Proposal For Document Tracking
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Technical Proposal For Document Security Management Solution For
Cox & Kings, Mumbai
Page 1 of 34
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
HCL PROFILE HCL Infosystems Limited is one of the pioneers in the Indian IT market, with its origins in 1976. For over quarter of a century, HCL has developed and implemented solutions for multiple market segments, across a range of technologies in India. HCL has been in the forefront in introducing new technologies and solutions, now HCL is amongst the top 20 business houses in India with 14000+ employees spread across 38 countries and revenue of around 14 billion US dollars. HCL Infosystems Ltd. is the Internet Infrastructure initiative of the HCL group, India’s premier information technology group. Through the pioneering presence of the HCL group companies the vast experience of the markets, HCL Infosystems has propelled itself to the path of “Total Technology Integration”. HCL Infosystems has established state-of-the-art ATM / Frame-Relay IP based network infrastructure across 43 cities in the country and offers an entire range of managed services. Its portfolio of services includes Virtual Private
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Networks (VPNs), Broadband Internet access; Hosting Co-location Services; Designing
and
deploying
Disaster
Recovery
solutions
and
Business
Continuity solutions; Application services; Managed Security services and NOC services. All these services are delivered with a turnkey approach that includes delivering Infosystems’s core services, third party hardware and network provisioning, maintenance activities and project management. HCL Infosystems comes with the promise of delivering the committed ‘Quality of Service’ backed by significant investments in infrastructure, network management solutions and its round the clock centralized Customer Support Call Center. This holds even more when we consider the leverage Infosystems draws from its parent company’s unparalleled experience in networking.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
HCL’s Customer Support We have the highest regard for our esteem customers, and to meet this, we have geared up ourselves with following services across the country: •
We organize customer’s meets all over the country to have the first hand interaction, which enable us to interact with our customers and review their feedback one to one. We also strive to improve our services standards for more customer satisfaction.
•
We have the key-client concept, where in we constantly monitor the upkeep of our products, being used for achieving highest level of service standards. The parameters governed by this (viz. Up-time, Preventive Maintenance Schedule etc.) are appraised by specialized team at the regional office and Head office. Further, these clients are provided with an Up Time Certificate authenticated by the respective user department and these are sent by the President & CEO himself.
We have across the country – Number of Machines
50,000
Number
photocopier) 10,000 (Telecom products alone) 1,000
of
Software
(All
products
including
Solutions Number of Professionals Number of Trained
14,000 5,000
Engineers Number of Offices Number of Service Centres Customer Satisfaction ISO Certification
170 cities 360 9 out of 10 * ISO 9001:2000 & ISO 14001:2004
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
* Survey done by With trained engineers around 360 locations around India, we are able to provide better customer support and reach well above the industrial customer
satisfaction
level
standards.
HCL is itself synonymous with customer satisfaction, we are proud to offer the best solutions and services anywhere in India. The best in the “Corporate Users expectation and Satisfaction Survey 2003” - Voice & Data Magazine. HCL has been ranked No.5 among India’s Top 5 groups impacting the dynamics of the IT Industry - DataQuest “The Most Responsive Company, 2005”– IT Hardware Category by the Economic Times - Avaya Global Connect
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
HCL’s Presence in India RFID Solution for (Client)
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Overview
Radio Frequency Identification (RFID) is the technology that is slated to replace barcodes in Document Security and Management applications. It is a form of identification that is contact-less and does not require line of sight. The technology has been in use in other sectors for more than 20 years. The RFID tags are placed in books and generally covered with a property sticker. Antennas of different sizes, based on application, are used to read the tags and manage the various office functions. The RFID Solution is a revolutionary application of automatic identification and data capture (AIDC) technology. In an office environment, RFID technology resembles a traditional barcode system in that it provides a means of assigning an ID to an item and reading that ID to perform circulation transactions or to take inventory. But while RFID technology resembles a traditional barcode system in application, the HCL RFID Solution is far superior in performance—plus it offers built-in security.
How the HCL RFID Solution Works HCL has partnered with Feig/TAGSYS/, leading manufacturers of RFID hardware, to bring you the latest in RFID technology. A standard RFID system consists of four main parts:
•
RFID Tags - Flexible, paper-thin smart labels that are applied directly to library items. Each RFID tag contains a tiny chip, which is both readable and writable and can store information to identify items in your collection. In library applications, it also stores a security bit and if needed, information to support sorting systems. •
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Passive (this is what mostly used now)
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Tags are inactive until the reader’s interrogation signal “wakes” them up
•
Cheap, but short range only
Semi-passive
On-board battery, but cannot initiate communication
Can serve as sensors, collect information from environment: for example, “smart dust” for military applications
•
Active
•
Readers A
More expensive, longer range
On-board battery, can initiate communication
–
handheld
or
EAS
Gates
programmed to capture radio waves signals omitted by the RFID Tags. The devices are responsible for the security and circulation of resources as programmed in the server, it will alarm if the resource is taken out without proper process.
•
Database: all the information related to RFID tags and corresponding information about the resource/books/member is stored in the database which is stored in a centralized location a PC or a Server. The software installed in the server verifies the tag reading captured by the Reader (Transceiver).
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
The HCL RFID Solution can be implemented with any library automation system that uses the Standard Interface Protocol (SIP/SIP2) for circulation transactions.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Advantages of an RFID System over a Traditional Barcode System The HCL RFID Solution provides numerous advantages over traditional barcode systems. Here are just a few of the benefits:
Features Read more than one item at a time Read while item is moving Programmable Line of site read not required Life guarantee (100,000 reads) Sturdy in harsh environments Might want to consider use of the term “environmentally hardened”, this term is becoming more common place in USA electronics markets. (I am not certain of global acceptance of this term) Able to resist water damage Built‐in security Inventory tool without handling items Able to locate specific items on shelves Use with borrower self checks units Use with automated sorting and handling systems
Particulars Physical Size
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RFID Tags range in size from a postage stamp to a book. The aspect ratio of a Tag's length vs width is very flexible and not a significant factor for the Reader.
RFID
Barcode
× × × × × ×
× × × × ×
Barcode Bar codes are larger than the smallest tag and very sensitive to the aspect ratio for presentation to a scanner. The ratio of a bar code's length vs width is critical to its operation.
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Lifespan
Tags have no moving parts and are embedded in protective material for an indestructible case and multiyear lifespan.
Harsh Environments
Tags may be placed in extreme environments and perform to specification. They are very robust to handling, sensitive to environment, and generally degrade once used, stored or handled in a nonoffice environment.
Product Codes
Digital data is stored on the Tag and provides for a significant capability to encode: 1) Tag originator 2) User data as needed by the segment or application 3) Serial number as needed by the segment/application Major vertical markets like Retail have standards which are excellent at coding product type and manufacturer. Additional information beyond these basic parameters is not feasible because the size of the Bar Code becomes too large.
