Solution
Document & File Management
Find any physical file in seconds. Tag'n'Track Document & File Management records who has each file, where it is and when it is due back, from the registry to the archive.
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RFIDNFCQR & barcodesIoT sensorsGPS
What is Tag'n'Track Document & File Management?
Tag'n'Track Document & File Management is RFID software for tracking physical files, folders, archive boxes and important documents. Each item carries a tag; readers at desks, doors and shelves record every movement, so the file register, custody records and retention schedules stay accurate without manual logbooks. It runs on the Tag'n'Track Platform.
The challenge
Files that go missing
Important files are not where the register says, and nobody knows who took them.
Time lost searching
Staff search offices and archives for files that are on someone else's desk.
Manual logbooks
Paper sign-out books are incomplete, hard to read and impossible to report on.
Audit and retention risk
Without reliable records, retention, disposal and legal requests are hard to prove.
How it works
Four steps from a tagged item to an automatic action.
Step 1
Tag
Files, folders and archive boxes receive RFID or barcode labels linked to the file register.
Step 2
Capture
Desk readers, handheld readers and door portals record every check-out, return and movement.
Step 3
Track
The register shows the current holder, location and history of every file.
Step 4
Act
Overdue files, unauthorised removals and due retention dates trigger alerts and tasks.
Key features
Control physical records from creation to disposal.
A live file register
One register for files, folders, boxes and documents, with owner, department, location and links to scanned copies.
Import your current index to start.
Check-out and custody
Check files out to people or departments with a scan, set due dates and record every hand-over.
Clear chain of custody.
Location tracking
See which room, shelf or box holds a file, and find it with a handheld reader in seconds.
No more searching.
Exit alerts
Door portals flag tagged files leaving a secure area without authorisation.
Protect sensitive records.
Archives and boxes
Track archive boxes and their contents through storage, retrieval and transfer.
On-site and off-site storage.
Retention and disposal
Apply retention schedules, flag files due for review and record secure disposal.
Evidence for every decision.
What you gain
- Files found in seconds, not hours.
- A complete chain of custody for every sensitive record.
- Faster audits and legal requests, with reports instead of logbooks.
- Retention applied consistently, with proof of disposal.
Typical use cases
Typical scenarios to show how the solution is used. These are illustrations, not customer case studies.
Legal and case files
A legal department tracks case files between lawyers, meeting rooms and the archive, with alerts for overdue returns.
HR and personnel records
Confidential personnel files are checked out only to authorised staff, and every access is logged.
Government registries
A registry tracks thousands of files across departments and moves them to the archive when they close.
Patient records
Paper medical records are located instantly when a clinic needs them, and returns are recorded.
Integrations
Link physical files to your digital systems through REST APIs and connectors. Multi-step workflows are available with the Process Automation add-on.
Document management systems
Link each physical file to its scanned copy and metadata in your DMS.
ERP and HR systems
Use employee, department and case data to assign custody.
Access control
Combine file movements with door access events for secure rooms.
Email and notifications
Send reminders for overdue files and due retention reviews.
BI and reporting
Dashboards for file volumes, overdue items and retention status.
REST APIs
Connect any in-house system through a single stable interface.
Hardware that fits your site, your process and your budget
Tag'n'Track works with RFID, NFC, QR codes, barcodes, IoT sensors and GPS from all leading manufacturers, so you are never tied to one brand. Every recommendation is based on your requirements, a site survey and your budget.
Typical choices: thin RFID labels for files and folders, rugged tags for archive boxes, desk readers, handheld readers, door portals for secure rooms and label printers.
Start simple, grow to full automation. Begin with handheld readers in one area, prove the value, then add fixed readers, gates and sensors step by step.
Platform, security and languages
Built on the Tag'n'Track Platform.
Browser and mobile
Works in any web browser with no installation. Add the Mobile App for scanning, offline work and alerts in the field.
Mobile App available as an add-on.
Security and roles
Only registered devices, tags and users; role-based permissions; a full history of every change for audits.
Consistent, traceable data.
Languages and deployment
Arabic and English interfaces. Run in the cloud, on your own servers or in a hybrid set-up.
Deployment Options available as an add-on.
Compliance and standards
Records and reports that support your audit and regulatory obligations.
Records management
Supports the principles of ISO 15489 records management: capture, custody, retention and disposal.
Data protection
Role-based access and a full access history help you protect personal data in physical records.
Audit and legal evidence
Time-stamped custody and disposal records for audits, investigations and legal holds.
Implementation and services
From the first site survey to ongoing support. See all services.
Consulting and discovery
Site survey, process review and a phased plan.
Implementation and integration
Configuration, integration with your systems, testing and go-live.
Tagging services
Tag selection and professional tagging on site.
Training
Hands-on training for administrators and field teams.
Support
Help desk, updates and managed services after go-live.
Frequently asked questions
Which items can we track?
Files, folders, archive boxes, contracts, deeds, certificates and other important documents.
Do the tags damage documents?
No. Thin labels attach to the folder or file cover, not to the documents inside.
Can we keep our current file numbers?
Yes. Existing references are imported and linked to the new tags.
Does it work for off-site archives?
Yes. Boxes are tracked through transfer, storage and retrieval, wherever they are kept.
Can it link to scanned copies?
Yes. Each file record can link to its scanned copy in your document management system.
Do we need the mobile app?
No. Everything works in a web browser. For scanning on the move and offline work, we recommend the Mobile App add-on.
Industries used in
Used wherever physical records matter. Related solutions: Organisational Asset Management and Facility Management.
Government
Keep registry files, case files and archives under control across departments.
Healthcare
Locate paper patient records and medical files the moment they are needed.
Museums & Heritage
Track provenance records, loan agreements and collection documents.
See Document & File Management in action
Tell us about your files and archives, and we will show you how a live file register works for your organisation.