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fIND A FILE SOLUTIONS AND RFID SOLUTIONS TO HELP YOU FIND FILES FASTER using File Tracking Software


Our Solutions

 

Smart Folder Software  provides best-of-breed, innovative solutions for a wide range of item identification, database management and tracking solutions.  Smart Folder Software has extensive past experience in successful implementation of optimized database design, tracking and workflow for a broad array of industries and item types.  A wide array of bar code and RFID labels and tags have been rigorously tested for application to different item types and item locations, and testing of different RFID antennas and antenna positions/angles, to ensure optimal performance of bar coding and / or RFID radio wave technologies.  RFID EXPERTS leverages prior, successful projects and its extensive R&D and testing, to rapidly implement custom-designed database management and tracking solutions for a wide range of industries and item-types.

Click your Solution to Read About It-

RECORDS MANAGEMENT FILE TRACKING SOFTWARE

ARCHIVES/BOX MANAGEMENT TRACKING

ASSET MANAGEMENT TRACKING SOFTWARE

WEAPONS TRACKING SOFTWARE/GEAR TRACKING SOFTWARE

PEOPLE TRACKING AND PERSONNEL TRACKING SOFTWARE

EVIDENCE TRACKING SOFTWARE

LIBRARY MANAGEMENT TRACKING SOFTWARE

MUSEUM MANAGEMENT TRACKING SOFTWARE

GOODS-IN-PROCESS MANAGEMENT TRACKING SOFTWARE

 

 

Records Management

Smart Folder Software can be utilized to track records/items using software screens, bar coding and/or RFID radio wave technologies.  The SmartReader portable scanner using radio waves is the first technology ever available to FIND missing files, and can also be used to keep track of 'current' file locations, through periodic radio wave inventories. The SmartDesk RFID USB detector automatically tracks files detector tracks files to specific work areas.  SmartOffice RFID Detection Zones automatically track files to specific work areas, or, to strategic 'choke points', to track 'last location at which detected'.  SmartDoorway RFID Detection Zones track files to specific people/places, without requiring extensive installation of SmartOffice detection zones. back to top

 

File Tracking Software for Archives / Box Management

Smart Folder Software  manages and tracks at the box, record and document level.  Smart Folder Software  delivers records management software to manage active and archived records, with automated calculation of retention values and destruction dates for all records and boxes.  Retention can be defined at the box level, or based on the longest retention value of any record/document-type within an archive box.  RFID EXPERTS integrates RFID and/or bar code technologies for automating file and box movements and location control.

Users can input box data directly to Smart Folder Software when archiving records in their work areas, or, when boxes are received, box data can be quickly entered to Smart Folder Software by scanning the box # bar code, and keyboard entering data (text fields) from the box label. If boxes are received that do not have adequate indexing data and/or labels, the software can be utilized to enter box-level data and to print a box label with text fields, bar code and/or RFID. 

File Tracking Smart Folder Software Can also include a record database table, so that records can be entered to the database, assigned to boxes, and tracked discreetly.  When records are received, text identifiers (database fields) can be entered to the database by keyboard, or imported from spreadsheets or host database applications.  As such, the database will manage boxes, boxes of records as a unit and/or individual records.

Each shelving unit, shelf or discreet shelf location can be defined with a bar code location label, as can other locations like loading dock, data entry, record processing, truck, FedEx, etc.  Portable scanners can be utilized to scan the location bar code, and the bar codes of any boxes received, processed or placed for storage, which updates the database with the exact location of boxes.

When boxes or records are pulled for return-to-customer, faxing, scanning, destruction or other purposes, the 'reason' that is associated with the file or box transaction can be selected from a drop-down list.  The software can generate .csv (or other formats) reports that detail customer, boxes received, boxes pulled for each purpose, records pulled for each purpose, etc., to produce the data necessary for import into appropriate billing software packages.

RFID detectors can be placed at entrance/exits to the facility and at any desired point-of-processing, to track files passively as they are received, processed or shipped-out.  Boxes can be rapidly inventoried with RFID, and if a box is 'out of place or missing', the portable scanner can be used to find the box using audible and visual cues.

