File Tracking Software Platform: The Intelligence of Your Operation
Maximize Compliance, Eliminate Misfiling, and Gain Real-Time Audit Control with RFID Intelligence.
Core Platform & Capabilities: The Foundation of Records Intelligence
FileTrackerIoT is the intelligence of your operation, serving as the command center that controls records management for global government and commercial customers. Our platform is designed to provide complete document, file, and archives management, rapidly configurable to meet your exacting data, tracking, workflow, security, and reporting requirements.
Technology Leverage: RFID and Barcoding
Dual-Technology Support: The platform isn’t limited to a single technology; it seamlessly integrates both, allowing customers to use the most cost-effective and efficient method for different assets or locations.
Optimization: This integration ensures processes like check-in/check-out, inventory, and file location are rapid, accurate, and scalable across facilities of any size, from small file rooms to expansive warehouses.
Technology Leverage: RFID and Barcoding
Unified System: It provides a single point of truth for managing both physical and electronic documents, records, and archives. This eliminates the common records management challenge of using separate, siloed systems for paper and digital files.
Blending Records: The software attaches the electronic document to the corresponding physical file folder database record. This ensures that when a physical file is tracked or requested, the staff member simultaneously has access to its associated digital history or contents.
End-to-End Control: Offers complete life-cycle management, from document creation (physical or electronic) through active use, archiving, and final disposition.
Reporting and Oversight
Unlimited Reports: Users have access to both unlimited standard reports (e.g., Overdue Files, Destruction Candidates, Inventory Variance) and the ability to create custom records management reports.
Oversight: These reports provide the comprehensive oversight necessary for strategic decision-making, trend analysis, resource allocation, and proving compliance during internal or external audits.
Analytical Dashboards: Snapshot to Strategy
Visual Key Performance Indicators (KPIs): Graphs and charts offer immediate status updates on critical metrics, such as:
File Status Overview: A breakdown of all files by their current status (e.g., Active, In-Transit, Checked Out, Missing).
Task Completion Rate: Tracking staff and work group efficiency over time to identify bottlenecks.
Recent Activity Feed: A chronological log of significant events (check-outs, inventories, alerts) for rapid operational review.
Actionable Data Linking: The dashboards are not just display screens; they are the gateway to action.
All visual task and alert summaries link directly to detailed table-view lists of the associated records and archives.
Users can drill down instantly to view the file’s history, task details, and relevant User and group notifications.
Automation of Task Management: The dashboard automates and digitizes records-related task management by presenting due dates and overdue items front-and-center, ensuring nothing is missed.
Dashboard Task Calendar: Proactive Compliance Scheduling
The integrated Task Calendar transforms reactive records management into a proactive strategy.
Future and Overdue Visibility: The calendar visually displays tasks that are due for performance in the future and those that are currently overdue, guaranteeing no retention or destruction date is missed.
Configurable Alert Intervals: Tasks automatically display on the calendar at configurable time intervals (e.g., 90 days, 30 days, 1 week) prior to the official task due date. This provides ample warning for preparation.
Intuitive Color-Coding: Tasks are instantly recognizable by color-coding based on urgency, providing staff with immediate prioritization cues:
Green: Within 90 days / Long-term Planning
Yellow: Within 30 days / Medium Priority
Orange: Within one week / High Priority
Red: Due Today or Overdue / Critical Action Required
Proven Impact: How Industry Leaders Utilize FileTrackingIoT
File Movement & Control (Check-in / Check-out)
FileTrackerIoT includes dedicated check-out and check-in screens to speed and automate file movements while ensuring accountability.
Check-out
Enables one or multiple files to be checked-out.
Destination Tracking: Staff select the destination from a drop-down list or by scanning a barcode representing the destination.
Transfer Details: Check-outs include recording the destination to which being transferred, reason for transfer, and expected return date.
Automated Tracking: Automated tracking occurs at file and archive room doorways, typically utilizing an RFID/barcode USB scanner.
Check-in
Bulk Processing: Check-ins can be performed for single records, stacks of records, or carts of records ‘all at once.’
Staff File Requests
Requesting Delivery/Pickup: Enables staff to send file and archive Requests to file management staff for delivery or pickup.
Action Tracking: Enables action assignments and tracking of the time-taken to perform that action.
Notifications: Supports Ready-for-pickup messaging to notify staff.
Data Entry
The platform is designed for flexible and comprehensive data capture.
Data Screens: Includes dedicated data screens for documents/folios, files, and archives.
Input Methods: Data can be input by keyboard and/or imported from backend software systems.
Unlimited Fields: Supports unlimited data fields for documents, files, and archives.
Field Types: Supports various field types including text entry, drop-down lists, calendar dates, or Yes/No checkbox fields.
Mobile Computing
To achieve the most effective records management, scanner and tablet mobile computing is core to the system’s capabilities.
Inventory In-Circulation: Files move from person to person; the system ensures files-in-circulation are inventoried on an ongoing basis so staff know where files are located right-now.
Guided Mobile Tools: The mobile scanner software utilizes frequency of scanner beeps, a cold-warm-hot graph, and a 0 to 100 numeric index to guide Users right to needed files.
Representatives Projects and Customers
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.
One Tracking Ecosystem. Infinite Possibilities.
Whether you’re tracking weapons in an armory, files in an archive, assets in production, personnel in the field, or inventory in a warehouse, Tracker IoT unifies them all.
By combining precision tracking with real-time analytics, compliance assurance, and seamless integration, Tracker IoT becomes the central nervous system of your operations — helping you achieve greater visibility, efficiency, and control than ever before.