Know the Current Locations of Your Records with the Record Management System

File TrackerIoT provides multiple layers of tracking capabilities, so staff can query the database and determine exactly where files are located.  Getting files to staff rapidly prevents lost productivity and enhances internal and external customer services.

Check-Out and Check-In

Each file folder is identified by a unique identifier, which is typically a number and sometimes includes alpha-numeric characters.  File Trackr™ can utilize your existing unique ID #, such as personnel #, file # loan #, case #, medical record # or a similar numeric identifier, or, the software can automatically assign a serialized # to each new record.  Most customers also label their folders with a barcode or RFID label, enabling highly accurate and rapid file folder scanning when folders are being check-out or checked-in.   File Trackr™ automates file movements through scanning or entering unique identifiers on the software’s tracking screen, indicating the time, date and the destination of file folders being checked-out or checked-in, eliminating the need for Registry Books, spreadsheets or other manual processes.

Trace Files with Mobile RFID/barcode or Barcode Scanner (records-in-circulation inventories)

In most commercial and government businesses, once files are in-circulation, the files sometimes move from person-to-person or place-to-place.  File Trackr™ includes support for mobile scanners that enable files-in-circulation to be rapidly ‘traced’ to current locations.  Barcode scanners are one-at-a-time scans from close proximity.  RFID (radio wave technology) enables all-files-in-the-room to be rapidly inventoried from distances exceeding 10’ / 3 meters + distances.   Tracing files results in database queries to determine a file’s location showing staff ‘right where this file is now’, rather than seeing a location transferred at time of check-out, which may no longer be accurate location data.

File Room / File Registry RFID Doorway Tracking Zones

File room doorway(s) can be equipped with RFID antennas and motion sensors that passively and automatically track folders In and Out of the file room, including file(s), time and date.  Staff can be equipped with RFID personnel ID cards and the file room doorway will also indicate ‘who’ removed or returned file(s).

RFID Choke-Point File Detection Zones

RFID antennas can be placed along hallways, at elevators and stairwells or anywhere files travel throughout an organization’s physical space.  Each RFID detection zone is named in the database, such as elevator bank 1 or stairwell 3 or zone # 8 etc.  Each time a RFID tagged folio, file or archive passes through the RFID detection point, the database is updated with file(s) detected, zone-at-which detected, time and date.  Real-time file tracking.

Barcode file tracking system
Barcode file tracking system

Share the article
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 ( 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 or 941.375.9437.

Translate »