CN110852699A - Electronic intelligent management system and method for files - Google Patents
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Abstract
The invention discloses an electronic intelligent management system and a method for files, wherein the system comprises a project management module, a staff management module for setting staff information and staff authorities, an attendance management module for acquiring time for checking a card and setting attendance rules, a real-time work information acquisition module for executing various task processes according to a set work flow, and a monitoring analysis module for monitoring the work management condition of the files; the project management module comprises a project information definition unit and a project information management unit, wherein the project information definition unit carries out different classification management and personalized bibliographic field definition according to different files, specifies a working period by setting a working process and sets a picture storage path and a picture storage format; the project information management unit inquires, modifies and deletes the defined project information. The invention realizes the self-defined flow management and OCR picture recognition processing of the file, improves the working efficiency and saves the management cost.
Description
Technical Field
The invention relates to the technical field of data digital processing and filing, in particular to an electronic intelligent management system and method for files.
Background
With the continuous development of the electronic information society, the application of information technology permeates all industries, business activities in many fields are gradually realizing electronization and paperless, and the coverage and generation speed of electronic files are extremely remarkable. But the current management situation is still very immature: the effect of electronic file management is not known enough, and the management target is not clear; the electronic file is only stored on a physical carrier, and a real, complete and available system is not ensured; the storage format and the metadata are not uniform and standard, the electronic file is formed and filed in a segmented mode, and the whole-course management of the electronic file is not linked; the formalization is single, only focuses on information management, and lacks of management on manpower resources.
In summary, the conventional file management model is not suitable for the file management work of the present society. The advantages of electronic intelligent treatment of file management are increasingly highlighted, and the electronic intelligent treatment becomes a necessary trend of social development.
Disclosure of Invention
In order to overcome the defects and shortcomings of the prior art, the invention provides an electronic intelligent management system and method for files, the management system is more intelligent and automatic, not only provides convenient file management service for management departments with more file records, but also provides personnel management service, can effectively improve the personnel management efficiency while improving the file management efficiency, saves the management cost, and solves the problems of disordered file management flow, old file damage, loss and manual deviation correction after picture recognition by adding a workflow and OCR picture recognition automatic processing technology.
In order to achieve the purpose, the invention adopts the following technical scheme:
the invention provides an electronic intelligent management system for archives, which comprises: the system comprises a project management module, an employee management module, an attendance management module, a working information real-time acquisition module and a monitoring analysis module;
the project management module comprises a project information definition unit and a project information management unit;
the project information definition unit is used for carrying out different classification management and personalized bibliographic field definition according to different archive types, different filing modes and archives of different ages, setting a working period by setting a working process, and setting a picture storage path and a picture storage format;
the project information management unit is used for inquiring, modifying and deleting the defined project information;
the employee management module is used for setting employee information and employee authority;
the attendance management module is used for acquiring the time of card punching and setting attendance rules for calculation;
the real-time work acquisition module is used for executing various task processing according to a set work flow according to different employee authorities and different work tasks acquired by the employees;
the monitoring analysis module is used for monitoring the working management condition of the files in real time, and summarizing file completion data for calculation.
As a preferred technical solution, the project information definition unit includes a project field definition subunit, a case field definition subunit, a file field definition subunit, a workflow definition subunit, a picture storage path definition subunit, and a picture generation format definition subunit;
the project field definition subunit, the case field definition subunit and the file field definition subunit are used for carrying out corresponding field definition when the project, the case or the file is a project, a case or a file according to the filing mode;
the workflow definition subunit is used for setting a file recording rule, setting head and tail flows of the workflow, defining a middle workflow, and storing the preset workflow in a database.
The employee management module comprises an employee information inquiry unit, an employee information adding unit, an employee information modifying unit, an employee information deleting unit and an employee authority setting unit, and sets task authority of employees according to a preset work flow.
As a preferred technical scheme, the attendance management module comprises a time setting unit for card punching, an actual card punching recording unit, an attendance rule setting unit and an attendance information management unit;
the actual card punching recording unit is used for recording the card punching time according to the time of punching the card and automatically calculating the attendance data of each employee according to the set attendance rule; the attendance information management unit is used for modifying and deleting the data recorded by punching.
As a preferred technical scheme, the working information real-time obtaining module comprises a file receiving unit, a return recording unit, and any one or more of a coding unit, a splitting recording unit, a scanning processing unit, a picture processing unit, a hanging unit, a quality inspection unit or a restoring recording unit, and when a plurality of working tasks are parallel, a buffer pool is adopted for data transmission;
the file receiving unit is used for generating a file receiving delivery list and a file receiving confirmation list to obtain related file information;
the return recording unit is used for recording whether the return of the file is finished or not;
the coding unit is used for automatically generating batch numbers of the files according to the files of different batches;
the splitting recording unit is used for recording the splitting result of the received file and generating a split processing flow list;
the recording unit is used for dividing the files into project records, case book records and file records according to different types of files;
the scanning processing unit is used for storing the file to the server in a picture mode through the scanner, and performing offset rotation and unified naming primary processing of the picture;
the picture processing unit is used for automatically rectifying deviation, rotating, cutting, removing black edges and OCR picture recognition of the image obtained by scanning of the scanner, converting the picture into characters, exporting the processed picture in a PDF file format, and generating a picture processing problem confirmation list if an error exists;
the hanging unit is used for matching and hanging the scanned picture and the recorded file directory,
the hanging is to match the scanned picture with the input project information to generate complete information of the corresponding project in the server;
the quality inspection unit is used for quality inspection of hanging connection of the file directory and picture processing, confirming whether the file directory automatically generated by the system is matched with the actual file directory or not and checking whether the file picture in the directory is matched with the actual file or not;
the reduction recording unit is used for recording whether the file work of the corresponding batch is bound and reduced.
