RFID Housing Management Bureau Archives Information Management Construction Plan
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1.1 Project background
With the widespread application of information technology, people are increasingly aware of the importance of new technology to improve management and efficiency.
The radio frequency identification technology (Radio Frequency Identification, hereinafter referred to as RFID) that emerged in the 1990s is a technology that uses radio frequency signals through spatial coupling (alternating magnetic field or electromagnetic field) to achieve contactless information transmission and achieve identification through the transmitted information Technology.
1.2 Demand analysis
Based on the various problems existing in the archives management of the Housing Management Bureau, combined with the advanced Internet of Things system and RFID technology, the current archives management system is upgraded and transformed to realize the intelligent management of archives information, improve the accuracy of archive access, and improve Retrieval and borrowing efficiency, enhance the security of archives in storage, query and other links:
1.2.1 Informatization of file management
According to the daily storage, inquiry, 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 in each link of each archive circulation to realize the automation of archives business processing. And informatization.
1.2.2 Improve the accuracy of file access
Through the information management of the file storage information and the use of RFID electronic tags, the system can accurately locate the file storage location when the file is accessed. At the same time, the mobile terminal system can be used to scan the stored files to accurately obtain the storage location of the files.
1.2.3 Improve the efficiency of retrieval and house transfer
Use RFID technology to manage files, realize automatic positioning and location reminding functions of borrowed files, reduce the time for searching files, and improve the efficiency of house passing. Reduce the workload of archive management staff and improve overall work efficiency.
1.2.4 Improve inventory efficiency
Use the mobile terminal to count the inventory files, instead of the traditional manual counting method, and improve the efficiency of the inventory.
1.2.5 Improve file security
By assigning RFID identification tags to the archives, in conjunction with the RFID access control system and video surveillance system, the security of the archives is improved and the archives are automatically identified in the handling of various businesses of the Housing Management Bureau.
1.3 Construction goals
The purpose of the system construction is to solve the management technical problems in the archives management of the Housing Management Bureau. According to the daily business of the Housing Management Bureau’s file management, the file circulation is dynamically managed. The system uses RFID as the information carrier to carry out each link of each file circulation. Data collection and monitoring realize the automation of archival business processing, thereby replacing the traditional paper-based 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.
1.4 RFID file management construction plan
1.4.1 Construction structure planning
Based on the RFID file management system of the Housing Management Bureau, it is composed of three parts: the file issuing center, the identification base station, and the file management platform.
File distribution center: through the distribution center, each file is equipped with passive tags, and the file information is recorded in the system, and the tags are associated with each other. Write file information into the RFID chip (file number, house user, location information, establishment time, etc.)
Recognition base station: Two RFID readers are equipped near the entrance and exit gates of the archives warehouse. When the tagged files approach the recognition range, the RFID readers will automatically recognize the entry and exit status of the files and automatically record the information of the files carried. Achieve strict control over the access to each file. The handheld device updates the file information through the terminal, and performs applications such as patrol and inventory of the archives through the handheld device.
Archives management platform: It is composed of monitoring subsystem and archives management subsystem. Provide users with alarm, SMS reminder, and electronic label management applications through the monitoring subsystem. Provide users with warehouse management, file location management, file query, file creation and other applications through the file management subsystem.
1.4.2 System network planning.
1.4.3 Business Process Planning
In today’s informatization of real estate archives management system, the real estate archives informatization system is mainly composed of three functional modules: information utilization, information sorting and entity management. The basic business process of the real estate file management system is shown in the figure. Although the specific internal execution of different departments and different types of files is different, the system as a whole is composed of the above three functional modules.
The entity management function in the real estate archives management information system based on RFID technology. The entity management functions in the intelligent file management system include warehouse location information management, entity signing, file transfer, supplementary data processing, file inventory, warehouse management, entity internal commissioning management and other services. The design of the RFID intelligent information system for real estate archive entity management is as follows:
(1) Take the portfolio as a unit, and each portfolio has an electronic label attached.
(2) RFID readers are installed at the entrance and exit of the archives.
(3) During the entire life cycle of the archive entity, the archives are not allowed to be replaced until the archives are created from the archives and are stored in the warehouse until the archives are destroyed.
(4) Each file rack is affixed with an electronic label, which is called the file rack label, and each layer of the file rack is also affixed with a label, which is called the file rack layer label.
(5) The archives have an information system based on bar code technology to complete the information processing work of archives sorting, signing, warehousing, exporting, and inventory.System development goal: to ensure the smooth transformation of the original information system business process of the archives to the new process of intelligent archives management, realize the information flow management as the core, link all the business activities of the archives, and complete the effective sharing of archive electronic label information
1.4.4 System function planning
1.4.4.1 Business classification of archives
There are many real estate business classifications, and which business files need to be archived can be set freely here.
