Kohima, January 23 (DIPR): A short launching programme of ‘RFID based File Management System’ was held on January 23 in the Conference Hall of Additional Chief Secretary & Development Commissioner, Civil Secretariat, Kohima. Parliamentary Secretary, Planning & Co-ordination, Evaluation & Monitoring, Taxes, Neiba Kruno graced the launching programme as the chief guest.
As an initiative of E-Governance, Parliamentary Secretary, Neiba Kruno had initiated the development of this project for State Planning Department to accurately and efficiently track and monitor files automatically. He also explained that, although we are well into the 21st century and relying more and more upon electronic databases, old-fashioned paperwork still has a place in the workplace. A wide range of organizations across the world still rely on files and folders, and records that must be accurately tracked and located etc. And even our state Departments do have large number of files and documents of immense importance which sometimes tends to get misplaced, and locating of the same sometimes become a cumbersome process.
By implementing RFID based File Management System, one can effectively manage files or documents. Another important part is that, with the implementation of the system, no unauthorized person will be allowed or can carry files personally and move from table to table meeting officials of the Department.
Addl. CS & Development Commissioner, R.B. Thong, who also chaired the function, explained that the project is implemented on pilot basis and the use of the RFID based system will not only save time and effort, but also bring about improved workflow processes and increased output efficiency of the Department. So far the Department has attached RFID chips in about 1000 files to assist in easy tracking of documents and files and their respective status. From now onwards, the entire file in the Department as well as files coming from other Departments will be RFID tag and will be monitored using the present RFID based File Tracking-Management System. Database of the entire file will be created, every file movement will be tracked and history of each file maintained since the creation of the file. Using this system will help in tracking of any file of its location in the Department at any given time, further this will also do away with unauthorized person carrying files in the Department as all the files has to be digitally accepted by concerned officials in the Departments.
A short presentation was made by Er. M. Kithan, Project Director on RFID based Technology. Host of officials from the Department attended the programme. The programme ended with a vote of thanks by Addl. Development Commissioner, Aolemla Jamir.
RFID (Radio Frequency Identification) Technology is growing in popularity amongst different organization across the world because of its ability to accurately and automatic management of inventory and efficient tracking of files/documents in the workplace. RFID technology is ideal for environments where the volume of transactions is high, files move through many steps or between many people outside the file room, and where security restrictions are vital.
For records management purposes, RFID technology allows file folders to be checked in or out very quickly by using RFID reader. This eliminates the need for a records manager to scan each individual record. With RFID file tracking systems, many folders stacked together can be read all at once. The same process applies to reading folders and then boxing them for file relocations. By integrating RFID technology with file tracking-management system, the proposed system will allow users to Locate files quickly, Increased productivity & efficiency of the organization, Improved workflow processes, Reduce Time Spent Searching for Files , Keep an inventory of file, Risk of misplace of files is controlled.
