MULTIFUNCTIONAL SMART FILING CABINET

Abstract

The present invention relates to a multifunctional smart filing cabinet that enables the digital traceability of documents through numerous technological components such as an advanced RFID / NFC-based identification system, an electronic locking mechanism, and a user-friendly touch control panel, with the aim of ensuring the secure, fast, and organized storage of documents, files, and records used in various work environments such as offices, archives, public institutions, and the private sector.

Description

1 TARIFF 5 MULTIFUNCTIONAL SMART FILING CABINET Technological Field: The present invention is suitable for a variety of workplaces, including offices, archives, public institutions, and the private sector. secure, fast and organized storage of documents, files and records used in these fields To ensure its safekeeping, an advanced RFID / NFC-based identification system, 10 electronic locking mechanism, user-friendly touch control panel, and many more thanks to its technological component, it makes digital traceability of documents possible. It relates to a functional smart filing cabinet. State of the Art: 15 Traditional filing cabinets are usually made of metal or wood. a container with multiple shelves and drawers where documents are manually organized in folders These are storage units where documents are arranged. Documents are organized in these cabinets. It is entirely up to the user's initiative. The ability to find the files depends on the user's relevant input. It relies on knowing or remembering the location of the document or folder beforehand. This 20 Therefore, search processes take time, especially in institutions with high document traffic. It is the receiver. The locking systems used in existing cabinets are generally simple mechanical keys. or latches provide limited security in preventing unauthorized access. Incorrect. Problems such as placement issues, document loss, confusion, and physical damage are frequently encountered. With the advancement of technology, some advanced archive systems have electronic locks and 25 RFID (Radio Frequency Identification) tags have started to be used. Document identification systems use RFID tags placed on documents. It is possible to identify and, to a certain extent, track it. However, current solutions, documentation... The management process has the following shortcomings: 1. Lack of Automatic Location Detection: RFID or barcode systems cannot detect the existence of the file within 30 days. It can detect the file's exact location within the cabinet, but not on a shelf-by-shelf basis. It cannot automatically identify and visually mark the target. 2. Lack of Integrated Access Control: User-based authorization is absent from most systems. It does not work in conjunction with the cabinet. Existing electronic locks usually lock the entire cabinet. 2 opening, restricting access to specific panes or file groups 5 It does not. 3. Lack of Access and Activity History Tracking: Current systems lack tracking of who owns the file. Information such as when it was received or replaced is automatically generated. It is not recorded as such. 4. Lack of Remote Monitoring and Management: In most current systems, file statuses and 10 Access logs can only be viewed at the locker; internet or local network Remote management is not possible. 5. Lack of Instant Alert Mechanisms: Unauthorized access attempts or file... Instant notification and alarm systems are included in most products in case of unauthorized use. not available. 15 For these reasons, existing systems are inadequate in terms of efficiency, security, speed, and traceability. insufficient, especially in public institutions, law firms, and healthcare organizations, This negatively impacts document management in banks and large-scale businesses. This invention has been developed and integrated to address the shortcomings described above. It relates to a smart filing cabinet with an electronic file management system. There are currently 20. The main points where it differs from the technique are as follows: • User-based access authorization: Fingerprint, RFID card, facial recognition, or password. methods such as these allow specific users to access only the files or partitions for which they are authorized. access is ensured. • Access and Relocation Recording System: Each file is recorded for 25 days after being taken from the cabinet and returned to its place. User information regarding the time of placement is automatically recorded, and It can be reported if necessary. • Remote Management and Monitoring: The system can be managed via the internet or a local network. File access permissions can be edited remotely, along with real-time status and location information. It can be viewed. 30 • Instant Alert and Notification Mechanism: In case of unauthorized access attempts or file... If taken without permission, the alarm system on the cabinet will be activated and the authorities will be notified. Instant notifications will be sent. 3 Thanks to these features, the invention has 5 advantages over traditional and existing semi-automatic systems. A superior solution in terms of speed, security, efficiency, and traceability in document management. It offers. The purpose of the invention: The primary goal of this invention is to improve speed, security, traceability, and efficiency in document management. A smart filing cabinet system with integrated hardware, designed to provide 10 It is about developing. In this context, the main objectives that the invention aims to achieve are as follows: 1. Automatic Identification and Positioning: Files, documents, and other items located inside the cabinet. The documents are automatically identified through RFID, barcode, sensor or similar recognition technologies. 15 Determination based on shelf / compartment. 2. Preventing Unauthorized Access: Fingerprint scanner, RFID ID card, facial recognition. or password-based access control systems allowing only authorized users Enabling access to specific files or partitions. 3. Keeping Access and Movement Records: Recording the retrieval and restoration of files, 20 All actions such as unauthorized access attempts or unauthorized removals; date, time and Automatically recorded along with user information and when needed so that it can be reported. 4. Reducing Physical Search and Positioning Times: Automatic location detection, Thanks to visual markup and digital interface support, manual searching and file placement are possible. 25 Minimizing the time spent on these processes. 5. Remote Access and Management Capabilities: System components can be accessed and managed via the internet or a local network. manageable via a portal, access permissions can be edited remotely, real-time status and the ability to track location information, offering managers flexible control options. 6. Energy Efficiency and System Reliability: Low energy consumption of hardware components. 30 Designed to be energy-efficient, ensuring minimum power consumption in standby mode, Automatic detection and notification of malfunctions to the user, and long-term system performance. ensuring uninterrupted operation. Developed in line with these objectives, the invention offers speed and security in document management processes. By providing traceability and energy efficiency, it offers much more than existing techniques. 35 It offers an integrated, intelligent, and user-friendly solution. 4 Explanation of the Figures Figure 1 - General view (exterior + interior) Figure 2 - Placement of electronic components and sensors. Figure 3 - Connection and control diagram. References: 1. Smart file cabinet body 2. Cover panel 3. Left cover 4. Right cover 15 5. Drawer module 6. Shelf module 7. Hinge mechanism 8. Locking mechanism 9. Electronic lock 20 10. Manual emergency release lock 11. RFID reader 12. Barcode scanner 13. Camera module 14. Weight sensor 25 15. Control screen / panel 16. Software interface 17. User login system 18. Fire detection sensor 19. Alarm system 30 20. Conductive cables 21. Battery 22. Microprocessor Description of the Invention: 35 Smart file cabinet body (1), made of high-strength metal or composite material 5 It is manufactured to be resistant to impact, vibration and deformation. High strength. and with the help of the hinge mechanism (7) made of stainless steel material, smart the cover panel (2) attached to the file cabinet body left cover (3) and right cover (4) It consists of. The documents are organized in the inner compartment of the smart file cabinet body (1). 