File document management server and file document managing method

According to an embodiment, a file document management server includes a controller and a memory. The memory stores expiration date information which indicates an expiration date of file documents which have been transmitted to a client device, and status information which indicates a storage state or a deletion state of the file documents of the client device to which the file documents have been transmitted. The controller changes the status information from a storage state to a deletion state when the expiration date passes.

CROSS-REFERENCE TO RELATED APPLICATION

This application is based upon and claims the benefit of priority from the prior Japanese Patent Application No. 2014-25035, filed on Feb. 13, 2014, the entire contents of which are incorporated herein by reference.

FIELD

An embodiment described herein generally relates to a file document management server and a file document managing method.

BACKGROUND

Conventionally, there is a device which transmits file documents to a client PC (Personal Computer). This conventional device adds a password to file documents to be transmitted to protect security of the file documents. The client PC receives a password inputted by a user when opening the received file documents. The client PC can open the received file documents when the password added to the file documents and the received password match, and store the file documents. As described above, the conventional device adds a password to file documents from a point of view of protection of security of confidential information or the like included in file documents. The conventional device can secure security which works until file documents are opened. However, in case of the conventional device, file documents including confidential information are stored in a dispersed fashion at a client PC side for a long period of time, and therefore protection of security of file documents is still insufficient.

DETAILED DESCRIPTION

According to one embodiment, a file document management server has an input interface, an output interface, a memory and a controller. The input interface receives a transmission request of file documents from a client device. The output interface transmits the file documents to the client device. The memory stores the file documents and transmission management information of the file documents. The transmission management information includes expiration date information which indicates an expiration date of the file documents which have been transmitted to the client device, and status information which indicates a storage state or a deletion state of the file documents in the client device to which the file documents have been transmitted. The controller specifies the file documents which are targets of the transmission request, from file documents of the memory when the input interface receives the transmission request, and transmits the expiration date information of the specified file documents and the specified file documents to the client device using the output interface. Further, the controller changes the status information of the transmitted file documents from the storage state to the deletion state when determining that the expiration date indicated by the expiration date information of the transmitted file documents has passed.

Hereinafter, an embodiment will be described with reference to the drawings. In the drawings, the same reference numerals indicate the same or similar portions. An electronic conference system including a file document management server according to the embodiment will be described with reference toFIG. 1.FIG. 1is a schematic block diagram illustrating a configuration of the electronic conference system. As illustrated inFIG. 1, the electronic conference system has a file document management server1, a computer2which is a file document creation source, a plurality of tablet terminals3which is a client device and an antenna4. The computer2transmits file documents to the file document management server1. A plurality of tablet terminals3receives file documents from the file document management server1. The file document management server1, the computer2and the antenna4are connected with each other through a network such as a LAN (Local Area Network). The antenna4is a device which transmits radio waves to the tablet terminals3to transmit information such as file documents from the file document management server1or the like to a plurality of tablet terminals3. Further, the antenna4is a device which receives radio waves from a plurality of tablet terminals3or the like to receive information at the file document management server1or the like from a plurality of tablet terminals3or the like. The file document management server1is a server which constructs a database which functions as both of a file document storage database and a file document transmission management database. The file document management server1may be configured to include a server which constructs a file document storage database and a server which constructs a file document transmission management database.

The file document management server1will be described with reference toFIG. 2.FIG. 2is a block diagram illustrating a configuration of the file document management server1according to the embodiment. As illustrated inFIG. 2, the file document management server1has a CPU (Central Processing Unit)11which is a controller, a ROM (Read-Only Memory)12, a RAM (Random-Access Memory)13, an input interface (input I/F)14and an output interface (output I/F)15. The CPU11controls the entirety of the server. The ROM12stores programs and the like. The RAM13stores temporary data. The RAM13is further a memory (first memory) which stores transmission management information of file documents described later (see, for example,FIG. 5). The input I/F14receives an input of file documents and information from an outside. The output I/F15outputs file documents and information to the outside. Further, the file document management server1has a timer16and a hard disk drive (HDD)18. The timer16indicates a current date and time. The HDD18stores file documents received from the outside. The HDD18is further a memory (second memory) which stores storage management information of file documents described later (seeFIG. 4). The CPU11, the ROM12, the RAM13, the input I/F14, the output I/F15, the timer16and the HDD18are connected with each other through a bus10.

