RFID Tracking
For information on File Room Check-Out and Security, click here.
FileTrail RFID Tracking Solutions save time and money, and bring a new sense of calm to your office.
RFID or 'Radio Frequency Identification' to give it its full title refers to the use of radio transponders attached to individual items like file folders which can then be 'found' electronically.
FileTrail incorporates the latest RFID technology – a standard called “Gen 2”. This is the same technology utilised by large Retailers and Logistics Companies to track and manage billions of pounds worth of inventory.
In addition to RFID, FileTrail software provides intuitive, time-saving tools for staff at every desk. Simple search tools provide instant access to the current location and location history for any file. Additional tools streamline requesting, labeling, and other routine processes, saving time, applying standards, and reducing error.
How RFID tracks Records
Firstly, a normal FileTrail database is set up with all the normal indexing information used for standard barcode systems. A Tag (transponder) is attached to each folder as a label, it may be inside the folder. The Tag has a unique identity and is registered in the FileTrail database along with the rest of the index information relating to the record. RFID Readers are installed in strategic positions around the organisation where records will move. As they come within range of a Reader, the Tag identifies itself and the location is instantly updated in the FileTrail database. There is no manual
involvement whatsoever, the system is automatic.
Portable RFID
The portable RFID reader helps locate missing files like a metal detector. The on-screen alert indicates the next requestor who is waiting for the file.
Seeing RFID in action
Cave Tab consultants are happy to visit you to explain RFID and to demonstrate FileTrail itself at any time. However, Cave Tab has installed a full working system in our Northampton Offices and you are more than welcome to visit us to see a full demonstration. Please contact us if you would like to learn more.
Click here to view a sample floor plan with RFID layout
We fully understand that not everyone will need the full system with everything included or, even if you do, you may want to start small and phase it in gradually. That's why our product has three levels to it.
Entry Level System gives you all the functionality of FileTrail whilst limiting its use to one static location. The desk tracker will be kept in a fixed location and all files must be held over it when being checked in or out.
Intermediate Level System adds the benefits of the Zone Tracker and the RF Mobile. The Zone Tracker is a device which is fitted in the ceiling to detect any file movement within a room while the RF Mobile is a hand-held device which is moved along a row of files and sounds an alert when the desired file is found, speeding up audits and reducing misfiles.
Comprehensive System enhances the Intermediate System with the following features:
- Directional Doorway Portal - a facility to detect files entering and exiting rooms.
- Shelf Tracker - the ability to detect when a file is removed or returned to a shelf.
- Alarm - a security feature which will sound an alarm when a file is removed from a room without having been checked out.
File Room Check-Out and Security using RFID
Cave Tab's new File Room Check-Out and Security enables users to maintain total control on the authorised use and responsibility for Records with minimal involvement of the users themselves. The system is simple:
- All files are fitted with Gen 2 RFID Tags.
- Details of all files are held in a Cave Tab FileTrail databse.
- All users have an existing security card or an RFID tag on their badge.
- The File Room is equipped with a security card reader, an RFID desktop reader, a PC with Cave Tab FileTrail software loaded and an audio-visual alarm (optional).
All existing systems for booking files out to users, paper based, keyboard based or memory based can be dispensed with.
- Users present their security card or badge to the card reader.
- Their name instantly appears on the screen in front of them.
- The file or files they require are placed on the Desktop RFID reader, which reads all files simultaneously and FileTrail is automatically updated to show those files to that user.
- If the user fails to register their card and simply takes files, the alarm immediately triggers and a database log is kept. The same happens if an unauthorised card is used.
- The system will also handle the checking-in of files.
Further Development
This simple system may meet the user requirement in full. However, if full tracking, by RFID or barcode is required, ie. to every desk in the organisation, archive stores, off-site locations etc., then the Check-Out and Security system can easily be upgraded by the addition of further software licences and RFID or barcode tracking equipment.
