What is File360?
A powerful and easy-to-use file tracking application designed to manage physical files and documents across your organization. Track file movement, maintain accountability, ensure security, and improve operational efficiency.
In many corporate, medical, and public organizations, misplaced physical files lead to severe compliance risks, delayed approvals, and lost productivity. File360 bridges this physical-digital divide by creating an unbroken, auditable custody record for every folder, document, and paper docket.
Centralized Tracking
Complete, multi-department visibility of file movement from initial creation to final archival storage.
Audit Trail
Exhaustive chronological event history capturing every custodian, handover, timestamp, and purpose.
Role Based Access
Secure and controlled access tiers ensuring sensitive files are only viewed and transferred by authorized users.
Customizable
Flexible configuration that effortlessly adapts to your company’s hierarchy, branches, and file categories.
File360 Live Console
Key Features of File360
Essential functional modules designed to streamline physical file administration, accountability, and reporting.
Dashboard
Role-specific summary and real-time insights displaying total active, circulating, closed, and pending file counts.
Masters
Manage company, branch, department, employee rosters, and document categories with bulk CSV import and export.
File Transactions
Execute complete physical docket actions: create, acknowledge receipt, transfer custody, close, and reopen files.
Reports
Complete historical audit trail with multi-parameter search, date filters, movement timelines, and one-click PDF export.
Settings
Granular user permissions, department role management, clearance tier definitions, and system configuration.
File Lifecycle Workflow
From creation to closure — complete control, accountability, and traceability at every step of document progression.
Creation
System assigns official File ID, captures metadata (category, creator, subject), and produces tracking label.
Acknowledgement
Receiving custodian physically verifies the paper dossier and marks file as officially received in the system.
Transfer
Structured custody routing between departments and personnel with automatic handover alerts and notifications.
Closure
Action or investigation complete. Final resolution is documented, and file is sealed for archiving.
Reopen
Authorized administrators can conditionally restore closed files with required audit reasoning.
Comprehensive Status Management
File360 monitors both overall file lifecycle status and real-time physical transit movement to eliminate bottlenecks and lost dossiers.
1. File Status (Lifecycle Stage)
Active, circulating, and accessible for ongoing operations, reviews, or hearings.
Work complete; sealed and stored in long-term archive repository. Currently inactive.
2. Movement Status (Transit & Custody)
Why Organizations Choose File360
Eliminate manual registers, reduce desk-to-desk follow-ups, and ensure every physical file is accounted for.
Improved Accountability
Know exactly who holds the file at all times across all branches, reducing custody disputes to zero.
Higher Productivity
Drastically reduce time wasted on physical document searches, desk-to-desk enquiries, and manual follow-ups.
Secure & Reliable
Strict role-based clearance permissions protect confidential records, backed by tamper-evident audit trails.
Compliance Support
Maintain legally defensible document chain-of-custody logs ready for internal, judicial, and statutory audits.
Cost Effective
Streamline multi-department operations, eliminate lost record reconstitution costs, and save administrative hours.
Who Can Use File360?
Tailored physical file tracking designed for organizations handling confidential documentation and high paper volumes.
Government Departments
Ministries, Civic & Secretariat FilesCorporate Offices
HR, Finance, Legal & Executive DossiersHospitals & Healthcare
Patient Records & Medical HistoriesEducational Institutions
Academic Transcripts & Student DossiersManufacturing Units
Quality Binders & Equipment LogsPhysical Record Organizations
Law, Accounting & Audit AgenciesA Smarter, Simpler and More Secure Process with File360
Get in touch with Stallion Group’s enterprise team for custom pilot deployments, barcode/RFID integration, and organization-wide rollout.
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