Smart Archive

1. Core components

• Hardware layer: High frequency (HF) RFID tags (such as card style tags attached to the side of archive boxes, flexible tags embedded in the inner pages of archives, tear resistant and moisture resistant), fixed reader/writer for archive racks (installed on the side of the rack, real-time sensing of archive positions), handheld reader/writer (used for mobile inventory and borrowing registration), intelligent archive cabinet (integrated reader/writer module, supporting automatic positioning of archive positions), access control reader/writer device (preventing unauthorized archives from being taken out).

• Software layer: RFID intelligent archive management system (core module, including archive information management, borrowing and returning records, inventory counting, security warning, data reporting, which can be integrated with enterprise OA/government systems).

2. Key process applications

1. Archive coding and archiving: When archiving new archives, RFID tags are bound to the archives, and archive information (number, category, forming unit, retention period, content summary) is entered through a reader to generate 'one item, one code' electronic archives, which are associated with paper archives to achieve 'electronic+physical' dual track management.

2. Intelligent storage and positioning: When archives are placed in the intelligent archive cabinet/rack, the reader/writer automatically records the storage location (such as 'Cabinet 3, 2nd floor, 5th column'), and the system updates the inventory in real time; When searching for files, entering keywords in the system can quickly locate the location and even trigger the file rack indicator light prompt, reducing the search time from an average of 30 minutes to within 2 minutes.

3. Borrowing and returning loop: When employees borrow files, they register in the system with their ID card, scan the file label with a reader to complete the borrowing record, and synchronously set a return reminder (such as 'due in 7 days'); When returning, scan the label to automatically verify the file information, update the 'returned' status after confirmation, and avoid 'borrowing but not returning, file loss'.

4. Automated inventory: No need for manual box by box searching and verification. Scan the archive rack with a handheld reader or use an intelligent archive cabinet for automatic sensing. Thousands of archive inventories can be completed in one hour, and the system is self operated