JP4140266B2 - Data management apparatus and program - Google Patents

Description

[0001]
BACKGROUND OF THE INVENTION
The present invention Save The present invention relates to a data management apparatus and a program for managing data.
[0002]
[Prior art]
In the past, companies have been doing business processing to create slips and financial statements, and data management devices that save the created slips and financial statements as electronic documents and display and print electronic documents have been used. Yes. In this data management apparatus, when printing the electronic document described above, a file in PDF format, for example, is created as print data, and after printing is completed, the print data is stored as electronic storage data in a storage device included in the data management apparatus. Saved.
[0003]
[Problems to be solved by the invention]
In such a conventional data management apparatus, since all of the created electronic storage data is stored in the storage device, for example, an electronic document whose creation period is from April to June, and July to September is created. When the electronic storage data of the electronic document and the April-September electronic document are created, the electronic storage data having the same creation period is accumulated in the storage device one after another. Therefore, when a certain amount of electronically stored data is accumulated in the storage device, the user needs to manually search for and delete the duplicated electronically stored data, resulting in poor data management efficiency. there were.
[0004]
Further, for example, the financial statements for April-June and July-September are only materials as the process of the accounting period, and are not necessary as final electronically stored data. Are stored in the storage device. In other words, since the capacity of the storage device is occupied by unnecessary data, there is a problem that the use efficiency of the storage device is poor.
Then, when the user wants to sort out these unnecessary electronic storage data, while checking the creation period of each electronic storage data, determine the existence of electronic storage data with overlapping creation periods, and so on When such electronically stored data is already stored, it is necessary to designate and delete the electronically stored data, and there is a disadvantage that the burden on the user for organizing the electronically stored data is large.
[0005]
The problem of the present invention is that the burden on the user Save Was unnecessary Save It is to be able to organize data automatically.
[0006]
[Means for Solving the Problems]
The invention according to claim 1 is included in the document when the document is stored in the storage unit in the data management apparatus including the storage unit that stores the document. Data coverage period A creation period indicating A predetermined period corresponding to the document creation period is set in advance for each document type, and is control data indicating a handling unit of the document creation period. A storage unit, and a determination unit that determines that the document is stored when the creation period satisfies the storage unit; and the storage unit stores the document when the determination unit determines that the document is stored. A storage unit for storing in the storage unit, a search unit for searching whether or not a document having a generation period overlapping with a generation period of the document to be stored is already stored in the storage unit, and a document having a generation period overlapping by the search unit And deleting means for deleting the document from the storage means when the document is retrieved.
[0007]
Here, the storage unit is a unit in which a predetermined period corresponding to the document creation period is set in advance for each document type. For example, a full period, a half period, a quarter period, or the like is set as the storage unit. ing.
[0008]
Therefore, the document Save When saving, only the document to be saved is saved in the storage means according to the document creation period and the save unit set for each type of document, Save If a document whose creation period overlaps with the created document has already been stored in the storage means, the duplicate document is automatically deleted, so that the user is not burdened. Save Was unnecessary Save Data can be automatically organized and unnecessary Save Data is not stored in the storage means, effectively using the capacity of the storage means, Save Data can be managed efficiently.
[0009]
DETAILED DESCRIPTION OF THE INVENTION
Hereinafter, embodiments of the present invention will be described in detail with reference to the drawings. However, the scope of the invention is not limited to the illustrated examples.
Here, the correspondence between each component in the data management apparatus according to the present invention and the data management apparatus 1 in the present embodiment will be clearly shown. That is, the storage means of the data management apparatus of the present invention corresponds to the storage device 16 of the data management apparatus 1 of the present embodiment, and the determination means, storage means, search means, and deletion means of the present invention are the same as in this embodiment. It corresponds to CPU11. The electronic storage unit control information storage means of the present invention corresponds to the electronic storage unit control table 161 of the present embodiment.
[0010]
First, the configuration will be described.
FIG. 1 is a block diagram showing a main configuration of a data management apparatus 1 according to the present embodiment. As shown in FIG. 1, the data management device 1 includes a CPU 11, a display unit 12, an input unit 13, a transmission control unit 14, a RAM 15, a storage device 16, a printing device 17, and the like. Yes.
