In today's information-driven society, courts—as key institutions of state judicial power—must modernize their methods of managing case files. The traditional reliance on paper-based, manual archival systems has become increasingly inadequate in the face of rising caseloads and growing public demand for judicial transparency and efficiency. These legacy systems often suffer from low efficiency, frequent errors, and the risk of document loss. Against this backdrop, the introduction of Radio Frequency Identification (RFID) technology is emerging as a transformative solution for modernizing court archives.

I. Challenges in Traditional Court Archive Management

Conventional court archives primarily rely on physical documents, with file organization and retrieval processes handled manually. This approach is labor-intensive, slow, and highly prone to misplacement and misfiling. Furthermore, file transfers between departments or courts are typically done by hand, leading to delays and fragmented information flows.

As courts across the country push forward with "smart court" initiatives, there is a clear shift toward goals such as traceable document information, intelligent management, and secure, efficient file retrieval. In this context, RFID technology offers the technical capabilities needed to achieve these objectives.

II. Overview and Advantages of RFID Technology

RFID (Radio Frequency Identification) is a wireless technology that enables automatic identification and data exchange with tagged objects. Compared to barcodes or QR codes, RFID tags do not require line-of-sight, can be read in bulk, offer faster data transfer, and have greater storage capacity.

Within a court system, RFID tags can be embedded in file folders, archive boxes, or even document covers. These tags contain unique identification numbers that can be read by RFID readers, allowing for real-time positioning, movement tracking, and full lifecycle management of each judicial document.

III. Applications of RFID in Court Archive Management

1. Unique Identification and Tamper Prevention

Each judicial file is assigned a unique RFID tag before being archived. The tag stores essential metadata such as document ID, case number, filing date, and the presiding judge. With encryption capabilities, RFID tags prevent unauthorized access or data tampering, significantly enhancing document security.

Moreover, the RFID tag is linked to the case management system, allowing automatic correlation between the document and case timeline, ensuring consistency and accuracy in file handling.

2. Smart Positioning and Fast Retrieval

In densely packed archive rooms, manually locating a specific file can be time-consuming. RFID technology enables rapid location through handheld or fixed readers. Even if a file is misplaced or stored with the wrong case materials, the system can immediately flag the error, ensuring accurate and efficient retrieval.

For example, a pilot project at a mid-level court reduced the time required to locate and retrieve 100 files from a full day to just 30 minutes after implementing RFID—a significant boost in operational efficiency.

3. Full Traceability in File Circulation

With RFID and a connected backend system, every file movement—whether for trial, borrowing, or archiving—is logged with timestamps, locations, and responsible personnel. This traceability ensures accountability and offers an auditable trail of file interactions.

If a document is not returned on time or is moved improperly, the system can issue alerts and pinpoint the responsible party, helping to standardize archive procedures.

4. Permission Control and Data Protection

RFID systems can be integrated with the court's internal access control policies. Different personnel have different access rights—for example, clerks can view only case files they manage, archivists can perform inventory checks, and administrators can access broader data for oversight.

This fine-grained access control protects sensitive information and prevents unauthorized disclosures, reinforcing data security across the archive system.

5. Smart Inventory and File Tracking

RFID enables contactless batch scanning, allowing court staff to conduct routine archive inventories with ease. The system can automatically count files, categorize them, detect missing items, and generate audit reports—reducing human error and saving labor costs.

IV. Implementation Challenges and Solutions

Despite its benefits, implementing RFID in courts presents several challenges:

• Cost: Initial investment in RFID tags, readers, and system integration can be significant. However, phased implementation and financial support from judicial authorities can help ease the burden.

• System Integration: RFID systems must be compatible with existing digital court systems such as e-file repositories and internal management platforms. Standardized interfaces and data protocols are essential for seamless operation.

• Training and Change Management: Some staff may resist adopting new technologies. Comprehensive training, hands-on simulations, and process demonstrations are needed to build confidence and encourage adoption.

V. Future Outlook and Institutional Support

As technology evolves, RFID can be integrated with other innovations such as the Internet of Things (IoT), blockchain, and big data analytics. For instance, blockchain can store immutable logs of RFID-tracked file movements; AI can automate document classification; and data analytics can help optimize archival workflows.

At the institutional level, it is crucial for the Supreme People’s Court and related authorities to establish unified technical standards and operating procedures. This will ensure consistent deployment, data integrity, and security across the national court system, fostering a secure, efficient, and modern judicial archive infrastructure.

Conclusion

RFID is not merely a technological upgrade—it is a strategic enabler of judicial transparency, efficiency, and security. By transforming paper archives into traceable, intelligent assets, courts can drastically improve file management practices and lay the groundwork for the broader digital transformation of the judicial system.

From identification to traceability, from location tracking to audit readiness, RFID empowers courts to handle growing case volumes with precision and speed. As RFID continues to evolve, it will undoubtedly become an indispensable component of smart court construction and judicial modernization in the years ahead.