JPH1145236A - Document management support apparatus and computer-readable recording medium storing a program for causing a computer to function as the apparatus - Google Patents

Abstract

(57) [Summary] [Problem] To save a document by automatically determining a folder (category item) as a save destination when saving a document, thereby to automate a save process. SOLUTION: A hard disk device 103 for storing a document and a classification condition for classifying and storing the document in the hard disk device 103 are input, the input classification condition is set as a classification item, and storage of the document is designated. When done
The document management support software 104 determines which classification item the document is to be classified based on the set classification item, and classifies the document into the corresponding classification item based on the determination result and stores the document in the hard disk device 103. , Is provided.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document management support apparatus and an apparatus for automating a storage process by automatically determining a storage destination folder when a document is stored. The present invention relates to a computer-readable recording medium on which a program for causing a computer to function is recorded.

[0002]

2. Description of the Related Art Documents stored in a storage medium such as a hard disk are generally classified and managed according to a logical division called a folder (or directory). This folder is used for easy document management.
It can be created by the user as desired, and can be used to group a plurality of documents related to the created folder. Under the created folder, folders can be further created, and by creating folders at various levels, documents can be managed in a hierarchical structure.

In order to save a document created by using an application program such as a word processor, a folder to which the document is to be saved is designated, and the document is sorted in the designated folder by performing processing for saving the document. Can be saved. When reading a document, a list of document names in the folder is displayed by designating a folder, and a desired document can be read by selecting any of the listed document names.

[0004]

However, in the above-mentioned conventional technology, it is possible to simplify document management by classifying documents using folders.
In order to classify documents using folders, it is necessary to specify a folder as a save destination when saving the document, especially when a large number of folders are prepared and the documents are classified and managed Has a problem that the process of specifying a folder is very troublesome.

SUMMARY OF THE INVENTION The present invention has been made in view of the above, and it is an object of the present invention to make it possible to automatically determine a folder as a save destination when saving a document, and to automate a save process. Aim.

[0006]

According to a first aspect of the present invention, there is provided a document management support apparatus for classifying and managing documents according to a predetermined classification item called a folder or a directory. Storing means for storing the document, classification condition input means for inputting classification conditions for classifying and storing the document in the storage means, and classification conditions input by the classification condition input means. Classification item setting means for setting as the classification item,
When storage of the document is designated, a classification item determination unit that determines which classification item the document is to be classified based on the classification item set by the classification item setting unit, and a classification item determination unit. Storage processing means for classifying the document into corresponding classification items based on the determination result and storing the document in the storage means.

According to a second aspect of the present invention, in the document management support apparatus according to the first aspect, the classification condition set by the classification item setting means is converted into a vector expression and held. Then, after the classification item determination unit converts the document into a vector expression, a similarity between the vector expression of the classification condition and the vector expression of the document is obtained, and based on the obtained similarity, any one of the documents is determined. It is determined whether or not to classify into the classification item of.

According to a third aspect of the present invention, there is provided a document management support apparatus that classifies and manages documents according to classification items called folders and directories set in advance. Means, a classification condition input means for inputting a classification condition for classifying and storing the document in the storage means, a classification item setting means for setting the classification condition input by the classification condition input means as a classification item, Content information setting means for setting content information indicating the content of the document in the document, and when the storage of the document is designated, the classification item set by the classification item setting means and the content information set by the content information setting means A classification item determining unit that determines which of the classification items the document is to be classified based on the content information; A storage processing means for storing in said storage means are classified into categories to the appropriate document, those having a.

According to a fourth aspect of the present invention, in the document management support apparatus of the third aspect, the classification condition set by the classification item setting means is converted into a vector expression and held. Then, after the classification item determination means converts the content information into a vector expression, a similarity between the vector expression of the classification condition and the vector expression of the content information is obtained, and based on the obtained similarity, the document Is to be classified into which classification item.

A computer-readable recording medium according to a fifth aspect of the present invention stores a program for causing a computer to function as each means of the document management support apparatus according to any one of the first to fourth aspects. It is.

