Document Tracking with RFID — Solutions

Why it's hard

Paper moves, and paper walks.

Physical documents move constantly across an enterprise — desk to desk, office to archive — which makes them some of the hardest assets to keep track of. A single lost document can carry a catastrophic cost.

Rows of white document binders on an office shelf

Handheld RFID reader scanning tagged file folders in an office

What RFID delivers

A record for every file.

Tag the folder and every touch is captured — so you spend less time searching and more time working, with a defensible record behind you.

Reduce search time — find a file instead of hunting for it.
Increase productivity — less time spent chasing paper.
Handle regulatory compliance — prove where a document has been.
Full chain-of-custody records — every touch, logged.
Eliminate the catastrophic risk of a lost document.

Choosing the fit

Passive, active, or cloud.

The right setup depends on how your documents move and how large the operation is — we'll help you match it.

Passive vs active tags — match the tag type to how documents move.
Infrastructure & scale — size the reader coverage to the volume.
Cloud AssetWorx! — decide whether a hosted deployment suits the operation.

V-Tag active mesh routing tag reports back to a gateway

Why RFID

Why passive RFID beats the barcode.

A barcode has to be read one at a time, in the line of sight. Passive RFID tags can be read hundreds at a time — no aiming, no scanning each item — which is exactly what document tracking needs.

Think about how many hours your staff spends every month searching for files, locating a high-value asset, checking items in and out, or reconstructing a chain of custody. A passive RFID tracking solution on AssetWorx! cuts the time and cost of finding and managing important documents. No matter the size of the operation, a lost file is a real problem — and RFID tracks items far more effectively and efficiently than the barcode systems most offices still rely on.

What a passive system is made of

A passive RFID tracking system is a combination of hardware and software choices. Four pieces do the work:

RFID tags — attached to the folders and assets you want to track.
RFID printers — for printing and encoding the tags.
RFID readers — for reading the tags, fixed or handheld.
RFID software — the system that drives all of the hardware and turns reads into records.

The hardware

Passive hardware, in three parts.

Most passive RFID builds draw from the same catalog of parts — readers, printers, and the tags themselves.

RFID readers

Readers emit radio waves that power the passive tags so they can be read, and they come in two styles. Mobile readers are handheld units, usually shaped like a scanning “gun” — pull the trigger and it reads the tags nearby:

Integrated mobile readers — reader and screen in one device. More user-friendly, and generally the pricier option.
Sled readers — dock a phone or tablet onto the reader. Typically less expensive, but more complex to configure and there are two batteries to keep charged.

Fixed readers mount on a wall or ceiling and carry ports — commonly two or four — where external antennas attach; they're wired for power and the network, and read any tag that passes within range. An integrated fixed reader bundles the reader and its antennas into a single package.

RFID printers

An RFID printer prints the human-readable text on a label and encodes the chip in the same pass. Printers aren't always required — pre-commissioned, ready-to-use tags are an alternative — but when you print your own, they come in three formats:

Mobile — carried with you for printing on the go.
Desktop — office-scale printing for a small to mid volume of tags.
Industrial — built for high-volume runs, appropriate once you're printing well into the tens of thousands of tags a day.

Match the label to the printer carefully — some tags only work with certain printers, and the wrong combination can put a rollout on hold. It's best to check the pairing with an expert first.

RFID tags

Passive tags are attached to the assets you need to track and carry no battery — an external reader powers them. At the core of every one is an inlay: a chip that holds the ID, an antenna that captures the reader's signal to power the chip, and a substrate that holds them together. Package that inlay two different ways and you get the formats you'll actually buy:

RFID label — a label wrapped around the inlay, so a printer can print human-readable text and encode the chip at once.
RFID tag — the inlay inside a protective encasement, ruggedized to survive harsh environments.

Choosing the right passive tag

There are many tag manufacturers and types, and picking the right one is critical to a project's success. A few variables drive the choice:

Available area — tags come in a wide range of sizes, and the rule of thumb is that the smaller the tag, the shorter the read range. Match the tag to the space on each asset.
Surface material — passive RFID interacts differently with different surfaces. Metal requires metal-mount tags, which cost more and affect read range.
Operating environment — some tags are built for high heat, up to around 300°F.
Special use — some cases call for tags hemmed into garments, which must be waterproof and survive thousands of high-temperature wash cycles.

The software

The software that ties it together.

The software coordinates every hardware component and turns reads into a usable record. For most projects, that software is AssetWorx!.

Tracking and managing physical assets is essential, but done by hand it's labor-intensive — time away from the core business. AssetWorx! manages those assets quickly and efficiently, and it works with passive RFID, active RFID, or a combination of both technologies. That flexibility means a document-tracking deployment can start passive and grow into active coverage without changing platforms.

In practice

Common AssetWorx! workflows.

A handful of proven workflows cover most document- and asset-tracking operations.

Check-in / check-out stations

A checkout station checks assets out and back in again, and RFID dramatically speeds the process — which makes staff far more likely to actually use it. It fits storage closets, tool cribs, asset lockers, and IT equipment. There are two configurations:

Mobile-scanner checkout — the AssetWorx! app runs on a handheld, making checkout fast, easy, and flexible enough to move where it's needed.
Fixed-reader station — a wall-mounted fixed reader with a touch-screen computer. Pair it with a smart-card reader for employee badges, and every check-in or check-out is tied to the person who made it.

Speed up inventories

Periodic inventories run on mobile readers, location to location. The inventory screen starts by showing which assets are expected; as the user walks the room with a handheld, the reader rapidly picks up the tags in range, drastically cutting inventory time compared with barcodes.

Location tracking

Fixed readers placed at strategic points give visibility into asset movement and update locations automatically. Because passive tags have limited range, it's important to analyze the environment first and set realistic expectations. Two patterns are common:

Room-level tracking — one of the most reliable passive approaches. Fixed readers sit at room entrances to catch tags moving through. Because each fixed reader is an investment, room-level tracking fits best where there aren't too many rooms to cover.
Open-space environments — with many possible paths, it's harder to guarantee a tag passes a reader. Teams often place fixed readers in a grid for general location awareness, or at key points such as workbenches where an asset has to travel.

Talk to us

Let's lock down your records.

Tell us how documents move through your operation — we'll help you choose passive, active, or cloud, and quote it.

Request a quote