In the demanding world of records management, the true test of an organization’s efficiency is not just how files are stored, but how reliably they can be found. At IoTFileTracker, we emphasize that “visibility” is a constant state, not a one-time achievement. To maintain Total File Management Visibility, organizations must move beyond simple tracking and embrace the discipline of Complete File Folder Audits.
The primary objective of IoTFileTracker is to enable staff to rapidly access files “right when needed.” However, even with the most robust check-in and check-out procedures, the reality of a busy work environment means that files can migrate, be handed off without a scan, or be misplaced in transit. Periodic audits act as the “single source of truth,” reconciling the digital database with the physical reality of your file rooms, offices, and archives.
The Priority: Auditing Files-in-Circulation
While every record is important, not all records carry the same immediate operational risk. The most vital data captured by portable scanners relates to the inventory of files-in-circulation.
These are the most active files within the enterprise—the documents currently being reviewed by legal teams, processed by government officials, or updated by corporate staff. Because these files are “live,” they are the most likely to be required by multiple stakeholders at any given moment. A missing file-in-circulation doesn’t just represent a lost asset; it represents lost productivity, stalled workflows, and potential customer service lapses.
IoTFileTracker recommends a proactive approach to files-in-circulation:
- Frequent Inventories: We suggest weekly or twice-monthly scans of active work areas.
- Rapid Processing: Using a portable scanner (Barcode or RFID), a staff member can inventory an entire office or department in seconds.
- Instant Reconciliation: As the portable scanner synchronizes with the IoTFileTracker software, it identifies files that are present but not checked out to that location, as well as files that should be there but are missing.
By focusing on files-in-circulation, organizations ensure that the most high-value, high-risk assets are always accounted for.
Illumination and Adjudication: The Goal of Full System Audits
Beyond the daily churn of active records, a comprehensive records management strategy requires a periodic accounting of all files. This is where Complete File Folder Audits become indispensable.
An audit is more than just a list of what is present; it is a tool for illumination. File audits highlight folders that staff have left “unaccounted-for”—those records that slip through the cracks of daily operations. Once the system identifies these gaps, the organization takes proactive action to adjudicate all file locations and custody.
Adjudication involves:
- Identifying Missing Records: Generating a discrepancy report that lists files expected in the system but not detected during the audit.
- Proactive Search: Utilizing the “Find a File” feature of the IoTFileTracker platform to locate missing items.
- Updating Chain-of-Custody: Correcting the database to reflect the actual physical location, ensuring that the next time a staff member needs that file, the software provides accurate guidance.
Auditing the Archive: Box-Level and Folder-Level Precision
For many organizations, staff treat the archive room as a “black box,” storing records without auditing them regularly. This is a significant risk factor for Audit Readiness and compliance. IoTFileTracker provides the flexibility to audit archives at two distinct levels of granularity:
1. Box-Level Audits
Ideal for high-density storage where speed is a priority. Staff can scan the barcode or RFID tag of the archive box to confirm its presence on the correct shelf. This ensures that the high-level physical infrastructure of the archive is intact.
2. Folder-Level Audits
For mission-critical archives, IoTFileTracker supports “parent-child” relationship auditing. This means the software can verify not just that a box is on the shelf, but that every specific folder assigned to that box is actually inside it. This prevents the nightmare scenario of finding the right box only to discover the specific file needed for a legal discovery or audit is missing.
The IoTFileTracker Advantage: Built for Scale and Security
Our platform is a mature, COTS (commercial-off-the-shelf-software) solution that has been in continual development since 1997. We have spent decades working intimately with high-profile government and commercial organizations to refine these audit workflows.
When you perform an audit with IoTFileTracker, you are leveraging:
- J2EE Framework Reliability: A robust software architecture that handles massive datasets without lag.
- Data Precision Tools: Text entry, date pickers, and drop-down lists that enforce clean data during the adjudication process.
- Hybrid Records Support: Seamlessly reconcile physical audit data with your Electronic Document Management System (EDMS).
Our staff, many of whom are certified through the Institute of Certified Records Managers, have designed these audit features to meet the “exacting data, workflow, tracking, reporting, and security requirements” of the world’s most regulated industries.
Conclusion: From Uncertainty to Total Visibility
A records management system is only as good as its last audit. Without periodic verification, even the best software can eventually drift from reality. Complete File Folder Audits through IoTFileTracker transform your records room from a source of anxiety into a source of confidence.
By utilizing our advanced portable scanners and intelligent software, you can complete full-room audits in minutes rather than days. You can proactively manage your records, keeping them always “tagged, tracked, and accessible.”
Avoid the risks of manual searching and the pitfalls of custom development. IoTFileTracker is the proven, robust platform ready to secure your archives and optimize your operations today.
