RFID smart filing cabinet realizes intelligent file management design and application solution

I. Project Overview

1.1 Current Status of Archives Preservation

In recent years, domestic archives have made great progress. The scale of archives has expanded, the total amount has gradually increased, the types of archives have become increasingly diversified, and the amount of data has expanded rapidly. However, traditional archives preservation methods and technologies have led to the emergence of some problems.

(I) The process of archival data recording is cumbersome and inefficient

Under the traditional archival recording method, archival data need to be screened and arranged after entering the site, and relevant information needs to be manually written, and then the archive management system is made and copied, and the File directory and archival data are sealed in the archive. This operation mode consumes a lot of work and time, resulting in a long-term accumulation of many archival materials after entering the site, and they cannot be sorted and archived immediately. Personal archive recording and archive transcription are often simple and repeatable tasks, and manual processing methods make the entire process complicated and inefficient.

(II) The order of archive storage is easily disrupted

Although archive materials are generally classified and Stored by category, the order of archive storage is often disrupted during the archive storage and access process due to the randomness of manual operations and human errors, resulting in chaotic archive storage and increasing the difficulty of searching.

(III) Archives are time-consuming to consult

With the increase in the scale and type of archive materials, when a certain archive material needs to be found, the management personnel first need to find the archive cabinet where the archive is stored, and then search in each grid of the archive cabinet according to the catalog information of the archive. If the archive is not stored in the designated location as required, it is like looking for a needle in a haystack. All archive materials must be checked one by one.

(IV) The actual operation of archive aggregation is unreasonable

Due to the large number of archive materials and the fact that the archive materials are all encapsulated in the archives, when summarizing the archive materials, generally only the total number of archives is checked. However, the type and quantity of archive materials stored in each archive may be different. This aggregation method cannot truly reflect the content information stored in the archive. If you want to disassemble the archives one by one for aggregation, it will be a huge Engineering project.

(V) Outdated management methods for invalid archives

The validity period is one of the key indicators of the value of archives. Therefore, archives that have exceeded their validity period have no value and must be destroyed in time to reduce the occupation of archive inventory. However, due to the traditional management mechanism, there are errors in the grasp of the storage time of archives, which leads to the inability to timely discover and handle invalid archives. Many old archives that have expired are still stored together with valid archives, increasing the number of redundant archives and bringing additional burdens and costs to archive work.

1.2 Overall objectives of the plan

In recent years, various units have carried out basic construction of archive informatization, but most of them are limited to digital management of mobile phone software, and have not substantially improved the economic benefits of archive storage. Against the background of the rapid development of Internet technology and barcode technology, RFID technology is combined with digital archive construction and archive physical management to achieve a reasonable, efficient and relatively modern archive construction innovation model. RFID technology, as a new generation of material tracking and information identification technology, has many advantages and provides possibilities for the automation and intelligence of archive storage.

2. RFID smart cabinet realizes intelligent management of archives

Intelligent information management software adopts RFID automatic identification technology and computer system technology. The core equipment is RFID smart cabinet. By sticking RFID tags on archives, intelligent management of archives is realized.

2.1 Overall architecture of RFID smart cabinet

RFID smart cabinet consists of RFID Reader/writer, reading software, identification, website server and mobile client. Among them, RFID reader/writer communicates with RFID tags to read out the basic information of archives and application and repayment records stored on the tags. The reading software transmits the read information to the background database intelligent management system, and the RFID handheld terminal is used for reading, repayment, search and summary of archives.

2.2 Setting of RFID tag information items

The information stored on RFID tags includes archive data type, archive data name, archive number, archive data confidentiality level, storage time, preservation period, archive data content overview, etc. These information items can help managers quickly and accurately locate and manage archive data.

2.3 Functions of RFID smart cabinets

When the staff puts the files into the RFID smart cabinet and closes the cabinet door, the RFID smart cabinet will automatically count and communicate with the background data to record the access of the files. In addition, the RFID smart cabinet also provides the functions of searching and summarizing the files, which greatly improves the efficiency and accuracy of file management.

Hanglian Technology RFID Smart File Cabinet

III. Application of RFID Smart Cabinets in the File Storage Process of the Archives

3.1 Admission

When the archives enter the archives, the RFID tag is affixed to the file and the relevant information is stored in the RFID tag. This information includes the type of archive, the name of the archive, the number of the archive, the confidentiality level of the archive, the storage time, the preservation period, and the overview of the archive content.

3.2 Summarization

The summary command is issued through the viewing subsystem of the archive information management system. The RFID management background will quickly collect the relevant information of the archive and the corresponding cargo location data, and check it with the information in the core database system. If there is mismatched information content, the manager can use the portable management APP to conduct on-site verification and modify the system information to ensure the accurate summary of the archive.

3.3 Viewing

When borrowing and viewing archives, use RFID handheld terminals to scan the RFID tags on the archives to record the entry and exit of archives.

3.4 Safety work

The archive room is equipped with a security management system to monitor the situation in the archive room in real time and issue abnormal alarms to prevent the damage or loss of archive materials.

3.5 Destruction management method

When each archive material is put into the warehouse, its net weight, number of pages and other physical characteristics will be accurately measured, and these data will be stored in the RFID data intelligent management system. When the archive material is returned, the management personnel will check the physical characteristics of the archive again and check with the data before the archive is borrowed to find out whether the archive is damaged or missing in time.

3.6 Anti-theft system management method

All archive materials are under the supervision of the RFID reader. When the archive material is taken out, the RFID reader will capture the archive information and check it with the entry and exit command. If the archive material leaves the storage location abnormally without the authorization of the entry and exit command, the monitoring system will trigger the alarm control module to issue an abnormal alarm.

3.7 Destruction

The use value of archives decreases over time. Archives that have lost their archiving value need to be destroyed to release archive storage resources. When archives are stored, the storage period is loaded into the RFID tag and stored in the core database system. When the archives reach the storage period, the destruction management system will automatically remind the management personnel to destroy or re-store them. At the same time, managers can also issue wireless network commands through the archive destruction management system to let the RFID tags in each folder feedback the storage period information to achieve the management of the validity period of the archives.