Barcode systems are a proven technology when it comes to quick identification and track and trace. 2D barcodes make the process even more efficient with the large amount of data storage and quick scanning that comes with these QR Codes. Most businesses involved in retail and logistics have embraced barcode systems, with approximately 90% of the world's retailers using them for inventory and point-of-sale. Reportedly, there are over 5 billion daily scans by people all over the world.
Adding a barcode tracking system to file document management and cataloging procedures allows banks, schools, healthcare, legal, government, and corporate organizations to ensure fewer lost files, eliminate compliance disputes and manual processes, resulting in better file management and streamlined operations.
Let’s see how barcodes and QR Codes can simplify document and file management and tracking in businesses that deal with lots of paperwork, in detail.
What is a Barcode Document Tracking System?
A barcode file tracking system is a method where each physical document or file is assigned a unique barcode. These barcode labels are scanned to identify, mark file movements, access history, and determine the location of particular documents and where they belong within the premises. The file tracking system combined with a centralized database or DMS (document management system) ensures that the business using this solution has complete visibility of the file, all the time, ensuring document safety.
A barcode-based file management and document tracking system is used by businesses in retail, healthcare, banking and legal, education, etc. Some businesses also use RFID labels to ensure real-time location of their files. However, RFID technology requires dedicated infrastructure set up, leading to increased costs.
How a Barcode Document Tracking System Works?
A barcode document tracking system or barcode file management software requires barcode hardware and dedicated software for inventorying and registering every file with the company.
Here’s how this works:
1.Barcode generation- A unique barcode is assigned to each document/file using barcode generation software. Ruddersoft’s QR Code generator app, RS-lens, can quickly generate 1D and 2D barcodes for free.
2. Barcode label printing & tagging-Generated barcode/QR Code is then printed on an adhesive-backed barcode label, and it is applied to the concerned file/document.
3. Database linking-After barcode generation and printing, link the barcode to file metadata, which contains information such as name, department, owner, etc.
4. Scanning-Use a barcode scanner or app to record each time the document transfers and creates an event, i.e. check-in or check-outs. Dynamic QR Codes play a great role here as these help you record each scan with GPS location and also, help you make changes to the QR Code information even after the label has been printed.
5. Real-time tracking-View who accessed the file, and where it was accessed from the actual dashboard.
Why Do You Need Barcode Document Tracking for Efficient File Management?
A Barcode Document Tracking System is a cost-effective and sensible method of document management and tracking physical files and many businesses have been using barcodes for a long time.
1.The unique barcode labels on each document minimize the possibility of human error and ensure accuracy in file identification and tracking.
2. Organizations can monitor documents in real time at numerous locations and produce a complete audit trail of documents for data security and compliance purposes.
3. Minimal staff training is needed, and barcode tracking is an affordable way to improve document management for small and large organizations.
4. Organizations save time, lighten the workload, and can retrieve significant documents faster and more efficiently.
Benefits of Barcode Document Tracking System in Various Sectors
Each sector of business, whether healthcare, education, finance, or government, has hard copy documents that must be stored, tracked, retrieved and monitored on time and handled properly. Tracking manually is both time-consuming and prone to errors and gives very little visibility of where documents are at any one time. That's where a barcode tracking system comes into its own.
1. Banking Sector Using Barcode File Management
a. Monitor KYC forms, loan documents, and audit reports.
b. Improves regulatory compliance and reduces loss of documents.
2. Educational Institutions Using Barcode Document Tracking
a. Simplifies management of student records, transcripts, and other administrative documents.
b. Quick and easy search for files and sharing of records with different departments.
3. Legal Professionals Using Barcode-Based Document Tracking
a. Traces case files, contracts, and affidavits at transfer or review.
b. Imposes restrictions on unauthorized access.
4. Government Institutions Using Barcode File Management
a. You can follow physical files around as they're transferred between departments, from municipal to state organizations.
b. It can enhance accountability and document security.
5. Corporate/HR Using Barcode Document Tracking
a. Employee files, contracts, tax documents—safe and accessible.
b. Monitor file use for new hire onboarding or audit reports.
6. Healthcare Using Barcode File Management
a. Patient files, prescriptions, and lab reports.
b. Capability to connect with a hospital information system (HIS).
Comparison of RFID and Barcode-based Document Tracking Across Key Service Areas
Both RFID and barcodes are trusted solutions in document and file tracking systems, but are used differently. Barcodes are cheap and common for straightforward identification, whereas RFID provides speedier, touchless automated data capture that dispenses with manual scanning.
The following table provides a basic comparison of both technologies on some major features:
|
Features
|
Barcode
|
RFID
|
|
Technology type
|
Optical (uses light to scan printed labels)
|
Radio Frequency (uses radio waves to read tags)
|
|
Read method
|
Requires direct line-of-sight and close distance
|
No line-of-sight needed; can read through materials and from a distance
|
|
Speed
|
One scan at a time (manual process)
|
Multiple tags can be read simultaneously (automated process)
|
|
Durability
|
Easily damaged by water, scratches, or wear
|
Highly durable; can withstand harsh environments
|
|
Cost
|
Very low cost (labels and scanners are cheap)
|
Higher upfront cost (tags and readers are expensive)
|
Finally, using a barcode tracking system offers secure, efficient, and scalable document tracking of files, no matter the business. Whether banking, medical, or any other business, using barcodes to track documents speeds up access, provides compliance, and takes out any guesswork.
EnCstore offers several types of barcode labels with great finish, barcode scanners and mobile computers offering quick scanning and ruggedness needed for high-volume scanning in indoor and outdoor environments. We also offer RFID tags, readers, antennas and printers from brands such as Zebra, Chainway, TSC, Impinj, respectively.
Frequently Asked Questions on Barcode File Management and Tracking
1. What is a barcode tracking system for documents?
Barcode tracking systems enable the assignment of unique barcodes to physical documents or files. The barcodes can easily be scanned– or tagged by a barcode scanning device-in real-time, allowing organizations to track their location, status, and movement history.
2. How does barcode-based document file tracking work?
Each file has a special barcode label attached to it. When a barcode is read, the Document tracking system records the location of the file, information on who opened it, and when it was opened. Document tracking systems can eliminate lost or misplaced files and enable organizations to keep an audit trail throughout the lifecycle of file tracking.
3. What types of barcodes are best for document file tracking?
Common barcode formats used:
a. Code 39 is utilized for simple alphanumeric IDs.
b. Code 128, where density is a problem because it can fit a large amount of data in a small area
c. QR Codes are particularly useful in linking a physical document to a URL, cloud-based digital copy.
4. What industries are best suited for document file tracking?
Many sectors would significantly enhance accuracy and efficiency for file tracking, such as banks, education, healthcare, corporate healthcare, and government.
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