UMD RFID Document Tracking System

The UMD Radio Frequency Identification (RFID) Document Tracking System (UMD RFID-DTS) provides a stand alone system to find, requisition, transfer and stock-take documents with RFID tags attached.

Though the system can operate stand alone, application program interfaces (API’s) can be custom written to integrate to a client’s Document Management System.

UMD RFID-DTS is a web based application that typically resides on existing User IT servers. Being web based, deployment is greatly simplified as operators only need to use a simple browser interface.

Features include:

  • Document registration (including optional RFID Label Tag printing)
  • Requisitions (requests to transfer documents)
  • Report on current status or history of documents
  • Tag documents of interest. These represent documents users wish to locate and retrieve when anyone comes across them (i.e. lost documents)
  • Optional integration into Document Management Systems

Client software, which resides on the mobile hand held RFID reader, receives instructions from the host system via a wireless LAN, and has the following modes of operation:

  • Transfer mode: Requisitions are listed with document details and current location, and the hand held enters the “find-it-mode” to assist the operator in locating documents
  • Stock-take mode: in this mode RFID tagged documents are associated with a specific location
  • Find-it-mode: in this mode, the hand held is configured to simply “locate” an RFID tagged document. Once a Document is found the operator is guided to physically find the document through audio cues and gradual reduction of power range to pinpoint the exact location of a document
  • Documents of Interest. The Host system broadcasts the list of tagged documents of interest to the hand held terminals. Regardless of what mode the hand held terminal is in, the Document of Interest files are always being checked, and the operators advised when one is located

RFID Desktop Pad Readers are designed to be attached to local PC’s (via USB ports) and are used to perform the following tasks:

  • When used with the Host software to register documents, the RFID tagged document is simply placed on the RFID Desktop Pad Reader, which simply reads the RFID tag. The Operator also adds the document reference number (typically generated from the existing Document Management system). This may be read via a barcode scanner
  • Document Read Points: are typically User or clerical desks where documents are processed. Operators simply place the RFID tagged document on the RFID Desktop Pad Reader which updates the Host System transaction & location database

There are two general types of RFID tags that are used to attach on documents:

  • RFID Strip Tags: are used when documents are already labelled. The RFID Strip Tag has a unique RFID number pre-encoded which needs to be associated to the existing document reference number via the Document registration process and RFID Desktop Pad Reader
  • RFID Label Tags: are used when users wish to incorporate Document labeling and RFID Document registration via one process. In this mode an RFID Barcode/Label printer is used with RFID Label Tags. These tags are both printed with document details and an RFID number encoded at the same time

All transactions are recorded in the history reports of the Host system. Thus, via a simple browser interface, operators can generate history reports by Document, Location or User

UMD-RFID-DTS customisation usually involves developing custom application program interfaces (API) to interface to Document Management Systems and any special reporting

When Hand Held RFID Readers are used, wireless LAN infrastracture is required


The UMD RFID Document Tracking System is made up of the following components:


UHF Tags are placed on each document folder or satchel.
Two types of RFID tags are available:

  • RFID Strip Tag – suitable for attaching to satchels and documents that are already labelled
  • RFID Label Tag – where the RFID tag is embedded in the label (102 x 51mm). RFID Label Tags can also be printed on


Supplied as either Software only or Appliance preloaded on PC

  • Web based User Interface
  • Central database
  • Software Interface (API) to Third Party Document Management Systems
  • Remote RFID Terminal Communication

RFID Barcode / Label Printer

Optional printer and RFID encoder when RFID Label Tags used:

  • Thermal Transfer Barcode/Label Printer
  • UHF RFID Encoder

Hand Held RFID & Barcode Reader

Mobile RFID and Barcode Reader with wireless communications (IEE802.11)
Features include:

  • 1D or 2D Barcode Scanning Options
  • Separate battery (in handle) to power RFID module

UMD RFID-DTS Client Software

Client software that resides on the Hand Held RFID & Barcode Reader

UMD Model 652 RFID Desktop Pad Reader

  • UHF Desktop RFID Reader
  • USB Interface
Contact UMD Sales for assistance in implementing this solution