Intelligent file management system based on RFID technology

chrispeng December 12, 2021 Library

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1. Project overview

1.1 Current status of file management

The number of various information archives of the state, enterprises and institutions is increasing day by day, the types of archives are becoming more and more diversified, and the storage of paper information is rapidly expanding; and the problems caused by traditional file management methods and technical means are also becoming more and more obvious, which has led to my country The information management of the archives industry can no longer meet the actual needs, which is mainly reflected in the following aspects:

(1) The file workflow is cumbersome and inefficient, and the organization time is long. The management of archives is done by traditional manual processing, which is both tedious and inefficient.

(2) The order of file storage is easily disrupted. Due to the randomness of manual operation and some unavoidable errors, the order of file storage is inevitably disrupted, resulting in disorderly file storage and difficulty in searching.

(3) File verification and retrieval takes a long time. With the increasing size and number of types of files, it is necessary to filter all files when searching, checking and cleaning up a certain file.

(4) The security capability of files is weak, and the security of files cannot be effectively protected to prevent files from being damaged by malicious theft.

(5) The degree of file information is low. Traditional management cannot realize the informatization of archives management; manual recording is difficult to make timely and accurate statistics of archive utilization.

(6) The efficiency of file inventory is low. Due to the large number of files, the workload of inventorying all files is unimaginable, and it will be a very huge project.

In view of the various status quo of current archives management, the technical upgrade 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 more convenience to the informatization and automation of file management, and has unparalleled advantages over other technical methods. Promoting the transformation of traditional concepts and improving the awareness of modern archives management have played a strong role in the formation of new types of archive storage and utilization.

1.2 System construction goals

The goal is to realize the intelligence and informatization of archives management. 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 tags as the information carrier to collect and monitor data in every link of each archive circulation. The automation of file business processing replaces the traditional work flow. 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 the same time, it fully embodies the technical advantages of the industry and is in line with the intelligent management of international archives.

2. System Features

2.1 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 of the Internet of Things industry.

2.2 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.

2.3 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.

2.4 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.

2.5 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.

2.6 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.

2.7 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.

2.8 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.

2.9 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.

3. System architecture and deployment

3.1 Overall system architecture

The system architecture diagram is as follows:

3.2 Archive library subsystem:

The subsystem is deployed in the archives warehouse and consists of warehouse terminals, RFID mobile terminals, and supporting networks, access control systems, environmental monitoring systems, video monitoring systems, and peripheral protection systems. Realize the management of archive warehouse.

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, RFID 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:

3.2.1 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.

3.1.2 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.

3.1.3 Environmental monitoring system:

The integrated environment monitoring function in this solution can monitor the temperature, humidity, vibration 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.

3.1.4 Peripheral 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.

3.3 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.

3.3.1 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.

3.4 System deployment

Four, system function

The RFID intelligent file management system adopts advanced radio frequency identification (RFID) technology and mature computer software technology and is developed according to the actual needs of file management. The system uses RFID as the information storage medium from various management links such as archive generation, archiving, borrowing, search, inventory, and security, and stores the basic information and usage records of the archive in the RFID chip. Utilizing non-contact handheld, desktop, and channel-type RFID reading and writing equipment, and closely cooperating with the back-end database management system, the information management of the work process of borrowing, returning, searching and inventorying of archives can be realized in an all-round way. At the same time, the management system can conduct linkage management with the existing monitoring system to realize seamless connection between systems; and apply mature RFID technology to county-level archives to realize the exchange and transmission of information with municipal-level archives.

System function diagram

System login interface

4.1 File access management

4.1.1 File storage

1. After receiving the files, the organizer enters the file information into the system. The data entered includes: file category, file name, file number, file secret level, storage time, preservation period, summary of file content, etc. The saved file information is written into the electronic tag chip through the RFID electronic tag reading and writing device. Under normal circumstances, the electronic label is placed on the surface of the file box, and the label surface can be printed with basic information such as file name, number, category, and confidentiality level according to specific business needs.

2. According to the information of the file, the system automatically allocates the storage space of the file and sends the information to the RFID mobile terminal. After the storage staff find the corresponding storage location, they read the file electronic label and storage location electronic label information through the RFID mobile terminal to confirm the storage operation of the file.

4.1.2 File borrowing

1. Borrowing application: using the self-service file information query machine installed in the file hall, the borrower can query the information of the required borrowing file, and print out the borrowing ticket through the query machine, and print the required borrowing file information (name and Code), as well as the process of business processing, that is, the query machine also has the function of automatic numbering for business processing, and at the same time completes the statistical summary of the use of various file data by outsiders.

2. Borrowing registration: the borrower presents the relevant certificates and the borrowing ticket, the staff register the files needed for borrowing and the borrower’s information, and submit the borrowing application record after confirmation; for some files that must be approved by the leader, the archives leader can pass The system is approved online, and after approval, the borrowing audit record becomes effective.

3. File search: After the database management terminal receives the borrowing application information, it automatically queries the storage information of the file and sends it to the RFID mobile terminal. The file management staff locates the storage location of the file according to the prompt information on the RFID mobile terminal. After locating the cargo location, scan and locate the specific location of the data to be found through the RFID mobile terminal, and take out the file. Read the file’s RFID tag information and file location tag information respectively, and complete the search file confirmation.

4. File lending: The management staff transfers the files to the hall staff. Before the files are handed over to the borrower, they must use the system equipment to collect the file electronic label information, and the system automatically records the lending time and file information.

4.1.3 File return

After the user returns the file after using the file, the staff collects the file electronic tag information, the system automatically registers the return time and file, completes the return registration, and then puts the file data back to the designated location and reads the file and file shelf label information through the RFID mobile terminal to confirm Put back in operation. If the user fails to return the file information in time after the designated borrowing time, the system will automatically send out an alarm reminder.

4.2 File query management

4.2.1 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.

4.2.2 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.

4.3 File anti-theft and loss management

The system realizes the anti-theft and loss management of archives and on-site monitoring. Install RFID fixed readers and infrared beam systems at the exit of the archives room, install a video surveillance system for each entry and exit channel, and connect to the management center system through a network. The operator wears an ID card, and the system performs identity authentication for the operator when entering and leaving the warehouse; for those who enter and leave the warehouse without wearing an ID card, the infrared beam system will generate an alarm.

When the archive materials are allowed to be taken out from the archive rack, the archive tag information is collected by the exit RFID access control channel and checked with the outbound instruction information. If the archives leave the warehouse abnormally without the authorization of the archives management information system, the monitoring module will activate the video surveillance system and activate the alarm system to send out abnormal alarms to prevent the archives from being destroyed or stolen.

4.4 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 an inventory instruction, and the warehouse management terminal sends an inventory instruction to the RFID mobile terminal. The warehouse manager reads the file grid and the label information of the stored files according to the prompts on the RFID mobile terminal, and completes the inventory operation of a file grid. Proceed in turn until the inventory operation of all files is completed.

4.5 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.