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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:
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(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 stapled 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.
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(2) The order of file storage is easier 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.
(3) Long time-consuming file review
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.
(4) The inventory operation of files 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.
(5) The management of invalid files is lagging 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 in grasping 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. As a new generation of material tracking and information identification, the rapid development of RFID (Radio Frequency Identification Technology) technology has brought the possibility of automation and intelligence in file management, and has unparalleled advantages in other methods.
2. Scheme design of RFID technology applied to file management
(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 integrates multiple technologies such as coding, carrier, identification and communication. 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) Applying RFID technology to file management has the following advantages:
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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, reducing the manager’s The operation link improves operation efficiency and helps managers implement 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 easy to be contaminated, but RFID has strong resistance to water, oil, chemicals and other substances. In addition, because the barcode is attached to the plastic bag or the outer packaging carton, it is particularly vulnerable to breakage; RFID label stores the data in the chip, so it can be protected from contamination.
6. The volume is miniaturized and the shape is diversified. 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. It can be reused. Nowadays, the bar code cannot be changed after it is printed. The RFID tag can repeatedly add, modify, and delete the data stored in the RFID tag to facilitate the update of information.
8. Penetrability and non-barrier 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 tag has the EAS anti-theft function, and cooperates with the door-shaped channel antenna, which can prevent the loss of files and realize the alarm function of illegal removal
(3) Design of functional modules of RFID-based archive automation management system
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In view of the above advantages of RFID, its application in archives management can not only greatly improve the efficiency of management, but also help to improve the security of archives management. Therefore, a set of automatic file management system based on RFID technology is mainly composed of RFID data management system and file management information system, as shown in Figure 1.
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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 role of the reader is responsible for writing the information in the database to the tag or importing the information in the tag 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.
2. File 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.
3. The specific functions of the system are as follows:
(1) Storage location management subsystem: This subsystem can automatically match the file box number stored by the file automatic identification module and the storage location number stored by the storage location automatic identification module, so that it is better when the files are in and out of the library. Realize the positioning of archive storage. In addition, the storage location automatic identification module also has the functions of storage location allocation and storage location information management, which can realize the visualization and dynamic management of archives storage locations.
(2) Inquiry management subsystem: When files need to be consulted, this subsystem provides file cataloging inquiry, confidentiality inquiry, etc., and sends out the library instruction, and the instruction transmits the inquiry signal to the file rack through the computer bus, so that the file rack is put on the file rack. The indicator light is on, and the management personnel perform library operations according to the indicator light.
(3) Destruction management subsystem: Before the archives are put into storage, the storage period of each file is set in the destruction management subsystem. When the storage period is reached, the destruction management subsystem automatically reminds the management personnel of the relevant information of the invalid file. Personnel for further processing. Managers can also view the archive information that is about to expire or has expired from the subsystem.
(4) Security management subsystem: This subsystem is responsible for file anti-theft and on-site supervision, and implements the security mechanism of file management. When the archive box leaves the storage location under abnormal conditions (referring to the case where the outbound instruction is not issued by the query subsystem), the reader installed in the storage location area will capture this information and wirelessly transmit the file information back to the management system. The monitoring module will immediately send this abnormal information to the alarm module, and the alarm module will send an alarm to the computer control center after receiving the information.
In summary, the RFID data management system and the archive management information system realize the connection between the systems through the system interface. The RFID data management system realizes the collection, storage, and reading of electronic tags of archive data; the archive management information system realizes the archive information Application and management. At the same time, different permissions can be set for system users to realize the security management of users.
(3) Application scheme of hardware equipment
Generally speaking, the area of the file warehouse is small, and readers and passive electronic tags in the high frequency or ultra-high frequency (HF/UHF) frequency band can be selected. RFID tags can be divided into file tags and storage tags according to different uses.
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1. Setting of label information items
The information items stored on the file label include: file category, file name, file number, file 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 installation
² In the file label, seal the electronic label into a card or self-adhesive paper and stick it on 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 damage 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.
² The storage tag generally only needs to be installed once when the storage location does not need to be adjusted or the tag is not damaged. The storage tag is directly installed on the supporting beam directly below the storage location.
