Step 2, if the document management device 1 (data acquisition unit 11) acquires "document data" and "transaction data" simultaneously (or 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.

[0089] Steps 3 through 5 fall under case (1-1) described above. Specifically, this is a case where transaction data and document data in a predetermined format are output as a group. In step 3, triggered by the acquisition of "document data" and "transaction data" simultaneously output from the transaction management server 200, the data registration unit 12 automatically registers both data in the storage unit 10 while associating them. 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 saves the associated "document data" and "transaction data" to the database 100. As described above, when storing "document data" that has been consistently created electronically on the transaction management server 200, it is linked with the document management device 1, and the authenticity of the "document data" and "transaction data" is objectively guaranteed and managed. Therefore, after acquiring the "document data" and "transaction data" as a group simultaneously, both sets of data can be automatically registered, a timestamp can be automatically added to the document data, and both sets of data can be automatically saved. In the case of (1-1) above, the process shown in Figure 19 is completed after going through steps 1 to 5 above.

[0090] Steps 6 through 13 fall under case (1-2) described above. 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".

[0091] 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". Subsequently, while the "transaction data" is stored in the storage unit 10 and in a standby state, in step 8, the data acquisition unit 11 acquires the "document data". Then, in step 9, triggered by the data acquisition, the data association unit 14 associates the "document data" with the "transaction data" that has been registered in advance.

[0092] Then, if the "document data" is scanned document data (Step 10: Yes), the process proceeds to Step 11, in which the document management device 1 performs character recognition processing (OCR processing). More specifically, in step 11, the extraction unit 17 extracts transaction information from the "scanned document data" by performing character recognition. Then, the matching unit 18 compares the transaction information extracted from the "scanned document data" with the transaction information contained in the "transaction data". Finally, 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.

[0093] Then, in step 12, triggered by the user's confirmation process, the stamping unit 15 assigns a timestamp to the "document data" associated with the "transaction data" and whose transaction details have been confirmed. Then, in step 13, the data storage unit 16 saves the associated "document data" and "transaction data". As described above, although both types of data are output from the transaction management server 200, a complete match of transaction information is not guaranteed between the "transaction data" and the "(scanned) document data," and the reliability of the transaction data is not guaranteed (document data may be processed during printing, and transaction data may be processed during character recognition processing). In other words, data is not saved by automatic processing as in (1-1). Therefore, it is necessary to associate the "transaction data" that was first imported into the document management device 1 with the "(scanned) document data" that was imported later, using the matching results to perform a user confirmation process. In addition, it is necessary to add a timestamp after character recognition processing and user confirmation processing and then save the data. In the case of (1-2) above, the process shown in Figure 19 is completed after going through steps 1 to 2 and steps 6 to 13.

[0094] Next, we will explain the processing flow (2) of the document management method performed by the document management device shown in Figure 20. In this flow, first, document management device 1 determines whether a second document management device 500 has been newly introduced (connected) at the destination of the document data and whether it is cooperating (second cooperation) with the second document management device 500 (step 101). Specifically, the document management device 1 performs an authentication process (the second authentication process described above) to authenticate the communication partner with the second document management device 500 using the authentication processing unit 28, and after the authentication process, it determines whether or not it is in a state of cooperation with the second document management device 500. Alternatively, the second document management device 500 may perform the above authentication process with the document management device 1. Steps 101 to 107 fall under case (2-2-2) described above, while steps 108 to 111 fall under case (2-2-1) described above.

[0095] If it is determined that document management device 1 and the second document management device 500 are linked (Step 101: Yes), proceed to Step 102; if it is determined that they are not linked (Step 101: No), proceed to Step 108. In step 102, the data transmission unit 25 transmits document data for the recipient using the second document management device 500 to the second document management device 500 in response to a request from the second document management device 500. As a result, the second document management device 500 can acquire all document data from the document management device 1 that is addressed to itself.

[0096] In step 103, the document management device 1 (acquisition history storage unit 27) records and stores history information, including the date and time of transmission, the recipient, the type of data transmitted, and identification information of the transmitted data itself, for the document data (set of document data) transmitted to the second document management device 500.

