File and Document Tracking is the systematic management of active paper documents and files stored in the office, outside as well as the documents converted to digital images. With our File and Document Tracking system, all the physical documents and files as well as digital documents can be attached with proper RFID tags. Document Control & Tracking. Establishing document control is just the beginning of wisdom. If you cannot achieve document integrity – that the document delivered must be the document sent in both form and format (this is a piece of legal speak, and if you don’t understand immediately all the liability implications please feel free to talk to your own counsel because I do not offer legal. The ad-supported free service lets you upload files up to 4GB in size, which is also generous, and automatically scans files for viruses, a feature not every file syncing service offers. The Best Document Management Software for 2020. Document management solutions have evolved from simple file storage engines to sophisticated workflow and data classification systems. Any file tracking and management system lacking a software and auto ID (barcode or RFID) component is destined to fail. Barcodes EDGE can provide hardware and software solutions which will greatly ease keeping tabs on your documents and files.
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How much time do you spend trying to find files? How often does an all staff email go out requesting a file that may or may not have been checked out? When you can’t get at your business information in a timely fashion, you are at a disadvantage with respect to your competition. It really is that simple.
This blog post will help you get better at tracking files. By considering the following points, you will be able to evaluate your organization’s processes and make improvements based on your findings.
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1.0 Benchmark your current file-tracking situation
To improve your file tracking, you have to first understand your current system and how it impacts your organization. To do that, consider the following questions:
1.1 Can you rank the efficiency of your organization’s ability to find files within a reasonable time frame?
- We are always able to find files
- We are usually able to find files
- We can find files most of the time
- Frequently we can’t locate files
- File retrieval is a major issue for us
1.2 What percentage of lost or missing files is typically found, and how long after they were initially requested?
1.3 At any given moment, how many files would it be impossible to locate within a reasonable timeframe?
2.0 Evaluate your current process
If you can’t find the files you need, chances are the trouble lies within the actual structure of your file tracking system—particularly how files are checked in and out and what happens after that. Ask the following questions:
2.1 What are the check-in/check-out standards for your files?
- The honor system
- We use charge out guides
- Other
2.2 How are lost or misplaced files currently identified as lost?
2.3 What typically happens when a file is lost or goes missing?
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3.0 Consider the business impact
Does the ability to find a document or file have an impact beyond the file room? The answer is yes. To get a sense of the effect your current file tracking system is having on your organization, consider the following:
- When employees (RM and other) spend time tracking down lost or missing files, they can’t focus on their core duties. And those are often the responsibilities that advance the business.
- Employees who wait for documents are in a similar position: if they need to make critical business decisions, the information lag created by lost or missing files slows them down.
- This could create an environment where employees feel they need to create duplicate records for their own files. That could have an impact on your storage footprint.
4.0 Cover the record’s entire lifecycle
The right file tracking system should help you to track and manage a record or file throughout its lifecycle. If your current system measures up, it should:
- Provide a clear process for adding a file or record to your classification system.
- Include a records retention plan that notifies employees when documents are ready for disposal.
- Prepare you for audits and other investigations by allowing you to produce, at any given time, a complete and legally binding history of your files.
Next Steps
- Learn how to track your physical and electronic records with the right software.
- Speed up retrieval by 40% and reduce the risk of lost and misplaced files with Color Coded Filing Systems.
- Talk to a TAB representative about how we can help improve tracking of all your business-critical records.
File tracking systems include a number of different methods you can use to organize and keep track of your company’s files, documents, and records. Three of the most common file tracking systems include radio-frequency identification (RFID), file tracking software, and tracking using a records management company. To learn more about file tracking for your business, contact the experts at Blue-Pencil!
File Tracking Systems – Quick Comparison
Not sure which file tracking system is right for you and your company? Check out the chart below to get a better understanding of the main pros and cons of each method. Click the chart to see a larger version of the image.
Comparison of file tracking systems
Guide To File Tracking Systems
Learn about each file tracking system in more detail below.
Radio-Frequency Identification (RDF)
How RFID works; Image source: gs1uk.org
Radio-frequency identification is a method of file tracking where identification tags are attached to every one of your files. These tags correspond with information stored in a database.
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There are three types of RFID systems: barcode, high frequency, and ultra high frequency. High frequency and ultra high frequency are more efficient options, as barcodes can be more much difficult to scan. Many workplaces prefer ultra high frequency, as it can find files up to 10 feet away with 100% accuracy.
Using a scanning device, you can quickly scan over hundreds of documents without having to look through any of them. The scanner will then let you know when you have scanned the correct document. To see this process in action, check out the video below.
