Bridge the Gap Between Physical Archives and Digital Efficiency.
The intelligent Electronic Document Management System (EDMS) that tracks physical files, secures digital records, and automates your business workflows in one unified platform.
Stop Hunting. Start Managing.
In today’s regulatory environment, relying solely on physical records is a liability, but moving entirely digital is a massive challenge. FileTrackingIoT bridges this gap.
We don’t just store PDFs; we create a database record for every physical file in your inventory. By attaching electronic documents to these records, your staff can view files instantly on their computers while maintaining a perfect chain of custody for the hard copies. Whether you need to locate a physical binder or review a digital contract, the solution is one search away.
Reduce dependence on physical records.
Vastly speed up business operations.
Eliminate information silos.
Intelligent Search Engine
Search by metadata, data entry points, or perform a full-text search within the document content itself. Find what you need in milliseconds, not hours.
Bank-Grade Security
We offer role-based access control (RBAC) to strictly define who can view folders, document sets, or workflows. All bulk uploads are auto-encrypted to prevent unauthorized access at rest.
Smart Document Sets
The solution auto-links multiple documents to a single master record. Even if the physical files are stored in different warehouse locations, the digital “Document Set” presents them as a unified file for easy review.
Seamless Sharing
Email documents as attachments directly from the DMS or generate time-bound encrypted links for external recipients. Share data securely without losing control of the original file.
Graphical Analytics
Our dashboards provide real-time statistics on document uploads, indexing speeds, and workflow bottlenecks, giving management the data needed to optimize processes.
Bulk Ingestion
Upload documents in bulk with auto-encryption standards, ensuring that mass-digitization projects don’t compromise security.
Transform Your Business with Intelligent Process Automation
Move beyond static storage. FileTrackingIoT allows you to reengineer paper-based processes into streamlined, digital workflows that ensure compliance, speed, and accountability.
Visual Drag-and-Drop Workflow Designer
Intuitive Design Tool: Create workflows using a simple point-and-click interface. No coding or IT intervention required.
User Mapping: precise control over who does what. Map specific Users or Role Groups to each step of the workflow.
Scenario-Based Logic: Define multiple paths for different document types. A “Confidential Contract” can follow a different approval path than a standard “Invoice.”
Standardization: Lock in your operating procedures. Ensure that every document follows the exact same path for enrollment and approval, eliminating human error.
Real-Time Triggers & Notifications
Eliminate Latency: The moment a task is completed, the system instantly triggers the next step. No files sit in limbo waiting for a manual email.
Smart Prompts: Automated alerts push tasks to users’ dashboards and email inboxes, prompting them to perform their specific responsibilities immediately.
Organization-Wide Awareness: Configure notifications not just for the active user, but for supervisors and related stakeholders. This ensures transparency and keeps leadership informed of workflow progress without micromanagement.
Activity Tracking: Every trigger is logged. View real-time statuses of where every document resides in the pipeline.
Escalation Matrix & Deviation Handling
Deviation Mapping: The system intelligently identifies when a process deviates from the standard path—such as a skipped step or a missing signature—and flags it immediately.
Auto-Escalation: Define time-based rules. If a task sits with a user for too long (e.g., > 24 hours), the system automatically triggers an Escalation Matrix, re-routing the task to a supervisor or department head.
Business-Rules Execution: Enforce strict governance. If a document fails a specific validation rule (e.g., “Value exceeds limit”), the workflow automatically routes it to a specialized audit team.
Audit Trail: Every deviation and escalation is recorded, providing a clear history for compliance audits and process optimization.
Secure, Searchable, and scalable Electronic Document Management.
Built to Scale, Designed to Connect
Digitization & Expert Services
Software is only half the solution. TrackingSystemsIoT provides the expert manpower and strategic consultation required to transform your mountain of paper into a streamlined digital asset.
Flexible Digitization Strategy
In-Mass (Backfile) Conversion: A complete, project-based overhaul where we digitize your entire historical archive in one go, readying you for a completely paperless future.
Day-Forward Digitization: Ideal for budget-conscious organizations. We implement a hard “cut-off date.” All new documents generated from today forward are digitized immediately, while legacy files are converted only on an “as-needed” basis.
Prioritization Matrix: We help you identify high-access records for immediate scanning while leaving low-value archives for later phases.
Onsite & Remote Scanning Services
Onsite Services: For highly sensitive or regulated documents (Defense, Legal, Pharma) that cannot leave your premises, our teams deploy to your location with our own equipment to scan and index securely within your facility.
Remote Services: Ship your boxes to our secure bureau. We handle the prep, scanning, indexing, and quality control at our facility, delivering the digital data back to you ready for upload.
Scale & Speed: Whether it’s 1,000 files or 1,000,000 pages, our teams are trained for high-velocity throughput without compromising image quality.
Built to Scale, Designed to Connect
Master the Document Lifecycle: From Creation to Destruction
Data liability is a real risk. FileTrackingIoT empowers you to define exactly how long documents live, where they are stored, and when they are destroyed—fully automating compliance with internal and external mandates.
Intelligent Search Engine
Life-Cycle Stages: Define clear statuses for every record: Active (Current usage), Inactive (Reference only), Archived (Long-term storage), and Final Disposition (Destruction).
Rule-Based Aging: Set granular rules based on document type. For example, configure “Invoices” to remain Active for 1 year, move to Archive for 6 years, and trigger for Destruction automatically on year 7.
Hybrid Management: Manage the lifecycle of both electronic files (PDFs) and their physical counterparts. When a digital file hits “Archive status,” the system alerts the warehouse to move the physical box to deep storage.
Comprehensive Retention Policies
Life-Cycle Stages: Define clear statuses for every record: Active (Current usage), Inactive (Reference only), Archived (Long-term storage), and Final Disposition (Destruction).
Rule-Based Aging: Set granular rules based on document type. For example, configure “Invoices” to remain Active for 1 year, move to Archive for 6 years, and trigger for Destruction automatically on year 7.
Hybrid Management: Manage the lifecycle of both electronic files (PDFs) and their physical counterparts. When a digital file hits “Archive status,” the system alerts the warehouse to move the physical box to deep storage.
Regulatory Compliance & Audit Readiness
Minimize Online Storage: Automatically offload older, “cold” data from high-speed production servers to lower-cost archival storage, keeping your system fast and lean.
Defensible Destruction: When a document reaches the end of its life, the system doesn’t just delete it—it follows a strict protocol. It generates alerts for approval, purges the digital file, and issues a “Pick List” for the physical destruction of hard copies.
Certificates of Destruction: Maintain a permanent record of what was destroyed and when, completing the chain of custody.
Pharmaceutical and Healthcare
In the Life Sciences sector, data integrity is paramount. FileTrackingIoT replaces error-prone manual documentation with a validated electronic system designed for Batch Manufacturing Records (BMR) and Batch Packaging Records (BPR). We ensure that the “Issued” document on the shop floor is an exact, traceable replica of the “Master” in the system.
Law Firms & Legal Departments
Law firms live and die by their ability to retrieve information. FileTrackingIoT transforms your document chaos into a sleek, Matter-Centric ecosystem. We allow attorneys to focus on high-value casework rather than hunting through siloed repositories or physical file rooms.
Defense & Security Agencies
In defense and private security operations, a missing document can be as dangerous as a missing weapon. FileTrackingIoT replaces the traditional, vulnerable physical “Daily Occurrence Book” (DOB) and Armory Registers with a secure, tamper-proof digital ecosystem. We provide a bridge between physical equipment tracking and the documentation required to prove compliance and accountability.
Representatives Projects and Customers
