RFID File Tracking & Management

RFID File Tracking & Management

RFID File Tracking & Document Management

In some businesses, documents are the most critical assets. In this age of technology, most documents can be stored electronically, but some original, hard-copy documents are required to be kept for a certain length of time. Even if hard-copies are not required to be kept, some businesses prefer keeping originals with signatures for authentication purposes. Businesses or government agencies or branches that store these hard-copy documents are usually managing these paper assets with barcodes and handwritten notations. Without any other available management options, these techniques might have been adequate in the early 2000’s, but with new technology comes new, superior solutions.

Rather watch then read? Checkout our File Tracking Playlist on YouTube by clicking the button below. This Playlist is made up of 9 videos, that average a little over a minute each that walk you through recommended RFID tags, how to tag files, file placements, important factors to consider, real world examples, and capabilities of RFID File Tracking.

Examples of Document Tracking

Drawings & Designs

Legal Documents

Patient Records

What Type of RFID is Recommended for File Tracking?

Most successful RFID file tracking applications utilize UHF RFID. The reason that UHF RFID is more successful than High Frequency (HF) and Low Frequency (LF) is that UHF tags have a much longer read range relative to tags in these other operating frequencies. In addition, UHF RFID readers can read thousands of tags per second, while HF and LF readers are much slower, reading about 1-2 tags per second. When locating a specific file in a room or large area, UHF’s longer read range can be key to a successful application.

How Does File Management / Tracking with RFID Work?

Typically, each document or file is tagged with a uniquely encoded RFID tag. This tag data is then associated with a particular file via software, and that data is stored in a database. When the file or document needs to be found, the database can be queried for the file’s information, and the associated EPC number can be copied to a handheld RFID reader. The handheld reader then uses it’s Geiger Counter functionality to accurately locate the file within the room or area.

Within What Range Can You Find a Specific Tagged Document?

There are two facets to this question. The first is, from how far away can you detect a tagged file, and the second is, at what distance can the reader distinguish between tagged items?

The read range that a tag can be read and its data sent back to the reader depends on hardware, tags, and the application environment, like all RFID applications. Generally speaking, a conservative estimate for a handheld reader using the Geiger Counter functionality to find a file tagged with a Smartrac Dogbone, is about 5-10 feet in an ideal environment.

An RFID handheld can usually still distinguish between two tags at touch, which means that the Geiger Counter functionality will still be useful to detect the correct file within centimeters.

What Type of UHF Tags are Recommended for Files and Documents?

UHF RFID labels or inlays are typically recommended because they are thin, lightweight, and very cost-efficient, especially in high volumes. Take a look below at some of the RFID labels and inlays currently being used in successful RFID file tracking applications.

Which UHF RFID Tags are Currently Being Used for RFID File Tracking?

Click on the photos to learn more about each RFID tag.

A Primer on File Tracking

Learn important information about RFID File Tracking, such as recommended RFID tags, hardware, and about the different types.

A File Tracking Cheat Sheet

Checkout this downloadable infographic 'cheat sheet' on RFID File Tracking to learn about the pros and cons of specific types of File Tracking.

Learn More About RFID File Tracking with These Videos

Watch the full RFID File Tracking Playlist Here, or checkout the individual videos below.

Recommended Tags:


Top 5 RFID Tags for File Tracking

Watch on YouTube

File Tagging Videos:


RFID File Tagging: File Folders

Watch on YouTube


RFID File Tagging: Manila Files

Watch on YouTube


RFID File Tagging: Patient Folders

Watch on YouTube

Important Factors to Consider in File Tracking


RFID File Tagging: Shelving Scenario: Horizontal or Vertical Placement

Watch on YouTube


RFID File Tagging: How a Metal Filing Cabinet Can Affect RFID Reads

Watch on YouTube

File Tracking in Action


Document Tracking with RFID

Watch on YouTube


RFID File Tracking - Hanging File Tagging and Inventory Count

Watch on YouTube


RFID File Tracking - Locating a Specific File Using the TSL 1128's Geiger Counter Feature

Watch on YouTube



Shipment/Order Verification

Vehicle Identification


Near Field Communication (NFC)

Internet of Things (IoT)

Interact with Vehicles

Tracking Assets

File Tracking

Hospital Asset Tracking

IT Asset Tracking

Laundry & Textile Tracking

Preventative Maintenance

Returnable Transit Items (RTI)

Tool Tracking

Transportation Asset Management

Library Asset Management

Managing Inventory

Herd Management

Hospital Inventory Control

Luxury Inventory Tracking

Logistics & SCM

Retail Inventory Management

Vehicle Inventory Management

Data about People

Attendee Tracking

Race Timing

Sports Metrics

Tracking Attendance

Data about Objects

Telemetry & Sensor Monitoring


Vehicle Data

Access Control: Buildings

Access Control: Vehicles

Access Control: Neighborhoods

Event Management