Document Management System Secure Metadata Distribution
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Solution Overview
Problem
Current document management systems face challenges in securely distributing and managing electronic documents, as paper documents can be easily copied and lead to information leakage, while existing electronic systems lack robust security measures to prevent unauthorized access and data protection.
Innovation Solution
A document management system comprising processing apparatuses that convert documents into protected eDoc files, encrypt them, and transmit metadata for secure distribution, using a central management system to manage metadata and ensure only authorized users can access and decrypt the documents.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Ease of operation
If documents are distributed electronically without protection, then ease of operation is improved, but security is worsened
Solution Approach 1:
The document is segmented into two separate components: protected document data and metadata. The protected document is encrypted and stored separately from the metadata that contains access information. This segmentation allows the system to maintain ease of electronic distribution while implementing robust security measures, as the metadata can be freely transmitted but cannot be used to access the document without proper authentication.
Solution Approach 2:
The patent introduces a management apparatus as an intermediary between the document holder and the document requester. This intermediary verifies authentication information, manages metadata, and controls access to protected documents. The intermediary enables secure document distribution by mediating the access control process, allowing ease of operation for authorized users while maintaining strong security through centralized verification.
2Reliability
If encryption is applied to protect documents, then information security is improved, but device complexity is worsened
Solution Approach 1:
The patent extracts the authentication verification function from the document access process and places it in a separate management apparatus. The encryption and protection mechanisms are isolated in the protected document component, while the metadata contains only access control information. This extraction reduces device complexity by separating security-critical functions into dedicated components rather than embedding them throughout the entire system.
Solution Approach 2:
The system changes the state of the document from unencrypted to encrypted form, and separates metadata into a distinct parameter set that does not include the actual document content. This parameter change allows the document to be protected through encryption while the metadata remains simple and manageable, reducing overall system complexity by clearly defining what each component contains and does not contain.
3Adaptability or versatility
If metadata contains destination information, then adaptability is improved, but security is worsened
Solution Approach 1:
The patent creates a copy of the authentication information in the metadata that can be freely transmitted and routed to different destinations, while the actual protected document remains separate and secured. The metadata copy contains destination information for adaptability in document routing, but the security is maintained because the metadata alone cannot access the document without proper authentication verification by the management apparatus.
Data Source
AI summary
A document management system includes a management apparatus and plural processing apparatuses. Each of the plural processing apparatuses includes an acquisition unit and a transmitter. The acquisition unit acquires a document and information on a destination to which the document is transmitted. The transmitter transmits metadata of the document to the management apparatus and transmits a protected document generated from the document to the destination. The metadata includes the information on the destination. The management apparatus includes a memory and a response unit. The memory stores metadata of documents received from the plural processing apparatuses. The response unit responds to a request for metadata corresponding to a document by returning metadata of the document which is stored in the memory.