A configuration of the tablet terminal3will be described.FIG. 3is a block diagram illustrating the tablet terminal3. As illustrated inFIG. 3, the tablet terminal3has a CPU31which is a controller, a ROM32, a RAM33, an input interface (input I/F)34and an output interface (output I/F)35. The CPU31controls the entirety of the tablet. The ROM32stores programs and the like. The RAM33stores temporary data. The RAM33further stores file documents received from the file document management server1. The input I/F34receives file documents and information from the outside such as the file document management server1. The output I/F35transmits file documents and information to the outside such as the file document management server1. Further, the tablet terminal3has a timer36, a control circuit37, an display38and an operation panel39. The timer36times a current date and time. The display38displays various pieces of information. The operation panel39receives user's instruction, selection and the like. The control circuit37controls the display38and the operation panel39. The CPU31, the ROM32, the RAM33, the input I/F34and the output I/F35are connected with each other through a bus30. The file document management server1and the tablet terminal3may include an external I/F which is commonly applied as an input I/F and an output I/F.

Management of file documents stored in the file document management server1will be described with reference toFIG. 4. The file document management server1receives file documents transmitted from the computer2using the input I/F14. When receiving the file documents, the file document management server1stores electronic data of the received file documents and storage management information of the file documents in the HDD18.FIG. 4is a view illustrating storage management information stored in the HDD18. As illustrated inFIG. 4, the HDD18allocates the storage management information to a predetermined area to store. The storage management information is information for managing file documents stored in the file document management server1. The storage management information includes file document information and storage destination information. The file document information is information for specifying file documents. The file document information includes conference name information and file name information. The conference name information is a name of a conference for which file documents are used. The file name information is a name assigned to a file document. The storage destination information is an address of a storage area in the HDD18in which electronic data of a file document is stored. InFIG. 4, the conference name information is indicated in a column180a. InFIG. 4, the file name information is indicated in a column180b. InFIG. 4, storage destination information is indicated in a column180c. InFIG. 4, the HDD18stores file documents used for a conference with a conference name “20130501AM501 meeting”. File names of four file documents are “table of contents”, “material 1”, “material 2” and “material 3”. Electronic data of the four file documents is stored in a storage area with a storage destination address “AAAAAAAAAA” in the HDD18. In addition, the conference name is indicated in a format of a date (May 1, 2013), a time (AM) and a conference room name (meeting room501). However, a meeting room name may adopt an arbitrary format as long as the meeting room can be uniquely specified.

Management of file documents which need to be transmitted to the tablet terminals3(including file documents which have been transmitted to the tablet terminals3) by the file document management server1will be described with reference toFIG. 5. The file document management server1transmits file documents to the tablet terminal3in response to a transmission request of file documents, which will be described later, from the tablet terminal3. The file document management server1stores transmission management information of the file documents which need to be transmitted, in the RAM13when transmitting the file documents to the tablet terminal3.FIG. 5is a view illustrating transmission management information stored in the RAM13. As illustrated inFIG. 5, the RAM13allocates the transmission management information to a predetermined area to store. Hence, the file document management server1has the HDD18as a memory which stores the storage management information of the file documents which has been received from the computer2, and further has in addition to the HDD18the RAM13as a memory which stores transmission management information of the file documents which have been transmitted to the tablet terminals3. However, the file document management server1may have a memory which is commonly applied as a memory which stores the storage management information, and a memory which stores the transmission management information. The transmission management information is information for managing file documents transmitted by the file document management server1. The transmission management information includes file document information and transmission destination device information. The file document information is information for specifying transmitted file documents. The file document information includes conference name information and file name information. The conference name information is a name of a conference in which file documents are used. The file name information is a name assigned to a file document. The transmission destination device information is information for specifying a client device (tablet terminal3) which is a file document transmission destination. More specifically, the transmission destination device information is identification information such as an IP address of the tablet terminal3or a management number of the tablet terminal3. InFIG. 5, the RAM13stores transmission management information indicating that four file documents (“table of contents”, “material 1”, “material 2” and “material 3”) used for a conference with a conference name “20131201AM501 meeting” have been transmitted to the three tablet terminals3(a tablet terminal “A12345670”, a tablet terminal “A12345673” and a tablet terminal “A12345677”).