Counterfeiting
Tags are produced with a unique identity code (UIC) or serial number from the manufacturer. This is embedded digitally on the microchip and may not be changed, therefore, making them extremely resistant to counterfeiting.
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Bar Codes have unlimited shelf life but are subject to degradation with handling.
Bar Codes may easily be duplicated and attached to products and are, therefore, easily counterfeited.
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Dynamic Updates
Traceable
Scanning
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Tags may be written to and offer on board memory to retain information. This feature may be used to store a product calibration history, preventive maintenance, etc. Updates may be made within the blink of an eye and automatically without human intervention. Once a Bar Code is printed it remains frozen. The Code and The combination of UIC (unique identification code), user data, serial number and on-board memory makes it possible to track, recall, or document the life span of a single item. For example, with livestock this means that the birthplace of the animal, its vaccine history, feed lots, slaughter house, processor, etc may all be tracked. This kind of information supports a complete pedigree for an item attached to the Tag.
Once a Bar Code is printed it remains frozen. The Code and the process of attaching the BC is not supportive of real time updates. It is a labor intensive process to update any information on a BC once printed.
RFID - Offers a range from inches to hundreds of feet and does not require line of sight. This means that individual Tags placed within a carton, packed in a box and stored on a pallet may be read. You do not have to open each box and present the individual item. BC - Offers a range over inches and requires line of sight to read the code.
The Bar Code must be presented to the scanner in an orientation and distance that is very limited. Individual reading requires that each box on a pallet be opened and the item pulled for presentation to the scanner.
BC is limited to an entire class of products and unable to drill down to a unique item. It is not feasible to recall, track or document a single item.
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Simultaneous Scanning
Cost
Reusable
RFID - Standards have algorithms to support simultaneous reading of Tags at one time. High volume Tags are currently 25 cents each with the potential to continue to drop per the experience curve. High volume bar codes are less then a penny. In this scenario the labor savings from items like physical counts, etc. give RFID greater feasibility.
Limited to one bar code at a time. Unable to support simultaneous reads.
Yes
No
This is a clear advantage for BC unless you expand cost to be fully loaded.
RFID System Components and Applications
RFID Tags An RFID tag is the most important link in any RFID system. It has the ability to store information relating to the specific item to which they are attached, rewrite again without any requirement for contact or line of sight. Data within a tag may provide identification for an item, proof of ownership, original storage location, loan status and history. RFID Tag consists of an integrated circuit and an antenna combined to form a transponder. RFID tags collect the energy to operate from a Radio Frequency (RF) field emitted by a reader device; therefore they do not need a battery. When energized by a radio signal from a fixed position reader or handheld scanner, the tag returns the stored information in order that the item to which it is attached can be easily located.
The chip also has a "multi-read" function, which means that several tags can be read at once.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
RFID tags have been specifically designed to be affixed into different like media, including books, CDs, DVDs and tapes. It is thin, flexible and thus can be laminated between paper and plastic. With special method to attach to books, patron is totally unaware that the tag is there.
KEY BENEFITS: 1. 2. 3. 4. 5. 6. 7.
No line of sight needed Allows to check-out and check-in several items simultaneously Information directly attached to product Performing both identification and antitheft in one single operation Different shape and sizes available Able to tag almost anything Accelerate scanning and identifying
Smart and Quick Inventory: Phase Action:
1. Search and Inventory by reading the RFID using portable reader and portable computer.
Phase Target:
1. Quick inventory 2. Look up the misplace material 3. Search for certain material
Equipment & parts needed:
1. Portable RFID reader 2. Portable Computer - Notebook PC or PDA 3. Inventory & Searching software
Check in and Check- out of Documents Counter Station is a staff assisted station on services such as loan, return, tagging, sorting and etc. It is loaded with arming/disarming module, tagging module and sorting
module.
Arming/Disarming
module
allows
EAS
(Electronic
Article
Surveillance) bit inside the tag of the office material to be set/reset so as to trigger/not trigger the alarm of the EAS gate. Checking of EAS status of office material is easy. The staff puts the item on the reader and click on the view to display the information stored inside the tag and status of EAS. There are also
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
feature of Auto Arming and Auto Disarm. Auto Arm/Disarm will automatic arm/disarm office material that is within the Reader range. Together with current office software, this station is used for the following services: 1. Modification and Creating new users with rights and permission 2. Generate reports 3. Arm/Disarm of EAS bit inside the office material 4. Program of new office documents 5. Sort item in accordance to their branch and category number
The features of this station depend on the module loaded by the Office Automation Software. KEY BENEFITS: 1. Provide Value Added Customer Service instead of manual daily routine 2. Control the movement of files from one location to another 3. Only authorized person / staff is allowed to check-out with authorized documents 4. Check the status is check-in sensitive documents
Shelf Management Shelf Management Solution makes locating and identifying items on the shelves an easy task for staff. It comprises basically of a portable scanner and a base station.
The solution is designed to cover three main requirements:
1. Search for individual file requested 2. Inventory check of the whole office stock 3. Search for documents which are miss-helved
All these functions are performed by sweeping the portable scanner across the spines of the documents on the shelves to gather their identities. In an inventory check situation, the identities collected are compared with the database and a discrepancy report could be generated. In situations when search function is required, whether for a particular item or an item category, the information is first entered into the portable scanner from the Page 15 of 34
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
base station, and when a foreign item is found on the shelves, a built-in beeper sound to alert the librarians.
KEY BENEFITS: 1. Changes inventory process: 2. No more book handling: just pass the reader across shelved books to perform an instant inventory. 3. Accuracy: book identification numbers are registered in the Shelf-Management Reader. The data is then downloaded to the central database. 4. The fastest inventory you have ever made: 20 books per second. 5. Notification: books to be pulled are up-loaded to the reader for quick identification. 6. User friendly: 7. Light weight 8. Wand allows easy reading of high and low shelves 9. Saves time and resources: 10.Implementers indicate a 75% reduction in human resources required for shelf management activities.
EAS Gates RFID EAS Gate is the anti-theft part of the RFID Document Management System using the same RFID tags embedded in the office items. Each lane is able to track items of 1 meter or more and would trigger the alarm system when an un-borrowed item passed through them. The alarm will sound and lights on the gate will flash as patron passes through with the library material. The EAS Anti-Theft Gate is used to detect RFID tag that is equipped with EAS (Electronic Article Surveillance). It can detect the RFID tags within 1 meter range without interference of magnetic items, Upon detecting of Armed RFID tags, the alarm will sound on the gate. It has option to trigger a Camera to record patrons who trigger the alarm to the Surveillance Station. Theft detection is an integral feature of the chip within the tag. It is a stand-alone technology, which operates independently of the library database.