[0011]

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS Hereinafter, embodiments of a document management support apparatus of the present invention and a computer-readable recording medium storing a program for causing a computer to function as the apparatus will be described in detail with reference to the accompanying drawings. Will be described.

[First Embodiment] FIG. 1 is a block diagram of a document management support apparatus according to a first embodiment. In FIG. 1, 100 is a CPU, 101 is a ROM, and 102 is an R
AM and 103 are functions for classifying documents (for example, CLA).
Document management support software 1 that automatically determines the folder in which the document is to be stored when the document is stored by using CLARIT of RITECH or the like.
04, a hard disk drive 105, an input device such as a keyboard and a mouse, a display 106 such as a CRT, and a bus 107 for connecting the above components.

In FIG. 1, document management support software 104
In addition to the function of classifying documents into folders (or directories) and managing them, when storing a document, it has a function of automatically determining the folder in which the document is to be stored.

Specifically, when a folder is created, a classification condition for classifying documents into the created folder is input, and a profile of the document to be stored in the folder is set based on the input classification condition. (Corresponding to the classification items described in 1 to 5), and when saving the document,
It determines which profile the content of this document matches and stores it in the corresponding folder. The classification condition represents the characteristics of a document to be stored in a specific folder, and includes the same expressions (corresponding to a retrieval expression), sentences (corresponding to a retrieval sentence), It may be any of a set of keywords, an example document, and the like. Further, a folder name given to a folder may be used as a classification condition. in this way,
The document management support software 104 performs a process of generating a profile and a process of classifying and storing documents in a folder. Then, the profile and the document are stored in the hard disk device 103.

FIG. 2 is a schematic block diagram showing the processing of the document management support software 104. Document management support software 10
In 4, the profile generation process is performed by the natural language processing module 201 and the profile generation unit 205. Specifically, the natural language processing module 20
When the user inputs the above-described classification condition 200, the dictionary 1 stores a part-of-speech information and the like, and a grammar dictionary 203 for analyzing the dependency of each word.
Perform analysis processing such as morphological analysis and syntax analysis using
The classification condition 200 is divided into predetermined sub-documents consisting of a plurality of sentences, and a noun phrase is extracted from the sub-document to generate a document set 204 including a noun phrase list for each sub-document. The profile generation unit 205 includes the natural language processing module 201
The document set 204 generated by the above is input, the classification condition 200 is converted into a vector expression by giving predetermined statistical information to each of the noun phrases, and the document in which the vector expression of the classification condition 200 is stored in a corresponding folder Is generated. The profile 206 is generated for each folder by the above-described processing, and is associated with the corresponding folder. Note that a threshold described later is set in the profile 206.

On the other hand, the process of classifying and storing documents in folders is performed by the natural language processing module 201, the storage destination determination information generation unit 207, the similarity calculation unit 209, and the storage destination determination unit 210. Specifically, the natural language processing module 201 inputs a document 211 to be stored, and uses a dictionary 202 for storing part of speech information and the like and a grammar dictionary 203 for analyzing the dependency of each word and the like, to perform morphological analysis, Perform analysis processing such as syntax analysis, divide the document 211 into sub-documents consisting of a plurality of predetermined sentences, extract noun phrases from the sub-documents,
A document set 204 including a noun phrase list for each sub-document is generated. Storage location determination information generation unit 20
7 inputs the document set 204 generated by the natural language processing module 201 and generates storage destination determination information 208 by converting the document 211 into a vector expression by giving predetermined statistical information to each noun phrase. . The similarity calculation unit 209 includes the storage destination determination information generation unit 20
7. The storage location determination information 208 generated in step 7 is input, and the input storage location determination information 208 and the profile 20 of each folder are input.
6 and outputs a similarity score for each profile 206. The storage destination determination unit 210 inputs a score for each profile 206 from the similarity calculation unit 209, and based on the input score,
The folder corresponding to the profile that has obtained the score exceeding the threshold value set to 6 is determined as the folder of the storage destination of the document 211, and the folder name is output as the determination result. Then, based on the determination result, the document 211 is stored in the corresponding folder.