InFIG. 5, the conference name information is indicated in a column131a. InFIG. 5, the file name information is indicated in a column131b. InFIG. 5, the transmission destination device information is indicated in a column131c. The transmission destination device information is information such as a tablet management number which allows the transmission destination tablet terminal3to be uniquely specified as described above. InFIG. 5, the RAM13stores management numbers “A12345670”, “A12345673” and “A12345677” indicating the three tablet terminals as transmission destination device information. The transmission management information further includes expiration date information and status information. The expiration date information is information which indicates an expiration date of file documents. More specifically, the expiration date information is an expiration date by when a user can browse file documents using the tablet terminal3to which the file documents are transmitted. InFIG. 5, the expiration date information is indicated in a column131d. InFIG. 5, for example, an expiration date “20131231” of the expiration date information indicates that file documents can be browsed by Dec. 31, 2013. As illustrated inFIG. 5, the expiration date information may be a calendar date or may be the number of days from a transmission date of file documents. The status information is information which indicates a storage state or a deletion state of a file document in the transmission destination tablet terminal3. More specifically, the RAM13stores as the status information a “present” flag indicating a storage state when the file document is stored in the tablet terminal3, and stores an “absent” flag indicating a deletion state when the file document is not stored in the tablet terminal3. InFIG. 5, the status information is indicated in a column131e. The status information principally indicates “present” in a case where the expiration date has passed, and indicates “absent” in a case where the expiration date has not passed.

First processing performed by the CPU11of the file document management server1to manage file documents stored in the HDD18will be described with reference toFIG. 6.FIG. 6is a flowchart illustrating the first processing performed by the file document management server1to manage file documents. When the file document management server1receives file documents used for a conference from the computer2, the CPU11starts processing illustrated inFIG. 6. As illustrated inFIG. 6, in A11, the CPU11stores the received file documents in a predetermined storage area of the HDD18when receiving the file documents from the computer2using the input I/F14. The input I/F14receives the file documents, and conference name information and file name information of the file documents. Hence, the CPU11stores the file documents, and conference name information and file name information of the file documents as the storage management information in the HDD18. Further, the CPU11stores storage destination information of file documents as the storage management information in the HDD18(see, for example,FIG. 4). In A11, when the file documents are stored in the HDD18, processing of the file document management server1moves to A12inFIG. 6. In A12, the CPU11determines a reception status in the input I/F14as to whether or not a transmission request of file documents has been received from the tablet terminal3. The transmission request of the file documents transmitted from the tablet terminal3includes the file document information (e.g. conference name information) of transmission request target file documents. When the CPU11determines that the transmission request of the file documents has been received (Y in A12), the processing of the file document management server1moves to A13inFIG. 6. Meanwhile, when the CPU11determines that the transmission request of the file documents has not been received (N in A12), the CPU11determines the reception status per, for example, predetermined time. In A13, the CPU11specifies file documents which need to be transmitted to the tablet terminal3, from file documents stored in the HDD18, based on conference name information included in the transmission request of the file documents. The CPU11stores in the RAM13the conference name information, the file name information, the transmission destination device information and the expiration date information as the transmission management information of the specified file documents (the file documents which need to be transmitted). The CPU11stores the transmission management information in the RAM13per specified file document. More specifically, in a case of the present embodiment illustrated inFIG. 4, the CPU11specifies four file documents based on one conference name. The CPU11stores in the RAM13file names assigned to the four specified file documents as file names of the file documents which need to be transmitted. For example, as illustrated inFIG. 5, the CPU11stores “table of contents”, “material 1”, “material 2” and “material 3” as file names in the RAM13. The CPU11stores a conference name included in the transmission request of the file documents as a conference name of the file documents which need to be transmitted, in the RAM13per four file documents. For example, as illustrated inFIG. 5, the CPU11stores information of “20131201AM501 meeting” as a conference name in the RAM13. The CPU11stores information of the tablet terminal3which is a transmission destination device of file documents which need to be transmitted, and which has transmitted the transmission request of the file documents, in the RAM13per four file documents. For example, as illustrated inFIG. 5, the CPU11stores management numbers “A12345670”, “A12345673” and “A12345677” as transmission destination device information in the RAM13. The CPU11stores a date after a predetermined number of days based on a day on which the transmission request of the file documents has been transmitted from the tablet terminal3, as an expiration date of the file documents which need to be transmitted in the RAM13. When, for example, a transmission date of a transmission request of file documents of a conference (conference name “20131201AM501 meeting”) on Dec. 1, 2013 is Nov. 30, 2013, the CPU11stores information “20131231” indicating the last day of the next month (Dec. 31, 2013) of the transmitting month (November) in the RAM13as illustrated inFIG. 5. In A13, when the CPU11stores the transmission management information in the RAM13, the processing of the file document management server1moves to A14inFIG. 6. In A14, the CPU11stores status information of the specified file documents (file documents which need to be transmitted) in the RAM13. More specifically, as illustrated inFIG. 5, the CPU11stores the “present” flag as a status in the RAM13. When the CPU11stores the status in the RAM13, the processing of the file document management server1moves to A15inFIG. 6. In A15, the CPU11reads the specified file documents from the HDD18, and adds the expiration date to the file documents. When the CPU11adds expiration date information to the specified file documents, the processing of the file document management server1moves to A16inFIG. 6. In A16, the CPU11collects a plurality of specified file documents in one folder. The CPU11transmits this folder (a plurality of specified file documents) and the added expiration date information to the tablet terminal3using the output I/F15. The transmission destination tablet terminal3is a tablet which has transmitted the transmission request of the file documents. As described above, the processing in A13is processing performed by the CPU11to specify file documents which need to be transmitted. The processing in A13is processing performed by the CPU11to store conference name information, file name information, transmission destination device information and expiration date information as the transmission management information of the specified file documents. The processing in A14is processing performed by the CPU11to store status information as the transmission management information of the specified file documents. The processing in A15is processing performed by the CPU11to add expiration date information to the specified file documents (the file documents which need to be transmitted). The processing in A16is processing performed by the CPU11to transmit the specified file documents using the output I/F15.