[0011]
The CPU 11 develops a system program stored in the storage device 16 and a program designated from various application programs in a work area (not shown) in the RAM 15 and inputs the program from the input unit 13 and the transmission control unit 14. Various processes according to the program are executed according to the data to be processed, and the processing results are stored in the work memory in the RAM 15. Furthermore, display information for displaying the processing result is generated and output to the display unit 12.
[0012]
Specifically, the CPU 11 reads out an electronic storage processing program stored in the storage device 16 and executes an electronic storage processing (see FIG. 5) described later. When executing this electronic storage process, the CPU 11 acquires the print data of the document instructed to be printed as electronic storage data, acquires the creation period of this electronic storage data, and stores it in the creation period memory 151 of the RAM 15 described later. Stores the acquired creation period. Here, the creation period indicates a target period of data included in slips and financial statements processed each month. For example, electronic storage data whose creation period is from April to July is 4 It indicates that slip data or settlement data for the month to July is included. Note that the creation period is, for example, a period of at least three months corresponding to a predetermined period such as full year, half year, or quarter.
[0013]
In addition, the CPU 11 acquires the document type from the document name of the electronic storage data, and stores the storage unit, process storage, and duplicate storage control data corresponding to the document type, which will be described later (see FIG. 3). Get from. Each acquired control data is stored in a storage unit memory 152, a process storage memory 153, and a duplicate storage memory 154 of the RAM 15 described later. Here, the storage unit is control data indicating the handling unit of the creation period of the electronic storage data when the electronic document data is stored. For example, the full year, the quarter, the quarter, and any time are set as the storage unit. . The process storage is control data for instructing whether or not to store electronic document data whose creation period is less than the storage unit. Further, the duplicate storage is control data for instructing whether or not to store electronic storage data having a duplicate creation period.
[0014]
Further, the CPU 11 compares the creation period stored in the creation period memory 151 with the control data of the storage unit stored in the storage unit memory 152 to determine whether or not the creation period satisfies the storage unit. When the creation period satisfies the storage unit, the CPU 11 stores the corresponding electronic storage data in an electronic storage data file 162 described later.
[0015]
On the other hand, when the creation period does not satisfy the storage period, the CPU 11 obtains process storage control data from the process storage memory 153 and determines whether or not to perform process storage of the corresponding electronic storage data. Here, when the electronic storage data is not stored in the process, the CPU 11 deletes the corresponding electronic storage data. Further, when the electronic storage data is stored in the process, the CPU 11 stores the corresponding electronic storage data in an electronic storage data file 162 described later.
[0016]
Further, the CPU 11 acquires the duplicate storage control data from the duplicate storage memory 154 and determines whether or not to perform duplicate storage of the corresponding electronic storage data. Here, when the electronic storage data is stored in duplicate, the CPU 11 keeps the electronic storage data stored in the electronic storage data file 162. On the other hand, if the electronic storage data is not redundantly stored, the CPU 11 searches the electronic storage data file 161 for electronic storage data having a duplicate creation period. The electronic storage data for the current period is deleted from the electronic storage data file 162.
[0017]
The display unit 12 includes a display screen made up of a CRT (Cathode Ray Tube), an LCD (Liquid Crystal Display), or the like, and is transmitted and received via the input unit 13 and the transmission control unit 14 based on display instructions input from the CPU 11. Display data is displayed on the screen.
[0018]
The input unit 13 includes a keyboard having cursor keys, numeric input keys, and various function keys, and outputs a press signal corresponding to the key pressed on the keyboard to the CPU 11. Note that the input unit 13 may include a pointing device such as a mouse and a touch panel, and other input devices as necessary.
[0019]
The transmission control unit 14 is configured by a modem (MODEM / MOD Modulator / DEModulator), a terminal adapter (TA), or the like, and is connected to various networks N such as a LAN (Local Area Network), a WAN (Wide Area Network), or the Internet. An interface that can be connected to a connected transmission medium.
[0020]
The RAM 15 forms a work area for temporarily storing various programs executed by the CPU 11 and data processed by these various programs. A data configuration example of each data stored in the RAM 15 will be described with reference to FIG.
