Records departments have been effectively using technology to shed their "black hole" image for years. Advances such as bar code scanning and e-mail request capabilities have helped to automate the process and greatly reduce the number of lost and misplaced files. As firms continually strive to improve the accuracy and efficiency of their records departments, "RF technology" has become a hot topic. Radio frequency (RF) technology allows for the scanning of barcodes through the use of radio signals. How? Each file label is embedded with a transmitter that is automatically processed by readers with corresponding transmitters. Essentially, RF technology can enable a file to be instantly checked in or out, eliminating the need for records staff to physically touch files in order to scan them. Although radio frequency technology has been available for a number of years, it has only recently been considered a viable option in the records management arena.

RF technology may seem like a magic bullet for effortlessly tracking and managing files, but it is not without drawbacks. Consider evaluating the following to help determine if RF technology is right for your firm:

RF Label Options
There are two types of RF labels available, labels with batteries and labels without batteries.

RF labels without batteries are less expensive than labels with batteries (you may be able to get them for as little as $2 per label) and they are easier to maintain. They have an indefinite life span, but are not able to transmit as much information as labels with batteries. These labels work best with a portable RF reader used by a records staff member entering offices to conduct audits. By using the technology to conduct these "office audits," you would be able to instantly determine if a file were in a particular room. However, these labels would not be as helpful if used with a reader in the doorway to a file room because they would only allow you to know that a file had passed by. You would not be able to tell who took the file, or if the file were being checked in or checked out of a room when it passed by a reader. As a result, it would still be necessary to do inventories of each room in order to confirm the file status.

The other available option is RF labels with batteries. These labels are more expensive, but they can transmit more detailed information to the RF reader. Not only can they be used with a portable scanner for office audits, they can also be placed at key locations to determine if a file has moved in or out of a room. For example, you could place a reader at the firm's entrances to determine if a file had been taken in or out. However, labels with batteries have several downsides. They are expensive and, of course, batteries do die. There is no easy way to identify whether or not there is a file circulating with a "dead battery." This can be especially problematic for files stored off-site.

RF Readers
Regardless of the label you select, your firm will need at least one reader. Readers are quite expensive, and the number of readers needed depends on how you intend to deploy the system in your office environment. If you are using labels without batteries, you will need to use a portable barcode reader. If you opt to use labels with batteries and you deploy stationary readers, keep in mind that you will need at least one reader per floor, and possibly more depending on the architectural layout of the floor space.

Cost
RF technology is considerably more expensive than standard barcoding. The labels themselves usually start at about $2 per label, and this would be in addition to the cost of the folder container itself. Readers range from $7,500 - $35,000 each. Many records management vendors currently offer the option of using RF barcodes and readers with their existing systems. There are also non- monetary costs to consider. For example, the labor time spent tracking down dead or dying batteries could cancel out any cost benefits realized by not physically scanning labels.

Suitability
In determining whether or not RF technology makes sense in your firm, you need to consider your firm's internal culture. RF technology is especially effective for practice areas where files move around a lot, such as Intellectual Property practices. However, for most other firms, traditional barcodes and barcode scanners may prove to be most beneficial in the long run because of cost. It's also important to evaluate trends in technology overall and how they may affect your firm's long-term needs. For example, as firms increasingly look more toward electronic records management, you may find that the need to track physical files could become less important in your firm.

So, is RF technology revolutionary or risky? Has it evolved enough to provide a level of increased efficiency that outweighs cost? It really depends on your firm's environment, level of commitment and budget. If your firm is willing to dedicate the necessary time and resources, it could be a good option. If not, standard barcode technology may still prove to be the best fit for your firm.