Solution

Manual archives management is quite a laborious task. By introducing RFID technology, each individual file can be assigned a unique identity, enabling easier retrieval, faster inventory checks, and keeping track of the file check-in/out status. Combined with document control processes, RFID enables supports functions such as document approval and access authorization.

Examples: National Security Bureau, Ministry of Foreign Affairs.

Improved retrieval and inventory efficiency:
By attaching RFID tags to files or folders, managers can perform contactless scans of large volumes of documents at once. This significantly reduces the time needed to locate specific files or conduct annual inventories, improving efficiency and reducing human errors.

Accurate tracking of file fovement:
RFID systems can record real-time information on file borrowing, returning, and movement. When a file enters or leaves a designated area, the reader automatically logs the event. Managers can instantly check the exact location of files and its borrowers, effectively preventing file loss or unauthorized access.

Enhanced security and confidentiality:
For confidential files, RFID systems can be integrated with access control and alarm systems. If a tagged confidential file is moved away from  restricted area without authorization, the system immediately triggers an alert, ensuring document security and confidentiality.

Simplified borrowing and returning process:
RFID technology automates the borrowing and returning of files. Users only need to place the file in the reading area, and the system automatically recognizes and updates its status. This eliminates the need for barcode scanning or manual registration, simplifying administrative work.

Data analysis and workflow optimization:
Data collected by RFID systems—such as borrowing frequency, borrower and in-storage time—provides valuable analytical data for managers. Through these data, managers organizations can better understand file usage patterns, optimize classification and storage methods, and continuously improve document management processes.