New Generation RFID Technology Puts Paper In Its Place
Article from the Records Management Society Bulletin01/05/2008 13:00
Being found non-compliant due to poor control of records is an uncomfortable place to be, especially when avoidance of this awkward situation is actually quite easy. A failure to be able to locate critical records, or uncertainty as to whether your organisation even has certain records can have not only commercial consequences, but also statutory implications in the areas of Freedom of Information and Data Protection. Lost or missing records, even temporarily, causes uncertainty, potentially wrong decisions being made and uncontrolled creation of duplicate records, so when the original does turn up, double confusion is caused. The problem is exacerbated when remotely stored archived records are considered. If these are not under proper control from Headquarters, there is an even higher chance of non-compliance than with records lost or missing within an office complex where there is at least a chance of locating them.
Many organisations have endured an historic struggle with accurate tracking of records as they pass through a working environment. Tracking systems that rely on memory fail for obvious reasons and those utilising ‘Tracer’ or ‘Out’ cards, are generally poor due to their dependency on human intervention. Many organisations have set up databases for their file movements, but these are usually dependent on manual key entry which is time consuming and subject to keystroke error. Even those organisations that have made the relatively advanced step into using barcode technology for capturing file movements still have to contend with the manual action of scanning each file to each location as it passes through the workflow process, i.e. there is still reliance on human and thus fallible, intervention. Furthermore, if a large quantity of records such as a trolley load have to be moved, then just as in a supermarket checkout, the trolley must be unloaded, the barcode on each item scanned and the trolley re-loaded again, all very time consuming. Using RFID technology to track records overcomes all of these problems.
RFID Technology
Radio Frequency Identification (RFID) is by no means new technology. Transponders which emit their own unique identity were invented during World War Two in order to identify friendly (and thus enemy) aircraft. The system was called IFF (Identification, Friend or Foe). The system is still used in aviation today and allows air traffic controllers to know which aircraft is which on their radar screens displaying dozens of dots. However, transponders of this type are bulky, electronic ‘boxes’ and thus unsuitable for Records Management applications.
The technical breakthrough that changed things for our industry was the development of small, passive transponders carrying a world-wide unique identification code and an antenna that could be built into a self-adhesive label. These new transponders, or ‘Tags’ do not have a power source and remain passive until they come within range of transmitter that is ‘looking’ for them. Once engaged by the transmitter, or ‘Zone Tracker’ the tag affixed to a file immediately identifies its code. The Zone Tracker passes this code to the File Tracking database which relates it to the human readable index information on the file and immediately updates the location to that Zone. There is no human intervention, indeed, staff need not even know that the RFID system is in operation. Outside our own specialist area, RFID Technology is being increasingly used in the Supply and Logistics industries.
First generation RFID systems use High Frequency (HF) radio technology which does have a major drawback in that the reading range is very limited, probably only 20cm, which means that records must be placed very accurately on a desk, otherwise they will not be ‘seen’ by the tracking device. These systems have been used in Libraries for some time where books are placed literally on top of a reader for checkout. However, the latest and most exciting systems use the new, Ultra High Frequency (UHF) ‘Generation 2’ technology which provides reading ranges of up to four metres. This means that Gen 2 RFID systems can deploy Zone Trackers above ceiling tiles and in other discrete locations thus providing full coverage throughout a building if required. Zone Trackers will cover quite large areas, but often will be used in pairs on either side of doorways when direction of travel information is required. Desk Trackers, as their name suggests, are designed to operate in smaller, specific areas and will be positioned according to operating requirement.
Tests have shown that Desk Trackers are capable of accurately reading 32 files fitted with Gen 2 Tags inside an archive box within 10 seconds. It is clear how RFID can significantly improve productivity in operations of this nature. The third and possibly most interesting hardware device used is the portable RFID tracker. This hand-held device, coupled to a PDA allows users to perform a number of mobile tasks such as auditing records and more particularly, searching for missing records. Details of missing records are keyed into the mobile RFID Tracker, which is then pointed at filing units or piles of files on desks, immediately sounding an alarm when a missing item is located. The database then updates the location automatically.
Background tracking software
Whilst the RFID technology used to capture movement and location of records is hugely important, the ultimate key to success of any Records Tracking system is in the background tracking software. The most effective, modern software tools today will be web-based, capable of working in Access, SQL or Oracle environments and should be able to handle barcode as well as RFID inputs. The reason for this is that a large organisation may decide to deploy RFID tracking in the most important areas where critical records are in very active use, but to use less expensive barcode tracking in quieter zones and record repositories. The software should be able to handle both immediate and scheduled requests for records made by users and must be simple and intuitive to use so that staff are keen to make the maximum use of the facility. It should be capable of managing physical as well as electronic records, thus offering users a ‘one-stop shop’.
Records Managers and Filing Room Supervisors should have information in real-time showing precise location and movement of all records under their control even if the records are in other buildings or even other towns and cities. The system should also be capable of supporting both active and remotely stored archived records as well as managing Retention Periods, to ensure compliance. It must also be able to manage secondary tracking applications such as equipment and other assets.
The future
RFID technology offers great opportunities to Records Management due to its passive ability to track records when they move. Future developments in near-field systems and the introduction of more convenient hand-held devices such as RFID cell phones will make the technology more and more accessible in the business environment.
Cave Tab Ltd has more than 80 years experience in the provision of end-to-end records management and storage solutions which has developed from traditional hard copy filing systems to include back scanning, archiving and retrieval, electronic post room and hosted electronic document management systems.
The Author
Ian Keers OBE, Managing Director, Cave Tab Ltd
News category: About Cave Tab, Digital Records Management
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