Asset Management

Civica Records Management's FileTrail software is a powerful Asset Management and Tracking tool that uses barcode and/or Radio Frequency Identification (RFID) technology to capture items, locations and movements into a SQL or Oracle database.

All assets under management are assembled into the database with user-defined metadata covering all information required such as tag number, description, model, date of purchase, date of servicing, user and home location.  All assets are then barcoded or fitted with the latest RFID technologies, such as an RFID UHF Generation 2 Transponder (RFID Tag) and a Rugged or Battery Assisted Passive (BAP) tag for harsh environments, depending on user choice.

Every possible location in an enterprise is also built into the database and will either have a barcode attached (eg. to the door frame or desk-edge) or be covered by an RFID antenna, which has a reading range adjustable to four metres.  Every asset is then assigned to a location.

Under barcode control, if an asset is relocated, the new location is scanned as well as the item(s) moving to it.  this is usually captured using portable laser scanners, which are then uploaded to bring the database up to date.  Under RFID control, as long as the new location is covered, the movement will be captured automatically and the database updated.  Under either system, complete information of the movement is recorded: the item(s), date, time, new location and logon performing the move.  The movement is automatically recorded in the history log of the item.

Portable RFID or Barcode scanners can be used to carry out inventory checks in any given location and the results uploaded to the database.  This is obviously far quicker than any paper-based or keyboard-based system could ever be.

FileTrail allows searches to be made using any metadata field, for example, items at a location, items due for servicing, for disposal or simply the ability to locate a given item anywhere in the enterprise.  The search results can then be downloaded in Excel Spreadsheet or .csv format for the purposes of producing Management Information.

For a demonstration of FileTrail, please email recordsmanagement@civica.co.uk.