Abstract:
The present invention provides a document management system including a webpage server, a file receiving server for receiving a document through the webpage server; an optical identification device for performing optical identification on a non-textural content in the received document; a feature mark identifier for setting up a feature mark for the document; and a database for storing the document, which can be output from the database directly or through the file receiving device. The present invention also discloses a remote document management method. The device and method of the present invention have functions of identification, classification, search, and save.

Description:
FIELD OF THE INVENTION 
       [0001]    The present invention is related to a document management system and a remote document management method, and in particular is related to a document management system and a remote document management method with functions of identification, classification, search, and save. 
       BACKGROUND OF THE INVENTION 
       [0002]    The conventional document management system, e.g. the one disclosed in TW-200500899 (equivalent to US 2004/0267557, CN 1567326), is capable of saving an electronic document transmitted from a user end to a data folder corresponding to an address specified in the electronic document. However, when searching an electronic document saved according to this method, one can only try to locate the data folder by memory and then sequentially search through the files saved in the data folder to find out a desired electronic document. This causes users a lot of troubles. The present invention uses techniques, such as an optical identification device, a feature mark identifier, etc., to automatically set up a feature mark index at the time of saving files so that, while in later use, a user only needs to key-in one or more feature mark(s) of the electronic document in order to find the electronic document promptly. 
       SUMMARY OF THE INVENTION 
       [0003]    An object of the invention is to provide a document management system. 
         [0004]    Another objective of the invention is to provide a document management system with functions of identification, classification, search, and save. 
         [0005]    Still another objective of the invention is to provide a document management system using an optical character recognition device for identifying feature marks. 
         [0006]    A further objective of the invention is to provide a document management system using a feature mark as a document index. 
         [0007]    Still a further objective of the invention is to provide a document management system using an optical character recognition device to identify a feature mark and use the feature mark as a document index. 
         [0008]    Still a further objective of the invention is to provide a document management system using a feature mark for searching a document and outputting the target document through a webpage server. 
         [0009]    Still a further objective of the invention is to provide a document management system including a webpage server, a file receiving device, an optical character recognition device, and a database. 
         [0010]    Still a further objective of the invention is to provide a remote document management method with functions of identification, classification, search, and save. 
         [0011]    Still a further objective of the invention is to provide a remote document management method using an optical character recognition device for identifying a feature mark. 
         [0012]    Still a further objective of the invention is to provide a remote document management method using a feature mark as a document index. 
         [0013]    Still a further objective of the invention is to provide a remote document management method using an optical character recognition device for identifying a feature mark and using the feature mark as a document index. 
         [0014]    Still a further objective of the invention is to provide a remote document management method using a feature mark for searching a document and outputting the target document through a webpage server. 
         [0015]    Still a further objective of the invention is to provide a remote document management method using a webpage server, a file receiving device, an optical character recognition device, and a database. 
         [0016]    According to the invention, a document management system with functions of identification, classification, search, and save comprises: 
         [0017]    A webpage server; 
         [0018]    a file receiving server for receiving a document through said webpage server; 
         [0019]    an optical identification device for performing optical identification on a non-textural content in the document received by the file receiving server; 
         [0020]    a feature mark identification device for setting up a feature mark for the received document; and 
         [0021]    a database for storing the received document, which can be output from the database preferably through the webpage server; 
         [0022]    characterized in that: 
         [0023]    the optical identification device is capable of performing optical identification on a non-textural content of the received document to obtain an optical identification result; 
         [0024]    the feature mark identification device is used to set up a feature mark of the document based on features of the document, in which the features of the document includes a textural content of the document and/or the optical identification result; 
         [0025]    when storing the document in the database, source identification information received from the file receiving server and/or the feature mark of the document is classified, and the classification results are used for storing the document; and 
         [0026]    when storing the document in the database, a document index is set up by using the feature mark, and the document index is used as a basis for searching the document stored in the database when the system is required to output the document. 
