File Tracking

BSD Infotech offers RFID based File Management System (FMS) which facilitates fast issuing, reissuing and returning of files with the help of RFID enabled modules. It directly provides the file information and member information to the file management system without any manual intervention.

The RFID readers need no line of sight to read RFID tags and are capable of reading multiple tags simultaneously from a distance of multiple meters (adjustable).Since each tag has a unique tag ID, the file management system is free from any kind of counterfeiting.

The file management system is also equipped with extremely secure Anti- theft system. The monitoring module continuously monitors the movement of files across the gates, so that the files taken out without prior issuing are traced and the management will be informed about it by an automatic alarm generated instantly.

The searching module provides the fast searching of files using RFID handheld reader. It will also help in Accounting/Stock verification of the materials.

RFID File Tracking is widely deployed across government departments, courts, legal firms and corporate record rooms where large volumes of physical files and case documents must be accounted for at all times. Each file is fitted with a discreet RFID tag that is registered once against the file's details, after which every issue, reissue and return is captured automatically at reader-equipped counters, racks or gateways without any manual data entry.

Because the system logs a timestamped movement history for every tag, administrators get a complete audit trail showing exactly who took a file, when it left the record room and when it was returned. This removes the dependency on manual file movement registers, which are slow to update and easy to falsify, and it makes internal audits and RTI-type record checks considerably faster.

The solution is built to work reliably in busy office environments with dense file racks and high daily movement volumes, and it can be scaled from a single record room to a multi-floor or multi-branch office setup. Typical business benefits reported by users include:

• Real-time visibility into the current location of any file within the office
• Faster file retrieval using handheld RFID readers instead of manual searching
• Automatic alerts when a file is moved without proper authorization
• A tamper-resistant digital record in place of paper movement registers
• Reduced instances of lost, misfiled or untraceable documents
• Support for periodic stock verification and reconciliation of file inventories