Design and Implementation of a Smart File Cabinet System With Enhanced Security and Remote Access

Abstract

In an era increasingly defined by digital interconnectivity, the physical security of sensitive hard-copy documents remains a persistent vulnerability in organizational infrastructure. Traditional filing cabinets, relying on passive mechanical locks, lack the capability for real-time monitoring, remote access control, or active intrusion detection. This research presents the design and validation of a Smart File Cabinet (SFC) system that bridges this technological gap by integrating mechatronic actuation with Internet of Things (IoT) telemetry. The proposed system utilizes a dual-factor authentication protocol combining a physical 4x4 matrix keypad and an Android-based mobile application communicating via the ESP8266 Wi-Fi module. A novel feature of this system is the integration of strain-gauge load cells, calibrated with a 2.7% full-scale accuracy, to detect unauthorized physical force (>15N) on the drawer handles, triggering immediate remote alerts. Mechanical actuation is achieved through a robust rack-and-pinion mechanism driven by high-torque stepper motors (4.2Nm). Experimental results demonstrate a system Mean-Time-To-Failure (MTTF) exceeding 2,880 hours and reliable remote operation within a 40m indoor radius. This study confirms that retrofitting traditional storage with sensor fusion and IoT connectivity significantly enhances security profiles by converting passive furniture into active, intelligent security nodes.