RCS delivers records management and radio frequency solutions that work!



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INDEX
files with efficient color-coding, text and bar codes

IDENTIFY
file locations and status

TRACK
files whenever they move or change hands

FIND
missing files quickly

CONTROL
access to files and retention schedules

RFID technology automates filing processes, enabling file tracking without staff having to use a computer interface, providing truly ‘passive’ records management. The software is customized around each client’s terminology and workflow requirements, making the system easy to learn and easy to use.

The RCS solution provides a systematic framework for structured records management policies and procedures. The software enhances compliance with government and industry regulations, and streamlines record retention schedules. RCS blends the use of RFID, bar codes and color-coding for optimized records management, delivering a rapid return-on-investment!

 

RCS software can be installed on your server (in-house solution)
or accessed from our state-of-the-art data center (hosted solution):

• Requires no third-party operating system, database, or software licenses, and operates in Windows or Linux environments.

• Costs are minimized, as is the need for IT resources and computing/networking infrastructure.

• Workstation computers only require a browser application and Java—there’s no software to buy, install or maintain.

• Production, back-up and test servers provide redundancy, uninterrupted performance and seamless upgrades.

• Nightly backups to external media for disaster recovery.

• Uncompromising standards for security, power supply, and environmental control—with data center security and support maintained 24/7/365.

 

 

mobile_track

  • Just point Reader around an office or at groups of files — it will BEEP if the file is there and guide you right to it.

  • Quickly inventory every file in circulation. Automatically update records management system with file status and location.

  • Track files to specific cabinets and automate file purges — keep track of what files go in what boxes.
control_track

  • IN and OUT openings activate RFID sensors — automatically tracks files in and out of filing cabinets.

  • No software to operate—the Controller reads and tracks files automatically.

  • With the use of RFID-labeled staff ID badges, file transfers are associated with the responsible person.
office_track

  • Attach RFID antennas to ceiling tiles and around doorways for office- wide file tracking.

  • Install on or inside furniture, on shelving sides or any wall or work surface.

  • Files entering offices are read by the RFID antennas and the software is updated with current file locations.
portal_track

  • Portals positioned next to doorways track files without human effort, whenever files pass through the door.

  • Portals can be installed at any ‘choke point’ in a facility where real-time file tracking is desired: who, what, where, and when.

  • Lights and sound can alert staff to unauthorized file removal.
all_in_one

  • Labels have RFID transmitters built-in. When scanned by a radio wave Reader, the label transmits its ID information.

  • Labels are color-coded as a visual guide to file identification — go right to the section you want. Misfiled folders are easily identified.

  • Printing All-in-One labels is fast and easy on any standard office color ink jet printer, and are less expensive than other RFID labels.
filing_system

  • With RCS file conversion services, you can have a turnkey RFID filing system with no interruption in workflow and an instant boost in productivity.

  • RCS provides Certified Records Management staff to help design your filing system and oversee project management, ensuring your filing system is optimized and your operational costs are minimized.

  • Store more files in less space. Use open-shelf filing cabinets and high- density, rolling filing systems for maximized storage capacity and efficient filing.

 

RFID and bar code file tracking solutions

 

“All-in-One” labels
for accurate filing with visual & computer controls

Use any standard color inkjet printer to produce labels that include color-coding, text, bar code
and RFID. The file’s primary index is color-coded and defines how files will sequence in filing
cabinets. Color coding, RFID, bar coding, and text sections give your business multiple ways to
identify and track files, plus indexing redundancy for efficient and accurate filing. Printing
labels and originating new folders is fast, easy and inexpensive.

RFID circuitry
for inventory, tracking, finding and monitoring

Every label is embedded with flexible, flat radio frequency identification (RFID) circuitry. The
label’s RFID transmitter is dormant until scanned by radio waves from RFID Readers, which power the
transmitter to send back the file’s identifying information. Using a combination of stationary and
portable RFID Readers, files can instantly be identified, inventoried, tracked, and monitored.
Whole stacks of files can be read at the same time. The Readers communicate directly with computers
to update the file location database with a minimum of physical file handling or computer use.

Custom text
for “at-a-glance” folder identification

Portions of the label are used for printing text-based file identifiers, allowing files to be
processed with the human eye. Quick view file indexes are right on the label, so the folder does
not have to be opened to validate that the correct record is in-hand, speeding file handling and
processing.

Bar codes
when a single read is the right solution

For tasks like tracking files to a specific cabinet, or purging files to archive boxes, bar coding
provides important advantages over RFID. For certain workflow processes, one label and only one
label needs to be read, and bar codes are ideal in these circumstances. RCS also delivers tracking
systems that use bar codes rather than RFID technologies, and which can be upgraded to RFID at any
time.

File folder color coding
guides you to the right location — right away

Color-coded file information provides a powerful visual control for efficient filing and misfile
control. Alphanumeric (A-Z and 0-9) characters are assigned unique colors to index primary
information (such as file name or number) and secondary information (such as type or year of file).
The colors form patterns when viewed on open, library- style shelving, or when stored in
drawer-style cabinets. Users are guided to the right file location at a glance. Entire systems can
be visually audited for misfiles in moments.

Are you ready to go paperless?

RCS document imaging provides powerful document scan and index capabilities for transitioning paper-based records to digital, electronic records.

 

Document indexes connect the dots
Indexes are the key to efficient use of your digital documents. RCS creates logical and streamlined indexes for easy document retrieval and accurate cross-referencing. With barcode recognition and data integration techniques, most manual data entry is eliminated.

Prevent disaster before it strikes
Documents and their data represent the fundamental asset of an organization. Prevent loss of vital information from tampering, fire, flood or other disaster with digital document imaging, electronic filing software, and redundant, offsite storage. Retrieve, process, and amend any document, from any browser-based computer. Enhance your business information systems and better serve your customers, while significantly reducing costs.

Hosted or in-house — images are available from any workstation browser
With RCS’s in-house or remotely hosted document imaging and retrieval systems, any computer with a browser becomes a powerful document management workstation. The web-based ASP solution eliminates the need for internal servers or special workstation software, providing rapid deployment, low cost and scalability. The in-house solution provides enterprise-class performance without requiring third- party operating system, database or similar licenses. Both in-house and web solutions provide a turnkey package for optimal performance, tailored to your terminology and workflow.

Seamless electronic records and legacy system conversions
Successfully convert index databases and image repositories using RCS, including all major brands of imaging system index pointers and images. Blend office documents, emails and related files for comprehensive electronic records. Full support of copiers, scanners and multi-purpose devices for import of scanned, copied and faxed documents.

Scanning and indexing services for conversion of legacy documents
Convert legacy paper and microfilm-based records to digital images. RCS can deploy equipment and personnel on site for indexing and scanning, or legacy records can be converted at our production conversion centers for fast, high- volume turnaround. Indexes can be imported from host databases or spreadsheet systems, or can be captured manually from existing paper-based file folder records and catalogs.

For immediate help with Smart Traxx, contact RCS