As a preferred technical scheme, the monitoring and analyzing module comprises a project monitoring unit, a batch monitoring unit and a post monitoring unit;
the project monitoring unit comprises a project progress calculation subunit and a project error rate calculation subunit;
the batch monitoring unit comprises a batch progress meter subunit, a batch error rate calculation subunit and a batch efficiency calculation subunit;
the post monitoring unit comprises a post progress meter subunit, a post efficiency calculating subunit and a post error rate calculating subunit.
The project progress meter operator unit is used for calculating the proportion of the currently finished files of each project to the total number of the files to obtain the project progress;
the project error rate calculating subunit is used for calculating the proportion of the returned file pages of each link of the project to the total page number to obtain the project error rate;
the batch progress calculating subunit is used for checking the detailed progress of each link of processing each project file;
the batch error rate calculating subunit is used for calculating the proportion of the returned file pages of each batch link to the total number of pages to obtain the batch error rate;
the batch efficiency calculating subunit is used for calculating the daily average processing efficiency;
the post progress meter operator unit is used for calculating the proportion of the number of finished archives of each post in the total number of pages to obtain the post progress;
the post efficiency calculating subunit is used for calculating the processing efficiency of each post personnel file;
and the post error rate calculating subunit is used for calculating the proportion of the number of the returned file pages of each post personnel to the total number of the processed pages of the corresponding post personnel to obtain the post error rate.
The invention also provides an electronic intelligent management method for the archives, which comprises the following steps:
staff information management: setting employee information and employee authority;
presetting project information: performing different classification management and personalized bibliographic field definition according to different file types, different filing modes and different ages of files;
and (3) project information management: inquiring, modifying and deleting the defined project information, setting a working period by setting a working process, and setting a picture storage path and a picture storage format;
attendance management: obtaining time for punching a card, and setting an attendance rule for calculation;
and (3) executing a work task: according to different employee authorities and different work tasks acquired by the employees, executing various task processing according to a set work flow;
monitoring and analyzing: and monitoring the working management condition of the files in real time, and summarizing the files to finish data calculation.
As a preferred technical solution, the project information presetting specifically includes a project field definition, a case field definition, a file field definition, a workflow definition, a picture storage path definition, and a picture generation format definition;
when the project field definition, the case field definition and the file field definition are projects, cases or files according to an archiving mode, corresponding field definitions are carried out, and when the filing mode is a project, project bibliographic field definition, case bibliographic field definition and file bibliographic field definition are set;
when the filing mode is a file, setting file bibliographic field definition and file bibliographic field definition;
when the filing mode is a file, setting the definition of a file bibliographic field;
the method comprises the steps of setting a working flow in project information management, setting a file recording rule and a file processing flow, setting a head-tail flow of the file processing flow, defining a middle file processing flow, storing a preset complete working flow into a database, and executing the working flow according to a preset flow.
As a preferred technical scheme, the execution workflow comprises a file receiving and returning recording step and any one or more of a coding step, a record splitting step, a recording step, a scanning step, a picture processing step, a hanging step, a quality inspection step or a record restoring step, the file state of each workflow is subjected to unified query and management by adopting multi-table connection query, a database is automatically retrieved through different selected information, and a query result is displayed;
file pickup: generating a file receiving delivery list and a file receiving confirmation list to acquire file information; the file receiving is matched with the corresponding project, if an error occurs, a file receiving problem confirmation list is generated, and if no error occurs, the next task link of the set working process is executed after the task is completed;
and (3) encoding: automatically generating the batch number of the file according to files of different batches, if an error occurs, generating a coding problem confirmation list, returning to the last task link of the set work flow, if no error occurs, generating a corresponding file processing flow list, and executing the next task link of the set work flow after obtaining corresponding file information;
splitting and recording: recording the splitting result of the received file, generating a split processing flow list, generating a splitting result problem confirmation list if an error exists, returning to the last task link of the set work flow, and executing the next task link of the set work flow after the task is completed if no error exists;
recording: dividing the files into project bibliography, file bibliography and file bibliography according to different types of files, generating a bibliography problem confirmation list if an error occurs, returning to the previous link of the set working flow, and executing the next task link of the set working flow after completing a task if no error occurs;
scanning: storing the file to a server in a picture mode through a scanner, performing offset rotation and picture unification naming primary processing, generating a scanning problem confirmation list if an error occurs, returning to the previous link of the set workflow, and executing the next task link of the set workflow after completing the task if no error occurs;
picture processing: carrying out automatic deviation correction, rotation, cutting and black edge removal on an image obtained by scanning of a scanner, carrying out OCR picture recognition, converting the picture into characters, exporting the processed picture in a PDF file format, generating a picture processing problem confirmation list if an error occurs, returning to the previous link of a set working flow, and executing the next task link of the set working flow after a task is completed if no error occurs;
hanging: matching and hanging the scanned picture and the recorded file catalog, wherein the hanging is matched according to the scanned picture and the input project information to generate complete information of a corresponding project in a server, if an error occurs, a hanging problem confirmation list is generated, the last link of the set workflow is returned, and if no error occurs, the next task link of the set workflow is executed after the task is completed;
quality inspection: quality inspection for hooking and processing the file catalog and pictures, wherein the quality inspection is used for confirming whether the file catalog automatically generated by a system is matched with the actual file catalog or not and checking whether the file picture in the catalog is matched with the actual file or not, if an error occurs, a quality inspection problem confirmation list is generated, the previous link in the set working process is returned, and if no error occurs, the next task link of the set working process is executed after the task is completed;
and (4) recovering and recording: recording whether the binding reduction of the corresponding batch of files is finished or not, if so, modifying the state of the files in the system into the bound reduction, if an error occurs, generating a reduction result problem confirmation list, returning to the previous link in the workflow specified by the batch of files, and if no error occurs, executing the next task link of the set workflow.
