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1. The status quo and problems of file management
In recent years, my country’s archives industry has made great progress. The scale of archives industry has expanded and the number has increased day by day. The types of archives have become increasingly diversified, and the amount of information has expanded rapidly. However, the problems caused by traditional file management methods and technologies have become increasingly prominent:
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 under the traditional management mode, management personnel are very inaccurate to grasp the storage time information of files, so that invalid files cannot be discovered 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. Advantages of RFID technology solutions
2.1 Introduction to RFID technology
RFID (Radio Frequency Identification), or radio frequency identification, is an automatic identification technology that emerged in the 1990s. A typical RFID system consists of three parts: a radio frequency electronic tag, a reader or reader, and an antenna. It is a comprehensive technology that integrates coding, carrier, identification and communication and other technologies. The main principle is to use radio waves to read, write and identify a marked medium. Non-contact is its obvious feature. In practical applications, the reader writes data in a specific format into the RFID tag, and then attaches the tag to the surface of the object to be identified. The reader can also read and identify the electronic data stored in the electronic tag without contact, so as to realize the functions of long-distance, contactless collection and wireless transmission of object identification information.
2.2 The advantages of applying RFID technology to file management
1. Non-contact data collection. 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 in front of the reader, and the specific name, quantity, file summary and other information of the files in the box can be displayed on the computer screen, which reduces the manager’s The operation link improves the operation efficiency, which helps to manage and implement the dynamic management of inventory files.
2. Fast scanning, and a large amount of one-time data processing. The RFID reader can quickly read multiple related data information including cargo location information and file content summary information from multiple radio frequency tags at the same time. For example, some readers can read data of 200 tags per second, which is more than 100 times faster than traditional scanning methods.
3. The label information capacity is large, the service life is long, and it can be reused. Compared with traditional data storage media such as barcodes and magnetic cards, the amount of data that RFID tags can store is greatly increased, reaching a capacity of 1K or more; the content of the tag can be repeatedly erased and written without damaging the function of the tag, thus The label can be reused.
4. 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.
5. 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 damage; RFID tags store data in the chip, so they can be protected from contamination.
6. 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.
7. Can be reused. Nowadays, the bar code cannot be changed after it is printed, and the RFID tag can repeatedly add, modify, and delete the data stored in the RFID tag to facilitate the update of information.
8. Penetrating and unbarred 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.
9. The label has anti-theft function. Cooperating with the gate-shaped channel antenna, it can prevent the loss of files and realize the alarm of illegal removal.
3. Project plan design
3.1 The overall framework of the project
The idea of on-site management is to manage the door of archives, including archive entry, inventory, inspection, anti-theft management, destruction management, etc.
3.2 Channel design scheme
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). ).
Four, hardware product application program
4.1 RFID data management system
The system consists of a central database and a terminal manager, which is the data access center and information input and output terminals of the system. The terminal manager includes a reader and a handheld reader, and is an important port for the central database to obtain and output information. The function of the reader is responsible for writing the information in the database to the label or importing the information in the label into the database; the handheld reader is the hardware for the administrator to collect and communicate on-site information, and the administrator imports the collected data to The central database provides data support for the use of various functions of the file management information system.
4.2 Archives Management Information System
The system consists of a storage location management subsystem, a query management subsystem, a destruction management subsystem, and a safety management subsystem. The storage location management subsystem is composed of the storage location automatic identification module and the archives automatic identification module, and the safety management subsystem includes a monitoring module and an alarm module.
Five, hardware product application program
5.1 Label selection and design
1. Setting of label information items
The information items stored on the file label include: file category, file name, file number, case secret level, storage time, preservation period, summary of file content, etc. The information items stored on the storage location label include: storage location type, storage location number, stored file number interval and quantity.
2. Label system
It is recommended to use Label for label production, which can print information on it and paste it in the position required by the customer.
3. Label safety
In the file label, the electronic label is sealed into a card or self-adhesive paper and affixed to each file box or file. The file box is made of plastic or paper material, which facilitates the pasting and removal of RFID tags. At the same time, the box body is not easy to be damaged and can be recycled to reduce storage costs. Considering the needs of moisture-proof and moisture-proof, a small amount of desiccant can be placed in the box.
5.2 Reader installation
In the archives project, readers are installed on the ceiling of the archives room. The normal operation of the equipment requires an external 220VAC power adapter and a local area network or wireless local area network coverage for data transmission. Connect the TCP/IP port of the RFID tag reader to the computer network port, so that the data read by the RFID tag reader can be transmitted back to the server through the network or wireless network.
Reader products:
5.3 Handheld reader
It is used for file inventory, cleanup, etc. For the information that cannot be matched, the management personnel shall carry out on-site verification with a handheld reader, modify the system information or on-site information, so as to complete the file inventory.