Next, the operation of the document management support apparatus having the above-described configuration will be described with respect to (1) profile generation processing,
(2) The process of classifying and storing documents in folders will be described in detail.

(1) Profile Generation Processing FIG. 3 is a flowchart showing profile generation processing. The document management support software 104 starts the process of creating a folder (S302) when a designation to create a folder is input (S301).

FIG. 4 is an explanatory diagram showing an example of how a folder is created. The user issues an instruction to the document management support software 104 using the input device 105, and creates a folder while checking the state of the screen displayed on the display 106. Specifically, creation of a new folder is designated, and a folder name is input. Here, it is assumed that folders for storing documents relating to the “natural language processing project”, the “search processing project”, and the “document management project” are created. Here, it is assumed that a folder is created using the hard disk device 103 as a storage destination of the document 211.

Subsequently, a classification condition 200 for classifying and storing the document 211 in the created folder is input (S
303). The classification condition 200 represents a feature of a document to be stored in a specific folder, and is similar to an expression (corresponding to a retrieval expression) and a sentence (corresponding to a retrieval sentence) similar to those used when performing document retrieval. , A set of keywords, an example document, or the like. Further, as the classification condition 200, a folder name given to a folder may be used. Further, when an example document is used as the classification condition 200, the file name of the document may be input.

In step S303, classification condition 20
When 0 is input, the natural language processing module 201 of the document management support software 104 performs an analysis process on the input classification condition 200 (S304).

More specifically, analysis processing such as morphological analysis and syntax analysis is performed on the classification condition 200 using a dictionary 202 storing part of speech information and the like and a grammar dictionary 203 for analyzing the dependency of each word. . Then, classification condition 2
00 is divided into sub-documents consisting of a plurality of predetermined sentences, and a noun phrase is extracted from the sub-documents. However, in the case where the classification condition 200 is only a word or a set of keywords, it is not necessary to perform the processing for dividing into sub-documents.

Subsequently, the natural language processing module 201
Is based on the result of the processing in step S304,
A noun phrase list is generated for each sub-document, and a document set 204 including the generated noun phrase list is generated (S305).

The profile generation unit 205 generates the document set 2 generated by the natural language processing module 201.
04, and the profile 206 of the document stored in the corresponding folder is generated based on the input document set 204 (S306).

That is, the profile generation unit 205
By giving predetermined statistical information to each of the noun phrases in the input document set 204, the classification condition 200 is converted into a vector expression. Then, the vector expression of the classification condition 200 is set as the profile 206 of the document stored in the corresponding folder. In the generated profile 206, a threshold is set as a reference when determining a folder in which a document is to be stored.

In this manner, the profile 206 is generated for each classification condition 200 input for each folder shown in FIG. In each folder shown in FIG. 4, sub folders can be created as needed. The classification condition 200 can also be input to this sub-folder. In this case, the AND condition with the classification condition 200 of the upper folder is obtained. further,
Here, a new folder is created and the classification condition 200 is input. However, by inputting the classification condition 200 to an existing folder, the profile 206 is input.
Can also be generated.

(2) Classifying / Storing Documents in Folder Next, a description will be given of a process of classifying and storing documents in the folder created as described above. FIG. 5 is a flowchart showing a process of classifying and storing documents in a folder.

A user creates a document by using an application program such as a word processor, and designates execution of a process for saving the created document 211. Here, it is assumed that a document name “search engine specifications”, which is a document related to the search processing project, is created and stored.

When the document management support software 104 receives an instruction to save the document 211 from the application program (S501), the document management support software 104 inputs the document 211 designated to be saved and performs an analysis process (S502).

More specifically, the natural language processing module 201 of the document management support software 104 performs a process of determining what format the input document 211 is, such as a word processing document or a structured document such as HTML. Thereafter, syntax analysis such as morphological analysis and dependency is performed by using the dictionary 202 and the grammar dictionary 203, and the document 211 is divided into sub-documents including a plurality of predetermined sentences, and a noun phrase is extracted from the divided sub-documents. And the like.

