Physical files you can find on demand
As organisations digitise and manage in more detail, the volume of records keeps growing. Paper-based, manual handling is slow and risks loss, misfiling and security breaches — record management has to evolve.
RFID binds files, borrowers, cabinets and devices together for automatic counting, locating, guiding, identifying, tracking and alerts — so files can be stored freely yet managed in order.
How file management changes
From manual searching to automatic location.
Traditional paper handling
- Slow to find Large volumes make searching and handovers slow.
- Misfiled or lost A file returned to the wrong place is as good as lost.
- Unclear movement No complete record of who borrowed what, for how long.
- Security risks Confidential files lack effective control and alerts.
RFID smart file management
- Instant location Search a number and the light guides you to the slot.
- Automatic counts Smart cabinets and carts always know what is on the shelf.
- Traceable loans Loans, returns and handovers are logged across the full lifecycle.
- Graded alerts Graded control of people, cabinets and files, with alarms on unauthorised removal.
RFID file management architecture
Smart equipment and software form a closed loop.
File RFID tags
On boxes or folders, bound to file number and classification.
Smart cabinets / shelving
In-cabinet antennas count live and light the way.
Carts & handhelds
For patrols, searches and quick counts.
Records platform
Workflow, statistics and alerts.
Gold-Pick brings nearly 10 years of UHF RFID experience, supplying staff workstations, inventory carts, handhelds, smart file cabinets, glass cabinets and smart mobile shelving in one closed-loop system.
The full lifecycle of a file
Information and physical flows stay in sync from filing to return.
File & tag
Register new files and encode their tags.
Store
Put it in any free slot — the system records where.
Find
Search the number and lights guide you to it.
Borrow & hand over
Taking it out records borrower and time.
Return & count
Returns are confirmed automatically; exceptions alert at once.
System Features
Enabled once RFID binds every object — files, borrowers, computers, devices.
New file registration
Filing and tag encoding in one step.
Auto counting & location
Live counts with automatic location updates.
Auto guidance
Lights show where files belong.
Auto ID & tracking
Every move and handover recorded.
Patrols & alarms
Fast patrol checks and instant alarms on unauthorised removal.
Workflow & statistics
Loan workflows, usage stats and reports at a glance.
Recommended hardware
Equipment planned by volume and confidentiality level.
RFID smart file cabinet
In-cabinet antennas count continuously, locate files instantly and support access control.
Ask for specs →
RFID smart mobile shelving
High-density storage with light guidance to locate files, saving space and time.
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RFID handheld
Android handheld with bulk reading, item finding and barcode scanning, ideal for inspection and stocktaking.
View product →
Book / file RFID tags
Thin tags fit inside the spine or back cover and can carry your barcode.
View product →Who uses it
Organisations with large, confidential, traceable records.
Government agencies
Official and classified documents.
Hospital records
Medical record loans and filing.
Banking & insurance
Contracts, vouchers and client files.
Courts & law firms
Case file loans and handovers.
Corporate archives
Contracts, drawings and quality documents.
Archives & record stores
High-volume record storage.
Benefits of RFID
Benefits from the original solution.
Faster searches & handovers
Search, counting and handover time and effort drop sharply.
Greater accuracy
Easily track physical files and reduce misfiling and loss.
Security & classification
Graded control of people, cabinets and files, with information and physical flows in sync.