         [0027]    The above-mentioned document means a paper document and mostly means an electronic document (e.g. context and/or attachment of e-mail, electronic document transmitted through a facsimile machine, electronic document created by a scanner, and various electronic documents created by computer, etc.); or any other electronic information obtained through conversion techniques. For examples, the document is an electronic document converted from paper documents (textural information, pictures, tables, etc.) or photos by a scanner; electronic document of physical objects and sample by using a digital camera; or any electronic document of information capable of being converted into electronic format. The format of document is not limited, e.g. TXT, MS-Office, PDF, JPG, GIF, TIFF or HTML, etc. 
         [0028]    The above-mentioned webpage server can be any known webpage server, for examples IIS, Apache, TOMCAT, ColdFusion, Websphere, Jrun, Abyss, RaiderHTTPD and WebObjects, etc. Of course, the webpage server can be a similar webpage server that is self-produced, tailor-made from a third party, or co-produced. Preferably, the webpage server is IIS, Apache, TOMCAT, ColdFusion, or Websphere, and more preferably, IIS, Apache, or TOMCAT. 
         [0029]    The above-mentioned file receiving server can be any known file receiving server for receiving a substantive file and additional information sent to the system through net protocol by transmission service, for examples HTTP, HTTPS, WebDAV, SMTP, IMAP, FTP, SFTP, TFTP, RSYNC, Bittorrent, CVS, and SVN, etc. Of course, the file receiving server can be a similar file receiving server that is self-produced, tailor-made from a third party, or co-produced. Preferably, the file receiving server is HTTP, FTP, IMAP, or SMTP, and more preferably FTP, IMAP or SMTP. 
         [0030]    The above-mentioned optical identification device can be any known optical identification device, for example optical character recognition device (e.g. FINE READER of ABBYY Co.), barcode reader (e.g. ordinary 1-D barcode reader, 2-D barcode reader). Of course, the above-mentioned optical identification device can also be any similar optical identification device that is self-tailor-made, contract-manufactured by another company, or manufactured jointly. If the optical identification device is a barcode reader, the customers need to use barcodes. This causes trouble for the customers. Thus, ordinarily, an optical character recognition device (OCR) is preferable. 
         [0031]    If the received document contains only a textural content, the textural content is the feature mark of the file. 
         [0032]    If the received document contains no textural content, the optical identification result from the optical identification device is the feature mark of the document. 
         [0033]    If the received document contains both a textural content and a non-textural content, the feature mark of the document can be the optical identification result from the optical identification device, the textural content, or both. In general, when the optical identification device is an OCR, generally the textural content plus the optical identification result is used as the feature of the document. When the optical identification device is a bar code reader, generally the optical identification result is used as the feature of the document. 
         [0034]    The above-mentioned feature mark identification device can be any known feature mark identification device, for example, Cyclone search engine from eLAND Technologies Co. Of course, the above-mentioned feature mark identification device can also be a feature mark identification device that is self-tailor-made, contract-manufactured by another company, or manufactured jointly. 
         [0035]    The above-mentioned feature mark identification device performs analysis, such as segmentation of phrase, segmentation of sentence, retrieval of keyword and/or analysis of contents of the document in order to set up a feature mark for the document. In general, other than the above-mentioned functions, the feature mark identification device preferably includes additional functions, such as learning of new phrases, analysis on wording/phrasing/properties of phrases/artistic conception etc. 
         [0036]    Under special conditions, e.g. the feature mark is not available after identification by the feature mark identification device, the device can prompt the user for entering a feature mark, or automatically annotate the feature mark with, for example, “other category,” whenever necessary. Furthermore, the special condition can activate subsequent programs, such as learning of new phrases, analysis of artistic conception, statistic analysis and data mining, if necessary. 
         [0037]    The above-mentioned source identification information can be any information for identifying sources, e.g. document header content (for example, sender, and sender&#39;s account number), subject, source of transmission (for example, server name, MAC address, network address/IP address, etc.), name of file, date of transmission, format of file, abstract of content of file, etc. 
         [0038]    When the above-mentioned database is storing the received document, the source identification information (e.g. header content) read from the file receiving server can be used for classification and the classification data are stored. For example, the type of classification (data folder) includes: 
         [0000]                                            &lt;A001 Company&gt; (client 1)           &lt;A002 Company&gt; (Client 2)           &lt;A003 Company&gt; (client 3)           &lt;A004 Company&gt; (Client 4)           ....................................                        
wherein A001 Company, A002 Company, etc. can be company name, company code, company homepage name, company telephone number, etc. and/or combinations thereof.
 
