RFID Micro Tags in Document Management Applications
In the rapid growth of information, the traditional way of document management in response to the surge in the number of documents, exposing the difficulty of retrieval, tracking is not easy, version management and other issues. As a cutting-edge technology, RFID tags bring a new solution to document management, and strongly promote the development of document management in the direction of high efficiency and accuracy.
Anatomy of the document management dilemma
Inefficient retrieval
Large enterprises or libraries, the number of documents can reach tens of thousands or even hundreds of thousands of copies. The traditional way of finding documents relying on the catalogue and index, in the face of such a huge document library is not enough. When there is an urgent need to retrieve a specific document, the staff need to look for it one by one in a large number of file cabinets or electronic folders, which is time-consuming and labour-intensive, and seriously affects the efficiency of the work.
Borrowing and Tracking Problems
Traditional manual registration of borrowing easy to miss, difficult to grasp the real-time flow of document status. For important documents that need to be reviewed by multiple departments, it is difficult to track the process of transmission between different departments and personnel, resulting in poor communication and hindering project progress.
Confusing version management
As documents are constantly revised and updated, different versions are easily confused. In teamwork scenarios, the lack of an effective version management mechanism makes it easy to work with the wrong version of documents.
RFID Microtag Technology Explained
RFID tags are based on radio-frequency identification (RFID) technology, which integrates the chip and antenna in a miniature form. The chip is manufactured using advanced semiconductor technology, although the size of the tiny, but can store a wealth of document information, such as document number, title, creation date, author, version number and detailed summary. The antenna design is compact and enables stable wireless communication with the reader device over short distances.
The size of the tag is usually in the millimetre or even micron level, can be pasted on the document cover, binding, or embedded in the document storage media, such as electronic document memory chips, paper documents in the paper fibre, without affecting the appearance and use of the document. With the help of specific frequency band RF signals, ultra-micro tags in the read-write equipment into the sensor range (generally within a few metres), the read-write equipment can quickly and accurately read the tag information, and transmitted to the document management system. At the same time, the use of advanced encryption algorithms to protect the tag information security, to prevent tampering or theft.
Application Scenarios in Document Management
Accurate and fast retrieval
RFID reading and writing base station is deployed in the document storage area, when the document carrying the ultra-micro tag is deposited or moved, the base station senses in real time and updates the location information to the management system. Staff in the document management software input document keywords, number, etc., the system instantly locates the specific location of the document, and through the indicator, electronic map and other ways to guide the search. For example, library readers through the management system query books, the system can directly display the books where the bookshelf location, significantly reducing the search time.
Borrowing flow monitoring
When borrowing documents, the borrower scans the ultra-micro tag with the equipment equipped with RFID reading and writing function, and the system automatically records the borrower’s information, borrowing time and expected return time. In the process of circulation, after each link, the relevant personnel scan the ultra-micro tags, the system updates the circulation track in real time. If the document is overdue, the system automatically sends a reminder notice to ensure timely return, so as to facilitate the management personnel to grasp the direction and status of the document.
Version Control Optimisation
Every time a document is modified to generate a new version, the management system automatically writes the new version information into the corresponding micro-label. Staff view the document version history, scanning the super-micro tags, the system displays all version information, including version number, modification time, modification content and modification of personnel, to avoid the use of the wrong version of the work caused by errors. If the designer of a design company makes multiple revisions to a design plan, any version can be traced back at any time through the micro tag, making it easy to compare and optimise the design.