As a preferred technical solution, the monitoring and analyzing specifically comprises the following steps: project monitoring, batch monitoring and post monitoring,
and (4) project monitoring: calculating the proportion of the currently finished files of each project to the total number of the files to obtain the project progress; calculating the proportion of the returned file pages of each link of the project to the total page number to obtain the project error rate;
batch monitoring: checking the detailed batch progress of each link of processing each project file; calculating the proportion of the returned file pages in the total pages of each batch of links to obtain the batch error rate; calculating the daily average processing batch efficiency;
and (4) post monitoring: calculating the proportion of the number of finished archives in the total number of pages of each post personnel to obtain the post progress; calculating the processing efficiency of personnel files at each post; and calculating the proportion of the returned file pages of the personnel at each post to the total processing pages of the personnel at the corresponding post to obtain the error rate of the post.
Compared with the prior art, the invention has the following advantages and beneficial effects:
(1) the invention integrates project management, staff attendance management, intelligent automatic picture processing and real-time work monitoring and analysis, improves the efficiency of file management and personnel management and saves the management cost.
(2) The invention adds the workflow and OCR picture recognition automatic processing technology, solves the problems of disordered file management flow, old file damage and loss and manual correction after picture recognition, and achieves the technical effects of high efficiency and low cost.
(3) The invention adopts an electronic intelligent file management system, has comprehensive functions and simple operation, and the universal framework can be adapted to each file management department, thereby breaking the limitation of insufficient manpower and material resources and lightening the pressure of the file management department.
(4) The file state of each workflow is uniformly inquired and managed by a background database through a multi-table connection inquiry technology, the management system automatically retrieves the database through different selected information, inquired information is displayed to a user, great flexibility is brought to the user, a new data type can be added at any time, a new table is created for different entities, and then inquiry is carried out through connection.
(5) The workflow module of the invention simultaneously adopts the buffer pool technology, solves the contradiction of unmatched speeds of the CPU and the I/O equipment, improves the parallelism of the CPU and the I/O equipment,
drawings
FIG. 1 is a block diagram of an electronic intelligent file management system according to the present embodiment;
FIG. 2 is a flow chart of the file electronic intelligent management system of the present embodiment;
fig. 3 is a flowchart illustrating the operation of the file electronic intelligent management system of this embodiment.
Detailed Description
In order to make the objects, technical solutions and advantages of the present invention more apparent, the present invention is described in further detail below with reference to the accompanying drawings and embodiments. It should be understood that the specific embodiments described herein are merely illustrative of the invention and are not intended to limit the invention.
Examples
As shown in fig. 1 and in combination with fig. 2, the present embodiment provides an electronic intelligent management system for files, which includes: the system comprises a project management module, an employee management module, an attendance management module, a working information real-time acquisition module and a monitoring analysis module;
as shown in fig. 2, the authority setting of each user of the archive electronic intelligent management system of this embodiment is performed by a super administrator authority, a mark is designed in a database, and it is determined whether the user can possess the function authority through the mark, the super administrator authority of this embodiment is the highest authority, and the super administrator authority and the system management authority are respectively assigned, wherein the administrator authority performs authority assignment to the employee authority and the project manager authority, and the project manager authority can only perform a part of authority assignment to the work under the employee authority, and the work includes: file receiving, splitting, coding, recording, scanning processing, picture processing, quality inspection, hanging, record restoring, record returning and the like; the system management authority is divided into a database management authority and a network management authority, wherein the database management is a database (such as a database 1 and a database 2 … …) for a super administrator to specify various project storage, and the network management is IP management of each machine and is used for managing IP for connecting a local area network.
In this embodiment, the project management module includes a project information definition unit and a project information management unit, where the project information definition unit can perform different classification management and personalized bibliographic field definition for different archive types, different filing modes, and different ages of archives, and the project information definition includes a project field definition, a case field definition, a file field definition, a workflow definition, a picture storage path definition, and a picture generation format definition, and defines a constraint work cycle through the workflow definition, and defines a picture storage path and a picture storage format by user, and unifies picture management; the picture storage path definition is a storage path of an electronic archive picture generated after scanning is set in advance before each project starts, so that unified management of archives is facilitated, the picture generation format definition is used for setting formats (such as jpg, png and the like) of the electronic archive picture in advance according to different electronic picture storage requirements of each project, and is also used for facilitating electronic storage of the archives, and is particularly realized by a system background according to user-defined options.
