Managing and tracking files, folders and archive documents

- using RFID or barcodes


File Folders Most often, the “things” we are asked about as subjects for tracking are tangible goods - computers, furniture, vehicles, hospital equipment, medications, museum artifacts, defence and police equipment, industrial machinery - the list is long.

However, more often lately we have fielded a number of enquiries around paper-based assets - files, folders, invoices, hard-copy documentation and so on. In the digital age it seems that paper is not going away any time soon. Part of this is a legacy issue - many files were started many years ago, part is a legal requirement - for instance, maintaining actual records with actual signatures is important.

SageData Solutions has used our BassetPro product as a base, suitably configured for specialized file tracking, in several interesting projects. Some government departments maintain enormous archives of materials where files are stored but rarely retrieved. However, when a retrieval IS required, it often needs to be done quickly for an urgent referral. Other clients have a system of file review where paper-based files move rapidly around several desks in multiple offices - and tracking those can be a particular challenge. In this later case, RFID tags are a boon in that files may be tracked down even when they can’t be seen - for example they are under other files, in a briefcase or have fallen down behind a desk.

In our experience, every file and archive management situation is different. The requirements revolve around volume and velocity of material, storage methods, security concerns and end-goals of the user. This is where BassetPro, with its highly configurable interfaces and logic streams, comes into its own.

For more information on this topic, contact: Frances Casey, SageData Solutions Inc. 613-225-4404 or


Keith Jackson MIAM

September, 2015

Keith Jackson is a Member of the Institute of Asset Management


SageData is based in Ottawa, Ontario, Canada.

We design, supply and support systems built around RFID, Barcodes and Handheld computers.

For further information, or for advice and assistance with your application, contact Doreen Garvin or Frances Casey.

Click here to reach SageData by email.

To reach us by phone:
from outside Ottawa, dial 1-888-838-1067
from Ottawa, dial 613 225 4404

Thank you for your interest in our products and services.



Workabout Pro Handheld Computer
Memor rugged hand held computer from Datalogix
Barcode readers tethered Symbol LS2208
Barcode Reader, Cordless, from Symbol
RFID Reader

RFID Tag, UHF, Passive

We built a system using Barcodes
to manage

- We called it BassetPro
Systems for the Canadian Government