Track and Manage Documents, Files and Archives.

Total File Management Visibility.
Real-Time Tracking & Rapid Location of Files.
Complete Audit Trail Histories and Reporting

Improves operations, reduces costs and enhances customer service.

40+ Years of Successful, Proven Experience providing file management solutions

Proven implementations across high-profile government, legal, and commercial organizations worldwide.

Avoid the risks of custom development. Our robust platform is ready to configure to your exact needs today.

Additional credentials include being recipient of U.S. Patent for ‘Innovative Filing System Innovation’. In 1998, invented and developed the world’s first cloud-based document, folder and archive labeling system and gained #1 market share in the USA. Staff have received multiple credentials through the prestigious Institute of Certified Records Managers.

Our team has worked intimately with many government and commercial organizations worldwide, and IoTFile Tracker has been continually enhanced based on what we learn through working with our customers and in meeting their broad requirements. All features that we add for any specific customer become core capabilities of IoTFileTracker for all future customers ‘out of the box’.

Our File Tracking System uses advanced RFID technology to help you:

Locate files instantly – no more manual searching or misplacement.
Track every movement – real-time updates for file transfers and retrievals.
Enhance security – automatic alerts for unauthorized file removal.
Cut operational costs – reduce time spent on audits and inventory counts.

Whether you manage legal archives, government records, or corporate documentation, our platform ensures your files are tagged, tracked, and always accessible, giving you full control and measurable cost savings.

Zone Tracking via Fixed RFID

Place network-connected RFID antennas at key location zones (room entrances, Issue/Return counters). Files are passively detected as they pass through, and their location is automatically updated to the database.

Eliminate 'Where Is It?': Instantly know the last location of any file without manual check-in. Software even tracks the Direction-of-Travel.

Instant Location Guidance

Use a mobile scanner (Barcode/RFID) to locate any file that is misplaced or in circulation. The scanner guides the User directly to the file using audible beeps and a cold-warm-hot color scale / numeric index.

Time Savings: Reduce file retrieval time from hours of searching to seconds of finding, boosting staff productivity by up to 40%.

Inventory in Seconds

Perform full inventory of file rooms, cabinets, or dense archives by simply walking through the area with a mobile RFID scanner.

Audit Readiness: Complete full-room audits in minutes, not days. Generate instant discrepancy reports for any file that is missing or misplaced.

Built for scale, built for security – built for your records.

IoTFileTracker Software Platform: The Intelligence of Records Management

The IoTFileTracker software platform is the central hub that registers, tracks, analyzes, and manages the entire lifecycle of your physical and electronic records. As a COTS (Commercial Off-The-Shelf) solution, it is mature, robust, and designed based on the best practices gained from over 35 years of global government and commercial implementations.

Custom Templates: Define separate data screens and field requirements for different asset classes (e.g., Documents/Folios, Active Files, Archive Boxes, Personnel).

Data Entry Control: Utilize text entry, date pickers, drop-down lists, and Yes/No checkboxes. This enforces data precision, preventing the manual errors common in spreadsheets.

Hierarchical Relationships: Easily establish and track parent-child relationships (e.g., Document A is inside File Folder B, which is inside Archive Box C).

Complete document, file and archives visibility

Barcode File Tracking: Accurate and Rapid File Management Processes

Barcode technology represents the most established, reliable, and cost-effective method for establishing an auditable chain-of-custody for physical files and archives. As the entry point into automated records management, Barcode File Tracking significantly reduces human error, slashes file retrieval times, and enforces accountability across your entire organization.

Barcode file tracking systems connect documents, files and archives to a powerful digital database via a simple point-and-scan action. Software and barcoding replaces slow, error-prone manual operations with fast, accurate barcode scanning for check-out/check in, inventories and archiving.

Transcendent file management automation through passive, automated RFID (radio wave) technology.

RFID (radio wave) Technology: Records Management and File Tracking

RFID is most importantly based on the ability to detect many tags/folders/documents/archives all-at-once from-a-distance of up to 50’.

Most importantly, how do you locate files when they are missing or needed? Staff go through files and archives one by one with hands and eyes in storage and in circulation? Imagine being able to enter a file ID to a mobile scanner that transmits radio waves 25’+ so that you can rapidly locate needed files…always…fast and dependably. Being able to rapidly located needed files is a primary benefit of RFID technology.

How do you track files as they move from person-to-person and/or place-to place? RFID sensors can be placed on desks, in offices, along hallways or anywhere within facilities for real-time tracking of file locations. Mobile RFID scanners have a detection distance of 25’+, enabling rapid tracing/inventory of files.

Is the information in files confidential…do you need to prevent unauthorized file movements within or when exiting facilities? Utilize RFID sensors and alarms at choke-points and exit-points to prevent the unauthorized movement or removal of files/archives.

RFID Check-in/Check-Out

Trace-Inventory Files-in-Circulation

Automated Door Tracking of
Files & Archives

Track Files on Desks and in Offices

Automated In-Facility Tracking

Prevent Unauthorized File Moves and Exits

Rapidly Locate Missing-Needed Files from 25’+ distance with RFID Radio Wave Technology

Rapidly Locate Missing Needed files.

How do you locate files when they are missing or needed? Staff go through files and archives one by one with hands and eyes in storage and in-circulation? Imagine being able to enter a file ID or archive # to a mobile scanner that transmits radio waves 25’+ so that you can rapidly locate needed files and archives…always…fast and dependably. Being able to rapidly locate needed files is a primary benefit of RFID technology.

Cold-Warm-Hot indicators identify needed files from 25’/8 meters+:

Color graph indicating cold-warm-hot proximity to a needed file, with graph size and color changing as the mobile scanner is nearer or further from needed files
Scanner beeps slower or faster based on proximity of file to scanner, the closer to a needed file, the faster the scanner beeps
Numerical index 0 to 100 indicates proximity of file to scanner, the higher the number, the closer the scanner is to the file

One platform for the integrated management of physical and electronic documents.

Electronic Document Management System (EDMS): Blending Physical and Digital Records

In today's highly regulated industries—legal, healthcare, and government—the reality is that critical documents (signed originals, evidence, patient histories) must exist in both physical form (for legal integrity and authentication) and electronic form (for search, collaboration, and remote access).

IoTFileTracker is the only solution that seamlessly manages this Hybrid Records Environment, combining world-class physical asset tracking (Barcode/RFID) with a robust, feature-rich Electronic Document Management System (EDMS).

File folder design, colour-coding, misfile prevention: Document Lifecycle management

Storage & Supplies: The Physical Foundation of File Management

While FileTrackingIoT provides digital intelligence and real time tracking (RFID/Barcode), the efficiency of your records management operation ultimately depends on the physical infrastructure. Outdated storage, inefficient filing systems, or poor quality supplies can negate the benefits of the best software.

We provide expert consultation and high-quality products to ensure your file room and archive storage systems are maximized for capacity, speed, and seamless integration with our tracking technology.