Application of UHF RFID Technology in the Construction of Digital Archives

Project Background

With the rapid development of information technology, traditional archive management methods can no longer meet the needs of the digital age. Traditional archive management has a series of problems, such as inefficient workflow, easy disruption of archive storage order, long time-consuming archive verification and review, low degree of archive informatization, and low efficiency of archive inventory. In order to solve these problems, the construction of digital archives has become an inevitable trend.

Archives have a wide variety of documents and are difficult to manage

Difficulties in File and archive management

1. Inefficient workflow: Traditional archive management requires a lot of manual operations, including recording, sorting, inventory, etc. The workflow is cumbersome and inefficient, which leads to inefficient archive management and consumes a lot of time and human resources.

2. The order of archive storage is easily disrupted: In traditional archive management, the order of archive storage is easily disrupted, which makes it extremely difficult to find and return archives, which brings great trouble to archive managers and increases the risk of archive loss or confusion.

3. Time-consuming file verification and review: Traditional file management requires tedious verification and review work, which is time-consuming and prone to errors. File managers need to check file labels one by one or manually check file information, which not only wastes time but also increases the possibility of errors.

4. Low degree of file informatization: Traditional file management systems have a low degree of informatization and cannot achieve fast query and accurate verification. File managers need to manually record and organize file information.

Solution

1. RFID tag application: Each file bag and file box is affixed with an ultra-high frequency RFID tag as a unique identity identifier to achieve individualized file management. Through RFID tags, files can be quickly and accurately identified and located, avoiding the problem of disrupting the order of file storage.

2. RFID Access Control system: Use ultra-high frequency RFID access control cards as the only identity identifier for entering and exiting the archive room to achieve identity recognition and access permission operations. Only authorized personnel holding valid RFID access control cards can enter the archive room to ensure the security and confidentiality of the files.

3. RFID Reader: Use UHF RFID reader to conduct inventory in the warehouse to achieve fast and accurate inventory work. By reading the information of RFID tags, the number and location of files can be automatically recorded and checked, which greatly improves the efficiency and accuracy of inventory.

4. RFID handheld terminal: Use UHF RFID handheld terminal to scan file tags, collect storage information, and check with the data in the central database to achieve fast query and accurate verification. File managers can quickly obtain file information through RFID handheld terminal, reducing the possibility of manual operation and errors.

5. Illegal outbound detection: Install UHF RFID channel door for illegal outbound detection, read the tag number in real time and check with the data in the database to ensure the safety of the files. Once unauthorized files are taken out, the system will immediately issue an alarm to remind the file manager to deal with it.

Solution advantages

1. Automation and digitization: By using RFID technology, the automation and digitization of file management are realized, the tediousness of manual operation is reduced, and work efficiency is improved. File managers can quickly complete the inventory, query and verification of files through RFID equipment, saving a lot of time and human resources.

2. Individualized archive management: Each archive bag and archive box is equipped with an RFID tag to achieve individualized archive management, avoiding the problem of disrupting the order of archive storage. Archive managers can quickly locate and identify archives through RFID tags, improving the efficiency of archive search and return.

3. Quick query and accurate verification: Use RFID handheld terminals to scan archive tags to achieve quick query and accurate verification, improving the management efficiency and accuracy of archives. Archive managers can obtain archive information instantly through RFID handheld terminals, avoiding tedious manual verification and the possibility of errors.

4. High degree of archive informatization: Through data verification with the central database, a high degree of informatization of archive information is achieved, which is convenient for archive managers to query and manage. Archive managers can quickly obtain detailed information on archives through the system, including the storage location of archives, borrowing records, etc., improving the informatization of archives.

5. Improve inventory efficiency: Using RFID technology to conduct inventory in the Library greatly improves inventory efficiency and reduces the possibility of inventory errors. Archive managers only need to use RFID equipment to scan archives, and the system can automatically record and verify the number and location of archives, saving a lot of time and human resources.

Benefits of the solution application

1. Improve work efficiency: Reduce tedious manual operations and improve the work efficiency of archive management. Archive managers can quickly complete the inventory, query and verification of archives through RFID equipment, saving a lot of time and human resources.

2. Improve the accuracy of archive management: Through digitalization and automation, the possibility of human errors is reduced and the accuracy of archive management is improved. Archive managers can accurately obtain archive information through RFID equipment, avoiding the possibility of manual verification and errors.

3. Improve the efficiency of archive query and review: RFID technology is used to achieve fast query and accurate verification, improve the efficiency of archive query and review, and archive managers can quickly obtain archive information through RFID equipment, avoiding tedious manual query and time-consuming review process.

4. Reduce the cost of archive management: Through automation and digitization, the human cost and time cost of archive management are reduced. Archive managers can quickly complete the inventory, query and verification of archives through RFID equipment, saving a lot of human resources and time costs.

5. Improve the service level of archive management: The construction of digital archives has improved the service level of archive management and provided users with more convenient and efficient services. Users can quickly obtain archive information through RFID devices, and the process of borrowing and returning archives is simpler and faster.

6. Enhance the security of archives: The RFID access control system and illegal outbound detection equipment have enhanced the security of archives. Only authorized personnel with valid RFID access control cards can enter the archive room. At the same time, the illegal outbound detection equipment can monitor the outbound status of archives in real time to ensure that archives will not be taken out by unauthorized personnel.

7. Improve user experience: The application of digital archive management system has improved the user experience. Users can quickly query and borrow archives through RFID devices, avoiding tedious manual operations and waiting time, and improving user satisfaction.

8. Facilitate data analysis and statistics: Through the digital archive management system, data analysis and statistics can be easily carried out. The system can record information such as borrowing records and return records of archives. Through the analysis of these data, the use and management effects of archives can be understood, providing a reference for archive management.