Document Management Solution by N-NET

CONVERTING DREAMS INTO REALITY (IMPLEMENTATION STEPS)

Using RFID as document tracking medium is the best technology of choice.

• Commissioning of Tags- As a first step, RFID tags in the form of labels are attached to each document that is to be tracked by the document system.
• Hardware Installation- Trays containing Documents can be placed on the RFID antenna. Document trays with RFID readers can now hold as many as one hundred documents that can be read at one time. The number of documents read simultaneously can grow to the thousands just by adding more antennae in the read vicinity.
• System Integration- All RFID tags attached to the items is instantly read and the records for any associated items are immediately updated in the database.
• Reporting- The document tracking system can search for the location of a document or indicate who has the document checked out, and reports can be generated to determine check in and checkout dates and times etc.

HARDWARE REQUIRED

RFID Tags: PJM Stack tag Inlets, Transparent or printable paper labels for all needs

RFID Readers:

• Handheld Reader: most handy and reliable reader for reading through stack of tags and searching for missing Documents
• Desktop Reader: For simple read and write of tags
• Tray Reader: For real time monitoring of more documents at a time

Networking Infrastructure: LAN and WLAN

Solution Overview

(RFID based Document Tracking)

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, patient records in a hospital, or records in a government office.

A smart label with a unique RFID tag is applied to each document, employees are issued RFID ID badges, and RFID readers and antennae are placed at the entrances and exits of the file rooms. Documents are automatically checked in and out when the documents and employee cross the read points when the RFID tag on the document is associated with the employee RFID.

Staff can use handheld readers to perform inventory quickly and accurately on the fly as well as search for missing documents using the handheld reader as a Geiger counter. Enter the document ID(s) and wave the readers through the document storage area's cabinets or shelves and wait as the RFID tag broadcast its location increasing in strength the closer the handheld becomes. Users can look up the documents current status, last known location, and check in and check out and location history through a web based application.

How N-Net Document Tracking Works

The basic idea of using RFID to track document is a simple one:

• Each document is tagged with an RFID tag, in the form of an adhesive label.
• Staff may also be issued RFID cards as identification for checking documents in and out.
• RFID readers at entry-points of file-room(s) are used by staff to check documents in and out.

Hand-held RFID readers are used to:

• Perform rapid inventory checks
• "Hunt" for missing documents by waving the reader over shelves, filing cabinets, or piles of documents
• A web-based reporting tool allows users to query document status, location, and history.