A feasibility study of RFID application in archival repository management

檔案是產生者因其業務活動而產生，視該文件所具有的重要價值、稽憑價值與特殊價值等而被留存於各機關庫房內，當保存期限屆滿時，再將其移轉至適當的檔案典藏單位中典藏，並賦予法律、文化和研究等功用，讓社會大眾加以應用。因此檔案典藏單位是蒐集、整理、儲存與提供檔案資訊之處所，以妥善典藏檔案，並維護檔案安全為主要目的。其中庫房則是檔案典藏單位的中樞命脈。為能達到有效運用人力資源、減少找尋檔案所耗費的時間、即時掌握檔案動態、加速庫房清查等效能，檔案典藏單位可採取無線射頻識別(Radio Frequency Identification, RFID)協助管理工作。 本研究之目的主要分析檔案典藏單位與圖書館兩者於應用RFID之異同及探究國內檔案典藏單位運用RFID之可行性，以提出RFID應用於檔案典藏單位庫房管理之建議。本研究採用「深度訪談法」，主要訪談六所建置單位，以瞭解建置動機、使用成效及建置單位對RFID的看法等。並訪談五間檔案典藏單位對RFID應用之看法。 根據訪談結果，提出結論如下：一、圖書館運用RFID情形：RFID建置之初多以資訊背景人員為負責人，以提供多元服務予讀者為主要目的，且承辦RFID單位名稱多元化，使用時認為RFID於流通成效最佳，手持式讀寫器之成效則有待改善；二、檔案典藏單位庫房管理現況及RFID導入之可行性：研究結果發現金屬檔案架對RFID會產生干擾，且檔案典藏單位經費緊縮、需求性不如圖書館、政府推動電子化公文，無紙化世界即將來臨，將導致載體改變，會影響RFID應用。 由研究結果針對RFID應用於檔案典藏單位庫房管理可行性之研究歸納檔案使用率(utility rate)、館藏數量、庫房管理及撥用經費等四部分建議：一、建議優先使用RFID於檔案使用頻率較高的單位；二、建議優先使用RFID於館藏量較大的典藏單位；三、將RFID控管溫濕度功能應用至庫房管理；四、撥用經費建置RFID於部分檔案。Records are created in the process of executing various tasks and activities, whose intrinsic, evidential and special value is used to determine if such items require archiving. Upon expiration of records from these archives, subsequent appraisal and transfer to more suitable public archives allows society to use these records in legal, cultural, or research studies and fields, and also for other future uses. Thus, an archival repository is the ideal entity for the acquisition, organization, storage, and public access supplier for records, as well as serving a primary purpose of maintaining both a proper storage location and the security and preservation of records. Among the various responsibilities in an archival institute, storage is the most important aspect. In order to most efficiently utilize human resources and costs associated with searching and moving records, as well as to reduce collection inventory times, archival repositories can utilize RFID technology to aid in their administration responsibilities. This study analyzes and compares similarities and differences between RFID in archives and libraries, and also investigates RFID feasibility, and makes appropriate recommendations for RFID usage, applications, administration and usage models in archival repository management. This study used in-depth interviews, six from libraries, compiling their factors for RFID usage, results with the technology, and opinions regarding this new technology. In addition, five archives were interviewed regarding RFID applications and opinions. Based on these interviews, it can be concluded: First, in libraries, initial deployment of this technology used employees well-versed in information technology fields, RFID enables provision of multiple new user services, implementing department titles varied from place to place, circulation departments benefitted the most from RFID usage, and RFID handheld reader usage needs improved methods and results. Second, regarding current RFID usage in an archives institution, RFID usage in metal storage shelves has shown signal interference, RFID faces significantly higher cost barriers, funding issues show RFID is better suited for library usage models, government is shifting towards e-documents, and a global information paradigm shift from a physical paper medium to a paperless medium, will effect RFID applications. From these conclusions, four recommendations arise regarding the utilization rate of RFID, quantity of departments, storage administration, and sufficient funding: 1. RFID is more suitable in higher usage archival institutions. 2. RFID is more suitable in repositories with larger quantities of records. 3. RFID temperature and humidity features can be enabled for greater control and management in storage administration. 4. Sufficient funds must be allocated to implement RFID for important records