File Tracking Solution

(Note XYZ is the customer name which cannot be disclosed right now)

Business Process
1. There are multiple departments and stages within the complete process within XYZ 2. All files start the process from the registration counter and is bought by police along with evidence and other documents 3. Once the file is registered, it is sent for the review to Public Prosecutor to ascertain the completeness of the documents and feasibility of the case 4. Reviewed documents are then submitted to the first instance judges or are sent for storage for later retrieval 5. After the case goes to court it can go to decision and execution department or for appeal 6. Once the case is closed the file goes to decision and execution department before getting stored in the archives 7. If the cases are re-opened then a similar process is followed with the appeals courts 8. Additional files can be attached along the original files and documents can be added as the case progresses

Requirements
1. Registration of new files 2. Tracking of files while the document is moving between departments 3. Tracing files leaving sensitive areas 4. Search of specific file in specific areas 5. Detection of missing documents

Confidential Document prepared by Inder Jeet Kakkar

Solution Design
The solution design proposes three main processes which can be used to cater to the complete solution and also make it feasible for XYZ to modify the process, if required, in future.

The three main stages are 1. File Registration This is the step where the files are associated with a RFID tag and can be used if new files are being attached to existing cases or new cases are being created 2. File Movement This process is used to control movement of files between different entities within the business work flow 3. File Search / Reporting This process allows a user to either location or report file movements These three processes are governed by a business rules engine which can define how different types of document can move within the process. User can design the business process for example a. File is created File Registration Module b. File type is property dispute hence first stop for the file can be Public Prosecutor or Head of department File movement where next stage is defined and selected by the user c. After review it can be rejected for lack of critical information or can be forwarded to Courts for decision by the judge File movement where next stage is defined and selected by the user d. File can move between departments and can be located in near real time by authorized users File Search Using last seen from Passive UHF RFI e. Case is closed and file is retired to archive for storage

Confidential Document prepared by Inder Jeet Kakkar

Technology Proposed
1. Passive UHF Gen 2 RFID tags to be used to tag files when in storage 2. Motorola UHF RFID reader to be used at choke points in archive and registration section 3. USB UHF RFID reader to be used at registration desk and courts where need to check if all document are present or not 4. USB UHF RFID reader to be used at check-in / check-out counter to quickly process files TrackDocument Document tracking Track files and physical documents Quick RFID scan allows to browse scanned contents of file quickly Allows check in check out by users Keeps track of check out period and delays Maintains audit trail of events on file Allows maintaining status of file (In process, complete etc) Allows searching for file from group of file by handheld scanner

Workflow Management Manages business work flow of physical documents Business rules engine allows administration to create process of different type of documents Streamline processes and reduce cost incurred due to inefficient processes Business intelligence to remove bottlenecks Custom fields to track documents in any industry verticals Security and access to document properties for authorized personnel only

Confidential Document prepared by Inder Jeet Kakkar