Virtual
Doxx Corporation
Professional Records Management Systems
RFID File Tracking Solutions
Radio
Frequency technology provides file location controls
and automated workflow never before available, enhancing
the 'art' of Records Management.
RFID
(Radio Frequency Identification) is a technology for
identifying unique file folder records and other high
value assets using radio waves. Typical RFID systems
are made up of two (2) major components: Readers and
Tags. The reader, sometimes called the interrogator,
sends and receives RF data to and from the tag via
antennas. A reader may have multiple antennas that
are responsible for sending and receiving the radio
waves. The tag, or transponder, is made up of the
microchip that stores the identifier (data), an antenna
and a carrier to which the chip and antenna are mounted
(label). The RFID labels draw their power from the
reader. The reader transmits a low power radio signal
through its antenna to the tag, which in turn receives
it through its own antenna to power the integrated
circuit (micro-chip) that is built-into the label.
The tag will briefly converse with the reader for
verification that the tag was 'read' and the exchange
of data. The Virtual Doxx records/item management
software keeps track of all files based on the location
of the reader (and the item being read), as well as
the date and time that 'reads' occur. All RFID 'reads'
are updated to the Virtual Doxx database, either to
the VDoxxHOST web-based Server or a customer's internal
Server. No third party Server or Workstation licensing
fees are required.
There
are many methods for deployment of RFID technology,
including these typical configurations:
A
typical RFID
Office includes:
-
Portable
RFID reader(s) and download cradle for importing
inventory reports, updating locations and instant
find a file requirements.
-
Check-in/out
RFID Controller in file room with RFID reader/antenna
for passive record checkin/out
-
Office
wide tracking of files in and out of doorways and
common or specific office areas with fixed readers/antennas.
- RFID
Workstation for power users.
-
Color
printer for producing 'RFID+File Label' (patent
pending)
-
Mobile
RFID cart for inventorying files throughout the
office (optional)
-
RFID
In/Out Controller that includes In and Out sensors
and uses RFID to update Virtual Doxx with what files
are In or Out. If the files are going 'Out', Virtual
Doxx looks up the Requestor in the database and
automatically transfers the files to the Requestor,
or otherwise to the global 'Out' location.
-
RFID
Destination Cards or RFID Staff Badges can include
RFID transmitters (labels) and can be placed with
files going 'Out' and the files will automatically
be transferred 'Out' to the person or placing matching
the Card or Badge.
-
Portable
RFID Reader to 'Find' and 'Inventory' files.
-
RFID
labels with or without encoding of host database
values.
A
typical RFID
File Room includes:
- Portable
RFID Reader to Find missing files.
- The
Portable RFID Reader includes a drop-down list of
Office Locations (Places & People) and is used
to periodically inventory 'files in circulation' to
keep track of the dynamic movement of records around
the office from person to person and place to place.
The inventory data is updated to Virtual Doxx so staff
will always have 'refreshed' views of Current file
locations.
- Computer-connect
Infrared Bar Code Reader for Check In / Out of files
as they go Out or In to the File Room. Includes a
sheet(s) of paper with each office location (Places
& People) represented by bar codes. The staff
just scan the bar code on a file and then on the 'Destination/Location'
bar code sheet(s) to transfer files out of the file
room to their destination.
- RFID
labels which are pre-encoded with host database values
or RFID labels that have a RFID # which is input to
the Virtual Doxx Records Management software and which
is linked to the host database record (associates
RFID # with the host database file #).
A
typical RFID
Find Lost Files configuration includes:
- Portable
RFID Reader that allows a User to enter a File # and
point the RFID Reader around the office and the Reader
will BEEP when the file is 'found'.
- RFID
labels pre-encoded with File #'s from host Database
and RFID labels sequentially numbered for making of
new records day-forward with RFID #'s matching the
File #'s assigned by the host software to new database
records.
A
Portable RFID Reader can be pointed-into offices
or wherever files are located, and when the RFID Reader
detects the 'missing' file, the RFID Reader will BEEP
to alert staff that the file has been 'found'. This
allows staff to find missing files in minutes. Portable
RFID Readers include a drop-down list of office locations,
so that files 'in circulation' can be periodically inventoried
to identify files that have been transferred from person
to person or place to place after leaving the file room,
and the Virtual Doxx database is then updated with Current
Locations.
Sensors
to detect file movement / directionality and RFID
Antennas can be placed around file room doorway(s)
or at traffic-flow 'choke points' to passively track
files as they move In or Out of the file room or around
the office. Radio waves keep track of files without
staffing having to do anything or even use the computer!
RFID labels can be placed on Staff ID badges or Name
Cards and the RFID will know what files moved in what
direction by what person at what date and time.
RFID
Portals create RFID 'Read Zones' with gateways similar
to a Retail Store, that forces traffic through the Portal
for file movement tracking to a specific location around
the office. RFID Portals can include advanced LED and
Biometric Access Controls to limit access to centralize
file rooms (or repositories of any type of item).
Radio
frequency 'inlays' (RFID labels) uniquely identify
each record (or item) and when radio waves from RFID
fixed or portable readers 'read' the tag on the folder,
the RFID label sends back a message saying 'here I am'.
Radio waves keep track of file movements and Virtual
Doxx Records Management software keeps track of where
all files are located at all times.
The
patent pending 'RFID+File Label' label allows
for a seamless RFID conversion with a single, cost-effective
"All-in-One" label that includes RFID and
other critical filing system elements. Optimal Records
Management is best accomplished by leveraging the complete
benefits of text identifiers, color-coding, bar codes
and RFID technologies. The new patent pending 'RFID+File
Label' ALL-in-ONE label from Virtual Doxx Corporation
is the first product that provides all of these benefits
in one (1) easy to print-and-apply label. This makes
it simple and inexpensive for organizations to maximize
the efficiency of their filing system, and enhance the
integrity of file location control. Use any standard
office ink jet color printer to make misplaced files
a thing of the past with radio waves & our patent
pending 'RFID+File Label' labels'!
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