RFID File Tracking Solutions - RFID File Tracking System RFID Readers and Tags

RFID based File Tracking Solution

Have you spent long hours trying to find the file you need?

Are you aware of exactly where all your crucial documents are located?

Finding THE file amongst a pile of records can be an arduous task. Documents are valuable assets for any organization as they contain important records, and information, with access only as per the policy, compliance and authorization.

AOPL’s File Tracking Solution with the use of RFID technology automates your entire filing system so that any file can be tracked and traced immediately and reduces chances of misallocation.

The most important advantage of RFID is that it does not require any line of sight. RFID tags are attached to each file and the tags can be read from a couple of meters depending on the read range of RFID readers. Human intervention is limited and everything is automated and controlled by RFID system. RFID technology is ideal where huge volume of records is maintained and files are frequently moved in and out of the archives.

Challenges faced by Organizations in Managing Files

Benefits and Features

Identification and Tracking of Files

Each File is attached with an RFID tag and RFID readers are placed at entry and exit points of archive room. Any file moving in and out of the room can be tracked using our File Tracking System.

Location of Misplaced Files with ease

In the event of misallocation or misfiling of records, the premise can be scanned using an RFID handheld reader. These RFID readers can scan through multiple file folders at once and locate your physical files with ease.

Improvement in Productivity

RFID can completely automate your filing system and any information required can be obtained through the application itself. Each file can be tracked and chances of misallocation are also minimized. This saves significant amount of time in issuing files, leaving more time for productive activities.

Enhances Security through File Control

Only authorized staff can login to the RFID file tracking software and issue files. A file can be taken out of the premise only if it has been checked out through the application. Hence, complete record is maintained regarding the current user, date and time of issue etc. An alert is also generated in case of unauthorized check out of files, thereby increasing the security level of archive rooms.

User Friendly, Cost effective and Accurate

AOPL’s file tracking software is simple and easy to use. It is a windows based application and can be easily handled by your staff. All data is captured in real time with ensured accuracy, leading to huge savings in terms of time and convenience for the business.

Multi Report Generation

Multiple Reports can be generated through the application based on requirement. The reports can be generated weekly or monthly as required. Reports can be file based – tracking file issue history, current status or they can be user based – files allotted to a particular user, date and time of allotment etc.

Quick and Easy Auditing of Files

Only tracking the movement of physical files is not sufficient. Therefore, our RFID based file tracking solution system allows you to audit the list of files and folders in the room as well. A handheld RFID reader can read through multiple files at once, update all details to the server and identify misallocated files if any.

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Applicable for a Wide Range of Organizations

AOPL’s File tracking solution can be used in a wide range of firms- Schools, Hospitals or any corporate establishment. Every organization which keeps physical records can use this RFID based file tracking system to automate and enhance their business process, streamline the activities and reduce operating costs. RFID does not require line-of-sight unlike bar codes and is a much more accurate and efficient technology option for businesses in any industry.

File Tracking Solution Work Flow

Files are tagged with name and other information

File is checked out by an employee

File Record is Updated to server with file’s current user name and file status

File is tracked by RFID Reader as it moves out of the Archive Room

File is returned by employee. File status is updated to server

RFID Handheld reader is used for tracking files in the event of a misallocation

Our Clients

Case Studies

Bio Pharma Company

Click Here to Read

File Tracking Solution

RFID based TrackFil is AOPL’s proprietary file tracking solution with enhanced technical features which enable an organization to track and trace physical files. It reduces the loss of man working hours in non productive processes by a great magnitude and helps leverage resources in productive assignments. It not only helps in tracking of files, RFID based TrackFil solution helps in file auditing and generation of relevant reports pertaining to each record in the archive room. Organizations can see the movement history of every file at any point of time. Trackfil provides optional functionalities where files can be located based on geo-location within organization premises. Alerts are sent to assigned people in case the file return is overdue.

AOPL implemented this solution at a Giant Bio Pharma Company which is focused on delivering affordable innovation. This company has been committed to reducing therapy costs of chronic diseases like diabetes, cancer and autoimmune diseases by leveraging India’s cost advantage to deliver affordable healthcare solutions to patients, partners and healthcare systems across the globe.

The organization generates multiple reports in hard form which are filed and stored in their archive room. Employees take reports to understand developments of particular process, sometimes they are allowed to take the files home for study with permission of the organization. This huge pile of files and its frequent movement resulted in the company requiring a robust solution which could track files in the campus and help them in organizing their archive room

The major components of file tracking solution include RFID Handheld Reader, Fixed Reader, and RFID tags with supporting apps such as windows service check-in/check-out application, handheld reader application, and desktop applications. Each file record is mapped to an RFID UHF tags (on air) and RFID UHF fixed reader is mounted at entry and exit points of the archive room which tracks the RFID tags during issue and return. RFID Handheld reader is easy to use with high tracking capacity and is used for inventory audit. AOPL’s Handheld reader provides optional functions like camera to take a snapshot of the issuing person with integrated GPS/GSM. Check-in/check-out application allows files to be issued by disarming them. When files are returned, they are re-armed. Desktop application allows the admin to download reports, access the history of all files, file location, current file location etc.

Details of Solution Deployed

AOPL’s deployment of File Tracking Solution at this Bio Pharma Company was done in phases. Once the preliminary requirement gathering and understanding was complete, hardwares were installed. RFID Desktop readers and Tagging station were implemented for tagging files, and then moving files from arrival room to archive room for storage. All records were then attached with RFID tags. The tags contained information of each file.

RFID Fixed Readers were mounted on entry and exit of the archive room by using Ethernet cable and Check-in / Check-out Application was installed. Handheld application was installed on RFID Handheld reader the purpose of file audit.

