RFID labels in court and public-office archives – modern file search and document tracking
Modern archives in courts, public offices, and other public institutions store huge volumes of documents. Traditional inventory methods are increasingly insufficient and time-consuming. A solution that significantly improves file search and document management is RFID labels (Radio Frequency Identification).
RFID UHF – a standard for court and public-office archives
RFID UHF (Ultra High Frequency) is a radio identification technology that enables contactless reading of data stored on RFID labels — even when the label is not visible to the user.
In court and public-office archives, RFID UHF labels are most often applied to:
- case files and folders,
- binders,
- archival boxes.
Each label has a unique identification number that is assigned in the IT system to a specific case or document.
An RFID system – full control over the archive
A complete RFID archive solution is not only the labels themselves, but an entire environment for document management, including:
- software for records and document registration,
- software for managing label printing, e.g., ETILABEL,
- thermal transfer printers for printing and encoding RFID labels,
- handheld RFID readers with software for fast document locating,
- optionally, RFID gates installed at room entrances.
Such a solution provides full control over document circulation in courts or public offices.
Fast file search and full document control
With RFID UHF technology in court and public-office archives, it becomes possible to:
- locate files instantly without manually searching shelves — simply select the unique ID of the case or document on a handheld reader or RFID terminal,
- inventory entire shelving sections within seconds,
- track document movement within the institution using RFID gates at room entrances.
In practice, this means significant time savings, fewer errors, and real support for digitization processes in courts and public offices.
Types of RFID tags used in courts and public offices in Poland
In the Polish market, there are several RFID systems for locating files in courts and public offices, and solution providers offer matching RFID labels. These labels differ, among others, in:
- dimensions,
- EPC memory capacity,
- face material type (paper, film).
Etisoft offers labels compatible with all popular file-search systems available in Poland, including:
- paper labels 110 × 10 mm, EPC memory 128 bits,
- film labels 110 × 10 mm, EPC memory 128 bits,
- paper labels 97 × 27 mm, EPC memory 128 bits,
- paper labels 99 × 29 mm, EPC memory from 256 bits + User Memory,
- film labels 99 × 29 mm, EPC memory from 256 bits + User Memory,
- paper labels 140 × 15 mm, EPC memory 96 bits.
All labels are wound to match Zebra ZD621R desktop RFID printers, which are most commonly offered for this type of solution.
In general, the larger the label (and therefore the RFID antenna), the more effective and stable the read performance—resulting in faster file retrieval. However, it is also important to consider the available EPC memory capacity, which should be matched to the requirements of the system.
RFID label samples – test the solution in practice
If you are not sure which option to choose, or if you want to check how your system will work with the RFID labels offered by Etisoft, you can order samples for your own tests. Sample labels are available in rolls of 100 pieces. You can also order the appropriate thermal transfer ribbon.
RFID in archives – a standard that works
RFID technology is no longer just an innovation — it is becoming a practical standard for document management. More and more public institutions in Poland decide to implement it because it genuinely improves day-to-day archive operations.
If you need faster file retrieval, better order in the archive, and effective support for your team’s work—RFID UHF is the right direction.
FAQ
What are court RFID labels and how do they work?
Court RFID labels are a modern solution for labeling and managing documents in court archives. They use RFID technology to enable fast and accurate searching for case files and other documents within the system.
What benefits do court RFID labels provide?
Court RFID labels automate document identification, reduce the time needed to locate case files, and improve inventory accuracy — resulting in time and cost savings.
Are court RFID labels durable and secure?
Yes. Court RFID labels are resistant to typical archive conditions such as humidity and mechanical damage. They also help protect data security and maintain the confidentiality of documents.
What does the installation of RFID labels in court archives look like?
Installation is simple and quick. Labels are attached to documents or containers, and the RFID system reads them using dedicated readers, enabling immediate retrieval of the required files.
Can court RFID labels be integrated with existing archiving systems?
Yes. RFID labels can be easily integrated with existing document management systems in court archives, enabling full automation of file searching and inventory processes.
