HALMED: RFID technology in the service of security and effective archive management
HALMED has implemented an RFID system for digital marking, tracking, and control of archival material in collaboration with Selmet. Security, speed, and traceability at every step.
About the client
HALMED – Croatian Agency for Medicines and Medical Devices
HALMED – Croatian Agency for Medicines and Medical Devices is the national regulatory body that ensures the safety, efficacy, and quality of medicines and medical devices in the Republic of Croatia. The key role of HALMED includes professional and transparent management of documentation, regulation, and market oversight – with an absolute obligation for precise management of archival materials.
Due to the volume of technical documents, confidential archives, and the importance of access control, HALMED recognized the need for a technological leap in the form of automated, secure, and digital archive management.
Challenge
Increase efficiency, reduce human errors, and ensure complete traceability in document management.
The huge amount of archival material, daily circulation of documents, and the necessity for quick retrieval of key documentation have created the following challenges:
- Who has access to specific documents?
- Where is the documentation for a specific medicine or medical device?
- Is the issuance/return correctly recorded?
- Can we quickly find documents without physical searches?
- How to ensure that no one takes material without permission?
Goal
- Implement automated marking and traceability system
- Ensure controlled access to archives with maximum security
- Simplify processes of receiving, returning, and inventorying materials
- Enable quick document retrieval using RFID technology
- Reduce the need for manual data entry and paperwork
Solution
UHF RFID technology
In collaboration with Selmet, an advanced solution based on UHF RFID technology has been implemented, including:
RFID marking of archival materials
- Each technical unit/document receives an RFID tag
- Marking is independent of printer type – all formats supported
- Automated return and issuance of materials enabled
Mobile application for UHF RFID terminal
- Detection of documents in space in real time
- Active search for a specific unit
- Partial and general inventory
- Data exchange with the archival system over a secure channel
RFID passages with access control
- Automatic recording of entries and exits of materials
- Possibility of triggering an alarm in case of unauthorized removal
- Passage “recognizes” who is allowed to access and what can be removed
Technical design and user training
- Selection and testing of optimal RFID equipment and tags
- Adjustment of RFID equipment for maximum efficiency
- User training for the system
Result of collaboration
Digital transformation that brings tangible benefits
- Complete traceability of all documents
- Faster inventory and easier searching of materials
- Automatic recording of document movements
- Access security and elimination of unauthorized actions
- Better space utilization and digitization of processes
- User satisfaction and simpler task management
Future outlook
HALMED plans further digitalization of its processes and expansion of the RFID system to other departments and functions within the organization. The goal is to achieve a complete digital architecture with automated control points, along with a high level of user independence and minimal need for manual input.
