How do we find missing/needed records?

The File TrackerIoT mobile RFID/barcode scanner transmits radio waves up to or exceeding 20’ / 5 meters.  Needed or ‘missing’ file folder can be entered to the mobile scanner’s screen and added to a FIND LIST.  A FIND LIST can be a single folder needed ‘right now’, or, can be a list of files that are unaccounted for, or, can be any list  of needed files.  So, scanner is designed to look for one file or many files at the same time.

The mobile scanner provides multiple methods to determine the proximity of the scanner to a needed file:

•The scanner beeps faster or slower depending on the proximity of the scanner to a file being looked-for, similar to a metal detector or Geiger counter

•There is a cold-warm-hot color graph that changes colors and the graph bars get higher as you get close to a needed file

•There is a 0% to 100% numeric scale that goes towards 100% as you get close to a needed file

In many countries, the concept of using color-coded indexing of file folders is an unknown art.  Imagine going into a large grocery store where all cans are white label with black words written…like corn or peas or tomatoes.  It would be difficult to find what you are looking for, and if a can is mixed in with the wrong section of cans, then, it will be difficult to know that it is in the wrong place.  Color-coding of files based on file # or file name will increase productivity 50%+, just with that one modification to your current system.  Color-coding of files makes filing a visual versus a cognitive process, and misfiles within the system are eliminated or immediately recognizable. 

Optimal access to files in based on color-coding and RFID technology.

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

Also, File TrackerIoT keeps track of which archive boxes or binders inactive records are placed into during archiving processes.  As such, staff can query the software database and know right away which box or binder is located-in, and, where that box or binder is located in an archive storage system.

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