RFID Document management solution

1.    Induction

People always need a data, can quickly find it, but in the file management Pavilion, enterprises and institutions file management office can often be seen managers anxious to find the necessary information and busy. This issue has been a long time the file data management effort of the brain. Domestic archives use the file number and bar code form for internal bent and positioning. Plays an important role in the logistics process of the physical file, the file number and bar code. Traditional file management the way the redundancy of the number of files, query, inventory difficulties to deal with the inefficiencies of a long time, the application of IT means is the key to solve the problem. The introduction of RFID technology will revolutionize the way people on file management activities.

Shenzhen eTel Technology Co., Ltd., was design a set of problems that exist in the current file management file management automation system based on RFID technology, and in respect of the functional modules of the system architecture and management of business processes described in order in file automation, intelligent management has made the improvement.

In recent years, the archives cause of our country has achieved considerable development, file the cause of the scale, also declined to increase the number of file types is becoming more diverse, the rapid expansion of the amount of information. But to highlight the growing problems caused by traditional file management tools and technology:

A.     Cumbersome file cataloging process inefficient, lengthy finishing time

The traditional way, the file into the museum first need to classify, sort, and to file box binding, and then written by hand, the final hand-copying the file directory and the directory together with file with the package into the file box. This mode of operation to spend a lot of living labor and time, leading to more files into the Hall after long-term pile up, the corner of the lack of timely filed. In addition, the file catalog and file box transcription are mostly simple, repetitive work, manual handling makes the whole process is cumbersome and inefficient.

B.     File storage order is easier to be disrupted

Although the files are generally classified storage, due to the arbitrariness of the manual and some of the inevitable error in the file access process, the file stored in the order will inevitably be disrupted, resulting in file storage disorder, find difficulties.

C.    File access time-consuming

With the increasingly large file size and type you want to find a file, the first administrator to store this type of file frame, according to the file catalog information to locate the file frame for each grid. Once the file access is not required to be stored in the specified location, all the files, you need to be screened again.

D.    File an inventory of operating unscientific

Due to the large number of files and archival material are encapsulated in the file box in the inventory file is generally only an inventory of the number of file boxes. Types of files stored in each file box number is not the same, this inventory method does not reflect the true information to save the file. If you want to open each file box inventory, it would be a very large project.

E.     Invalid file management lag

The expiration date is one of the hallmarks of the archival value embodied. Therefore, the file is longer than the effective duration of no value, and the need the recurrent destroyed to reduce the occupancy of the file inventory of resources. However, it is allowed to cut the storage time of the file to master the traditional management mode file inventory work difficult, managers, making the failure of the file cannot be found and processing. Therefore, many have passed the retention period of the old file is still and effective file stored on the shelf, forming a large number of redundant files to the file management overhead and cost.

Given this situation, file management, technical upgrading and transformation is imminent. In order to solve the above problem, the archives of the use of advanced RFID technology to solve the above problem, while increasing the anti-theft function.


2.    Main Function

RFID (Radio Frequency Identification) RFID is an automatic identification technology emerged in the 1990s.A typical RFID system consists of three parts of the RFID tag reader or reader and antenna. It set the encoding vector, identification and communication technology in one comprehensive technology, the main principle is the process of using radio waves to read and write on a label the media, identifying non-contact is obvious. In practical applications, the reader will be a specific format of data written to the RFID tag, and then the label attached to the surface to be object recognition. The reader can also contact to read and identify the electronic data stored in the electronic tags, in order to achieve the long-range, non-contact acquisition, wireless transmission of object identification information.

A non-contact data acquisition. RFID technology has greatly enhanced the managers of the reservoir area storage items of information collection, exchange and tracking capabilities. Managers do not need to open the file box, simply stick RFID tags file box before the reader through a box specific file names, number, and file summary information can be displayed on a computer screen, reduced manager operational links and improve operational efficiency, and thus help managers to implement the dynamic management of the inventory file.

2, a quick scan, and a one-time large data processing. RFID reader can be quickly read from multiple RFID tags including cargo information, a number of relevant data and information of the contents of the file summary information. If some reader can read 200 tags per second of data, which is faster than conventional scanning mode over 100 times.

3, the label information capacity, long life, reusable. And traditional bar codes, magnetic data storage media, RFID tags can store large volumes of data increase, up to 1K even greater capacity; the contents of the tag can repeatedly flash, but will not damage the label, which reusability of the tag.