FEATURES: Page 16 of 34
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
1. 2. 3. 4.
Detect EAS Armed RFID tags Multi-item detection Able to integrate camera with the gate (Option) Gale to integrate with Surveillance Station (Option)
KEY BENEFITS: 1. Single technology is required for both inventory and theft management of the office. 2. Office staff are alerted immediately when un-borrowed items passes through the theft detection gates. 3. Would-be thieves are deterred by the physical presence of the gates. 4. Number of patrons passing through the gantry is captured by a counter on the gates Alarm volume can be easily controlled.
Office Security System Only: Phase Action:
1. Using RFID Tag replace EM Security Stripe
Phase Target:
1. Radio Frequency Detection 2. Replace the EM Anti-theft system to avoid the high volume EM field harm human body and without False Alarm.
Equipment & parts needed:
1. Anti-theft Detection Gate - Detect the RFID Tag on Book and Check EAS Status, System alarm when the EAS status is ON. 2. Security Processing Station - Turn On or Off the EAS Setting of the Chip 3. RFID Tags
Support Document Circulation: Phase Action:
1. Using RFID tags replace the barcode in Circulation process. Reading book’s access number from RFID than from barcode to borrow and return the book.
Phase Target:
1. No line of sight needed 2. Allows to check-out and check-in several items simultaneously 3. Performing both identification and antitheft in one single operation
Equipment & parts needed:
1. Counter Station 2. New Integrated Office System functions - read from RFID and set the EAS status.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Perhaps the most difficult and disliked function in libraries is inventory control and shelf management. This function becomes extremely simple with RFID technology and associated software from the ILS system. The components necessary for inventory management consist of a Reader and a Wand with an IPAQ (hand-held personal digital assistant) at the end. The Reader weighs only 607 grams (0.6 kgs) and the Wand 435 grams (0.4 kg), making the weight of the entire unit approximately one kilogram. A shelf can be inventoried in a matter of a few minutes as the units can read up to 20 tags a second. The system allows for two different methods for taking inventory. The first method for taking inventory is to run the Wand across the shelf.
This
process captures the RFID data to the IPAQ unit, which can store data for more than 6 million books. This data is uploaded, through wired or wireless connections, to the ILS system, where the software program performs the inventory management functions.
The second method involves a pre-processing step where data is downloaded from the ILS system to the Reader. This method is more effective when there is a need to search for specific books or to identify miss-shelved or missing books.
The unit
comes with an audible alarm to provide appropriate feedback to the user. All in all, this technology converts the otherwise tedious task of managing inventory to a convenient technique for helping libraries gain control over their collections.
Specifications for RFID-based Document Management System The RFID Tags provided have following specifications: •
The RFID chip have the following characteristics:
•
Frequency Support: 13.56 MHz
•
Standard: ISO 15693 compliant
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
•
Type: iCode2 compliant
•
Memory Capacity: 1024 bits
•
Data re-write: 100,000 times for each address
•
Data retention: >10 years for each write
•
Anti-collision for Multi read
•
Anti-theft security bit
•
Read/Write capability with data locking option
•
Size of square tag (for books): 50mm x 50mm
•
Size of rectangle tag (for Tapes): 150mm x 15mm
•
Size of square tag (for CD/DVD): Diameter 40mm
The membership cards have the following characteristics: •
Operating Frequency: 13.56 MHz
•
Standard: ISO 15693-Vicinity Cards
•
Memory (User Programmable): 2K bits
•
Organized into 64x32 bit blocks
•
Typical Programming cycles (at 25 C): 100,000
•
Simultaneous Identification of Tags: Upto 50
•
tags per Second (Reader/Antenna dependent)
•
Data Retention time (at 25C): > 10 Years
•
Case Material: PVC (Polyvinyl Chloride), White
•
Surface Finish: Glossy
•
Dimensions: 85.6 (L) x 54 (W) x 0.76
•
(Thickness) mm (ISO 7810)
•
Weight: 5 gms
•
Printability: Thermal transfer (Dye Sublimation preferred), Silk screen Tamp on (Pad on)
It consist of - RFID Reader and Antenna with multiple Read/Write facility Page 19 of 34
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
•
Barcode Reader
•
High Speed slip printer
•
SIP2 compliant Client software for communication
Hardware Above system requires CPU with following minimum specs •
Processor: Intel Pentium 4 (2.4 GHz)
•
Hard disk: 40 GB or higher
•
Memory: 256 MB DDR RAM
•
Display: 15” TFT LCD Monitor
•
Network: motherboard with built in
•
Audio/Video/Ethernet 100 Mbps
•
Drive: DVD Combo drive o
RFID Antenna and Reader
o
Barcode Reader
o
Thermal Slip Printer
Specifications for RFID Reader and antenna with multiple read /write facility Firmware protocol: The firmware should be ISO 15693 compliant and should be upgradeable to comply with future ISO 18000 RFID chips •
Antenna: Capability to multiple read
•
Operating frequency: 13.56 MHz
•
Chip compatibility: ICode2 and ISO 15693 chips
•
Accompanied with the necessary software Communication interface: serial RS232
Application software: Page 20 of 34
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
•
Windows 2000 Professional or higher
•
Borrowing software (based on SIP2)
•
Arm/Disarm software for EAS security bit
•
Frequency Support: 13.56 MHz
•
Reading distance: 0 – 25 cm
•
Language: Multi-lingual support using Unicode
•
Membership card type support: Barcode, Magnetic, Smart card, RFID card multiple item loan: should be configurable from 1 to X nos.
The Multi-purpose Counter Station have the following specifications. It consists of RFID Counter Station for Read/Write One item at a time with specifications as below: •
Read/Write /Antitheft programming should be done in one single operation.
•
The programming station should be interfaced with the Document Management Software.
•
Programming time should be 1 second or less
•
Must be able to read ISO 15693 compliant tags
•
SIP2 client software should be provided
Hardware required •
CPU with following minimum specs
•
Processor: Intel Pentium 4 (2.4 GHz)
•
Memory: 256 MB DDR RAM
•
Hard disk: 40GB or higher
•
Drive: DVD Combo drive
•
Display: 15” Color Monitor o
RFID Antenna and Reader
o
Barcode Reader
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
o
Thermal Slip Printer
Application software •
MS Windows 2000 Professional or higher
•
RFID Tagging/Programming software
•
Borrowing software (based on SIP2)
•
Returning software (based on SIP2)
•
Arm/Disarm software for EAS security bit
•
Frequency Support: 13.56 MHz
•
Reading distance: 0 – 25 cm
•
Language: Multi-lingual support using Unicode
•
Membership card type support: Barcode,
•
Magnetic, Smart card, RFID card
•
Multiple item loans: should be configurable from 1 to X nos.