The processing of the CPU31of the tablet terminal3will be described with reference toFIG. 7.FIG. 7is a flowchart illustrating the processing of the tablet terminal3. When the tablet terminal3receives a user's instruction of the transmission request of file documents, the tablet terminal3starts the processing illustrated inFIG. 7. As illustrated inFIG. 7, in A21, the CPU31transmits the transmission request of the file documents used for a conference specified by the user, to the file document management server1using the output I/F35. The transmission request of the file documents includes a name of a conference specified by the user (conference name information). The CPU31receives necessary information such as a conference name specified by the user using a button or the like of the operation panel39. When the CPU31transmits the transmission request of the file documents to the file document management server1, the processing of the tablet terminal3moves to A22inFIG. 7. In A22, the CPU31receives using the input I/F34the file documents transmitted from the file document management server1in response to the transmission request of the file documents. The expiration date information is added to the file documents (see A15inFIG. 6). The CPU31stores the received file documents in a predetermined area of the RAM33. The CPU31associates the expiration date information and the file documents to store in the predetermined area of the RAM33. When the CPU31stores the file documents in the RAM33, the processing of the tablet terminal3moves to A23inFIG. 7. In A23, the CPU31receives a user's instruction to open the file document using the operation panel39. The CPU31opens a file document which is an open instruction target from the file documents stored in the RAM33according to the user's instruction to open the file document. The CPU31displays the opened file document on the display38. As described above, the processing in A22is processing performed by the CPU31to receive the file documents using the input I/F34. The processing in A23is processing performed by the CPU31to display the file document using the display38.

When the CPU31causes the display38to display the opened file document, the processing of the tablet terminal3moves to A24inFIG. 7. In A24, the CPU31determines whether or not the operation panel39has received a user's instruction to positively delete a file document (a file document stored in the tablet terminal3). When the CPU31determines that the operation panel39has received the instruction to positively delete the file document (Y in A24), the processing of the tablet terminal3moves to A25inFIG. 7. In A25, the CPU31deletes the file document which is a deletion instruction target from the predetermined area of the RAM33. For example, the CPU31may delete all file documents to which the same conference name is assigned as file documents which are deletion instruction targets. Alternatively, the CPU31may delete a file document which is a deletion instruction target in units of individual file documents. When the CPU31deletes the file document from the RAM33, the processing of the tablet terminal3moves to A26inFIG. 7. In A26, the CPU31transmits information indicating that the file document instructed by the user has been deleted, to the file document management server1using the output I/F35.

