Proposal For Document Tracking

Proposal for Document Security & Management Solution for Cox & Kings, Mumbai
Technical Proposal
For
Document Security Management

Solution
For
Cox & Kings,

Mumbai
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HCL PROFILE
HCL Infosystems Limited is one of the pioneers in the Indian IT market, with
its origins in 1976. For over quarter of a century, HCL has developed and
implemented solutions for multiple market segments, across a range of
technologies in India. HCL has been in the forefront in introducing new
technologies and solutions, now HCL is amongst the top 20 business houses
in India with 14000+ employees spread across 38 countries and revenue of
around 14 billion US dollars.
HCL Infosystems Ltd. is the Internet Infrastructure initiative of the HCL group,
India’s premier information technology group. Through the pioneering
presence of the HCL group companies the vast experience of the markets,
HCL Infosystems has propelled itself to the path of “Total Technology
Integration”.
HCL Infosystems has established state-of-the-art ATM / Frame-Relay IP based

network infrastructure across 43 cities in the country and offers an entire
range of managed services. Its portfolio of services includes Virtual Private
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Networks (VPNs), Broadband Internet access; Hosting Co-location Services;

Designing and deploying Disaster Recovery solutions and Business
Continuity solutions; Application services; Managed Security services and
NOC services.
All these services are delivered with a turnkey approach that includes
delivering Infosystems’s core services, third party hardware and network
provisioning, maintenance activities and project management.
HCL Infosystems comes with the promise of delivering the committed

‘Quality of Service’ backed by significant investments in infrastructure,
network management solutions and its round the clock centralized Customer
Support Call Center. This holds even more when we consider the leverage
Infosystems draws from its parent company’s unparalleled experience in
networking.
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HCL’s Customer Support
We have the highest regard for our esteem customers, and to meet this, we
have geared up ourselves with following services across the country:
• We organize customer’s meets all over the country to have the first
hand interaction, which enable us to interact with our customers and
review their feedback one to one. We also strive to improve our
services standards for more customer satisfaction.
• We have the key-client concept, where in we constantly monitor the

upkeep of our products, being used for achieving highest level of
service standards. The parameters governed by this (viz. Up-time,
Preventive Maintenance Schedule etc.) are appraised by specialized
team at the regional office and Head office. Further, these clients are
provided with an Up Time Certificate authenticated by the respective
user department and these are sent by the President & CEO himself.
We have across the country –
Number of Machines 50,000 (All products including

photocopier)
10,000 (Telecom products alone)
Number of Software 1,000
Solutions
Number of Professionals 14,000
Number of Trained 5,000
Engineers
Number of Offices 170 cities
Number of Service Centres 360
Customer Satisfaction 9 out of 10 *
ISO Certification ISO 9001:2000 & ISO 14001:2004
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* Survey done by
With trained engineers around 360 locations around India, we are able to
provide better customer support and reach well above the industrial
customer satisfaction level standards.
HCL is itself synonymous with customer satisfaction, we are proud to offer

the best solutions and services anywhere in India.
The best in the “Corporate Users expectation and Satisfaction Survey

2003” - Voice & Data Magazine.
HCL has been ranked No.5 among India’s Top 5 groups impacting the
dynamics of the IT Industry - DataQuest
“The Most Responsive Company, 2005”– IT Hardware Category by the

Economic Times - Avaya Global Connect
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HCL’s Presence in India

RFID Solution for (Client)
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Overview
Radio Frequency Identification (RFID) is the technology that is slated to replace

barcodes in Document Security and Management applications. It is a form of
identification that is contact-less and does not require line of sight. The technology
has been in use in other sectors for more than 20 years. The RFID tags are placed
in books and generally covered with a property sticker. Antennas of different sizes,
based on application, are used to read the tags and manage the various office
functions.
The RFID Solution is a revolutionary application of automatic identification and data

capture (AIDC) technology. In an office environment, RFID technology resembles a
traditional barcode system in that it provides a means of assigning an ID to an item
and reading that ID to perform circulation transactions or to take inventory. But
while RFID technology resembles a traditional barcode system in application, the
HCL RFID Solution is far superior in performance—plus it offers built-in security.
How the HCL RFID Solution Works
HCL has partnered with Feig/TAGSYS/, leading manufacturers of RFID hardware, to

bring you the latest in RFID technology. A standard RFID
system consists of four main parts:
• RFID Tags - Flexible, paper-thin smart labels that are