         [0039]    When the above-mentioned database is storing the received document, the source identification information (e.g. header content) read from the file receiving server can be used for classification and further classification, and the classification data are stored. For example, the type of classification (data folder) includes: 
         [0000]                                            &lt;A001 Company&gt; (client 1)             &lt;B1-001&gt;             &lt;B1-002&gt;             &lt;B1-003&gt;             ........................           &lt;A002 Company&gt; (client 2)             &lt;B2-001&gt;             &lt;B2-002&gt;             &lt;B3-003&gt;             ........................           &lt;A003 Company&gt; (client 3)             ........................           &lt;A004 Company&gt; (client 4)             ........................                        
wherein A001 Company, A002 Company, A003 Company, A004 Company, etc. can be company name, company code, company homepage name, company telephone number, and/or combinations thereof. B1-001, B1-002, and B1-003, etc. separately are A001 Company&#39;s Department name or Department code, user&#39;s name (when the header information is an e-mail address), or a type of classification defined by the company; B2-001, B2-002, and B2-003, etc. separately are A002 Company&#39;s Department name or Department code, user&#39;s name (when the header information is an e-mail address), or a type of classification defined by the company; therefore, the classification can be more than two layers.
 
         [0040]    When necessary, the above-mentioned classification can also include the above-mentioned features or feature mark as one of the basis of classification, however, preferably not including the above-mentioned information as the basis of classification. 
         [0041]    When the above-mentioned database stores a document, the source identification information (e.g. header) read by the file receiving server, features, feature mark, date and time of storage, and/or serial number can be used as a part of the file name, for example, storing the file of A001 Company as: 
         [0000]                                                                    &lt;A001 Company&gt; (client 1)                BX001-a1 explanation.doc   (filename 1)           BX002-a1 specification.xls   (filename 2)           BX003-a2 content.doc   (filename 3)           BX004-a3 introduction.pdf   (filename 4)                ..........................................                        
in which BX001, BX002, BX003, BX004 are serial numbers; the main filename of “a1 explanation.doc”, “a2 content.doc”, a3 introduction.pdf” is automatically specified by the system according to a portion of the features; and the sub-filenames are automatically specified separately according to the formats of file.
 
         [0042]    If all main filenames contain serial numbers, the files in each classification (including sub-classification) will be unique. However, when the file name contains no serial number, under special conditions, the automatically generated file name of the new document might be the same as an existing file name stored in the same classification (containing sub-classification). If this occurs, the system can request a user to prompt for new file name or automatically add the feature mark with an identification code, e.g. date (and/or time). Under special conditions, e.g. file name being not specific (for example, the main file name containing a null symbol or a restricted symbol in the database), the system can request a user to prompt for a new file name or automatically add the feature mark with an identification code, e.g. date (and/or time). 
         [0043]    The above-mentioned feature mark can be a collection of one or more feature words and/or feature phrases. When setting up an index, each feature word or feature phrase is separately used to set up the document&#39;s essential index; however, a combination of plural feature words and/or feature phrases can also be used to further set up the document&#39;s index. However, normally when searching, the “and” function is able to replace the later indexing. For example, after identification by an optical identification device, File 1 is identified with features of: “ . . . XX1 . . . XX2 . . . XX3XX4 . . . ”, and with feature phrases of: XX1, XX2, XX3, XX4, XX3XX4 . . . etc. through the feature mark identification device, in which the feature phrase XX3XX4 is a composite feature phrase of feature phrase XX3 and feature phrase XX4, where the system automatically sets the file name as “YYY”. And after identification by the optical identification device, File 2 has features of: “ . . . XX1 . . . XX3 . . . XX4 . . . XX5 . . . ”, and a feature phrase of XX1, XX3, XX4, XX5 . . . etc. through the feature mark identification device, where the system automatically sets the file name as “ZZZ”. And the system automatically generates an index of feature phrases as follows: 
         [0000]    
       
         
               
               
             
           
               
                   
                   
               
             
             
               
                   
                 XX1......YYY 
               
               
                   
                 XX1......ZZZ 
               
               
                   