The Single-lane EAS Security Gantry have the following specifications. Office EAS Security Gantry Arrangement with Provision for Camera The single-lane gantry should consist of Two Pedestals: Each pedestal is standalone and plug and play to the main power Standalone: The Security Gates need not be linked to the office database, and should still operate even when the Integrated Document Management Software System is down or under maintenance. •
Frequency Support: 13.56 MHz o
Controllable Volume for Alarm
o
Strobe light
o
Alarm Count
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
o •
Patron Traffic Counter
Options for: Integrating with security camera Integrating with Access Control System
Shelf Inventory Management System This consists of Handheld RFID reader along with necessary communication software as per specs below: •
Operating frequency: 13.56 MHz
•
Chip Compliance: ISO 15693 SIP2 client software o
RFID Handheld Antenna
o
RFID Portable Reader
o
iPAQ Pocket PC 64 MB RAM Model 5500 or latest model along with necessary application software compatible for use with the handheld reader
Carry case for the entire Shelf Management System The Shelf Management System supports following functions: •
Item search (single/multiple)
•
Stock verification
•
Arm/disarm items
•
Locate misplaced items
The system provides web-based reports for the following purposes: •
Stock taking report
•
Missing items report
•
Extra items report
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
How the RFID Security System will work for Cox & Kings, Mumbai The process of RFID Document Flow & Security Management will start from the following procedure: 1.
Document Tagging Station
2.
RFID Reader between two tables
3.
Dak / Check-Out Station
4.
RFID Security Gate
5.
RFID Handheld Reader
Tagging of Documents with RFID Tags
Different documents are starts from single page or with some important document like passport / invoice, etc. During the course of dealing/interaction a simple page become a folder and as per requirements (Freedom of Information Act) many organization or forced to store the relevant information for a period of time. Storing of important documents results in the increase of carton in the warehouse, during the search and fast retrieval for the information the same warehouse become a battleground. Here, with the help of the RFID technology not only retrieval becomes easier but also the security of important documents.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Different types of RFID Tags can be pasted or attached with the documents for instance if the passport kind of documents are used, at the end of the same documents is delivered back to the concern person, company cannot afford to give away a costly tag its customer, here (client name) attachable RFID Tags can be used so that later the same tag can be taken out before dispatching to the customer. Fix tags can be used in different carton and folder which will remain in the office premises or if taken out but with permission.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Tracking and Security of Files/Folders There are two options available with the (Client Name) for using the tracking and inventory management: Option 1: installation of RFID Reader between two tables The location of the file/folder will be traced based on the in/out from one table to another. Option 2: Complete RFID Table Online information about the exact location of the file/folder in the office.
Layout of the table with RFID reader between
Fig 1: RFID Based Document Flow Management
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Step One: Document Tagging Station All relevant documents likes passport, visa paper or any other document assigned by Cox & Kings, Mumbai will be pasted/tagged with RFID Tags and entry of the document will be made in the central database. Once the all the relevant document is process and put in a folder the same will be passed on to the next process table through the (gate). Step Two : RFID Reader between two table. Step 1: Entry of document from one document will be taken as “In” for the table. RFID software will record the time of document received by the table / person and automatically open the account of the person from the software once matched by the RFID reader (customized required). Step 2: Once the table/person complete the process the same file is moved to next table / person through the “gate” the same file become “Out” for the first table and “In” for the second table. Meanwhile the software will record the “Out” timing for the first table and “In” timing for the second table along with other file related information. Note: There can be any number of RFID reader table between the Step One and Step Three
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Fig two: One RFID Reader installed between two tables
Step Three: Dak / Dispatch. Step 1: Once the file/document reach to final table (to dispatch or personally collect by the client). The person at the table will disable the tag if going directly from High Commission. Step 2: If the client is personally collecting the document from the Cox & King office the person at the DAK/Dispatch will remove the tag from the file after disabling security lock. Step Four: Security Gate. The document from which the RFID Tags are not removed / disabled will give “Alarm” to the security gate once the client / courier boy takes the document out of the office premises. The RFID gate can read 20-30 RFID Tags in one go, in case of courier agency is taking the documents outside the office premises.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Fig 3: RFID Handheld Reader will trace one particular file or take the stock taking
Step Four: RFID Handheld Reader for stock management and tracing the file. With the help of the RFID Handheld Reader Cox & King, Mumbai will be able to do the stock taking of the files they have in the store as well as trace a particular file/document if the same file is tagged with the RFID Tag.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
RFID Table
RFID Table is one complete RFID Tag with RFID Reader installed at the bottom of the table. RFID reader is plugged to the nearest PC to upload the online information about the documents kept on the table.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Rest of the process in the RFID Table will be similar to that of RFID reader between two tables. But there has to be some authorized distance need to be maintained between the desk so that RFID tags do not overlap each other.
1.
Deliverables N o 1. 2. 3. 4. 5. 6.
Page 31 of 34
Particulars
Quantity
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Commercial Proposal For Document Management Software For
Cox & Kings, Mumbai
Page 32 of 34
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
HCL
here
by
submit
its
Commercial
Proposal
for
Total
Document
Management Solution to Cox & Kings, Mumbai. Kindly find following as our Commercial proposal:
Commercial Offer for RFID Document Management Software Sr. No. 1. 2. 3. 4. 5.
Particulars
Quantity
Price (Rs.)
Installation & Integration
Terms & Conditions: •
Delivery: 6-8 weeks from the date of receipt of the PO and payment.
•
Taxes: The above prices are exclusive of all local Taxes. The same will be charged extra as applicable by HCL to Cox & Kings, Mumbai.
•
Warranty: There is a warranty on the solution purchased for one year from the date purchased. Thereafter, the warranty will continue to get extended on an annual basis as long as Cox & King, Mumbai continues to renew the Annual Maintenance on an annual and timely basis from the second year onwards.
•
Validity of Prices: These prices are valid for 30 days.
•
Force Majeure: HCL shall be under no liability whatsoever on the occurrence of any Force Majeure event such as war, fire, arson, industrial action, orders of government or other duly constituted authority, any natural calamities or Act of God, etc.
•
HCL provides the solution to Cox & King, Mumbai based on the above understanding, In case any additional scope of work or legal licenses for RFID or copyright act has to be taken care by Cox & King, Mumbai only.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
•
HCL and Cox & King, Mumbai will come into a agreement to fulfil the scope and when ever there is change in scope mutually will agree and the same in the agreement as and when it arises.
•
Above pricing is for generic software. In case of any customisation in software charges will be taken as per the degree of customisation in the software
Hope the above is in order. Sincerely,
For HCL Infosystems Ltd.
