A file tracking system is designed to track the usage and availability of all records.RFID technology is the technology helping businesses reduce the time it takes to inventory client records and locate misplaced files. File Tracking Software Systems uses document image indexing in a way that connects hard copy paper documents and documents converted to images.Label Printing Software Systems replaces the manual process of applying individual color labels with the application of a single strip label.
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In an information economy, the ability to find files and documents fast is critical. RFID technology is the technology helping businesses reduce the time it takes to inventory client records and locate misplaced files.

RFID (Radio Frequency Identification) has no line-of-sight reading requirement, so it supports applications such as taking inventory just by waving a wand across the edge of a shelf.

Radio Frequency technology provides records management controls and automated workflow never before available. Radio frequency 'inlays' (antenna labels) uniquely identify each record (or item) and when radio waves from fixed or portable readers 'read' the tag on the folder, the folder sends back a signal saying 'here I am'. This allows real-time tracking of files as they move around a facility(s) and for files to be easily inventoried or found if missing. File Tracking Records Management software keeps track of where all files are located at all times.

RFID (Radio Frequency Identification) is a technology for identifying unique file folder records and other high value assets using radio waves. Typical RFID systems are made up of two (2) major components: Readers and Tags. The reader, sometimes called the interrogator, sends and receives RF data to and from the tag via antennas. A reader may have multiple antennas that are responsible for sending and receiving the radio waves. The tag, or transponder, is made up of the microchip that stores the identifier (data), an antenna and a carrier to which the chip and antenna are mounted (label). The RFID labels draw their power from the reader. The reader transmits a low power radio signal through its antenna to the tag, which in turn receives it through its own antenna to power the integrated circuit (micro-chip) that is built-into the label. The tag will briefly converse with the reader for verification that the tag was 'read' and the exchange of data. The File Tracking Software records/item management software keeps track of all files based on the location of the reader (and the item being read), as well as the date and time that 'reads' occur. All RFID 'reads' are updated to the File Tracking Software database, either to the FTSHOST web-based Server or a customer's internal Server. No third party Server or Workstation licensing fees are required.

A typical RFID workstation includes:

- fixed bar code reader for quick inputs to software tracking and search screens
- color printer for producing 'all-in-one' RFID, color-coded file folder labels
- check-in/out RFID Controller with RFID reader/antenna for passive record checkin/out
- portable RFID reader and download cradle for importing inventory reports & updating locations

Portable Readers & Mobile RFID carts allow real-time inventories of diverse item inventories, including exceptions reports at each location as the inventory is occurring. The # associated (and labeled) on a folder or item can be typed into the portable reader or the file cart computer, and will beep when the misplaced folder gets into range of the reader, typically within 5' to 15'. Helps find and elimanate 'lost files'!

By integrating Gen 2 RFID tags and readers with record tracking software, the Intelligent Filing System (IFS) allows users to:

  • Automate identification of circulating files
  • Enhance security through document control
  • Save time with automated check in and check out of multiple files simultaneously
  • Locate misplaced files using a portable inventory reader
  • Significantly reduce file inventory time
  • Increased read accuracy

RFID technology allows you to track files like you would using bar-coding but it also has some advanced features that no other system can provide. For instance, in a file room or record center; RFID technology allows you to inventory your files without using a line of site bar code reader. RFID also allows you to locate misfiled records or boxes faster and easily using a portable reader. This works by locating the file in the database and programming the portable reader with the corresponding RFID tag that is assigned to a file or box you are looking for. You can then walk through your file system passing the portable reader over the edge of your files or boxes. The reader will give off an alarm to let you know when it has located the misfiled file or box.

RFID has unlimited potential to enhance the way that materials are moved, wherever item level or asset management accuracy and efficiency are important such as the following places:
  • Airline baggage handling
  • Archive Centers
  • Automatic manifesting
  • Automatic truck location
  • Banks
  • Distributed self-checkout
  • Document management
  • File Rooms
  • Industrial laundry sorting
  • Inventory tracking and logistics
  • Libraries
  • Media Vaults
  • Medical supply/device tracking
  • Museums
  • On-shelf inventory systems
  • One-on-One loyalty marketing
  • Parcel shipping
  • Pharmaceutical manufacturing
  • POS auditing
  • Shelving Systems
  • Vaults
  • Verification of shipment integrity
  • Warehousing/distribution
  • Weapons
  • Work-in-progress management


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File Tracking Implementation

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Gen II 915MHz RFID is the most
advanced radio wave technology
available for tracking file folder
records or an items throughout an