                 XX2......YYY 
               
               
                   
                 XX3......YYY 
               
               
                   
                 XX3......ZZZ 
               
               
                   
                 XX3XX4......YYY 
               
               
                   
                 XX4......YYY 
               
               
                   
                 XX5......ZZZ 
               
               
                   
                   
               
             
          
         
       
     
         [0044]    When a user wants to browse or output the stored documents, the user&#39;s name (or code, telephone number, telephone extension number, etc.) together with a password (e.g. text code, bar code, fingerprint, iris, etc.) if necessary, will be requested to search for a to-be-browsed or outputted document. The method of search can be any known search method, for example full text search, keyword (feature word, feature phrase) search, classification search, date and/or time search, or date interval search, etc. A feature phrase search, for example, is used in the above-mentioned files: 
         [0045]    On a later date, when the user wants to search for files containing XX1, the file YYY and file ZZZ (of course, other files containing XX1) can be located; 
         [0046]    On a later date, when the user wants to search for files containing XX2, the file YYY can be located, but not the file ZZZ; 
         [0047]    On a later date, when the user wants to search for files containing XX3 and XX4, the file YYY and file ZZZ can be located; 
         [0048]    On a later date, when the user wants to search for files containing XX3XX4, only file YYY can be located, but not file ZZZ. 
         [0049]    The present invention also discloses a remote document management method, which comprises: 
         [0050]    a document receiving step for receiving a to-be-stored electronic document; 
         [0051]    a document dissecting step for dissecting a source identification information of the electronic document; 
         [0052]    a classification step for classifying the electronic document based on the source identification information; and 
         [0053]    a file storage step for storing the electronic document according to the classification; 
         [0054]    which is characterized in further comprising: 
         [0055]    a feature mark identification step for setting up a feature mark of the document based on features of the document; and 
         [0056]    an index setting up step for setting up an index by using the feature mark, wherein the index is used as a basis for searching the stored document when the document is required to output. 
         [0057]    The above-mentioned electronic document, source identification information, classification, identification of feature mark, indexing, and outputting electronic document involved in the method of the present invention are similar to those described above in relation to the document management system of the present invention. Procedures for implementing the invented method will be described in the following preferred embodiments or examples. 
         [0058]    In the method of the present invention, if the classification adopts a coarse classification using the source identification information, and then a fine classification using the feature mark, the relationship between the classification step and the feature mark identification step can be: using the source identification information to perform coarse classification and then, after performing the feature mark identification step, using the feature mark to perform fine classification; alternatively, performing the feature mark identification step and then performing the classification step (including coarse classification and fine classification). 
         [0059]    In the method of the present invention, if the classification is done only using the source identification information without using the feature mark to perform fine classification, the relationship between the classification step and the feature mark identification step can be: performing the classification step and then the feature mark identification step. Under such a condition, the sequence of the classification step and the feature mark identification step can be reversed, or performed simultaneously or alternately. 
     
    
     
       BRIEF DESCRIPTION OF THE DRAWINGS 
         [0060]      FIG. 1   a  is a schematic block diagram showing the receiving/saving document mechanism according to the present invention when a user receives a document via a facsimile machine. 
           [0061]      FIG. 1   b  is a schematic block diagram showing the receiving/saving document mechanism according to the present invention when a user receives a document via a scanner. 
           [0062]      FIG. 1   c  is a schematic block diagram showing the receiving/saving document mechanism according to the present invention when a user transmits a document via a computer. 
           [0063]      FIG. 2  is a schematic block diagram showing a mechanism for a user searching a document by using a computer and the document management system of the present invention. 
           [0064]      FIG. 3  is a block diagram showing the document management system of the present invention connected to a MFP via a network. 
           [0065]      FIG. 4  shows a preferred schematic flowchart of executing a save task by using the document management system according to the present invention. 
           [0066]      FIG. 5  shows another preferred schematic flowchart of executing a save task by using the document management system according to the present invention. 
           [0067]      FIG. 6  shows another preferred schematic flowchart of executing a save task by using the document management system according to the present invention. 
           [0068]      FIG. 7  shows a preferred schematic flowchart of executing fine classification according to the present invention. 
           [0069]      FIG. 8  shows another preferred schematic flowchart of executing fine classification according to the present invention. 
           [0070]      FIG. 9  shows a preferred flowchart of executing a search task according to the present invention. 
           [0071]      FIG. 10  is a schematic flowchart showing a preferred embodiment of the remote document management method according to the invention. 
       