Page 34 of 34
Technical Proposal For Document Security Management Solution For
Cox & Kings, Mumbai
Page 1 of 34
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
HCL PROFILE HCL Infosystems Limited is one of the pioneers in the Indian IT market, with its origins in 1976. For over quarter of a century, HCL has developed and implemented solutions for multiple market segments, across a range of technologies in India. HCL has been in the forefront in introducing new technologies and solutions, now HCL is amongst the top 20 business houses in India with 14000+ employees spread across 38 countries and revenue of around 14 billion US dollars. HCL Infosystems Ltd. is the Internet Infrastructure initiative of the HCL group, India’s premier information technology group. Through the pioneering presence of the HCL group companies the vast experience of the markets, HCL Infosystems has propelled itself to the path of “Total Technology Integration”. HCL Infosystems has established state-of-the-art ATM / Frame-Relay IP based network infrastructure across 43 cities in the country and offers an entire range of managed services. Its portfolio of services includes Virtual Private
Page 2 of 34
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Networks (VPNs), Broadband Internet access; Hosting Co-location Services; Designing
and
deploying
Disaster
Recovery
solutions
and
Business
Continuity solutions; Application services; Managed Security services and NOC services. All these services are delivered with a turnkey approach that includes delivering Infosystems’s core services, third party hardware and network provisioning, maintenance activities and project management. HCL Infosystems comes with the promise of delivering the committed ‘Quality of Service’ backed by significant investments in infrastructure, network management solutions and its round the clock centralized Customer Support Call Center. This holds even more when we consider the leverage Infosystems draws from its parent company’s unparalleled experience in networking.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
HCL’s Customer Support We have the highest regard for our esteem customers, and to meet this, we have geared up ourselves with following services across the country: •
We organize customer’s meets all over the country to have the first hand interaction, which enable us to interact with our customers and review their feedback one to one. We also strive to improve our services standards for more customer satisfaction.
•
We have the key-client concept, where in we constantly monitor the upkeep of our products, being used for achieving highest level of service standards. The parameters governed by this (viz. Up-time, Preventive Maintenance Schedule etc.) are appraised by specialized team at the regional office and Head office. Further, these clients are provided with an Up Time Certificate authenticated by the respective user department and these are sent by the President & CEO himself.
We have across the country – Number of Machines
50,000
Number
photocopier) 10,000 (Telecom products alone) 1,000
of
Software
(All
products
including
Solutions Number of Professionals Number of Trained
14,000 5,000
Engineers Number of Offices Number of Service Centres Customer Satisfaction ISO Certification
170 cities 360 9 out of 10 * ISO 9001:2000 & ISO 14001:2004
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
* Survey done by With trained engineers around 360 locations around India, we are able to provide better customer support and reach well above the industrial customer
satisfaction
level
standards.
HCL is itself synonymous with customer satisfaction, we are proud to offer the best solutions and services anywhere in India. The best in the “Corporate Users expectation and Satisfaction Survey 2003” - Voice & Data Magazine. HCL has been ranked No.5 among India’s Top 5 groups impacting the dynamics of the IT Industry - DataQuest “The Most Responsive Company, 2005”– IT Hardware Category by the Economic Times - Avaya Global Connect
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
HCL’s Presence in India RFID Solution for (Client)
Page 6 of 34
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Overview
Radio Frequency Identification (RFID) is the technology that is slated to replace barcodes in Document Security and Management applications. It is a form of identification that is contact-less and does not require line of sight. The technology has been in use in other sectors for more than 20 years. The RFID tags are placed in books and generally covered with a property sticker. Antennas of different sizes, based on application, are used to read the tags and manage the various office functions. The RFID Solution is a revolutionary application of automatic identification and data capture (AIDC) technology. In an office environment, RFID technology resembles a traditional barcode system in that it provides a means of assigning an ID to an item and reading that ID to perform circulation transactions or to take inventory. But while RFID technology resembles a traditional barcode system in application, the HCL RFID Solution is far superior in performance—plus it offers built-in security.
How the HCL RFID Solution Works HCL has partnered with Feig/TAGSYS/, leading manufacturers of RFID hardware, to bring you the latest in RFID technology. A standard RFID system consists of four main parts:
•
RFID Tags - Flexible, paper-thin smart labels that are applied directly to library items. Each RFID tag contains a tiny chip, which is both readable and writable and can store information to identify items in your collection. In library applications, it also stores a security bit and if needed, information to support sorting systems. •
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Passive (this is what mostly used now)
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Tags are inactive until the reader’s interrogation signal “wakes” them up
•
Cheap, but short range only
Semi-passive
On-board battery, but cannot initiate communication
Can serve as sensors, collect information from environment: for example, “smart dust” for military applications
•
Active
•
Readers A
More expensive, longer range
On-board battery, can initiate communication
–
handheld
or
EAS
Gates
programmed to capture radio waves signals omitted by the RFID Tags. The devices are responsible for the security and circulation of resources as programmed in the server, it will alarm if the resource is taken out without proper process.
•
Database: all the information related to RFID tags and corresponding information about the resource/books/member is stored in the database which is stored in a centralized location a PC or a Server. The software installed in the server verifies the tag reading captured by the Reader (Transceiver).
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
The HCL RFID Solution can be implemented with any library automation system that uses the Standard Interface Protocol (SIP/SIP2) for circulation transactions.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Advantages of an RFID System over a Traditional Barcode System The HCL RFID Solution provides numerous advantages over traditional barcode systems. Here are just a few of the benefits:
Features Read more than one item at a time Read while item is moving Programmable Line of site read not required Life guarantee (100,000 reads) Sturdy in harsh environments Might want to consider use of the term “environmentally hardened”, this term is becoming more common place in USA electronics markets. (I am not certain of global acceptance of this term) Able to resist water damage Built‐in security Inventory tool without handling items Able to locate specific items on shelves Use with borrower self checks units Use with automated sorting and handling systems
Particulars Physical Size
Page 10 of 34
RFID Tags range in size from a postage stamp to a book. The aspect ratio of a Tag's length vs width is very flexible and not a significant factor for the Reader.
RFID
Barcode
× × × × × ×
× × × × ×
Barcode Bar codes are larger than the smallest tag and very sensitive to the aspect ratio for presentation to a scanner. The ratio of a bar code's length vs width is critical to its operation.
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Lifespan
Tags have no moving parts and are embedded in protective material for an indestructible case and multiyear lifespan.
Harsh Environments
Tags may be placed in extreme environments and perform to specification. They are very robust to handling, sensitive to environment, and generally degrade once used, stored or handled in a nonoffice environment.
Product Codes
Digital data is stored on the Tag and provides for a significant capability to encode: 1) Tag originator 2) User data as needed by the segment or application 3) Serial number as needed by the segment/application Major vertical markets like Retail have standards which are excellent at coding product type and manufacturer. Additional information beyond these basic parameters is not feasible because the size of the Bar Code becomes too large.
