Office file tracking system

Scan the Employee or Location ID where the documents are located. Scan your document barcodes and material item barcodes. All insurance firms, law offices, government agencies, corporations, and many others can benefit from knowing where important documents are located. The challenge is making it easy to record when and where items are moved.

Our Document Tracking System uses barcodes to identify employees, locations, and material items, keeping costs low yet accuracy high. The user simply scans the employee or location barcode and then each document barcode being assigned. Documents can then be located quickly with a full chain of custody report available. Simple, effective, and quick to implement! The GigaTrak Document Tracking System can help you track where your documents and material items are quickly and easily!

Every organization has documents and materials that must be tracked until you no longer need the items. Our Document Tracking System gives you advanced flexibility within a simple easy-to-use solution! File tracking allows an employee to locate any item quickly and precisely no matter where in the office it is located. The workflow process is streamlined and the information is readily accessible. The result is increased worker productivity and efficiency, allowing personnel to utilize their time in more effective ways.

Information can be presented quickly and accurately. Barcode tracking systems can provide organizations with a fast, easy and accurate method of automatic data collection and file tracking, and have been widely used within countless industries.

Barcode labels can be attached to any item ranging from individual records, files, record boxes and multimedia to a whole host of other items. The label acts as an identifier that can be scanned each time the document is removed from or returned to a shelf or file room. While the most visible application of this technology is within the supermarket industry, bar code file tracking has become widely used for document management purposes within many businesses and industries.

Within records management, RFID technology is ideal for environments where the volume of transactions is high, files move through many steps or between many people outside the file room, and where security restrictions are vital. QLS Solutions Group. Actively scan device characteristics for identification.

Use precise geolocation data. Select personalised content. Create a personalised content profile. Measure ad performance. Select basic ads. Create a personalised ads profile. Select personalised ads. Apply market research to generate audience insights. Measure content performance. Develop and improve products. List of Partners vendors. Management Data Management.

Table of Contents Expand. Table of Contents. Document Management System Options. Creating a Document Management Plan. Implement and Follow Through. By Susan Ward. Learn why people trust wikiHow. Download Article Explore this Article Steps. Tips and Warnings. Related Articles. Decide on a filing system.

Whatever it is, it must make sense, so you'll know exactly where every piece of paper is. Your options are: [1] X Research source Alphabetical. This system is best when most of your files are going to be names of clients, patients or customers. Subject or category: Most file systems are organized by subject or category, which works well when set up correctly, but can also be the most confusing when it's not.

This best when your files consist mainly of numbered or dated material, like purchase orders or receipts. Fill your file drawers with hanging folders.

Sort your papers into piles by category. If a pile is too thin, combine it with another pile and rename it. The names of the piles should make it easy to determine which pile every piece of paper goes into. Place each pile into a manila folder and label it clearly. It's best to use folders with tabs that are in the center rather than staggered because it makes the files look neater.

Place the manila folders into the hanging folders. For most files, regular hanging folders will work, but for thick files or files you had to divide into subcategories, use box bottom folders. Label the hanging folders with the same names as the manila folders. Place all the plastic tabs on the left of the folder unless you are using a lateral file cabinet. For lateral files, which run left to right when you open the drawer rather than front to back, place the tabs on the right side.

Place a supply of hanging and manila folders near the files so you can easily add a folder if you find yourself with a piece of paper that doesn't belong to an existing folder. Avoid folders that are too thick or too thin.

You may also want to relabel folders and redistribute papers if you decide that you need to re-categorize. At the end of the year, remove all the folders, label fresh manila folders with the same category names and place them in the files. Go through the old folders to see if anything needs to be transferred to the current files, and place the rest in your archive. Consider having an "Out" card a large index card in each folder for signing out files. The person taking the file must write his or her initials as well as the date on the card.

This will allow you to track down lost or missing files.