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digital archives

The archive management system, through the establishment of unified standards, standardizes the entire document management, including the document management of various business systems; builds a complete archive resource information sharing service platform, supports the information processing of the entire archive management process, including: collection, transfer and reception , Archiving, storage management, borrowing and utilization, and editing, research and development, etc., while gradually transforming the business management model to a service management model, with the service model as the basis for business management, and the business flow and data flow based on the service-based system platform Above.

  Everyone imagines that you are a professional file manager. There are two solutions of traditional manual management and intelligent management system. How would you choose?

  Perhaps you will use traditional manual management to save costs. When the number of files is small, traditional manual management can still work. However, the problems caused by traditional file management methods and technologies are becoming increasingly prominent. It is understood that there has been such a situation in the field of file management: the traditional file cabinet management system used generally has cumbersome and inefficient system file cataloging processes, lengthy time for organizing files, easily disrupted file storage order, long file review time, file inventory operations Problems such as unscientific and delayed management of invalid files.

Application of RFID technology in the field of file management

  How to solve the shortcomings of traditional file management system?

With the rapid development of computer network technology and bar code technology, under the existing technical conditions, the RFID technology and the construction of digital archives are combined with the scientific management of archive entities to achieve a scientific, efficient, and highly modernized management archive. It has become possible to build a new model. RFID technology is a new type of identification, material tracking, production automation control, warehouse management, identification of railway vehicles and freight containers. With the increasing maturity of RFID technology, the application of RFID in file management has its reference and feasibility.

Application of RFID technology in the field of file management

   The file management system based on RFID technology is composed of a central database and a terminal manager. It is the data access center and information input and output terminals of the system. The terminal manager includes RFID tags with integrated RFID functions, access doors, handheld terminals, card issuers and other equipment. It is an important port for the central database to obtain and output information. The role of the RFID read-write device is to write the information in the database into the tag or import the information in the tag into the database; the RFID handheld terminal 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 archive management information system. The function of the card issuer is to complete the function of issuing and setting up librarian authorization cards.

Application of RFID technology in the field of file management

1) Personnel management: An RFID access control card is issued to the staff in the museum and outsiders as the unique identification for entering and leaving the archives. The RFID access control card adopts a card with an embedded RFID tag, which can be stored in the storage chip of the RFID tag. Read the basic information of administrators and outsiders many times for identity recognition and access authority operations.

  2) Item management: For items that need to be managed: portfolios, file boxes, compact shelves, etc. A UHF RFID tag is pasted on each file bag and file box, and each label serves as the unique identification of the file box. Due to the large number of labels, the relevant RFID label printer can be used for mass rewriting, which is fast and convenient for unified rewriting.

Application of RFID technology in the field of file management

   In the inventory of the warehouse files, the staff in the library use the relevant UHF RFID reading and writing equipment to carry out the inventory in the warehouse. To achieve the effects of fast speed and high accuracy.

   The query subsystem of the archive management information system issues an inventory instruction, and the RFID handheld machine scans the archive tags, collects and stores information, and automatically returns the collected information for verification with the data in the central database. For example, for the information that cannot be matched, the management personnel will conduct on-site verification and use the handheld to modify the system information or on-site information to complete the file inventory. The inventory process does not need to open the portfolio to complete the inventory of the entire box of files.

   also use the aforementioned handheld terminal to search for a specific file, query and check its detailed information. When you need to put a file on a specific location, you need to scan the rfid tag of the file to be put on the shelf with a handheld, and then scan the shelf storage label to complete the binding of the file and the storage location, and record it in the software system.

Application of RFID technology in the field of file management

   When external personnel need to borrow or return files, we provide a small and convenient way for the registration of scattered files. The librarian or the window staff in the service hall need to remove the borrowed files from the archive shelf and scan it with a desktop RFID reader to register it in the system. Only when the registered files pass through the RFID access door at the door of the warehouse will not alarm.

  The working process is the same when returning. You need to register the return at the window first, scan the RFID chip and record it in the system, such as when the warehouse door does not alarm. Otherwise, it will alarm abnormally.

Application of RFID technology in the field of file management

Install illegal outbound detection RFID access doors at each open door of the archives and reading rooms. The background system pushes the file information (number, RFID number, outbound type) that needs to be in and out of the library to the detection service, and the detection service passes through the access door in real time Read the tag number, and query the read tag number in the outgoing tag. If it is not found, report the illegal outgoing tag to the background system, and connect the access door alarm system in parallel. At the same time, when the file passes through the RFID access door, the location information of the file can be recorded in real time, and the file can be safely controlled to achieve the purpose of anti-theft and monitoring.

Application of RFID technology in the field of file management

   Application value of intelligent file management system

   The intelligent file management system relying on RFID technology has greatly improved the efficiency of collection file management, not only the speed is improved, but more importantly, the accuracy of the shelf has also been qualitatively improved. Through the inventory of the collections, not only can you accurately grasp the number of archives in the collection, but also grasp the types of files and real-time location information, and achieve tasks that are almost impossible to complete by hand.

   With the help of an intelligent file management system, by scanning the file rack and the file data with RFID tags, it can collect the rack position information and file address information of the file, help to arrange the rack, find and count the specific file information. After the shelf position information of the archive rack is merged with the shelf position distribution map of the archives warehouse, a detailed data model diagram of the archive rack distribution address can be established to provide a fast man-machine interface for daily archive management.

   The application of the intelligent file management system is a comprehensive application of multiple RFID technologies. The application of the intelligent file rack provides convenience for the file managers to consult, and also provides a more efficient way to improve the efficiency of file management and reduce the cost of archive management. The emergence of the intelligent archive rack maximizes the application value of RFID technology in archives, and realizes the real "digital archives"


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