Overview
The RFID-based Accounting Document Management System was implemented to comprehensively address the challenges of managing and retrieving accounting records in a large warehouse spanning over 100m², with thousands of documents arranged across numerous storage racks. Prior to adopting this solution, accountants faced significant difficulties in locating files, often spending excessive time and effort to pinpoint the exact position of documents. Additionally, cases of documents being removed from the storage without proper recording or return were frequently encountered, making it challenging to effectively manage and control the flow of records.
The project deployed an RFID system equipped with handheld scanners that enable staff to quickly and accurately locate documents. When an accountant needs to find a specific file, they can simply use the handheld device to scan around the storage area. The scanner emits a louder beep as it gets closer to the document and a softer beep as it moves further away, making it convenient to precisely identify the file's position on the rack. In addition, the system integrates fixed RFID readers at the storage room’s entrance, combined with antennas to monitor the movement of both personnel and documents. Each employee is issued a personal RFID card, and when they enter or exit with an RFID-tagged document, the system automatically records the time and individual involved, facilitating easy traceability and history verification.
With this solution, the client has not only reduced document search time by up to 95%, but has also completely eliminated instances of lost or untracked files, ensuring transparency and accuracy in document management. The project has delivered outstanding results, significantly improving the productivity of the accounting team and enabling the organization to manage and control records in a highly professional and comprehensive manner.
Functional Modules:
- User Management and Role-based Access Control: Provides functionalities to create, edit, and delete user accounts, as well as role-based access control to ensure data security and strict system access management. Permissions are configured to suit different user groups as required.
- Mobile and Fixed RFID Reader Management: Manages the configuration and operational status of both mobile and fixed RFID readers. Tracks installation locations and real-time status to ensure continuous and accurate data capture.
- Document Lifecycle Management: Monitors the complete lifecycle of each document from initial entry, storage, and retrieval to removal from storage. Records all status changes and the responsible personnel for effective document lifecycle management.
- Periodic Document Inventory Management: Supports planning and conducting regular or ad-hoc document inventories. Compares inventory results with existing system data to ensure accuracy and timely updates.
- Alert Management: Configures alerts for abnormal activities, such as unauthorized document removal or off-hours access. The system sends real-time notifications, allowing proactive incident management.
- Reporting: Provides comprehensive and detailed reports on document status, entry/exit history, and inventory results. Facilitates data analysis and enables quick and effective strategic decision-making for document management.