RFID allows for quick identification of your company’s files
RFID is an ideal solution if you have not yet converted all of your physical files into electronic versions. It significantly reduces the amount of time your employees have to spend searching through rows and rows of shelves or filing cabinets.
RFID systems can also help you stay compliant with Canadian tax laws. Tax records and other business information must be kept on file for 7+ years.
Losing or misplacing these records can be detrimental to you or your business. RFID ensures that the physical copies of these important documents are stored correctly and are easy to retrieve when needed.
However, unlike other tracking systems, RFID does require more effort on your employees’ part. Having physical documents requires more maintenance than electronic files. Employees still must use the scanner to find documents, instead of simply retrieving online.
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RFID also does not provide the document security that comes with other options. There is still the possibility that someone could steal a file or intentionally destroy it.
File Tracking Software
File tracking software allows you to organize and access electronic files
File tracking software includes various computer programs that allow you to electronically store and track your files. Many businesses are moving towards this method, as it allows easy and quick access to your files. It also helps reduce the need for physical copies, which is ideal if your company is striving towards a paperless office.
There are many different file tracking software options available, from simple, free versions to complex tracking systems suitable for large corporations. You can see an example of what file tracking software can look like in use in the demo video below.
File tracking software can be quick and easy to use
Although it is great that there are so many different software options available, it can be difficult to choose the right one for you. If you are setting up a tracking program yourself without the help of professionals you may run into some issues, such as poor file organization or difficulty using the program.
Employers and employees are still fully responsible for file organization and management unless the file tracking software is part of a greater record management system put in place through a management company. This means that employees will still have to be properly trained in order to ensure file security and proper organization.
Records Management Company
A Records Management company will store and track your files at a secure facility
Working with a records management company is another way that many companies choose to store and track their files. For many, this is a preferred method as it takes much of the responsibility of organizing, filing, and tracking off of your employees and gives it to experienced management experts.
A records management company will often be able to provide your business with a wide variety of file tracking options, such as on-site and off-site storage systems. At Blue-Pencil, we offer both on-site and off-site active file management.
- On-Site: With on-site file tracking, our management experts help you set up and organize your ‘active file area’ right in your office
- Off-Site: With off-site file tracking, files are stored and organized at our secure facility. When it comes time for retrieval, you can call, e-mail, or utilize our online system to get your files when needed.
Working with a records management company to implement a file tracking system will ensure that only the most efficient methods are used. If you choose to store off-site at a secure facility, you will also have peace of mind, knowing that your important records and documents are safe and secure.
A records management company can also help you manage your files throughout their entire lifecycle, including when it eventually comes time to securely destroy and dispose of old files. Check out the quick video below to see Blue-Pencil’s secure shredding service that comes to you!
Secure shredding is an important part of file management
Although working with a records management company may cost a bit more upfront than other options, you will save in the long-term. This is because employees can use their time more effectively when they don’t have to worry about retrieving and managing files.
It is also because storing files off-site means that you can make the most of your smaller office space without worrying about paying more in rent for a larger building to house all of your company’s records and files.
Barcode Document Tracking System
For example, the average office may require 500+ square footage of storage space for files, storing boxes of records and other items, and mail. That number can quickly increase the longer your company is in business.
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Which System Is Right For Me?
Some companies choose to utilize multiple tracking systems
Choosing a file tracking system can be a challenge. Companies will have to take into account budget, the time they have to dedicate to implementing the new system, the best option for their employees, and more.
Many business owners will actually choose to implement multiple file tracking systems. For example, if it is not feasible or possible to convert all of your documents into electronic files, you may choose to use a combination of RFID for physical files and tracking software for electronic files.
Other companies will use file tracking software provided by their record management company for daily management, and then allow the company to do the rest! Speaking with a record management company can help you determine which option is best for you.
Protect Your Documents With Blue-Pencil!
Our team is dedicated to keeping your data safe!
With Blue-Pencil, you can store your important files worry-free at our secure facility. Blue-Pencil helps empower Canadian organizations to reach new heights with friendly and efficient document management services. Customer service is not only a slogan but something we practice by investing in our strategic partners.
Located in Oakville, we have grown our document security business over the past 10 years, serving more than 6,000 organizations including small and medium-sized companies as well as Fortune 500 businesses.
File Tracking Capital First
“We highly recommend Blue Pencil. The service is excellent and the guys that come out are so nice. It’s a pleasure dealing with them.”
– Mozelle, a Blue-Pencil Customer – Read More Testimonials Here
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At Blue-Pencil, we offer services such as Documents Storage,Records Management, and Document Imaging and Scanning Solutions. These services allow us to offer full circle, comprehensive solutions for information security management. We service the GTA and surrounding cities – click here for a full list of our service areas. If you’d like to learn more about us and what we can do for you contact us today!