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Real-Time Tracking of Document,
File and Archive Locations

File # 142001
Contract file
Active

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Real-Time Tracking of Document, File and Archive Locations

File # 142001
Criminal Case
Active

Radio Frequency Identification: Monitoring File, Document,
and Archive Locations

We have been experts in RFID file tracking systems since 2006, across many industries and applications.

The best predictor of future success is prior performance

FileTrackerIoT fully leverages RFID technology

RFID Check-in and Check-out

Passive Tracking at File-room Doorways

Real-time Tracking Throughout Facilities

Inventory Files-in-Circulation to Update Locations

Rapidly Locate Needed and Missing Files

Prevent unauthorized removal of files

Top RFID file tracking system with file and archives tracking and security technologies to automate and secure your operations.

  • Import or enter data about documents, files, archives and personnel.
  • Establish parent-child relationships between documents, files and archives.
  • Define User software privileges and rights. 
  • Define staff and physical locations for pinpoint tracking.
  • Manage record and archive life-cycle management, including active, inactive, archives, permanent or destoyed.
  • Establish and manage Task List and Workflows.
  • Complete audit trail history and unlimited standard and custom reports and forms.

Computerized records management software

  • Import or enter data about documents, files, archives and personnel.
  • Establish parent-child relationships between documents, files and archives.
  • Define User software privileges and rights. 
  • Define staff and physical locations for pinpoint tracking.
  • Manage record and archive life-cycle management, including active, inactive, archives, permanent or destoyed.
  • Establish and manage Task List and Workflows.
  • Complete audit trail history and unlimited standard and customer reports and forms.

Computerized records management software

  • Place RFID labels on folder fronts, side tab and/or top tab.

  • Many sizes and styles of RFID or RFID/barcode labels are available, sequential from rolls or printable utilizing your Unique ID and folder / archive data identifiers.

  • Utilize RFID file and archives labels for batch check-in and check-out, for performing rapid inventories of files-in-circulation or in storage, for real-time tracking throughout facilities, to find needed-missing files and to prevent unauthorized file movements.

  • Automate singular or batch check-in and check-out of folders and archives with USB RFID scanner.

RFID labeling of folders and archives

  • Place RFID labels on folder fronts, side tab and/or top tab.

  • Many sizes and styles of RFID or RFID/barcode labels are available, sequential from rolls or printable utilizing your Unique ID and folder / archive data identifiers.

  • Utilize RFID file and archives labels for batch check-in and check-out, for performing rapid inventories of files-in-circulation or in storage, for real-time tracking throughout facilities, to find needed-missing files and to prevent unauthorized file movements.
  • Automate singular or batch check-in and check-out of folders and archives with USB RFID scanner.

RFID labeling of folders and archives

  • Documents, files and archives can be labeled with barcode and/or RFID.
  • Folders can be scanned one-at-a-time or in stacks, boxes and carts all-at-once.
  • FileTrackerIoT enables file request and ready-for-pickup notifications to further streamline file tracking.
RFID File tracking system

Check-Out and Check-In

  • Documents, files and archives can be labeled with barcode and/or RFID.
  • Folders can be scanned one-at-a-time or in stacks, boxes and carts all-at-once.
  • FileTrackerIoT enables file request and ready-for-pickup notifications to further streamline file tracking.

Check-Out and Check-In

RFID File tracking system
RFID File tracking system
  • Find-a-File mobile scanner solution transmits radio waves 20’+ to rapidly locate needed files, requiring less than 30 seconds per work area.

  • Enter or select one or multiple files that need to be located, for a one-path location of needed files with a single Search.
  • Scanner beeps when a needed file or archive is located, so that the identified file’s locations can be pinpointed.
  • Scanner utilizes frequency of beeps, cold-warm-hot color scale and 0 to 100 numeric index to guide Users right to needed files.

Find-a-File

RFID File tracking system
  • Find-a-File mobile scanner solution transmits radio waves 20’+ to rapidly locate needed files, requiring less than 30 seconds per work area.

  • Enter or select one or multiple files that need to be located, for a one-path location of needed files with a single Search.
  • Scanner beeps when a needed file or archive is located, so that the identified file’s locations can be pinpointed.
  • Scanner utilizes frequency of beeps, cold-warm-hot color scale and 0 to 100 numeric index to guide Users right to needed files.

Find-a-File

Would you like to improve your records management practices and filing systems?