The project information management unit is used for inquiring, modifying and deleting the defined project information so as to more efficiently connect project unit archive information and improve the recording efficiency;
in this embodiment, the item basic information defined by the item information definition unit includes: for example, the field definition of the embodiment includes a project field definition, a case field definition and a file field definition, which respectively indicate that the filing mode is a project, a case or a file, and when the filing mode is a project, a project bibliographic field definition, a case bibliographic field definition and a file bibliographic field definition need to be set; when the filing mode is file, file bibliographic field definition and file bibliographic field definition are required to be set; when the filing mode is a file, the definition of the bibliographic field of the file needs to be set;
the workflow definition of this embodiment includes:
setting a file recording rule: in the embodiment, only the item number is defined, and the case number and the file number are automatically generated, because the whole workflow of the embodiment is taken as a project, the project filing, the case filing and the file filing are all one project, and only the item number needs to be defined;
the working process flow of this embodiment is defined as: the file retrieving is set as the first flow, the file returning record is set as the last flow, the middle processing flows can be in a self-defined sequence, the set processing flow definition is stored in a database, and then the processing flows are executed according to the preset flows.
The project information management unit inquires, modifies and deletes project information, wherein the inquiry function is as follows: inputting an item number, a file type or an archiving mode, wherein any one of the input modes can be adopted for fuzzy query or simultaneously input for accurate query;
the modification and deletion of the project information data are realized through modification and deletion instructions of the database;
the employee management module is used for setting employee login, employee roles and employee permissions for different staff and performing centralized management on different staff performing file management operation, and comprises an employee information inquiry unit, an employee information adding unit, an employee information modifying unit, an employee information deleting unit and an employee permission setting unit;
wherein, staff information inquiry unit: the employee user number or the employee name can be input for inquiry, and the employee number and the user name can be subjected to fuzzy inquiry;
the employee information adding unit, the employee information modifying unit and the employee information deleting unit are directly operated on an operation interface and are realized through query, modification and deletion instructions of the database;
the employee authority setting unit: selecting users needing to change the authority, adjusting the corresponding authority and giving the authority to the corresponding users, wherein the users needing to change the authority can adopt a batch selection mode;
the attendance management module is used for recording the daily attendance time of the project staff, namely, the attendance recording is carried out in the time of logging in a system, the attendance management module can be used for counting the time of checking the attendance according to the set working day, and can be used for setting an attendance rule to automatically calculate the penalty of supplementing meals, keeping the work and returning the work in the early stage, and the attendance management module comprises a time setting unit for checking the attendance, an actual time setting unit for checking the work, an attendance rule definition unit and an attendance information management unit;
the system comprises a system, a super administrator, a system and a staff, wherein the actual card punching is to record the daily attendance and card punching time of the staff, the system can be set to log in the system as the attendance and card punching time, the system closing time is the attendance and card punching time, the card punching time is to record the current time of the system, statistics is carried out according to the month day, the week day, the morning, the noon, the afternoon and the evening, the compensation, the whole attendance and the early-late deduction penalty are automatically calculated according to an attendance rule defined by the super administrator, and the attendance information management is to modify and delete the data of the staff which the card is punched, so that the personnel management efficiency is improved;
in this embodiment, the recorded time of punching the card is stored in the background database, the time of punching the card recorded in the database system is read at the end of each month, the attendance data of each employee is calculated according to the set attendance rule, and the attendance data is displayed through a view, and the printout can also be realized.
In this embodiment, the working information real-time obtaining module includes a file retrieving unit, a returning recording unit, and any one or more of a coding unit, a splitting recording unit, a scanning processing unit, a picture processing unit, a hanging unit, a quality inspection unit, or a restoring recording unit;
in this embodiment, the archive pickup unit is configured to generate an archive pickup cross-over ticket and an archive pickup confirmation ticket, and acquire related archive information; the return recording unit is used for recording whether the file return is completed or not; the encoding unit is used for automatically generating batch numbers of the files according to the files of different batches; the splitting recording unit is used for recording the splitting result of the received file and generating a split processing flow list; the recording unit is used for dividing the files into project records, case book records and file records according to different types of files; the scanning processing unit is used for storing the file to the server in a picture mode through the scanner, and performing offset rotation and picture unification naming primary processing; the image processing unit is used for automatically rectifying deviation, rotating, cutting, removing black edges and OCR image recognition of the image obtained by scanning of the scanner, converting the image into characters, exporting the processed image in a PDF file format, and generating an image processing problem confirmation sheet if an error exists; the hooking unit is used for matching and hooking the scanned picture and the recorded file catalog, and the hooking is performed according to the scanned picture and the input item information to generate complete information of the corresponding item in the server; the quality inspection unit is used for quality inspection of hanging connection of the file directory and picture processing, confirming whether the file directory automatically generated by the system is matched with the actual file directory or not and checking whether the file picture in the directory is matched with the actual file or not; the reduction recording unit is used for recording whether the file work of the corresponding batch is bound and reduced.