[0021]
As shown in FIG. 2, the RAM 15 has a creation period memory 151 for storing a creation period acquired from electronic storage data, a storage unit memory 152 for storing control data of storage units acquired from the electronic storage unit control table 161, and a process. A process storage memory 153 for storing control data for storage and a storage memory 154 for storing control data for overlap storage are provided. Each memory has a configuration in which each data acquired by the CPU 11 is stored in a corresponding memory in the electronic storage process.
[0022]
The storage device 16 has a recording medium (not shown) in which a program, data, and the like are stored in advance, and this recording medium is constituted by a magnetic or optical recording medium or a semiconductor memory. This recording medium is fixedly attached to the storage device 16 or is detachably mounted. This recording medium is processed by the system program, various application programs corresponding to the system, and various processing programs. Stored data and the like are stored.
[0023]
In addition, a part or all of the programs, data, and the like stored in the recording medium are received from the transmission control unit 14 via other network devices such as WAN and LAN from other devices such as servers and clients and stored. Further, the recording medium may be a recording medium of a server built on a network. Furthermore, the program may be transmitted to a server or a client via a transmission medium such as a network line and installed in these devices.
[0024]
Here, the electronic storage unit control table 161 and the electronic storage data file 162 stored in the storage device 16 will be described with reference to FIGS.
FIG. 3 is a diagram illustrating a data configuration example of the electronic storage unit control table 161. As shown in FIG. 3, the electronic storage unit control table 161 stores storage data for controlling the storage form, process storage, and duplication unit control data for each document type of the electronic storage data created at the time of printing. It is a table. As shown in FIG. 3, the electronic storage unit control table 161 is divided into items of “document name”, “storage unit”, “process storage”, and “duplicate unit”, and each data is recorded. In the “document name”, text data such as “total balance trial calculation table” and “use total total trial calculation table”, which are document names of the electronically stored data, are recorded. Each document name corresponds to a document type.
[0025]
In the “storage unit”, text data such as “full year”, “half year”, “four quarters”, “as needed” is recorded corresponding to each document name, and indicates the period of the storage unit. “Full year” includes a period from “start to end”. For example, if the full period is 12 months, it means that 12 months is a storage unit. “Half year” includes a period of “early period to half period” or “half period to end period”. For example, if the period of the full year is 12 months, it means that half of the six months is a storage unit. “Quarter period” includes the periods from “Beginning to quarter period”, “Quarter period to half period”, “Half period to quarter period”, and “Quarter period to period end”. For example, if the full year period is 12 months This means that a quarter of three months is used as a storage unit. Furthermore, “as needed” indicates that the storage unit is not set, and that electronic storage data is to be stored regardless of the creation period.
[0026]
In “process saving”, text data such as “Yes” and “No” is recorded, and indicates whether or not to save the process. In other words, if the control data is “Yes”, it indicates that electronic storage data is stored even if it is less than the storage unit. If the control data is “No”, the electronic storage data is less than the storage unit. Indicates no electronic storage.
[0027]
“Duplicate storage” records text data such as “Organize” and “Do not organize”, and indicates whether or not to perform duplicate storage. That is, when the control data is “organize”, it indicates that the electronic storage data recorded in the electronic storage data file 162 is deleted due to overlapping creation periods, and when the control data is “not organize”, This indicates that the electronic storage data recorded in the electronic storage data file 162 with duplicate creation periods is not deleted.
[0028]
Next, FIGS. 4A to 4C are diagrams showing examples of the data configuration of the electronic storage data stored in the electronic storage data file 162. FIG. FIG. 4A shows electronically stored data whose document name is “Financial Statement” and whose creation period is “2002 / 04-2002 / 06”, and whose document name is “Financial Statement” and whose creation period is “2002”. / 07-2002 / 09 "is stored. That is, the electronic storage data file 162a stores electronic storage data whose creation periods do not overlap.