Then, the natural language processing module 201
Is based on the result of the process in step S502,
A noun phrase list is generated for each sub-document, and a document set 204 including the generated noun phrase list is generated (S503).

Thereafter, the storage destination determination information generation unit 207
By inputting the document set 204 generated by the natural language processing module 201 and providing predetermined statistical information to each of the noun phrases of the sub-documents in the input document set 204, the input document set 204 is The storage destination determination information 208 converted into the vector expression is generated (S504). That is, a vector expression of “search engine specification” cited as an example of the document 211 is generated.

The similarity calculation unit 209 inputs the storage destination determination information 208 generated by the storage destination determination information generation unit 207,
The similarity with the profile 206 generated for each folder is calculated (S505).

That is, the similarity calculation unit 209 calculates the similarity of the vector between the storage destination determination information 208 and the profile 206 of each folder, and outputs a score of the similarity for each profile 206.

Subsequently, the storage destination determination unit 210 inputs the score for each profile 206 from the similarity calculation unit 209, and determines which folder is to be the storage destination of the document 211 based on the input score. (S507).

More specifically, based on the threshold value set for each profile 206, a folder corresponding to the profile that can obtain a score exceeding the threshold value is stored in the document 2
It is determined that the folder is the storage folder of No. 11. For example, the "search engine specification" has the content most similar to the profile of the folder of the "search process project" because the content relates to the search process. Therefore, in this case, only the score between the profile of the folder of “search processing project” and the folder exceeds the threshold, and the “search engine specification”
Is the folder of "search processing project".

The folder name of the determined storage destination is output from the storage destination determination unit 210 as a determination result, and the document 211 is stored in this folder (S507).
When there are a plurality of profiles exceeding the threshold value, the documents 211 may be stored in a plurality of corresponding folders.

When reading the document 211 stored as described above, the folder in which the document 211 is stored may be opened. FIGS. 6A and 6B are explanatory diagrams illustrating an example of a case where a stored document is read.

For example, when reading the "search engine specifications", a folder related to the search may be selected. That is, in FIG. 6A, when the folder of "search processing project" is selected, "specifications of the search engine" can be found as shown in FIG. 6B.

As described above, according to the document management support apparatus of the first embodiment, when a document is stored, a folder as a storage destination can be automatically determined.
The document can be saved in an appropriate folder even if the user does not specify the save destination folder, and the saving process can be automated.

Note that, among the documents stored in each folder, for a document that the user considers appropriate or unsuitable as the classification result, the result can be fed back to the document management support software 104. That is, the user can specify a positive weight, for example, “+” for a document that is considered appropriate as a classification result, and a negative weight, for example, “−” for a document that is not appropriate as a search result. Can be specified. As a result, when the input weight is a positive specification, the weight of the corresponding profile 206 is strengthened, and when the input weight is a negative specification, the weight is weakened.

The folder of the storage destination determined by the storage destination determination unit 210 may be displayed to the user before or after storage.

Further, a classification condition 200 is set for the folder.
May be associated with the classification condition 200 created by the user as described above, or a related word may be extracted from a document stored in a corresponding folder in advance,
The extracted related words may be used as the classification condition 200.

[Second Embodiment] Next, a document management support apparatus according to a second embodiment will be described. In the document management support apparatus according to the first embodiment, the storage destination determination information 208 for which the similarity with the profile 206 is to be obtained is stored in the document 21.
However, the document management support apparatus according to the second embodiment does not describe the document 211 itself but information for generating the storage destination determination information 208 (hereinafter, referred to as “content information”). This is set in the document 211.

The content information includes a summary sentence / keyword of the document 211 registered in so-called document information for registering a creation date and a creator of the document 211, a document 211, and the like.
In the case where a document heading can be added together with the document name when saving the document 211 and the index word used to create the index, any heading or the like may be used. Alternatively, an arbitrary range of the document 211 may be designated, and this may be used as the content information.

