JP2005242557A - File management system, client, file management server, and file use circumstance management method - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To much more accurately grasp the using circumstances of each file to be managed. <P>SOLUTION: When an access monitoring part 23 detects that a document stored in a duplicate document storage part 26 is used by a document processing part 22, a notification part 24 generates notification information including the document ID of a document to be used and user ID to be used, and transmits it to a document management server 10. An access managing part 12 of the document management server 10 collects access log to the document under management, and records it in an access log file 18. A collecting part 16 receives the notification information transmtited from a client 20, and records it as access log in the access log file 18. An information generation part 13 generates such use circumstance information as the use frequency of a document and document using circumstances of each user based on the access log including the notification information. <P>COPYRIGHT: (C)2005,JPO&NCIPI

Description

  The present invention relates to a file management system, and more particularly to a method for more accurately grasping the usage status of a file.

  In order to efficiently use a document managed in a file format shared by a plurality of users, it is common to centrally manage the document by installing a document management server. If a document creator registers a newly created document in the document management server, it can be efficiently used by a plurality of users.

  In addition, the document management server collects access logs to documents stored in the server, so it can grasp the frequency of browsing each document, so it provides maintenance and services according to the usage status of the documents. It can be performed.

  By the way, when using a document managed by the document management server, each user downloads the document to be used to the local client rather than accessing the document to be used on the remote document management server. However, it is often convenient to access the downloaded duplicate document.

  However, conventionally, although the usage status of a document stored in the document management server can be grasped, the usage status of a document downloaded to the local side cannot be grasped. For this reason, it is difficult to say that the usage status of each document that has been grasped conventionally is accurate information.

  The present invention has been made to solve the above-described problems, and its object is to provide a file management system and a file management method capable of more accurately grasping the usage status of each file to be managed. There is to do.

  To achieve the above object, the present invention provides a file management server that centrally manages files or file information, and one or more clients used by a user who uses a file managed by the file management server. When the user accesses the file copied to the client, the file management server collects notification information including at least identification information of the accessed file from the client. And means for generating usage status information based on the access log information including the collected notification information.

  In addition, the client transmits a notification to the file management server when detecting a user access to a file stored in the storage unit and a storage unit storing a copy of the file managed by the file management server And an access notification means.

  The file management server includes a collection unit that collects notification information sent from the client, and an information generation unit that generates usage status information based on access log information including the notification information collected by the collection unit It is characterized by having.

  Further, the present invention is characterized in that it has a public means for publicizing the usage status information generated by the information generating means.

  In addition, the information generation unit generates an access ranking for each file.

  In addition, the notification information collected by the file management server includes identification information of a user who has accessed the file, and the information generation unit generates a file usage status for each user as usage status information. Features.

  Further, the information processing device includes usage status notifying means for notifying the user of the usage status of each user's file based on the usage status information generated by the information generating means.

  Further, the information generation means generates a file usage status for each group as usage status information when each user belongs to one or more groups.

  Further, the information processing device further comprises usage status notifying means for notifying the usage status of each group of files based on the usage status information generated by the information generating means.

  The client according to the present invention includes a storage unit that stores a copy of a file managed by the file management server and a user for the file stored in the storage unit in a client that uses a file that is centrally managed by the file management server Access notification means for transmitting notification information to the file management server when access is detected.

  The present invention provides a file management server that centrally manages files or file information used by a client, a collection unit that collects notification information sent from the client, and an access that includes the notification information collected by the collection unit And an information generation means for generating usage status information based on the log information.

  The present invention is a file implemented in a file management system having a file management server that centrally manages files or file information, and one or more clients used by a user who uses a file managed by the file management server. In the usage status management method, when the client detects user access to a file stored in the storage unit of the client, the client transmits notification information to the file management server, and the file management server receives from the client The notification information is recorded, and the usage status information of the file is generated based on the access log information including the notification information at a predetermined timing.

  According to the present invention, not only the file stored in the file management server but also the access to the file exchanged between clients is detected, and the usage status of the file is grasped based on the presence or absence of the access. be able to. As a result, file usage that has been latent in the prior art can be made apparent, so that the usage status of each file in the system can be grasped more accurately.

  Hereinafter, preferred embodiments of the present invention will be described with reference to the drawings. In the present embodiment, a case where the file management system according to the present invention is applied to a document management system that centrally manages document files will be described as an example.

  FIG. 1 is a block diagram showing a document management system according to this embodiment. The document management system according to the present embodiment is used by a document management server 10 that centrally manages management of documents or information related to documents handled by the system, and a user who uses a document to be managed by the document management server 10. One or a plurality of clients 20 are connected by a LAN (Local Area Network) 1. Since each client 20 may have the same configuration, only one is shown in FIG. 1 for convenience.