In this embodiment, the monitoring and analyzing module includes a project monitoring unit, a batch monitoring unit and a post monitoring unit;
the project monitoring unit comprises a project progress calculation subunit and a project error rate calculation subunit; the batch monitoring unit comprises a batch progress calculating subunit, a batch error rate calculating subunit and a batch efficiency calculating subunit; the post monitoring unit comprises a post progress meter operator unit, a post efficiency calculating subunit and a post error rate calculating subunit; the project progress meter operator unit is used for calculating the proportion of the currently finished files of each project to the total number of the files to obtain the project progress; the project error rate calculating subunit is used for calculating the proportion of the returned file pages of each link of the project to the total page number to obtain the project error rate; the batch progress calculating subunit is used for checking the detailed progress of each link of processing each project file; the batch error rate calculating subunit is used for calculating the proportion of the returned file pages of each batch link to the total number of pages to obtain the batch error rate; the batch efficiency calculating subunit is used for calculating the daily average processing efficiency; the post progress meter operator unit is used for calculating the proportion of the number of finished archives of each post in the total number of finished archives to obtain the post progress; the post efficiency calculating subunit is used for calculating the processing efficiency of each post personnel file; and the post error rate calculating subunit is used for calculating the proportion of the number of the returned file pages of each post personnel to the total number of the processed pages of the corresponding post personnel to obtain the post error rate.
As shown in fig. 3 and in combination with fig. 1, the present embodiment provides an electronic intelligent management method for files, which includes the following steps:
staff information management: setting employee information and employee authority;
presetting project information: performing different classification management and personalized bibliographic field definition according to different archive types, different filing modes and archives of different ages, setting a working period by setting a working process, and setting a picture storage path and a picture storage format;
and (3) project information management: inquiring, modifying and deleting the defined project information;
attendance management: obtaining time for punching a card, and setting an attendance rule for calculation;
and (3) executing a work task: according to different employee authorities and different work tasks acquired by the employees, executing various task processing according to a set work flow;
monitoring and analyzing: and monitoring the working management condition of the files in real time, and summarizing the files to finish data calculation.
In this embodiment, the executed work tasks are different according to different employee authorities, and the obtained work tasks are different according to the workflow definition for processing, including any one or more of file retrieving and returning records, and encoding, splitting records, recording, scanning processing, picture processing, hooking, quality inspection or record restoring steps;
wherein, the file is picked up: generating a file receiving delivery note and a file receiving confirmation note, and acquiring file information such as receiving time, signing time of project units, signing time of processing units, file numbers to be received and the like; the file pickup is matched with the corresponding project, if a problem occurs in the middle, a file pickup problem confirmation sheet is generated for confirming the problem and the solution in the file pickup, and after the task is completed, the next task link of the set work flow is executed;
and (3) encoding: automatically generating batch numbers of the files according to the files of different batches; if an error or a problem occurs, generating a coding problem confirmation list for expressing related problems and solutions, returning to the previous task link of the set workflow, after the problem of the previous task link is solved, submitting the coding problem confirmation list to the link again, if no error exists, generating a corresponding file processing flow list, and executing the next task link of the set workflow after obtaining corresponding file information;
splitting and recording: recording the splitting result of the received file, generating a split processing flow list, if a problem exists, generating a splitting result problem confirmation list, and returning to the last task link of the set work flow; splitting records are convenient for managers to check the working progress, if the problems of missing pages and the like are encountered in the splitting process, registration can be carried out, and if no error exists, the next task link of the set working flow is executed after the task is completed;
recording: different types of files are divided into project bibliography, case book bibliography and file bibliography, if a problem occurs, a bibliography problem confirmation list is generated, the last link in the work flow specified by the batch of files is returned, if no error exists, the next task link of the set work flow is executed after the task is finished; the project bibliographic logic hierarchy is project-file, the file bibliographic logic hierarchy is file, and the three parts are related in content and independent in application;
scanning: storing the files in a server in a picture mode through a scanner, carrying out preliminary processing such as offset rotation, unified picture naming and the like to realize electronization of the files, generating a scanning problem confirmation list if a problem occurs, returning to a previous link in a work flow specified by the batch of files, and executing a next task link of a set work flow if no error exists after the task is completed;
picture processing: carrying out automatic deviation correction, rotation, cutting and black edge removal on an image obtained by scanning of a scanner, carrying out OCR (optical character recognition) picture recognition, converting the picture into characters, and exporting the processed picture in a PDF (Portable document Format) file format; if the problem occurs, generating a picture processing problem confirmation list, returning to the previous link in the workflow specified by the batch of files, and if the error does not exist, executing the next task link of the set workflow after completing the task; after the picture processing, some files with problems in the scanning process or problems in the scanning process can be improved, for example, some black edges in the file picture and picture inclination caused by scanning can be generated after the picture processing, so as to better perform ocr recognition;
hanging: matching and hanging the scanned picture and the recorded file catalog, wherein the hanging is to match the scanned picture and the input project information to generate complete information of a corresponding project in a server, if a problem occurs, a hanging problem confirmation list is generated, a previous link in a working process specified by the batch of files is returned, and if no error exists, a next task link of the set working process is executed after the task is completed;
quality inspection: quality inspection for hooking file catalogs and processing pictures, wherein the quality inspection is used for confirming whether the file catalogs automatically generated by a system are matched with the actual file catalogs or not and checking whether the file pictures in the catalogs are matched with the actual files or not, if a problem occurs, a quality inspection problem confirmation list is generated, the last link in the work flow specified by the batch of files is returned, and if no error exists, the next task link of the set work flow is executed after the task is completed;
and (4) recovering and recording: the system is used for recording whether the binding reduction of the file work of the corresponding batch is finished or not, if the binding reduction is finished, the state of the file in the system is modified into the bound reduction, if a problem occurs, a reduction result problem confirmation sheet is generated, the previous link in the work flow specified by the batch of files is returned, and if no error exists, the next task link of the set work flow is executed after the task is finished;
and (4) returning and recording: recording whether the file returning is completed or not, if a problem occurs, generating a returning result problem confirmation list, returning to the previous link in the work flow specified by the batch of files, if no error exists, after the task is completed, generating a file returning confirmation list, and ending the work task;
in this embodiment, the archive state of each workflow is uniformly queried and managed by the background database through a multi-table connection query technology, and the management system automatically retrieves the database through different selected information and displays the queried information to the user. The multi-table connection query of the embodiment mainly uses self-connection, internal connection, external connection and cross connection, and can realize the query of a plurality of tables through a connection operator, and the connection is the main characteristic of a relational database model.