applied directly to library items. Each RFID tag contains
a tiny chip, which is both readable and writable and can
store information to identify items in your collection. In
library applications, it also stores a security bit and if
needed, information to support sorting systems.
• Passive (this is what mostly used now)
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 Tags are inactive until the reader’s interrogation signal “wakes”

them up
 Cheap, but short range only
• Semi-passive
 On-board battery, but cannot initiate communication
 Can serve as sensors, collect information from environment: for
example, “smart dust” for military applications
 More expensive, longer range
• Active
 On-board battery, can initiate communication
• Readers –
A handheld
or EAS
Gates
programmed to capture radio waves signals omitted by the RFID Tags. The
devices are responsible for the security and circulation of resources as
programmed in the server, it will alarm if the resource is taken out without
proper process.
• Database: all the information related to RFID tags and corresponding
information about the resource/books/member is stored in the database
which is stored in a centralized location a PC or a Server. The software
installed in the server verifies the tag reading captured by the Reader
(Transceiver).
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The HCL RFID Solution can be implemented with any library automation
system that uses the Standard Interface Protocol (SIP/SIP2) for circulation
transactions.
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Advantages of an RFID System over a Traditional

Barcode System
The HCL RFID Solution provides numerous advantages

over traditional barcode systems. Here are just a few of the benefits:
Features RFID Barcode

Read more than one item at a time
 ×
Read while item is moving
 ×
Programmable
 ×
Line of site read not required
 ×
Life guarantee (100,000 reads)
 ×
Sturdy in harsh environments Might want to
consider use of the term “environmentally  ×
hardened”, this term is becoming more common
place in USA electronics markets. (I am not certain
of global acceptance of this term)
Able to resist water damage
 ×
Built‐in security
 ×
Inventory tool without handling items
 ×
Able to locate specific items on shelves
 ×
Use with borrower self checks units
 
Use with automated sorting and handling systems
 ×
Particulars RFID Barcode

Physical Size Tags range in size from a Bar codes are larger than the
postage stamp to a book. The smallest tag and very
aspect ratio of a Tag's length sensitive to the aspect ratio
vs width is very flexible and for presentation to a scanner.
not a significant factor for the The ratio of a bar code's
Reader. length vs width is critical to its
operation.
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Lifespan Tags have no moving parts Bar Codes have unlimited

and are embedded in shelf life but are subject to
protective material for an degradation with handling.
indestructible case and multi-
year lifespan.
Harsh Tags may be placed in
Environments extreme environments and
perform to specification. They
are very robust to handling,
sensitive to environment, and
generally degrade once used,
stored or handled in a non-
office environment.
Product Codes Digital data is stored on the
Tag and provides for a
significant capability to
encode: 1) Tag originator 2)
User data as needed by the
segment or application 3)
Serial number as needed
by the segment/application
Major vertical markets like
Retail have standards
which are excellent at
coding product type and
manufacturer. Additional
information beyond these
basic parameters is not
feasible because the size of
the Bar Code becomes too
large.
Counterfeiting Tags are produced with a Bar Codes may easily be
unique identity code (UIC) or duplicated and attached to
serial number from the products and are, therefore,
manufacturer. This is easily counterfeited.
embedded digitally on the
microchip and may not be
changed, therefore, making
them extremely resistant to
counterfeiting.
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Dynamic Tags may be written to and Once a Bar Code is printed it

Updates offer on board memory to remains frozen. The Code and
retain information. This the process of attaching the
feature may be used to BC is not supportive of real
time updates. It is a labor
store a product calibration
intensive process to update
history, preventive any information on a BC once
maintenance, etc. Updates printed.
may be made within the
blink of an eye and
automatically without
human intervention. Once a
Bar Code is printed it
remains frozen. The Code
and
Traceable The combination of UIC BC is limited to an entire class
(unique identification of products and unable to drill
code), user data, serial down to a unique item. It is
number and on-board not feasible to recall, track or
document a single item.
memory makes it possible
to track, recall, or
document the life span of a
single item. For example,
with livestock this means
that the birthplace of the
animal, its vaccine history,
feed lots, slaughter house,
processor, etc may all be
tracked. This kind of
information supports a
complete pedigree for an
item attached to the Tag.
Scanning RFID - Offers a range from The Bar Code must be
inches to hundreds of feet and presented to the scanner in an
does not require line of sight. orientation and distance that
This means that individual is very limited. Individual
Tags placed within a carton, reading requires that each box
packed in a box and stored on on a pallet be opened and the
a pallet may be read. You do item pulled for presentation to
not have to open each box the scanner.
and present the individual
item. BC - Offers a range over
inches and requires line of
sight to read the code.
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Simultaneous RFID - Standards have Limited to one bar code at a

