I work in an office with a shoestring budget.
I'm wondering if there are any third-party systems or information that we can use/obtain to track the movement of documents and find documents in stasis. My immediate thoughts turn to RFID tags, however, I'm open to any suggestions. Additionally, I would like to be able to access via the web the location and/or department in which the document is currently sitting.
Does this sounds like a worthwhile system to implement? Pros/cons?
Well this problem is solvable, I don't think it's solvable with anything you'd consider fiscally feasible. Things like RFID aren't going to work, because the antenna would have to be either ridiculously huge, or you'd have to have so many of them it'd be cumbersome. RFID, and similar technologies don't transmit at all, so you'd never know where a document actually is without some antenna tracking them(and then you'd need several to triangulate the actual positions).
RFID is meant as a replacement for a barcode scanner, not as a geolocation tool.
To actually solve it, in that way, the best bet would probably be putting some kind of bluetooth low-energy device on every folder/whatever, and have them create a mesh-network...
Ultimately, you're trying to use way too much technology to solve what's fundamentally a human problem though.
I'd recommend going all electric, and just have a process for the digesting and emitting physical documents on an as-needed basis. Person brings in a document, it's scanned in and either filed away long-term or destroyed. Once it's in electronic format, your office can manipulate it any-which-way it needs to be, and then it can be physically re-printed on an as-needed basis. The idea being, that by having an option of electronic documents, the amount that'd you'd have to re-print would get lower over time, and combined with the extra labor efficiency would offset the extra cost of re-printing the originals as needed for rural communities.
Last edited by Celestein; 04-27-2014 at 03:07 PM.
I realize at first glance it seems easier to try to cater to your existing processes instead of changing the processes outright, but trust me it would be a much better idea to just bite the bullet and move to SharePoint or a similar platform. They have printers that can scan directly to SharePoint Libraries. You can associate workflow with the documents, and do a lot of other cool stuff. If you don't have a fancy IT guy you can go ahead and get Office 365 which will simplify the process a lot.
Last edited by Ortega; 04-28-2014 at 10:42 PM.
Thank you for the help guys.
I'm going to mull over your suggestions and comments, and continue to work through the problem. It's not high-priority, so it's no big deal if nothing comes of it; even just getting feasibility options going would be good.
But please continue if there's anything more.
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