Many organizations are using Barcode labels for file tracking and asset management purposes. The concept behind using a barcode on a folder is as follows:
1. A barcode label of the 6 of 9 format is generally 8 to 10 numbers long is applied to a file folder or printed onto a key document within the folder. In the case of Hospital In-patient Records the barcode number is generally the Chart Terminal Digit Number.
2. In addition to the folder barcode there are location barcode numbers i.e. File Room, Operating Room, File Storage box.
3. Using a standard 6 of 9 format barcode reader the location barcode is scanned and the corresponding number is entered into the appropriate database field then the file folder barcode label is scanned and entered into its appropriate database field. If required the database program can be set up to record other information such as the barcode scanner operator, time, date and location.
At the same time information such as day and time are also recorded. The
same process could be done by a human using a keyboard however the barcode
reader reads the number 200 times in one second and compares each reading to
ensure accuracy therefore typing errors are a non issue.
4. When the location of the folder changes the above process is repeated and the database is updated with the previous information being kept for historical or audit purposes.
5. In a situation where a barcode is not readable an operator can manually enter utilizing the eye readable number and the keyboard.
