RFID document search system

The system for locating and searching court records, land and mortgage registers and other documents is an RFID solution that improves document management in archives, courts and administrative institutions. Its main purpose is to quickly search for documents in archives, keep records and track the movement of documents. All documents and folders are marked with RFID tags, which have a unique number encoded with them. Searching for court records, land and mortgage registers, other documentation is carried out using a handheld RFID terminal. After entering the signature number into the RFID terminal, the racks and cabinets in a given room are scanned. With the use of radio waves, the reader locates the searched document with an RFID tag in the space between the shelves with an accuracy of several centimeters and signals its presence. An RFID system can also have a document control function to track the movement of documents between departments or courts. RFID readers and RFID antennas installed in the archives record the removal/return of an RFID-tagged document. The system increases security by restricting access to only authorized persons and recording any document movements. It is a solution that complies with archival regulations and perfectly supports the digitization of public institutions.

  • Quickly search for documents.
  • The exact location of each folder.
  • History of the movement of documents.
  • Enhanced security and access control.
  • Automatic inventory of documents in the archive.
  • Reduce human error.

Application

obszar-office
Inquiry

How does an RFID document search system work?

The RFID system for locating and quickly searching for documents is dedicated to companies and institutions that store a large amount of documentation. An RFID label with an encoded signature number is applied to each document or folder that goes to the archive. The system that manages documents allows you to print new RFID labels with a number on the RFID printer at any time. Locating documents in the archive is done using handheld RFID terminals. After entering the signature number into the RFID terminal, the racks in a given room are scanned. With the use of radio waves, the reader locates the searched document with an RFID label in the space between the shelves with an accuracy of several centimeters and signals its presence.

Data security in accordance with Directive (EU) 2022/2555 on measures for a high common level of cybersecurity across the Union (NIS2 Directive).

What does an RFID document search system consist of?

  • RFID UHF tags for searching court records and land and mortgage registers – Each document folder is marked with a self-adhesive white RFID UHF tag, encoding its number. Additionally, a legible document reference number is printed on the tag. A court tag in the RFID UHF standard (EPC1, GEN2) allows an RFID reader to read the signature number from several meters away.
  • RFID label printers – RFID printers print signature numbers on the labels and simultaneously encode the same number in the RFID tag. Zebra ZD621R and TSC T800 RFID printers are recommended for printing and encoding court RFID tags.
  • Handheld RFID terminals – portable RFID readers that scan rooms, shelves, and locate files marked with RFID tags.
  • RFID antennas, RFID readers, and RFID gateways – installed in archives, collecting data on documents entering and leaving a given room. Devices are installed as an extended system option.
  • Akta RFID document management software allows you to enter new signature numbers, search for documents, and prepare lists and circulation histories.

Back to top