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RFID File Tracking Document Management System and How It Works?

  • Akansha Sharma
  • Nov 08, 2023
  • RFID
RFID File Tracking Document Management System and How It Works?

Implementing a technological RFID File Tracking Document Management System provides accurate records of all the files and documents available in an office in various sectors such as law, healthcare, education, IT, corporate and banking, etc. With the advancement in AIDC technology, from barcodes to QR codes and RFID, businesses are benefitting from high efficiency in record management and file tracking applications.  

UHF RFID LED light tags are also available that can be applied to important files and documents to identify and track the same at a moment’s notice. 

As software, the RFID File Tracking Document Management System can be integrated with ERP and other already installed software solutions to provide detailed records of file movement, utilization, issuance, etc. 

What is an RFID File Tracking Document Management System?

An RFID File Tracking Document Management System is a technology based on RFID designed to provide efficient solutions to manage, organize, track, and secure files and documents in an organization. RFID documents and file systems have some key components to perform various operations to manage the files of an organization. This RFID system automates and streamlines the document management process, reducing errors, and improving the security of files. 

How RFID File Tracking Document Management System works?

RFID technology uses radio waves to identify and track objects through electronic tags and readers. These tags contain unique identifiers (Electronic product codes) that can be wirelessly scanned and read by an RFID reader, enabling quick and accurate identification of documents within a specific range. 

Each file is labeled with an RFID tag to implement an RFID tracking system. File tracking systems retrieve data from an RFID reader captured from a tag. Retrieved data will provide an optimal solution to improve the overall efficiency of a tracking system.

You can place an RFID reader in various locations of an organization, from doorways to file rooms to track which files pass through their traveling direction 

Components of RFID System:

RFID tags, RFID readers, and RFID File Tracking Document Management Software System are three main components as follows:

1. RFID tags: An RFID tag is a small electronic device that can store information inside its microchip and can use its antenna to establish connections. Each document or file is equipped with an RFID tag to store data of a file or document like file number and file manager.

2. RFID readers: An RFID reader emits radio signals, creating a communication link with RFID tags. These readers are placed at various points throughout some key locations of an organization where tracking of documents is necessary.

3. Central management system In an RFID tracking system, central management collects, processes, and stores data received from RFID readers, associating each unique tag ID with a specific document or file.

Benefits of File/Document Tracking System

RFID provides a quick and efficient solution to track files/documents in an RFID File Tracking Document Management System. Some of the benefits are as follows:

1. Quick Accessibility: RFID in file/document tracking system eliminates the need for manual feeding of data or manual interventions. Employees can quickly locate desired files/documents using a handled RFID reader, significantly reducing the search time and increasing overall accessibility. 

2. Improved Accuracy: Traditional tracking systems like barcode scanning or manual logs are prone to human errors. On the other hand, RFID file tracking provides a highly reliable and error-free method of identification. It will reduce the chances of a file being lost and misplaced. The file system provides visibility to your files and documents, making it easier to track files and identify any unauthorized movements.

3. Efficiency and Productivity: RFID in a file or document tracking system, file retrieval, and inventory management becomes a faster and more efficient process. It will reduce downtime because employees can quickly locate, and retrieve files and increase overall productivity. It leads to improved collaboration and decision-making processes.

4. Automated File tracking: RFID technology enables the tracking of files in real-time, allowing information to know the precise location of each file or document at any given time. RFID tracking system software automatically records file movements and enables organizations to generate accurate audit trials. 

5. Enhanced security: RFID label tags are programmed to specific access permission, sending alerts if an unauthorized person tries to access restricted files. It helps in maintaining data secrecy or confidential security for sensitive documents.

6. Scalability and Integration: RFID-based tracking systems are scalable, according to a growing volume of files and changing organizational needs. RFID file/document tracking systems are integrated with software and databases, such as document management systems, a workflow of automation tools, and enhancing overall organizational efficiency.

To conclude, an RFID File Tracking Document Management System offers a solution for organizations looking for efficient management of their file and documents. A file tracking system is all about creating a more intelligent and informed way to manage documents, whether in a library, a healthcare facility, or any environment where accurate document tracking is essential. 

RFID File Tracking Document Management System provides solutions to various organizations. Similarly,  RFID-based parking management systemsRFID-based library management systemsRFID warehouse management systems, RFID Asset Management Systems, RFID vehicle tracking systems, etc. also utilize RFID technology to provide technology-based solutions to various businesses and transform operational efficiency.

Frequently Asked Questions

Q1) How is RFID used in tracking?

RFID works by loading an RFID tag with encoded data and attaching it to a relevant asset. This data includes anything from name, condition, amount, and location.

Q2) Why is RFID needed?

RFID is capable of tracking and identifying individual items or components, it is ideal for complex or customized manufacturing processes.

Q3) How does the RFID system work?

An RFID reader is a device that has an antenna that emits radio waves and receives signals back from the RFID tag.

Disclaimer: The information presented here is for general information purposes only and true to best of our understanding. Users are requested to use any information as per their own understanding and knowledge. Before using any of the information, please refer to our Privacy Policy and Terms and Conditions.


  • Created on Nov 08, 2023
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