Large No of files, misplaced files can be easily tracked using RFID technology. With the help of this technology,Inventory management & access to file racks to authorized person can be managed within the organization.

1. WHITE PAPER
Ver 1.0 (June 2013)
RFID based File Tracking System
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2.
“The 7th Judicial Circuit Court for
Prince George's County plans to use EPC
Gen 2 tags to track legal documents for
30,000 to 40,000 cases a year.”
--RFID Journal, Aug 15, 2006
Keeping track & maintaining large no of valuable
documents/files for a long time is a cumbersome job
in an organization which deals with the public & financial
sector.
The organization belong to this category are for example,
Banks, Financial Companies, Insurance, Hospitals,
Government Departments, Educational Institutions.
Misplace or theft of confidential documents causes
significant impact on the business & profitability of
an organization. RFID technology enables a drastic
improvement in tracking documents. RFID can enable an
organization to track and manage documents in
environments where documents that are permanently or
temporarily lost could have real consequences such as case
records at a law office, medical records in a hospital,
records in a government office, intellectual
property, property ownership, or financial
documents etc.
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Key challenges related to Document or File Tracking
System
Ø Document or File location Tracking: An organization containing large no of file having
vital data which tends to get misplaced and location of the same at the right time brings
confusion and indulgence cumbersome process. So to track the file one should know the
exact position of the file i.e. inside the vault or outside.
Ø Inventory Management: Property documents or document of extended credit facility to
the borrowers against gold in bank which moves frequently to or from the vaults.
Management of such documents in a safe custody is a tedious work.
Ø File User identification: Person identification is required to control the access to the
vaults who have moved the files from & into the vaults.
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“Capital Health System, an acute-care and teaching hospital
located in Trenton, New Jersey, today announced its
implementation of a patient record management solution
from Infolinx Systems Solutions based on Gen2 RFID tags
and readers from hardware manufacturer Intermec.”
--RFID Journal, August 1, 2007

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Workflow of RFID File or Document Tracking System
1. Assigning the files & documents by attaching the RFID tag.
Figure 1: Assigning the files & documents
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2.Tracking of Files & documents
Figure 2: Tracking of files & documents
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3. Issuing/receiving of files/docs from respective Departments
Figure 3: Depositing/receiving of files/docs from respective Departments
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6. Benefits of RFID in Document or File Tracking
Ø Automated & Effective Document tracking-Real time tracking, searching
location & availability.
Ø Risk of misplace or theft of document is controlled.
Ø Eliminates authorized access to the files/ documents.
Ø Can keep a record of the holder of the file or document.
Ø Reduction in manual cost & time loss.
Ø Improves inventory Management.
File & document tracking process
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7. What IAITO can Provide
Why you should select IAITO Infotech as your partner
• We understand the RFID Technology, Solution and have knowledge of the Industry with the
top Notch IIT Kanpur R&D engineers who are having more than 5+ years experience in the
same domain.
• Our understanding about the RFID Business Values & ROI Realization is with 15+ years
experience business people in team.
• We provide High Quality Product & Testing process (ISO 9001: 2008 Certified Company).
• We Have High Techno Commercial viability – ROI.
• Indigenous Setup (Design, Developed & Tested in world class RFID lab of IIT Kanpur).
• We have Local Support & Strong Partner Network Framework to ensure better support.
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Business Case
DevelopmentSite Analysis
Design & System
Integration
TrainingImplementation
Customer
Support
1. Defining the
software and
hardware
requirement
study (SRS &
HRS).
2. Integration of
hardware and
software in lab
environment.
1. Understanding
the requirement
with end
customer/partner.
2. Visiting the end
customer/partner
site and studying
the system & IT
Infrastructure
with demo.
1. Justifying the
business value of
RFID in File
Tracking.
2. Calculating the
ROI (Return on
Investment)
1. Full
telephonic &
Email support.
2. Preventive
Measurement
Support.
3. AMC &
Warranty
Support.
1. Fully fledged
training
conducted by
IAITO people to
Site operation
person.
2. Training will
be conducted to
the management
& Admin.
1. Customer site
deployment of
the hardware &
software.
2. Testing the
System.
3.Commissioning
the system.
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8. Conclusion:
The RFID solution facilitates searching, tracking and updating items. It smoothen the workflow thereby
increasing efficiencies and providing better solution to the problems. Industries facing file or document
tracking problems are keen to adopt this technology due to compelling benefits of the technology.
About IAITO INFOTECH PVT LTD (ISO 9001:2008 certified) an incubate company of IIT
Kanpur provides state of the art integrated traceability, identification and authentication solution. It
provides software as well as integrated turnkey solution of both(hardware, software & services) in
various technologies like RFID, NFC, GPS, Mobile technologies etc.
With the knowledge of experienced professional, we are able to help you to deploy right combination
of technology that will maximize your ROI right from start and ensure its expandability as the
application grow through the evolution of the technology.
With our R & D experienced team, we have developed different integrated solutions for various
industries and carry one of the most comprehensive product/solutions.
IAITO’s turnkey solutions model covers industries like Aviation, Manufacturing, Transportation,
Retail, Government, Renewable Energy, BFSI and Mining.
For more Information kindly visit our website http://www.iaito.co.in/
IAITO INFOTECH (P) Ltd.
LIG 124, Maharshi Dayanand Vihar,
Phase 2, Kalyanpur, Kanpur- 208017
Phone: +91-5122570357
E-Mail: info@iaito.co.in
Web: http://www.iaito.co.in
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