Toppan Printing Co., Ltd. (hereafter Toppan Printing; head office: Chiyoda Ward, Tokyo; President & CEO: Naoki Adachi) and Maintec Co., Ltd. (hereafter Maintec; head office: Koto Ward, Tokyo; President: Yoshihiro Ando) have jointly developed a "Document Storage Service Management System" that uses UHF band IC tags. Chuo Express Co., Ltd. (hereafter Chuo Express; head office: Suginami Ward, Tokyo; President & CEO: Kiyokazu Sakai) will introduce this system as the "i BOX" document storage service and begin operation at its Kanetsu Kodama Warehouse (Honjo, Saitama Prefecture) from May 1, 2010.

With this system, UHF band IC tags or labels are attached to the document storage boxes that Chuo Express receives from customers and this enables an enhancement in the efficiency of the management of document storage boxes and improvement in reliability when handing boxes over to customers. Specifically, operations such as receipt and dispatch of items and inventory count can be performed quickly through bulk reading of multiple items, one of the special features of IC tags. In addition, in situations where it is necessary to recognize items one by one, such as when handing over to customers or storing on shelves, the operation can be performed reliably by using the bar codes printed on the faces of the IC tags or labels.
The system does not just enable efficient management through the reading of IC tags in the warehouse, but also fast and reliable management of document storage boxes through the reading of bar codes when handing the boxes over to customers. Traceability is enabled by compiling a database recording operations performed and the movement of goods, and thus the reliability of storage operations is enhanced.

This system also reduces the workload for introduction and operation as it has been developed as an all-in-one system covering the functions required for document storage services such as web applications enabling customers to apply for services, warehouse applications for centralized management of operations in the warehouse, and applications for the terminals used for reading IC tags and bar codes.

Bulk reading of 10 boxes as they are loaded into the warehouse (left) and a document storage box with UHF band IC tag/label attached (right) Copyright 2010 TOPPAN PRINTING CO., LTD.

Background
In recent years, due to factors such as the need to respond to the J-SOX Act and various other laws, and the spread of ISO accreditation, the volume of documents that companies need to store is increasing. However, companies often do not have sufficient storage space within their own premises and are increasingly using documents storage services offered by businesses such as "trunk room" storage facility operators.
Chuo Express has promptly identified those needs and expanded its document storage service business but has faced challenges such as the improvement of the reliability and speed of operations related to receipt and dispatch and enhancement of the user-friendliness of application processes for customers. In order to solve these problems, the company will introduce and start operation of the UHF band IC tag-based "Document Storage Service Management System".

Features of the system
1. Fast and reliable management is possible for each process through the use of both UHF band IC tags and bar codes
The efficiency of operations such as receipt of goods, dispatch and inventory count can be enhanced through the use of UHF band IC tags that have a long communication distance of 2 to 3 meters and are suitable for bulk reading of multiple items.
For the process of dispatching items from the warehouse, reading and dispatch processing can be completed by simply loading the document storage boxes onto a forklift and passing them in front of a floor-standing reader/writer. For inventory count, using a hand held reader/writer, it is possible to read the IC tags on boxes that are not facing the warehouse’ s aisles and therefore the speed of the operation is enhanced significantly.
Where it is necessary to read each item separately, such as when handing boxes over the customer, the process can be performed reliably by reading the bar codes printed on the faces of the IC tags. For all processes, the data read is transmitted via a network and the database is updated in real time. In the event that a document box that differs from the instructions given is read, an alert is raised and a mistake is prevented.

2. Centralized management of operations with the warehouse application
With the warehouse application installed at the managing office, it is possible to centrally perform management operations such as operational instructions, allocation of cars for delivery, output of forms such as delivery slip and receipt, master management of customers and data creation for invoicing storage fees. It is also possible to prevent delays or mistakes in processes because the progress of the operation as compared with the customer order is displayed in real time.

3. With the web application it is easy for customers to make orders
By using this system, customers can not only check the order status for document storage boxes at any time using a web browser, but can also make orders for new deposits, loaning out, returns or contract cancellation. As an option, it is also possible to digitize the stored documents and view them using a web browser.

System composition
* Location of introduction: Chuo Express Co., Ltd. Kanetsu Kodama Warehouse (Honjo, Saitama Prefecture)
* Document storage box management software
* IC tags: UHF band IC tags manufactured by Toppan Printing
* Reader/writers: Handheld reader/writer, floor-standing reader/writer, IC tag label printer

Future developments
Chuo Express will also apply this system for the management of fixtures for which customers request storage and apply it for uses other than the management of document storage boxes.
Toppan Printing will use the know-how built up in the development of this system and push forward with development and proposals for warehouse solutions and document management solutions, for which expansion is anticipated in the future.