Passive RFID File Tracking & Documents Management Solution

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rfid documents tracking

Even though there is a growing dependence on electronic documents, the use of physical paper documents cannot be eliminated. Tracking and managing physical documents is essential for purposes such as copyright authentication, identity verification, authorization, archiving, and inventory.

Using RFID to manage thousands of documents is a straightforward process.

Types of Documents Suitable for RFID Tracking

 

General

 

  • Drawings, designs, tool documents, and mold specifications
  • Legal documents
  • Patient records
  • Customs clearance documents
  • Document processing materials

 

Education Sector (Schools, Universities, K-12, and other educational institutions):

 

  •  Student records
  • Teacher evaluations
  • Books and library materials
  • Laboratory and research projects

 

Business:

 

  • File and production folders
  • Reports and documents
  • Accounting and financial documents
  • Client/customer files

 

Government:

 

  • Classified documents
  • Case files
  • Weapons and firearms information
  • Security information

 

Contractors:

  • Construction site documents
  • Invoices
  • Equipment documents
  • Warranty information

These document types are commonly tracked using RFID technology, serving the diverse needs of various industries and organizations, including technology, finance, healthcare, entertainment, governmental agencies, law enforcement, military, construction, and industrial companies.

The Frequency of RFID Documents Tracking Tags

When using RFID for document or file tracking, the choice of frequency between high frequency and ultra-high frequency depends on the specific functionality required:

When using RFID for document or file tracking, the choice of frequency between high frequency and ultra-high frequency depends on the specific functionality required:

High Frequency (HF):

 

  • Readable with a smartphone, offering convenience and widespread usability
  • Suitable for one-on-one reading, ideal for scenarios with low quantities and frequent content updates

 

Ultra-High Frequency (UHF):

 

  • Offers longer reading distances and supports one-to-many reading capabilities
  • Provides the option for LED RFID, facilitating easy locating with illuminated prompts, especially useful for large-scale tracking and management purposes
  • Readable with a smartphone, offering convenience and widespread usability
  • Suitable for one-on-one reading, ideal for scenarios with low quantities and frequent content updates
LED RFID for documents tracking

How Does RFID Document Tracking Work?

To manage documents using RFID, each document or envelope is assigned a unique code that can be written into the chip’s Electronic Product Code (EPC) and logged into the system.

When there is a need to locate a specific document, the relevant EPC code is entered, and a handheld scanner is used to scan it.

Once the corresponding chip receives the signal, the LED indicator flashes. Even if multiple codes are entered at once, the corresponding LEDs will respond simultaneously.

This process eliminates the need for manual searching and cross-referencing, allowing you to quickly locate the needed document within seconds, even among numerous files.

RFID File Tracking Tag Reading Range

High Frequency (HF)**: 0-3cm reading range

Ultra-High Frequency (UHF)**: 1.5-3m reading range

Recommended RFID Tags for Documents Tracking and Their Functions

 

High Frequency (HF) Tags:

 

– Wet inlay or White Label: The choice depends on the need for printing numbers. Includes a URL link for accessing additional details and information about the related files.

 

Ultra-High Frequency (UHF) Tags:

 

UHF tags offer enhanced management capabilities, enabling quicker and more precise file retrieval. These tags boast the following advantages:

  • Long-distance reading: Can simultaneously read multiple tags.
  • File association during storage: Each tag’s EPC is logged into the system and linked to the respective files.
  • Rapid location: By entering the EPC and scanning the document area with a handheld reader, the LED light on the corresponding tag flashes within seconds, facilitating effortless retrieval.
  • Inventory function: Allows for swift and accurate inventory counting to prevent document loss.

These characteristics underscore the pivotal role of RFID tags in document management, improving organizational efficiency, facilitating rapid and accurate search and inventory processes. 

Advantages of Using Passive RFID Tags for File and Document Tracking

Using passive RFID tags for file and document tracking offers several benefits:

  • Time and Cost Savings: Reduce time and costs, thereby enhancing work efficiency. By enabling your staff to avoid wasting precious time searching for files and documents, you can increase overall productivity, leading to greater profitability for your company.
  • Reduced Stress: With passive RFID tags, you can quickly locate files when your colleagues urgently need them. This creates a pleasant and stress-free work environment for everyone, preventing impatience and complaints resulting from delayed file retrieval
  • Maintaining Professional Image: When clients visit your office and require access to specific files, your ability to swiftly locate and present the documents enhances your professional image. This efficient response undoubtedly adds to your professionalism and credibility.

 

Overall, the implementation of passive RFID tags demonstrates your commitment to operational efficiency and professionalism, with the potential to yield significant time and cost savings while enhancing the overall workplace environment.

How to Select the RFID Reader for Document Tracking RFID Tags?

When it comes to selecting the reader for high frequency tags, you have the option of using an NFC-enabled smartphone or a high-frequency RFID reader. An NFC-enabled smartphone can conveniently handle writing and reading URLs.

 

For ultra-high frequency LED tags, the corresponding reader can be either handheld or desktop-based. This setup is typically more complex, composed of ultra-high frequency tags, a reader, and software components.

 

If you have any specific requirements for managing your files, feel free to submit them, and We’ll be more than happy to provide a tailored solution to meet your needs.

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