Companies often keep privileged information about their clients in documents and files. Any breach in security can result in the loss of a company’s reputation or might even result in a lawsuit. Therefore, the need for security measures is very necessary. One such security system is the use of RFID Tags for Document Management.
So, today we will be discussing how RFID is used for document management & its benefits.
Basic Introduction to RFID Technology
As you probably already know, RFID stands for Radio Frequency Identification. It is a technology that uses radio waves to communicate data wirelessly over short distances. The primary use of RFID has been in logistic solutions, asset tracking, and inventory management.
In an RFID system, there are two major components, namely – RFID Tag, and RFID Reader. A tag consists of an antenna capable of backscattering. A reader consists of a chip and an antenna that broadcasts and receives radio signals. Once a tag enters the field of influence of a reader, it absorbs the power from the reader’s signals and reflects its signal. The reader then receives this backscattered signal and sends it to the system.
RFID Tags Compatible with Document Management
For the purposes of managing or tracking documents, you need a tag that is inconspicuous and small. Also, you need a tag with a simple mounting method like a self-adhesive. Therefore, certain types of tags are perfect for use in managing documents.
1. Paper Labels
As the name suggests that these tags are made of paper with an inlay inside them. They are thin and can easily be put on file covers.
2. Wet Inlay Tags
Unlike a tag, an inlay just contains an antenna and an RFID chip, installed on a thin substrate. Wet inlays refer to inlays with an adhesive backside. The biggest benefit of an inlay is that it requires very less space to install. They can be installed on paper too. So, for important documents or papers, you can apply a wet inlay on them.
3. Dry Inlay Tags
These are the same as wet inlays but lack an adhesive side, so you need to manually apply adhesive on them before applying it.
4. Self-Adhesive Polyester Label
Polyester is resistant to water; these labels have an inlay covered by a polyester covering. They are flexible and have an adhesive backside.
Benefits of Using an RFID Tag for Document Management
Documents often contain valuable and sensitive information belonging to your organization. Loss or theft of such information can result in a lot of financial and legal ramifications. With corporate espionage being such a big market, companies need to protect their documents. That’s why there are several checks and security systems put in place by companies to track documents.
However, human security or manual logs are always prone to faults or bribery. So, a lot of companies are now adopting RFID, and we’ll tell you why.
a) Automatic 24/7 Surveillance
Unlike manual security, an RFID system works around the clock continuously. This way it can monitor the location of your documents 24/7, without there a need for human security.
b) No Errors
Unlike people, machines don’t make mistakes. Every tagged document that passes through a reader will alert the system of its movement, which will be logged into the database.
c) Asset Tracking
You can automate asset/document tracking with the use of RFID. This system can help you know the exact location of a document within your facility.
d) Log Updating
An RFID reader will scan and log the date and time any tag enters its broadcasting field. This will help you maintain a real-time log of your documents & prevent any theft.
Frequently Asked Questions
Q1. What are RFID tags used for?
Ans. The primary purpose of an RFID tag is to automate asset tracking and inventory management.
Q2. How RFID is used in asset management?
Ans. An RFID tag is attached to an item, then with the help of strategically placed FID readers, you can keep track of the location of the tagged item.
Q3. What is an RFID management system?
Ans. An RFID management system consists of an RFID tag and an RFID reader. The communication data between these two, allow your system to keep track of and location of all your tagged assets.
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