This article delves into the innovative application of intelligent solutions based on RFID and light-up tag technology in modern archive management. Through a practical case study of the Shanghai Pudong New Area Archives Bureau (Pudong Archives Bureau), this article demonstrates how its deployed smart archive management system overcomes the core challenges of low efficiency in traditional archive retrieval and inventory, increasing overall archive management efficiency by 100%. It provides a cutting-edge digital solution for the precise and efficient management of massive archival materials.

User Background

The Shanghai Pudong New Area is located in the east, adjacent to the Yangtze River estuary to the east and the Huangpu River to the west. It has a permanent population of 5.7677 million and an area of 1,210 square kilometers. The Pudong Archives Bureau bears significant responsibility for the management, use, preservation, and maintenance of archives in the Pudong New Area.

Challenges

With the rapid socio-economic development of the Pudong New Area, the volume of archive generation and circulation has been continuously increasing. The Archives Bureau faces substantial daily demand for archive borrowing and retrieval. The past reliance on traditional barcodes for management has gradually exposed efficiency bottlenecks when dealing with the precise positioning and rapid searching of massive archives. Each search for a specific archive requires staff to spend considerable time and effort scanning and verifying them one by one in densely packed archive shelves, severely affecting the response speed of archive services and management effectiveness, failing to meet the demand for efficient and convenient modern archive services.

Before introducing the RFID and smart light-up tag solution, the Pudong Archives Bureau faced the following specific operational bottlenecks in daily archive management:

• Extremely low archive retrieval efficiency, heavily reliant on manual labor: Faced with a high daily volume of archive loan requests, the method relying on manual visual identification of barcodes or item-by-item searching with handheld scanners was time-consuming and became the main obstacle to improving service efficiency.
• Cumbersome and error-prone inventory verification work: Traditional archive inventory required individual scanning of each archive file, a slow and tedious process prone to missed or incorrect counts due to fatigue or oversight, affecting the accuracy of inventory data.

By deploying the smart archive management system integrating light-up tags and UHF RFID technology, the Pudong Archives Bureau achieved the following significant leaps in management value:

• Achieved a leapfrog improvement in archive management efficiency: The application of this system led to a revolutionary optimization of the archive retrieval and inventory processes. The overall efficiency of archive management increased by 100%, significantly shortening archive retrieval and response times.
• Significantly improved archive retrieval and goods positioning efficiency: The introduction of smart light-up tags enabled target archives to be quickly and intuitively positioned. Archive retrieval efficiency saw a qualitative leap, greatly reducing the workload on staff.

The Pudong Archives Bureau adopted an innovative archive management solution combining SEUIC UHF RFID readers and light-up tags:

• Introduction of smart light-up tags and precise identification terminals: SEUIC ingeniously introduced smart light-up tags for the Pudong Archives Bureau and deployed AUTOID UTouch handheld UHF RFID readers. When the system searches for a specific archive, the tag attached to the corresponding archive box automatically lights up, achieving intuitive "what-you-see-is-what-you-get" guidance, thereby significantly accelerating archive retrieval speed.
• Utilization of RFID technology for efficient batch inventory: Leveraging the batch reading capability of UHF RFID technology completely changed the previous slow, item-by-item inventory model. Staff can instantly read all archive tag information on an entire shelf or within an area using a handheld reader, achieving efficient and accurate batch inventory, and ensuring the real-time nature and reliability of inventory data.