RFID file management system solution

chrispeng December 10, 2021 Library

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　1. Project background

According to the statistics of the National Archives Bureau, as of 2008, the national archives warehouse area was 2.856 million square meters, and the archives stored were 252.845 million volumes; there are also various audio-visual archives, electronic archives with disks and discs, and microfilms. Files, etc. Moreover, every year, the archive warehouses in various places also undertake a large number of archives storage tasks, and most of the archive warehouses are close to saturation. Therefore, how to use the limited archive warehouse resources more efficiently, maximize the storage capacity of existing archive warehouses, and save archive warehouse construction funds has become an urgent problem for archives departments at all levels to solve. On the other hand, with the rise of file storage centers in various places in recent years, high-density storage of files is directly related to the economic and social effects of storage centers.

　2. Project construction goals

Applying radio frequency technology to the field of high-density intelligent archive management, making full use of the advantages of automated warehouses and many advantages of radio frequency technology, realizing automation of warehouse information management and automation of file in and out operations, playing an important role in improving the efficiency of archive circulation The role of. The use of automated warehouses in various industries at home and abroad has been fully proved that the use of automated warehouses can produce huge social and economic benefits.

Realize the informatization of intelligent management of archives. According to the daily storage, inquiry, borrowing, return, anti-theft and other specific services of archives, the circulation of archives is dynamically managed. The system uses RFID as the information carrier to collect and monitor data for each link of each archive circulation to realize archives The automation of business processing replaces the traditional paper workflow. Improve the overall business management capabilities of file management, reduce error rates, realize data sharing, improve the efficiency of file management, simplify the management process, reduce the labor intensity of personnel, and provide more convenient and effective management for file management Mode, improve the service level, and enhance the comprehensive strength of management.

At present, the application of radio frequency technology to high-density intelligent archives is less used in the file system, and there is not much experience accumulated. The combination of radio frequency technology and high-density intelligent archives can be used for high-density intelligent storage of files in theory and practice. Beneficial exploration, whether in theory or in practice, is a leap forward.

　3. Application of RFID technology in file management

3.1 Data collection in non-contact mode

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 past the reader to read the data stored in the chip. It is not afraid of harsh environments such as oil stains and dust pollution, and can work in harsh environments. Unlike bar codes, magnetic cards and other media, if the surface is not clean, it cannot be read accurately.

3.2 Large label information capacity and long service life

Compared with traditional data storage media such as barcodes and magnetic cards, the amount of data that RFID tags can store has greatly increased. With a capacity of 1K or even 8K, more information can be stored. For file management applications, basic information and borrowing of files can be fully used. Records are written into the chip for storage.

3.3 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.

3.4 Strong anti-pollution performance and durability

The carrier of traditional bar codes is paper, so it is susceptible to contamination, but RFID is highly resistant to substances such as water, oil, and chemicals. 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.

3.5 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 the paper for reading accuracy. In addition, RFID tags can be miniaturized and developed in various forms to be applied to different files.

3.6 Strong penetrating and unbarred reading

When covered, RFID can penetrate non-metal 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.

3.7 Anti-theft

The tag can cooperate with the door-shaped channel antenna to effectively realize the anti-theft function, prevent the loss of files, and realize the alarm function of illegal removal.

3.8 Can adapt to disinfection, pest control and other links

RFID tags can be adapted to the routine disinfection, high and low temperature insecticidal environments of file management, and will not cause the data stored in the tags to be lost.

　　Four, RFID file management system

4.1 Overall system architecture

This system is designed with modular components and adopts a three-layer structure system. It can be used in combination according to actual needs. The three-tier structure is: data providing layer: the data providing layer is mainly composed of two subsystems, the archive subsystem and the query hall subsystem. Business logic layer: The business logic layer includes two parts: the database server system and the business logic server. Used for data access and business logic processing. External interface layer: This layer is composed of WEB application server, middleware server and directory server. Each server can be deployed as needed, and the servers are independent of each other. This layer provides an interface for external application access and an interface for docking with external systems. Achieve more application support and support for inter-system docking.

