RFID file management solution: turning file search from “looking for a needle in a haystack” to “one-click location”

Have you encountered these problems in archive management?

● The archive cataloging process is cumbersome and inefficient, and it takes a long time to organize

● It takes a long time to consult archives, and the accuracy of the consultation is difficult to meet the requirements

● The order of archive storage is easily disrupted, and once it is misplaced, it is difficult to find

● The inventory operation of archives is unscientific

● The utilization rate of public archives is not high

● Archive confidentiality work still relies on manual labor, and the confidentiality is poor and the risk is high

● Archive loss prevention work is backward, and many precious archives are damaged or lost

RFID archive management technology makes these problems history

01

What is RFID file management?

Simply put, it is to attach an “electronic ID card” (RFID tag) to each file, and then use smart devices to quickly identify and manage it. Core components:

※ Electronic tag: attached to the file bag/file, unique number

※ Reading and writing equipment: handheld device, channel door, smart cabinet, etc.

※ Management system: computer/mobile phone to check the location and status of files at any time

02

How does RFID solve the pain points of file management?

Pain point 1: Manual searching is too slow, taking an average of 15 minutes per file

RFID solution: Scan with a handheld device to locate the file in 3 seconds

Case: After a court adopted it, the time for file transfer was shortened from 30 minutes to 1 minute

Pain point 2: It is easy to lose items, and it is easy to miss records in the borrowing registration book

RFID solution: The file automatically records the entry and exit when it passes through the channel door, and automatically reminds if it is not returned after the expiration date

Effect: The loss rate of a certain archive decreased by 95%

Pain point 3: Inventory takes time, and it takes 1 week for 10 people to inventory 10,000 files

RFID solution: The handheld device walks through the shelf and completes the inventory of the entire library in 1 hour

Data: Inventory efficiency increased by 20 times

03

Three steps to implement RFID file management

Step 1

Labeling: Attach an anti-metal/paper RFID label (the size of a stamp) to each file

Label information: file number, name, confidentiality level, etc.

Step 2

Step 3

The system automatically records: Who borrowed it? When did you borrow it? Where is the file now? Is the storage status normal?

04

Why choose RFID instead of barcode?

● No need to align: files can be identified even when they are stacked

● Batch reading: scan a whole box of files at a time

● Strong durability: label life is more than 10 years

05

Which units are suitable?

✅ Government archives

✅ Hospital medical records

✅ Enterprise contract room

✅ School archives center

✅ Public security, procuratorial and judicial files

06

It will be even smarter in the future!

AI prediction: Automatically adjust the storage location according to the borrowing frequency

Temperature and humidity monitoring: Tags integrate sensors to protect precious archives

Blockchain evidence storage: Ensure that archive circulation records cannot be tampered with

Summary: RFID archive management turns “dead archives” into “live data”, freeing administrators from repetitive work. If you are still having a headache finding files, why not try this “one sticker, one scan” black technology!