[0097] In step 104, the document management device 1 determines whether it has confirmed the identity between the document data (hash value of the document data) received directly from the document management device 1 in the second document management device 500 and the document data (hash value) received via the data storage server 300. If the identity of the above document data is confirmed (Step 104: Yes), proceed to Step 105. If the identity of the above document data is not confirmed (Step 104: No), terminate the process shown in Figure 20.

[0098] In step 105, the deletion instruction unit 29, upon receiving notification of document data acquisition from the recipient (second document management device 500), instructs the data storage server 300 to delete the document data stored in the storage area 301 corresponding to the recipient. The second document management device 500 may also be instructed to delete the document data stored in the storage area 301.

[0099] In step 106, the prohibition control unit 31, triggered by the authentication processing unit 28 performing authentication, controls the transmission of new document data to the storage area 301 of the data storage server 300. Furthermore, the second document management device 500 may control the document management device 1 to prohibit the transmission of new document data to the storage area 301.

[0100] In step 107, the document management device 1 records and saves the data transfer history (processing history) between itself and the second document management device 500. The process shown in Figure 20 is completed after following steps 101 to 107 above.

[0101] On the other hand, in step 108, it is determined whether the document management device 1 is connected to the data storage server 300 and whether it is coordinating with the data storage server 300 (first coordination). If it is determined that the document management device 1 and the data storage server 300 are linked (Step 108: Yes), proceed to Step 109. If it is determined that they are not linked (Step 108: No), terminate the process shown in Figure 20.

[0102] In step 109, the data transmission unit 25 transmits the document data to be transmitted to the storage area 301 corresponding to the destination of the document data (user terminal 400). At this time, the document management device 1 is able to communicate with the data storage server 300, which has a storage area 301 for each recipient. The user terminal 400 also possesses a user ID and password for accessing the data storage server 300.

[0103] In step 110, the notification receiving unit 26 receives a notification from the data storage server 300 or the user terminal 400 to acquire document data. Then, in step 111, the acquisition history storage unit 27 stores an acquisition history indicating that the user terminal 400 has acquired document data. In other words, the acquisition history storage unit 27 stores an acquisition history indicating that the user terminal 400 acquired the document data itself, which was output from the transaction management server 200 and to which a timestamp had been added. After completing steps 101, 108 through 111 above, the process shown in Figure 20 is finished.

[0104] The above document management method allows for the appropriate storage of document data, taking into account differences in output methods used by the server (information terminal) that outputs the document data. Furthermore, it enables proper management of document data when transferring it to and from external servers (information terminals).

[0105] <Other Embodiments> In the above embodiment, a document management program is stored on a recording medium that the document management device 1 can read, and processing is performed by the document management device 1 reading and executing the program. Here, the recording medium that the document management device 1 can read refers to magnetic disks, magneto-optical disks, CD-ROMs, DVD-ROMs, semiconductor memory, etc. Alternatively, a dedicated web application may be launched using a terminal (mobile device) that serves as the document management device 1, and the document management program may be executed on a web browser.

[0106] The above embodiments mainly described the document management device, document management system, document management method, and document management program according to the present invention. However, the embodiments described above are merely examples to facilitate understanding of the present invention and do not limit it. The present invention can be modified and improved without departing from its spirit, and of course, equivalents thereof are included. [Explanation of Symbols]

