RFID File Tracking Solutions

Radio Frequency technology provides file location controls and automated workflow never before available, enhancing the 'art' of Records Management. RFID (Radio Frequency Identification) is a technology for identifying unique file folder records and other high value assets using radio waves. RFID systems are made up of two major components: RFID Readers, sometimes called interrogators, send and receive Radio Frequency signals to and from RFID tags via antennas. A reader may have multiple antennas that are responsible for sending and receiving the radio waves. RFID Tags, or transponders, include a microchip that stores identifying information (data), an antenna, and a carrier to which the chip and antenna are mounted. For most purposes, these are applied to a plastic or paper substrate, forming a 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 the signal through its own antenna to power the integrated circuit (micro-chip) that is built into the label. The tag, if it receives sufficient power from the signal, will respond by sending a much weaker signal back to the reader for verification that the tag was read. The STS TrackIt 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 STS TrackIt database, either to our secure production web Server or a customer's internal Server. No third party Server or Workstation licensing fees are required.

There are many methods for deployment of RFID technology, including these typical configurations:

A typical RFID Office includes:

• Portable RFID reader(s) and download cradle for importing inventory reports, updating locations and instant find a file requirements.
• Check-in/out RFID Controller in file room with RFID reader/antenna for passive record checkin/out
• Office wide tracking of files in and out of doorways and common or specific office areas with fixed readers/antennas.
• RFID Workstation for power users.
• Color printer for producing 'RFID+File Label' (patent pending)
• Mobile RFID cart for inventorying files throughout the office (optional)
  

• RFID In/Out Controller that includes In and Out sensors and uses RFID to update STS TrackIt with what files are In or Out. If the files are going Out, STS TrackIt looks up the Requestor in the database and automatically transfers the files to the Requestor, or otherwise to the global Out location.
  
• RFID Destination Cards or RFID Staff Badges can include RFID transmitters (labels) and can be placed with files going 'Out' and the files will automatically be transferred 'Out' to the person or placing matching the Card or Badge.
  
• Portable RFID Reader to 'Find' and 'Inventory' files.
  
• RFID labels with or without encoding of host database values.
  

A typical RFID File Room includes:

• Portable RFID Reader to Find missing files.
  
• The Portable RFID Reader includes a drop-down list of Office Locations (Places & People) and is used to periodically inventory 'files in circulation' to keep track of the dynamic movement of records around the office from person to person and place to place. The inventory data is updated to STS TrackIt so staff will always have 'refreshed' views of Current file locations.
  
• Computer-connect Infrared Bar Code Reader for Check In / Out of files as they go Out or In to the File Room. Includes a sheet(s) of paper with each office location (Places & People) represented by bar codes. The staff just scan the bar code on a file and then on the 'Destination/Location' bar code sheet(s) to transfer files out of the file room to their destination.
  
• RFID labels which are pre-encoded with host database values or RFID labels that have a RFID # which is input to the STS TrackIt Records Management software and which is linked to the host database record (associates RFID # with the host database file #).
  

A typical RFID Find Lost Files configuration includes:

• Portable RFID Reader that allows a User to enter a File # and point the RFID Reader around the office and the Reader will BEEP when the file is 'found'.
  
• RFID labels pre-encoded with File #'s from host Database and RFID labels sequentially numbered for making of new records day-forward with RFID #'s matching the File #'s assigned by the host software to new database records.
  

A Portable RFID Reader can be pointed-into offices or wherever files are located, and when the RFID Reader detects the 'missing' file, the RFID Reader will BEEP to alert staff that the file has been 'found'. This allows staff to find missing files in minutes. Portable RFID Readers include a drop-down list of office locations, so that files 'in circulation' can be periodically inventoried to identify files that have been transferred from person to person or place to place after leaving the file room, and the STS TrackIt database is then updated with Current Locations.

Sensors to detect file movement / directionality and RFID Antennas can be placed around file room doorway(s) or at traffic-flow 'choke points' to passively track files as they move In or Out of the file room or around the office. Radio waves keep track of files without staffing having to do anything or even use the computer! RFID labels can be placed on Staff ID badges or Name Cards and the RFID will know what files moved in what direction by what person at what date and time.

RFID Portals create RFID 'Read Zones' with gateways similar to a Retail Store, that forces traffic through the Portal for file movement tracking to a specific location around the office. RFID Portals can include advanced LED and Biometric Access Controls to limit access to centralize file rooms (or repositories of any type of item).

Radio frequency 'inlays' (RFID labels) uniquely identify each record (or item) and when radio waves from RFID fixed or portable readers 'read' the tag on the folder, the RFID label sends back a message saying 'here I am'. Radio waves keep track of file movements and STS TrackIt Records Management software keeps track of where all files are located at all times.

The patent pending 'RFID+File Label' label allows for a seamless RFID conversion with a single, cost-effective "All-in-One" label that includes RFID and other critical filing system elements. Optimal Records Management is best accomplished by leveraging the complete benefits of text identifiers, color-coding, bar codes and RFID technologies. The new patent pending 'RFID+File Label' ALL-in-ONE label from STS TrackIt is the first product that provides all of these benefits in one (1) easy to print-and-apply label. This makes it simple and inexpensive for organizations to maximize the efficiency of their filing system, and enhance the integrity of file location control. Use any standard office ink jet color printer to make misplaced files a thing of the past with radio waves & our patent pending 'RFID+File Label' labels'!