In the era of information technology, the digitization of archives has become a crucial part of modern national governance. Particularly for national archives that house historical records, political documents, laws and regulations, collective memory, and cultural heritage, effective management is vital to ensuring institutional continuity and preserving cultural identity. As countries push forward with digital transformation, a major challenge lies in managing vast amounts of documents with high efficiency, security, and accuracy. In this context, Radio Frequency Identification (RFID) technology—an automatic, contactless identification method—is emerging as a key tool, offering strong support for precision management of historical documents.

I. Challenges in Traditional Archive Management

For decades, national archives have relied heavily on manual input and paper-based cataloging. Although many archives have achieved preliminary levels of digitalization, they still face critical limitations:

1. Low Retrieval Efficiency: With millions of paper documents, photos, maps, and recordings, traditional barcode or manual catalog systems make it difficult to quickly locate specific items.

2. High Management Costs: A large workforce is required for filing, loan registration, and inventory tasks—efforts that are time-consuming and prone to human error.

3. Fragility and Risk of Loss: Many archival materials are irreplaceable. Physical damage or misplacement during transfers or usage can result in permanent loss.

4. Insufficient Security: For classified or sensitive documents, traditional methods lack the ability to track usage and movement in real time, making accountability difficult in the event of data leaks.

Faced with these challenges, RFID technology offers a powerful alternative with its high-speed, high-accuracy, and scalable characteristics.

II. Key Advantages of RFID Technology

RFID (Radio Frequency Identification) uses wireless radio waves to identify, read, and transmit data stored on small electronic tags. Compared to barcodes, RFID offers several compelling advantages:

• Contactless Reading: RFID tags do not require direct line-of-sight or physical contact, making it ideal for handling fragile or aged archival materials.

• Simultaneous Reading: Hundreds of tags can be scanned within seconds, vastly improving the speed of inventory checks.

• Writable Data Storage: Tags can store various types of information—document codes, loan statuses, classification details—essentially giving each item its own “data profile.”

• Tracking Capability: When integrated with doors, scanners, or monitoring systems, RFID enables real-time tracking of documents’ locations and movements.

• Long-Term Usability: RFID tags are durable and suitable for long-term use, aligning with the longevity required for national archives.

These advantages make RFID not just a tool but a transformative method for archive management.

III. Practical Applications of RFID in National Archive Digitization

1. Document Tagging and Intelligent Shelving

Each historical record—whether a file, image, or audio recording—can be tagged with a unique RFID chip. This tag stores metadata such as item number, classification, shelf location, and digital preview link. With supporting software, documents can be shelved and retrieved intelligently, reducing misplacement and human error.

2. Smart Retrieval and Automated Inventory

When a document is borrowed or returned, RFID systems automatically log the user, timestamp, and document status. For routine audits, staff can simply wave a handheld reader along a shelf to instantly inventory hundreds of items—eliminating the need to inspect each document manually.

3. Full-Process Tracking

From check-out, transportation, and digitization to exhibition and re-filing, RFID readers positioned throughout the facility can track every step of a document’s journey. In the event of loss or unauthorized use, the system can pinpoint the last known location and time, enabling rapid response and enhanced security.

4. Integration with Digital Platforms

RFID doesn’t just track physical files; it can also link to digital systems. When searching for a document, users can view both its physical location and its digital copy, improving access speed and reducing wear on original materials.

IV. Case Study: RFID Deployment in National Archives

In recent years, institutions like the National Archives Administration of China, the Beijing Municipal Archives, and the Shanghai Archives have actively implemented RFID-integrated systems. The National Archives Administration of China, for example, has tagged over one million archival items with RFID and developed a hybrid system combining RFID, image recognition, and AI-assisted inventory.

Key outcomes include:

• A 10-fold increase in inventory efficiency

• A document misplacement rate reduced to below 0.01%

• 100% digitization of lending records

• Significantly lower risk of document loss, with full traceability for sensitive items

These improvements have greatly enhanced both internal management and public service capabilities.

V. RFID's Role in Shaping the Future of Archives

As national governance continues to modernize, archives are no longer viewed merely as passive repositories but as active knowledge assets. RFID’s integration marks a shift in how these materials are preserved and utilized. Looking ahead, RFID will drive several transformative trends:

1. Comprehensive IoT Integration: Every document, shelf, and user interaction can be data-tracked, forming a real-time "Internet of Archives."

2. Intelligent Recommendation Systems: Paired with AI, RFID data can identify popular topics, support historical research, and aid policymaking.

3. Remote Interactive Services: Users will be able to reserve documents online, with the system preparing items in advance for efficient access.

4. Enhanced Cultural Display: RFID-enabled exhibition systems can offer automated narration and location-aware guidance, bringing archives to life for the public.

VI. Conclusion

In the journey toward a digital nation, the digitization of national archives is not just a technical endeavor—it is a matter of preserving collective memory and supporting informed governance. RFID technology, with its precision, efficiency, and traceability, is enabling a smarter, safer, and more dynamic approach to managing historical documents.

From the storage room to the cloud, from passive cataloging to proactive service, RFID is ushering in a new era of archival intelligence. As the technology continues to merge with big data and artificial intelligence, archives will not only be better preserved but also better leveraged as vital resources for society, culture, and national development.