Smart Folder Software can also be extended to a archive box storage company's customers.  Customers can use Smart Folder Software  to originate records, print labels for and index records, manage record locations, manage the status of records (active, inactive, archived, destroyed), print archive box labels, utilize bar codes to scan records to archive boxes and manage retention schedule cycles.  This enables archive storage vendors to receive boxes with transmittal sheets showing each record within a box, and to rapidly verify boxes and folders received.  Electronic signatures are supported to validate records/boxes transferred and received.  back to top

 

 

Asset Management File Tracking Software

VirtualDoxx Smart Folder Software Bar Code and RFID solutions are utilized for Asset Management, by identifying and tracking discreet items, such as office furniture, computer equipment and other assets with bar codes and/or RFID.   Assets can be identified in the database and physically tracked by importing or entering Asset data and adhering or attaching labels or tags to Assets that include a bar code and/or RFID.  The Smart Folder Software  Asset Management System can utilize pre-printed or on-demand printed asset labels to bar code each asset, with the bar code and/or RFID # matching the Asset ID # in the database. 

Portable Bar Code scanners can be used to select or scan a location, and then to scan each asset (bar code label) at each location for one-asset-at-a-time, line-of-sight inventories.  Bar coding can also be used for scanning bar codes of Assets going into storage, and/or into circulation.

RFID makes it easy to inventory and keep track of issued assets, and assets maintained in inventory storage areas.  Whereas bar codes must be read one-at-a-time from close distance, RFID enables many items to be scanned all-at-once and from distances up to 20'. utilizing Smart Folder SmartDetect portable scanning system.  Once a location is entered to scanner, a list of 'expected assets' displays on the portable scanner's screen.  When the pistol grip RFID trigger is depressed, all assets detected display on the screen.  'Expected Assets', 'New Assets' (not in database) and 'Unexpected Assets' (Assets that the database indicates are at another location, such as an adjoining cubicle).  Each type of detection highlights in a color, enabling rapid processing of data (assets detected) based on 'select all', 'select all checked' or 'select all unchecked' updates to the database. back to top

 

 

Weapons/Gear Management /Armory Weapons Tracking Software

The ARMS Armory Management system is optimized for Weapons / Gear Accountability, by tracking weapons, gear and defensive equipment using software screens, bar codes and / or RFID (Radio Frequency Identification) technologies.   The software  is fully developed, COTS (Commercial Off-the-Shelf) software, and is typically further customized according to each customer's specific requirements.  The ARMS rapid-application-development toolkit enables the software to be rapidly configured according to each customer's preferred terminology (data fields), and to automate workflow and generate reports consistent with current or preferred operational practices. 

In addition to tracking weapons and gear,  ARMS provides software components to track  weapons cleanings, inspections, maintenance, test firings and similar functions.  ARMS also includes functionality to track and look-up weapons certifications, 'Do Not Arm' status, items-required-for-a-post, and similar database lookups during transfer and return processing.

A single database 'instance' of ARMS can be further configured to model and track a wide range of additional items, such as records, evidence, assets, people, vehicles or similar entities.  The software is available hosted, or can be installed on local server(s), with cross-platform support for Windows and Linux environments.  ARMS is scalable to unlimited item types, locations, users and records.

RFID Radio Frequency technology is the state-of-the-art in weapons tracking, and is achieved by placing special RFID tags within or on weapons and gear.  The RFID tag # is linked to the Weapon or Item Serial # within the database.  Staff can also be RFID-identified, by using RFID name badges issued to each authorized person (or RFID labels can be placed on existing name badges or name badge lanyards).    

RFID antennas are placed around Armory issue-windows and/or doorways, and will passively detect each person and the item(s) passing into or out of the Armory, by saturating pass-through zones with radio waves {emitted by RFID antennas positioned around doorway(s) and/or issue-window(s)}.  Motion sensors are placed on each side of the doorway or window, to establish directionality (Issue or Return), based on which sensor is first triggered.  The sensors also turn on the RFID equipment, and the RFID antennas detect the items and/or people coming into or leaving the armory.  The RFID data (item(s), person, RFID read-zone location) updates to the ARMS database and also logs the time and the date of the transaction.  Flashing light stacks and alarms can be implemented as part of RFID implementations, and will trigger based on business rules (unauthorized access, unauthorized removal, failure to return an item, etc.). 