In this embodiment, the workflow module simultaneously adopts a buffer pool technology to solve the contradiction of speed mismatch between the CPU and the I/O device, and improve the parallelism of the CPU and the I/O device, and for the buffer pool, the workflow module mainly comprises 3 different types of buffer areas: the idle buffer, the buffer full of input data and the buffer full of output data are managed by 3 queues respectively: the reasonable queue realization is the basis of forming buffer pool to manage each buffer block, and the array realization queue template through expandable capacity, the working mode of the buffer pool is mainly 4: accept input, extract input, accept output and extract output, this embodiment is realized through background control, improves the parallelism.
In this embodiment, the monitoring and analysis is to monitor the whole system in real time, and the working condition of each person is monitored in real time to improve the working efficiency of the person, and the monitoring and analysis includes the steps of project monitoring, batch monitoring and post monitoring;
the project monitoring step comprises project progress calculation and project error rate calculation; the batch monitoring step comprises batch progress calculation, batch error rate calculation and batch efficiency calculation; the post monitoring step comprises post progress calculation, post error rate calculation and post efficiency calculation, and the real-time monitoring of the project is carried out to improve the archive management and the working efficiency of the staff.
In this embodiment, the project monitoring, batch monitoring and post monitoring steps may adopt the following tables and formulas to perform data calculation, specifically:
1. the record table of project progress in project monitoring is shown in table 1 below, a certain project unit is selected, and the completion progress of the project is checked:
table 1 project schedule recording table
| Item unit | Starting time | Completion time | Total number of pages | Completion rate |
The calculation formula of the completion rate (project progress) is as follows:
the completion rate is the number of files currently completed by the project/all files of the project;
2. the recording table of the project error rate in project monitoring is shown in the following table 2, and the progress of a plurality of projects which are simultaneously developed is integrally monitored:
table 2 entry error rate record table
| Item unit | Total number of pages | Error rate |
The formula for calculating the project error rate is as follows:
the error rate is the total number of returned files (accumulated non-deduplication)/the total number of returned files of each link under the item;
3. the record table of the batch progress in the batch monitoring is shown in the following table 3, a certain project unit is selected, and the detailed progress of the file processing under the project is checked:
TABLE 3 batch record Table of items
4. The table of the log error rate in batch monitoring is shown in table 4 below,
TABLE 4 batch error Rate record Table
| Receive batch number | Total number of pages | Error rate |
The formula for calculating the batch error rate is as follows:
the error rate is the total number of returned files (accumulated non-deduplication)/the total number of returned files of each link in the batch
5. The table of the batch efficiency record in the batch monitoring is shown in table 5 below,
TABLE 5 batch efficiency log sheet
| Receive batch number | Time of reception | Total number of pages | Estimated return time | Return time | Daily average processingEfficiency of |
Wherein, the calculation formula of the daily average processing efficiency is as follows:
the daily average processing efficiency is (returning time-receiving time)/total page number;
6. the recording table of the post progress in post monitoring is shown in the following table 6, a certain (or all) project unit is selected, and the work progress of each post personnel is checked:
table 6 station progress recording table
| Item unit | Post | Name (I) | Current circulation list number | Current number of pages | Number of completed pages | Complete the processProgress of a game |
7. The recording table of post efficiency in post monitoring is shown in the following table 7, a certain (or all) project unit is selected, and the work efficiency of each post personnel is checked:
TABLE 7 position efficiency recording sheet
| Item unit | Post | Name (I) | On duty date | Efficiency of processing |
Wherein, the on Shift date is the statistical date-on Shift date; the processing efficiency is the total processing page number/attendance day number;
8. the recording table of the post error rate in post monitoring is shown in the following table 8, a certain (or all) project unit is selected, and the work error rate of each post personnel is checked:
TABLE 8 post error Rate record Table
| Item unit | Post | Name (I) | On duty day | Error rate |
Wherein, on duty day is the statistical date-on duty date;
the error rate is the total number of pages returned to the file/total number of pages processed by the person.
The embodiment not only provides convenient file management service for the more management departments of some archives record, still provides personnel management service for it, also can improve personnel management efficiency effectively when can improving file management efficiency, practices thrift administrative cost to add workflow and OCR picture recognition automatic processing technique, solved file management flow confusion, archives old damage, lose, and the artifical problem of rectifying a deviation after the picture discernment.
The above embodiments are preferred embodiments of the present invention, but the present invention is not limited to the above embodiments, and any other changes, modifications, substitutions, combinations, and simplifications which do not depart from the spirit and principle of the present invention should be construed as equivalents thereof, and all such changes, modifications, substitutions, combinations, and simplifications are intended to be included in the scope of the present invention.