4 Safe Tag data access with password-protected, unique ID, not imitation, and this high level of security measures to protect the data on the label is not easy to be forged and tampered with.

5, the carrier of anti-pollution performance of strength and durability, the traditional bar code paper, and therefore susceptible to contamination, but RFID has a strong resistance to substances such as water, oil and chemicals. In addition, because the bar code is attached in plastic bags or cardboard packaging, it is particularly susceptible to impairment; RFID tags are data in the chip, it can be from defacement.

6, small volume, shape diversity is not subject to the size and shape constraints, RFID read without reading accuracy and with a fixed paper size and print quality. In addition, RFID tags to the development of smaller and more diverse form to apply to different files.

7, we can re-use, today's bar code printing up that cannot be changed, RFID tags can be repeated to add, modify, and delete data stored in RFID tags to facilitate the update of the information.

8, penetrating and no barrier to read, in the case of coverage, the RFID can penetrate paper, wood and plastics and other non-metallic or non-transparent material, and penetrating communication. Barcode scanner in the case of close but no objects blocking can only be readable bar code.

9, Labeling with anti-theft function, with the gate-channel antenna, can prevent the file is lost, to achieve illegally removed the alarm.


3. Project Design

The overall project framework

Site management idea is to manage the doors of the file, including the admission of the files, inventory, inspection, security management, destruction of management, the Archives of the number of doors, generally based on the actual situation of the site now to Archives four doors, for example, Archives hall a door, two inside of the file room to place a file cabinet, a total of three doors (three small doors exactly the same), installed in the four-channel fixed reader antenna .Configure both handheld and fixed readers direct access via a wired network to the LAN, handset collected data transmission via GPRS or WIFI to the background computer in the background for the unified management of.

The specific functions are described as follows:

(1) Admission

New file storage file category, year, and dense information on the new file cataloging, and write RFID tags through the terminal manager, generated by the electronic tag data is transmitted to a central database for the system other modules are called.

Storage, file management information system storage management subsystem to issue admission instructions, and then read the information of the admission file box, and Storage of automatic identification module and the file automatically recognizes the module information file boxes match, matching by Storage of automatic recognition module to allocate the storage of archive boxes of storage spaces, checked and verified, the administrator issued the Admission confirmation message to confirm the information through the computer bus pass to the frame of the file, and storage instructions point lit management personnel file box put to the directions indicated by the point of storage spaces, press the Reserve on the confirmation button, the light goes out, make sure the signal is fed back to the management system, the end of the admission. All files after storage, query management subsystem of the admission file information query, in order to achieve visualization, dynamic management of files.

(2) Inventory

Due to the use of RFID, inventory files into a simple and fast: inventory instructions issued by the file management information system query subsystem, the RFID reader to immediately complete file information and appropriate storage of the collection of information, and automatically return to collect information with the central database data to be checked. Handheld readers not match the information held by the management staff on-site check, to modify the system or on-site information, thus completing the file inventory.

(3) to inspect

In the search file, the administrator first access to the catalog number of the file through the query management subsystem, the system will be based on the data stored in the catalog number to extract a central database, issued after the verification of library instruction in the storage management subsystem automatic file recognition module will be mapped according to catalog number storage number, find the physical location of the file store. The administrators of library instruction, the indicator lights of storage spaces. When the file after the library mouth, the mouth of the library RFID reader will read the file information feedback to the management system, management reaffirmed the investigation files consistent with the database file to determine the library.At this point, the system will record the time information of the next file library. Should the feedback and query information is inconsistent, the monitoring module to the alarm module is an abnormal alarm.  

(4) Safety Management

Security management subsystem can achieve real-time monitoring and exception alerts archives scene in order to prevent the files was destroyed, stolen.

(5) Anti-theft management

All archives in the reader's read range. When the file was removed from the library, the mouth of the RFID reader to capture the file information, and a library instruction information check if the file without the file management information system to issue a library instruction and abnormal left the library, the monitoring module will be activated The alert module to issue the exception-based alerts.

(6) Destruction

File the value of a time effect, destroyed, and lost the files of the archive value in order to reduce the occupation of records management resources. When the file in the Admission, Retention writes RFID tags and stored in a central database. In the custody of the process, when the file reaches the retention, destruction of the management subsystem will pop up file failure prompted destroyed by the administrator to make or continue custody processing. Same time, managers can also be destroyed by the file management subsystem to issue wireless instructions, RFID tags by the file box on the feedback loop retention information to achieve the management of the file valid.

