chrispeng [ad_1]
SmartFile is an intelligent management tool for searching documents. The label of SmartFile is pasted on this folder. It is suitable for the management of documents by banks, law firms, and governments. First of all, on the software, a document icon appears on the office floor plan to guide you to a certain office area to find the file. On the spot, the LED light and/or buzzer on the label can tell you the exact location of the file. The historical track of the label clearly shows the movement record of the file within the specified time.
1. Distress of finding documents
There are more than 300 employees in Citibank’s headquarters, with an area of 6000 square meters on the first floor of the headquarters. An average of 800 to 1,000 documents are called every day. The data management room needs to borrow and retrieve 500 documents every day. When the materials are loaned out, the employees have the following difficulties in finding and borrowing documents:
(1) The data management room cannot track the employee’s location where the loaned documents are located.
The data management room only registers the records of the employees who go to the library to borrow and return files. However, the records of the documents borrowed between employees for the second time cannot be updated in real time, and there is an information blind spot when querying. Administrators or employees can only notify by OA mail to find files.
(2) The data management room faces the workload of entering massive borrowing records every day. Manual input is prone to input errors. There is a lag in the input information, and the use value of retrieval is greatly reduced.
(3) When employees are on vacation or going out on business, all documents must be locked in drawers. At the bank headquarters, employees are required to put documents in file cabinets when they go out or after get off work, and they must be closed and locked. Each employee stores 3 to 6 file cabinets. However, the place where the files are stored cannot be confirmed. Even if other employees obtain the permission of their superiors to take out the files, they still need to spend time searching for the files.
(4) It is often found after the document is lost for a long time. But it is impossible to find out which part of the second borrowing, including the information, time, and location of the employee.
2. SmartFile stands out and becomes Citibank’s application solution
Original technology application: Citibank originally adopted the most traditional bar code file management method, pasting a two-dimensional bar code on each 3.5-inch hardware folder. Then use Symbol’s handheld barcode scanner to scan the ID one to one. The employee’s input information is HF employee card input. In this way, the borrowed and returned documents and the employee’s information are associated.
3. Introduction of Smartfile hardware components
(1) SmartFile tag
The label integrates beep and beep, LED prompts, and paste the label on assets and documents for asset tracking points.
(2) Master Reader
The SmartFile main controller is designed and produced in strict accordance with CE standards and ROHS standards, and meets the testing standards of Hong Kong’s safety and fire protection regulations.
(3) Slave Reader
The locator is placed in a designated room, file cabinet, or desk to locate nearby documents. Design and produce in strict accordance with CE standards and ROHS standards.
4. Software system description
The existing application system is a three-tier software based on Windows, including server terminal (Server.exe), client terminal (Client.exe) and Middle ADO Service Tool of SmartFile.
The installed test software is smartfile reader test.exe. This software is provided for installation engineers to test whether the Master Reader signal coverage is completed, and whether the Slave reader is installed in the correct position to make the positioning accurate.
Slave reader finds software. This software is used to fill in the location of the Slave reader on the map during installation and provide a search function. System maintenance personnel can quickly find the location of the problematic Slave reader through this software.
5. Management improvement
From mid-2009 to the present, Citibank’s application of Smartfile has increased the time it takes to successfully retrieve documents from an average of 35 minutes per day to 3 minutes, and sales staff’s work efficiency has been greatly improved.
It only takes 30 minutes for the data room administrators to carry out a document inventory every day, including the troubleshooting of document abnormalities. There are three data room administrators, which are enough to handle the management workload of more than 300 employees and 5,500 documents.
Innovation changes:
The Citibank document handover process has changed from the original paper signature to the automatic recording of system positioning.
The data room administrator changed from scanning the original barcode and manually sorting it to one-click access to document usage reports. OA mail notifies the change of borrowed documents, directly calls the Smartfile database, and completes the borrowing of documents in 3 minutes.
Thank you for browsingShenzhen Baorong Yingfeng Technology Co., Ltd.Related Information
Phone: 0755-2688 0962
E-mail:[email protected]
[ad_2]
