IoT-Based Safe File Record System

Project Title

IoT-Based Safe File Record System

Project Area of Specialization Internet of ThingsProject Summary

In any office, management of important paper documents is a major issue. When using a hybrid document management system, companies will frequently fall into a trap of wanting to separately identify their electronic from their paper records, but in hybrid work environments, it’s not uncommon for the same document to be circulating in both paper and digital formats. it’s important that you take steps to label the versions—and in which format—is the official copy in your hybrid system. This helps to maintain balance between the ease of access of a hybrid management system and the formal organization of your official records. In this proposal, we present an IOT Based Safe File Record system to manage the file records in any office. Accurate recording and knowledge of the whereabouts of the information all paper records is essential. They are usually intended for use in public places, and intended for the short- or long-term private use of individuals for storing Files or other personal records in RFID system, Locker system. Radio Frequency Identification (RFID) has been used in a variety of applications, such as inventory management, anti-theft monitoring of consumer merchandise, and the tagging of livestock. With previous applications, it is difficult to link information stored on an RFID transponder to a specific individual. New applications for RFID technology include embedding transponders in everyday things used by individuals, such as library books, payment cards, and personal identification cards and documents. While RFID technology has existed for decades these new applications carry with them substantial new privacy and security risks for individuals. In this project I study the risks and security issues of files record, such as the targeting or tracking of individuals, or the potential disclosure of personal practices or preferences to unauthorized third parties, and how it could be attacking any important files. By using RFID technology maintain the files record and secure the file systems in any conditions. RFID technology based on   some terms (RFID system, Safe system, Record system).Some features of security system.... username and password system, when user can put the file on wrong box message send on the system it’s not your box please insert on right box, when unauthorized user catches the file security system inform to the right user by sending message or call on system and you can safe your file. Safe my files record in any situation.

Project Objectives

Safe file Record System is the management of records for an organization throughout the records-life cycle. The activities in this management include the systematic and efficient control of the creation, maintenance, and destruction of the records along with the business transactions associated with them. Considered a key component of operational efficiency, record management adds more value to organization’s information assets. So, don’t let files and folders pile up on our desktop or on our desk. Store everything in its appropriate location when we aren’t actively using it.

The objectives of the project are

1. Elimination of redundant data.
2. Increase of productivity and accountability in the organization.
3. Reduction in research for the right information. Resources are saved from time consuming research for data retrieval.
4. Cost-effective record storage due to absence of redundant records. Operating costs are reduced.
5. Creation of records are governed by standards and regulations present in the organization. Thus, it ensures regulatory compliance.
6. Safe file management system helps in controlling the creation and maintain of records.
7. Safe file management system brings in the capability to adopt new technologies for record keeping.
8. Litigation risks are minimized using records management.
9. Vital information can be well protected and secure using safe file management system.
10. By providing easy and better access to relevant records, it helps in better governance and corporate decision-making.

Project Implementation Method

Overview:

The system will send data about File record level to the authorities and will help to manage file record easily and provide the user with a safe look and manageable record. The major increment to make sure the well managed record and safe file system. This implemented on all education sectors, Business office’s and Organization sectors etc.

Software specification:

Software tools will include

• Arduino Compiler, IOT platform (Gecko)
• Blynk Platform

Hardware Specification:

1. DRAW
2. RFID MODULES
3. RFID READER
4. RFID CARD
5. RFID CHIP
6. 16 CHANNAL RELAY
7. NODE MCU ESP-8266
8. 12V SOLINOID LOCK
9. RF307 FINGERPRINT
10. BUCK LM-2596
11. CELL 18650 RECHARGEABLE 1800MHA

Benefits of the Project

Smart file record System help to safe your Files record and maintain your record system in which IOT and RFID based security system has a wide range of applications like Banks, Offices, and all authorized entries for staff personnel in malls, so on and so forth. The advantage of this project is that there is no need for any additional security required once this system installed. For this purpose, File Security has become one of the main concerns nowadays. It is very important for all the offices, Banks, Education departments because routinely update your file records as necessary so that all records have a logical place to go. Remove old files that you dedicated storage warehouse to have a well-defined security system which would allow only authorized. IOT and RFID based security system can be further enhanced to have a fingerprint reader and can be converted into a Biometric access control system.