[0107] S Document Management System 1 Document management device (first document management device) 2 Scanning device 10 Storage section 11 Data Acquisition Unit 12. Data Registration Section 13. Data display section 14. Data Association Section 15 Stamp Issuance Section 16. Data Storage Section 17 Extraction part 18. Verification Unit 19 Results Reporting Department 20 Transaction Update Department 21 History Record Section 22 Data Retrieval Section 23 Data Presentation Section 24 Access Information Assignment Section 25 Data transmission unit 26 Notification Receiving Department 27 Acquisition History Storage Unit 28 Authentication Processing Unit 29 Deletion Instruction Section 30 Transmission Prohibition Instruction Section 31 Prohibition Control Unit 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 List Display Screen 71, 72 Execute button 80 Document Details Screen 81, 82, 83 Execute button 100 databases 200 Transaction Management Servers 201 Scanning device 210 Storage section 211 Communications Department 212 Screen display section 213 Operation Execution Unit 300 data storage servers 301 Compatible storage area (storage area) 310 Storage section 311 Communications Department 312 Screen display section 313 Operation Execution Unit 314 Storage Notification Unit 315 Acquisition Notification Department 400 User Terminals 410 Storage section 411 Communications Department 412 Screen display section 413 Operation Execution Unit 414 Acquisition Notification Department 415 Stamp Issuance Section 500 Second document management device (other document management device) 501 Database 510 Storage section 511 Authentication Processing Unit 512 Source Identification Section 513 Data Request Section 514 Data Receiving Unit 515 Data Association Section 516 Stamp Issuance Section 517 Data Storage Unit 600 Second Transaction Management Server 610 Storage section 611 Communications Department 612 Screen display section 613 Operation Execution Unit

Claims

1. A data acquisition unit that acquires transaction data related to electronic commerce and document data related to electronic commerce, including the content of said transaction data, from a transaction management server. A data association unit that associates the document data and transaction data acquired by the data acquisition unit, A stamping unit that assigns a timestamp to the aforementioned document data, A data storage unit that stores the document data to which the timestamp has been added, A data transmission unit that transmits document data stored in the data storage unit, The system comprises an authentication processing unit which performs authentication processing for communication with another document management device which has at least the same configuration as the data acquisition unit, the data association unit, the stamp application unit, and the data storage unit, It is connectable to a data storage server having a storage area corresponding to the destination of the document data, A document management device in which the data transmission unit transmits to the other document management device, which is authenticated by the authentication processing unit, document data stored in the data storage unit that is identical to the document data stored in the storage area corresponding to the other document management device that is the destination, to the other document management device.

2. The document management device is Upon receiving notification of the acquisition of the document data from the aforementioned other document management device or user terminal which is the recipient, The document management device according to claim 1, further comprising a deletion instruction unit that issues a deletion instruction for the document data stored in a storage area corresponding to the destination.

3. The document management device is Upon receiving notification of the acquisition of the document data from the aforementioned other document management device or user terminal which is the recipient, The document management device according to claim 1 or 2, further comprising a transmission prohibition instruction unit that issues a transmission prohibition instruction to the data transmission unit to a storage area corresponding to the transmission destination.

4. Computers A data acquisition process that acquires transaction data related to electronic commerce and document data related to the electronic commerce that includes the content of said transaction data from a transaction management server, A data association process that associates the document data and transaction data acquired by the data acquisition process, A stamping process that adds a timestamp to the aforementioned document data, A data storage process that stores the document data to which the timestamp has been added in a storage unit, A data transmission process that transmits document data stored in the storage unit, The system performs an authentication process that performs authentication for communication with another computer that performs at least the same processes as the data acquisition process, the data association process, the stamping process and the data storage process, The computer is connectable to a data storage server having a storage area corresponding to the destination of the document data, A document management method comprising: the data transmission process, through communication with the other computer authenticated in the authentication process, transmits to the other computer document data that is identical to the document data stored in the data storage process and stored in a storage area corresponding to the other computer which is the destination, the document data stored in the data storage process.

5. On the computer, A data acquisition process that acquires transaction data related to electronic commerce and document data related to the electronic commerce that includes the content of said transaction data from a transaction management server, A data association process that associates the document data and transaction data acquired by the data acquisition process, A stamping process that adds a timestamp to the aforementioned document data, A data storage process that stores the document data to which the timestamp has been added in a storage unit, A data transmission process that transmits document data stored in the storage unit, The system performs an authentication process that authenticates communication with another computer that performs at least the same processes as the data acquisition process, the data association process, the stamp assignment process, and the data storage process. The computer is connectable to a data storage server having a storage area corresponding to the destination of the document data, The data transmission process is a document management program that, through communication with the other computer authenticated in the authentication process, transmits to the other computer the same document data stored in the data storage process that is stored in a storage area corresponding to the other computer which is the destination.

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