Further, the content information can be set not only one but a plurality. For example, a plurality of ranges of the document 211 can be designated and used as the content information. When a plurality of pieces of content information are set in this way, a weight can be set for each set content information. That is, content information that is not desired to be taken into consideration when deciding a storage destination folder is set, and a weight of “−” is set therein, so that the content information (storage destination determination information 208) and the profile 206 are The degree of similarity can be reduced. On the other hand, when deciding the folder of the storage destination, for the content information that is particularly considered, a weight of “+” is set so that the content information (the storage destination determination information 208) and the profile 20 are set.
6 can be increased.

In the case where the document 211 in which the content information is set is stored, not the description itself of the document 211 but only the conversion of the content information into a vector expression to generate the storage destination determination information 208. Since the processing is as described in the first embodiment, a detailed description is omitted here. However, when the weight is set for each content information as described above, it is considered as one of the statistical information added to each noun phrase when the storage destination determination information 208 is generated.

As described above, according to the document management support apparatus of the second embodiment, not only the description of the document 211 but also the other set content information is used to determine the folder to be saved. Documents having a plurality of topics can be classified and stored in a folder in which documents having specific contents are collected. Even in the case where an image is stored instead of a document, the content can be automatically classified and stored in an appropriate folder by using the content information.

In the document management support apparatuses according to the first and second embodiments, when an appropriate folder cannot be found when saving the document 211, a temporary storage folder or the like is generated and the folder is created. You may decide to save. In such a case, it is preferable to report to the user.

Further, for example, even when downloading a document via a network or copying or moving a document from a floppy disk or the like, the document management support devices of the first and second embodiments can be applied. Clearly, it is possible.

Further, the document management support apparatus described in the first and second embodiments is realized by executing a prepared program on a computer or a workstation. This program is recorded on a computer-readable recording medium such as a hard disk, a floppy disk, a CD-ROM, an MO, and a DVD, and is executed by being read from the recording medium by the computer. This program can be distributed via the recording medium or via a network.

[0052]

As described above, according to the document management support apparatus of the present invention (claim 1), a storage means for storing a document and a classification for storing the document by classifying it into the storage means. Classification condition input means for inputting a condition, classification item setting means for setting the classification condition input by the classification condition input means as a classification item, and classification of the classification item set by the classification item setting means when the document storage is specified. A classification item judging unit for judging a document to which classification item based on the classification item, and a storage process of classifying the document into a corresponding classification item and storing it in a storage unit based on a judgment result of the classification item judgment unit Means to automatically determine the classification item as the storage destination when the document is stored. Therefore, even if the user does not specify the storage destination, the document can be classified and stored in an appropriate classification item, and the storage processing can be automated.

According to the document management support apparatus of the present invention, the classification item setting means converts the classification condition set as the classification item into a vector expression. Converted and held, the classification item determination means, after converting the document to a vector expression, determine the similarity between the vector expression of the classification condition and the vector expression of the document,
Based on the obtained similarity, it is very easy to classify the document because it is determined which classification item the document is classified into.

According to the document management support apparatus of the present invention, a storage means for storing a document and a classification condition for inputting a classification condition for storing the document in the storage means are stored. Input means, classification item setting means for setting the classification condition input by the classification condition input means as a classification item,
Content information setting means for setting the content information indicating the content of the document in the document, and when the storage of the document is specified, based on the classification information set by the classification item setting means and the content information set by the content information setting means. A classification item determining means for determining which classification item the document is classified into, and a storage processing means for classifying the document into a corresponding classification item and storing it in the storage means based on the determination result of the classification item determining means. Therefore, when a document is stored, the classification item to be the storage destination can be automatically determined. Therefore, even if the user does not specify the storage destination, the document can be classified and stored in an appropriate classification item, and the storage processing can be automated. In particular, even for a document having a plurality of topics, by setting the content information, the document can be classified and stored as a classification item relating to a document having a specific content. Also, even in the case where an image is stored instead of a document, it is possible to automatically classify and store the images into appropriate classification items by using the content information.

