Automated Identification, Location, and Audit Trail for Physical Documents Using RFID

What is an RFID-Based File/Document Tracking System?

An RFID-Based File/Document Tracking System leverages passive UHF RFID technology to digitize the physical movement and control of files, folders, and document containers. By embedding uniquely encoded RFID tags on files and deploying fixed or handheld readers at checkpoints, racks, and offices, the system provides real-time document traceability across departments, storage zones, or floors.

This solution ensures 100% file visibility, supports automated check-in/check-out, and provides a tamper-proof audit trail, improving compliance, reducing administrative effort, and eliminating lost or misplaced documents in high-volume environments.

Core Capabilities

1

Tag-Level File Identification

Assigns each file/folder a serialized RFID tag linked to file metadata, department, owner, and retention rules.

2

Reader-Based Location Scanning

Uses fixed readers at entry/exit points and handheld RFID devices to detect presence/location of files without line of sight.

3

Automated Check-In/Check-Out Mechanism

Logs file movement transactions in real time as they pass through RFID-enabled checkpoints, minimizing manual intervention.

4

Search & Locate Function

Use mobile readers to identify and trace misplaced or unreturned files within storage racks or office zones.

4

User Role Management & Audit Trail

Tracks document access by user ID, time, and location with complete auditability for compliance or investigation purposes.

4

Zone-Based Alerts

Trigger real-time notifications when a file enters/exits restricted or unauthorized zones (e.g., security breach scenarios).

Our Technical Offerings

Key Features at a Glance

Technical Area
Tag Encoding & File ID
Real-Time File Location
Movement Logging
Zone Monitoring & Alerts
Search Functionality
System Integration
Audit Trail & Reports
Feature Description
Each file tagged with globally unique EPC; encoded with metadata like department, case ID
Tracks file movement across floors, racks, users using passive RFID readers
Timestamped logs with file ID, user, location, and event (check-in/out, access, alert)
Monitors unauthorized zone movement or idle time violations
Mobile reader-driven rapid scan to locate misplaced or lost files
REST API/ODBC/CSV interface for ERP, HRMS, DMS, or compliance systems
Tamper-proof logs for audits, compliance checks, and access history

Digital Control Over Physical Documents

Designed for regulated industries and high-volume environments, this RFID-based platform brings accountability, traceability, and security to your physical file ecosystem.
Contact for Technical Demo

Schedule a Free Consultation

We're grateful for your trust and support. Let's build the future together!

    Explore Integration Possibilities

    Schedule a Free Consultation

    We're grateful for your trust and support. Let's build the future together!