Scanning algorithms to support time. Unable to support
simultaneous reading of simultaneous reads.
Tags at one time.
Cost High volume Tags are This is a clear advantage
currently 25 cents each for BC unless you expand
with the potential to cost to be fully loaded.
continue to drop per the
experience curve. High
volume bar codes are less
then a penny. In this
scenario the labor savings
from items like physical
counts, etc. give RFID
greater feasibility.
Reusable Yes No
RFID System Components and Applications
RFID Tags
An RFID tag is the most important link in any RFID system. It has the ability to store
information relating to the specific item to which they are attached, rewrite again
without any requirement for contact or line of sight. Data within a tag may provide
identification for an item, proof of ownership, original storage location, loan status
and history.
RFID Tag consists of an integrated circuit and an antenna combined to form a

transponder. RFID tags collect the energy to operate from a Radio Frequency (RF)
field emitted by a reader device; therefore they do not need a battery. When
energized by a radio signal from a fixed position reader or handheld scanner, the
tag returns the stored information in order that the item to which it is attached can
be easily located.
The chip also has a "multi-read" function, which means that several tags can
be read at once.
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RFID tags have been specifically designed to be affixed into different like media,
including books, CDs, DVDs and tapes.
It is thin, flexible and thus can be laminated between paper and plastic. With special
method to attach to books, patron is totally unaware that the tag is there.
KEY BENEFITS:
1. No line of sight needed
2. Allows to check-out and check-in several items simultaneously
3. Information directly attached to product
4. Performing both identification and antitheft in one single operation
5. Different shape and sizes available
6. Able to tag almost anything
7. Accelerate scanning and identifying
Smart and Quick Inventory:

Phase Action:
1. Search and Inventory by reading the RFID using portable reader and portable
computer.
Phase Target:
1. Quick inventory
2. Look up the misplace material
3. Search for certain material
Equipment & parts needed:

1. Portable RFID reader
2. Portable Computer - Notebook PC or PDA
3. Inventory & Searching software
Check in and Check- out of Documents

Counter Station is a staff assisted station on services such as loan, return, tagging,
sorting and etc. It is loaded with arming/disarming module, tagging module and
sorting module. Arming/Disarming module allows EAS (Electronic Article
Surveillance) bit inside the tag of the office material to be set/reset so as to
trigger/not trigger the alarm of the EAS gate. Checking of EAS status of office
material is easy. The staff puts the item on the reader and click on the view to
display the information stored inside the tag and status of EAS. There are also
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feature of Auto Arming and Auto Disarm. Auto Arm/Disarm will automatic
arm/disarm office material that is within the Reader range.
Together with current office software, this station is used for the following services:
1. Modification and Creating new users with rights and permission

2. Generate reports
3. Arm/Disarm of EAS bit inside the office material
4. Program of new office documents
5. Sort item in accordance to their branch and category number
The features of this station depend on the module loaded by the Office
Automation Software.
KEY BENEFITS:
1. Provide Value Added Customer Service instead of manual daily routine
2. Control the movement of files from one location to another
3. Only authorized person / staff is allowed to check-out with authorized
documents
4. Check the status is check-in sensitive documents
Shelf Management
Shelf Management Solution makes locating and identifying items on the shelves an
easy task for staff. It comprises basically of a
portable scanner and a base station.
The solution is designed to cover three main

requirements:
1. Search for individual file requested
2. Inventory check of the whole office stock
3. Search for documents which are miss-helved
All these functions are performed by sweeping the portable scanner across the
spines of the documents on the shelves to gather their identities. In an inventory
check situation, the identities collected are compared with the database and a
discrepancy report could be generated.
In situations when search function is required, whether for a particular item or an

