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File Tracking Software - RFID, Barcode, and Customizable Tracking Software

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FileTrackerIoT is your 360˚ Documents, Files, and Archives Command Center, enhanced with Tracking Software.

Fully developed and available out-of-the-box, with full configuration to each customer’s exacting data, file tracking software, workflow, security and reporting requirements.

FileTrackerIoT is designed based on the requirements defined by our global government and commercial customers

Check-in / Check-out

Tracking Software

Staff file requests

  • Enables one or multiple files to be checked-out by selecting destination from drop-down list or by scanning a barcode representing the destination
  • Enables action assignments and tracking time-taken to perform action
  • Ready-for-pickup messaging
  • Enables staff to send file and archive Requests to file management staff for delivery or pickup

Real-Time Tracking

Tracking Software

RFID antennas can be placed throughout facilities

  • Each antenna or set of antennas establishes a ‘location zone’
  • Files are passively detected as they pass through location zones
  • Locations automatically update to the database so that staff know the current locations of all files
  • Software tracks direction-of-travel

Inventories

Tracking Software

Supports mobile scanners with barcode and RFID

  • Each physical location is identified by a barcode location label
  • User scans location barcode or selects location from drop-down location list
  • Scanner transmits radio waves 20’+ to rapidly inventory all files at the location
  • Inventory data updates software

Locate Files

Tracking Software

Mobile scanner enables needed files to be quickly located

  • Enter needed file #’s to mobile scanner
  • Point scanner around offices, work areas and file rooms 
  • Scanner beeps and highlights located file
  • Utilizes frequency of beeps, cold-warm-hot color scale and 0 to 100 numeric index to guide User right to the file

Task Management

Tracking Software

Supports tasks and task workflows

  • Manages file archive and destruction dates
  • Software alerts, messaging and calendaring of tasks with upcoming and due dates 
  • Establishes work groups with notifications and approval requests
  • Tasks display to global dashboard and to each work group User’s personal task list

FileTrackerIoT - File Tracking Software Platform

File Management Software

  • FileTrackerIoT is the intelligence of your operation, the command center that controls records management.
  • Complete document, file and archives management.
  • Rapidly configurable to each customer’s exacting data, tracking, workflow, security and reporting requirements.
  • Seamless management of physical and electronic documents, records and archives.
File tracking software

File Management Software

  • FileTrackerIoT is the intelligence of your operation, the command center that controls records management
  • Complete document, file and archives management
  • Rapidly configurable to each customer’s exacting data, tracking, workflow, security and reporting requirements
  • Seamless management of physical and electronic documents, records and archives
Tracking Software

Analytical Dashboards

  • Graphs and charts provide a snapshot view of important file management data.
  • All task and alerts link to table-view lists of records and archives that are due for task performance, with task and alert details and User and group notifications.
  • FileTrackerIoTautomates and digitizes records related task management.
File tracking software

Analytical Dashboards

  • Graphs and charts provide a snapshot view of important file management data
  • All task and alerts link to table-view lists of records and archives that are due for task performance, with task and alert details and User and group notifications
  • FileTrackerIoTautomates and digitizes records related task management

Dashboard Task Calendar

  • FileTrackerIoT includes calendar that displays tasks that are due for performance in the future and tasks that are overdue for performance.
  • Tasks display on calendar at configurable time intervals prior to task due dates.
  • Tasks are color-coded based on time interval, such as, within 90 days, within 30 days, within one week, due today or overdue.
Tracking Software
File tracking software

Dashboard Task Calendar

  • FileTrackerIoT includes calendar that displays tasks that are due for performance in the future and tasks that are overdue for performance
  • Tasks display on calendar at configurable time intervals prior to task due dates
  • Tasks are color-coded based on time interval, such as, within 90 days, within 30 days, within one week, due today or overdue.
Tracking Software

Check-out and Check-in

  • FileTrackerIoT includes check-out and check-in screens to speed and automate file movements.
  • Check-outs include destination to which being transferred, reason for transfer and expected return date utilizing RFID/barcode USB scanner and automated tracking at file and archive room doorways.
  • Check-ins can be for single records, stacks of records or carts of records ‘all at once’.
File tracking software

Check-out and Check-in

  • FileTrackerIoT includes check-out and check-in screens to speed and automate file movements.
  • Check-outs include destination to which being transferred, reason for transfer and expected return date utilizing RFID/barcode USB scanner and automated tracking at file and archive room doorways.
  • Check-ins can be for single records, stacks of records or carts of records ‘all at once’

Data Entry

  • Includes data screens for documents/folios, files and archives.
  • Data can be input by keyboard and/or imported from backend software systems.
  • Unlimited data fields for documents, files and archives.
  • Supports text entry, drop-down lists, calendar dates or Yes/No checkbox fields.
Tracking Software

Data Entry

  • Includes data screens for documents/folios, files and archives.
  • Data can be input by keyboard and/or imported from backend software systems.
  • Unlimited data fields for documents, files and archives.
  • Supports text entry, drop-down lists, calendar dates or Yes/No checkbox fields.