[0029]
FIG. 4B shows electronically stored data whose document name is “financial statements” and whose creation period is “2002 / 04-2002 / 06”, and whose document name is “financial statements” and whose creation period is “2002”. / 07-2002 / 09 "and electronically stored data whose document name is" Financial Statement "and whose creation period is" 2002 / 04-2002 / 09 "are stored. That is, the electronic storage data file 162b shows a case where the electronic storage data of the financial statements for April to September is further stored in the electronic storage data file 162a. The storage data creation period overlaps.
[0030]
In FIG. 4C, only electronically stored data whose document name is “financial statement” and whose creation period is “2002/04 to 2002/09” is stored. In other words, the electronic storage data file 162c shows a case where duplicate electronic storage data is deleted from the electronic storage data file 162b, and does not include electronic storage data having a duplicate creation period.
[0031]
The printing device 17 is a printer that employs a printing method such as a laser printer, an ink jet printer, or a sublimation printer, and uses infrared laser light or projection light from an LED (Light-Emitting Diode) according to the control of the CPU 11. Then, the print data is transferred to the print medium and output.
[0032]
Next, the operation of the present embodiment will be described.
A program for realizing each function described in each flowchart described later is stored in the recording medium of the data management device 1 in the form of a readable program code, and the CPU 11 of the data management device 1 stores the program code. The operation according to is executed sequentially. In addition, the CPU 11 can sequentially execute an operation according to the program code transmitted via the transmission medium. In other words, in addition to the recording medium, it is possible to execute the operation specific to the present embodiment using a program or data supplied externally via a transmission medium.
[0033]
Electronic storage processing executed by the CPU 11 of the data management apparatus 1 will be described with reference to FIG. As shown in FIG. 5, when a document such as a financial statement is specified via the input unit 13 and a print instruction is input when executing the electronic storage process, the CPU 11 creates print data and prints it. At the same time, the created print data is designated as electronically stored data (step S1).
[0034]
Next, the CPU 11 acquires the creation period of the designated electronic storage data from the electronic storage data and stores it in the creation period memory 151 (step S2). Subsequently, the CPU 11 acquires the document type from the document name of the electronically stored data (step S3). Based on the acquired document type, the corresponding storage unit, process storage, and duplicate storage control data are searched and acquired from the electronic storage unit control table 161 stored in the storage device 16, and the storage unit memory 152, Control data is stored in the process storage memory 153 and the duplicate storage memory 154, respectively (step S4).
[0035]
Subsequently, the CPU 11 compares the creation period stored in the creation period memory 151 with the control data of the storage unit stored in the storage unit memory 152 (step S5), and determines whether or not the creation period is within the storage unit. Is determined (step S6). If the creation period is not within the storage unit (step S6; NO), that is, if the creation period satisfies the storage unit, the CPU 11 proceeds to step S9.
[0036]
On the other hand, when the creation period is within the storage unit (step S6; YES), that is, when the creation period does not satisfy the storage unit, the CPU 11 reads out the process storage control data stored in the process storage memory 153 ( Step S7), it is determined whether or not to save the process (Step S8). When it is determined that the process storage is not performed based on the control data (step S8; NO), the CPU 11 ends the electronic storage process.
[0037]
On the other hand, when it is determined that process saving is performed based on the control data (step S8; YES), the CPU 11 stores the corresponding electronic storage data in the electronic storage data file 162 (step S9). Then, the CPU 11 reads the duplicate storage control data stored in the duplicate storage memory 154 (step S10), and determines whether or not the corresponding electronic storage data is to be duplicated (step S11). If it is determined that duplicate storage is to be performed based on the control data (step S11; YES), the CPU 11 ends the electronic storage process while storing the electronic storage data in the electronic storage data file 162.
[0038]
Further, when it is determined that the electronic storage data is not stored redundantly according to the control data (step S11; NO), the CPU 11 acquires the creation period of the electronic storage data stored in the electronic storage data file 162, and the creation period overlaps. Whether or not the electronic storage data to be stored is stored is searched (step S12), and it is determined whether or not the electronic storage data having the same creation period is stored in the electronic storage data file 162 (step S13).