4.2 System network diagram architecture

4.3 Archival System Architecture

The archive library subsystem assumes the roles of data provider and operator of operating information distribution in the entire system. The archive library subsystem adopts modular design and can be configured according to the needs of users. The warehouse terminal system is mainly composed of warehouse management terminals, mobile terminals, RFID tags, RFID readers and communication networks, and provides RFID data collection, operation instructions, warehouse management and other functions. The system architecture is shown in the figure below:

Warehouse Management Terminal

The warehouse management terminal is the core of the archive library subsystem. Communicate with the business logic server, receive the operating instructions and data issued by the business logic server, and decompose the operating instructions and data to the mobile terminal, receive the feedback information of the mobile terminal and notify the business logic server. Realize the control of the subordinate modules and cooperate with the business logic server to realize the linkage between the systems.

Mobile terminal

The mobile terminal is connected to the warehouse management terminal through the wireless network, receives the operation information issued by the management terminal, and confirms and feeds back the operation result to the management terminal; when a new RFID tag needs to be generated, the mobile terminal can generate a new RFID tag based on the information provided in the system RFID tags.

RFID reading and writing equipment

The read-write device mainly refers to a device installed on both sides of the warehouse’s access channel and used to scan and identify the RFID tag data information of items in and out of the warehouse. The RFID reader completes the reading and collection of file data entering and leaving the warehouse, and transmits the collected data to the management terminal.

Video surveillance system

The video surveillance system records various activities in the warehouse area by means of video. In this system, it supports the docking with the video surveillance system, and controls the video surveillance system to record files in real time, personnel entering and exiting the warehouse, storage, inventory, and consulting operations.

Access control system

The access control system is used to manage the entry and exit of warehouse personnel and the access management of valuables warehouse. Install access card readers and exit card readers inside and outside the warehouse’s entrance and exit doors to realize two-way swipe card authentication and personnel information registration. For confidential warehouses, multi-card mode or N+1 access mode can be used to provide a higher level of access control. Two pairs of RFID fixed reading and writing equipment and two pairs of infrared radio equipment are installed at the gate of the archives library. For the aesthetics of the archive, the equipment is installed in the door frame. The installation diagram is as follows:

Environmental Monitoring System

This solution integrates environmental monitoring functions, which can monitor the temperature, humidity, smoke sensor, PM2.5 and other information of the warehouse in real time, and give warning prompts according to the set threshold, which effectively improves the environment of the warehouse.

Perimeter protection system

In order to improve the safety of the warehouse and prevent unauthorized persons from entering and leaving the warehouse illegally, peripheral protection facilities such as infrared beams are deployed at the entrance and exit of the warehouse. When there is illegal entry and exit, the video surveillance system can be linked to monitor and generate an alarm.

Query the lobby subsystem

It is composed of a query workstation, a self-service query terminal, and an LED display. It is deployed in the archives query hall and is used for interactive work between archive management personnel and query personnel. The query workstation is used for the query and retrieval of archive information; the self-service query terminal provides the function of self-service query and queuing machine; the LED display screen displays information such as system prompt information and the retrieval operation progress of each file.

LED display

The LED display screen is arranged outside the warehouse to display the environmental conditions, storage conditions, access information and other data of the corresponding warehouse, which helps to strengthen the management of the warehouse.

SMS system

Illegal take-out reminder: The system will automatically send text messages to remind staff and related leaders when files are taken out illegally, and staff can efficiently intercept them.

Expected reminder for borrowing and seconding: For borrowing, the system automatically sends text messages to remind borrowers, seconded personnel and archives staff that the files that are not returned due to the secondment are due. (The expected time is configurable, such as one day before expiration, two days before expiration, etc.)

