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In the archives management hall and the archives management office of enterprises and institutions, you can often see that the managers are anxious to find the information they need. Quick search and improvement of management efficiency have become an urgent problem in archive management. The current improvement methods used by domestic archives are mainly to use file numbers and barcode marking for internal shelving and positioning, and the logistics management of physical archives. This traditional file management method still has inefficiencies such as difficulty in file query and inventory, and long processing time.
1. The status quo and problems of file management
1. The file storage process is cumbersome and inefficient
In the traditional management method, the archives are classified, sorted, and bound after entering the library, and then the relevant information of the archive box is manually written, the archive catalog is manually copied, and the catalog and the archives are packaged in the archive box. This traditional management method consumes a lot of labor and time, and the manual processing method makes the management process cumbersome and inefficient.
2. The order of file storage is more likely to be disrupted
File management is generally stored by classification, but in the process of file access, due to the randomness of manual operations and inevitable human negligence, the order of file storage is inevitably disrupted, and file storage becomes more and more disorderly.
3. File review takes a long time
With the increasing size and variety of archives, it is increasingly difficult to find archives. Once the files to be searched are not stored in the specified location according to the regulations, the search is like finding a needle in a haystack, and all the files need to be screened.
4. The file inventory operation is unscientific
Due to the large number of archives and the archive materials are encapsulated in archive boxes, generally inventory can only be counted to the number of archive boxes. If you need to inventory complete archive material information, you can only rely on manual identification and recording, which will be a very large amount. project.
5. The management of invalid files is lagging behind
In archive management, it is necessary to regularly destroy and deal with expired archives that are of no value. Due to the difficulty of file inventory work under traditional management mode, management personnel are very inaccurate in grasping the storage time information of archives, making invalid archives unable to be discovered and processed in time. Form a large number of redundant files.
2. Solutions for Informationized Archives Management
In view of the current status and existing problems of the above-mentioned traditional archives management, the 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 superiority in other methods.
1. The advantages of RFID in file management
· Non-contact data collection.No need to open the file box, the reader is pastingRFIDAfter passing in front of the electronic label file box, you can collect the specific name, quantity, file summary and other information of the file.
· Fast scanning, and a large amount of one-time data processing. RFID readers can collect hundreds of tags at the same time, which is more than 100 times faster than traditional barcode scanning methods.
· Compared with traditional data storage media such as barcodes and magnetic cards, electronic tags store a large amount of information, have a long service life, and can be reused.
· High security. The data access of the electronic label has an encryption mechanism, and the information cannot be forged and illegally tampered with.
· The electronic label has strong anti-pollution performance and durability, and has strong resistance to water, oil, chemicals and other substances.
· Small size and various shapes. Electronic tags are basically not restricted by size and shape, and are highly adaptable for file management.
· reusable. The RFID tag can repeatedly erase and write the stored data to facilitate the update of file information, and the barcode cannot be changed after it is printed.
· Penetration and non-barrier reading, RFID tags can still penetrate communication when covered with non-metallic materials such as paper, wood or plastic. The barcode scanning must be close and no object blocking the situation to read the information.
· The electronic tag has the EAS anti-theft function and cooperates with the door-shaped channelReader, It can prevent the loss of files and realize the alarm function of illegal removal.
2. RFID file management system architecture
3. Application implementation plan
· Electronic label selection
Generally speaking, the area of the archives 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.
· 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.
· Label installation
Seal the file 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.
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.
· Fixed reader installation
Install a reader on the wall or ceiling of the archive room, and the fixed reader uploads the information to the back-end server in real time via a wired or wireless network.
· Use of mobile handheld readers
It is used for file data inventory and 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.
4. RFID file management system workflow
· File admission
inventory
Due to the use of RFID, file inventory has become a simple and fast task: the query subsystem of the file management information system issues an inventory instruction, 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.
· Check
· Security 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.
· 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.
· 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 will capture the file information and check it with the outgoing instruction information. If the file has left 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.
· Destruction management
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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