Counterfeiting
Tags are produced with a unique identity code (UIC) or serial number from the manufacturer. This is embedded digitally on the microchip and may not be changed, therefore, making them extremely resistant to counterfeiting.
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Bar Codes have unlimited shelf life but are subject to degradation with handling.
Bar Codes may easily be duplicated and attached to products and are, therefore, easily counterfeited.
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Dynamic Updates
Traceable
Scanning
Page 12 of 34
Tags may be written to and offer on board memory to retain information. This feature may be used to store a product calibration history, preventive maintenance, etc. Updates may be made within the blink of an eye and automatically without human intervention. Once a Bar Code is printed it remains frozen. The Code and The combination of UIC (unique identification code), user data, serial number and on-board memory makes it possible to track, recall, or document the life span of a single item. For example, with livestock this means that the birthplace of the animal, its vaccine history, feed lots, slaughter house, processor, etc may all be tracked. This kind of information supports a complete pedigree for an item attached to the Tag.
Once a Bar Code is printed it remains frozen. The Code and the process of attaching the BC is not supportive of real time updates. It is a labor intensive process to update any information on a BC once printed.
RFID - Offers a range from inches to hundreds of feet and does not require line of sight. This means that individual Tags placed within a carton, packed in a box and stored on a pallet may be read. You do not have to open each box and present the individual item. BC - Offers a range over inches and requires line of sight to read the code.
The Bar Code must be presented to the scanner in an orientation and distance that is very limited. Individual reading requires that each box on a pallet be opened and the item pulled for presentation to the scanner.
BC is limited to an entire class of products and unable to drill down to a unique item. It is not feasible to recall, track or document a single item.
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Simultaneous Scanning
Cost
Reusable
RFID - Standards have algorithms to support simultaneous reading of Tags at one time. High volume Tags are currently 25 cents each with the potential to continue to drop per the experience curve. High volume bar codes are less then a penny. In this scenario the labor savings from items like physical counts, etc. give RFID greater feasibility.
Limited to one bar code at a time. Unable to support simultaneous reads.
Yes
No
This is a clear advantage for BC unless you expand cost to be fully loaded.
RFID System Components and Applications
RFID Tags An RFID tag is the most important link in any RFID system. It has the ability to store information relating to the specific item to which they are attached, rewrite again without any requirement for contact or line of sight. Data within a tag may provide identification for an item, proof of ownership, original storage location, loan status and history. RFID Tag consists of an integrated circuit and an antenna combined to form a transponder. RFID tags collect the energy to operate from a Radio Frequency (RF) field emitted by a reader device; therefore they do not need a battery. When energized by a radio signal from a fixed position reader or handheld scanner, the tag returns the stored information in order that the item to which it is attached can be easily located.
The chip also has a "multi-read" function, which means that several tags can be read at once.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
RFID tags have been specifically designed to be affixed into different like media, including books, CDs, DVDs and tapes. It is thin, flexible and thus can be laminated between paper and plastic. With special method to attach to books, patron is totally unaware that the tag is there.
KEY BENEFITS: 1. 2. 3. 4. 5. 6. 7.
No line of sight needed Allows to check-out and check-in several items simultaneously Information directly attached to product Performing both identification and antitheft in one single operation Different shape and sizes available Able to tag almost anything Accelerate scanning and identifying
Smart and Quick Inventory: Phase Action:
1. Search and Inventory by reading the RFID using portable reader and portable computer.
Phase Target:
1. Quick inventory 2. Look up the misplace material 3. Search for certain material
Equipment & parts needed:
1. Portable RFID reader 2. Portable Computer - Notebook PC or PDA 3. Inventory & Searching software
Check in and Check- out of Documents Counter Station is a staff assisted station on services such as loan, return, tagging, sorting and etc. It is loaded with arming/disarming module, tagging module and sorting
module.
Arming/Disarming
module
allows
EAS
(Electronic
Article
Surveillance) bit inside the tag of the office material to be set/reset so as to trigger/not trigger the alarm of the EAS gate. Checking of EAS status of office material is easy. The staff puts the item on the reader and click on the view to display the information stored inside the tag and status of EAS. There are also
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
feature of Auto Arming and Auto Disarm. Auto Arm/Disarm will automatic arm/disarm office material that is within the Reader range. Together with current office software, this station is used for the following services: 1. Modification and Creating new users with rights and permission 2. Generate reports 3. Arm/Disarm of EAS bit inside the office material 4. Program of new office documents 5. Sort item in accordance to their branch and category number
The features of this station depend on the module loaded by the Office Automation Software. KEY BENEFITS: 1. Provide Value Added Customer Service instead of manual daily routine 2. Control the movement of files from one location to another 3. Only authorized person / staff is allowed to check-out with authorized documents 4. Check the status is check-in sensitive documents
Shelf Management Shelf Management Solution makes locating and identifying items on the shelves an easy task for staff. It comprises basically of a portable scanner and a base station.
The solution is designed to cover three main requirements:
1. Search for individual file requested 2. Inventory check of the whole office stock 3. Search for documents which are miss-helved
All these functions are performed by sweeping the portable scanner across the spines of the documents on the shelves to gather their identities. In an inventory check situation, the identities collected are compared with the database and a discrepancy report could be generated. In situations when search function is required, whether for a particular item or an item category, the information is first entered into the portable scanner from the Page 15 of 34
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
base station, and when a foreign item is found on the shelves, a built-in beeper sound to alert the librarians.
KEY BENEFITS: 1. Changes inventory process: 2. No more book handling: just pass the reader across shelved books to perform an instant inventory. 3. Accuracy: book identification numbers are registered in the Shelf-Management Reader. The data is then downloaded to the central database. 4. The fastest inventory you have ever made: 20 books per second. 5. Notification: books to be pulled are up-loaded to the reader for quick identification. 6. User friendly: 7. Light weight 8. Wand allows easy reading of high and low shelves 9. Saves time and resources: 10.Implementers indicate a 75% reduction in human resources required for shelf management activities.
EAS Gates RFID EAS Gate is the anti-theft part of the RFID Document Management System using the same RFID tags embedded in the office items. Each lane is able to track items of 1 meter or more and would trigger the alarm system when an un-borrowed item passed through them. The alarm will sound and lights on the gate will flash as patron passes through with the library material. The EAS Anti-Theft Gate is used to detect RFID tag that is equipped with EAS (Electronic Article Surveillance). It can detect the RFID tags within 1 meter range without interference of magnetic items, Upon detecting of Armed RFID tags, the alarm will sound on the gate. It has option to trigger a Camera to record patrons who trigger the alarm to the Surveillance Station. Theft detection is an integral feature of the chip within the tag. It is a stand-alone technology, which operates independently of the library database.
