File Tracking and Records Management Solution for Efficient File Monitoring
Scale beyond labels into a full records management ecosystem — with barcode, RFID, check-in/out, retention scheduling, audits, and unlimited reporting.
Your File Folder Label Printing System is Just the Beginning
Virtual Labels also offers a complete file management system including the ability to label, track and manage documents, files and archives with software, barcodes and RFID (radio wave technology).
Document, File and Archives Label Printing
Unlimited label designs for all of your records management assets, with identifiers (text), barcoding, RFID and/or color-coding.
Software Synchronization
The Virtual Labels file tracking system can be easily synchronized with your backend data sources to automatically import new records and queue for label printing.
Barcode Technology
Barcoding documents, folders and/or archives improves the speed and accuracy of check-out/check-in and transfers of files to archives. Barcoding also enables tracing and inventory of files.
RFID Technology
RFID enables batch check-in/check-out of unlimited files in seconds. Missing/needed files can be rapidly located, similar to a metal detector. Tracing and inventory of files scans all the files in proximity at once from up to approximately 25’. RFID sensors can be placed at file and archive room doorways, along hallways and on-desks for auto-tracking of file locations.
Records Management
Complete file chain-of-custody and unlimited reporting. Enables establishment of record classification codes and retention time-periods for automated tracking of when files need to be archived, destroyed or moved to ‘vital/permanent’ records.
Comprehensive File Management Capabilities
Provides Complete Records Management Best-Practices and Legal Compliance
Developed based on 35+ continual years in the file management business, and proven performance across client solutions deployed and supported since 2006.
File Check-In / Check-Out
Track exactly who has which file and when it was taken out. Barcode or RFID scan files in and out — with full user attribution and timestamp logging for every transaction.
File & Archive Status Management
Assign and track custom statuses – Active, Inactive, Archived, Pending Destruction, In Review – across every file and archive in your system.
Retention Schedule Compliance
Set destruction and archive dates per file. The system automatically flags files approaching their retention limit and supports compliant destruction workflows with documented approval chains.
RFID Location Finding
Input a file number and the RFID handheld scanner directs you to the file using beep frequency, a cold-warm-hot color proximity graph, and a 0–100 numeric index — no manual searching.
Inventories & File Audits
Conduct rolling inventories of shelves and drawers using barcode or RFID scanners. Identify missing, misfiled, or unaccounted files. Push results directly to the tracking database.
Complete Audit Trail
Every action — check-out, check-in, status change, edit, print, destruction — is logged with user, date, time, and location. Full compliance-ready audit history for every single file.
Unlimited standard & custom reports
Every report you need to stay compliant, organized, and in control — built-in and customizable to your exact requirements.
- Files currently checked out (by user, department, or date)
- Overdue files and outstanding check-outs
- Files approaching retention / destruction date
- Complete audit trail by file, user, or date range
- Inventory discrepancy reports (missing or unaccounted files)
- Archive and active file counts by category
- Custom reports built to your exact specifications
Supported tracking technologies
Choose the technology that fits your organization’s size, budget, and filing environment — or combine them for maximum coverage.
Standard 1D or 2D barcodes printed directly on VirtualLabels label stock. Scan with any compatible handheld scanner for check-in/out, inventory, and audit workflows.
Printable RFID labels and inlays (3.866″ × 0.484″ and custom sizes) enable radio-wave scanning without line-of-sight. Find misfiled folders fast with the proximity finder.
Push file location and status data from in-circulation inventory scans to your backend database, enabling real-time file location visibility across the organization for all users.
Virtual Labels tracking system also manages archives
- Know when file folders have met retention guidelines and are ready for archiving
- Create an archive box record in the Virtual Labels tracking system and print archive barcode label, or, utilize boxes/barcodes provided by offsite archives storage vendor
- Scan the box barcode and folder barcodes so that the tracking software knows which files are in which boxes, enabling staff to quickly determine file / box locations and request needed files electronically
- Monitor due dates for destruction of archives based on retention guidelines, to trigger destruction of files / archives that can be legally destroyed
Ready to track every file, every time?
Start with label printing and scale to full RFID tracking at your own pace. Our Certified Records Manager will design your system — 100% satisfaction guaranteed or you pay nothing.
