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Tracking: Bar Code & RFID

An organization's success is largely dependent upon the ability to control, manage, and provide access to documents and information. A tracking system - bar code or RFID - leverages technology to automate the process of organizing, controlling, and distributing information and assets. Implementing this solution improves access to documents, images, and information anywhere, anytime. It saves time, money, space, and allows the client to become compliant with regulations and standards. Most systems utilize document imaging, e-forms management, and workflow processes to deliver performance and savings.

BAR CODE TRACKING SYSTEMS

Bar code tracking systems can provide organizations with a fast, easy and accurate method of automatic data collection and tracking. Bar code labels can be attached to any item ranging from individual records, files, record boxes and multi media 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 tracking has become widely used for document management purposes within many businesses and industries.

Experts estimate that each document that can't be located, costs businesses between $60 and $200. This figure is based on time spent looking for lost or misplaced documents in addition to the lost revenues and opportunities that result from not having the information located in those records.

Bar code technology eliminates data entry errors, speeds the collection and transmission of data and makes the entire data entry/collection process more efficient. Entering bar code data is at least 100 times faster and more accurate than traditional, manual keyboard entry. This dramatic increase in efficiency can be translated into increased productivity for any operation or organization. In addition, bar code tracking provides real-time information. Managers can base decisions on current, concrete and accurate information.

APPLICATIONS OF BAR CODE TECHNOLOGY

Bar code technology is frequently offered as an optional enhancement to packaged records management software to create a more powerful automated records management solution to recordkeeping problems. This technology can be applied in many formats: loose paper documents, file folders, records in storage cartons, microfilm and microfiche, and optically stored records. Bar code technology is relatively inexpensive, and because its benefits are often substantial, it frequently provides an excellent, cost-effective solution to many types of records management problems.

Tracking inactive recordkeeping

Some records management software programs are designed to manage an organization's inactive records stored in a records center. The major functions of these systems are to:

• Maintain the index or inventory of all records stored in the facility by showing the contents of each carton or other storage container and sometimes each file folder stored in each box.
• Store other data required to effectively manage the records, such as the inclusive dates of the records in each carton, retention schedule data, and disposal dates.
• Reserve shelf space for incoming cartons and report on free shelf space available to house them.
• Monitor and track the movement of all records withdrawn from and returned to the center.
• Print pick lists showing those cartons eligible for destruction, print destruction notification forms to obtain authority to dispose of records, and print certificates of destruction to show evidence of actual destruction.
• Print reports of user statistics and manage the charge-back function in cases where users or department cost centers are assessed fees for their stored records.

Migrating an end user from bar codes to imaging

Bar coding documents can also help automatically index documents efficiently in an image management program. The same bar codes that are used to identify documents to track their location can be used as identifiers for paper documents being converted to images.

COMPONENTS OF A BAR CODE SYSTEM

There are four basic components that comprise a bar code system: a bar code label, a scanner, a decoder and a host connection.

Bar code labels

A bar code symbol consists of a series of parallel bars and spaces and has actual data coded into the symbol. Bar code labels can be pre-printed offsite or printed onsite from any laser or ink jet printer, though with varied results. Thermal laser printers, however, were specifically designed to print high-quality text and graphics and can be used to print one label at a time or an entire roll of labels. Regardless of the physical printer being used, a bar code True Type font must be installed. These inexpensive fonts are easy to install and when displayed or printed, bar code patterns corresponding to the characters appear.

Scanners

The second basic component of a bar code system is the scanner, also known as the input device or reader. There are a variety of input devices, each with its own strengths and limitations, whose function is to read the bar code label via an electronic signal. The simplest and least expensive input device is the wand. It is human-powered and must be held at the proper angle and moved at the proper speed in order for the bar code to be read. The Charge Couple Device (CCD) is another type of input device. While a CCD can read bar codes quickly and easily, it has a short read range - held no more than one to three inches from the bar code. Another limitation is that a CCD has a limited width and will not read bar codes that are wider than the face of the input device. The third and perhaps most popular input device is the laser scanner. It comes in three ranges: a standard range laser scanner can read a bar code from 6 to 24 inches away, a long range scanner has the capability to read bar codes from 2 to 8 feet away, and an extra long range laser scanner can read a bar code 30 feet from the device. With varied read range comes a range in price as well - anywhere from $200 to $2000 per device.

Decoders

Decoders are located inside the bar code readers or as an external device and serve three functions:

• to automatically discriminate between various bar code types or symbologies
• to decode the electronic signal that was read back into information
• to translate the information into data for the host Decoders located inside readers are less expensive, though also less functional. External decoders have the capability to manipulate data and accommodate multiple input devices.

Host connection

Bar codes are used to input data into a host computer system. In order for this data transfer to take place, a host connection is needed between the computer and bar code equipment in order for the bar code to be decoded and input to a PC as data. The most common method for host connectivity is a keyboard "wedge." Like it's name, the decoder is "wedged" between the PC, or terminal, and its keyboard, allowing users to input bar code data without changing existing applications.

Whether it's managing volumes of records or mass quantities of products or materials, bar code technology is a popular method of automated identification and data collection. The only limitation of this system is that the item must be in line-of-sight with the reader. Depending on the application it's being used for, this limitation may in fact not be an issue at all.