  • Mobile RFID scanners have a detection distance of approximately 20’/6 meters +.
  • Mobile scanner scans Location barcodes on office door frames and at other work areas to define the locations at which files are being inventoried.
  • The scanner rapidly scans all files a each location to update the software with current file locations.
  • The scanner also uses beep speed, color-scale and numeric index for finding files.

Trace, Inventory and Locate Files

RFID File tracking system
  • Mobile RFID scanners have a detection distance of approximately 20’/6 meters +.
  • Mobile scanner scans Location barcodes on office door frames and at other work areas to define the locations at which files are being inventoried.
  • The scanner rapidly scans all files a each location to update the software with current file locations.
  • The scanner also uses beep speed, color-scale and numeric index for finding files.

Trace, Inventory and Locate Files

RFID File tracking system
  • RFID antennas can be placed at file and storage room doorways to passively track files, archives and personnel as they enter or exit the storage areas.
  • Motion sensors can be utilized to establish direction-of-travel (IN or OUT) for automated check-in’s and check-out’s.
  • Personnel can be assigned RFID ID cards that will automatically track files to the staff person removing files.
  • Antennas, alarms and cameras can be installed at RFID doorways to trigger alerts if a file or archive approaches a doorway that is not authorized for removal.

Passive Tracking at File Room Doorways

RFID File tracking system
  • RFID antennas can be placed at file and storage room doorways to passively track files, archives and personnel as they enter or exit the storage areas.
  • Motion sensors can be utilized to establish direction-of-travel (IN or OUT) for automated check-in’s and check-out’s.
  • Personnel can be assigned RFID ID cards that will automatically track files to the staff person removing files.
  • Antennas, alarms and cameras can be installed at RFID doorways to trigger alerts if a file or archive approaches a doorway that is not authorized for removal.

Passive Tracking at File Room Doorways

  • Documents, files and archives are labeled with RFID (radio wave) labels that enable real-time tracking as they travel throughout facilities.
  • RFID antennas connect to a customer’s computer network and are ‘named’ in the database as a specific place/location.
  • When a file passes in proximity of a ceiling RFID antenna, the software is automatically updated with the current location of the file.

Real-Time File Tracking throughout Facilities

RFID File tracking system
RFID File tracking system
  • Documents, files and archives are labeled with RFID (radio wave) labels that enable real-time tracking as they travel throughout facilities.
  • RFID antennas connect to a customer’s computer network and are ‘named’ in the database as a specific place/location.
  • When a file passes in proximity of a ceiling RFID antenna, the software is automated updated with the current location of the file.

Real-Time File Tracking throughout Facilities

Barcode file tracking system
  • Prevent Unauthorized File or Archive Movements.
  • RFID antennas can be placed within facilities and at exits to prevent the unauthorized movement or removal of documents, files and archives.
  • RFID antennas can detect both the item(s) being moved, the person moving items and the direction that the person is walking (into or out of a RFID detection zone or doorway).
  • Alarm, flashing lights and cameras are triggered based on authorizations and business rules.
  • Software, email and SMS are automatically triggered based on business rules and designated authorities.

Prevent Unauthorized Removal of Files

Barcode file tracking system
  • Prevent Unauthorize File or Archive Movements.
  • RFID antennas can be placed within facilities and at exits to prevent the unauthorized movement or removal of documents, files and archives.
  • RFID antennas can detect both the item(s) being moved, the person moving items and the direction that the person is walking (into or out of a RFID detection zone or doorway).
  • Alarm, flashing lights and cameras are triggered based on authorizations and business rules.
  • Software, email and SMS are automatically triggered based on business rules and designated authorities.

Prevent Unauthorized Removal of Files

Slide 1

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
Slide 2
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.

Slide 2
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.

Slide 2
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.

Slide 2
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.

Slide 2
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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Slide 1
National Oceanic & Atmospheric Administration
Slide 2
U.A.E. MOI Department of Civil Defense
Slide 2
John Hopkins Medical Center
Slide 2
Canada Supreme Court
Slide 2
Botswana Ministry of Infrastructure and Housing
Slide 2
BankUnited
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FileTrackerIoT revolutionizes records management with elite software, barcoding, and RFID file tracking system.

FileTrackerIoT revolutionizes records management with elite software, barcoding and RFID technologies

FileTrackerIoT revolutionizes records management with elite software, barcoding and RFID technologies

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