Document Management System with File Name Conversion Table
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Solution Overview
Problem
Existing document management systems face challenges in efficient and precise filing of scanned documents, particularly in assigning file names and determining storage destinations, which can lead to errors and duplication, complicating detailed searching and classification.
Innovation Solution
A document management system that includes a scanning unit, an image data storing unit, and a document management server with a file name conversion table, where a document identifier is acquired from scanned image data to assign a file name and specify a destination folder, handling duplicate files by adding an error flag and generating new folders as needed.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Productivity
If automated filing is performed, then productivity is improved, but reliability deteriorates due to classification errors causing document deletion or duplication
Solution Approach 1:
The system extracts document identifiers from scanned images and uses them to automatically determine destination folders and file names, creating a feedback loop that verifies document classification against predefined rules. This automated verification mechanism prevents classification errors while maintaining high filing efficiency.
Solution Approach 2:
The document management system performs self-service by automatically extracting identifiers from document images, determining appropriate storage locations, and assigning file names without human intervention. This eliminates manual classification errors while maintaining productivity.
2Reliability
If manual file name assignment and attribute information definition are performed, then reliability is improved, but productivity deteriorates due to troublesome operations
Solution Approach 1:
The system automatically extracts document identifiers from scanned images and uses them to generate file names and define attribute information without requiring manual input. This self-service approach maintains filing accuracy while dramatically improving processing speed.
Solution Approach 2:
The manual mechanical process of assigning file names and attributes is replaced by an automated image recognition and data extraction system. The system reads document identifiers from images and automatically generates corresponding file names and metadata, eliminating tedious manual operations.
3Measurement precision
If detailed document classification is implemented, then measurement precision is improved, but device complexity increases due to folder management requirements
Solution Approach 1:
The system pre-establishes a structured folder hierarchy and classification rules before document filing. Document identifiers extracted from images are automatically mapped to predefined folder paths, enabling detailed classification without requiring complex real-time management decisions.
Solution Approach 2:
The document identifier extracted from the image serves as an intermediary that bridges the document content and the folder structure. This identifier automatically determines the destination folder and file name, simplifying the mapping between detailed classification requirements and physical storage organization.
Data Source
AI summary
A document management system, a document management method, and a document management program for managing document data generated by scanning are disclosed.The document management system includes a scanning unit for reading a document and generating image data, an image data storing unit for storing a scanned image file, and a document management server that includes a destination folder for storing the scanned image file and a file name conversion table. A code attached to the document is acquired by one of a code converting process, an OCR process, and a code inputting process. A file name is generated based on the acquired code. The scanned image file is acquired from the image data storing unit, the destination folder and attribute information are acquired by converting characters of the file name using the file name conversion table such that the scanned image file is stored in the destination folder with the attribute information associated.