Related Literature

This section discusses the key principles and associated works on the e-file

concept, as well as earlier studies that focus on system tracking.

Misplaced or missing documents are possibly the most expensive aspect of

document management. File tracking enables a personnel to swiftly and precisely locate

any document in the office, no matter where it is located. It enhanced worker efficiency

and productivity allowing employees to make better use of their time. Barcode tracking

systems, which have been widely utilized in a variety of industries, and can give

organizations quick, convenient, and accurate means of automatic data collecting and

file keeping. Barcode labels can be applied to a variety of products, including personal

records, documents, record boxes, and multimedia, as well as a variety of other items.

The label serves as an identifier that may be scanned whenever a document is removed

or returned to a shelf or file room. While the retail market is the most obvious application

of this technology, barcode file tracking has become widely employed for document

management purposes in many enterprises and organizations (Brook, 2017).

According to Lee, Lee, and Kim (2020), a file tracking system based on RFID

technology was designed and implemented, allowing users to track the location and

movement of files in real-time.

RFID technology

RFID technology is appropriate for records management systems where the

volume of transactions is significant, files travel through several steps or between many

individuals outside the file room, and security limitations are critical. The non-contact,

non-line-of-sight feature of all forms of RFID file tracking devices provides an overall
advantage. The ability to read tags quickly and in a variety of visually and ecologically

demanding conditions. This functionality is not available with bar codes or other optically

read technologies. RFID technology allows file folders to be checked in or out fast for

records management needs, eliminating the need to scan each file one at a time

(Brook, 2017). Radio Frequency Identification (RFID) is a technique for tracking

documents that employs electronic tags that broadcast radio signals. Users can use an

RFID scanner to scan the data carrier connected to the paper document and transmit

the data to their company server to link it to other programs such as CRM, ERP, and so

on (GLOBODOX, 2022).

According to Rahman, Farid, and Haque (2018), a cloud-based file tracking and

management system was developed with features such as access control, file

versioning, and automatic backup.

File tracking system is standard corporate software that allows users to

electronically store and track their documents. File tracking software enables quick and

easy access to files and assists businesses in reducing their reliance on paper

documents. File tracking software typically includes a variety of extra capabilities that

allow for more detailed management of company documents. More than 90% of firms

utilize file tracking software to keep track of their paperwork. Event logs of document

activity are generated by file tracking systems. These event logs serve as an

unalterable record of document activity by capturing when, where, and by whom a

document is accessed, changes made to the document, and other activities performed

on the document such as producing a duplicate, sharing through email, and so on. File

tracking systems are used to track unauthorized document activities. To secure these
papers from thefts and leaks, it is critical to trace user activity on them using file tracking

systems (GLOBODOX, 2022).

The e-file Tracking System (EFTS) is used at universities to replace traditional

file management systems and improve online document management. This facilitates

document retrieval online by providing up-to-date information on file transfer between

university offices (Kashmoola et al., 2020).

Personnel have found document tracking, which entails recording and monitoring

the flow of papers, to be a time-consuming activity. Dislocation and disregard for the

timeline have always been issues with document control. A web-based system, for

example, is the simplest option to adopt in the office. The Accreditation Document

Tracking System (ADTS) is intended to track the movement and timing of documents

from one department to another throughout the certification process (Salleh et at.,

2020).

The Advantages of a File Tracking System

According to Krasniqi (2013), there are numerous benefits to employing

information technology in general, and electronic file tracking systems in particular, for

enterprises and colleges. The following are some of the primary benefits of such

technologies:

1. Online File Tracking is an effective and efficient file management system.

2. File management that is secure and quick to retrieve

3. Staff performance improvement

4. Increased organizational efficiency

 5. Reduce paper costs by using a paperless communication solution.

6. In terms of resources, less energy is consumed.

7. Time saving

8. No file redundancy

9. Reduced probability of errors in record keeping

10. A low-cost and efficient alternative to traditional file management systems

Electronic File Tracking System (EFTS) is "a web program that manages the

movements of files at any time from one desk/room to another and supports in

managing the efficient flow of files". According to Saldon (2015), File tracking system is

defined by Saldon-Eder as a system that manages the process of storing, locating,

updating, and sharing data files to support workflow progression and business

objectives. This type of application saves paper, speeds up communications, and

boosts the productivity of business processes due to its ability to handle communication.

Any desk/room can submit and receive requests and decisions at any time using this

method. For efficient file administration, this file tracking system employs a systematic

approach and assigns each file a unique numbering system, which is used for file status

monitoring and file movement tracking. This system has a very strong search form that

can identify and file files as well as analyze file migration from one location to another.
Related Studies

PEPD RFID provides medical personnel with location and inventory information

for medical devices and materials, allowing them to locate such items quickly and

precisely, improving patient care and hospital service quality. The system enables

medical personnel to quickly locate and inventory specific hospital instruments, boosting

work performance, quality of service, and stock control (Tsai et al., 2019).

The National Informatics Centre in Kerala, India, developed the Information and

Data Exchange Advanced System, an advanced file information system. It is based on

Open Source and Free Software. It is a web-based file tracking system that maintains

information about files that arrive at a government office (Krasniqi, 2013).

 References

Anthony, H. (2022). Everything You Need To Know About File Tracking System (FTS).

GLOBODOX.https://www.globodox.com/blog/everything-you-need-to-know-

about-file-tracking-system-fts/.

Brooks, J. (2017). File Tracking Systems, SysTrac RFID Barcode Document Tracking.

Systec Group Website. https://www.systecgroup.com/file-tracking-systems/.

Krasniqi H. (2013), File Tracking System. Degree of Bachelor of Science, Faculty of

Architecture and Engineering, Epoka University, Tirana.

Saldon-Eder M. (2015), E-Document Tracking System. European Academic Research,

vol. III, pp. 2731-2747.

Salleh, S. F. (2020). Accreditation Document Tracking System Using Scrum Approach.

International Journal of Evaluation and Research in Education.

https://eric.ed.gov/?id=EJ1246431.

Singh M. (2020). Why Do You Need A File Tracking System For Educational

Institutions?. MasterSoft Accelerating Education. https://www.iitms.co.in/blog/file-

tracking- system-software.

Tsai et al., (2018). RFID Medical Equipment Tracking System Based on a Location-

Based Service Technique. J. Med. Biol. Eng. 39, 163–169 (2019).

https://doi.org/10.1007/s40846-018-0446-2.