After shift changes, and whenever otherwise appropriate, Portable RFID Scanners are typically used to rapidly inventory weapons and other gear, which uploads to the database and automatically generates inventory reports and inventory exceptions reports.  Portable scanners can also be used to inventory items issued to posts or other non-armory locations.  Additionally, portable RFID scanners enables specific or missing items to be found, by operating similar to a metal detector to guide Users to a specific item. back to top

 

 

People Tracking and Personnel Tracking Software using Smart Folder

Common door access control systems will open and log the person's card that was detected, but, multiple people can then go through the door without being detected.  UHF RFID saturates doorways with radio waves that detect all people that pass in or out of the facility, and/or in or out of any doorway.  Person/exit/entrance RFID detections are saved to the database, for a complete history of a staff person's entrances and exits.  Alarms, flashing lights and/or IP video camera can be triggered, based on business rules. back to top

 

 

Evidence Tracking Software Use

VirtualDoxx Smart Folder Software  provides enterprise-class COTS, customizable database management software utilizing Bar Code and RFID technology, to provide optimized identification/tagging, tracking and accountability of property and evidence.  A single database implementation ('instance') can also be utilized to track assets, weapons, records and similar items typical to law enforcement operations.  Smart Folder Software  establishes a database record for each item and tracks every event related to each item, including evidence transfers 'In' or 'Out' of the 'Property & Evidence Repository'.  Each transfer automatically updates chain-of-custody audit trails throughout the life (seized through final disposition) of weapons, drugs, currency or similar evidence.  For chain-of-custody purposes, electronic signatures can be required of recipients, which will display and./or print from the item's chain-of-custody audit log. 

Bar Code and/or RFID labels / hanging tags can be printed and placed on evidence and evidence envelopes / containers.  Destinations (people and places) can be selected from a drop-down list, or bar codes representing each Destination can be scanned, enabling Check-In and Check-Out of evidence items.    Bar codes can also be placed on/at shelves, bins, locked areas, etc., which allows the use of portable scanners to scan the exact storage locations, and to scan the evidence being stored at each such location.  This updates the database with the location (scanned by bar code) for the evidence item(s) placed at each such, specific location.    USB-connected signature pads enable capture of an electronic signature of the person to whom the evidence item was issued, saving the signature to the chain-of-custody log (which can be printed and which shows signatures of all evidence transfers over the life of the evidence item).

The Smart Folder Evidence Accountability & Tracking System includes the following capabilities:

-     enables entry or import of data for each new case / evidence item, and labels or tags can be printed for each evidence item or container.  If an evidence # has already been assigned, the same # is used within the Evidence Accountability System; otherwise, the software will assign a unique (sequential) Evidence #; 

-     the software establishes database records for each evidence item, and can associate one or multiple evidence items with an envelope or container that is used to store the evidence (container = parent record /// evidence items in container = children records); 

-     bar codes can be placed on shelves, bins or other storage locations, and these 'location' bar codes can be scanned and then the bar codes on the evidence, envelopes, boxes, etc., to log evidence/containers to the exact location at which they are placed.  This 'location' then updates to the database for the evidence, so that exact storage locations are easily determinable; 

-     when evidence is issued, the item's label/tag can be scanned, or a destination selected from a drop-down list on the software's 'Tracking Screen', can be utilized to indicate the person to whom the evidence is being transferred.  The transfer process is automated by using bar coding or RFID to identify the evidence being transferred, versus having to type-in the evidence #;

 -     electronic signatures can be captured showing the person that received custody of evidence. The software keeps a complete chain-of-custody log of all evidence issues and returns, including person issuing the evidence, person receiving the evidence and the time/date, which can be printed and taken to Court (also showing the electronic signature if it was captured);

 -     the software can automatically place evidence database records into a 'final disposition' list (queue), based on business/legal rules which dictate when evidence is due for final disposition. The software can print electronic forms (standardized letter to evidence owner), structured as a letter and including the evidence owner's name and address.  A mailing label can also be printed.  The 'final disposition letter' serves notice to 'Owner' that their evidence must be picked-up within 'n' days, or will otherwise by disposed-of by the department at their discretion.

Portable scanners can be used to:

-     transfer evidence to containers/envelopes, updating the database to show all evidence items in a container/envelope, and what container/envelope a specific evidence item is located; 

-     track evidence and evidence containers/envelopes to specific, bar coded storage locations; 

-     inventory all items in the Property & Evidence room using bar codes or RFID (bar codes must be read one-at-a-time from close proximity; RFID reads many-items-at-a-time from a distance); 

-     using RFID, needed or 'missing' evidence #'s can be entered, and the scanner will FIND the item by beeping when found, beeping faster when going toward item and beeping slower going away from the item (similar to a metal detector). 

