The new mode of document management: RFID Intelligent files management system

In the pursuit of efficient times, people are constantly looking for more advanced technology and methods to optimise the archive management work, RFID technology came into being. Based on RFID technology file management system through the RFID management tag and file management system combined, not only effectively improve the efficiency of file management, simplify the management process, but also significantly reduce the workload of file managers.

The technical difficulties faced by traditional archive management:

1, the order of file storage is easy to be disrupted. Due to the randomness of manual operation and the inevitable errors, the order of file storage often becomes chaotic, resulting in finding it becomes difficult.

2, file verification and access to the time-consuming. With the increasing size and variety of files, to find and verify a particular file, often need to screen all the files one by one, inefficient.

3, the degree of information technology of the archives is relatively low. Traditional management methods are difficult to achieve comprehensive information technology of archives management, manual records are difficult to use the archives in a timely and accurate statistics.

4, the archives inventory is inefficient. In the face of the huge number of files, a comprehensive inventory is almost an impossible task, the workload is huge and time-consuming.

The introduction of RFID technology for the traditional file management system has brought revolutionary changes. RFID, that is, radio frequency identification technology, is one of the important technologies in the field of Internet of things. It is with the help of wireless signal non-contact automatic transmission identification technology, with its automatic identification, mobile access, beyond the limitations of time and space and other characteristics and advantages, widely used in all areas of society. Antenna, tag and reader constitute the three core components of RFID technology, which are responsible for the transmission, storage, reading and identification of information.

Compared with the traditional barcode, RFID technology has significant advantages, such as long service life, good security performance, large information storage, wireless communication reading method is advanced and fast. These advantages make RFID technology can effectively alleviate the pressure of traditional file management, so that the archivist from the cumbersome work out. Based on RFID technology archive intelligent management system, through the integration and optimisation of archive positioning and navigation, access control system, tag collection, shelving and inventory platform, self-service borrowing and returning of archives as well as archive service workstations and other system software, to promote a personalized archive service mode, and to achieve a fast and efficient archive business management mode.

RFID file cabinet in the archives of intelligent management of the application of the advantages are mainly reflected in the following aspects:

1, RFID reader with fast scanning ability, can identify multiple Rfid Tags at the same time, thus significantly improving management efficiency. Multi-tag recognition makes the information access to the in and out of the archives more quickly and efficiently.

2, RFID tags are small, diverse shapes, easy to embed or attached to the file, not only is not easy to be destroyed, but also improve security.

3, RFID tags can be reused, the data stored within it can be dynamically updated. In the file management project, the RFID tag is bound to the file bag, even if the business process changes, the RFID tag can also modify the information in real time to adapt to new needs, reduce implementation costs and achieve more efficient management.