Document & File Tracking With RFID:
Waste No More Time On the Endless Search Through Document Archives
Do you often put a lot of effort into trying to find a document or file? Or spend hours searching high and low through stacks of archive files and cabinets for a single document?
Important files, such as legal documents, signed contracts, accounting documents, wills, and deeds are usually made up of numerous pages and the volume grows daily. Ideally, these documents should be stored in a secure location and be readily accessible when the information is needed. Employees should also have visibility in the file access history of these critical documents, in case one is misplaced or lost.
It is possible to achieve these goals with document and file tracking with RFID technology from Litum. Our team of globally positioned RFID experts can get your business converted to a system that saves time and money.
An Easy To Install & Maintain System
Litum RFID provides all the necessary hardware and software to help companies manage their document and file tracking needs. Our prompt and efficient experts install all the RFID equipment for your file tracking system and provide training on how to use it. The software we provide will automatically update your database with the location of documents as they ping on fixed RFID readers throughout the building. It can even be used to monitor who removes documents from the archives.
The hardware used in this document and file tracking system includes fixed, desktop, and mobile RFID readers, passive RFID tags, and RFID printers. Each piece of equipment is an essential part of the wireless network that will monitor your files and documents.
Mobile RFID Readers
These mobile handheld scanners allows personnel to quickly search for documents within the stacks and on shelves. Battery operated, and capable of scanning passive RFID tags, these readers serve multiple purposes for the average business.
Fixed RFID Readers
Litum also provides high-performance RFID readers that ping on RFID tags at workstations and doorways where they are installed as documents are moved throughout the building. This hardware can effectively read RFID tags from longer distances and stacks of documents and files containing multiple RFID tags.
Desktop USB RFID Readers
Small, high-performance desktop RFID readers can be connected to the standard personal computers through a USB port. These readers are ideal for quickly checking out and checking in documents, or re-scanning a document before handing it to another employee. Litum’s desktop readers can read RFID tags up to 200 tags/second.
RFID Tags & RFID Printers
Litum’s document and file tracking system wouldn’t be complete without durable, long-lasting RFID tags. With these tags, businesses can continue adding more documents to their archives. The RFID printers are useful for encoding RFID tags and labels to affix to a variety of documents and files.
Documents are usually archived in stacks, so the RFID tags are in very close proximity to one another. Yet, each of these thin, specially developed tags are identified by gate readers without error, even when large stacks of files are carried through the gateway by an employee.
Ensuring Client Satisfaction With Complete Support & Training
Naturally, we provide the on-site support necessary to help get personnel used to working with the newly installed RFID document tracking system.
Personnel learn vital tasks to maintain and use a digital document catalog, including:
- How To Tag Documents
- How To Use & Maintain RFID Equipment
- How To Set Up Alerts
- How To Create Reports
- How to Check Document History
Key personnel will receive a complete rundown of how to enter new document information into the catalog database and edit existing information. As a new document is entered into the system, a new document tracking number is created and an RFID tag associated with that number can be printed out to affix to the document. These long-lasting tags are weather-resistant and won’t peel or tear easily.
Cut Away Unnecessary Man Hours –
Saving Time With Automated Check-In/Check Out
No longer will manual check-in and checkout processes take up an employee’s precious time at work. Now, personnel are able to quickly locate documents and check them out via Litum RFID’s document and file tracking system.
For example, when a company accountant requires the financial records for a certain year, he or she can simply visit the file archives and remove the appropriate documents. A desktop USB RFID reader will be available to help the accountant quickly search for the necessary folder.
As he or she leaves the room with the document, a fixed scanner at the doorway pings on the passive RFID tag on the document folder. This automatically updates the file tracking software so that it knows that financial document has been checked out.
As the accountant returns to a nearby workstation, another fixed scanner attached to that work area will ping on the RFID tag, again updating the database with the document’s most recent location.
Finding Lost Documents Fast
This process can be repeated thousands of times a year without any problems, wasted man hours, or lost documents. If a file happens to be misplaced by an employee, the mobile RFID reader can be used to search for it within the room or area where it was last pinged by a fixed scanner.
Personnel can easily locate any document at any time. Workers no longer need to wait for an archive manager to assist them or visit the document storage area during certain hours of the day.
Prevent Losses Via Improved Security & Auditing
The new RFID tracking system reduces the potential for lost or misplaced documents as a result of theft, improper handling, or absentmindedness. Businesses can see exactly when and where documents were taken when they were checked out of the file archives. It is possible with Litum RFID file tracking software to record a history of document movements that goes back months or years. Use it to generate an audit trail report to track how often certain files are removed and to see exactly who is removing those files.
With well-placed fixed document readers, companies can also create geofences around a building or on a single floor of a building. Whenever an RFID tag pings on a reader located at an exit, an automatic alert can be sent to designated personnel. Businesses will know immediately that a document has been removed from the building without permission. Plus, it’s possible to set up the geofence to only send alerts when it pings on certain types of documents, such as financial records or classified materials.
RFID Document & File Tracking In Action:
Kuwait Ministry of Justice, Justice Palace
In September 2015, the Kuwait Ministry Of Justice launched an RFID document and file tracking system to prevent the loss of vital court documents and paperwork. During the initial phase of the project, Litum provided the RFID hardware and software necessary to create a document tracking network on three floors of the Justice Palace, including 500,000 RFID document tags. Our local partners, Innovative Solutions, installed the system.
RFID gate readers were placed in filing rooms, floor access points, and at the building’s entrances. USB desktop RFID readers were set up for personnel to use for checking in and checking out documents. Further, we provided mobile RFID readers to search for documents that do get misplaced on a floor. The system was also set up to ping on ID tags worn by employees as they pass through gates with files, so that the RFID document tracking software could trace who currently owned a document.
The system successfully reduced the amount of time it takes for documents to reach their destination, and improved visibility during transit. In early 2016, the Ministry Of Justice chose to move forward with phase two of the project, installing additional fixed RFID readers on other floors of the Justice Palace and in other buildings.
RFID technology allows companies to keep costs down through fewer hours spent searching for documents and managing a large paper archive.
Manage Credentials & Access To Sensitive Documents
Litum RFID can also set up credential and access management systems so that only qualified personnel are allowed to check out certain documents. There are two options that many businesses use for limiting access to files. Our experts can set up an automated checkout station where personnel must scan the RFID tag on a document and enter a security code or their credentials. We can also set up active RFID scanners to scan for employee ID badges as they enter and exit rooms. If an employee without qualification enters the file archives an automated alert is sent before they can even remove a document from the shelves.
Cutting Costs, Losses & Improving Work Productivity –
Litum Can Help With Your File Tracking Needs
Businesses save time, money, and improve work productivity with the Litum RFID document and file tracking system. This software and passive RFID technology allows companies to keep costs down through fewer hours spent searching for documents and managing a large paper archive. Employees also have more time available to focus on completing the tasks required for their long-term projects. With the improved visibility and security provided by our RFID tracking technology, companies can even prevent documents from being lost or misplaced.
The invisible network created by Litum RFID file tracking system keeps companies, banks, legal services, and NGO’s competitive in an ever more demanding world.