Proposal for Asset Security & Management Solution for Client Name, Location

Technical Proposal

For
Asset Management & Security
Solution

For

Contact Person:
Phone

Company Name
Location
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Proposal for Asset Security & Management Solution for Client Name, Location

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
Networks (VPNs), Broadband Internet access; Hosting Co-location Services;
Designing and deploying Disaster Recovery solutions and Business
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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.

HCL’s Customer Support

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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

* 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
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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

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Proposal for Asset Security & Management Solution for Client Name, Location

RFID Solution for (Client)

Overview

Radio Frequency Identification (RFID) is the technology in Asset 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)
 Tags are inactive until the reader’s interrogation signal “wakes”
them up
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 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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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.

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

Updates offer on board memory to
retain information. This
feature may be used to
store a product calibration
history, preventive
remains frozen. The Code and
the process of attaching the
BC is not supportive of real
time updates. It is a labor
intensive process to update
any information on a BC once

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Proposal for Asset Security & Management Solution for Client Name, Location

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.

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.

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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. In asset management as there are different
types of items need to be monitor, we would suggest different kinds of tags for
different items for example a tag for PC / Laptop will be different from the tags
which are used for furniture items, and tags used for individual tracking will be
different from used for the folder/documents/paper tracking.

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

Handheld RFID Reader

Handheld Reader can be used to manage the inventory
and trace the lost / missing inventory item. RFID handheld
reader will be able to search by reading the RFID tag pasted on
the different asset.

Phase Target:
 Quick inventory
 Look up the misplace material
 Search for certain material

KEY BENEFITS:
1. Changes inventory process:
2. No more book handling: just take the reader inside the room to perform an
instant inventory.
3. Accuracy: asset 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 items per second.
5. User friendly:
6. Light weight
7. Wand allows easy reading of high and low areas
8. Saves time and resources:

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9. Implementers indicate a 75% reduction in human resources required for

inventory management activities.

RFID Reader and Antenna

RFID Reader and antenna will be installed at different location
within the office or outside the office as per requirement. RFID
Antenna along with the ERP solution will help us to track the item
available. RFID Reader and Antenna will be installed at strategic
location in such a way that the reading range of the antenna will
cover complete location. Number of RFID reader and antenna
will depend on the size of the room, etc.

1. Tracking of RFID tags in it’s reading range.

2. Reports can be generated with the help of ERP.
a. Number of items available in a particular room based on the RFID
Reader installed in the room.
b. To track any movement of item from room to another
3. Also help in tracking/finding the exact location of the individual in the office
4. Check the movement of files/document from sensitive areas and raise
“alarm” if required.

EAS Gates
RFID EAS Gate is the anti-theft part of the RFID Asset 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 staff through
with the office 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

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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:
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 is 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.

How the RFID Security System will work for Client Name, Location
After tags have be programmed with unique ID number and related information is
updated in the ERP system, tags will be pasted or tied, accordingly to the type of
asset.

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Fig: Tagging of Items

RFID Reader with Antenna will be installed at strategic location in the office, once
the same is done whole RFID operation will be activated for testing.

Fig: Integration of RFID and ERP

Once the system is operated RFID tags according to their type will omit signals if
active tags are used, RFID Antenna / Reader will omit signal to catch the signal from
passive tags.

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Figure: Communication between RFID Tags and Reader

Security of Asset will be handling by the EAS Gates installed at the strategic doors
in the campus. With the help of the ERP solution asset/items can be defined as “Free
to move item” “Restricted items” so that when ever any unauthorized person is
taking out any “Restricted item” the gates will raise the alarm and video will record
all the movement. Whereas in “Free to move items” items it will not give any
“alarm” and record the details of the person and send the same to the ERP solution
(integration required).

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Fig: Security Gate Function

The Security will raise “Alarm” if anybody is taking any asset which is not authorized
to be taken out of the location or by the person. The camera installed will record the
person either authorized or unauthorized according to the configuration /
integration with ERP. There will be continuous flow of RFID signal on the gate.

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Proposal for Asset Security & Management Solution for Client Name, Location

Fig: Online Asset Tacking System

Reader and Antenna will continuously send the reading of the tags to the ERP
solution, so that concern person and note / track/generate report on the movement
/ availability /location of the item with in the campus. The same can be used to
track any item, user have to enter the unique id of the RFID tag pasted on the item
and send command to the Central EPR solution, ERP solution will revert back with
the information on the location/ availability of the item (integration required)

Integration
Integration with ERP solution will be done according to the requirement of the client,
different reports, and security aspects.

Deliverables*
RFID Tags

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Proposal for Asset Security & Management Solution for Client Name, Location

RFID Member Card

Handheld Reader
EAS Gate
Reader and Antenna
Integration

* The Quantity and integration will depend on the requirement of the client. On
the basis of requirement the commercial will generate.

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