3. Introduction of electronic label:
UHF (VANCH EPC Class1 Gen2) electronic label:
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HF (NXP ICODE SLI-SY) electronic label:
Main features:
40 years of data storage
·Comply with ISO 15693 / ISO 18000-3
· 2,048 bytes of on-chip storage
·Password optional electronic anti-theft function
·Password-protected write commands to prevent unauthorized data tampering
·Password protection privacy mode
· Benchmark RF performance and reliability
4. Reader installation
Install the reader on the wall or ceiling of the file room. The normal operation of the device requires an external 110-240 VAC power adapter and a local area network or wireless local area network coverage for data transmission. Connect the RJ45 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.
(1) Reader introduction:
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5. Antenna installation
In order to ensure the reading of the file tag data, the antenna layout needs to be determined according to the actual situation of the file room, including the size and style of the file cabinet and the file storage rack, to ensure the best read and write effect, and the antenna needs to be customized.
6. Multi-antenna splitter
VX-3 UHF RFID antenna splitter is the latest generation product developed by Wanquan Intelligent. The splitter is an UHF antenna splitter with 1-8 interfaces, which can be used for networking and distribution of RFID antennas in real-time file asset tracking and smart shelves. The VX-3 antenna splitter is composed of a main antenna splitter and a slave antenna splitter.
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Up to 32 RFID antennas can be connected to each RF output port (ANT1~ANT8) of the main antenna splitter. That is, each main antenna splitter can support 4 slave antenna splitters. Note: Considering the actual application occasions, the actual number of antennas may not reach 256 antennas. Please plan reasonably to maximize the performance. Flexible antenna layout, expand the radius of read and write control, and greatly save system cost.
(1) Main antenna splitter
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7. Handheld reader
It is used for file inventory, clean-up along the shelf. 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.
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(4) The process design of RFID technology applied to archives management
(1) Admission
Before the new archives are put into storage, the new archives must be cataloged according to the relevant information such as archives category, year and secret level, and written into the RFID tags through the terminal manager, and the generated electronic tag data is sent to the central database for system preparation. Called by other modules.
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The process of file admission is shown in Figure 2:
When entering the library, the storage location management subsystem of the archive management information system issues an entry instruction, and then reads the file box information to be entered, and then the storage location automatic identification module matches the file box information with the archive automatic identification module. The storage location automatic identification module allocates the storage location of the archive box. After confirming that it is correct, the administrator sends an admission confirmation message, which is transmitted to the archive rack through the computer bus, the storage location indicator lights up, and the administrator puts the file box in To the storage position indicated by the indication point, press the confirmation button on the storage position, the indicator light will go out, and the confirmation signal will be fed back to the management system, and admission is over. After all the archives have been stored in the library, the archive information that has been in the library can be inquired in the query management subsystem, so as to realize the visualization and dynamic management of the archives.
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(2) Inventory
Due to the use of RFID, file inventory has become a simple and fast task: the inventory command is issued by the query subsystem of the file management information system, and the RFID reader immediately completes the collection of relevant file information and corresponding storage information, and automatically Return the collected information and check the data in the central database. For the information that cannot be matched, the management personnel shall use a handheld reader to conduct on-site verification, modify the system information or on-site information, and complete the file inventory.
(3) Check
The review process of the archives is shown in Figure 3:
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When querying related archives, the administrator first consults the catalog number of the archives through the query management subsystem. The system will extract the data information stored in the central database according to the catalog number, and issue an outbound instruction after verification. The automatic file identification module will map its storage location number according to the catalog number to find the physical location where the file is stored. The manager issues an outbound instruction, and the storage indicator lights up. When the file passes through the warehouse, the RFID reader at the warehouse will feed back the read file information to the management system, and the management staff will confirm that the checked file is consistent with the exported file before confirming the warehouse. At this time, the system will record the time information of the archive’s delivery time. If the feedback information is inconsistent with the query information, the monitoring module will send an abnormal alarm to the alarm module.
(4) Safety management
The security management subsystem can realize real-time monitoring and abnormal alarm functions on the archives site to prevent archives from being destroyed and stolen.
(5) Anti-destroy management
When each file enters the library, its weight, page number and other physical characteristics are accurately measured and stored in the RFID data management system. The monitoring module monitors this information. When the file is returned after being consulted, the administrator checks the physical characteristics of the file again and checks it with the data before the file is lent, so that it can find out whether the file is torn, missing, etc. in time.
(6) Anti-theft management
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 issues an alarm for abnormal conditions.
(7) Destroy
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 destruction management subsystem will automatically pop up the file failure prompt, and the administrator will destroy it or continue the storage process. At the same time, managers can also send wireless instructions through the archive destruction management subsystem, and the RFID tags on each archive box will feed back the storage period information, so as to realize the effective period management of the archives.
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