Real-time visibility over physical file movement across a CGD operation

Physical file management in a multi-department energy operation is a logistics and accountability challenge. Files move between departments through verbal handoffs and manual registers, and the question of where a particular file is at any given moment often requires phone calls and personal follow-up rather than a system lookup. Files that are delayed, misplaced or whose movement cannot be easily traced create administrative bottlenecks and audit gaps.

Aavantika Gas needed a system that gave every file a digital identity from the point of creation, tracked its movement through departments in real time, enforced structured routing workflows and created a complete audit trail of every handoff. The solution also needed to be simple enough for all staff across departments to use without training overhead, with QR code scanning as the primary interaction for file tracking in the field.