Claims (10)
1. An electronic intelligent archive management system, comprising: the system comprises a project management module, an employee management module, an attendance management module, a working information real-time acquisition module and a monitoring analysis module;
the project management module comprises a project information definition unit and a project information management unit;
the project information definition unit is used for carrying out different classification management and personalized bibliographic field definition according to different archive types, different filing modes and archives of different ages, setting a working period by setting a working process, and setting a picture storage path and a picture storage format;
the project information management unit is used for inquiring, modifying and deleting the defined project information;
the employee management module is used for setting employee information and employee authority;
the attendance management module is used for acquiring the time of card punching and setting attendance rules for calculation;
the real-time work acquisition module is used for executing various task processing according to a set work flow according to different employee authorities and different work tasks acquired by the employees;
the monitoring analysis module is used for monitoring the working management condition of the files in real time, and summarizing file completion data for calculation.
2. The electronic intelligent archive management system according to claim 1, wherein the item information definition unit includes an item field definition subunit, a case field definition subunit, a file field definition subunit, a workflow definition subunit, a picture storage path definition subunit, and a picture generation format definition subunit;
the project field definition subunit, the case field definition subunit and the file field definition subunit are used for carrying out corresponding field definition when the project, the case or the file is a project, a case or a file according to the filing mode; the workflow definition subunit is used for setting a file recording rule, setting head and tail flows of the workflow, defining a middle workflow, and storing the preset workflow in a database.
3. The system for electronically and intelligently managing the files as claimed in claim 1, wherein the employee management module comprises an employee information query unit, an employee information adding unit, an employee information modification unit, an employee information deletion unit and an employee authority setting unit, and sets task authority of the employees according to a preset workflow.
4. The electronic intelligent archive management system of claim 1, wherein the attendance management module comprises a time setting unit for punching cards, an actual card punching recording unit, an attendance rule setting unit and an attendance information management unit;
the actual card punching recording unit is used for recording the card punching time according to the time of punching the card and automatically calculating the attendance data of each employee according to the set attendance rule; the attendance information management unit is used for modifying and deleting the data recorded by punching.
5. The electronic intelligent archive management system according to claim 1, wherein the real-time working information acquisition module comprises an archive pickup unit, a return recording unit, and any one or more of a coding unit, a splitting recording unit, a scanning processing unit, a picture processing unit, a hooking unit, a quality inspection unit, or a restoration recording unit, and when a plurality of working tasks are parallel, a buffer pool is used for data transmission;
the file receiving unit is used for generating a file receiving delivery list and a file receiving confirmation list to obtain related file information;
the return recording unit is used for recording whether the return of the file is finished or not;
the coding unit is used for automatically generating batch numbers of the files according to the files of different batches;
the splitting recording unit is used for recording the splitting result of the received file and generating a split processing flow list;
the recording unit is used for dividing the files into project records, case book records and file records according to different types of files;
the scanning processing unit is used for storing the file to the server in a picture mode through the scanner, and performing offset rotation and unified naming primary processing of the picture;
the picture processing unit is used for automatically rectifying deviation, rotating, cutting, removing black edges and OCR picture recognition of the image obtained by scanning of the scanner, converting the picture into characters, exporting the processed picture in a PDF file format, and generating a picture processing problem confirmation list if an error exists;
the hooking unit is used for matching and hooking the scanned picture and the recorded file directory, and the hooking is performed according to the scanned picture and the input item information to generate complete information of the corresponding item in the server;
the quality inspection unit is used for quality inspection of hanging connection of the file directory and picture processing, confirming whether the file directory automatically generated by the system is matched with the actual file directory or not and checking whether the file picture in the directory is matched with the actual file or not;
the reduction recording unit is used for recording whether the file work of the corresponding batch is bound and reduced.
6. The electronic intelligent archive management system according to claim 1, wherein the monitoring and analyzing module comprises an item monitoring unit, a batch monitoring unit and a post monitoring unit;
the project monitoring unit comprises a project progress calculation subunit and a project error rate calculation subunit; the batch monitoring unit comprises a batch progress meter subunit, a batch error rate calculation subunit and a batch efficiency calculation subunit; the post monitoring unit comprises a post progress meter operator unit, a post efficiency calculating subunit and a post error rate calculating subunit;
the project progress meter operator unit is used for calculating the proportion of the currently finished files of each project to the total number of the files to obtain the project progress;
the project error rate calculating subunit is used for calculating the proportion of the returned file pages of each link of the project to the total page number to obtain the project error rate;
the batch progress calculating subunit is used for checking the detailed progress of each link of processing each project file;
the batch error rate calculating subunit is used for calculating the proportion of the returned file pages of each batch link to the total number of pages to obtain the batch error rate;
the batch efficiency calculating subunit is used for calculating the daily average processing efficiency;
the post progress meter operator unit is used for calculating the proportion of the number of finished archives of each post in the total number of pages to obtain the post progress;
the post efficiency calculating subunit is used for calculating the processing efficiency of each post personnel file;
and the post error rate calculating subunit is used for calculating the proportion of the number of the returned file pages of each post personnel to the total number of the processed pages of the corresponding post personnel to obtain the post error rate.
