File Tracking System

RFID File Tracking System ♦ RFID File Location System

Bar Code File Tracking System ♦ Find Missing Files

Records Management Software ♦ Filing Systems

Electronic Document Management 877-280-RFID (7343)

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RFID Labels for Documents, Folders and Archives

Given that documents, folders and/or archives must be tagged with RFID, significant care and thought should be invested in determining the best tag type(s) for a customer’s media to be tagged.

Selection of the best RFID tag for an application begins with discussion of folder indexing and color-coding.  If folders are indexed on the front of a folder, it requires that folders be pulled from shelves and/or drawers one-after-another and the indexing information read, folders reinserted and more folders pulled and read until the specific, needed folder is located.  This is a time consuming process, heavily cognitive and error-prone.

Optimal records management cannot be achieved with RFID alone; color-coding of files is essential to records management best-practices and actualization of most efficient operations.  Color-coding is based on each digit of a file # or specific letters of a file name to each be assigned a unique color.  By color-coding a file’s primary index, patters of color form that make filing an easy, fast, visual process.  Additionally, misfiles are essentially eliminated, or are immediately recognizable, based on clashing colors if a file is placed at the wrong place in a filing system.

If color-coded RFID labels are not going to be used, then it needs to be determined if the written or labeled text information that is indexing the file is sufficient.  If not, and placing a label on a folder front is acceptable, then labels can be printed in black ink and placed anywhere on or a folder desired.

If current indexing is fine as-is, then a RFID wet inlay can be placed on the folder and there is no need for a printable label.

Each document, folder or archive that is to be tracked via RFID must be tagged with an RFID label.  There are three (3) primary options for RFID tagging of documents, folders and archives:

1)RFID ‘wet inlay’ which is a RFID antenna/computer chip mounted  on a clear, self adhesive backing, with the RFID # commissioned to the database in association with a document, file or archive;
2)RFID inlay mounted on the underside of a sheet of labels, which print utilizing industry standard ink jet or laser printers.  RFID #’s are commissioned to the database to ‘connect’ the document, file or archive RFID tag # with the physical, tagged document, file or archive;
3)RFID inlay mounted on the underside of a roll of labels that is being printed and the RFID computer chip is being encoded with a unique document, folder or archive identifier.

Most commonly, SmartTraxx customers print sheeted labels with color-coding for the side or top of a file folder, or, a label typically in black ink printing for the front of a file folder.  Each label is commissioned to the database using the tag’s universally unique alpha-numeric identification #.  Similar to a license plate being associated with a vehicle identification # (VIN #).  As such, label printing can be optimized and using standard printers.

SmartTraxx also supports the use of thermal roll printers that prints labels in black-ink only and encode the RFID computer chip with a unique database identifier, such as file #, as the label is printed.

One or more labels and inlays can be placed on a folder, for example, a side or top tab label, and, a folder front label.