Results Achieved

The implementation of this RFID solution has helped the organization streamline its process of record maintenance. They are now able to track location of each file and know which employee has issued the file and for what purpose. The audit process has been simplified and there has been a significant reduction in the time taken to conduct these audits. The required file can now be found in seconds, thus reducing the chances of file misallocation. The solution has increased efficiency of employees as well with quick check in/checkout and generation of automated reports and decreased the time spent on such activities, leaving time for more productive tasks.

AOPL RFID based File Tracking Solution Videos

TrackLib Handheld App

Tagging Station

Frequently Asked Questions

What does the RFID Based File Tracking System system include?

RFID Based file tracking System includes RFID Hardware components such as transponders, writers, readers, hand held devices, peripherals and software components i.e SeekSoft application licenses for various modules & middleware.

Does the Software license expire?

Our implementation engineers activate the license serial number purchased. The codes generated from this activation will only work on the software version released at the time of activation. This code will never expire for the purchased version. We recommend that you make a backup of the installation file on a CD or USB drive that can be used to reinstall the software at a later date if needed. We also recommend that you keep a copy of your registration code. The licenses are only valid for the solution bundle, which has been purchased by you. The license is a perpetual license but in case of hardware getting obsolete there would be a renewal charge involved with every new device to be integrated.

How does purchasing work? What is the process?

Solution Purchase is an ease process that involves a few simple steps:

Step1: Project pre requisite identification by our technical sales team.

Step2: Proposal submission & P.O. release.

Step3: Optimization, Implementation & business user training.

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Can I customize features?

Buyers can place a request to customize some features to meet their business process needs, as well as modify specific areas such as data fields, to alter what data appears. Several business process features can also be turned off and on at will. However, the pre requisite to tailor SeekSoft software should be placed before proposal submission. As the RFID market matures, RFID solution providers such as AOPL are investing more in development to provide more customization and flexibility that companies are accustomed to. This might involve some surplus effort cost based upon the scope.

What are technical support service provisions?

Prioritized email support. Also includes chat and telephone support during normal business hours. It expires one year after the date of purchase. Post one-year duration from the date of purchase, customers can opt for SeekSoft Advantage program for 1 year / 3 years / 5 years bundle for support, trouble shoot, update & upgrades of solution.

Reasonable Service Terms

The purchase of a SeekSoft Advantage program support package guarantees you faster service.
We have experienced technical support technicians around the country covering multiple geographical territories.
We offer technical support in the following languages: English, Hindi, Tamil, Kannada.
Our support technicians know the answer to all common questions immediately and we have specialists to help you with more technical questions. They put forth every effort to help you resolve any questions or problems.
Downloading our SeekSoft products is fast and easy. If any problems arise, we are here to help you find a solution. Make sure that you already have your computer system running before downloading. We will not be able to help with your hardware installation.
We always strive our best to find a solution to every problem. Occasionally, a problem arises that we can’t solve, but we put forth every effort first.
We fully support products made by AOPL. If you need general help with your computer system or assistance with a product made by another company, our technicians will be unable to assist you.
Please purchase theSeekSoft Advantage program that will best meet your needs. You can also prefer to speak to a technician on the phone.
Your support purchase is tied to your Purchase Order Account details at the time of purchase. It is not transferable to another user or business units or company. Please enter the correct contact information and address at the time of purchase and check it for responses to your support tickets. Remember, if you want to jump to the front of the line, your Purchase Order Account detail is your key. Unused support packages are not refundable.
All support is provided on the basis that we will make every effort to provide you with the correct information and the best solution. We suggest that prior to making any significant changes to your computer, you back up your data. Since we provide support via expert visit, phone, chat and email, we are not able to guarantee an error free experience. There are many factors that influence your computer system and we will not be liable for any loss that might arise if we unintentionally provide incorrect information. If you are engaging in an activity, which could cause serious loss if things go wrong, you should retain a professional computer consultant to validate and test the systems before use.

Which of the license class options do we need?

When you enquire for different solutions you may see a number of different license class options. This means we have different pricing for different bundle of license sets and the registration and activation code you receive may limit your use of the software in one way or another. To find out which option is right for you, please connect with our representatives today. Our relationship team will explain the class in more detail. If you are still in doubt please schedule a call with our technical team to better understand how the RFID File Tracking solution works and decide which feature set best fits your needs.

We purchased one of your solutions earlier and we would like to place an order for another solution. Can we have them bundled together?

No. Bundled pricing is only available when the software products being purchased are bought at the same time.

What is your upgrade policy?

Your registration and activation code will work on any fixed or new version of the software released within 3 months from the date of purchase. After that you are always entitled to SeekSoft Advantage program.

What restrictions apply to license?

If the license is named as an “Installation License” the main restriction is that you need to purchase one license serial number for each computer or device that the program runs on.

Can I move the software or reinstall the software in future?

Yes. As long as the software does not continue to run on the old computer you can install the software on a new computer. As a piracy control measure we do limit the number of installations to 1 time in a 12 months period.

Note: We do run an anti-piracy system, which can detect multiple installations. But as long as the software (with one serial number) runs on one PC or device at any one time, you will not face an issue.

Can I get a re-seller pricing on RFID File Tracking Solution purchase?

You would need to become a member of AOPL RFID Business club.

In order to qualify to become a member you must be:

A reputable business with a good name in the market.
Already be selling software to others.
Planning to sell a reasonable volume of our product(s) (usually at least $4000 a month).

To apply to become a reseller please contact us

General Enquiry

Address

Asset Online Pvt. Ltd
No:388, Blue Moon Building,
9th Main Road, Sector-7,
HSR Layout, Bangalore-560102.

Email-Id:

info@rfidfiletracking.com

Contact Number

8884622046