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1. Project background
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.
1.1 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 bound 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.
1.2 The order of file storage 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 disorderly file storage and difficulty in searching.
1.3 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.
1.4 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.
1.5 The management of invalid files lags 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 to grasp the storage time information of files, so that invalid files cannot be found 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. In order to solve the above problems, the Archives Bureau adopts advanced RFID technology to solve the above problems, and at the same time increases the anti-theft function.
2. According to the overall plan, the project implementation process is as follows:
2.1 Demand research and analysis stage
In June 2011, relevant professional and technical personnel went to the Taicang Archives Bureau to understand the specific business needs, according to the management status of the Archives Bureau, and conducted an in-depth analysis of the archives management to form a consistent demand analysis report;
2.2 Project implementation stage
The project implementation phase is from July to December 2011, which is mainly divided into software development and hardware debugging phases:
Software development
From the perspective of the construction content of the file real-time tracking system, the main construction content of this system includes the following five parts:
RFID monitoring management subsystem, real-time monitoring service subsystem, large-screen display subsystem, handheld terminal subsystem, short message notification subsystem.
1.) RFID monitoring management center subsystem
The main part of the system operates the establishment of core database, user authority menu management, electronic label management, file storage and exit management, monitoring management, report statistics management, real-time desktop alarm, and other information management.
2.) Real-time monitoring service subsystem
It mainly provides functions such as the creation and cancellation of electronic tags, and the establishment of statistics on the status of archives. It realizes the statistics of archives, utilization rate, abnormal rate and other related statistics. It mainly provides the tracking and monitoring of the entry and exit of archive entities, and the legitimacy of the entry and exit of the library. Check and notify other subsystems of the error.
3.) Handheld terminal subsystem
Mainly provides the information collection function on the warehouse archives.
4.) SMS notification subsystem
It mainly provides SMS sending function. Such as reminders of abnormal alarms and reminder text messages for reminding files.
5.)Large screen subsystem
It is mainly used to display real-time monitoring status, camera monitoring status, file borrowing status and statistical display, as well as auxiliary information such as date, temperature and humidity.
Channel design
The design of the passage plan is designed after the site survey. First, we will introduce the situation of the four passages. The passages have also been introduced in the previous section. There are two main types of passages: the small door of the archives room (three) and the door of the archives hall (one). ): At that time, the two types of doors each provided two options for the leaders of the archives bureau to choose:
Two design options for the door
Door size introduction
◊ Marble width above the door frame: 65cm
◊ Marble width on both sides of the door: 80cm
◊ There are four doors: a total of 408cm, and the width of each glass door is about 100cm
◊ The width of the glass on both sides of the four doors: 115cm
The reader and laird antenna are installed under the marble and need to be fixed (the ellipse is the coverage area). The outside of the antenna is decorated in the form of a lampshade, which is a white chocolate board:
Two design schemes for small doors (the dimensions of the three doors are the same)
Option II: The reader and laird antenna are installed under the ceiling (customized into a box shape, ellipse is the coverage area)):
Hardware installation
There are many factors to be considered for on-site implementation, and multiple factors such as wiring, power connection, reader fixation, antenna fixation, and equipment debugging need to be considered.
A very important link in the implementation of the project is the coverage test, so a very important point is the determination of the antenna position. According to the design, the small door antenna is installed on the ceiling, and the door is designed to be installed under the marble door frame. The antenna in this Taicang Archives project uses a laird antenna.
◊ Installation and debugging situation of the small door of the archives bureau
The small door antenna is fixed by a bracket. The bracket is installed on the hoop. The length of the hoop is 1m. The antenna can be installed at the position of the hoop and can be moved as needed. Make holes in the hoop, as shown in the following figure:
Picture of hoop
The effect of hoop installation (due to the darker ceiling):
Picture of hoop installation on site
Installation scene on the ceiling
Analysis: Although the sizes of the three small doors on site are the same and the theoretical conditions are the same, the surrounding environment is different. Because radio waves are greatly affected by the environment, there is no filing cabinet next to one of the doors, so on-site debugging is relatively simple. , The covering effect is better. The other two doors of the filing cabinet next to it are more complicated. Make sure that the label next to the cabinet cannot be read on site. A small door is listed below, as shown in the figure below:
The distance between the door and the filing cabinet is very close (2m)
Installation situation: Install the antenna on the hoop on site, the distance between the antenna and the wall is 1m, the distance between the two antennas is 50cm, and the angle between the antenna and the horizontal is about 30 degrees, as shown in the following plan:
Test situation: The reader power is set to 32.5dbm, the sensitivity is set to -70dbm by default, the test effect is good, the signal under the door is very good, there is no blind zone, there is no signal at the position 1m away from the door, outside the door, if you close the door, you will read No label, meeting customer requirements.
◊ Installation and testing of the gate of the Archives Bureau
The gate antenna is installed under the marble door frame, fixed under the ceiling with a wooden board, then the antenna is fixed under the wooden board, and finally covered with an organic cover. The antenna direction and the horizontal angle are 0 degrees, and four are actually installed on site. antenna.
Lampshade for fixing the antenna
Organic Chocolate Lid
Test situation: The power of the reader can be set between 30-32.5dbm, and the default sensitivity is -70. The test situation is good and there is no blind zone.
2.3 System operation phase
In December 2011, complete system optimization adjustment and upgrade, key user joint testing, user training, and formal launch.
3. Application value
This solution uses long-distance RFID radio frequency identification technology and network information technology to intelligently and informatize the archives of Taicang Archives Bureau to realize automatic recording and tracking of warehouse access, library access, filing status and other functions.
Distributed operation and real-time monitoring and management; automatic reading and tracking of file status, archiving, and automatic identification of readers can more efficiently complete various business operations, improve efficiency and value, realize safe management of file warehouses, and prevent maliciousness Violation such as sabotage.
Stable and mature three-tier structure. The system adopts the industry’s mature three-tier architecture as the technical framework of the overall solution, and expands it. The three-tier architecture can reduce the dependency between layers; it is good for standardization; it is good for the reuse of logic at each layer. , Corresponding interfaces are provided between layers. When the business or functional requirements of the application system change, the function can be expanded by simply modifying or adding the corresponding layer.
The software is highly practical and easy to understand. On the one hand, the software is customized according to the actual needs of the business department, without fancy and unrealistic functions, simple and clear, and can be used without complicated professional skills and special training. On the other hand, the interface and operation methods of the software are related to users. The familiar Windows operation interface is highly close, giving users a sense of intimacy.
High configurability and strong customization ability. The system has strong user customization and personalized settings capabilities. For many user personalized settings and business process changes, there is no need to modify the program, just simple configuration of the software can be realized.
Easy to maintain, high reusability, and strong flexibility. The system is divided into modules based on the principle of high cohesion and low coupling. Each module is composed of highly related services, and between modules, as much as possible to make them exist independently. When the business or functional requirements of the application system change, you can simply modify or modify the corresponding modules. Increase and do not affect other unrelated business modules to achieve functional expansion.
Complete safety guarantee system. According to the overall security requirements of the system, a unified security assurance system is planned to solve user management, classification, authorization, and demonstration. The system provides flexible customized user group functions, convenient and flexible group authorization management functions,
Fully meet the safety management problems caused by organizational structure, personnel, business process adjustment and other reasons according to business needs. The system encrypts sensitive information such as passwords, further improving system security.
Standardized design. Following the principle of standardization, the entire program complies with the relevant standards and specifications of the archives. The WebService technology adopted is convenient for interaction and seamless integration with other systems.
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