Meanwhile, when the CPU31determines that the operation panel39has not received a positive deletion instruction of a file document (N in A24), the processing of the tablet terminal3moves to A27inFIG. 7. In A27, the CPU31compares for the file document stored in the RAM33an expiration date of the expiration date information assigned to the file document transmitted from the file document management server1, and a current time (a date and a time) of the timer36. The CPU31determines whether or not the expiration date of the file document stored in the RAM33has passed, based on this comparison result. In other words, the CPU31determines whether or not there is a file document whose expiration date has passed among the file documents stored in the RAM33, based on the comparison result. When the CPU31determines that there is a file document whose expiration date has passed (Y in A27), the processing of the tablet terminal3moves to A28inFIG. 7. In A28, the CPU31deletes the file document whose expiration date has passed, from the predetermined area of the RAM33. Meanwhile, when the CPU31determines that there is no file document whose expiration date has passed (N in A27), the processing of the tablet terminal3returns to A24. In A28, the CPU31may transmit information indicating that the file document has been deleted, to the file document management server1using the output I/F35. Further, in A28, for example, the CPU31may delete a file document upon turning on a tablet. Alternatively, the CPU31may delete a file document at a predetermined time (e.g. 0 o'clock at midnight) based on the timer16. As described above, the processing in A25and A28is processing performed by the CPU31to delete the file document. The processing in A27is processing performed by the CPU31to determine whether or not the expiration date has passed.

In A27, the CPU31may execute the determination processing at a predetermined timing instead of at all times. Further, the CPU31may perform the positive deletion processing based on a user's instruction (A25) and deletion processing due to elapse of an expiration date (A28) in different processing flows without performing the processing in one processing flow as illustrated inFIG. 7. Furthermore, the CPU31may perform processing up to processing of displaying a file document (A23), and processing subsequent to the processing of displaying the file document in different processing flows.

Second processing performed by the file document management server1to manage transmitted file documents will be described with reference toFIG. 8.

FIG. 8is a flowchart illustrating the second processing performed by the file document management server1to manage the transmitted file documents. The file document management server1transmits file documents to the tablet terminal3, and then performs the processing illustrated inFIG. 8. As illustrated inFIG. 8, in A31, the CPU11determines a reception status in the input I/F14as to whether or not the information indicating that positive deletion has been performed has been received from the specific tablet terminal3. When the CPU11determines that the input I/F14has received the information indicating that the positive deletion has been performed (Y in A31), the processing of the file document management server1moves to A32inFIG. 8. The information indicating that the positive deletion has been performed includes, for example, the transmission destination device information and the file document information (conference name information). In A32, the CPU11specifies the file document deleted by the tablet terminal3based on the transmission destination device information and the conference name information included in the information indicating that the positive deletion has been performed. The CPU11changes for this specified file document the status information (e.g. the status information indicates in the column131einFIG. 5) stored in the RAM13from the “present” flag to the “absent” flag. Changing status information will be more specifically described with reference toFIG. 9. When, for example, the tablet terminal3which is specified based on the transmission destination device information “A12345677” positively deletes all materials of a conference (a conference name “20141201AM501 meeting”) held on December 1, the CPU11receives from the tablet terminal3the information indicating that the positive deletion has been performed. The information indicating that the positive deletion has been performed includes information indicating that all file documents of the conference name “20141201AM501 meeting” have been deleted. As illustrated inFIG. 9, the CPU11changes status information whose transmission destination device information is “A12345677” (see the column131cinFIG. 9) and whose conference name information is “20141201AM501 meeting” (see the column131ainFIG. 9) to “absent” flag. The CPU11has not received information indicating that the positive deletion has been performed, from the tablet terminals3other than the tablet terminal3which is specified based on the transmission destination device information “A12345677”. Hence, as illustrated inFIG. 9, the CPU11does not change status information whose transmission destination device information is not “A12345677”. The CPU11keeps the “present” flag for status information whose transmission destination device information is not “A12345677” by the expiration date (see the column131dinFIG. 9) as long as the CPU11does not receive the information indicating that the positive deletion has been performed.