Electronic signatures provide for the most rigorous accountability of evidence or other items, providing 'proof' and transferring custody of each evidence item transfer/issue.  The chain-of-custody log will show who transferred the evidence, the recipient of the evidence and the signature of the recipient.  If needed for Court proceedings or otherwise, the chain-of-custody log can be printed showing each evidence transfer and the signature of the person to whom the evidence was issued. back to top

 

 

Library Management

VirtualDoxx Smart Folder Software  manages and tracks all library assets and members.  More and more libraries worldwide are utilizing RFID to automate the issue and return of books, Cds/DVDs and related media.  In addition to the ability to create alerts if items are being removed from the library without appropriate authorization, RFID enables self check-in and check-out, by associating books with the person that is checking-out or returning books.  This is accomplished through RFID tags that are encoded-with or associated-with the library book onto which the tag is placed, and issuance of RFID ID cards to members in good standing with the library  (or, place RFID labels on existing library cards).  When a person exits the library, motion sensors detect the person and establish directionality, and if any books are detected, then the software expects and requires that a library card is detected.  If books go OUT and a library card is not detected, then alarms and/or flashing lights are triggered.  If books go OUT and a library card is detected, then the books are transferred to that ID card (person).  The database will track due-back dates, and will automatically transmit emails (if desired) to the persons with overdue books.  When books come back IN to the library, they are automatically checked IN to the library, and the location changes from the person that had the books to the location 'IN'.

As such, in addition to providing security against unauthorized removal of books, UHF 915 MHz RFID enables self-Check IN and self-Check-OUT, while also automating overdue notifications.

Additionally, RFID tagged books and media also enables rapid inventories of items in circulation, and/or items 'on the shelf', from up to 20' away (whereas many library RFID systems use outdated 13.56MHz, which only has an approximate 8” read-range!).  The portable scanner enables: 

-     rapid inventories from up to 20' distance

-     find missing/needed books from up to 20' distance

-     scan shelf and book bar codes to update database with exact book/item     storage locations  back to top

 

 

Museum Management Software

VirtualDoxx Smart Folder Software enables museum artifacts to be tagged and tracked with bar codes and/or RFID.  Bar coding enables one-at-a-time, from close proximity tracking functionality.  RFID enables many items at a time to be searched/found and/or inventoried from-a-distance.  RFID also enables storage rooms and facilities to be 'searched' to Find missing/needed items.

Smart Folder Software generates shelf and storage area bar code labels, to identify and track each discreet location where museum artifacts/assets may be located, such as a storage area or a display area.  Artifacts/assets can be individually tagged and/or containers of multiple items can be tagged, to track all 'items in the container'.

SmartTraxx Software includes sophisticated parent/child database relationships that link assets to containers, and containers/assets to storage locations.

Portable RFID/Bar Code scanners can be utilized to rapidly Find missing items, and/or to inventory items at any facility, storage area or display area.  back to top

 

 

Goods-in-Process Management

VirtualDoxx Smart Folder Software tracks goods-in-process.  RFID technology uses radio waves to passively track items, item locations and goods-in-process, enhancing operational efficiencies and reducing the cost of doing business.  The RFID chip that tags goods and containers can be linked to product serial #'s and RFID detections/data can be passed back to host manufacturing and/or warehouse management systems.  RFID provides an end-to-end scalable solution that can be implemented with minimal operational impact.  RFID eliminates bar code scanning, automates production activities and provides quality control of outbound goods.

Passive RFID (UHF 915 MHz) uses inexpensive tags that include an antenna and computer chip.  When a tagged container/tray or  item travels through a RFID read-zone, or is read by a portable RFID reader, the antenna absorbs the radio waves and transmits back the unique ID # encoded into the computer chip.  Each read-zone is assigned a location (receiving bay, inventory area, first inspector, etc.) and can include proximity sensors for directionality.  Each item that travels through the read-zone is logged to the database, including the direction of travel (in or out).  RFID read-zone antennas can be placed above ceiling tiles, on ceilings or walls or enclosed within stand-up 'portals' or portal mechanisms of many designs.  Alarms and light stacks can be included with read-zones to provide alerts based on business rules.

Passive RFID is based on 'last point detected' logic.  Searching the database (or audit logs) will show the current location of individual goods and/or containers --- based on the last time detected by RFID which is the read-zone traveled-through and the direction of travel.  Additionally, staff can be issued RFID name badges to capture what staff were associated with goods that move and the detection-points at which goods are detected.    back to top

 

 

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