Information Management System based on RFID technology in District Court in Warsaw

Warsaw2015

RFID technology

• The basis of the Data Management System is RFID technology (Radio Frequency Identification)

• RFID System was created to manage, administer and monitor the location of the legal documents inside the court and to track the constant movement of the documents

• System allows to make a virtual map of the court and court`s archives with every single point where documents are located

A huge number of files, which were moving daily (90 % of active files (in regular movement) - daily movement of files from approximately 3500 volumes of files - up to approximately 5000 volumes of files) increased the possibility of :– misplaced files,– lack of replacement folders,– incorrect information inside the replacement folder (not knowing

where the files are)– incorrect marking on folders– lack of knowledge if the file is available – lack of knowledge about the current archive resources– many people involved in the documents locating activities

Problems

• constant and easy access to documents• decrease of waiting time for sharing data and

information • minimization of lost documents and folders• optimization within human resources engaged

in court`s work to improve the efficiency of employment

• feeling of being supported in storage of high importance documents by the reliable system

Purposes and goals

Benefits• easy, fast and efficient access to data base which

improve the efficiency of whole justice system• automation within libraries and sharing documents• better communication and better controlling system• human resources efficiency increase • decrease of mistakes, damages and losts of data• increase of security and safety• easier data searching system • decrease of logistic costs

Implementation of the RFID system included:– Marking covers of files with RFID tags and coding

them into the system– Installation of RFID devices:

• SKD Position (coding working space)• SPD Position (for tracking movement of files)• „Scanning gate" (for tracking movement of files)

Both of them can be used alternatively• Mobile RFID reader (searching and inventory of files),• smart shelf system - approximately 120 shelves

RFID devices

File coding

Movement of files

SPD

Scanning gate

Comparison – Scanning gate vs SPD

• Scan size:– SPD - up to 20 folders– Scanning gate – full cart (up to 150 folders)

• Advantages of Scanning gate system:– Ability to scan full carts without unpacking– Ability to automatically track the entering and leaving from

archive premises– automatically creates return document folders

• Time saving:– Fulfilment of an order of 130 files (items):

• Without RFID system – approximately 1h - Time efficiency - 100 %• SPD Position – approximately 15 min. – Time efficiency – 400%• Scanning gate system – approximately 30 sec. - Time efficiency 1200 %

Searching for files

• At the same time the system is constantly upgrading by increasing the number of mobile readers, installing the scanning gates and smart shelves.

• Implementation of „smart shelves” system – equipping all the shelves with appropriate infrastructure of RFID devices connected to IT system, which automatically allows to track files with accuracy to a single shelf (at the moment it is only approximately 120 shelves)

Plans for the future