RFID handheld reader based on Windows CE 5.0, this product has the advantages of low power consumption, multiple data interfaces, simple human-computer interaction interface, etc., and can be widely used in various RFID systems. Typical applications include:
※ Logistics and warehousing management: logistics industries such as item flow and warehousing management, as well as post office flow management systems for mail, parcels, and luggage transportation;
※ Supply chain application field: the application of goods supply process;
※ Product anti-counterfeiting detection: use the write protection function of the memory in the label to identify the authenticity of the product;
※ Other fields: in club management, library, student registration, consumption management, attendance management, and other systems have been widely used.
Features:
? It is an ultra-perfect combination of integrated PDA and RFID data collection, using a streamlined windows CE embedded operating system, which can realize RFID data collection and storage functions;
? Comprehensive functions, with Bluetooth, WIFI, GPS, GPRS (3G), one-dimensional and two-dimensional bar code functions; (optional, users can choose whether to add these modules according to specific needs);
5.4 Antenna installation
In order to ensure the reading of file tag data, the specific conditions of the channel are required. The customer must pay attention to the beauty and the best effect at the site. Therefore, consider installing the antenna in the ceiling for the small door of the file room, and adjust the antenna azimuth on the spot. The laird antenna is used in the field.
The antennas using Laird technology are circularly polarized and linearly polarized antennas, which provide signal reception and transmission technology in the 902-928M frequency band. Laird Technology’s industry-renowned design method achieves the highest efficiency and performance in the entire frequency band.
characteristic:
- Ultra-thin
- Very low VSWR and shaft ratio
- Weather protection cover
- Wide selection of connectors and cables
- Polarized antenna and linear antenna
Application occasions:
- storehouse
- Airport Hospital
- Traffic terminal
- Conveyor belt
- Logistics management
- Personnel management
6. File label collection
Label One (Impinj E33)
Label one (NXP UCODE G2)
Label Three (129*9)
Label four (Label)
8. File classification
Division according to the concept of archives: refers to the division of the extension of the concept of archives, that is, under the general concept of archives,
Divided into many specific file concepts, usually also called file category division. The basis and name are:
8.1 Form points based on files
According to the archives, it can be divided into national institution archives, party group archives, enterprise unit archives, public institution archives, celebrity archives, etc. Each type of social organization file is divided into specific social organization files.Each independent social organization file is the basis for dividing the fond, and each type of social group
The organization of archives is the basis for the division of fonds.
8.2 According to the nature of the file content
According to the nature of the file content, it can be divided into legislative files, administrative files, litigation files, military files, diplomatic files, economic files, science and technology files, art files, religious files, and so on. Each of the above-mentioned files can be subdivided in detail.
Because people are engaged in different professions, they have specific requirements for archives. This division is meaningful for people to retrieve and use archives from different angles.
8.3 According to the carrier form of the archives
According to the carrier form of the archives, it can be divided into stone files, clay tablets, oracle bone files, inscriptions files, bamboo slip files, silk silk files, paper files, papyrus files, sheepskin files, wax board files, palm leaf files, and birch files. Bark archives, film archives, tape archives, etc. (see the literature on multiple new carriers in color pictures).
8.4 According to the method of recording information
According to the way of recording information, it can be divided into text files, graphic files, and audio-visual files. Audiovisual files are divided into photo, audio, video, and video files. The above-mentioned types of files have their own particularities in terms of management, provision and utilization.
8.5 According to the method of recording information
It can be divided according to the way of recording information. Generally can be divided into ancient archives, modern archives and modern archives. Ancient archives and modern archives are often collectively referred to as historical archives. In China, it is usually divided into two categories: the archives of the People’s Republic of China and the archives of the People’s Republic of China before the founding of the People’s Republic of China. The archives before the founding of the People’s Republic of China are divided into archives of successive dynasties, archives of the Republic of China, and archives of the New Democratic Revolution. Archives are the products of different eras, and this division is meaningful for understanding the characteristics of the era of archives.
8.6 According to the form of file ownership
According to the form of file ownership, it can be divided into state-owned files, collectively-owned files and individual-owned files. In foreign countries, it is usually divided into public files and private files. For archives of different ownership, different collection and management methods shall be adopted in accordance with the provisions of archives laws and regulations. Archives owned by the state must be handed over to the National Archives in accordance with regulations.
The transfer of ownership of archives owned by collectives or individuals is generally carried out on a voluntary and legal basis. The owner of the archives can donate, sell or deposit to the National Archives.
8.7 Common file types are divided
In China, the common types of archives are divided into three categories: document archives, science and technology archives, and special archives, and then subdivided; and archives are divided into two major categories, ordinary files and specialized files, and then subdivided. ; Divide the archives into two categories: social management archives and science and technology archives, and then subdivide them.
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