As presented by Simon Clark (Prasad Corp) at the 2019 FIAT/IFTA World Conference in Dubrovnik, Croatia. About the use of RFID technology at the National Film Archives of India in Delhi.

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Pioneering use of RFID technology in managing archives
The future method of tracking the past
A presentation by

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Background of the Project
Digitisation of the NFAI film archive:
NFAI has over 150,000 + reels of films
Picture and Sound Negative (Black & White and Colour), Dupe Negatives, Inter
Positive / Master Positive, and Release Prints (Black & White and Colour)
Film reels are kept in 27 vaults spread across 3 buildings in 2 Facilities at Pune
Separate storage vaults are maintained for nitrate and polyester/ acetate

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Film reels identification
Categorization through Physical Checking
Repair of “at risk“ category reels
Film Storage Assessment
Asset Management & Metadata tagging of all reels
RFID tags and solution
Scope of the Project

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Film reels Identification and Assessment
1. Each title had multiple Film reels in different source formats
2. Inventory was managed in excel sheets by NFAI which
contained,
• Accession code
• Film Name
• Source material
• Language of the film and
• Year of the film.
3. Prasad’s scope for this phase :
• Identify the reels from the vaults
• Source formats and numbers
• Assess the existing condition of the film:
• The film condition was evaluated by A-D Strip insertion
• The results were captured and categorized

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Checking & Repair Phase - Process
1. 150,000 reels were checked and were categorized as A, B and C
status depending on the preservation condition and film status.
2. The A category films went through Repair Phase.
3. Leaders were inserted.
4. Sprocket damage, broken splices, broken perforations,
open/weak splices and tears were all repaired.
5. Metal cans were changed to plastic.

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Asset Management Software
Objective :
Asset Management Web Application was designed to manage:
• Film can tracking and Inventory control
• Auditing with customized Reports
• Customized Search Facility with Scheduled Reports
Modules that were designed :
• Registration/Admin Module includes RFID integration.
This module also includes capturing of each asset
information from the Metadata scheme
• Movement Tracking Module
• Kiosk Application Module includes Gate pass Module /
Receipt Module
• Inventory Module
• Dashboard & Reports

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Metadata Tagging
Title Level data includes the following
1. Title Name
2. Country of Origin
3. Year of Production
4. Language
5. Duration of Film
6. Content - Synopsis / Genre
7. Cast & Credits
8. Unique identifier Number – Taken from Origin/Language/Year/Title Name
1. Identifier – Inventory Asset numbers
2. Element Type – Original Negative/Dupe Negative/Print
3. Item Specifics : Base/Gauge etc.
4. Access conditions - Data captured during checking and editing phase with details of
condition of film/Type of defects /category/treatment suggested/details of repair work
done etc.
Item Level data includes the following

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RFID : Radio Frequency Identification (RFID ) is a next generation
Automatic Identification & Data Capture technology (AIDC).
Traditional Barcode technology already provides an economical
solution for AIDC industry applications.
However, Barcodes have a number of limitations:
• Each Barcoded item has to be scanned individually, thus limiting
the scanning speed
• Extra costs are incurred through the use of manual labour or
automating the scanning process
• When scanning is manually performed, there is the possibility of
human error
RFID – Solution – why RFID?

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A basic RFID system will consist of:
1. A programmable RFID tag for storing item data consisting of:
a) RFID chip for data storage
b) An antenna to facilitate communication with the RFID chip
2. A system to interrogate the RFID tag consisting of:
a) Antenna’s and/or
b) Handheld reader’s
RFID - Solution
*Passive RFID tags
Range around 3 Metres
Cost approx. €0.15
Lifetime at least 20 years

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RFID – Solution – the full system
Time at point A:
Time at point B:

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RFID - Solution
1. All the assets pertaining to each title were RFID tagged and
mapped to the film title master.
a) Each Film Reel was RFID Tagged (both ends of the reel) and
mapped with the Film Title master data.
b) Each Film Can was RFID Tagged and mapped with the Film
Title master data and placed in the Vaults (Storage areas).

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RFID - Solution
RFID Stations are deployed outside each Vault
Every time Films reels are taken out, the movement gets
recorded using RFID stations.
Before leaving the buildings, the reel movement is
recorded in the Building Kiosks.

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RFID - Solution
When returning the reel it has to pass through the
Building Kiosks & RFID Station.
RFID Hand held readers are provided for conducting quick
and convenient inventory audits.
RFID Asset Management Software provides complete
tracking information and necessary reports……

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Major benefits:
1. Visibility of all film movements – in and out of the vault, in and out of the building.
2. Bespoke asset management reports and alerts -
a) Vault/Location asset details
b) Frequently moving assets
c) Assets outside the vault for longer periods
d) Purpose of movements etc.
RFID - Solution
Future benefits:
1. Visibility of all film movements – is it on the correct shelf?
2. Visibility of all film movements – is it in the correct can?
3. Use of active RFID tags on higher value assets - can be tracked over
100 metres distance
4. RFID integration with mobile phones - Lost Asset’s could be located
anywhere in the world….

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Thank You
Q & A