File Document Management System

Transcription

1 Static or in-motion assets tracking or locating, like a file registry facility or record management facility is always not an easy task. User can instantly determine the general location of tagged assets anywhere within the facility with the help of active RFID technology. Control point detection zones at strategic locations throughout the facility allow the user to define logical zones and monitor high traffic areas. Tagged assets moving through these control points provide instant location data. Asset (Files) tracking applications will see an almost vertical growth curve in the coming years and the growth rate in this area will be much higher than the growth rate of general RFID market. Availability of large amount of file documents brings lots of problem in document management system. An RFID file document-tracking system saves time and money by substantially reducing: 1. Time spent searching for lost document 2. The financial and legal impact associated with losing documents. Use of barcode and electromagnetic strips are common implementation to track various assets. RFID technology substitute for reading these barcodes and RFID readers can read multiple items simultaneously. This reduces queues and increases the number of loans or returns using self-check, which in turn will reduce the staff necessary at the department. With the ever-increasing spotlight on the management of both physical and electronic records, organizations are increasingly seeking comprehensive, integrated records management solutions. Implementing disparate applications managing independent content repositories, many organizations fail regulatory compliance and risk major corporate records failure points. For these reasons, government agencies are increasingly looking towards companies like Reachfield IT Solutions Pte Ltd for complete life-cycle records management software and services. Tracking agency records from personnel to accounting to projects to contracts, Reachfield IT s software and compliance methodologies reflect records management best practices including managing retention schedules at multiple levels. Reachfield IT has a hybrid of physical and electronic file management solution incorporating with 3M RFID hardware and tags. Our solution namely File Document

2 Management System (FDMS) is a fully browser thin client implementation capable of delivering the solution seamlessly with minimal disruption to the existing workstation. FDMS is a SOE compliant web based solution capable of meeting the organisation s IT standards. It handles file/volume creation, tracking, retention, archival and search capabilities to better track the file movements and status. As well as reporting function to enable generation of file movement statistics, file holdings by general users/officer and audit trail references. FDMS provides greater ease of usage (e.g. enhanced workflow with useful notifications and reminders and ability to interface or integrate with optional applications such as Single Sign-On (SSO) and Document Management System (DMS). FDMS encompasses the entire life cycle of physical records, from creation through final disposition. Reachfield IT is confident that we can deliver the FDMS to any organization within 6 months including customization and enhancements. FDMS is made up of 3 key modules :- a) File Management System (FMS) b) File Tracking System (FTS) c) Document Management System (DMS) - optional FMS is a module handling the administrative control over the management of physical files and volumes. Every new file created will have to be assigned with a file reference no., access type, retention details, file title and other attributes. At times, within each file, many volumes of the file will be created. The volume nos of the file will have to be managed by FMS to ensure that users within the organization can request the files up to the volume level. RFID tags will be assigned to new file creation involving 3M s USB RFID reader and 3M HF ISO tags. FTS is a module to track the location and movement of files within the organisation with the use of 3M s Radio Frequency Identification (RFID) technology. In FTS, each file s location, current holder and it s movement from the creation till the destruction of the file will be managed in FTS. DMS is an optional module to allow the organization to associate finalized digital files to the physical file. Digital files can be linked via the file references and related volume. It is to have a central repository for these finalized documents and allow online sharing (concurrent access) of documents and enables officers to search and retrieve finalized documents from the convenience of their desktop PCs. DMS will address the increasing need to manage its growing number of electronic documents.

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