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Import background
In 2007, NEC cooperated with the Industrial Technology Research Institute in the Taichung City Government in the “Application Proof of Concept” program led by the RFID Public Domain Promotion Office of the Ministry of Economic Affairs to understand the various issues of file management. RFID technology carried out relevant verification and testing work, and achieved good results. In 2009, assisted the Archives Department of the Administrative Office of Taichung City Government to introduce a wireless identification file management security control system, using radio frequency identification technology (Radio Frequency IDentification, hereinafter referred to as RFID technology) to develop a file management security management and control system to improve file management efficiency.
Import results
Using RFID technology for inventory, it only takes about 0.5 seconds for each volume folder on average, and 5,000 seconds for inventory of 10,000 copies, which is equivalent to 1.3 hours. The efficiency is better than manual inventory, and it can reduce human judgment errors and greatly improve inventory efficiency and accuracy.
When the file folder is not in the correct position, it can quickly scan with RFID to search for the wrong folder in real time.
Planning the shelf positions according to the storage period can make the most effective use of the filing cabinet space, reducing the need for purchasing filing cabinets and saving space.
NEC’s proposal
Using High Frequency (13.56Mhz) RFID tags, write the number of each volume folder in the file warehouse into the volume label, and paste the volume label on the inner page of the volume folder.
A database of volume folder numbers has been built in the system computer, and the contents of the database can be downloaded to the handheld extension antenna and a backpackable reader (hereinafter referred to as the handheld inventory reader) in a wired or wireless manner, and hold the handheld inventory reader to read Take the device to the archives warehouse, you can perform quick file inventory, retrieval, and expiry destruction operations.
Import background
There are more than 7,000 government agencies, institutions, and public schools in Taiwan with archives management departments, which produce more than 300 million archives each year, and it takes a lot of manpower to perform file inspections, investigations, and overdue destruction. When the retrieved documents are returned to the wrong location, a lot of manpower must be spent to find them.
NEC assisted the Taichung City Government Archives Administration in 2009 to introduce the “Wireless Identification File Management Security Control System”, using RFID technology to develop a file management security control system to improve the efficiency of file management.
Import process
File management operations include file collection, cataloging into volume folder, storage and storage, inventory check, file retrieval and expiration destruction. Due to the large number of file folders over the years, it takes a lot of time and manpower to perform regular inventory checks and expired destruction operations.
NEC uses High Frequency (13.56Mhz) RFID tags for the Taichung City Government. Write the number of each volume folder in the file warehouse into the volume label, and paste the volume label on the inner page of the volume folder. A database of volume folder numbers has been built in the system computer. The contents of the database can be downloaded to the handheld inventory reader in a wired or wireless manner, and the handheld inventory reader can be held to the file warehouse to quickly perform file inventory inventory and adjustment. Reading and expiring destruction and other operations. Labels are also affixed on the file rack. When reading the volume label on the rack with a handheld inventory reader, it can quickly display a list of all the volume clamps on the rack for inventory counting operations.
Since the volume clamps are arranged in the order of numbers, this system is specially designed to read in order based on this feature. During the inventory process, if there is a missing folder, the system will immediately sound a reminder to remind the inventory personnel to pay attention immediately. Therefore, the inventory staff does not need to complete the inventory to know which volume clamps have not been read.
System overview diagram hardware architecture
Software Architecture
A fixed RFID reader will be installed at the exit of the archive warehouse, and all the volume clamps entering and exiting the warehouse will be sensed on this reader.
Handheld inventory reader
Introduction results and future prospects
In the past, manual inventory took about 10 seconds for each volume folder, and 100,000 seconds for 10,000 copies, which is equivalent to 27.7 hours; for inventory using RFID technology, it only takes about 0.5 seconds for each volume folder and 5000 for 10,000 copies. Seconds, equivalent to 1.3 hours, the efficiency is 20 times that of manual inventory. It can also avoid human error of judgment and greatly improve the accuracy of inventory.
In addition, when the file folder is not placed in the correct rack position according to the regulations, it must be manually counted one by one; with RFID fast scanning, the wrong folder can be found in real time. In addition, planning the shelf positions according to the storage period of the volume folder can effectively use the space of the file cabinet and save space; even in conjunction with the destruction operation, the demand and cost of the volume folder removal operation can be greatly reduced.
At present, the first stage of the operation has been completed. In the future, the Taichung City Government will plan a more complete overall construction, including the function of displaying the storage location of the volume folder. According to the file list, the location of the volume folder in the warehouse can be displayed; and the access to the warehouse will be strengthened. It is planned to integrate RFID and facial recognition systems at the door of the warehouse. Operators need to use the RFID card recognized by the employee or enter a password, cooperate with facial recognition, and confirm their identity before entering the warehouse; and install an RFID security door: if If the file folder access is not registered according to the normal procedure, the folder will be detected and issued a warning when it passes through the exit. Facial recognition and the design of the safety door have reached zero contact, which will virtually ensure safety control.
Message from the person in charge of NEC system Zheng Qiaosong, deputy manager of the first SI business department of Taiwan’s NEC government, said that the application of RFID has become a global trend. Whether it is in government, finance, manufacturing, medical, transportation, semiconductor and other related industries, they are actively thinking about it. The introduction of RFID will bring greater benefits to the company (such as saving manpower, increasing accuracy, etc.). At present, advanced foreign countries also have some examples of RFID file management implementation. NEC assisted the Taichung City Government to build a wireless identification file management security control system. It will be a great innovation and a huge impact on the improvement of the operating efficiency of the file management operation process of all units in Taiwan. It is believed that in the future, many units in Taiwan will gradually introduce RFID file management systems to provide the people with better services.
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