  The client 20 includes a document acquisition unit 21, a document processing unit 22, an access monitoring unit 23, a notification unit 24, and a usage status acquisition unit 25. The client 20 can be realized by a general-purpose personal computer (PC) in terms of hardware. The processing functions of the constituent elements 21 to 25 are exhibited by executing a predetermined application program on the PC. The document acquisition unit 21 downloads a document to be used that is centrally managed by the document management server 10 from the document management server 10 or is described in storage location information included in information on the document managed by the document management server 10. Obtained by downloading from the storage location. Alternatively, a document distributed by e-mail or the like from another client is received. Note that, as described above, a document that is not directly acquired from the document management server 10 by e-mail or the like is also under the management of the document management server 10 by a predetermined document registration process or the like. The document acquisition unit 21 stores the document acquired as described above in the local duplicate document storage unit 26. The document processing unit 22 performs predetermined processing on the document stored in the duplicate document storage unit 26 in accordance with an instruction from the user. The predetermined processing is processing using a document such as document display or printing. Actually, the document can be used by various applications. However, in the present embodiment, details such as the purpose of use of the document are not mentioned, and therefore, the processing realized by these applications is summarized. It showed. The access monitoring unit 23 constantly monitors the operation of the document processing unit 22 and detects access to a document stored in the duplicate document storage unit 26. The notification unit 24 notifies that the document has been accessed by transmitting notification information to the document management server 10 when the access monitoring unit 23 detects access to the document. The usage status acquisition unit 25 acquires usage status information for the user's document reported from the document management server 10.

  In another preferred embodiment, the file information managed centrally by the document management server 10 does not manage the document file itself, but stores document file storage location information, document version information, document attribute information such as the document creator, etc. You may manage only.

  The document management server 10 includes a database management unit 11, an access management unit 12, an information generation unit 13, an information disclosure unit 14, and a usage status notification unit 15. The document management server 10 can be realized by a general-purpose server computer in terms of hardware. The processing functions possessed by the constituent elements 11 to 15 are exhibited by executing predetermined application programs on the server computer. The database management unit 11 performs overall maintenance management for documents such as registration / deletion of documents to be managed in the document database 17 and downloading of documents in response to requests from users. The access management unit 12 constantly monitors the access to the document under management, and records an access log in the access log file 18 when any document is accessed for use. Access to the document stored in the document database 17 is of course monitored, but in this embodiment, the collection unit 16 is provided in the access management unit 12 to receive notification information sent from the client 20. By making it possible to record in the access log file 18, it is possible to monitor access to documents to be managed in the entire system. The information generator 13 generates usage status information based on the access log information recorded in the access log file 18. The information disclosure unit 14 releases the usage status information generated by the information generation unit 13. The usage status notifying unit 15 notifies the usage status information generated by the information generating unit 13 to a user, an administrator, or the like related to the content of the information. The document management system according to the present embodiment assumes a case where documents used by a plurality of groups (departments, projects, etc.) are centrally managed, but the group information database 19 includes existing groups and each group. It is registered in association with the user to which it belongs.

  Next, the operation in the present embodiment will be described. The operation in the present embodiment can be broadly divided into processing of collecting access logs to documents and generating and notifying usage status information based on the collected access logs. . First, access log collection will be described.

  Access logs to documents stored in the document database 17 of the document management server 10 are collected by the access management unit 12 in the same manner as before and recorded in the access log file 18. The present embodiment is characterized in that the document management server 10 can also collect an access log to a document copied to the client 20, but this makes each component act as follows.

  That is, the access monitoring unit 23 constantly monitors the operation of the document processing unit 22 and detects that the document stored in the duplicate document storage unit 26 is used by the document processing unit 22. The notification unit 24 generates notification information and transmits it to the document management server 10 immediately before the document is used. The notification information includes at least identification information (document ID) of the used document and identification information for specifying the user. As identification information for specifying a user, a user ID (employee ID), a login ID, an IP address of the client 20 used by the user, and the like can be considered. Here, a user ID that can clearly identify the user of the document is used.

  Basically, the document stored in the duplicate document storage unit 26 is assumed to be used by the client user, but the access monitoring unit 23 similarly duplicates even when accessed by another client. Access to the document stored in the document storage unit 26 is detected.

  In the document management server 10, the collection unit 16 receives notification information transmitted from the client 20 and records it in the access log file 18 as an access log. The data items constituting the access log include general basic items such as accessed date, document ID, and user ID. In this embodiment, since the usage status of the document is grasped, it is necessary to include at least the document ID.

  As described above, the access log for not only the document under system management, that is, the document stored in the document database 17 of the document management server 10 but also the document copied to the client 20 can be collected in the document management server 10. it can.

  Next, a process of generating and notifying usage status information based on the collected access log will be described.

  When activated at a predetermined timing, the information generation unit 13 generates usage status information by counting the usage status of documents every predetermined period such as every month. For example, an access ranking or the like is generated by counting each document. The information disclosing unit 14 publishes the generated information, so that the user can know a frequently used document.

  In addition, since it is possible to grasp information such as who has provided a frequently used document, it is possible to use the usage status information as one of evaluation criteria.

  In addition, since the user ID is included in the access log, the information generation unit 13 can generate usage status information by counting the access logs for each user. This usage status information makes it possible to grasp which user has used which document. As described above, generating usage status information for each user is convenient in the following points.

