Application case of RFID technology in file management automation system
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1 Overview
People always hope that when they need a piece of information, they can quickly find it, but in the archives management hall and the archives management office of enterprises and institutions, you can often see that the managers are anxious and busy to find the required information. For a long time, this problem has made file management personnel strenuous. At present, domestic archives mainly use file numbers and bar code marks for internal shelving and positioning. In the logistics process of physical archives, file numbers and barcodes play an important role. Traditional file management methods have low efficiency such as redundant file quantity, difficulty in query, inventory, and long processing time. The application of information technology is the key to solving the problem. The introduction of RFID technology will completely change people’s understanding of archive management activities.
Beijing Dingchuang Hengda Intelligent Technology Co., Ltd. designed a set of automatic file management system based on RFID technology by analyzing the existing problems in current file management, and expounded on the system’s functional module architecture and management business process, with a view to Improvements have been made in file automation and intelligent management.
2. Current status and problems of file management
In recent years, my country’s archives industry has made great progress. The scale of archives industry has expanded and the number has increased day by day. The types of archives have become increasingly diversified, and the amount of information has expanded rapidly. However, the problems caused by traditional file management methods and technologies have become increasingly prominent:
The file cataloging process is cumbersome and inefficient, and the organization time is long
In the traditional way, the archives need to be classified, sorted, and stapled after entering the library, and then the relevant information of the archive box is manually written, and finally the archive directory is manually copied, and the directory and the files are packaged in the archive box. This method of operation consumes a lot of labor and time, resulting in many files being stacked for a long time after entering the library, and a corner cannot be sorted and archived in time. In addition, file cataloging and file box transcription are mostly simple and repetitive labor, and manual processing makes the entire process cumbersome and inefficient.
File storage order is more likely to be disrupted
Although files are generally stored in categories, in the process of file access, due to the randomness of manual operations and some inevitable errors, the order of file storage will inevitably be disrupted, resulting in disordered file storage and difficulty in searching.
File review takes a long time
With the increasing size and variety of files, when searching for a certain file, the administrator first finds the file shelf where the file of that type is stored, and then searches each grid of the file shelf according to the cataloging information of the file. Once the file is not stored in the specified location as required when accessing it, it is like looking for a needle in a haystack, and all files need to be screened.
The file inventory operation is unscientific
Due to the large number of files and the file materials are all enclosed in file boxes, generally only the number of file boxes is counted when counting files. However, the types and quantities of files stored in each file box are different, and this inventory method does not truly reflect the true information stored in the files. If you want to open each file box for inventory, it will be a very huge project.
The management of invalid files is lagging behind
The validity period is one of the important signs of the value of archives. Therefore, archives exceeding the validity period are of no value and need to be destroyed frequently to reduce the occupation of archive inventory resources. However, due to the difficulty of file inventory work under the traditional management mode, management personnel are very inaccurate in grasping the storage time information of files, so that invalid files cannot be discovered and processed in time. Therefore, many old archives that have expired are still stored on the shelf together with valid archives, forming a large number of redundant archives, which brings additional load and cost to archive management.
In view of this status quo, technical upgrading and transformation of archives management is imminent. As a new generation of material tracking and information identification, the rapid development of RFID (Radio Frequency Identification Technology) technology has brought the possibility of automation and intelligence in file management, and has unparalleled advantages in other methods.
3. Advantages of RFID technology file management
Non-contact data collection. RFID technology has greatly enhanced the manager’s ability to collect, exchange, and track information about items stored in the warehouse. The manager does not need to open the file box, just pass the file box with the RFID tag in front of the reader, and the specific name, quantity, file summary and other information of the files in the box can be displayed on the computer screen, which reduces the manager’s The operation link improves operation efficiency and helps managers implement dynamic management of inventory files.
Fast scanning, and a large amount of one-time data processing. The RFID reader can quickly read multiple related data information including cargo location information and file content summary information from multiple radio frequency tags at the same time. For example, some readers can read data of 200 tags per second, which is more than 100 times faster than traditional scanning methods.
The label information capacity is large, the service life is long, and it can be reused. Compared with traditional data storage media such as barcodes and magnetic cards, the amount of data that RFID tags can store is greatly increased, reaching a capacity of 1K or more; the content of the tag can be repeatedly erased and written without damaging the function of the tag. The label can be reused.
High security. The data access of the label is protected by a password, and the identification code is unique and cannot be forged. This high-security protection measure makes the data on the label not easy to be forged and tampered with.
It has strong anti-pollution performance and durability. The carrier of traditional bar codes is paper, so it is easy to be contaminated. However, RFID has strong resistance to water, oil, chemicals and other substances. In addition, because the barcode is attached to the plastic bag or the outer packaging carton, it is particularly vulnerable to breakage; the RFID tag stores the data in the chip, so it can be protected from contamination.
With small size and diversified shapes, RFID is not limited by size and shape in reading, and does not need to match the fixed size and printing quality of paper for reading accuracy. In addition, RFID tags can be miniaturized and developed in various forms to be applied to different files.
It can be reused, and the current bar code cannot be changed after it is printed. The RFID tag can repeatedly add, modify, and delete the data stored in the RFID tag to facilitate the update of information.
Penetrability and barrier-free reading. When covered, RFID can penetrate non-metallic or non-transparent materials such as paper, wood, and plastic, and can perform penetrating communication. The barcode scanner must be at a close distance and there is no object blocking the situation before it can read the barcode.
The tag has the EAS anti-theft function, and cooperates with the door-shaped channel antenna, which can prevent the loss of files and realize the alarm function of illegal removal.
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