File Tracker

GOBO File Tracker delivers robust management of a centralized Files, Documents, and Archives database, serving as a single source of truth for all controlled information assets across the organization. The system maintains a complete and authoritative record of every file, document, and archive—ensuring consistency, visibility, and control throughout its entire lifecycle.

The database captures complete item identity, detailed metadata, and lifecycle information through configurable, template-driven data models. These templates allow each organization to define exactly what information must be recorded based on internal policies, regulatory requirements, and operational workflows—without the need for custom development.

Configurable data fields may include, but are not limited to: file/document/archive identification number, title or name, category or classification, volume number, folder type, storage location, archival date, retention period, destruction or review date, and other organization-specific attributes. This flexibility ensures that all critical information is consistently captured and maintained in a structured format.

GOBO File Tracker supports flexible data entry options to accommodate both daily operations and large-scale data onboarding. Users can enter and update records through an intuitive web-based interface, while bulk upload capabilities enable rapid migration from existing spreadsheets or legacy systems, significantly reducing manual effort and transition time.

This structured, template-driven approach ensures standardized records across departments, improves data accuracy, and enables fast searching, filtering, and reporting. It also provides a strong foundation for secure file issuance and return processes, audit readiness, retention and disposal management, compliance monitoring, and complete end-to-end traceability of files, documents, and archives throughout their lifecycle.

In an RFID-enabled File, Document, and Archive Tracking system, each physical file, document folder, or archive box is uniquely labeled with an RFID tag or RFID label and Barcode label. Barcode labels may be simple black-and-white or color-coded, depending on client preferences and internal classification standards. RFID tagging enables rapid, non-line-of-sight scanning of multiple items simultaneously, significantly speeding up file check-in and check-out operations while eliminating manual entry errors.

By leveraging RFID technology, organizations can perform instant inventory audits, quickly locate misplaced or missing files, and maintain real-time visibility of physical records across record rooms and storage areas. Bulk scanning with handheld readers or RFID portals allows hundreds of files to be identified within seconds, improving operational efficiency, strengthening accountability, and ensuring complete traceability of files, documents, and archives throughout their lifecycle.

RFID-enabled File Circulation and Tracking provide continuous, automated tracking of physical files, documents, and archive boxes as they move across offices, record rooms, and secure storage areas. In this model, RFID-enabled doorways and RFID-secured doors are installed at critical transition points such as record rooms, archives, departments, and exit/entry points. Whenever a tagged file or document passes through these doorways or doors, the system automatically detects and records the movement without requiring manual scanning or user intervention.

Each movement event is captured in real time, with the system updating the exact location and custody status of the file in the centralized database. This creates a clear, time-stamped path of travel for every file, document, or archive—showing where it originated, which areas it passed through, and its current location. These automated logs form a reliable audit trail that supports compliance requirements, internal controls, and external inspections.

By providing real-time visibility and accurate location tracking, RFID-enabled circulation workflows make it easy to locate files instantly, identify misplaced or unauthorized movements, and respond quickly to audit or operational requests. Automated tracking eliminates manual register entries, reduces human error, and significantly cuts down the time and effort spent searching for documents.

Overall, RFID-enabled doorway and door-based tracking improves accountability, security, and operational efficiency, while saving time, money, and administrative resources. It ensures complete traceability of physical files throughout their lifecycle, strengthens records governance, and enables organizations to manage large volumes of documents and archives with confidence and control.

In a physical file tracking environment, RFID handheld scanners enable fast, accurate, and efficient inventory and audit operations for files, documents, and archive boxes. By scanning RFID-tagged items in bulk, users can instantly capture the presence and current location of hundreds of files within seconds—without opening folders or manually checking labels. Each inventory scan automatically updates the system with the latest location and status of files, documents, and archives, ensuring the database always reflects real-world conditions.

RFID handheld scanners also support comprehensive audit and verification processes. During audits, the system can quickly identify files that are missing, misplaced, or present in unauthorized locations by comparing expected records with actual scan results. This significantly reduces audit time while improving accuracy and compliance with records management policies.

In addition, handheld RFID scanners assist in rapid recovery of misplaced or missing files. Users can search for a specific file or document and receive real-time proximity feedback from the scanner, allowing them to locate items quickly within shelves, cabinets, or storage rooms. This capability eliminates time-consuming manual searches and minimizes operational disruption.

Overall, RFID-enabled handheld scanning transforms traditional file tracking into a real-time, automated, and highly efficient process. By reducing manual effort, preventing file loss, and accelerating inventory and audit activities, RFID enablement saves substantial time, operational costs, and administrative resources while improving accountability and control over physical files and archives.

RFID-enabled doors and hallways provide an automated and highly effective mechanism to prevent the unauthorized or unintended removal of physical files, documents, and archive boxes from secure areas. In this setup, all files and documents are tagged with RFID labels, and RFID readers with antennas are installed at strategic exit points such as record room doors, department entrances, hallways, and building exits.

Whenever a tagged file or document passes through an RFID-enabled door or hallway, the system automatically detects the movement in real time. The detected movement is immediately validated against authorized circulation rules, including approved requests, user permissions, file status, and destination. If a file is moved without a valid request, approval, or checkout transaction, the system can instantly flag the event as unauthorized or unintended movement.

Based on configured security policies, the system can trigger real-time alerts, visual indicators, or audible alarms, and log the event for further investigation. At the same time, the system records the exact time, location, and direction of movement, creating a tamper-proof audit trail that clearly shows how and where the file attempted to exit.

RFID-enabled hallways extend this protection beyond single doorways by continuously monitoring file movement across shared corridors and transition zones. This ensures that files cannot be accidentally carried outside controlled areas, misplaced during transit, or removed without detection—significantly reducing the risk of loss, theft, or data leakage.

By automating exit control and movement verification, RFID-enabled doors and hallways strengthen records security, compliance, and chain-of-custody enforcement. They eliminate reliance on manual checks, reduce human error, and provide organizations with confidence that sensitive files and documents remain protected at all times, even in high-traffic environments.

The system implements strong biometric authentication combined with a centralized role-based access control (RBAC) framework to deliver secure, policy-driven, and fully auditable access to file, document, and archive management functions. Biometric identity verification ensures that system access is restricted to authenticated individuals only, eliminating shared credentials and significantly reducing the risk of unauthorized access—an essential requirement for compliance with ISO 27001 information security controls and internal records governance policies.

A comprehensive RBAC model enforces access permissions based on defined roles, responsibilities, and clearance levels, ensuring that sensitive, classified, or restricted documents are accessible strictly on a need-to-know basis. This structured access control supports compliance with ISO 15489 records management standards, data confidentiality mandates, and regulatory requirements governing document classification, retention, and disclosure.

All file issuance, access, circulation, and return workflows are tightly integrated with authentication and authorization controls. Every transaction requires real-time biometric verification and role validation, and is automatically recorded with user identity, timestamp, and action details. This creates a complete, tamper-evident audit trail that supports internal audits, external inspections, and regulatory reviews.

By enforcing controlled access, maintaining immutable access logs, and aligning workflows with defined records retention and disposition policies, the system strengthens chain-of-custody management, reduces the risk of file loss or unauthorized disclosure, and ensures long-term compliance. The combined use of biometric authentication, granular RBAC, and audit logging delivers a standards-aligned, compliance-ready access control framework suitable for government records offices, courts, law enforcement agencies, regulated enterprises, and high-security archival environments.