Archive storage system with RFID Labels

Complete Guide for File Tracking Systems and Records Management

Figure 3: Example Open-Shelf Color-Coded File Management System (U.S. Department of Labor)
Figure 3: Example Open-Shelf Color-Coded File Management System (U.S. Department of Labor)
  • Software
  • Tracking Technologies
  • Security Technologies
  • File Folders and Accessories
  • File and Archive Storage Systems
  • File Folder Labelling
  • Installation Services and User Training
  • Ongoing Support
  • Personnel
  • Benefits Administration
  • Contracts, Procurements and Projects
  • Accounting and Finance
  • Customers
  • Vendors
  • Job Jackets
  • Any type of document, file or archive…
Figure 4:  Example File Check-In / Check-out Software Screen
Figure 4: Example File Check-In / Check-out Software Screen
Figure 5: Example Task Creation Software Screen
Figure 5: Example Task Creation Software Screen
Figure 6: Example Task Calendar Software Screen Screen
Figure 6: Example Task Calendar Software Screen Screen
Figure 7:  Example User Task List Software Screen Screen
Figure 7: Example User Task List Software Screen Screen
Figure 8: Example Departmental Dashboard Software Screen
Figure 8: Example Departmental Dashboard Software Screen
Figure 16: Example RFID File Tracking System Deployment
Figure 35: Example Filing System with Side Tab Folders, Numeric Color-Coding and RFID
Figure 35: Example Filing System with Side Tab Folders, Numeric Color-Coding and RFID
Archive storage system with RFID Labels
Figure 36: Example Archive Storage System with RFID Labels

Vendor should provide an organization with critical documents and guides for defining the system implementation:

  • Technical schematic displaying the system’s technical architecture and implementation schema
  • Bill-of-Materials indicating all hardware, tags and labels that are required for the system implementation
  • .xls that provides guidelines and specific tabs for capturing the data to be populated within the software database
Figure 37:  Implementation of New Folders and-or Labels to Setup Filing System
Figure 37: Implementation of New Folders and-or Labels to Setup Filing System
  • The vendor providing a file management system should always provide full 1st year maintenance and support agreement on all system hardware and software, and this support agreement should be updated annually
  • For all products where hardware manufacturers over extended warranties and-or onsite hardware support, the vendor providing the file management system should include such extended coverages within the provided maintenance-support agreement
  • After system implementation, the vendor and organization should coordinate weekly working sessions to discuss system performance, User experience and overall operation of the system to ensure that the system roll-out is performing effectively, and then have automated follow-ups by email and phone monthly or quarterly until system is 100% stable and performing to expected standards
  • Systems are not static, they evolve over time, and Users should communicate to vendor any challenges that are being experienced with the system’s design and usage, and any envisioned modifications to the system that would improve performance, and the vendor should make any reasonable modifications or additions to improve the system and to ensure Users can best utilize the system…such enhancements should be provided at no cost and be covered by the support agreement
  • Technology changes rapidly and software must be periodically updated to reflect the patches and updates provided by the underlying software components that are installed on server(s) to ensure ongoing system performance and to ensure system security
  • Vendor should be able to provide an organization with ongoing supplies, hardware and labels to support the systems ongoing continuity

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Eric Collins
Eric Collins

Eric Collins has been designing and implementing filing systems and records management solutions since 1984. Twice certified by the prestigious Institute of Certified Records Managers (www.icrm.org). Holder of U.S. patent for ‘novel records management solution’. Founder and CEO of TrackingSystemsIoT, a leading tracking system vendor and specializing in file management solutions. Contact eric@trackingsystemsiot.com or 941.375.9437.

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