ESyTracker – Asset Tracking System
ESyTracker is a barcode and/or RFID tagged Asset Tracking System which can be hosted on a cloud based server or an internal corporate server.
ESyTracker uses both Barcodes and RFID for complete tracking of your physical document records. Using RFID is the most efficient method for tracking folders. Unlike Barcodes, RFID can be used to FIND records which may be in a drawer or bottom of a stack.
The integrated ESyImage system allows users to review a document instantly from their workstation or mobile device without having to request the physical record. Being able to quickly view a document can save hundreds of hours over the course of the time per each folder.
Asset Master, Person Master and Location Master are three Master Databases which are core to the ESyTrack Asset Tracking System.
Using a mobile RFID reader, a user can look for and FIND a specific record by keying in the Record number and as they walk around the office or facility, the mobile RFID unit is scanning all documents it encounters and automatically updates the database with the current location. When it FINDS the specific record, the user is notified on the screen of the mobile unit.
Asset Master
Asset Master Database is an inventory of any type of asset which can be tagged with a barcode, RFID tag or both.
The Asset description, owner, age, retention policy, assigned location, department, storage location such as warehouse, storage shelf, checkin/checkout to a person or place, asset certification information, asset maintenance information, pictures of asset and any associate documents such as warranty documents can be scanned or photographed directly into the Asset Master database.
When an asset is misplaced within a geographic area, a handheld RFID scanner can be used to locate the asset by searching for the RFID’s signal strength along with an audible sound.
Additionally, when RFID tags and RFID Antennas are implemented, an asset movement can be identified and its movement path recorder in the database.
Examples of Asset Master include:
- Pipes, valves and other asserts in the oil and gas industry.
- Medical Charts in a Hospital.
- Weapons in an Armory.
- Laptops, computers, printers, copiers, etc. in the IT department of an organization.
- Backup tapes in an IT department.
- Shelf items in an evidence storage facility.
- Artwork, paintings and sculptures in a museum.
- Beer kegs in a brewery, keg cleaning frequencies and its deliveries to Bars.
- Bedside curtains and its washing frequency in a Hospital.
- Books in a library.
- Vehicles in a fleet or car rental business.
- Desks, chairs, computers, printers, copiers, artwork, telephones, TV’s, etc. in an organization.
- All types of fixed assets and bulk purchased raw materials in a manufacturing environment.
- Furniture and rentable assets in a logistics company.
- Audio & Video equipment in a video production department.
Person Master
Person Master Database is a list of all people who may be associated with any or all of the assets in the Asset Master Database.
Person Master is a database to record demographic information, primary and secondary contact information. Preferred contact method (email, SMS) can be recorded in the Person Master Database. The Person may be assigned a barcode or an
RFID tag such as an identification number in and employee ID badge. Additionally, a person can be assigned a Department or a Location within an organization.
An asset can be CHECKED OUT to a person or CHECKED IN from a person.
The RFID tag for a “person” record in the Person Master database must always begin with ”EE”. Thus, when an Antenna or a handheld RFID device reads a tag beginning with “EE”, the system will identify the reading as a Person.
Examples of Person Master include:
- A storage facility manager responsible of items in the pipes and valves section of the facility.
- A police officer who is assigned weapon(s).
- Employees receiving or CHECKING OUT a laptop in an organization.
- Manager of a Restaurant receiving a Beer Keg.
- A student or a library card holder CHECKIN OUT a book in a library.
- An individual CHECKIN OUT a Vehicle in car rental business.
- An employee CHECKIN OUT Audio/Video equipment in a College.
Location Master
Location Master Database is a list of all locations and/or intermediate asset transit areas that may be associated with any or all of the assets in the Asset Master Database.
Location Master is a database to record location information, primary and secondary contact information for location. Preferred contact method (email, SMS) can be recorded in the Location Master Database. The Location may be assigned a barcode or an RFID tag such as a room number in a building.
An asset can be CHECKED OUT to a location or CHECKED IN from a location.
The RFID tag for a “location” record in the Person Master database must always begin with ”AA”. Thus, when a handheld RFID device reads a tag beginning with “AA”, the system will identify the reading as a Location.
Examples of Location Master include:
- A sectional area of pipes and valves storage facility.
- A Department of police unit.
- A Department receiving or CHECKING OUT a laptop in an organization.
- Name of a Restaurant receiving a Beer Keg.
- A Vehicle transporting beer kegs to Restaurants.
- A shelf and a section of the shelf storing Medical Charts.
- A Safe ID or a bank vault storing backup Tapes.
- An organization receiving rental assets from a Logistics Company.
- A Truck, Train or a Ship transporting assets.
- A loading dock delivering assets from a warehouse.
- A Department in an organization receiving artwork, paintings and sculptures.
Certification Master
Examples of Certification Master include:
- Training requirements, maintenance record and Certification tracking in a shooting range.
ESyTracker
Maintains the locations of records and by looking up the record first, the user has a good starting place to look for their folder.
ESyTracker
Can be used to Check In/Out folders using a Fixed RFID reader at a workstation or kiosk.
ESyTracker
Can be used for the destruction process by “reading” the RFID as it moves into a shredding operation internally or using a third party operation.
ESyTracker
Can generate custom reports and exported to Excel.