item category, the information is first entered into the portable scanner from the
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base station, and when a foreign item is found on the shelves, a built-in beeper
sound to alert the librarians.
KEY BENEFITS:
1. Changes inventory process:
2. No more book handling: just pass the reader
across shelved books to perform an instant
inventory.
3. Accuracy: book identification numbers are
registered in the Shelf-Management Reader. The
data is then downloaded to the central database.
4. The fastest inventory you have ever made: 20
books per second.
5. Notification: books to be pulled are up-loaded to
the reader for quick identification.
6. User friendly:
7. Light weight
8. Wand allows easy reading of high and low shelves
9. Saves time and resources:
10.Implementers indicate a 75% reduction in human resources required for shelf
management activities.
EAS Gates
RFID EAS Gate is the anti-theft part of the RFID Document Management System
using the same RFID tags embedded in the office items. Each lane is able to track
items of 1 meter or more and would trigger the alarm system when an un-borrowed
item passed through them. The alarm will sound and lights on the gate will flash as
patron passes through with the library material.
The EAS Anti-Theft Gate is used to detect RFID tag that is equipped with EAS
(Electronic Article Surveillance). It can detect the RFID tags within 1 meter range
without interference of magnetic items, Upon detecting of Armed RFID tags, the
alarm will sound on the gate. It has option to trigger a Camera to record patrons
who trigger the alarm to the Surveillance Station.
Theft detection is an integral feature of the chip within the tag. It is a stand-alone
technology, which operates independently of the library database.
FEATURES:
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1. Detect EAS Armed RFID tags

2. Multi-item detection
3. Able to integrate camera with the gate (Option)
4. Gale to integrate with Surveillance Station (Option)
KEY BENEFITS:
1. Single technology is required for both inventory and theft management of the
office.
2. Office staff are alerted immediately when un-borrowed items passes through
the theft detection gates.
3. Would-be thieves are deterred by the physical presence of the gates.
4. Number of patrons passing through the gantry is captured by a counter on
the gates Alarm volume can be easily controlled.
Office Security System Only:

Phase Action:
1. Using RFID Tag replace EM Security Stripe
Phase Target:
1. Radio Frequency Detection
2. Replace the EM Anti-theft system to avoid the high volume EM field harm
human body and without False Alarm.

1. Anti-theft Detection Gate - Detect the RFID Tag on Book and Check EAS
Status, System alarm when the EAS status is ON.
2. Security Processing Station - Turn On or Off the EAS Setting of the Chip
3. RFID Tags
Support Document Circulation:

Phase Action:
1. Using RFID tags replace the barcode in Circulation process. Reading book’s
access number from RFID than from barcode to borrow and return the book.
Phase Target:
1. No line of sight needed
2. Allows to check-out and check-in several items simultaneously
3. Performing both identification and antitheft in one single operation

1. Counter Station
2. New Integrated Office System functions - read from RFID and set the EAS
status.
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Perhaps the most difficult and disliked function in libraries is inventory control and
shelf management. This function becomes extremely simple with RFID technology
and associated software from the ILS system.
The components necessary for inventory management consist of a Reader and a

Wand with an IPAQ (hand-held personal digital assistant) at the end. The Reader
weighs only 607 grams (0.6 kgs) and the Wand 435 grams (0.4 kg), making the
weight of the entire unit approximately one kilogram. A shelf can be inventoried in
a matter of a few minutes as the units can read up to 20 tags a second. The system
allows for two different methods for taking inventory.
The first method for taking inventory is to run the Wand across the shelf. This
process captures the RFID data to the IPAQ unit, which can store data for more than
6 million books. This data is uploaded, through wired or wireless connections, to the
ILS system, where the software program performs the inventory management
functions.
The second method involves a pre-processing step where data is downloaded from
the ILS system to the Reader. This method is more effective when there is a need to
search for specific books or to identify miss-shelved or missing books. The unit
comes with an audible alarm to provide appropriate feedback to the user.
All in all, this technology converts the otherwise tedious task of managing inventory
to a convenient technique for helping libraries gain control over their collections.
Specifications for RFID-based Document Management System
The RFID Tags provided have following specifications:
• The RFID chip have the following characteristics:

• Frequency Support: 13.56 MHz
• Standard: ISO 15693 compliant
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• Type: iCode2 compliant

• Memory Capacity: 1024 bits
• Data re-write: 100,000 times for each address
• Data retention: >10 years for each write
• Anti-collision for Multi read
• Anti-theft security bit
• Read/Write capability with data locking option
• Size of square tag (for books): 50mm x 50mm