• The project helpful to secure office records papers or important files.
• Fingerprint Feature, Alarming Feature, look Feature.
• when user can put the file on wrong box message send on the system you selected the wrong box insert on right box.
• when unauthorized user catches the file security system inform to the right user by sending message or call on system and you can safe your file.
• Cost-effective record storage due to absence of redundant records. Operating costs are reduced.
• Safe file management system brings in the capability to adopt new technologies for record keeping.
• Increase of productivity and accountability in the organization.
• Reduction in research for the right information. Resources are saved from time consuming research for data retrieval.

Technical Details of Final Deliverable

As a legacy of business practices gone by, most companies keep paper records files of everything. Sometimes the original paper-copy document file has unique legal force, such as an executed lease agreement. In any case, while striving to avoid unnecessary paperwork, you do need to establish a good recordkeeping system for your hard files. We introduced safe file management system because in real life different file are dismiss and not find easily. So, we want to find that files by the help of IOT based safe file record system. Invest in a series of file cabinets and arrange them according to the types of records they hold, keeping basic record types together and using folders and partitions to separate individual files. A well-defined security system which would allow only authorized people to save and place the file in own draw. We have designed an IoT and RFID based safe file record system in which only a person with valid RFID would be allowed to enter the premise. In this project the user Files are safe and it maintain proper record system of files and your draw is your property. IOT and RFID based security system use RFID as access control. A person can adjust the RFID tag needs to swipe it at the RFID reader. The RFID reader reads the unique RFID number from the RFID tag. The RFID reader then sends the ID details over to the microcontroller. The microcontroller is programmed to compare the ID number from the user with that of the authorized IDs. If the user id is invalid, the microcontroller sends the signal to turn ON the buzzer. If the user id is valid, the microcontroller sends the signal to open the draw and the user can put and out the file. We have connected Mobile to show informative messages like ‘Please insert your username and password’, ‘you are authorized’ and ‘you are not authorized.’ Etc. The microcontroller is also connected to the IOT module by which physical things can exchange data with the help of sensors, electronics, software, and connectivity. These systems do not require any human interaction. Security system, RFID system, Record System.

Final Deliverable of the Project HW/SW integrated systemCore Industry ITOther Industries Education , Others , Security Core Technology Internet of Things (IoT)Other Technologies OthersSustainable Development Goals Industry, Innovation and InfrastructureRequired Resources

Item Name	Type	No. of Units	Per Unit Cost (in Rs)	Total (in Rs)
			Total in (Rs)	80000
CELL 18650 RECHARGEABLE 1800MHA	Equipment	12	200	2400
CASING 4 CELL FOR 18650	Equipment	3	200	600
CONNECTOR-FOR CHARGING	Equipment	8	600	4800
BREADBOARD	Equipment	2	3000	6000
BATTRY CHARGER CELL 18650	Equipment	5	400	2000
LEDs	Equipment	10	150	1500
RESISTORS BOARD PACK	Equipment	2	750	1500
12V SOLINOID LOCK	Equipment	5	1700	8500
RF307 FINGERPRINT	Equipment	3	4000	12000
16 CHANNAL RELAY	Equipment	2	1525	3050
CHARGING CIRCUIT WITH LCD AND 2USB	Equipment	3	550	1650
BUZZER 12-24V	Equipment	2	200	400
KY-32 OBSTACLE AVOIDANCE SYSTEM	Equipment	5	200	1000
RFID CHIP	Equipment	10	200	2000
RFID CARD	Equipment	10	300	3000
RFID MODULES	Equipment	5	800	4000
RFID READER	Equipment	8	300	2400
NODE MCU ESP-8266	Equipment	3	1900	5700
Diodes	Equipment	10	500	5000
BUCK LM-2596	Equipment	5	200	1000
2GZ 7 COLOURS	Equipment	10	150	1500
WIRES	Miscellaneous	10	100	1000
MALE TO MALE	Miscellaneous	10	150	1500
MALE TO FEMALE	Miscellaneous	10	150	1500
FEMALE TO FEMALE	Miscellaneous	10	150	1500
FILES	Miscellaneous	10	50	500
DRAW	Miscellaneous	1	1500	1500
Application	Miscellaneous	1	2500	2500