Advantages of RFID

Posted on | January 25, 2012 | No Comments

With the variety of advantages of RFID technology, it’s easy to understand its widespread adoption among organizations of all industries. It’s vital for all organizations to properly manage their physical assets, whether it be files, product inventory, IT equipment, evidence or any other valuable physical items. The advantages of RFID include:

• RFID tags do not require a direct line of sight in order for the data to be read. They can be read through all materials excluding metal and water.
• It’s easy to install and implement
• Increases efficiency of data retrieval
• reduces labor and in turn cuts costs
• Cuts auditing time by more than half
• Track items in real time as they move from different locations
• Eliminates lost and misplaced items

Managing Records in SharePoint 2010

Posted on | January 24, 2012 | No Comments

In developing SharePoint 2010, Microsoft sought to improve the capabilities of records management in terms of retention and policies. Although the platform has come a long way since the 2007 version, there are still gaps that have been left unfilled. Partners play a vital role in providing solutions to supplement the functionality of SharePoint for the specific needs of companies and organizations.

Physical records management in particular, is an area with limited capabilities in SharePoint. Fortunately the FileTrail for SharePoint solutions allows companies and organizations to effectively manage and track physical items within SharePoint. FileTrail for SharePoint makes it possible for users to view and manage their physical items side by side with their electronic items while leveraging SharePoint compliance, workflow, and search tools for all records.

FileTrail for SharePoint allows users to:

• Track physical items using black and white or color-coded barcodes and RFID
• Apply native SharePoint functionality to physical records: such as built-in legal hold, retention, disposition, workflows and security
• View physical and electronic records in document library
• Automate retention and disposition of electronic records
• Apply retention policies, legal holds and workflows to physical and electronic records
• Utilize integrated Search for all record types
• Localize to any language
• Integrate with commercial records centers for simply retrieval and transmittal
• Automatically track physical records using FileTrail’s SmartOffice RFID technology

The Importance of Managing your Physical Records

Posted on | January 23, 2012 | No Comments

Have you spent minutes, maybe even hours, searching for a lost document or file? More often than not, companies that manually manage their physical records misplace and even permanently lose important documents. Searching for missing items cost the company time, labor and money. On a larger scale the consequences can also include legal problems, regulatory violations and security risks.

With companies starting to shift away from paper records to electronic records, the management of physical items is often overlooked when creating a data management plan. However, paper records and physical assets are still very much present. According to AIIM 56% of organization continue to experience a steady increase in their volume of paper records. A growing volume of paper records require a Physical Records Management (PRM) solution.

Key Advantages of a PRM:

• Reduce the amount of misplaced and lost files
• Meet regulatory compliance to reduce legal risk
• Retain records for as long as needed, and destruction when needed
• Decrease auditing time
• Increase staff productivity and overall efficiency by improving information retrieval
• Secure access to confidential files and documents
• Track where records are and where they have been

How does RFID Work?

Posted on | January 19, 2012 | No Comments

RFID stands for Radio Frequency Identification a system that transmits the identity of an object or person wirelessly using radio waves. RFID technology allows you to update the information read by readers, unlike barcodes. It also makes it quicker to scan items, as RFID is considered an automatic identification technology.

Each RFID tag contains a microchip where the data is stored and antennae to read the information associated with each tag. The data encoded in RFID tags, about the item that has been tagged, is captured by RFID readers through radio waves.

The popularity of RFID has grown tremendously in the past decade as it can track items within a supply chain making it easier to manage. Companies such as Walmart, who have adopted this technology have contributed to its wide spread use. RFID is not limited to use in retail stores. In fact it can be used to track anything.

FileTrail offers a variety of tags for different types of items including:

• Paper-based records and media- With over 10 Million tags deployed for documents, file folders and boxes, FileTrail is the leading provider of RFID file tracking solutions.
• IT assets- FileTrail tracks and manages technology assets with RFID, including iPads, laptops, rack servers, disk drives, monitors, and more.
• Furniture- Assignment and periodic audits are made simple with RFID tags for wood, plastic, and metal surfaces.
• Property & Evidence- RFID tags for evidence bags & boxes, weapons, and property yard item provide both location assignment and perimeter control to secure items
• Weapons- Specialized RFID tags for handguns, rifles, and other weapons provide location assignment, rapid auditing and perimeter control to secure items.
• People- With experience tracking both employees and cadavers, FileTrail has the right body tag for everybody and every body.

Components of RFID:

Getting Started in SharePoint

Posted on | January 17, 2012 | No Comments

Microsoft SharePoint 2010 covers an extensive variety of business functions ranging from website creation, collaboration, information management, and assembling business solutions. With its many functions and capabilities, SharePoint is often overwhelming to new users. The most challenging part can be understanding where to start. It’s important to first identify the resources available to you.

A great starting point is the SharePoint website which features resources for IT professionals, developers and end users. The resource section contains valuable information on getting started, developing your skills and getting additional support for any unanswered questions. You can visit the SharePoint 2010 website here: http://sharepoint.microsoft.com.

If you’re answers aren’t completely answered through the resources available on the SharePoint 2010 website or you want a more comprehensive understanding of the software, connect with SharePoint community by subscribing to blogs, following experts on Twitter, making connections on Facebook, joining LinkedIn groups and contributing to online forums.

For those who are more visual learners, another alternative is acquiring information and training via video tutorials. You can opt for a basic video covering the features of the software to start then explore videos covering specific functions and capabilities in more depth.

