Information Management Systems

Color Coded Folders with RFID Tracking Tags Helps Financial Services Firm Track Automotive Titles

A national financial services firm recently improved their customer service and created an efficient file management system by using color coded folders with RFID tracking tags.  The firm works with dealers all over the nation to finance the purchase of vehicles from over 1,000 inventory sources, manufacturers, and wholesalers. They specialize in individual financing of new and used cars to dealers called floor planning. The financial services firm holds and files the titles as collateral in these loan transactions. The titles are kept in file folders at a centralized records location.

There is a large volume of titles constantly being checked in and checked out and managing this process is extremely difficult.  The inability to locate title file folders when they are requested results in poor customer service to auto dealers, and inefficient file management operations for the financial services firm.

Pre-numbered Color Coded Folders with RFID Tracking Tags for Quick Access and Efficient File Management

The financial services firm turned to RFID to improve the speed and accuracy of the check-in and checkout process of title file folders.  Pre-numbered color coded file folders with RFID tracking tags attached inside the folder were purchased to solve the problem.

The color coded file folder labels assist in locating misplaced or misfiled folders, which has improved their efficiencies significantly. At the same time, the RFID tags automate the check-in and checkout file process by keeping track of where all the folders are at any given time and instantaneously updating their location in a database through the use of radio waves and an antenna receiver.

Efficient File Management with Color Coded Folders with RFID Tracking Tags and Filing Solutions Services

Southwest Solutions Group’s Information Management Division provides the experience and knowledge to help you with unique filing solutions for your business. Call us today at 1-800-803-1083 or send us an email to find out how color coded folders with RFID tracking tags will improve your filing process.

Improving Your Law Firm’s File Tracking with RFID

Is records management one of the most problematic areas of your law practice? You know that if your staff can’t find client files when needed, stress, frustration and operational inefficiencies arise in the office. A great solution to this problem is a Radio Frequency Identification (RFID) Records Management System.

How RFID Automatically Tracks and Locates Files with Tags

RFID tracking tags can be embedded in your files or color coded labels to provide an instantaneous location for files or documents. RFID tracking tags come equipped with tiny RFID transmitters built into file labels. The RFID Readers check files in and out of the file room and track the files wherever they go in the office and provide tracking information for when they leave the office. The RFID system enables groups of files to be processed in and out of the file room and automatically updates the file location in the database. This means if a file is moved from one office to another, the RFID software will track the file’s location, which can eliminate search time and frustration in your office.  Portable RFID Readers can be used to inventory files circulating in individual offices. All you have to do is wave the Reader around your desk or office and the portable RFID reader will beep when the file is located. (Click here to read a case study on how RFID tracking improved a law firm’s record management)

Benefits of Tracking Case Files with the RFID Records Management System

RFID tracking will allow you better management of your case files and other important documents because,

•Locations and statuses of files can be automatically identified and instantaneously updated

•You can track files throughout the workflow whenever they move or change hands

•Finding missing files quickly reduces time wasted searching

Is Your Law Firm Ready for RFID File Tracking?

Southwest Solutions Group’s Information Management Division can help your law firm successfully plan and implement an RFID Records Management Tracking System.  Our team of knowledgeable and experienced RFID experts will meet with you to understand your objectives, analyze your current process, and create an innovative RFID solution that meets your specific needs. Call us today at 1-800-803-1083 or email us for more information on how you can find your files when you need them with a RFID Tracking System. We also offer other records management services such as digital imaging for litigation support, managing the lifecycle of records, and RIM audits.

RFID (Radio Frequency Identification) Overview

Today, barcodes are used for identification in almost all areas of business. Typically about 30% of barcode technology is used in the retail industry. The remaining 70% is used in the government, medical, manufacturing, military, and legal fields.  RFID (Radio Frequency Identification) is rapidly increasing in popularity because of its ability to provide accurate and instantaneous information of current and historic locations of items.

RFID Tracking Advantage

The primary difference between barcode label and RFID tracking technologies is barcode labels require a line of sight for infrared beams to scan a barcode label.  RFID utilizes radio frequencies (radio waves) to automatically read small microchips or “tags”.  RFID tags have antennas that transmit information to an RFID reader.  The RFID reader converts the radio waves into digital data to a computer software interface, providing current and historic tracking information of items as well as their exact locations.

RFID Proximity Reading

Unlike barcode labels that require a line of sight access for scanning, RFID radio tags are read whenever the scanner is within a few feet – even if there are obstructions in the way. This proximity reading capability means you can scan files, boxes, or other items with a handheld or a fixed RFID reader device.  These scanning devices automatically log hundreds of tag signals per second from a distance, without the need to physically see the RFID tag. The location data of tagged file folders and other items are instantaneously collated and viewed as a report using a RFID software interface. This means rooms of files or other tracked items can be scanned easily and quickly.

RFID readers are small enough to be installed at many “choke points” throughout your facility for file tracking. Readers can be located on doorways or in individual offices within your organization. When you log in to check the location of a record, you will be able to see where it is located and any stops the record has made along the way.

Advantages of RFID

Whether you are tracking file folders, record boxes or asset items, RFID technology offers speed and accuracy compared to barcode label tracking.  Other benefits to consider are:

• Inventory Control Efficiency: Because line of sight is not required to read RFID tags items can be inventoried no matter where the tag is placed on the file or where the file is within a given area.
• Locating Misplaced Items:  Misplaced file locations can be easily pinpointed by using a handheld RFID device.  Simply enter in the file number and walk through the file room or office area.  The handheld device will increase signals the closer you get to the misplaced file.
• ROI (Return on Investment): although higher in cost initially the cost of ownership will go down if the implementation provides a significant method to improve the business process.
• Damage Vulnerability minimized: RFID tags cannot be damaged like barcodes

Successful RFID Implementation

The key to successful RFID implementation is in understanding and identifying your objectives. Southwest Solutions Group’s Information Management Division provides the experience and knowledge to help you analyze your current processes. Call us today at 1-800-803-1083 to find out how RFID technology can streamline your business processes.

Barcode, RFID & Digital Technology Plan is KEY to SUCCESS

Innovation tracking and management technologies can make a huge difference in your bottom line whether it is for inventory, assets or records and information. The key to a successful implementation is identifying and improving the related business processes.  Attaching a barcode or RFID tag to an item or putting document through a scanner is only a small part of the solution.  Solution providers should be able to perform a survey and analysis of your existing system to first identify the root of deficiencies and provide a full life cycle overview.  Process improvement in partnership with innovative technologies is the key to your return on investment and bottom line improvements. It is also important to identify which technology is best for your business function.  Asset Management, Inventory, Digital Document and Archive Management are key business units that can benefit from a single and/or a combination of technologies and many systems can be expanded to include multiple departments or enterprise-wide. Technology can be a powerful tool when implemented to enhance your overall business function and work flow.

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