A 3-Step Plan to Reduce File Tracking Costs by 60%

Posted by on Oct 16, 2015 9:11:00 PM


Each staff member in the Florida State University filing department would spend 2.5 hours searching for files each week.

Unfortunately, this is not an uncommon phenomenon, companies using traditional methods of filing (not barcode or RFID-based) can normally spend over $200,000 a year looking for files. 

After switching to an RFID-enabled filing system, companies can see a 62% decrease in these losses.

The advantages of RFID are clear for managing documents, but what are the next steps to adopt a solution?

There are three components to every RFID enabled file tracking solution that are necessary for success. 

In the case of Florida State University, it took just two and a half days to get their solution up and running, with a few additional days added of training. Within a week, the university was able to benefit from their new system and spare their employees those 2.5 hours of file searching time every week. 


1. Analysis and Installation 

Each organization first must start their journey by making the decision to innovate their workplace,  then they can take the second step and move forward to find an asset tracking consultant that will implement their ideal solution. This consultant should offer training and support after the solution is installed.  

An RFID-enabled file tracking specialist will be able to analyze the organization's needs and recommend the best solution for the job. They will then start the process of implementing the new system by applying chips (or in some cases barcodes) to all files. They will set up readers and systems to read and locate all the files in the office.  

Installation is typically quicker than most expect, like in the case of FSU it took less than three days. The university made a wise investment with their system and was also able to recoup their costs in 3.5 months. 

2. Inventory 

After all files are fixed with a tag, they can be read with a reader. In some cases, a reader is sufficient, but in larger scale operations such a top Fortune 100 company Advanced Mobile Group was able to work with, it is necessary to have a more advanced reading solution.

In this particular case, Advanced Mobile Group used a Newcastle mobile workstation to create a mobile mega-reader which can detect all tags in a room simply by being pushed down the rows of files. 

The purpose of this step is to make sure that the solution is able to detect all files and establish the current inventory of files. 

3. Visibility 

Finally the last, and perhaps the most important step is to establish visibility. To establish visibility is to know the location of each file at all times. This is crucial for organizations that spend so much valuable time searching for important files. 

To establish visibility, we use RFID tracking software such as Vizitrace. This software is able to show where each file is, show a log of check in and check out and provide analytics on all assets. It is the interface for the whole file tracking solution.

With visibility, organizations can track down lost files, and know where each file is at any moment.

The immense benefits of this for an organization whose credibility relies on not misplacing files is priceless.  

The cost of losing files for organizations such as law firms or medical offices is more than a filing error:  it is a blow to the reputation of the business. 

With tools like Vizitrace and RFID based file tracking lost files can be a thing of the past. Lost hours can be spent doing productive work, and everyone can feel more secure in knowing where important files are.  

In the case of Florida State University, the ROI of their investment was returned in a short time and they continue to reap the benefits of their innovative file tracking system. 

With the power of visibility, organizations can finally gain control over their filing systems and create a professional system that reflects the efficiency of their business. 

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Topics: RFID, Asset Tracking

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