Application of RFID Technology in Archives Management
Table of Contents
Using RFID tags to manage files is like installing a “locator” for each document!
In many offices, factories, hospitals or government units, everyone has to deal with a lot of paper files every day. How to store these files well, find them quickly and use them safely? The answer is to use a high-tech small tag called RFID (radio frequency identification)!
Application of RFID Technology in Archives Management
What are the problems with traditional file management?
Before RFID Tags was used, many units managed files manually. This actually caused a lot of trouble:
Labeling and registering information is slow and easy to make mistakes.
Files are piled up in a mess, and finding a piece of information is like looking for a needle in a haystack.
It takes a day or even several days to count the inventory, which is too labor-intensive.
Some files are put in the wrong place, and no one knows.
It is difficult to track who has read or taken the information.
No one reminds to deal with expired files, which takes up space in vain.
These problems are not only inefficient, but also prone to errors and even affect confidentiality.
Application of RFID Technology in Archives Management
How do RFID tags help?
Let’s take a look at how RFID technology makes file management smarter step by step.
Each file has an “identity tag” Using 13.56MHz HF RFID tags (also called high-frequency tags), each folder and each file box is affixed with an electronic tag, just like giving them an ID card.
The tag can be written into: file number, name, type, storage location and other information.
The label is small in size, can be square or round, or can be pasted on paper without being conspicuous.
These labels can also be reused, which is cost-effective and environmentally friendly.
Finding files is like using “radar” positioning In the past, you had to turn a row of cabinets upside down to find a file. Now, with a scan with an RFID reader, you can immediately know whether the file is there and in which cabinet it is.
No need to turn it over one by one, the machine can “sense” the tag by itself.
It can also remind you if it is misplaced: for example, if a file is placed in the wrong cabinet, the system will alarm.
Automatic inventory of files, easy Traditional methods take several days to count thousands of files, but now with RFID equipment, an “electronic roll call” can be completed in a few minutes.
It is no problem to read hundreds of tags in one go.
No need to be visible, the tags can be sensed even if they are hidden in the files.
More reliable confidentiality, who knows who has moved You can set permissions: who can see which files, the system can control.
Someone secretly took the files? RFID will record abnormal movements and even alarm.
Sensitive data can be scanned by the system to know who moved it and when.
Automatic reminder “It’s time to deal with old files!” The RFID system can also set a “storage period”, for example, a contract is retained for 5 years, and it will remind you to deal with it before it expires
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