Reminders for loan and secondment due: For borrowing, the system automatically sends SMS reminders to borrowers, seconded personnel and archive staff and related leaders.

4.4 System workflow

4.4.1 File admission

1. After receiving the files, the staff of the Receiving and Sorting Office enters the file information into the system. The data entered includes: file category, file name, file number, file secret level, storage time, storage period, summary of file content, etc. An electronic label is printed out through the RFID electronic label printer, and the file information is written into the electronic label chip at the same time. The electronic label is pasted on the surface of the file box, and the basic information such as file name, serial number, category, and secret level is printed on the outside of the label.

2. The file with the electronic label pasted is sent to the safekeeping place for storage. Before storage, the storage staff scan the electronic tags of the files through RFID card readers, register the storage time and set specific storage locations, so as to establish the storage records of the files in the system.

4.4.2 File borrowing

1. Borrowing application

Install a self-service file information query machine in the utilization hall. The borrower can query the information of the required borrowing file, and print out the borrowing ticket through the query machine. The required borrowing file information (name and code) is printed on the ticket. At the same time, small The order number of the business transaction is also printed on the ticket, that is, the inquiry machine also has the function of automatic numbering of the business transaction.

2. Borrowing registration

The borrower presents the relevant certificates and the borrowing ticket, uses the hall operator to register the files that need to be borrowed and the borrower’s information, and submits the borrowing application record after confirmation; for some files that must be approved by the leader, the archives leader can do it through the software Online approval, after approval, the borrowing of audit records becomes effective.

3. File search

The file circulation management subsystem is installed on the computer of the staff in the storage area of each floor. Once there is a new borrowing application, the system will automatically display the record on the computer screen. The displayed information includes: file name, file number, storage location, etc. The staff searches the file according to the application record.

After the search is completed, the staff must scan the electronic label through the card reader to complete the file out-of-warehouse registration, and the system records the file out-of-warehouse time and the out-of-warehouse file number.

4. File lending

The staff of the depository transfer the files to the staff of the utilization hall. Before the files are handed over to the users, they must scan and register the electronic tags in the system to record the loan time and file number.

4.4.3 File return

1. After the user completes the file review, the file is returned, and the staff scans the file electronic tag, registers the return time and file number, and completes the return registration. If the user exceeds the designated review time, the system will automatically remind;

2. Before the storage staff put the files back to the designated storage place, they must scan and register the electronic tags and register the storage time. After the registration is completed, the files will become the storage status.

4.4.4 File anti-theft

All collection files are in the reading range of the reader. When the file is taken out, the RFID reader at the exit port captures the file information and checks it with the outgoing instruction information. If the file leaves the warehouse abnormally without the outgoing instruction issued by the archive management information system, the monitoring module will be activated The alarm module sends out abnormal situation alarms to prevent files from being destroyed and stolen.

4.4.5 File query management

Self-service terminal query

Self-service terminal inquiries are mainly provided for inquiries by outside visitors. Under normal circumstances, there is a certain self-service query device for other personnel to query archive information in the archive hall. Through the query terminal device, the visitor can query the corresponding archive database information according to their own authority and needs.

Networked system query

The networked system query is mainly provided to the inquirers at the leadership level or managers. Through the networked system query, real-time query and statistical analysis of all business data of the archives can be carried out. Including: file quantity, file utilization analysis, borrowing details query, etc. Provide management basis for managers and realize online monitoring of grassroots work conditions.

4.4.6 File destruction reminder

The value of archives has a time effect. The archives that have lost their archived value need to be destroyed to reduce the occupation of archive management resources. When the archives are in the library, the storage period is written into the RFID tag and stored in the central database. During the storage process, when a file reaches the storage period, the software will automatically pop up the file invalidation prompt, and the administrator will destroy it or continue the storage process.

