In the demanding sectors of government, legal, and corporate administration, the physical record remains an indispensable asset for authentication and legal integrity. However, managing these assets without a centralized, automated system often leads to “data silos,” lost productivity, and security vulnerabilities. At IoTFileTracker, we provide a mature, COTS (commercial-off-the-shelf) software platform designed to bring Total File Management Visibility to every stage of the document lifecycle.
Our software platform is the central hub that registers, tracks, analyzes, and manages the entire lifecycle of your physical and electronic records. By leveraging established barcode technology, IoTFileTracker slashes file retrieval times and enforces a reliable, auditable chain-of-custody across your entire organization.
A Mature Platform Built for Your Exacting Requirements
Unlike unproven, custom-developed applications, IoTFileTracker is a robust platform that has been in continual development since 1997. Built utilizing the J2EE framework with HTML 5.0 and Android graphical user interfaces, our software functions seamlessly on computers, tablets, and phones.
We recognize that every organization has “exacting data, workflow, and security requirements.” Therefore, our software is not a rigid “one-size-fits-all” tool but a highly configurable platform.
- Unlimited Data Fields: Define separate data screens and field requirements for different asset classes, such as personnel files, legal folios, or archive boxes.
- Data Entry Control: Utilize text entry, date pickers, drop-down lists, and Yes/No checkboxes to enforce data precision. This prevents the manual errors common in decentralized spreadsheets and ensures your records management is “audit-ready.”
- Hierarchical Relationships: Easily establish and track parent-child relationships, such as specific documents nested within a folder, which is then stored within a barcoded archive box.
Seamless Integration and Automated Synchronization
To ensure that your physical records management remains in lockstep with your broader enterprise goals, IoTFileTracker supports seamless integration with host customer software and database applications.
By establishing automated database synchronization, we eliminate the need for redundant data entry. When a record is created in your backend system, it is mirrored in the IoTFileTracker environment. This synchronization ensures that your physical assets—tagged with our high-quality barcode labels—are always aligned with your digital information, creating a true Hybrid Records Environment.
Streamlining the Workflow: From Request to Archive
The core strength of IoTFileTracker lies in its ability to manage the day-to-day movement of files through advanced workflow queues and task management.
1. File Requests and Transfers
When a staff member needs a specific record, they can submit a request directly through the software. This request enters a workflow queue, notifying the records management staff. The subsequent transfer is recorded via a simple point-and-scan action using USB scanners, ensuring that the “current location” is always accurate.
2. Workflow Queues
Our software manages records management tasks efficiently. Whether it is a request for a file-in-circulation or a directive to move files to long-term storage, the system tracks the status of every task, ensuring that no request is overlooked and customer service levels remain high.
3. Retention Scheduling and Archiving
Proper lifecycle management requires knowing when a file should be moved or destroyed. IoTFileTracker includes robust retention scheduling features. The software monitors the age and status of records, flagging them for transfer to archives or for secure destruction based on your organization’s compliance mandates.
When it is time for archival, the software facilitates the “nesting” of folders into boxes, maintaining the link between the individual file and its storage container throughout its stay in the archives.
Accuracy Through Audits and Reporting
A records management system is only as dependable as the data it holds. IoTFileTracker makes it “easy to use” and “easy to learn” the processes required to maintain 100% database accuracy.
- Import Inventory and Audit Data: Using portable barcode scanners, staff can perform an Inventory in Seconds. This data is then imported into the central hub to reconcile any discrepancies.
- Complete Audit Trail Histories: Every scan, request, and location update is logged. This creates an unalterable history of the record’s custody, essential for compliance in regulated industries.
- Standard and Custom Reports: Whether you need to see a list of files currently checked out to a specific department or a report on records nearing their destruction date, our software provides the reporting tools needed for informed decision-making.
The Path to Transcendent Automation: Upgrading to RFID
While barcode technology represents the most cost-effective method for establishing an auditable chain-of-custody, IoTFileTracker is built with the future in mind. Our platform is fully scalable, allowing you to easily and affordably upgrade from barcoding to RFID (radio wave) technology.
The same software interface used for barcoding can manage RFID detection zones and portable RFID scanners. This allows for:
- Passive Detection: Tracking files as they pass through doorways without any manual scanning.
- Rapid Location: Finding a “needle in a haystack” missing file from 25 feet away using radio waves and our “Geiger Counter” guidance feature.
By starting with our barcode software today, you are laying the foundation for the ultimate in automated file tracking.
Conclusion: Proven Excellence in Records Management
With over 40 years of successful experience, the team at IoTFileTracker has worked intimately with high-profile organizations worldwide to refine our platform. Our software is designed to avoid the risks of custom development, providing a robust, proven, and mature solution that is ready to configure to your exact needs today.