• Size of rectangle tag (for Tapes): 150mm x 15mm
• Size of square tag (for CD/DVD): Diameter 40mm
The membership cards have the following characteristics:
• Operating Frequency: 13.56 MHz

• Standard: ISO 15693-Vicinity Cards
• Memory (User Programmable): 2K bits
• Organized into 64x32 bit blocks
• Typical Programming cycles (at 25 C): 100,000
• Simultaneous Identification of Tags: Upto 50
• tags per Second (Reader/Antenna dependent)
• Data Retention time (at 25C): > 10 Years
• Case Material: PVC (Polyvinyl Chloride), White
• Surface Finish: Glossy
• Dimensions: 85.6 (L) x 54 (W) x 0.76
• (Thickness) mm (ISO 7810)
• Weight: 5 gms
• Printability: Thermal transfer (Dye Sublimation preferred), Silk screen Tamp on
(Pad on)
It consist of - RFID Reader and Antenna with multiple Read/Write facility
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• Barcode Reader
• High Speed slip printer
• SIP2 compliant Client software for communication
Hardware
Above system requires CPU with following minimum specs
• Processor: Intel Pentium 4 (2.4 GHz)

• Hard disk: 40 GB or higher
• Memory: 256 MB DDR RAM
• Display: 15” TFT LCD Monitor
• Network: motherboard with built in
• Audio/Video/Ethernet 100 Mbps
• Drive: DVD Combo drive
o RFID Antenna and Reader
o Barcode Reader
o Thermal Slip Printer
Specifications for RFID Reader and antenna with multiple read

/write facility
Firmware protocol: The firmware should be ISO 15693 compliant and should be
upgradeable to comply with future ISO 18000 RFID chips
• Antenna: Capability to multiple read

• Operating frequency: 13.56 MHz
• Chip compatibility: ICode2 and ISO 15693 chips
• Accompanied with the necessary software Communication interface: serial
RS232
Application software:
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• Windows 2000 Professional or higher

• Borrowing software (based on SIP2)
• Arm/Disarm software for EAS security bit
• Reading distance: 0 – 25 cm
• Language: Multi-lingual support using Unicode
• Membership card type support: Barcode, Magnetic, Smart card, RFID card
multiple item loan: should be configurable from 1 to X nos.
The Multi-purpose Counter Station have the following specifications.
It consists of RFID Counter Station for Read/Write One item at a time with
specifications as below:
• Read/Write /Antitheft programming should be done in one single operation.
• The programming station should be interfaced with the Document

Management Software.
• Programming time should be 1 second or less
• Must be able to read ISO 15693 compliant tags
• SIP2 client software should be provided
Hardware required
• CPU with following minimum specs

• Processor: Intel Pentium 4 (2.4 GHz)
• Memory: 256 MB DDR RAM
• Hard disk: 40GB or higher
• Drive: DVD Combo drive
• Display: 15” Color Monitor
o RFID Antenna and Reader
o Barcode Reader
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o Thermal Slip Printer
Application software
• MS Windows 2000 Professional or higher

• RFID Tagging/Programming software
• Borrowing software (based on SIP2)
• Returning software (based on SIP2)
• Arm/Disarm software for EAS security bit
• Reading distance: 0 – 25 cm
• Language: Multi-lingual support using Unicode
• Membership card type support: Barcode,
• Magnetic, Smart card, RFID card
• Multiple item loans: should be configurable from 1 to X nos.
The Single-lane EAS Security Gantry have the following

specifications.
Office EAS Security Gantry Arrangement with Provision for Camera
The single-lane gantry should consist of Two Pedestals: Each pedestal is standalone
and plug and play to the main power
Standalone: The Security Gates need not be linked to the office database, and
should still operate even when the Integrated Document Management Software
System is down or under maintenance.
o Controllable Volume for Alarm
o Strobe light
o Alarm Count
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o Patron Traffic Counter

• Options for: Integrating with security camera Integrating with Access Control
System
Shelf Inventory Management System
This consists of Handheld RFID reader along with necessary communication

software as per specs below:
• Operating frequency: 13.56 MHz

• Chip Compliance: ISO 15693 SIP2 client software
o RFID Handheld Antenna
o RFID Portable Reader
o iPAQ Pocket PC 64 MB RAM Model 5500 or latest model along with
necessary application software compatible for use with the handheld
reader
Carry case for the entire Shelf Management System
The Shelf Management System supports following functions:

• Item search (single/multiple)
• Stock verification
• Arm/disarm items
• Locate misplaced items
The system provides web-based reports for the following purposes:

• Stock taking report
• Missing items report
• Extra items report
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How the RFID Security System will work for Cox & Kings, Mumbai
The process of RFID Document Flow & Security Management will start from the
following procedure:
1. Document Tagging Station
2. RFID Reader between two tables
3. Dak / Check-Out Station
4. RFID Security Gate
5. RFID Handheld Reader
Tagging of Documents with RFID Tags
Different documents are starts from single page or with some important document
like passport / invoice, etc. During the course of dealing/interaction a simple page
become a folder and as per requirements (Freedom of Information Act) many
organization or forced to store the relevant information for a period of time. Storing
of important documents results in the increase of carton in the warehouse, during
the search and fast retrieval for the information the same warehouse become a
battleground.
Here, with the help of the RFID technology not only retrieval becomes easier but
also the security of important documents.
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Different types of RFID Tags can be pasted or attached with the documents for
instance if the passport kind of documents are used, at the end of the same
documents is delivered back to the concern person, company cannot afford to give
away a costly tag its customer, here (client name) attachable RFID Tags can be used
so that later the same tag can be taken out before dispatching to the customer. Fix
tags can be used in different carton and folder which will remain in the office
premises or if taken out but with permission.
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Tracking and Security of Files/Folders

There are two options available with the (Client Name) for using the tracking and
inventory management:
Option 1: installation of RFID Reader between two tables

The location of the file/folder will be traced based on the in/out from
one table to another.
Option 2: Complete RFID Table

Online information about the exact location of the file/folder in the
office.
Layout of the table with RFID reader between
Fig 1: RFID Based Document Flow Management
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Step One: Document Tagging Station

All relevant documents likes passport, visa paper or any other document assigned
by Cox & Kings, Mumbai will be pasted/tagged with RFID Tags and entry of the
document will be made in the central database. Once the all the relevant document
is process and put in a folder the same will be passed on to the next process table
through the (gate).
Step Two : RFID Reader between two table.

Step 1: Entry of document from one document will be taken as “In” for the table.
RFID software will record the time of document received by the table / person and
automatically open the account of the person from the software once matched by
the RFID reader (customized required).
Step 2: Once the table/person complete the process the same file is moved to next
table / person through the “gate” the same file become “Out” for the first table and
“In” for the second table. Meanwhile the software will record the “Out” timing for
the first table and “In” timing for the second table along with other file related
information.
Note: There can be any number of RFID reader table between the Step
One and Step Three
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Fig two: One RFID Reader installed between two tables
Step Three: Dak / Dispatch.

Step 1: Once the file/document reach to final table (to dispatch or personally
collect by the client). The person at the table will disable the tag if going directly
from High Commission.
Step 2: If the client is personally collecting the document from the Cox & King office
the person at the DAK/Dispatch will remove the tag from the file after disabling
security lock.
Step Four: Security Gate.

The document from which the RFID Tags are not removed / disabled will give
“Alarm” to the security gate once the client / courier boy takes the document out of
the office premises. The RFID gate can read 20-30 RFID Tags in one go, in case of
courier agency is taking the documents outside the office premises.
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Fig 3: RFID Handheld Reader will trace one particular file or take the stock taking
Step Four: RFID Handheld Reader for stock management and tracing the
file.
With the help of the RFID Handheld Reader Cox & King, Mumbai will be able to do
the stock taking of the files they have in the store as well as trace a particular
file/document if the same file is tagged with the RFID Tag.
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RFID Table
RFID Table is one complete RFID Tag with RFID Reader installed at the bottom of the
table. RFID reader is plugged to the nearest PC to upload the online information
about the documents kept on the table.
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Rest of the process in the RFID Table will be similar to that of RFID reader between
two tables. But there has to be some authorized distance need to be maintained
between the desk so that RFID tags do not overlap each other.
1. Deliverables
N Particulars Quantity
o
1.
2.
3.
4.
5.
6.
Page 31 of 34
Commercial Proposal
For
Document Management Software
For
Cox & Kings, Mumbai
Page 32 of 34
HCL here by submit its Commercial Proposal for Total Document

Management Solution to Cox & Kings, Mumbai. Kindly find following as our
Commercial proposal:
Commercial Offer for RFID Document Management Software