4.4.7 File inventory management

The use of RFID technology for file inventory makes the original heavy and cumbersome file inventory work a simple and fast task. The file management system sends out the inventory instruction, and the warehouse management terminal sends the inventory instruction to the mobile terminal. The warehouse manager reads the label information of the file grid and the stored files according to the prompts on the mobile terminal, completes the inventory operation of a file grid, and proceeds in sequence Until the inventory operation of all files is completed.

4.4.8 Archives environmental monitoring and management

The environment for file management is also extremely important. Since most of the precious and valuable original files are stored in paper media, they are inevitably affected by the storage environment to a certain extent, including dust, light, humidity, temperature, etc. Influencing factors, among which the influence of environmental temperature and humidity is more prominent.

In order to ensure that the archived data can be protected intact and undamaged, the indoor environment monitoring and control system is used to achieve the environmental index requirements of the archives and data room, that is, the temperature and humidity monitoring system.

4.5 Features of Project Construction

4.5.1 Advanced RFID technology

The system is constructed using the most advanced RFID technology. RFID has many advantages such as convenient and fast reading, high-speed identification, batch identification, strong penetration, large data capacity, long service life, and high security. It is the core technology of the Internet of Things industry and the future development direction and trend.

4.5.2 Component software system

The software system architecture is built with a modular component structure to improve the scalability and tailorability of the system. Can provide highly flexible business expansion needs and streamlined business needs. Improve the application range of the software system, while meeting the different application needs of large and small customers.

4.5.3 System cascading deployment

The system uses an independent directory server. According to the server’s data, the independent file systems can be combined and cascaded to form a national-level file system. Realize the integrated query of data and archives in the entire system.

4.5.4 High security file management

This system provides high security file management. Comprehensive use of advanced access control systems (multi-card door opening mode, N+1 card mode, etc.), video surveillance linkage, environmental monitoring, infrared zone protection technology, and advanced RFID technology are used in the system to achieve multiple protections for file storage and access. Ensure the storage and access security of archives. Confidential warehouses can be set up for files with higher security levels to achieve higher access security control.

4.5.5 Precise location retrieval

On the basis of advanced RFID technology, combined with advanced software system algorithms and hardware deployment, it can support multiple retrievals of archives and achieve rapid and accurate positioning. So as to realize efficient file retrieval and access, improve the manageability of files, and improve work efficiency.

4.5.6 Efficient file access

On the basis of accurate file positioning, based on the technical advantages of RFID (high recognition speed, penetrating recognition, etc.), batch file access can be realized. When entering and leaving the archives, stack scanning is realized, which greatly improves the efficiency of file access.

4.5.7 Archive life cycle management

Many archives have a certain retention period (such as escrow business archives). This system supports the management of the archives’ life cycle, can record the start and end time of archives, and promptly remind expired archives to release archive storage space.

4.5.8 Integrated linkage

This system supports the integrated linkage of access control, video surveillance, environmental monitoring, peripheral protection, LED announcement display, SMS reminder, etc., so that these independent systems can work together to achieve maximum functional applications. Provide an integrated solution for the entire archives security, environmental monitoring, information publicity, SMS reminder, etc.

4.5.9 Information disclosure

By setting up an LED bulletin display in the archives review hall to display the current status and retrieval progress of the archives inquired by archives inquirers, it is convenient for archives inquirers to understand the inquiry situation and improve the satisfaction of inquirers. By setting up a small LED display in the archive library to display information such as inventory, warehouse visitors, environment, etc., the manageability of the archive library is improved.

4.5.10 SMS reminder

Illegal take-out reminder: The system will automatically send text messages to remind staff and related leaders when files are taken out illegally, and staff can efficiently intercept them.

Reminders for loan and secondment due: For borrowing, the system automatically sends SMS reminders to borrowers, seconded personnel and archive staff and related leaders.

4.6 Equipment composition:

The RFID file management system is mainly composed of the following equipment

Chuangyi CY-URD-200 fixed card reader