A system and method are provided that are capable of managing data of documents such as materials and data of information that is written into the documents in a user-friendly manner compared to conventional systems and methods. An image forming apparatus is provided with an original document registration process portion for performing a process of entering original document data used for reproducing an image of an original document, an additional information registration process portion for performing a process of entering additional data used for reproducing an image showing additional information that is information written into the document and of setting an access privilege and a document database for memorizing original document data of the entered document and additional data of the additional information for the document and additional information access privilege data indicating the set access privilege of the additional information in association with one another.