JPH0635766A - Document data management system - Google Patents

Abstract

(57) [Summary] [Object] The present invention, in a document data management system, does not collectively manage sequentially increasing old document data and new document data on one database table, and particularly It aims at efficient search processing of high document data. [Structure] The keywords of the document data sequentially revised and registered on the magnetic disk 11 are sequentially added and registered to the new document ledger area 15, and the keywords of this registered document are accompanied by a revision flag indicating the order of registration. , The status flag of "latest document" corresponding to the latest registered document, the status flag of "old document" corresponding to the already registered document are added, and the status flag of "old document" is added at regular intervals. The document keywords marked with are searched and registered in the old document ledger area 16, and only the keyword data corresponding to the latest registered document is saved in the new document ledger area 15.

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document data management system in which a keyword is added to digitized document data and the data is managed in a database.

[0002]

2. Description of the Related Art Generally, it is necessary to revise a part of document data such as a maintenance manual every time the product to be maintained is improved and to upgrade the version. Revised versions will be added sequentially.

With document data such as maintenance manuals, old manual data before revision cannot be erased in order to deal with old products on the market.
It is necessary to save all the large numbers of document data that have been sequentially revised over time. Conventionally, a large number of old and new document data that are sequentially increased as described above are managed in one table (ledger) on the database.

[0004]

However, if the old document data and the new document data, which are sequentially increased as described above, are managed in a mixed manner in one database table, the document data rarely accessed. Since the frequently accessed document data and the frequently accessed document data exist in the same table, the retrieval process is inefficient, and there is a problem that the retrieval speed of the required document data decreases as the amount of stored data increases.

The present invention has been made in view of the above problems.
Document data that enables efficient search processing of particularly frequently accessed document data without collectively managing old document data and new document data that increase sequentially over time on one database table. The purpose is to provide a management method.

[0006]

That is, in the document data management method according to the present invention, the first document area in which the document information to be sequentially edited and revised is additionally registered, and the document information registered in the first document area. A state flag indicating that the registered document information is the latest registered document or the old registered document, the second document area having the same information registration area as the first document area, and the first document area. Old document search means for searching the document information corresponding to the old registered document based on the status flag of each document information registered in the document area,
The old document retrieving means relocates and registers the old registered document information in the first document area searched for by the old document retrieving means into the second document area.

[0007]

In other words, the old registered document information with low access frequency is managed in the second document area, and the latest registered document information with high access frequency is managed in the first document area, respectively, and the search of the document ledger is performed. The processing is performed efficiently, and the latest document information that is frequently accessed can be searched at high speed.

[0008]

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS An embodiment of the present invention will be described below with reference to the drawings. FIG. 1 shows the configuration of a document data management system, which is provided with a magnetic disk 11 used as a database.

Format data (blank form) for creating document data and created document data are registered on the magnetic disk 11. The document creation format and the document data registered on the magnetic disk 11 are as follows. Document editing work area 1 of the document editor, if necessary
Called to 2.

Document data newly created or revised in the document editing work area 12 is stored in the data transfer unit 1.
3 is transferred to the document reviewer's reviewing work area 14 through 3 and is additionally registered in the magnetic disk 11 through the reviewing work in the reviewing work area 14 and the keyword (document name) data corresponding to the registered document data Is registered in the new document ledger area 15.

Here, the new document ledger area 15 is secured in a partial area of the magnetic disk 11 or is secured for another magnetic disk, and the keyword is the storage address of the registered document data. Is registered as a search code associated with, and in the new document ledger area 15, a revision flag indicating, for each registered keyword, the registered document corresponding to that keyword. Setting field 15a and the setting field 15 of the status flag indicating the old document or the latest document
b and are provided.

That is, when the document data is created and registered on the magnetic disk 11 and the keyword thereof is registered in the new document ledger area 15 at the same time, the revision flag and the status flag are set to the flag corresponding to the keyword. It is automatically set according to the flag setting program according to the rule, and the document keywords (including the revision flag and the status flag) registered in the new document ledger area 15 are set at regular intervals (for example, 60 days). The status flag search processing is performed, and all of the keyword data for which the old document flag is set are transferred and transferred to the old document ledger area 16 as documents with extremely low access frequency. Next, a document management process of the document data management system having the above configuration will be described.

That is, according to the format data called from the magnetic disk 11, the document editing work area 1
When a new document is created in 2 and registered in the magnetic disk 11 through the data transfer unit 13 and the review work area 14, the keyword A is registered in the new document ledger area 15 at the same time as the registration of the new document. Corresponding to the keyword data A, a revision flag "0001" indicating that the document is registered for the first time is set in the revision flag setting field 15a, and the latest flag is set in the status flag setting field 15b. The status flag "latest document" is set. FIG. 2 is a diagram showing a flag setting state of the new document ledger area 15 when a new document is registered in the document data management system.