Mobile Computing

  • To achieve most effective records management, scanner and tablet mobile computing is core to the required capabilities of the file management system.
  • Files move from person-to-person and place-to-place after check-out, meaning that files-in-circulation must be inventoried on an ongoing basis so that staff know where files are located right-now.
  • The mobile scanner includes software that utilizes frequency of scanner beeps, cold-warm-hot graph and 0 to 100 numeric index to guide Users right to needed files.

Electronic Records

  • FileTrackerIoT is available with cost effective and user-friendly capabilities for attaching electronic documents to software document and file folder database records.
  • Fully supports extensible electronic document management for world-class document and record digitization, with aggressive pricing.
  • Successful electronic records management requires a close customer-vendor relationship – we are here to support you for success.
  • FileTrackerIoT blends physical and electronic records.
File Movement Tracking System

Mobile Computing

  • To achieve most effective records management, scanner and tablet mobile computing is core to the required capabilities of the file management system
  • Files move from person-to-person and place-to-place after check-out, meaning that files-in-circulation must be inventoried on an ongoing basis so that staff know where files are located right-now
  • The mobile scanner includes software that utilizes frequency of scanner beeps, cold-warm-hot graph and 0 to 100 numeric index to guide Users right to needed files
Electronic Document Management System

Electronic Records

  • FileTrackerIoT is available with cost effective and user-friendly capabilities for attaching electronic documents to software document and file folder database records
  • Fully supports extensible electronic document management for world-class document and record digitization, with aggressive pricing
  • Successful electronic records management requires a close customer-vendor relationship – we are here to support you for success
  • FileTrackerIoT blends physical and electronic records

Unlimited Capabilities

  • FileTrackerIoT fully leverages the capabilities of RFID and barcoding to optimize records management
  • Rapid and cost effective software configuration to meet each customer’s exacting needs
  • Complete audit trail ‘historical records’ of all activities related to all documents, records and archives
  • Unlimited standard and custom records management reports

Unlimited Capabilities

  • FileTrackerIoT fully leverages the capabilities of RFID and barcoding to optimize records management
  • Rapid and cost effective software configuration to meet each customer’s exacting needs
  • Complete audit trail ‘historical records’ of all activities related to all documents, records and archives
  • Unlimited standard and custom records management reports

Mature, Robust and Proven File Tracking Software

Revolutionize your records management system with FileTrackerIoT

The Best Predictor of Future Success is Prior Performance

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Project included physical audit of all documents, files and boxes at all sites, sorting of documents based on contract # and centralizing the documents within unitized, side tab folders with color-coding of the digits of the contract #. Also labeled folders with RFID tags and implemented mobile RFID scanner to enable rapid file inventories and for finding needed/missing files.

National Oceanic & Atmospheric Administration
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U.A.E. MOI Department of Civil Defense

The Department of Civil Defense is a 2-story building in Dubai with two (2) ground floor entrance/exits and hallway wings to the left and right of the elevator and stairwell in the building’s center. Project included placement of RFID labels on personnel folders to enable quick check-in and check-out, and to trace and find files throughout the facility. Installed twelve (12) RFID file detection zones along hallways on both floors. Installed RFID antennas and alarms at building exits to prevent unauthorized file removals.

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Johns Hopkins Medical Center

Implemented file management and tracking software with color-coding of patient records based on the first three (3) letters of the patient’s last name for visual filing and to prevent misfiles. Folder labels also include barcodes enabling fast, accurate check-in and check-out and to inventory files-in-circulation each morning. System prints file location reports posted on bulletin board so staff know where files are located.

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Canada Supreme Court

Often when cases are in active hearings, new documents will be received by the Court for folders that are already in-circulation. System provides document/folio labels for these ‘hot documents’ that are placed on reusable index cards and clipped to the folio/document so the documents can be tracked until the folder is located for the placement of the documents. Implemented RFID/mobile scanner so that files can be traced throughout facilities and missing/needed files and documents can be quickly located.

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Botswana Ministry of Infrastructure and Housing

Converted documents from thin paper file jackets with string fastener to sturdy manila side view folders with special fasteners that enable removing of documents without having to unthread and rethread other documents. Placed RFID, color-coded labels on files for visual filing. Implemented mobile scanner to trace files daily and find needed files. Installed twenty (20) RFID detections zones along hallways and at file room doorways for real-time file tracking.

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BankUnited

BankUnited had a self-developed file tracking database that was failing and at was at urgent risk of complete failure. Project was fast-track 3-week duration that included customized loan management database, export of data from old database to new database, and integration with the bank’s core processing systems for import of new loan records. Implemented color-coding based on Loan # and mobile RFID scanner to inventory and find files.

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National Oceanic & Atmospheric Administration
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U.A.E. MOI Department of Civil Defense
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John Hopkins Medical Center
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Canada Supreme Court
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Botswana Ministry of Infrastructure and Housing
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BankUnited
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