10 different sizes made of durable material that allows for placement a shelf with adjustable height options to support files It includes modules (6) and drawer module (5). Smart file cabinet doors Locking mechanism (8) which enables locking only by authorized user Electronic lock (9) which opens automatically after entry and in case of power failure or Manual emergency lock 15, which can be opened with a mechanical key in unusual situations such as system failure. It is locked with an opening lock (10). Smart file cabinet fire safety features With the help of the fire detection sensor (18) the alarm system (19) in case of possible fire It is designed to give audible and / or visual warnings. On shelf modules (6) and The RFID reader (11) located inside the drawer module (5) reads the files on It determines the exact location of the file by detecting the RFID tags found. Again, the same 20 The barcode is located on the shelf modules (6) and inside the drawer module (5) as shown. scanner (12) description of the contents of the files placed in the file cabinet This is done by integrating RFID tags attached to files into the system. Barcodes are automatically detected by this RFID reader (11) and barcode scanner (12). When a new file is added to the system, an RFID tag is attached to the file and the software... 25 The file is defined in the system via the interface (16). The file is placed in the rack module (6); RFID The reader (11) automatically records the existence and location of the file. The user, Search for files via the control screen (15). Authorize with the user login system (17). Verification is made. After approval, the electronic lock (9) is opened, the user cover hinges. It opens easily with its mechanism (7). The weight sensor (14) detects the file being taken and 30 Updates system records. Tracks file movements or user authentication. With the help of the camera module (13) placed inside the cabinet, the shelf and file by recording images to provide remote control capabilities in case of potential problems. They are installed. Placed under shelves or at the bottom of drawers, and are mechanical. The load-bearing structure will maintain the sensitivity of the sensors and ensure accurate data acquisition. 35 The weight sensor (14) designed to ensure that the file is on the shelf It is used to detect and determine the shelf fill level. The front of the cabinet 6 The control screen / panel (15) on its face allows users to search for files, 5 will allow users to change system settings and view status information. It is designed in this way. Search through the software interface (16) that runs on the screen. When this is done, the system identifies the shelf where the relevant file is located and visually displays it. It indicates the location of the file. The identification required for access permission to the file cabinet. Authentication methods include passwords, RFID cards, fingerprints, or facial recognition. This is done with the user login system (17) which supports all electronic methods. components, conductive cables neatly arranged inside the cabinet (20) They are connected to each other via and managed through the microprocessor (22). The microprocessor, It processes data from the sensors, controls the locking mechanism, and communicates with the control panel. It runs the software interface and triggers the alarm system. The system's power requirement is battery (21) 15 It is powered by electricity or can also operate by connecting to an external power source. The battery, electricity... It intervenes during power outages, ensuring the system operates without interruption. Smart File Cabinet – Software Interface Application Steps The software interface opens, and the system status is checked (power, connections, sensor status). The user is prompted for authentication (password, RFID card, fingerprint, or facial recognition). 20 Authentication results are verified via the microprocessor (22). Unauthorized access The attempts are recorded in the log file and the alarm system (19) is triggered if necessary. User Users enter file name, number, or tag information into the search screen. The software stores this information in the database. It performs a search. The location of the file is determined by an RFID reader (11) and / or a barcode scanner (12) It is determined from the data. The interface is visually represented as shelf module (6) or drawer module (5) 25 It marks the location of the file. The user approves the file access request. The microprocessor sends the electronic lock (9) unlocking command. The user opens the cover panel (2) It opens with the help of the hinge mechanism (7). The weight sensor (14) removes the shelf or drawer. It detects that a file has been received. The camera module (13) records images during the operation. RFID Reader (11) and barcode scanner (12) record the file movement in the system logs. Transaction 30 Once completed, the user closes the lid, and the electronic lock automatically engages. The user selects the "Add New File" option from the interface. The file is then attached with an RFID tag. The file is pasted and a barcode is added (if applicable). File information is entered into the software interface (name, code, (content, etc.). The file is placed on a shelf or in a drawer, and the RFID reader detects the file. The system automatically saves the location. If the fire sensor (18) triggers an alarm, the software interface 35 It provides visual / audio warnings. In case of security breaches, camera footage is recorded and the incident is documented. 7 A report is generated. When the manual emergency lock (10) is used, a special 5 is entered into the system logs. The warning will appear. The user can change system settings (unlock time, authorization lists). etc.). Sensor tests and connection checks can be performed. Software updates are installed. When the user finishes their actions, they click the "Log Out" button. All active actions The process is terminated, the locks are closed, and the power mode is set to low. Industrial Application of the Invention This invention is suitable for all sectors where document and file management is common, especially the public sector. institutions, private companies, law firms, archives and libraries, and educational institutions Widely applicable. Smart file cabinet, high-strength body, security. Because the systems are equipped with electronic identification and tracking modules, 15 to meet the document management needs of businesses of different sizes It can be produced modularly. The production process involves metalworking, plastic and composite molding. in the fields of manufacturing, electronic circuit design, software development and system integration. Existing industrial infrastructure can be used. Cabinet components can be mass-produced using advanced manufacturing techniques. It can be manufactured cost-effectively and produced in various sizes and capacities. The system, 20 It is scalable from small office environments to large archive centers, thanks to remote access and management capabilities, multiple locations in different locations Centralized control of the cabinet can be provided. In addition, fire detection and alarm systems can be implemented. Integrated and compliant with occupational health and safety standards, high-security file system. Storage areas can be created. As a result, the technical structure and functions of this invention are 25 And thanks to its modular design, it can support document management processes in a wide variety of industries. Practical and economical solutions for digitizing and securing It is possible to offer this and it is directly applicable to industry.