FEATURES: Page 16 of 34
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
1. 2. 3. 4.
Detect EAS Armed RFID tags Multi-item detection Able to integrate camera with the gate (Option) Gale to integrate with Surveillance Station (Option)
KEY BENEFITS: 1. Single technology is required for both inventory and theft management of the office. 2. Office staff are alerted immediately when un-borrowed items passes through the theft detection gates. 3. Would-be thieves are deterred by the physical presence of the gates. 4. Number of patrons passing through the gantry is captured by a counter on the gates Alarm volume can be easily controlled.
Office Security System Only: Phase Action:
1. Using RFID Tag replace EM Security Stripe
Phase Target:
1. Radio Frequency Detection 2. Replace the EM Anti-theft system to avoid the high volume EM field harm human body and without False Alarm.
Equipment & parts needed:
1. Anti-theft Detection Gate - Detect the RFID Tag on Book and Check EAS Status, System alarm when the EAS status is ON. 2. Security Processing Station - Turn On or Off the EAS Setting of the Chip 3. RFID Tags
Support Document Circulation: Phase Action:
1. Using RFID tags replace the barcode in Circulation process. Reading book’s access number from RFID than from barcode to borrow and return the book.
Phase Target:
1. No line of sight needed 2. Allows to check-out and check-in several items simultaneously 3. Performing both identification and antitheft in one single operation
Equipment & parts needed:
1. Counter Station 2. New Integrated Office System functions - read from RFID and set the EAS status.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Perhaps the most difficult and disliked function in libraries is inventory control and shelf management. This function becomes extremely simple with RFID technology and associated software from the ILS system. The components necessary for inventory management consist of a Reader and a Wand with an IPAQ (hand-held personal digital assistant) at the end. The Reader weighs only 607 grams (0.6 kgs) and the Wand 435 grams (0.4 kg), making the weight of the entire unit approximately one kilogram. A shelf can be inventoried in a matter of a few minutes as the units can read up to 20 tags a second. The system allows for two different methods for taking inventory. The first method for taking inventory is to run the Wand across the shelf.
This
process captures the RFID data to the IPAQ unit, which can store data for more than 6 million books. This data is uploaded, through wired or wireless connections, to the ILS system, where the software program performs the inventory management functions.
The second method involves a pre-processing step where data is downloaded from the ILS system to the Reader. This method is more effective when there is a need to search for specific books or to identify miss-shelved or missing books.
The unit
comes with an audible alarm to provide appropriate feedback to the user. All in all, this technology converts the otherwise tedious task of managing inventory to a convenient technique for helping libraries gain control over their collections.
Specifications for RFID-based Document Management System The RFID Tags provided have following specifications: •
The RFID chip have the following characteristics:
•
Frequency Support: 13.56 MHz
•
Standard: ISO 15693 compliant
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
•
Type: iCode2 compliant
•
Memory Capacity: 1024 bits
•
Data re-write: 100,000 times for each address
•
Data retention: >10 years for each write
•
Anti-collision for Multi read
•
Anti-theft security bit
•
Read/Write capability with data locking option
•
Size of square tag (for books): 50mm x 50mm
•
Size of rectangle tag (for Tapes): 150mm x 15mm
•
Size of square tag (for CD/DVD): Diameter 40mm
The membership cards have the following characteristics: •
Operating Frequency: 13.56 MHz
•
Standard: ISO 15693-Vicinity Cards
•
Memory (User Programmable): 2K bits
•
Organized into 64x32 bit blocks
•
Typical Programming cycles (at 25 C): 100,000
•
Simultaneous Identification of Tags: Upto 50
•
tags per Second (Reader/Antenna dependent)
•
Data Retention time (at 25C): > 10 Years
•
Case Material: PVC (Polyvinyl Chloride), White
•
Surface Finish: Glossy
•
Dimensions: 85.6 (L) x 54 (W) x 0.76
•
(Thickness) mm (ISO 7810)
•
Weight: 5 gms
•
Printability: Thermal transfer (Dye Sublimation preferred), Silk screen Tamp on (Pad on)
It consist of - RFID Reader and Antenna with multiple Read/Write facility Page 19 of 34
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
•
Barcode Reader
•
High Speed slip printer
•
SIP2 compliant Client software for communication
Hardware Above system requires CPU with following minimum specs •
Processor: Intel Pentium 4 (2.4 GHz)
•
Hard disk: 40 GB or higher
•
Memory: 256 MB DDR RAM
•
Display: 15” TFT LCD Monitor
•
Network: motherboard with built in
•
Audio/Video/Ethernet 100 Mbps
•
Drive: DVD Combo drive o
RFID Antenna and Reader
o
Barcode Reader
o
Thermal Slip Printer
Specifications for RFID Reader and antenna with multiple read /write facility Firmware protocol: The firmware should be ISO 15693 compliant and should be upgradeable to comply with future ISO 18000 RFID chips •
Antenna: Capability to multiple read
•
Operating frequency: 13.56 MHz
•
Chip compatibility: ICode2 and ISO 15693 chips
•
Accompanied with the necessary software Communication interface: serial RS232
Application software: Page 20 of 34
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
•
Windows 2000 Professional or higher
•
Borrowing software (based on SIP2)
•
Arm/Disarm software for EAS security bit
•
Frequency Support: 13.56 MHz
•
Reading distance: 0 – 25 cm
•
Language: Multi-lingual support using Unicode
•
Membership card type support: Barcode, Magnetic, Smart card, RFID card multiple item loan: should be configurable from 1 to X nos.
The Multi-purpose Counter Station have the following specifications. It consists of RFID Counter Station for Read/Write One item at a time with specifications as below: •
Read/Write /Antitheft programming should be done in one single operation.
•
The programming station should be interfaced with the Document Management Software.
•
Programming time should be 1 second or less
•
Must be able to read ISO 15693 compliant tags
•
SIP2 client software should be provided
Hardware required •
CPU with following minimum specs
•
Processor: Intel Pentium 4 (2.4 GHz)
•
Memory: 256 MB DDR RAM
•
Hard disk: 40GB or higher
•
Drive: DVD Combo drive
•
Display: 15” Color Monitor o
RFID Antenna and Reader
o
Barcode Reader
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
o
Thermal Slip Printer
Application software •
MS Windows 2000 Professional or higher
•
RFID Tagging/Programming software
•
Borrowing software (based on SIP2)
•
Returning software (based on SIP2)
•
Arm/Disarm software for EAS security bit
•
Frequency Support: 13.56 MHz
•
Reading distance: 0 – 25 cm
•
Language: Multi-lingual support using Unicode
•
Membership card type support: Barcode,
•
Magnetic, Smart card, RFID card
•
Multiple item loans: should be configurable from 1 to X nos.