    
    
     DETAILED DESCRIPTION OF PREFERRED EMBODIMENTS 
       [0072]    To better understand the present invention, a number of preferred embodiments, together with drawings, will be elaborated in the following. 
         [0073]    In  FIG. 1   a , when the outside (Facsimile transmission department  300 ) sends a facsimile document  310  to a multifunctional office printer  200  (MFP) of a system member (a user), the system member will receive a facsimiled document  280  and transmit an upload document  290  to a document management system  100  via a network, and the document management system  100  will perform a document receiving task  180 , followed by a document saving task  190 . 
         [0074]    In  FIG. 1   b , when a system member wants to save a document  280 , he first uses a MFP  200  to perform a document scanning step to obtain a scanned document  280 , and transmits an upload document  290  to the document management system  100  via a network. The document management system  100  perform a document receiving task  180 , followed by a document saving task  190 . 
         [0075]    In  FIG. 1   c , when a system member wants to save an electronic document, he firstly transmits the electronic document as an upload document  290  to the document management system  100  via a network. The document management system  100  perform a document receiving task  180 , followed by a document saving task  190 . 
         [0076]    In  FIG. 2 , when a system member wants to search an existing electronic document, a computer  205  is used to perform uploading a feature word  292 , and one or more feature words are uploaded to the document management system  100  via a network. The document management system will perform a step for receiving the uploaded information  192 , a search task  194 , and then a step of document downloading  196 , so that the searched result (a document meeting the search conditions, or “null” message) is downloaded to the computer  205 . The system member performs a step of receiving the downloaded document  296  in order to obtain the search result. 
         [0077]      FIG. 3  shows a schematic structure of a document management system  100  connected to a MFP  200  of a system user via a network according to the invention, wherein the document management system  100  contains a webpage server  110 , a file receiving server  120 , an optical identification device (OCR)  130 , a database  140  and a feature mark identification device  150 . The MFP  200  contains a facsimile mechanism  210 , scanning mechanism  220 , printing mechanism  230 , and photocopying mechanism  240 . 
         [0078]    As shown in  FIG. 4 , when the document management system has received the electronic document (receiving electronic document  510 ), a step  520  of dissecting the electronic document will be performed immediately in order to dissect the header content of the electronic document; a coarse classification step  530  is then performed on the information dissected from the header content. An optical character recognizing step  540  is performed on the non-textural content in the electronic document, followed by a step of setting up features  550  according to the OCR recognizing results and the text content of the electronic document. Subsequently, the Cyclone Search Engine is used to identify a feature mark  560  from the features. The feature mark is used to set up an index  570  for using as a basis for searching the document, while a fine classification  580  is preformed on the feature mark. The classification results (coarse classification plus fine classification) are used as a base for storing the electronic document by performing a file storage step  590 . 
         [0079]    As shown in  FIG. 5 , when the document management system has received the electronic document (receiving electronic document  510 ), a step  520  of dissecting the electronic document will be performed immediately in order to dissect the header content of the electronic document; a classification step  530  is then performed on the information dissected from the header content. An optical character recognizing step  540  is performed on the non-textural content in the electronic document, followed by a step of setting up features  550  according to the OCR recognizing results and the text content of the electronic document. Subsequently, identifying a feature mark  560  from the features is performed. The feature mark is used to set up an index  570  for using as a basis for searching and outputting the document. The classification results from the header content are used as a base for storing the electronic document by performing a file storage step  590 . 
         [0080]    As shown in  FIG. 6 , when the document management system has received the electronic document (receiving electronic document  510 ), a step  520  of dissecting the electronic document will be performed immediately in order to dissect the header content of the electronic document; a classification step  530  is then performed on the information dissected from the header content. The classification results are used as a basis for storing the electronic document by performing a file storage step  590 . An optical character recognizing step  540  is performed on the non-textural content in the electronic document, followed by a step of setting up features  550  according to the OCR recognizing results and the text content of the electronic document. Subsequently, identifying a feature mark  560  from the features is performed. The feature mark is used to set up an index  570  for using as a basis for searching and outputting the document. 