2. Channel design

The design of the channel program designed at the scene after the First introduced four channel, in front of the channel is divided into two types: the file room door (three), Archives of the hall door.

3. Door design

Are generally based on the needs of customers, for the beauty you can choose the door above the beams above, if the marble is hollow can be installed inside; if the solid can be installed in the form of below, the antenna can be made outside the shade; If you do not consider The appearance can also be installed in the side of the door.

4 Small door designs

File room door, the scene will need to install more, if the customer can be installed for the beauty inside the ceiling, can be installed on the side of the door.


4. The hardware product applications

1, tag selection and design

The setting of the label information

Information stored in the file on the label include: - File type, file name, file number, file security classification, storage time, shelf life, summary of contents of the file.

Library information stored on the label shall include: the range and number of storage type, storage number, the number of files stored.

2, the label production

Proposed the production of the label using the Label can be printed in the above information attached to the customer's location.
3, the tags have been installed

In the file label, electronic label is sealed into the card-like or self-adhesive paper, affixed to each file on a file box or file. File boxes with plastic or paper material, which will help the paste and remove the RFID tags of the box is not easy to damage can be recycled thereby reducing storage costs. Taking into account the moisture, moisture needs, you can place a small amount of desiccant in the box.

4, the reader installation

Archives project, the file room on the ceiling to install the reader, the normal work of the devices need an external 220VAC power adapter, LAN or wireless LAN coverage (GPRS can also be used) for data transmission. RFID tag reader, the TCP / IP port and Internet port is connected to which the RFID tag reader to read data through the network or wireless network returns the server.

Reader description:

Reader Model: ET7900 900MHZ UHF RFID the IP reader

RFID interface protocols: EPCglobal UHF Class 1 Gen 2 / ISO 18000-6C
Certification: consistency and interactivity in a dense reader mode environment

Remote Management Protocol: the EPCglobal Reader to Management 1.0.1, SNMP v2, with MIB II;
Network services: DHCP, LL A, NTP, HTTP, Telnet, SSH, SNMP, mDNS, DNS,-SD
Dense reader protocols: dense reader mode, to listen before they are issued automatically trigger and event management
Reader communication protocol: the EPCglobal Low Level Reader to the Protocol (LL RP) 1.0.1 Impinj, Inc. Mach1 ™
RF power: +30 dBm / +32 db with the expansion of extension cords
Power: AC / DC power converter, 45 watts maximum power (120 or 240 VAC)
Communication Interface: RS-232 (DB-9F), LAN, the TCP / IP (RJ-45), 4 GPIO inputs and eight outputs
Antenna: 4 ports, reverse TNC

Handheld readers

For archival material inventory, along the frame clean up. Handheld readers not match the information held by the management staff on-site check, to modify the system or on-site information, thus completing the file along the shelf inventory.

Windows CE 5.0-based RFID handheld reader, this product has low power consumption, and a variety of data interface, a simple interactive interface, etc., can be widely used in a variety of RFID systems, typical applications are:

Logistics and warehouse Management: Goods flow, warehouse management, logistics industry, as well as mail, package, transport baggage and other post office liquidity management system;
Supply chain applications: application of the process of supply of substances;

Product security detection: the use of the tag memory write protection and to identify the authenticity of the product;

Other areas: in the club management, library, student enrollment, consumer management, attendance management, and other systems have been widely used.

It is the perfect combination of integrated handheld computers (PDAs) and RFID data collection, and a streamlined windows CE embedded operating system, the RFID data collection, storage and other functions can be achieved;

Fully functional with Bluetooth, WIFI, GPS, GPRS (3G), one and two dimensional bar code function; (optional, according to the specific needs of select whether to join these modules);

5, antenna installation

To ensure that the file tag data read channel, the customer site it is necessary to pay attention to appearance, but also to take into account to achieve the best results, file room doors to consider antenna installed on the ceiling inside, on-site adjustment of the antenna azimuth, field application the laird antennas, circularly polarized 8dBm polarization 8dbm application Laird technologies antenna is circularly polarized and linearly polarized antenna, providing a frequency signal in the 902-with Addition of reception and transmission technology.