State Archives

State Archives uses RFID

The Objective: Track electronic documents as they are extracted and returned to a central state government archive.

The Process: State government commits all critical documentation to electronic form by scanning and imaging physical paper into electronic files. The files are then stored on magnetic tape and stored in secure vaults at the state’s capital archive vault.

The Problem: the state has hundreds of thousands of tapes in storage. Tapes are frequently extracted, routed to a department for use and then returned to the archive at a later point in time. Tapes were being tracked using bar codes, which required human intervention to locate and pick tapes as well as to log their movement. The process was not reliable and as a result many tapes are moved without authorization or worse go unaccounted for. Personnel spend countless hours research and looking for tapes.

The Solution: Lockwood implemented radio frequency identification (RFID) technology, which continually monitors all tape movement. Each tape was equipped with a rugged RFID tag containing the tapes unique identification number. Stationary RFID readers and antenna where positioned at the egress points into and out of the archive vaults. The readers would detect tags as they moved into and out of the vault and update the software database accordingly. Unauthorized movement was automatically detected using Lockwood’s EventManager software, with alerts being routed to appropriate personnel for action. Portable RFID detectors were deployed to enable archive personnel to search for and locate individual tapes within the archive, helping personnel to pick tapes as needed and locate misfiled tapes within the vault.

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