7. An electronic intelligent management method for files is characterized by comprising the following steps:
staff information management: setting employee information and employee authority;
presetting project information: performing different classification management and personalized bibliographic field definition according to different archive types, different filing modes and archives of different ages, setting a working period by setting a working process, and setting a picture storage path and a picture storage format;
and (3) project information management: inquiring, modifying and deleting the defined project information;
attendance management: obtaining time for punching a card, and setting an attendance rule for calculation;
and (3) executing a work task: according to different employee authorities and different work tasks acquired by the employees, executing various task processing according to a set work flow;
monitoring and analyzing: and monitoring the working management condition of the files in real time, and summarizing the files to finish data calculation.
8. The electronic intelligent archive management method according to claim 7, wherein the project information presets specifically include project field definitions, case field definitions, file field definitions, workflow definitions, picture storage path definitions and picture generation format definitions;
when the project field definition, the case field definition and the file field definition are projects, cases or files according to an archiving mode, corresponding field definitions are carried out, and when the filing mode is a project, project bibliographic field definition, case bibliographic field definition and file bibliographic field definition are set; when the filing mode is a file, setting file bibliographic field definition and file bibliographic field definition; when the filing mode is a file, setting the definition of a file bibliographic field;
the method comprises the steps of setting a working flow in project information management, setting a file recording rule and a file processing flow, setting a head-tail flow of the file processing flow, defining a middle file processing flow, storing a preset complete working flow into a database, and executing the working flow according to a preset flow.
9. The electronic intelligent management method for the files according to claim 7, wherein the execution workflow comprises any one or more of the steps of file getting and returning recording, and the steps of coding, record splitting, recording, scanning processing, picture processing, hooking, quality inspection or record restoring, the file state of each workflow is uniformly inquired and managed by adopting multi-table connection inquiry, and the database is automatically retrieved through different selected information, so that the inquiry result is displayed;
file pickup: generating a file receiving delivery list and a file receiving confirmation list to acquire file information; the file receiving is matched with the corresponding project, if an error occurs, a file receiving problem confirmation list is generated, and if no error occurs, the next task link of the set working process is executed after the task is completed;
and (3) encoding: automatically generating the batch number of the file according to files of different batches, if an error occurs, generating a coding problem confirmation list, returning to the last task link of the set work flow, if no error occurs, generating a corresponding file processing flow list, and executing the next task link of the set work flow after obtaining corresponding file information;
splitting and recording: recording the splitting result of the received file, generating a split processing flow list, generating a splitting result problem confirmation list if an error exists, returning to the last task link of the set work flow, and executing the next task link of the set work flow after the task is completed if no error exists;
recording: dividing the files into project bibliography, file bibliography and file bibliography according to different types of files, generating a bibliography problem confirmation list if an error occurs, returning to the previous link of the set working flow, and executing the next task link of the set working flow after completing a task if no error occurs;
scanning: storing the file to a server in a picture mode through a scanner, performing offset rotation and picture unification naming primary processing, generating a scanning problem confirmation list if an error occurs, returning to the previous link of the set workflow, and executing the next task link of the set workflow after completing the task if no error occurs;
picture processing: carrying out automatic deviation correction, rotation, cutting and black edge removal on an image obtained by scanning of a scanner, carrying out OCR picture recognition, converting the picture into characters, exporting the processed picture in a PDF file format, generating a picture processing problem confirmation list if an error occurs, returning to the previous link of a set working flow, and executing the next task link of the set working flow after a task is completed if no error occurs;
hanging: matching and hanging the scanned picture and the recorded file catalog, wherein the hanging is matched according to the scanned picture and the input project information to generate complete information of a corresponding project in a server, if an error occurs, a hanging problem confirmation list is generated, the last link of the set workflow is returned, and if no error occurs, the next task link of the set workflow is executed after the task is completed;
quality inspection: quality inspection for hooking and processing the file catalog and pictures, wherein the quality inspection is used for confirming whether the file catalog automatically generated by a system is matched with the actual file catalog or not and checking whether the file picture in the catalog is matched with the actual file or not, if an error occurs, a quality inspection problem confirmation list is generated, the previous link in the set working process is returned, and if no error occurs, the next task link of the set working process is executed after the task is completed;
and (4) recovering and recording: recording whether the binding reduction of the corresponding batch of files is finished or not, if so, modifying the state of the files in the system into the bound reduction, if an error occurs, generating a reduction result problem confirmation list, returning to the previous link in the workflow specified by the batch of files, and if no error occurs, executing the next task link of the set workflow.
10. The method for electronically and intelligently managing files as claimed in claim 7, wherein the steps of monitoring and analyzing comprise: project monitoring, batch monitoring and post monitoring,
and (4) project monitoring: calculating the proportion of the currently finished files of each project to the total number of the files to obtain the project progress; calculating the proportion of the returned file pages of each link of the project to the total page number to obtain the project error rate;
batch monitoring: checking the detailed batch progress of each link of processing each project file; calculating the proportion of the returned file pages in the total pages of each batch of links to obtain the batch error rate; calculating the daily average processing batch efficiency;
and (4) post monitoring: calculating the proportion of the number of finished archives in the total number of pages of each post personnel to obtain the post progress; calculating the processing efficiency of personnel files at each post; and calculating the proportion of the returned file pages of the personnel at each post to the total processing pages of the personnel at the corresponding post to obtain the error rate of the post.
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