[0039]
Here, when the electronic storage data having the same creation period is not stored (step S13; NO), the CPU 11 ends the electronic storage processing. When electronic storage data having a duplicate creation period is stored in the electronic storage data file 162 (step S13; YES), the CPU 11 deletes the searched electronic storage data from the electronic storage data file 162. (Step S14), the electronic storage process is terminated.
[0040]
Next, FIG. 6 is a diagram showing a summary of processing results (operations) when electronic storage processing is performed based on the storage unit, process storage, and duplicate storage control data. For example, as shown in the top row of FIG. 6, when the storage unit control data is “full-year”, the process storage control data is “Yes”, and the duplicate storage control data is “Organize”, the electronic storage described above By executing the process, it is indicated that the electronically stored data is “electronically stored even during a period that is less than the full year, but the saved data that is less than the full year is sorted when the full year is saved”.
[0041]
Next, FIG. 7 is a diagram conceptually showing a process in which printed materials of a plurality of financial statements having different creation periods are generated and corresponding electronic storage data is processed. As shown in FIG. 7A, each control data related to the financial statements is stored in each corresponding memory, and the control data of the storage unit stored in the storage unit memory 152 is “half-year”, and the process storage memory 153. The process storage control data stored in the storage is “Yes”, and the duplicate storage control data stored in the duplicate storage memory 154 is “Organize”.
[0042]
Here, as shown in FIG. 7 (b), when a financial statement printing instruction with a creation period of “April to June” is input, the CPU 11 generates print data of the financial statement, Printed matter is output from the printing device 17. Further, the CPU 11 designates this print data as electronic storage data, and the electronic storage data of the financial statements of “April to June” is newly stored in the electronic storage data file 162. Here, the preparation period of the financial statements is “April to June”, and the control data of the storage unit is within “half year”, but the control data of the process storage is “Yes”. "April to June" financial statements are stored electronically.
[0043]
Subsequently, as shown in FIG. 7C, when an instruction to print a financial statement whose creation period is “July to September” is input, the CPU 11 prints a financial statement of “July to September”. Data is generated, and a printed matter of the financial statements of “July to September” is output from the printing device 17. Further, the CPU 11 designates the print data as electronic storage data, and the electronic storage data of the financial statements “July to September” is newly stored in the electronic storage data file 162. Here, the preparation period of the financial statements is “July to September”, and the preparation period is within “half year” of the control data of the storage unit, but the control data of the process storage is “Yes”. The financial statements of “July to September” are stored electronically. In addition, the financial statements for which the creation period is "April to June" and the financial statements for which the creation period is "July to September" do not overlap, so the two financial statements remain electronically stored. Become.
[0044]
Further, as shown in FIG. 7D, when an instruction to print a financial statement with a creation period of “April to September” is input, the CPU 11 makes a financial statement with a creation period of “April to September”. The print data of “April to September” is output from the printing device 17. Further, the CPU 11 designates the generated print data as electronic storage data, and the electronic storage data of the financial statements “April to September” is newly stored in the electronic storage data file 162. Here, since the preparation period of the financial statements is “April to September”, the preparation period satisfies the “half-year” of the control data of the storage unit, and the financial statements of “April to September” are stored electronically. Is done. In addition, the financial statements for “April to September” have the same creation period as the financial statements for which the preparation period is “April to June” and the financial statements for which the preparation period is “July to September”. Yes. Here, since the control data for duplicate storage is “reorganize”, the electronically stored data of the financial statements of “April to June” and “July to September”, which are less than the storage unit, are automatically organized, It is configured to be deleted.
[0045]
As described above, according to the data management apparatus 1 of the present embodiment, the electronic storage data that is generated each time an electronic document is printed and electronically stored in the storage device 16 is set for each document type. Based on the storage unit and the process storage control data, it is determined whether or not to store in the storage device 16, and only the necessary electronic storage data is stored. Unnecessary electronic storage data to be deleted is deleted from the storage device 16.
[0046]
Therefore, a plurality of electronically stored data with overlapping creation periods are not stored in the storage device, or the electronically stored data for a period unnecessary as final accounting material is not stored in the storage device. Only can be stored in a storage device. Thus, electronic storage data stored in the storage device can be efficiently managed, and the capacity of the storage device can be effectively used to improve the efficiency of business processing in a company.
