SITUATION Many businesses and government agencies face significant difficulty in managing the large number of hard copy contracts and other documents they find themselves responsible for. The problem becomes more challenging when considering that various record management regulations and programs may have retention requirements of anywhere from months to several decades. The inability to effectively track active and archived document inventories could lead to serious problems when needing to locate important documents or when accounting for chain-of-custody. The contracting office for BIC is responsible for overseeing all contract-related aspects of operations for the Blount Island Terminal, including prepositioning, stevedoring, and commercial contracts. BIC used a spreadsheet to keep track of the contract document inventory; however, this prevented easy sharing of information and was difficult to keep current and updated. BIC management believed that implementing RFID with an appropriate file tracking software package could improve their file tracking capabilities and increase efficiency within the office. SOLUTION The Lowry team designed and implemented a solution using RFID folder labels, fixed RFID readers in the contracting office area, and mobile computers powered by the LowryTrack Asset Control System (ACS). The system allows for the entry and tracking of all contract documents in a single, centralized location. The solution automatically tracks and updates the location of documents in and around the contracting office area in real-time. Lowry also developed a custom report to give managers an “at-a-glance” view of the location and status of the document inventory. LowryTrack ACS makes file tracking easy by labeling each file with a unique RFID tag and/or barcode. This allows document inventories to be tracked automatically by implementing an RFID network. Files can be easily inventoried and reconciled with ACS Mobile, ensuring that each file is accounted for and the location of each file is accurate. LowryTrack ACS secures and makes all of this information easily accessible via a web browser and real-time email alerts. CUSTOMER PROFILE Blount Island Command Jacksonville, FL 32226 www.bic.marines.mil Industry: Government Solution: - LowryTrack Asset Control System - 7iD RFID Middlewa - Motorola MC9090-Z Handheld RFID Readers - Motorola FX7400 Fixed RFID Readers - Thermal Transfer RFID Labels with Alien AD-224 Inlay Benefits: - Real-time visibility - Improved asset and process accountability - Reduction in time needed for audits THE MARINE CORPS CONTRACTING OFFICE FOR BLOUNT ISLAND COMMAND (BIC) USES LOWRYTRACK ACS FILE TRACKING TECHNOLOGY WITH RFID TO MANAGE THOUSANDS OF CONTRACTS The BIC turns to Lowry Solutions to design and implement an RFID file tracking solution to manage hard copies of their contracts and other vital documents across their document control centers.
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SITUATION
Many businesses and government agencies face significant difficulty in managing the large number of hard copy contracts and other documents they find themselves responsible for. The problem becomes more challenging when considering that various record management regulations and programs may have retention requirements of anywhere from months to several decades. The inability to effectively track active and archived document inventories could lead to serious problems when needing to locate important documents or when accounting for chain-of-custody.
The contracting office for BIC is responsible for overseeing all contract-related aspects of operations for the Blount Island Terminal, including prepositioning, stevedoring, and commercial contracts.
BIC used a spreadsheet to keep track of the contract document inventory; however, this prevented easy sharing of information and was difficult to keep current and updated. BIC management believed that implementing RFID with an appropriate file tracking software package could improve their file tracking capabilities and increase efficiency within the office.
SOLUTION
The Lowry team designed and implemented a solution using RFID folder labels, fixed RFID readers in the contracting office area, and mobile computers powered by the LowryTrack Asset Control System (ACS). The system allows for the entry and tracking of all contract documents in a single, centralized location. The solution automatically tracks and updates the location of documents in and around the contracting office area in real-time. Lowry also developed a custom report to give managers an “at-a-glance” view of the location and status of the document inventory.
LowryTrack ACS makes file tracking easy by labeling each file with a unique RFID tag and/or barcode. This allows document inventories to be tracked automatically by implementing an RFID network. Files can be easily inventoried and reconciled with ACS Mobile, ensuring that each file is accounted for and the location of each file is accurate. LowryTrack ACS secures and makes all of this information easily accessible via a web browser and real-time email alerts.
CUSTOMER PROFILE
Blount Island CommandJacksonville, FL 32226www.bic.marines.mil
Industry:Government
Solution:- LowryTrack Asset Control System- 7iD RFID Middlewa- Motorola MC9090-Z Handheld RFID Readers- Motorola FX7400 Fixed RFID Readers- Thermal Transfer RFID Labels with Alien AD-224 Inlay
Benefits:- Real-time visibility- Improved asset and process accountability- Reduction in time needed for audits
THE MARINE CORPS CONTRACTING OFFICE FOR BLOUNT ISLAND COMMAND (BIC) USES LOWRYTRACK ACS FILE TRACKING TECHNOLOGY WITH RFID TO MANAGE THOUSANDS OF CONTRACTSThe BIC turns to Lowry Solutions to design and implement an RFID file tracking solution to manage hard copies of their contracts and other vital documents across their document control centers.
MARINE CORPS - BLOUNT ISLAND COMMAND CASE STUDYJACKSONVILLE, FLORIDA
RESULTS
Transitioning to an automated document tracking solution allows BIC to register and manage all of their contract documents in one convenient and centralized location. The current location of the documents is tracked automatically and without employee intervention, saving a great deal of time and dramatically improving the accuracy of the document inventory.
LowryTrack completely automates tracking the location of files with RFID so that users are able to effortlessly locate their documents. LowryTrack ACS provides several ways to make it quick and easy for end users and other systems to record file moves and transfers, including web browser, mobile computer, web service API, or spreadsheet import. LowryTrack simplifies access to documents by making checkout to authorized individuals convenient and uncomplicated. LowryTrack maintains an accurate chain of custody-enhancing accountability and ensures timely return. ACS Mobile makes auditing and accounting for your files a breeze with its full support for barcode and RFID technology, reducing the laborious task of identification to a matter of seconds. In fact, many LowryTrack users report up to a 90% reduction in physical inventory effort versus their previous manual methods. By tracking the complete chain of custody and delivering easy-to-use reports, LowryTrack provides the systematic controls you need over your files in order to demonstrate compliance with industry regulations, such as Sarbanes-Oxley and the Health Insurance Portability and Accountability Act for securing sensitive information.
Lowry Solutions, Inc.(888) 881-2477
[email protected] | www.lowrysolutions.com
SERVICES PROVIDED
Lowry provided expert analysis, design, development and implementation services following its agile systems development and project methodology. Lowry’s systems engineers provided onsite and remote services for RFID site survey and read zone design, RFID tag testing, and implementation support services. Lowry continues to provide ongoing support and enhancement services for BIC.
REAL-TIME FILE TRACKING REALIZED
User adoption by BIC personnel was seamless. Platform stability since initial fielding has been excellent as demonstrated by the occurrence of less than two calls per quarter for system support issues. Warranty calls for hardware are managed and routed according to SLAs, which have been met at a rate of 100%. No RFID tag failures have occurred since system deployment.
The system currently tracks more than 7,000 files at BIC contracting office and file storage archives.
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