A Tracking System for File Management using Radio Frequency Identification

Abstract 

Locating files is one of the greatest problems in universities nowadays and large volumes of data are usually generated in most institutions of learning. Time is wasted in searching files, energy is misused in looking for misplaced files, deadlines are missed and sometimes files are lost. This study proposed the use of Radio Frequency Identification (RFID) technology as a method of tracking and managing movement of files from one location to another within an organization, special emphasis is on files of all members of staff of Yobe State University. The RFID Tracking System will track the location of file within the Registry Department and Near the Field Communication (NFC) tags are placed in the file of staff which has unique identification number, the Universal Serial Bus (USB) NFC reader will send response to each tag that are within the reading range of the USB NFC reader. The control units are responsible for receiving the information (UID) from the RFID unit and tracking staffs and tagging from where necessary. The system consists of terminal units which include Raspberry pi, monitor, Universal Serial Bus (USB) Near the Field Communication (NFC) Reader, NFC Tags for each staff and wireless keyboard. The Radio Frequency Tracking System provides the functionalities of the overall system such as displaying unique identifier of the staff, registering Unique Identifier of the staff, deleting Unique Identifier of the staff, generating location history of the staff files and other minor related matters. The RFID tracking System was validated using Information System Success Model (ISSM) to measure the effectiveness of the system developed using the survey questionnaire. This research work has discussed the application and implementation of Radio Frequency File Tracking System for file management. The file tracking system using raspberry pi and NFC reader is automated and monitored without any wastage of time. RFID will aid tagging, tracking and management of individual file of all member of staff of Yobe State University.

TABLE OF CONTENTS

Declaration................................ i

Approval ..................................ii

Acknowledgement ..................iii

List of Acronym...................... iv

List of Figures......................... vi

List of Tables ........................viii

TABLE OF CONTENTS............ ix

Abstract.................................xiii

CHAPTER ONE...................... 1

INTRODUCTION ................... 1

1.1 Background of the study............. 1

1.1.1 Historical Perspective .............. 2

1.1.2 Conceptual Perspective............ 3

1.1.3 The Contextual Perspective ............ 4

1.2 The Problem Statement............... 4

1.3 Objectives of the Study............... 5

1.3.1The main objective of the study............ 5

1.3.2 Specific objectives of the study........................................... 5

1.5 Scope of the study…………………………………………………………………………………… 5

1.5.1 Geographical scope ............ 5

1.5.2 Content Scope ............... 5

1.5.3 Time scope ................ 6

1.6 Significance of Study............. 6

1.7 Organization of the Dissertation ............ 6

CHAPTER TWO ..................... 7

LITERATURE REVIEW ............ 7

2.0 Introduction........................ 7

2.1 Radio Frequency Identification Concept ......................................... 7

2.1.1 RFID DEFINITION............ 8

2.1.2 RFID APPLICATION ............. 9

2.1.3 Benefit of using RFID............ 14

2.1.4 Challenges of RFID ............... 16

2.1.5 HOW RADIO FREQUENCY IDENTIFICATION (RFID) WORKS ............................................ 18

2.3: Working Principle of an RFID System........................................ 19

Figure 2.4 : Working of RFID ............... 20

2.1.6 Review of related Literature ............. 20

2.1.7 Research gap from the related RFID work ........................................... 23

2.2 File Management ............. 25

2.2.1 Management with Hierarchical Folders......................................... 27

2.2.3 File management using tagging ......................................... 29

2.3 Theoretical framework.............. 30

Figure 2.5: Application of AMIEDoT model for document and user tracking ........................................ 31

CHAPTER THREE ............... 35

METHODOLGY ................... 35

3.0 Introduction...................... 35

3.1 Research Design............... 35

3.2 Management of Files using RFID File Tracking System ................................................................... 39

3.3 Mathematical Representation for Radio Frequency Identification Tracking System......................... 39

3.4 Research Population............. 40

3.5 Sample Size...................... 40

3.6 Sampling Technique ............ 40

3.7 Research Instrument............. 40

3.8 Validity and Reliability of Research Instrument .......................................... 40

3.8.1 Validity of Research Instrument ................................................. 40

3.8.2 Reliability of the research instrument...................................................... 41

3.9 Data analysis.................... 43

3.10 Method used in analyzing File Tracking System.............................................................................. 44

3.11 Method used in the Implementation of Radio Frequency Identification File Tracking System...... 44

3.12 System Modeling ............... 44

3.13 Limitation....................... 44

3.14 Ethnical consideration and approval.............................................. 45

CHAPTER FOUR.................. 46

ANALYSIS AND INTERPRETATION OF FINDINGS ...................................... 46

4.0 Introduction...................... 46

4.2 Responses on the Specific Objectives.................................................. 48

4.2.1 Analyze the existing File Tracking System used in Yobe State University of Nigeria................... 48

CHAPTER FIVE ................... 52

SYSTEM DESIGN , IMPLEMENTATION AND VALIDATION......................................................... 52

5.0 Introduction...................... 52

5.1 System Design & Modeling............. 52

5.1.1 Block diagram of Radio Frequency Identification system .............................................................. 52

5.1.2 Physical Connection of raspberry pi with USB NFC reader ........................................................... 53

5.2 Development Tool and Technologies used in design and Implementation of the System................. 55

5.3 Snap shot of system implementation .................................................................................................. 55

In figure 5.12 above allow the admin to read the file number (tag) using the NFC reader which are

already stored in the database then click delete button to delete button to delete the file number in the database.................................. 62

5.4 Validation of Radio Frequency Identification File Tracking System................................................. 65

CHAPTER SIX...................... 67

DISCUSSION OF FINDINGS, CONCLUSION, RECOMMENDATION AND CONTRIBUTION TO

STUDY .................................. 67

6.0 Introduction...................... 67

6.1 Demographic Characteristics of Respondents.................................................................................... 67

6.2 Specific Objectives .............. 67

6.2.1 To analyze the existing File Tracking System used in Yobe State University of Nigeria............. 67

6.2.2 Design of Radio Frequency Identification File Tracking System ................................................... 69

6.2.3 Implementation Radio Frequency Identification system in Yobe State University ........................ 69

6.2.4 Validation of Radio Frequency File Tracking System .................................................................... 70

6.3 Conclusion ....................... 71

6.4 Recommendation ............. 72

6.6 Future work...................... 72

REFRENCES......................... 73

APPENDICES ....................... 82

Appendix III: Interview Guide............... 85

Appendix IV: Interview Transcript............ 86

Appendix V: Budget .............. 91