         [0081]      FIG. 7  is a flowchart showing detailed steps of the step of fine classification  580  in  FIG. 4 , which is next to the step of identifying the feature mark  560 , and involves searching a key word in the feature mark. As shown in  FIG. 7 , a step  581  is performed to determine the existence of key word; if a key word exists, the key word is used to further perform a classification  582  based on the key word, and then a (fine) classification  586  is completed; if no key word exists, a user will have to decide whether to perform a manual classification  583 . A classification  584  is performed according to an input value, if the user decide to perform the manual classification, and the input content is used to complete the (fine) classification; if no, a step of no fine classification  585  is performed, and the (fine) classification  586  is completed. 
         [0082]      FIG. 8  is a flowchart showing another way for carrying out the step of fine classification  580  in  FIG. 4 , which is next to the step of identifying the feature mark  560 , and involves searching a key word in the feature mark. As shown in  FIG. 8 , a step  581  is performed to determine the existence of key word; if a key word exists, the key word is used to further perform a classification  582  based on the key word, and then a (fine) classification  586  is completed; if no key word exists, a step of no fine classification  585  is performed, and the (fine) classification  586  is completed. 
         [0083]    As shown in  FIG. 9 , a step of receiving search information  610  triggers the system performing a step of search task  620  to perform searching according to the search conditions, followed by a step of determining the existence of a file  630  or not in order to determine whether there is a file which meets the search information. If the answer is affirmative, the system will perform a step of downloading file information  640  in order to download the target file to the user; if the answer is negative, the system will perform a step of downloading a search result  650  in order to transmit a message of “no file meeting search conditions” to the user. 
         [0084]      FIG. 10  shows a flowchart of a preferred embodiment according to the invention. As shown in  FIG. 10 , when the document management system has received the electronic document (receiving electronic document  510 ), a step  520  of dissecting the electronic document will be performed immediately in order to dissect the header content of the electronic document; a classification step  530  is then performed on the information dissected from the header content. The classification results are used as a basis for storing the electronic document by performing a file storage step  590 . Next, a step of determining the existence of non-textural content  542  is performed to determine the existence or not of “non-textural content” in the document. If the answer is affirmative, an optical character recognizing step  540  is performed on the non-textural content in the electronic document, followed by a step of setting up features  550  according to the OCR recognizing results and the text content of the electronic document. If the answer is negative, the step of setting up features  550  according to the text content of the electronic document is performed. Subsequently, identifying a feature mark  560  from the features is performed. The feature mark is used to set up an index  570  for using as a basis for searching and outputting the document. 
         [0085]    Furthermore, taking the specification of this invention as an example, the step of optical character identification  540 , the step of setting up features  550 , the step of identifying feature mark  560 , and the step of setting up index  570 , will be described in the following, as well as the search of the document. 
         [0086]    The contents of the present invention include: Title of the Invention, Field of the Invention, Background of the Invention, Summary of the Invention, . . . , Claims, Abstract, and Drawings, wherein the Title of the Invention, Background of the Invention, Summary of the Invention, . . . . Claims, and Abstract are textural content, and the Drawings are non-textural content. Therefore, in the step of optical character recognizing  540 , the OCR device performs an optical character recognition task on the drawings. Taking  FIG. 1   a  as an example, after OCR, the textural content of “ 300  Facsimile transmission department”, “ 310  facsimile document”, “ 200  MFP”, “ 280  facsimiled document”, “ 290  upload document”, “ 100  document management system”, “ 180  Receiving document”, and “ 190  Saving document” are obtained. 
         [0087]    In the step of setting up features  550 , the textural content obtained in the optical character recognizing  540  step is combined with the original textural content (Title of the Invention, Field of the Invention, Background of the Invention, Summary of the Invention, . . . , Claims, Abstract) to form features. 
         [0088]    In the step of identifying the feature mark  560 , the feature mark identification device performs a feature mark identification task on the features set up in the setting up step  550 . Taking the Title of the Invention as an example to perform the feature mark identification, the feature words of “identification, classification, search, save, document, management, system” are obtained. Taking the text in  FIG. 1   a  obtained by OCR as an example to perform the feature mark identification, the feature words of “facsimile, transmission, department, document, MFP, system, member, management, receiving, and saving” are obtained. 
         [0089]    In the step  570  of setting up an index, the system uses the feature words obtained in the feature mark identification step  560  to execute an indexing program on a to-be-stored document (flowcharts shown in  FIG. 4  or  FIG. 5 ) or a stored document. If the system automatically set the file name as “document management system with identification, classification, search, and save functions” (hereinafter abbreviated as document management system), taking an example of using the feature words contained in the Title of the Invention, the system will automatically generate an index table of feature words, as shown in Table 1. 
         [0000]    
       