Claims

8 REQUIREMENTS 5 1. The present invention is suitable for various workplaces such as offices, archives, public institutions and the private sector. secure, fast and organized storage of documents, files and records used in these fields To ensure safekeeping, advanced RFID / NFC-based identification is used. system, electronic locking mechanism, user-friendly touch control panel Thanks to numerous technological components such as these, documents can be digitally stored in 10 It relates to a multifunctional smart file cabinet that enables traceability. Its feature is that it is made of high-strength metal or composite material. Impact and deformation resistant, with scratch-resistant coating on the outer surfaces. coated with and inner surfaces with smooth surface coating body (1), high The two-part cover panel is connected by a robust hinge mechanism (7). (2) and the left cover (3) and right cover (4) components of this panel are inside the body. drawer module with adjustable height mechanism (6) (5), locking mechanism that enables the lids to be locked (8), this lock electronic lock (9) and manual emergency release lock (10) integrated into the mechanism, shelf RFID reader (11), barcode scanner (12), located on modules (6), 20 The camera module (13) and weight sensor (14) are located on the front of the body, touch-controlled control screen / panel (15) and the work on this panel software interface (16), password, RFID card, fingerprint or for user authentication User login system supporting methods such as face recognition (17), body fire detection sensor (18) located inside and connected to this sensor 25 alarm system (19), conductive cables connecting electronic components (20), the microprocessor (22) that manages these components and the battery (21) that provides energy to the system or characterized by an external power connection, RFID reader (11), barcode via scanner (12), camera module (13) and weight sensor (14) of the cabinet software that can determine the existence, location, and status of files within it. fire Microprocessor that provides security with detection sensor (18) and alarm system (19) (22) is characterized by. 35