  For example, it is assumed that a document provider attaches an important document to an e-mail and distributes it to a plurality of users. After a predetermined time has elapsed, the usage status acquisition unit 25 acquires usage status information regarding the document from the document management server 10 in accordance with an instruction from the document provider. The document provider can grasp who is not browsing the document to be browsed by referring to the obtained usage status of the document. Thereby, the document provider can prompt browsing by resending an electronic mail to a user who is not browsing. The document is distributed to each corresponding client 20. In this embodiment, since the access log of the document in each client 20 is collected in the document management server 10, the document provider can access the access log. It is possible to easily grasp whether or not the document is used with reference to the usage status information generated based on the above. Moreover, since the number of times of use can be grasped for each user as well as the presence / absence of browsing, it can be applied to weight billing and the like.

  Furthermore, in the present embodiment, since group information is formed, it is possible to grasp the document usage status for each group. Thereby, for example, it can be used for a service such as automatic distribution to a frequently used group when a new version of the document is registered in the document management server 10. Further, the usage status notifying unit 15 can report the usage status to an administrator or the like. As described above, when the usage status can be grasped in association with the group, it is possible to grasp how the document is spread to each group (penetration degree) and the distribution of knowledge when the document is regarded as knowledge.

  In this embodiment, the group information database 19 is provided in the document management server 10 so that the relationship between the group and the user can be specified on the server side. For example, the group to which the user belongs to the notification information together with the user ID. An ID may be included so that the group to which each user belongs can be determined.

  According to the present embodiment, usage status information with various contents can be generated as described above, but in any case, not only the document stored in the document management server 10 but also between clients. It is possible to collect the access logs to the documents exchanged in, and grasp the usage status of the documents based on the access logs. As described above, according to the present embodiment, since document usage that has been latent in the past can also be realized, the usage status of each document in the system can be grasped more accurately.

  Incidentally, in a patent application (Japanese Patent Application No. 2002-275402) by the same applicant as the present application, when a document is used by a user client, the document management server is inquired about the version and usage status of the document. Since this inquiry includes document identification information, if this inquiry is used as the notification information of the present embodiment, the access monitoring unit 23 is provided on the client side when the present invention is applied to this patent application. There is no need to provide separate notification means comprising the notification unit 24.

  In the present embodiment, the case where the present invention is applied to a system including a document management server that manages documents as described above has been described as an example. However, the file format is not limited to a document.

It is the block block diagram which showed the document management system in this Embodiment.

Explanation of symbols

  DESCRIPTION OF SYMBOLS 10 Document management server, 11 Database management part, 12 Access management part, 13 Information production | generation part, 14 Information disclosure part, 15 Usage condition notification part, 16 Collection part, 17 Document database, 18 Access log file, 19 Group information database, 20 Client, 21 Document acquisition unit, 22 Document processing unit, 23 Access monitoring unit, 24 Notification unit, 25 Usage status acquisition unit, 26 Replicated document storage unit

Claims (12)

A file management server that centrally manages file information;
One or more clients used by a user who uses a file managed by the file management server;
In a file management system having
When the user accesses a file copied to the client, the file management server collects notification information including at least identification information of the accessed file from the client, and includes the collected notification information A file management system comprising means for generating usage status information based on access log information. The file management system according to claim 1,
The client
Storage means for storing a copy of a file managed by the file management server;
Access notification means for transmitting notification information to the file management server when detecting user access to the file stored in the storage means;
A file management system comprising: The file management system according to claim 1 or 2,
The file management server
A collection means for collecting notification information sent from the client;
Information generating means for generating usage status information based on access log information including notification information collected by the collecting means;
A file management system comprising: The file management system according to claim 3, wherein
A file management system comprising a disclosure unit that discloses usage status information generated by the information generation unit. The file management system according to claim 3, wherein
The information generation means generates an access ranking for each file. The file management system according to claim 3, wherein
The notification information collected by the file management server includes identification information of the user who accessed the file,
The information generation means generates a file usage status for each user as usage status information. The file management system according to claim 6, wherein
A file management system comprising usage status notifying means for notifying the user of the usage status of each user's file based on usage status information generated by the information generating means. The file management system according to claim 3, wherein
The information generation means generates a file usage status for each group as usage status information when each user belongs to one or more groups. The file management system according to claim 8, wherein
A file management system comprising usage status notifying means for notifying the usage status of each group of files based on usage status information generated by the information generating means. In clients that use files that are centrally managed by the file management server,
Storage means for storing a copy of a file managed by the file management server;
Access notification means for transmitting notification information to the file management server when user access to the file stored in the storage means is detected;
A client characterized by comprising: In a file management server that centrally manages file information used by clients,
A collection means for collecting notification information sent from the client;
Information generating means for generating usage status information based on access log information including notification information collected by the collecting means;
A file management server comprising: In a file usage status management method implemented in a file management system having a file management server that centrally manages file information and one or more clients used by a user who uses a file managed by the file management server,
The client sends notification information to the file management server when detecting user access to a file stored in the storage means of the client,
The file management server records the notification information received from the client and generates file usage status information based on access log information including the notification information at a predetermined timing.

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