         
               
             
               
               
             
           
               
                 TABLE 1 
               
               
                   
               
               
                 Index table set up by the feature words in the Title of the Invention 
               
               
                   
               
             
             
               
                   
               
             
          
           
               
                 Identification 
                 document management system 
               
               
                 Identification, classification 
                 document management system 
               
               
                 Identification, classification, search 
                 document management system 
               
               
                 Identification, classification, search, save 
                 document management system 
               
               
                 Identification, classification, search, save 
                 document management system 
               
               
                 functions 
               
               
                 Classification 
                 document management system 
               
               
                 Classification, search 
                 document management system 
               
               
                 Classification, search, save 
                 document management system 
               
               
                 Classification, search, save function 
                 document management system 
               
               
                 Search 
                 document management system 
               
               
                 Search, save 
                 document management system 
               
               
                 Search, save function 
                 document management system 
               
               
                 Save 
                 document management system 
               
               
                 Save function 
                 document management system 
               
               
                 Document 
                 document management system 
               
               
                 Document management 
                 document management system 
               
               
                 Document management system 
                 document management system 
               
               
                 Management 
                 document management system 
               
               
                 Management system 
                 document management system 
               
               
                 System 
                 document management system 
               
               
                   
               
             
          
         
       
     
         [0090]    Taking the feature words contained in  FIG. 1   a  as an example, the system will automatically generate an additional index table of feature words, as shown in Table 2. 
         [0000]    
       
         
               
             
               
               
               
             
           
               
                 TABLE 2 
               
               
                   
               
               
                 Index table built using the feature words in FIG. 1a 
               
               
                   
               
             
             
               
                   
               
             
          
           
               
                   
                 Facsimile 
                 document management system 
               
               
                   
                 Facsimile transmission 
                 document management system 
               
               
                   
                 Facsimile transmission department 
                 document management system 
               
               
                   
                 Transmission 
                 document management system 
               
               
                   
                 Transmission department 
                 document management system 
               
               
                   
                 Department 
                 document management system 
               
               
                   
                 Facsimile document 
                 document management system 
               
               
                   
                 MFP 
                 document management system 
               
               
                   
                 System member 
                 document management system 
               
               
                   
                 Member 
                 document management system 
               
               
                   
                 Facsimiled 
                 document management system 
               
               
                   
                 Facsimiled document 
                 document management system 
               
               
                   
                 Upload 
                 document management system 
               
               
                   
                 Upload document 
                 document management system 
               
               
                   
                 Receiving 
                 document management system 
               
               
                   
                 Receiving document 
                 document management system 
               
               
                   
                 Saving 
                 document management system 
               
               
                   
                 Saving document 
                 document management system 
               
               
                   
                   
               
             
          
         
       
     
         [0091]    The index in Table 2 does not contain feature words of “document”, “document management”, “document management system”, “management” “management system” and “system”, as the above-mentioned feature words have been shown in Table 1. 
         [0092]    After saving the document and setting up the index tables, the system&#39;s user can use the feature word to search/display/download the document. For example, the user uses “save” to perform search of feature words. The document management system  100  receives the search information in the step  610  of receiving search information, and immediately executes the search task step  620  to check for whether the index tables containing the feature word “save” (determining existence of file step  630 ). The search results show that the index table 1 contains the feature word “save”. Therefore, the step  640  of downloading file information is executed subsequently, i.e. the document management system will download this file to the user end. After receiving the information, the system user can decide on his/her own to display and/or download the file.