RADIO FREQUENCY IDENTIFICATION (RFID)

Radio Frequency Identification (RFID) is another member of the automatic identification technology family. This wireless system, which has been gaining momentum in recent years, has the ability to track moving objects, allowing for non-contact reading anywhere and at anytime. RFID technology has been in use for quite some time. For example, the anti-theft plastic tags attached to merchandise in stores is RFID technology, as well as the automated toll booths that monitor cars passing through so proper billing can be done. RFID is starting to become more widely used in records applications, and often replaces bar code technology.

APPLICATIONS OF RFID

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. They are also ideal for record rooms that are not managed by a records manager or administrator.

The overall advantage of all types of RFID systems is their non-contact, non-line-of-sight nature. Tags can be read quickly and through many visually and environmentally challenging conditions. Bar codes or other optically read technologies do not have this capability.

For records management purposes, RFID technology allows file folders to be checked in or out very quickly without having to scan the file one at a time. One of the most convenient applications is to have the reader located in the door frame. This eliminates the need for a records manager to scan each individual record. With RFID, many folders stacked together can be read all at once. The same process applies to reading folders and then boxing them for file relocations.

RFID tags can also be read at remarkable speeds - in most cases responding in less than 100 milliseconds. Again, this is not possible with other technologies. For example, by using a portable RFID wand, multiple file folders can be read at one time.

Developments in RFID technology continue to grow, yielding high memory capacities, wider read ranges and faster processing. For a wide range of automated data collection and identification applications, RFID has become an indispensable technology. Though RFID is more costly compared with bar code technology, experts predict RFID will continue to grow in its established niches.

COMPONENTS OF AN RFID SYSTEM

An RF tag that is attached to the item that needs to be tracked, an antenna or coil and a transceiver with a decoder are all required for an RFID system.

RF tags

RF tags contain unique, digital identification codes. When an RFID tag passes through the electromagnetic zone, it detects the reader's activation signal and broadcasts its identification code. The reader picks up the code, decodes it and passes it to the host computer for processing. The identification code relates to a database entry containing all the information about that particular item.

RF tags come in a variety of shapes and sizes. They can be as small as a pencil lead in diameter and one-half inch in length for use in animal ID tags, which are inserted beneath the skin, or credit card shaped for use in access applications. RFID tags are categorized as active or passive. (See chart above)

Antennas

The antenna emits radio signals to activate the tag and read or write data to it. It acts as the conduit between the transceiver and RFID tag. Antennas come in a variety of shapes and sizes. For example, by building the antenna into a door frame it can receive tag data from anything passing through the door.

Transceivers

The transceiver controls the system's data acquisition and communication. Often times the antenna is packaged with the transceiver and decoder to become a reader, also known as an interrogator. A reader is required to process information on the RFID tag. These devices can be configured either as hand-held objects or a fixed-mount device and are available in a variety of shapes and sizes.

BENEFITS OF TRACKING TECHNOLOGIES

The application of bar codes or tags offers several important benefits.

Keyless data entry provides faster, more accurate circulation control - Manual techniques for tracking and monitoring the movement, or circulation of records include the use of outcards, index cards, log books, etc. These techniques are all subject to significantly high error rates; their effectiveness in maintaining the integrity of the recordkeeping systems depends on whether users complete these record control devices accurately and consistently. With the use of a tracking system, the keying of data is eliminated. The bar code is simply scanned whenever a record is withdrawn from the system. Thus, error rates are greatly reduced. The data entry process is also significantly faster than with keyboard entry.

There is greater accuracy in record location monitoring - Once records have their unique bar code identification, recording their movement into and out of the file room or storage facility becomes a simple matter of scanning the record and indicating with a keystroke or two that the records are being sent to a particular department or individual. When the record is returned, another scan indicates to the computer that the record has been returned for re-filing. Under most systems, all transactions are automatically date- and time-stamped and the operator performing the action is identified. Identifying the current location of any record becomes a simple matter of an inquiry to the computerized system.

Misfiles are reduced - As each record is placed in its proper shelf location for storage, employees can scan both the record and the shelf location. This verifies the record's accurate placement, discloses any misfiles, and enables them to be corrected.

The records disposition process is facilitated - Records management software can be programmed to generate a pull (or pick) list, sorted in location order, to facilitate the removal of records from cabinets or shelves for transfer to the records center. Likewise, a similar list can be generated in the records center indicating those records eligible for destruction. In both cases, the bar codes or tags affixed to the records can be scanned to create a record of these actions, and no time is wasted searching for them since the list is sorted in location order.

Records "lost in transit" can be tracked - The automated records management system can be programmed to generate a daily report of records withdrawn from storage but not yet received at their destination. This is possible in systems where the recipient is required to scan the records at the user point of receipt. This permits a search for these records to occur immediately instead of days or weeks later when someone discovers the problem.

Productivity benefits are possible through workflow analysis - The system can be programmed to generate reports showing the quantity of records processed and steps performed by individuals or units. This facilitates an analysis of work patterns and provides volume trend data for more efficient production of the work.