File Tracking System
Using Wasp Mobile Asset
I was approached by Paul C. Rizzo Associates, Inc., a civil engineering company located in Pittsburg, Pennsylvania. They were searching for a cost-effective system to track their more than 20,000 hard copy files. The system needed the ability to do the following:
· Barcode Capabilities
· Description Flexibility
· Location tracking
· Group files by Project #
· Group files by Project Category
o i.e., Incoming correspondence, outgoing correspondence, bids, field forms, and etc.
· Look-up specific files by project #/project category
· Check-out and Check-in files to employees and sub-contractors.
I was provided file samples and detailed documentation of the current manual system and upon review I determined that Wasp Mobile Asset would meet and exceed the system requirements.
Wasp Mobile Asset in essence is a “license plate” tracking system. Meaning, Wasp Mobile Asset can track ANYTHING that can be uniquely identified with a barcode; including files.
A major requirement of the system was its ability to track a parent child relationship between files.
It would have been impossible to meet the requirement without the ability to track a parent child relationship.
Wasp MobileAsset had all of the needed functions and therefore met the requirements “off-the-shelf” and required no modifications to perform the required tasks.
Parent Child Tracking
A system that offers parent child tracking gives one the ability to “relate” items. For example, a parent could be a tool box and its children could be a wrench, hammer, and screwdriver. The tool box would be the parent and the “tools” would be the children.
For file tracking we used the “project # as the parent and the project category files as the children. This allows a company to look-up a project # and view all of the files related to that project – in essence – look up the Parent and see the Parent’s children.
Paul C. Rizzo Associates, Inc. (Rizzo) has been using wasp for more than 2 years and is currently tracking more than 20,000 files. The organization can “look-up “project #’ files, search for unique project file categories. Rizzo also checks-out and checks-in files using barcode scanning and has achieved a near 100% accuracy rate and dramatically increased its efficiency.