中文
中文System overview
Core Pain Points of Traditional Archival Management
- Manual inventory takes a lot of time and effort. It takes 3 to 5 days to inventory 10,000 documents, with an error rate exceeding 10%.
- The storage locations of the archives are chaotic. Searching requires checking each cabinet one by one, taking an average of 30 minutes per document.
- There is no real-time tracking for borrowing and returning, making it easy for the archives to be lost or overdue, and making it difficult to trace.
- Paper labels are prone to wear and tear, and the status of the archives cannot be updated in real time.
- Manual registration for the entry and exit of archives requires low efficiency and is prone to human errors.
The RFID archive management system integrates RFID technology with archive management. It assigns a unique RFID electronic tag to each archive, and combines RFID reading and writing devices, intelligent inventory meters, positioning base stations and the back-end management system to achieve automated management of the entire process of archive entry, inventory, positioning, borrowing, return, and destruction. The system can identify archives in batches without touching them, increasing the inventory efficiency by over 90%, and achieving a positioning accuracy of within 1 meter, completely solving the problems of low efficiency, high error rate and difficult traceability in traditional archive management.
Core function
RFID Archival Storage
The archives are equipped with RFID tags. After the metadata is entered, they are automatically identified and stored through the channel-type RFID reading and writing equipment. They are registered in batches, automatically associated with the storage locations, and an inventory ledger is generated.
Intelligent Batch Inventory Counting
With the handheld RFID inventory scanner, non-contact batch scanning is performed. In one hour, 10,000 files can be inventoried. The system data is automatically compared to generate an inventory discrepancy report. It also supports precise inventory counting by region or shelf.
Precise Archival Location
By integrating RFID positioning base stations, the exact location (cabinet/stack) of the archives can be determined in real time. By entering the archive number, you can quickly navigate to the target location, and the search time is reduced to within 1 minute.
Loan and Return Management
When borrowing, the RFID reading device automatically identifies the archives and records the borrower, the borrowing time, and the borrowing period. When returning, scanning is used for identification, and the status is automatically updated. If the loan is overdue and not returned, the system will automatically give an alert.
Full-process Traceability Management
Records all operational activities throughout the lifecycle of the archives (including storage, inventory, borrowing, movement, and destruction). It supports multi-dimensional traceability based on archive numbers, operators, and time, and ensures accountability.
Exceptional Alert Notification
When archives are moved out of the designated area without authorization, overdue for return, or are missing from inventory checks, the system will automatically trigger audible and visual alerts along with text messages, effectively preventing the risk of archive loss.
Disposal Process Management
Before the archives are destroyed, RFID verifies the identity. Once the approval is granted, the destruction information is automatically recorded. The tag expiration is handled to ensure that the disposal process is compliant and traceable.
Data Statistical Analysis
Automatically generate reports such as inventory rate, borrowing rate, integrity rate, and positioning accuracy rate, and support visual display to provide data support for archive management decisions.
Core advantage
Application scenarios
Comprehensive Archives/Local History Museum
Batch inventory of archives, precise location management, and automated management of entry and exit processes, enhancing the efficiency of utilizing the collection resources.
Government Agencies/Institutions
The intelligent management of official documents, personnel files, and project archives, meeting the compliance requirements of government archives.
Hospital/Healthcare Institution
Management of medical records, medical documents, and equipment files, taking into account both privacy protection and the need for quick retrieval.
Universities/Research Institutions
Management of research archives, teaching archives, and student archives, supporting batch inventory and rapid traceability.
Enterprise Units
Management of contract files, financial files, and research and development files, reducing labor costs and preventing the risk of file loss.