Sr. No. Particulars Quantity Price (Rs.)
1.
2.
3.
4.
5. Installation & Integration
Terms & Conditions:

• Delivery: 6-8 weeks from the date of receipt of the PO and payment.
• Taxes: The above prices are exclusive of all local Taxes. The same will be
charged extra as applicable by HCL to Cox & Kings, Mumbai.
• Warranty: There is a warranty on the solution purchased for one year from
the date purchased. Thereafter, the warranty will continue to get extended on
an annual basis as long as Cox & King, Mumbai continues to renew the
Annual Maintenance on an annual and timely basis from the second year
onwards.
• Validity of Prices: These prices are valid for 30 days.
• Force Majeure: HCL shall be under no liability whatsoever on the occurrence

of any Force Majeure event such as war, fire, arson, industrial action, orders
of government or other duly constituted authority, any natural calamities or
Act of God, etc.
• HCL provides the solution to Cox & King, Mumbai based on the above
understanding, In case any additional scope of work or legal licenses for RFID
or copyright act has to be taken care by Cox & King, Mumbai only.
Page 33 of 34
• HCL and Cox & King, Mumbai will come into a agreement to fulfil the scope
and when ever there is change in scope mutually will agree and the same in
the agreement as and when it arises.
• Above pricing is for generic software. In case of any customisation in software

charges will be taken as per the degree of customisation in the software
Hope the above is in order.
Sincerely,
For HCL Infosystems Ltd.
Page 34 of 34

Proposal For Document Tracking

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Proposal For Document Tracking

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Proposal for Document Security & Management Solution for Cox & Kings, Mumbai

Document Security Management

Cox & Kings,

HCL Infosystems has established state-of-the-art ATM / Frame-Relay IP based

Networks (VPNs), Broadband Internet access; Hosting Co-location Services;

HCL Infosystems comes with the promise of delivering the committed

HCL’s Customer Support

• We have the key-client concept, where in we constantly monitor the

We have across the country –

Number of Machines 50,000 (All products including

HCL is itself synonymous with customer satisfaction, we are proud to offer

The best in the “Corporate Users expectation and Satisfaction Survey

“The Most Responsive Company, 2005”– IT Hardware Category by the

HCL’s Presence in India

Radio Frequency Identification (RFID) is the technology that is slated to replace

The RFID Solution is a revolutionary application of automatic identification and data

How the HCL RFID Solution Works

HCL has partnered with Feig/TAGSYS/, leading manufacturers of RFID hardware, to

• RFID Tags - Flexible, paper-thin smart labels that are

 Tags are inactive until the reader’s interrogation signal “wakes”

Advantages of an RFID System over a Traditional

The HCL RFID Solution provides numerous advantages

Features RFID Barcode

Particulars RFID Barcode

Lifespan Tags have no moving parts Bar Codes have unlimited

Dynamic Tags may be written to and Once a Bar Code is printed it

Simultaneous RFID - Standards have Limited to one bar code at a

RFID System Components and Applications

RFID Tag consists of an integrated circuit and an antenna combined to form a

Smart and Quick Inventory:

Equipment & parts needed:

Check in and Check- out of Documents

1. Modification and Creating new users with rights and permission

The solution is designed to cover three main

In situations when search function is required, whether for a particular item or an

1. Detect EAS Armed RFID tags

Office Security System Only:

Equipment & parts needed:

Support Document Circulation:

Equipment & parts needed:

The components necessary for inventory management consist of a Reader and a

Specifications for RFID-based Document Management System

The RFID Tags provided have following specifications:

• The RFID chip have the following characteristics:

• Type: iCode2 compliant

• Read/Write capability with data locking option

• Size of square tag (for books): 50mm x 50mm

The membership cards have the following characteristics:

• Operating Frequency: 13.56 MHz

It consist of - RFID Reader and Antenna with multiple Read/Write facility

• Processor: Intel Pentium 4 (2.4 GHz)

Specifications for RFID Reader and antenna with multiple read

• Antenna: Capability to multiple read

• Windows 2000 Professional or higher

The Multi-purpose Counter Station have the following specifications.

• Read/Write /Antitheft programming should be done in one single operation.

• The programming station should be interfaced with the Document

• CPU with following minimum specs

o Thermal Slip Printer

• MS Windows 2000 Professional or higher

The Single-lane EAS Security Gantry have the following

Office EAS Security Gantry Arrangement with Provision for Camera