Smart Document Tracking System using RFID (DocutraX)

This paper proposed a system called RFID Document
Tracking System (DocutraX) for Electrical and Electronics
Department in Universiti Teknologi PETRONAS to monitor
movemen ts of staff documents from one department to
another for processing. It uses a low frequency RFID
tagging system coupled with a database to track the tagged
document within UTP academic buildings. At present to
check the status of any document, manually tracking has to
be done where staff has to locate the document at all transit
points for approvals before the document can reach to the
final destination for processing. The proposed system will
help the staff to locate the trail of his/her documents that are
attached with RFID labeled file which will be detected at
each checkpoints in the process by RFID reader. The reader
will update database that has been created in the server, on
which the staff may access the created database from his/her
computer using the document tracking software that has
been developed. The system also has an added feature where
it is connected to GSM modem to allow the administrator or
person in charge to notify the status of staff document
through short messaging system (SMS). With this new system,
movement of the documents may be tracked easily and
efficiently and this will reduce or eliminate the cases where
the documents go missing or going to the wrong department
or staying too long in one department during circulation.