In the wave of digital transformation, efficient and secure management has become a key driver for organizations across all sectors. As essential carriers of institutional operation and business activities, documents and contracts have long presented challenges in management: manual retrieval is time-consuming, borrowing processes are disorganized, there is a high risk of loss, and accountability tracking is weak. In recent years, the introduction of Radio Frequency Identification (RFID) technology has brought significant transformation to the archival domain. Its potential in automation, digitalization, and intelligence is being realized in government agencies, enterprises, and legal institutions.

I. Challenges of Traditional Archive Management

In traditional systems, paper-based documents are typically sorted, numbered, and stored manually. Even with barcodes and labeling systems in place, these methods only allow for basic identification and tracking. Data entry and updates still rely heavily on human input, making errors inevitable. Moreover, paper records require substantial physical space and offer low search efficiency. The processes of borrowing and returning documents are often opaque and untraceable, making full life-cycle management difficult.

More critically, in industries with high confidentiality requirements—such as finance, legal services, and government—a single misplaced or tampered document can result in massive legal or economic consequences. Thus, secure archives, controlled circulation, and efficient retrieval have become core needs in modern records management systems.

II. Overview of RFID Technology and Its Advantages

RFID (Radio Frequency Identification) is a non-contact automatic identification technology that uses radio signals to read and write data embedded in tags. Compared to traditional barcodes, RFID offers several advantages:

1. Non-contact and Batch Identification: Tags can be read simultaneously without line-of-sight alignment, boosting efficiency in inventory and retrieval.

2. Readable and Writable Data: Tags can be updated multiple times, supporting real-time data management.

3. Strong Encryption and Anti-counterfeiting: RFID supports encryption algorithms and tamper-resistance, enhancing data security.

4. Lifecycle Management: Every stage—from creation and circulation to archiving and destruction—can be recorded and tracked automatically.

Thanks to these features, RFID has been widely adopted in logistics, retail, healthcare, and manufacturing. Now, archive management—an information-intensive field—is embracing RFID as well.

III. Application Models of RFID in Document and Contract Management

1. Intelligent Document Tagging

During the intake phase, each document or contract is assigned a unique RFID tag. These tags record essential metadata (e.g., document ID, title, date, department, confidentiality level) and link to a database containing more detailed information. Unlike traditional labels, RFID tags can carry more complex data and enable rapid identification through scanners.

2. Smart Cabinets and Access Control

RFID-enabled smart archive cabinets automatically recognize and log every document placed in or taken out. Once a user logs in with an access card, the system tracks file movements in real time. Unauthorized removals or overdue files trigger alerts, minimizing internal risks and unauthorized operations.

3. Automated Inventory and File Location

Using RFID’s remote reading capability, managers can perform fast inventory checks with handheld readers—without opening each cabinet or folder. Files can also be pinpointed instantly on a system map, dramatically improving search efficiency.

4. Digital Borrowing Workflow

With RFID and a connected backend system, borrowing requests, approval processes, due date reminders, and return tracking can all be digitized. Every borrowing activity is automatically logged—who borrowed what, when, why, and for how long—creating a transparent and traceable usage history.

5. Full Lifecycle Tracking

From document creation to transfer, use, archiving, and destruction, RFID enables full lifecycle tracking. This provides a solid foundation for compliance audits and accountability investigations.

IV. Case Studies and Results

Case 1: Provincial Finance Department’s RFID Archive System

Facing overwhelming document volumes, a provincial finance department deployed an RFID-based system in 2023. Post-implementation, annual inventory efficiency increased by 90%, and the error rate in document handling dropped to nearly zero. Loss-related costs decreased by over RMB 300,000 annually, establishing a benchmark for public sector digital archives.

Case 2: Law Firm’s Smart Contract Library

A leading law firm implemented an RFID-powered “Smart Contract Library” where every sensitive contract is tagged and stored in encrypted smart cabinets. Coupled with facial recognition and staff ID verification, the system records who accessed what and when—greatly reducing insider threat risks and boosting client trust in archival security.

V. Future Trends and Challenges

While RFID has delivered strong results in document management, several challenges remain:

• Cost Considerations: Initial investment in tags and smart cabinets can be high, posing a barrier for smaller organizations.

• System Integration: Upgrading legacy systems to RFID-compatible setups often requires customized software and hardware integration.

• Privacy and Compliance: Particularly in managing classified or sensitive personal data, organizations must enforce strong encryption and access controls to stay compliant with data protection regulations.

As RFID technology matures and costs continue to fall, it is increasingly being combined with blockchain, artificial intelligence, and cloud computing. These integrations promise even smarter, more secure archival management systems.

VI. Conclusion

Archives are not only organizational memory but also critical legal and operational evidence. With RFID, document and contract management is advancing toward a new phase of digitalization, intelligence, and transparency. From static storage to dynamic tracking, from manual checkouts to automated workflows, RFID breathes new life into traditional archives. As we build digital governments and smart enterprises, RFID-based solutions will become foundational pillars supporting secure, efficient, and sustainable information asset management.