The Single-lane EAS Security Gantry have the following specifications. Office EAS Security Gantry Arrangement with Provision for Camera The single-lane gantry should consist of Two Pedestals: Each pedestal is standalone and plug and play to the main power Standalone: The Security Gates need not be linked to the office database, and should still operate even when the Integrated Document Management Software System is down or under maintenance. •
Frequency Support: 13.56 MHz o
Controllable Volume for Alarm
o
Strobe light
o
Alarm Count
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
o •
Patron Traffic Counter
Options for: Integrating with security camera Integrating with Access Control System
Shelf Inventory Management System This consists of Handheld RFID reader along with necessary communication software as per specs below: •
Operating frequency: 13.56 MHz
•
Chip Compliance: ISO 15693 SIP2 client software o
RFID Handheld Antenna
o
RFID Portable Reader
o
iPAQ Pocket PC 64 MB RAM Model 5500 or latest model along with necessary application software compatible for use with the handheld reader
Carry case for the entire Shelf Management System The Shelf Management System supports following functions: •
Item search (single/multiple)
•
Stock verification
•
Arm/disarm items
•
Locate misplaced items
The system provides web-based reports for the following purposes: •
Stock taking report
•
Missing items report
•
Extra items report
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
How the RFID Security System will work for Cox & Kings, Mumbai The process of RFID Document Flow & Security Management will start from the following procedure: 1.
Document Tagging Station
2.
RFID Reader between two tables
3.
Dak / Check-Out Station
4.
RFID Security Gate
5.
RFID Handheld Reader
Tagging of Documents with RFID Tags
Different documents are starts from single page or with some important document like passport / invoice, etc. During the course of dealing/interaction a simple page become a folder and as per requirements (Freedom of Information Act) many organization or forced to store the relevant information for a period of time. Storing of important documents results in the increase of carton in the warehouse, during the search and fast retrieval for the information the same warehouse become a battleground. Here, with the help of the RFID technology not only retrieval becomes easier but also the security of important documents.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Different types of RFID Tags can be pasted or attached with the documents for instance if the passport kind of documents are used, at the end of the same documents is delivered back to the concern person, company cannot afford to give away a costly tag its customer, here (client name) attachable RFID Tags can be used so that later the same tag can be taken out before dispatching to the customer. Fix tags can be used in different carton and folder which will remain in the office premises or if taken out but with permission.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Tracking and Security of Files/Folders There are two options available with the (Client Name) for using the tracking and inventory management: Option 1: installation of RFID Reader between two tables The location of the file/folder will be traced based on the in/out from one table to another. Option 2: Complete RFID Table Online information about the exact location of the file/folder in the office.
Layout of the table with RFID reader between
Fig 1: RFID Based Document Flow Management
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Step One: Document Tagging Station All relevant documents likes passport, visa paper or any other document assigned by Cox & Kings, Mumbai will be pasted/tagged with RFID Tags and entry of the document will be made in the central database. Once the all the relevant document is process and put in a folder the same will be passed on to the next process table through the (gate). Step Two : RFID Reader between two table. Step 1: Entry of document from one document will be taken as “In” for the table. RFID software will record the time of document received by the table / person and automatically open the account of the person from the software once matched by the RFID reader (customized required). Step 2: Once the table/person complete the process the same file is moved to next table / person through the “gate” the same file become “Out” for the first table and “In” for the second table. Meanwhile the software will record the “Out” timing for the first table and “In” timing for the second table along with other file related information. Note: There can be any number of RFID reader table between the Step One and Step Three
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Fig two: One RFID Reader installed between two tables
Step Three: Dak / Dispatch. Step 1: Once the file/document reach to final table (to dispatch or personally collect by the client). The person at the table will disable the tag if going directly from High Commission. Step 2: If the client is personally collecting the document from the Cox & King office the person at the DAK/Dispatch will remove the tag from the file after disabling security lock. Step Four: Security Gate. The document from which the RFID Tags are not removed / disabled will give “Alarm” to the security gate once the client / courier boy takes the document out of the office premises. The RFID gate can read 20-30 RFID Tags in one go, in case of courier agency is taking the documents outside the office premises.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Fig 3: RFID Handheld Reader will trace one particular file or take the stock taking
Step Four: RFID Handheld Reader for stock management and tracing the file. With the help of the RFID Handheld Reader Cox & King, Mumbai will be able to do the stock taking of the files they have in the store as well as trace a particular file/document if the same file is tagged with the RFID Tag.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
RFID Table
RFID Table is one complete RFID Tag with RFID Reader installed at the bottom of the table. RFID reader is plugged to the nearest PC to upload the online information about the documents kept on the table.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Rest of the process in the RFID Table will be similar to that of RFID reader between two tables. But there has to be some authorized distance need to be maintained between the desk so that RFID tags do not overlap each other.
1.
Deliverables N o 1. 2. 3. 4. 5. 6.
Page 31 of 34
Particulars
Quantity
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Commercial Proposal For Document Management Software For
Cox & Kings, Mumbai
Page 32 of 34
Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
HCL
here
by
submit
its
Commercial
Proposal
for
Total
Document
Management Solution to Cox & Kings, Mumbai. Kindly find following as our Commercial proposal:
Commercial Offer for RFID Document Management Software Sr. No. 1. 2. 3. 4. 5.
Particulars
Quantity
Price (Rs.)
Installation & Integration
Terms & Conditions: •
Delivery: 6-8 weeks from the date of receipt of the PO and payment.
•
Taxes: The above prices are exclusive of all local Taxes. The same will be charged extra as applicable by HCL to Cox & Kings, Mumbai.
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Warranty: There is a warranty on the solution purchased for one year from the date purchased. Thereafter, the warranty will continue to get extended on an annual basis as long as Cox & King, Mumbai continues to renew the Annual Maintenance on an annual and timely basis from the second year onwards.
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Validity of Prices: These prices are valid for 30 days.
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Force Majeure: HCL shall be under no liability whatsoever on the occurrence of any Force Majeure event such as war, fire, arson, industrial action, orders of government or other duly constituted authority, any natural calamities or Act of God, etc.
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HCL provides the solution to Cox & King, Mumbai based on the above understanding, In case any additional scope of work or legal licenses for RFID or copyright act has to be taken care by Cox & King, Mumbai only.
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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
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HCL and Cox & King, Mumbai will come into a agreement to fulfil the scope and when ever there is change in scope mutually will agree and the same in the agreement as and when it arises.
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Above pricing is for generic software. In case of any customisation in software charges will be taken as per the degree of customisation in the software
Hope the above is in order. Sincerely,
For HCL Infosystems Ltd.
Page 34 of 34
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