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Managing and Tracking documents using RFID and barcodes

SageData is based in Ottawa, Ontario, Canada

Using RFID or barcodes

an archive
Photo by Pixabay

Most often, the things we are asked about as subjects for tracking are tangible goods - computers, furniture, vehicles, hospital equipment, medications, museum artifacts, defense and police equipment, industrial machinery - the list is long.

However, more often lately we have fielded a number of enquiries around paper-based assets - files, folders, invoices, hard-copy documentation and so on. In the digital age it seems that paper is not going away any time soon. Part of this is a legacy issue - many files were started many years ago, part is a legal requirement - for instance, maintaining actual records with actual signatures is important.

SageData Solutions has used our BassetPro product as a base, suitably configured for specialized file tracking, in several interesting projects. Some government departments maintain enormous archives of materials where files are stored but rarely retrieved. However, when a retrieval IS required, it often needs to be done quickly for an urgent referral. Other clients have a system of file review where paper-based files move rapidly around several desks in multiple offices - and tracking those can be a particular challenge. In this later case, RFID tags are a boon in that files may be tracked down even when they cannot be seen - for example they are under other files, in a briefcase or have fallen down behind a desk.

In our experience, every file and archive management situation is different. The requirements revolve around volume and velocity of material, storage methods, security concerns and end-goals of the user. This is where BassetPro, with its highly configurable interfaces and logic streams, comes into its own.

If you found this useful, you might also want to review:

tracking documents with RFID

an introduction to RFID

mobile data collectors

consulting services: barcodes and their applications