Meanwhile, in A31, when the CPU11determines that the input I/F14has not received the information indicating that the positive deletion has been performed (N in A31), the processing of the file document management server1moves to A33inFIG. 8. In A33, the CPU11determines whether or not the expiration date of transmitted file documents has passed in the transmission management information stored in the RAM18. In other words, the CPU11determines whether or not there is a file document whose expiration date has passed in the transmission management information stored in the RAM18. When the CPU11determines that there is no file document whose expiration date has passed (N in A33), the processing of the file document management server1returns to A31inFIG. 8. When the CPU11determines that there is a file document whose expiration date has passed (Y in A33), the processing of the file document management server1moves to A34inFIG. 8. In A34, the CPU11changes status information whose file document has an expired expiration date and which is stored in the RAM13, to the “absent” flag. Changing a status of a file document whose expiration date has passed will be more specifically described with reference toFIG. 10.FIG. 10illustrates the RAM13which stores the transmission management information on, for example, Jan. 10, 2014. Even in a case where the input I/F14has not received information indicating that the positive deletion has been performed, as illustrated inFIG. 10, the CPU11changes status information of all file documents to “absent” flag since the expiration date of all file documents has passed. Meanwhile, the CPU31of the tablet terminal3deletes all file documents whose status information has been changed to the “absent” flag in A28. In addition, the CPU11may transmit an instruction to delete all file documents, to the tablet terminal3in A33, and the CPU31of the tablet terminal3may delete all file documents according to the instruction to delete all file documents in A28. As described above, the processing in A32and A34is processing performed by the CPU11to change status information of a transmitted file document to an “absent” flag.

The CPU11performs the processing in A32inFIG. 8when receiving the information indicating that the positive deletion has been performed. Further, the CPU11starts the processing in A33inFIG. 8at, for example, 0 o'clock at midnight every day. More specifically, in A33, the CPU11changes status information of a file document whose expiration date is a preceding day, from a “present” flag to an “absent” flag upon start of the processing at 0 o'clock at midnight every day.

Third processing performed by the file document management server1to create a status report of file documents transmitted by the file document management server1will be described with reference toFIG. 11.FIG. 11is a flowchart illustrating the third processing performed by the file document management server1to create a status report of file documents. The file document management server1starts the processing inFIG. 11when, for example, receiving an instruction to create a status report from an external device. As illustrated inFIG. 11, in A41, the CPU11picks up the transmission management information associated with the file document whose “present” flag is stored as status information (e.g. status information indicated in the column131einFIG. 9) in the RAM13. The transmission management information associated with the file document whose “present” flag is stored is conference name information, file name information, transmission destination device information (tablet information) and expiration date information which are indicated in the same row of a row in which status information is “present”. The CPU11picks up the file name information and the transmission destination device information (tablet information) from the transmission management information.

In A41, when the CPU11picks up the transmission management information, the processing of the file document management server1moves to A42inFIG. 11. In A42, the CPU11creates a list as a status report by associating individually picked-up file names and tablet information. When the CPU11creates the status report (list), the processing of the file document management server1moves to A43inFIG. 11. In A43, the CPU11transmits the created status report to the external device using the output I/F15. The external device may be the computer2or a printer5.

As described above, according to the embodiment, the file document management server1which has transmitted file documents can manage the transmitted file documents, and learn storage states of the file documents in a transmission destination device (tablet terminal3).

The above embodiment has been described by using as an example of an electronic conference system which assumes a conference scene. However, the embodiment is not limited to this. The embodiment may be applied to a system which assumes cases such as lecture classes and education. Further, the tablet terminal3transmits conference name information as a transmission request of file documents, and the file document management server1specifies file documents based on this conference name information and transmits the specified file documents. By contrast with this, the tablet terminal3may transmit file name information as a transmission request of file documents instead of the conference name information. Further, an expiration date of file documents transmitted from the file document management server1is a common expiration date in conference units. However, the embodiment is not limited to this. Expiration dates may be set to different expiration dates per file document. Further, the expiration date may be set in time units instead of in day units.

In the above embodiment, each device stores in advance a function of carrying out the above processing. By contrast with this, each device according to the embodiment may download the same function from a network or the like or install the same function stored in a recording medium. The recording medium can store a program like a CD-ROM, and may adopt any format as long as the recording medium is a recording medium which can be read by a device. Further, functions which can be installed or downloaded in advance may be realized in collaboration with an OS (Operating System) or the like in each device.