915MHz RFID State of the Art RFID RFID RADIO FREQUENCY IDENTIFICATION. Asset Management & Accountability

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1 915MHz RFID State of the Art RFID RFID RADIO FREQUENCY IDENTIFICATION Asset Management & Accountability Scan Assets with Radio Waves to Rapidly Inventory Issued Assets and Assets in Storage Areas 1

2 Table of Contents Description Page RFID Technology Overview 3 RFID Portals 4 RFID / Bar Code Portable Reader 4 RFID Tags & Labels 4 RFID Asset Management Software (AIMS) 5 Representative References 5 Software Screen Shots 6 Data Entry Screen (Parent=Vendor/Purchase --- Child=Asset) 6 Data Entry Screen (Single Level = Asset) 7 Data Entry Screen (Single Level = Asset Component) 8 Data Import Screen 9 Database Search Screen 10 Database Record Detail View (Data / Meta-Data) 11 Chain-of-Custody Log / Audit Trail 12 Tracking Screen / Electronic Signatures 13 Reports 14 2

3 Asset Identification and Management System (AIMS) RFID Technology - Overview RFID (Radio Frequency Identification) is a technology for identifying and tracking discreet items, such as office furniture, computer equipment and other assets. by adhering or attaching labels or tags that include a RFID transmitter (computer chip) and antenna (for receiving radio signals). Typical RFID systems are made up of two (2) major components: Readers and Tags (inlays). The reader, sometimes called the interrogator, sends and receives RF data to and from the tag via antennas. The tag, or transponder, is made up of the microchip that stores the identifier (data), an antenna and a carrier to which the chip and antenna are mounted (label). The RFID labels draw their power from the reader. The reader transmits a low power radio signal through its antenna to the tag, which in turn receives it through its own antenna to power the integrated circuit (micro-chip) that is built-into the label. The state-of-the-art is Gen II 'passive' RFID tags utilizing the 915 MHz frequency, and is referred to as UHF (Ultra-High Frequency). 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'. 3

4 RFID Portals / Choke-Points / Enterprise Deployments RFID antennas can be placed at choke points such as storage area doorways, hallways, corridors, entrance/exits, staircases, elevator banks and will track whatever RFID tags pass through the read zone. Antennas produce 4 watts of power and can 'read' many items 'all at once', updating the database with what assets moved, who moved the assets, where they moved and the time/date. One or more Antennas can be placed at a choke-point to track assets and people, and can be placed above ceiling tiles, on ceiling tiles, on walls, in / on furniture or on floor mounted devices. Alarms and flashing lights can be installed with read-zones and initiated based on business rules, to control access-to or movements-of assets. Portable RFID Readers In addition to or in lieu of placing RFID antennas at multiple locations, Portable RFID Readers include a drop-down list of ALL locations. As such, a single Portable Reader can inventory ALL locations rather than having to install MANY RFID antennas throughout a facility. For example, each display area and each storage location would be represented within the drop-down 'location-list' on the Portable RFID Reader. Additionally, if an item(s) are missing, item number(s) can be entered to the RFID Reader and it can be pointed in or around repositories, offices or any location and will BEEP and guide you right to the missing item. Software on the reader enables check-off of inventoried assets and de-selection of assets in adjacent areas. RFID Tags and Labels There is a wide variety of RFID tags and labels made to adhere inside-of on-to assets, with different styles optimized for the materials/surfaces of an asset, such as metal or wood surfaces. There is also an extensive selection of hanging RFID tags, made of card stock or plastic materials, that can be tied or clipped to assets. The most important component of implementing a successful RFID Asset Management System is testing of tags on the assets to be tracked, to determine the best tag and the optimal tag placement for each type of asset. 4

5 RFID Asset Management Software RFID infrastructure can be installed and data from read-zones and portable readers can be 'pushed' to existing asset management systems or any database of choice. RFID produces data and creates history, and utilizes a database management system to manage the asset records, asset movements, access controls and chain-of-custody throughout an asset's complete life-cycle. Enterprise-class RFID software for identifying and tracking assets is available already fully integrated with RFID and bar coding, and is customized for each customer based on requirements and usage. The software can be installed on internal Server(s) and/or can be accessed via web-based Server(s). The software is scalable to unlimited applications, locations, database records and Users. The RFID database management system includes functions to print bar code/rfid labels / tags and track assets using software screens, bar codes and/or RFID technologies. RFID software can accommodate many different database views for different departments, classes of Assets, classes of People, record types and similar requirements. The software can operate within Windows, Linux or Solaris/Unix environments and can be operated on Windows, Linux or Mac workstations. The software is easily configured for the specific requirements of each customer and can be used for multiple database/item applications within a single software References US Department of State US ARMY Army Corps of Engineers US Department of Labor US Department of Agriculture National Institute of Standards and Technology Government of Tanzania State of Massachusetts Court System State of Massachusetts Department of Licensure State of Maryland Prosecutor's Office State of Georgia Police State of Texas Bell County University of California San Francisco Lockheed Martin Johns Hopkins Emory Health Care Coca-Cola Booz Allen Hamilton Progress Energy Kozmos Energy Sandy Springs Bank US Century Bank Antonelli Law Firm 5

6 Software Screen Shots The AIMS Asset Identification and Management System is configured to the exacting requirements of each customer. Following are representative software screen shots: Data Entry Screen The data entry screen can be configured as a single-level database or a parent/child database. Unlimited customer defined fields can be included on the screen. Example Parent/Child (Vendor/Asset) screen: Example single-level data entry screen (Asset). Note the single layer of database fields that define an asset. 6

7 The screen shot below shows another single layer of database fields that define components of assets, linked to the asset database record by the asset serial #. Also note the Maintenance start-date and end-date fields, with calendar pop-up for date entry. The AIMS Asset Management System automates tracking of maintenance agreements and asset service cycles. 7

8 Example single-level data entry screen, for a component of an asset, that is linked to 'parent' asset by unique serial # (for example, a hard drive associated with a computer): 8

9 Data Import Screen The spreadsheet screen within Virtual Doxx enables database records to be imported from host applications or spreadsheets. Additionally, this screen is used to open queues (queue = placeholder for records), such as Assets-due-for-Service or Assets-due-for-Maintenance Agreement Renewal. 9

10 Database Search Screen The database Search screen enables searches of any entity within the database, such as Asset or Vendor or Purchase Order. Row(s) of data will display, based on search criteria. Right-click on any row/record will display a drop-down list of actions that can be initiated for quick processing. 10

11 Record Detail View Double-Click on a Record will display complete data and meta-data relative to the record. Buttons along the left of the window enable tasks related to managing records/assets. 11

12 Chain-of-Custody Log From the Record Detail view, clicking on the 'Audit Trail' button will show a complete history of a record/asset, including all people or places that the asset has been assigned over time. 12

13 Tracking Screen / Electronic Signatures The tracking screen enables assets to be issued and transferred, by data entry or by reading bar codes or RFID tags. Electronic Signatures can be captured and saved to the chain-of-custody logs, which can be printed to prove custody accountability. 13

14 Reports The AIMS software includes a reporting sub-system that executes database queries, for robust and comprehensive report generation capabilities

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