According to the document management support apparatus of the present invention, the classification item setting means converts the classification condition set as the classification item into a vector expression. After conversion and holding, the classification item determination means converts the content information into a vector expression, then obtains a similarity between the vector expression of the classification condition and the vector expression of the content information, and based on the obtained similarity, converts the document. Since it is determined which classification item to classify, the document can be classified very easily.

Further, according to a computer-readable recording medium of the present invention (claim 5), the computer-readable recording medium for causing a computer to function as each means of the document management support device according to any one of claims 1 to 4 is provided. Since the program was recorded, by executing this program on a computer, when saving a document, it is possible to automatically determine the classification item to be saved, so that the user can appropriately specify the save destination without specifying the save destination. It is possible to realize a document management support device that can classify documents into various classification items and store the documents.

[Brief description of the drawings]

FIG. 1 is a block diagram of a document management support device according to a first embodiment.

FIG. 2 is a schematic block diagram showing processing of document management support software 104 in the document management support apparatus of the first embodiment.

FIG. 3 is a flowchart illustrating a profile generation process in the document management support apparatus according to the first embodiment.

FIG. 4 is an explanatory diagram showing an example of how a folder is created in the document management support device of the first embodiment.

FIG. 5 is a flowchart illustrating a process of classifying and storing documents in a folder in the document management support apparatus according to the first embodiment.

FIGS. 6A and 6B are explanatory diagrams illustrating an example of reading a stored document in the document management support device according to the first embodiment;

[Explanation of symbols]

 100 CPU 101 ROM 102 RAM 103 Hard Disk Device 104 Document Management Support Software 105 Input Device 106 Display 107 Bus 200 Classification Condition 201 Natural Language Processing Module 202 Dictionary 203 Grammar Dictionary 204 Document Set 205 Profile Generation Unit 206 Profile 207 Generation of Storage Location Determination Information Unit 208 storage destination determination information 209 similarity calculation unit 210 storage destination determination unit 211 document

Claims (5)

[Claims] 1. A document management support apparatus that classifies and manages documents according to classification items called folders and directories set in advance, comprising: a storage unit for storing the documents; and a storage unit for storing the documents in the storage units. A classification condition input unit for inputting classification conditions for classification and storage; a classification item setting unit for setting the classification condition input by the classification condition input unit as the classification item; A classification item determining unit that determines which of the classification items the document is to be classified based on the classification item set by the classification item setting unit; and a classifying unit that classifies the document based on a determination result of the classification item determining unit. A storage processing unit for classifying the document into a corresponding classification item and storing the classified item in the storage unit. 2. The classification item setting unit converts the classification condition set as the classification item into a vector expression and holds the classification condition. The classification item determination unit converts the document into a vector expression and then stores the classification condition. 2. The document according to claim 1, wherein a similarity between the vector expression of the document and the vector expression of the document is obtained, and the classification of the document is determined based on the obtained similarity. Management support device. 3. A document management support device for classifying and managing documents according to classification items called folders and directories set in advance, wherein: a storage unit for storing the documents; and a storage unit for storing the documents in the storage unit. Classification condition input means for inputting a classification condition for classification and storage; classification item setting means for setting the classification condition input by the classification condition input means as a classification item; Content information setting means for setting content information; and when storage of the document is designated, any one of the documents is set based on the classification item set by the classification item setting means and the content information set by the content information setting means. A classification item determining unit that determines whether to classify the document into the classification items, and classifying the document into a corresponding classification item based on a determination result of the classification item determining unit. And a storage processing means for storing the data in the storage means. 4. The classification item setting unit converts the classification condition set as the classification item into a vector expression and holds the classification condition. The classification item determination unit converts the content information into a vector expression and then converts the classification information into a vector expression. 4. The method according to claim 3, wherein a similarity between a vector expression of a condition and a vector expression of the content information is obtained, and the classification of the document is determined based on the obtained similarity. Document management support device. 5. A computer-readable recording medium on which a program for causing a computer to function as each unit of the document management support apparatus according to claim 1 is recorded.