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Confidential Document prepared by Inder Jeet Kakkar 1

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 XYZ2. 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 thecompleteness of the documents and feasibility of the case

4. Reviewed documents are then submitted to the first instance judges or are sent forstorage for later retrieval

5. After the case goes to court it can go to decision and execution department or forappeal

6. Once the case is closed the file goes to decision and execution department beforegetting stored in the archives

7. If the cases are re-opened then a similar process is followed with the appeals courts8. Additional files can be attached along the original files and documents can be added as

the case progresses

Requirements

1.

Registration of new files2. Tracking of files while the document is moving between departments3. Tracing files leaving sensitive areas4. Search of specific file in specific areas5. Detection of missing documents

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Confidential Document prepared by Inder Jeet Kakkar 2

Solution Design

The solution design proposes three main processes

which can be used to cater to the complete solution andalso 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 canbe 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 differententities within the business work flow

3. File Search / Reporting This process allows a user to either location or report filemovements

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 createdFile Registration Module

b. File type is property dispute hence first stop for the file can be Public Prosecutor or Headof 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 toCourts for decision by the judge

File movement where next stage is defined and selected by the userd. 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

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Confidential Document prepared by Inder Jeet Kakkar 3

Technology Proposed

1. Passive UHF Gen 2 RFID tags to be used to tag files when in storage2. Motorola UHF RFID reader to be used at choke points in archive and registration section3. USB UHF RFID reader to be used at registration desk and courts where need to check if

all document are present or not4. 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