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Best Compliance Solution? RFID Asset Tracking

It seems like new government regulations show up every day. This can upset operations as organizations scramble to ensure compliance with federal mandates. They search for help, but struggle to know which company they can trust for advice. What if they are sold expensive systems that don’t deliver the results they desire? There’s one way to ensure compliance with the ongoing influx of federal regulations while also improving productivity—RFID asset tracking. Why choose an RFID asset tracking system?

• They automate manual, labor-intensive processes, saving both time and resources.
• They eliminate costly errors, which improves accuracy and cash flow.
• They effortlessly track assets, preventing unnecessary replacements due to lost or missing items.
• They streamline operations by instantly scanning containers of products instead of individual items.
• They provide the visibility governing entities require for compliance, avoiding penalties and fines.

What is an RFID asset tracking system?

RFID asset tracking systems consist of hardware and software necessary to use RFID (radio frequency identification) technology, which automatically tracks and captures information about items using fixed or mobile RFID readers. [caption id="attachment_6198" align="alignright" width="300"] RFID asset tracking systems automate data collection, which eliminates costly errors, prevents unnecessary replacements, streamlines operations, and provides visibility for compliance with federal mandates such as UID (unique identification). It is also ideal for tracking funds awarded by grants, which is why asset management solutions are finding homes in school districts and universities across the country.[/caption] Fixed RFID readers and antennas placed in strategic locations—such as docks, store entrances, and warehouse portals—capture the data stored in RFID tags as they pass by. Fixed readers do not require human intervention, making them ideal for organizations that require maximum speed and efficiency. Mobile RFID readers, such as the Motorola Symbol MC3190-Z, are handheld devices that communicate with a single antenna, which facilitates the scanning of stationary items—another benefit for companies with varying needs. There are two types of RFID tags: passive and active. Most organizations use passive RFID tags, which must receive a radio signal before they will respond and are lower in price than active tags, which have batteries embedded in them. However, active RFID tags can submit signals when they are hundreds, and sometimes thousands, of feet away from a reader. Organizations can print their own RFID tags, which are encoded with tiny microchips and antennas, or they can order custom or preprinted labels. This, too, provides the flexibility companies require to comply with ongoing changes.

Software saves the day

Software solutions are at the heart of RFID asset tracking. They store and analyze captured information, turning disparate data into meaningful business intelligence with actionable insight. No more missing assets. No more manual processing. Just clear visibility that delivers top performance and compliance. InLogic, a premier System ID business partner, designs one of the industry’s most respected asset tracking software solutions, RFTrack.NET. This solution incorporates asset management best practices, combines them with features real companies require, and delivers results that lead to lasting profitability. “RFTrack.NET is ideal for a number of organizations” said Chris Turi, InLogic sales manager. “Once we helped an IT director reduce the time it took to inventory his assets from 3 weeks to 1 day. Approximately 60 – 70 percent of his assets were barcoded, but it still took him and his entire staff nearly 30 days to locate the other 30 – 40 percent, which were scattered across three call centers. Not only did we help him save time and eliminate costly errors; his overall productivity improved because employees remained focus on the jobs for which they were hired, instead of auditing assets.”

Federal mandates driving demand

RFID asset tracking solutions are finding homes in other industries, too. Most notably are successes in government and education, where compliance is particularly important. InLogic Product Development Manager Scott Porter expounds the impact RFID asset tracking is making in governmental entities. “Right now, we’re seeing a ton of growth in disaster recovery due to federal requirements that all assets be accounted for in case of an attack or catastrophe,” Porter explained.  “In fact, the Department of Homeland Security’s FEMA Center for Domestic Preparedness is using RFTrack.NET to comply with these regulations.” [caption id="attachment_6200" align="alignleft" width="138"] InLogic's asset tracking software RFTrack.NET delivers results in multiple industries, including government, education, and manufacturing.[/caption] InLogic is also responding to multiple requests for unique identification (UID) mandates from the U.S. Department of Defense (DoD), which requires all contracts, deliverables, and government property in possession of contractors to be marked with a unique identification number, which is essentially a 2D data matrix symbol that includes an item’s CAGE code, serial number, and part number. This requirement is also driving demand for RFID asset tracking. Recently, InLogic helped a Fortune 500 defense contractor comply with UID regulations that requires test munitions—such as test projectiles, simulated rockets, simulated land mines, fuses, and small components—to be physically inventoried 4 times per year.  By implementing an automated RFID asset tracking solution, the defense contractor cut asset audit times by 60 percent and realized accuracy rates of 100 percent. Another area realizing great benefits from RFID asset tracking is education. Currently, InLogic and System ID are implementing an RFID asset tracking system at a federally funded institution to ensure compliance with BOR/State Audit reporting and insurance requirements. This respected university is obligated to conduct annual inventories of their more than 24,000 assets, each with acquisition costs of $3,000+. Assets include everything from conference room tables to scientific equipment and are located in more than 200 buildings. Manual systems were proving costly due to labor and errors. After researching options, the renowned technology institute opted to automate asset tracking by implementing RFTrack.NET.

See how you can save

Is asset tracking challenging for your organization? Are you willing to pay the price for noncompliance? System ID can help. Contact us at 888.648.4452 to consult with an advisor, who can determine whether RFID asset tracking is the best compliance solution for your organization.