Does FileTracker manage documents, files and archives…or just files?

Yes.  FileTrackerIoT manages document/folios, files and archives….seamlessly.

FileTrackerIoT is a hierarchical database, with a grandparent (archive box or binder), child (folder) and grandchild (document/folio) database schema.  File Trackr™ enables you to always know “what documents exist”, “within what folder is a document located”, and, if the record has been archived, “which archive box or binder is the file within”.

Folios/documents, files and archives can all be barcoded or labeled with RFID (radio wave detection labels), and all can be tracked real-time. 

Folios/documents are complicated…the workflow is complicated.  FileTrackerIoT enables your organization to establish a database record for each document.  Further, you can track critical data elements like date received, date stamped, action required (yes/no), action officer assigned-to, expected action, actual action, date of action and final disposition.  Documents can also be tagged with RFID.  A significant challenge for records management staff is knowing if the documents within a folder at time of check-out are within the folder and the time of check-in.  RFID technology enables files to be scanned to identify all documents within the folders at the time of check-out, and, all documents within the folder at the time of check-in.  If there are “missing documents” at time of check-in, Records Management Users are alerted real-time.  Documents can also be saved in digital / PDF format to the Weapon Trackr™ database, and, routed through workflows.

File folders, or jackets, are the core to FileTrackerIoT, so you know where your files are located at all times.  Mobile scanner tracks the exact shelf or drawer onto or into which a file is placed, with time and date.  Check-in and check-out procedures track files as they move in and out of filing system / RMU (Records Management Unit).   Mobile scanners enable tracing (inventory) of files-in-circulation.  RFID antennas at file room doorways, along hallways, at elevators and stairwells, and at building exits tells you exactly where your files are located, and if there is any alert event, such as “file exited building without authorization”.

FileTrackerIoT tracking screen enables entering or scanning an archive box or binder #, and, scanning the folder going into a box or binder, so that the database software knows where a folder has been archived.  Archive storage locations can be labeled with a unique storage location # and/or barcoded to identify each archive storage location.  When archives are placed into storage, the storage location and the archive box or binder is scanned to identify where the archive was placed into storage.  The documents within folders, and the folders within archives, are tracked by the software.  Document and file locations match archive locations.  If a folder or document is removed from an archive, it becomes un-married to the archive and is tracked discreetly until returned to the archive.

Share the article
Translate »