Helpful Videos:
What is SharePoint? SharePoint 2010 Essential Training

Completing Your ECM Platform in SharePoint 2010

SharePoint 2010 – Getting Started

In a similar approach, complimentary webinars are often available to the general public. Stay up to date on the most recent webinars by joining online communities and groups. Missed out on a webinar you wanted to attend? Don’t fret, the companies that sponsor these webinars usually post a recording on their website or send it out to registrants unable to attend.

The bottom line is this, SharePoint 2010 is easily intimidating but the resources you need are out there. With the variety of online resources available to you, you can become a SharePoint expert in no time.

Department of Justice to Implement a SharePoint Solution from FileTrail for File Tracking

Posted on | December 6, 2011 | No Comments

San Jose, CA — December 6, 2011 – The Executive Office for Immigration Review (EOIR), an agency of the Department of Justice (DOJ), has contracted with FileTrail to implement a case file tracking solution for 1500 SharePoint users. The solution spans EOIR’s 59 immigration court locations across the US and EOIR’s Board of Immigration Appeals (BIA), and involves tracking at four levels: key documents, audio recordings, case files, and archival boxes.

On September 9, 2011, EOIR posted a Combined Synopsis/Solicitation notice on FEDBIZ.GOV. On reviewing the responses a contract was issued to FileTrail. Once implemented at all locations, FileTrail is projected to capture up to 25 million bar code scans per year and streamline the entire case lifecycle; automating processes for creation, labeling, tracking, pulling for docket, inter-court transfer, archiving to NARA, and much more. The BIA has used an internally-developed bar code tracking system for many years.

Read the complete press release here.

Calculating the Next Volume

Posted on | December 1, 2011 | No Comments

FileTrail has a Volume data type that can be helpful in installations that have multiple-volume series. A volume field based on the Volume data type can be used to automatically calculate the volume number for a new record being created. The Volume data type is not appropriate in every situation. It requires the designation of Primary Key fields, which determine that a record is part of the same series.

For example, in your doctor’s office your medical record number is the identifier on your medical chart: it is the Primary Key. If your doctor tries to create another medical chart for you it would automatically be numbered as ‘Volume 2′.

Situations in which the Volume data type is not appropriate are those where the Primary Key fields are not codified data (or code values) and are hand-entered. In the previous example, your medical record number is a codified field. In contrast, a first name or last name is not. It is too easy for misspellings or different abbreviations to be entered. When this happens the record will not be recognized as a continuation of a series and will be numbered as ‘Volume 1′.

Ideal situations for the use of the Volume data type are those based on a code. Examples include a loan number at a bank, employee number in an HR department, or case number in a court.

A Primary Key can also be made up of multiple fields. For example the year and State of filing in a Tax department, or the Client-Matter and Category in a law firm.

Office of the Chief Medical Examiner of Maryland Implements FileTrail RFID to Track Bodies and Case Files

Posted on | November 30, 2011 | No Comments

FileTrail’s industry leading RFID solution increases efficiency in locating case files and automates the check-in and check-out of cadavers to more reliably identify possible organs for transplants.

San Jose, CA — November 30, 2011 – FileTrail Inc. the leading provider of physical records management and RFID solutions has implemented their leading RFID tracking solution at the Office of the Chief Medical Examiner of Maryland. The powerful RFID technology is being used to track cadavers and case files, increasing efficiency and streamlining overall processes.

“FileTrail stood out among competitors because of the capabilities of their RFID tags. The tags allowed me to leverage RFID at a lower cost for each commissioning location. The RFID sensors set up throughout the entire facility have allowed us to automate file tracking” said Mike Eagle, Director of Information Technology at the Office of the Chief Medical Examiner of Maryland.

Read the complete press release here.

Black Elk Teams Up with FileTrail for Trailblazing File Management System

Posted on | November 22, 2011 | No Comments

Houston, Texas -14 November 2011 – Black Elk Energy, LLC, an independent oil and gas company, has announced its collaboration with FileTrail and Microsoft. Black Elk implemented Microsoft’s SharePoint 2010 Platform late 2010 and has taken its intranet application to the next level by implementing FileTrail for SharePoint.

FileTrail had advised that Black Elk would be the first oil and gas company in the Southern region to utilize this technology and has expressed an active interest in the internal launch and development process. Microsoft will commence a full system analysis during fall 2011 to fully understand how Black Elk is maximizing the capabilities of the intranet application with FileTrail technologies.

Read the complete press release here.

Batch Update

Posted on | October 31, 2011 | No Comments

Batch Update provides the ability to edit a user-defined field for multiple records in a single action.  This is ideal for updating a status or responding to a business event that affects multiple records.

Batch Update is similar to other FileTrail transactions like Check-Out, Check-In, Request, and others.  All these transactions can be performed against dozens of records as a batch.  While other FileTrail transactions update location and request information, the Batch Update tool operates on user-defined fields – those fields that have been tailored to your specific needs.


Here are a few examples of how clients have used the Batch Update tool:

°  When loans are sold on secondary markets, I get a list of loan files to pull.  Batch update lets me put the date into my Sold Date fields for 50 or 100 records all at once.

°  When a project is completed I search on the Project field to retrieve all the records for that project.  Batch update lets me set the Completion date so that retention starts counting down.

°  When a female patient marries and changes her name, I can retrieve all volume of the chart in my Search Cart and use Batch Update to update the last name field.

The Batch Update tool requires that the user be granted the Batch Update Privilege.  If you do not see the Batch Update button in Carts where CheckIn or CheckOut appear, contact your System Administrator about your need to use the Batch Update Privilege.