[0047]
The description in the present embodiment is an example of the preferred data management apparatus 1 according to the present invention, and is not limited to this. The detailed configuration and detailed operation of the data management apparatus 1 in the present embodiment are described below. Of course, it can be changed as appropriate without departing from the spirit of the present invention.
For example, the storage device 16 that stores the electronic storage unit control table 161 and the electronic storage data file 162 is not limited to the form provided in the data management device 1, and the storage device 16 is separated from the data management device 1, and the data management device 1 may be configured to connect to the storage device 16 via the network N and access the electronic storage unit control table 161 and the electronic storage data file 162.
[0048]
【The invention's effect】
According to the present invention, when saving a document, Indicates the target period of the data contained in the document Creation period, Control data indicating a handling unit of a document creation period in which a predetermined period is set in advance for each document type in correspondence with the document creation period. Depending on the storage unit, only the document to be saved is saved in the storage means, and if a document whose creation period overlaps with the saved document is already stored in the storage means, the duplicate document is automatically Therefore, unnecessary storage data that has already been stored can be automatically organized without burdening the user, and unnecessary storage data is not stored in the storage means. The stored data can be efficiently managed by effectively using the capacity.
[Brief description of the drawings]
FIG. 1 is a block diagram showing a main configuration of a data management apparatus 1 according to an embodiment to which the present invention is applied.
2 is a diagram showing a data configuration example of each data stored in a RAM 15 of FIG.
3 is a diagram showing a data configuration example of an electronic storage unit control table 161 stored in the storage device 16 of FIG. 1. FIG.
4 is a diagram showing a data configuration example of an electronic storage data file 162 stored in the storage device 16 of FIG. 1. FIG.
FIG. 5 is a flowchart showing an electronic storage process executed by the CPU 11 of FIG. 1;
FIG. 6 is a diagram showing a summary of processing results (operations) when electronic storage processing is performed based on each control data.
FIG. 7 is a diagram illustrating a specific example of a process in which electronic storage data is processed by electronic storage processing;
[Explanation of symbols]
1 Data management device
11 CPU
12 Display section
13 Input section
14 Transmission control unit
15 RAM
16 Storage device
17 Printing device
18 Bus
N network

Claims (3)

In a data management device comprising a storage means for storing a document,
When the document is stored in the storage unit, a creation period indicating a target period of data included in the document and a predetermined period corresponding to the creation period of the document are set in advance for each document type, and the creation of the document A determination unit that compares a storage unit that is control data indicating a handling unit of a period, and determines that a document is stored when the creation period satisfies the storage unit;
A storage unit that stores the document in the storage unit when the determination unit determines that the document is to be stored;
Search means for searching whether or not a document having a creation period overlapping with a creation period of the document to be saved is already saved in the storage means;
A deletion unit that deletes the document from the storage unit when a document having a duplicate creation period is searched by the search unit;
A data management device comprising: The storage unit, a process storage necessity indicating whether to save a document whose creation period is less than the storage unit, and a duplicate storage necessity indicating whether to delete a document with a duplicate creation period, It further comprises storage unit control information storage means for storing each document type,
It said determination means, when the creation time does not meet the storage unit, processes stored necessity to be stored in the storage unit control information storage means are instructed to save a document that is created period less than the storage unit If you decide to save the document,
2. The data management apparatus according to claim 1, wherein the deleting unit deletes the document having the same creation period based on the necessity of overlapping storage stored in the storage unit control information storage unit. Computer
When the document is stored in the storage unit, a creation period indicating a target period of data included in the document and a predetermined period corresponding to the creation period of the document are set in advance for each document type, and the creation period of the document A determination unit that compares a storage unit that is control data indicating a handling unit of the document and determines that the document is stored when the creation period satisfies the storage unit;
A storage unit that stores the document in the storage unit when the determination unit determines that the document is to be stored;
Search means for searching whether a document having a creation period overlapping with a creation period of a document to be saved is already saved in the storage means;
A deletion unit that deletes the document from the storage unit when the search unit searches for a document having a duplicate creation period;
Program to function as.

Images