1.4.3.1 Archive information selection
The archive management system is a natural extension and organic part of all business management systems. Some information needs to be returned while others do not need to be archived. By maintaining archived information, the selection of effective information can be achieved.
1.4.3.2 File query and maintenance
The purpose of real estate file management is not only for preservation, but also for inquiries. Provide factual basis for business handling. Through this function, the user’s query requirements can be realized.
1.4.3.3 Real-time information storage
For business management information, after the classified maintenance of archives, the maintenance of archived information, and the maintenance of archives query and maintenance, it can be automatically archived-business information is stored in the database.
1.4.3.4 History information input
For historical business information, it can be manually entered or automatically imported (data migration) to the archive library for use.
1.4.3.5 File information query
In the file business information query, a new case location function is added, which allows you to view the location information of the selected case, the file where the selected case is located, all the cases in the location, the file information, and the business information corresponding to the case.
View the historical information of the case, you can track the historical information of the case arbitrarily according to the case or the house, and the history can be tracked at the same time.
1.4.3.6 Modification of file information
Modify the archived error information.
Usually real estate business files are permanent or long-term and should not be changed. Our software first strictly controls the authority to change information, and secondly saves a change log for any changes.
1.4.3.7 File warehouse management
Real estate archive management can not only enter the detailed content of each case file, but also maintain the warehouse location, box number, volume number, etc. of the file after the data is stored to facilitate the management of the file. The following file operations can be performed: temporary destruction, release of temporary destruction, permanent destruction, file movement, file location, and file heading. File synchronization, file synchronization information, print mobile list, clear mobile list, operation information to view the corresponding business of permanent volume (define the business that needs to establish permanent volume). The following location operations can be done: adding a single location, adding locations in batches, modifying location information, deleting locations, and facility storage categories.
1.4.3.8 Entry of file number
When filing a business case, you need to enter the file number of the file according to the specific situation. The system provides a unified interface, and you can query through the receipt number or house code, and then directly enter the file number, which simplifies the process of file storage and improves work efficiency.
1.4.3.9 Batch modification of files
Due to the misoperation or negligence of the handling personnel, the input data and text data are often inconsistent. The system provides batch modification functions in the file system, displays case application data on the interface, and selects the fields that need to be modified, such as the location of the house and the file. Number etc. After entering the modification interface, you can view the original data first, and then fill in the modified expected value in each field to be modified.
1.4.3.10 File inventory
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 file grid and the label information of the stored files according to the prompts on the mobile terminal, completes the inventory operation of a file grid, and proceeds in sequence until Complete the inventory operation of all files.
1.4.3.11 File anti-theft
Install an access control system in the warehouse to manage the entry and exit of the warehouse personnel. A four-channel card reader is installed in the entrance and exit doors of the warehouse to realize the alarm and automatic collection of the illegal information of the archives.
1.4.3.12 Return of house files
After completing the relevant housing procedures, the house files need to be returned. The staff receives the returned files, scans the files with the self-inquiry machine in the warehouse, displays the relevant information of the files and the location where they should be stored, and stores the files on the file shelf.
1.4.4 RFID electronic label planning
1.4.4.1 Electronic label installation planning
File box 1 label installation icon (inside the paste box)
File rack label installation icon (in the paste box)
File storage compartment RFID label installation icon (attached to each compartment)
1.5 Advantages of Project Construction
Advanced RFID technology
The system is constructed using the most advanced RFID technology. RFID has many advantages such as convenient and fast reading, fast recognition speed, 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.
Non-contact data collection
RFID technology has greatly enhanced the information collection, exchange and tracking capabilities of the management of the housing management bureau on the archives of the warehouse. The manager does not need to open the file box, but only needs to read the label of the file box through the RFID portable reader to obtain the detailed information and data of the file. Different from bar codes, magnetic cards and other media, RFID electronic tags are not afraid of oil stains, dust pollution and other harsh environments, and can work in harsh environments.
Large information capacity and long service life
Compared with traditional data storage media such as barcodes and magnetic cards, RFID tags can store a large amount of file information. Its storage space ranges from 1K or even larger. At the same time, the data storage time can reach decades or even longer. Repeated use, for file management applications, the basic information and borrowing records of the file can be written into the RFID tag for storage.
High security
The data access of the RFID file management tag is protected by a password, and the identification code is unique and cannot be counterfeited. This high-security protection measure makes the data of the precious file information difficult to be forged and tampered with.
Anti-pollution and durability
The carrier of traditional bar codes is paper, so it is susceptible to contamination. However, 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 damage; RFID tags store data in the chip, so they are protected from contamination.
Strong penetrating 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.
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.
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.
Accurate 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.
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.
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.
Integrated linkage
This system supports the integrated linkage of access control, video surveillance, environmental monitoring, peripheral protection, LED announcement display and other systems, so that these independent systems can work together to achieve maximum functional applications. Provide integrated solutions for the entire archives security, environmental monitoring, information publicity, etc.
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.
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