Then, in response to a request for revision of the document data newly registered on the magnetic disk 11, the document is revised in the document editing work area 12, and passes through the data transfer section 13 and the editing work area 14 to the magnetic disc. 1
When registered in 1, the keyword A1 is registered in the new document ledger area 15 at the same time as the revised document is registered, and the document is registered for the second time in the revision flag setting field 15a corresponding to the keyword data A1. The revision flag "0002" indicating that is incremented and set, and the state flag setting field 15b is set with the state flag "latest document" indicating the latest registered document. In this case, the new document “00
The state flag of the state flag setting field 15b corresponding to the keyword A of "01" is updated and set to "old document". Fig. 3 shows the flag setting of the new document ledger area 15 at the time of registering the revised document of the document data management system. It is a figure which shows a state.

Thereafter, when further revision registration of the revised document data A1 registered in the magnetic disk 11 is repeated as described above, the keyword data A2, A3 registered in the new document ledger area 15 each time. For the third time,
The revision flags "0003" and "0004" indicating that the document is registered for the fourth time are set, and the status flag is repeatedly updated and set.

FIG. 4 is a diagram showing a flag setting state of the new document ledger area 15 and a keyword transfer state to the old document ledger area 16 when the revised document is repeatedly registered in the document data management system.

That is, for example, when a certain period of time (for example, 60 days) has elapsed from the time of registration of the new document A, the status flag search process for the new document ledger area 15 is performed. Old document ”
Keyword data A, A1 of the registered document set in
, A2 (including revision flag and status flag)
Are all registered as the documents with extremely low access frequency to the old document ledger area 16, and the new document ledger area 1 is registered.
5 shows a revision flag “000” whose status flag is set to “latest document” as a document with high access frequency.
Only the document keyword A3 of 4 "is saved.

Therefore, according to the document data management system having the above-mentioned configuration, the keywords of the document data sequentially revised and registered in the magnetic disk 11 are set to the new document ledger area 1
5 is sequentially added and registered, and a keyword of this registration document is accompanied by a revision flag indicating the number of registration and a status flag of "latest document" corresponding to the latest registration document. A state flag of "old document" is added in correspondence with the above, and the document keyword with the state flag of "old document" is searched for every certain period of time, and is registered in the old document ledger area 16 for registration. Area 15
Since only the keyword data corresponding to the latest registered document is stored in, the old registered document with low access frequency is in the old document ledger area 16, and the latest registered document with high access frequency is in the new document ledger area 15. , The respective documents are managed separately, and not only the document ledger can be efficiently searched, but also the latest document data which is frequently accessed can be searched at high speed.

[0019]

As described above, according to the present invention, the first document area in which the document information to be sequentially edited and revised is additionally registered, and the document information registered in the first document area are simultaneously registered. A status flag is added which indicates whether the registered document information is the latest registered document or the old registered document, a second document area having the same information registration area as the first document area, and the first document area. The old document searching means for searching the document information corresponding to the old registered document based on the status flag of each document information, and the old registered document information in the first document area searched by the old document searching means for the second document Since it is configured to include the old document transfer means for transfer registration to the area, the old document data and the new document data, which sequentially increase with the passage of time, are not collectively managed on one database table. To enables efficient search processing frequently accessed document data.

[Brief description of drawings]

FIG. 1 is a diagram showing the configuration of a document data management system according to an embodiment of the present invention.

FIG. 2 is a diagram showing a flag setting state of a new document ledger area when a new document is registered in the document data management system.

FIG. 3 is a diagram showing a flag setting state of a new document ledger area when a revised document is registered in the document data management system.

FIG. 4 is a diagram showing a flag setting state of a new document ledger area and a keyword transfer state to an old document ledger area at the time of repetitive registration of revised documents in the document data management system.

[Explanation of Codes] 11 ... Magnetic Disk, 12 ... Document Editing Work Area, 13
Data transfer section, 14 ... Review work area, 15 ... New document ledger area, 15a ... Revision flag setting field, 15b ... Status flag setting field, 16 ... Old document ledger area.

Claims (1)

[Claims] 1. A first document area in which document information to be sequentially edited and revised is additionally registered, and the document information registered in this first document area is added at the same time as the registration, and the registered document information is registered latest. Based on the status flag indicating the document or the old registered document, the second document area having the same information registration area as the first document area, and the status flag of each document information registered in the first document area, Old document search means for searching the document information corresponding to the registered document, and old document transfer means for moving and registering the old registered document information in the first document area searched by the old document search means to the second document area. A document data management method characterized by comprising: