A tracking system for physical documents stored in a warehouse. Every box has a QR code, a declared content list and a history of openings and closings — which turns “finding a document” into a query that takes seconds.
The challenge
A company that keeps documents because the law requires it accumulates boxes. Lots of boxes, in a warehouse, over years. And on the day someone needs one specific document — an audit, a lawsuit, an inspection — the question is always the same: which box is it in? With no control, the answer is to go and look. With control in a spreadsheet, the answer is to look in the spreadsheet and then go and look anyway, because nobody noted that the box was reopened and disturbed last year.
The solution
In Kuti, every box is an entity with a number, a unique identifier and its own QR code. The contents are declared item by item at the moment of sealing, linked to the client and to the employee they refer to. The crux is the history: every opening, closing and reopening is recorded with a date and the user responsible. That answers not just “where is it” but “who touched it and when” — the question that comes up when something is not where it should be. Lookups are by client, by employee or by the box's own QR code, with reports on open boxes, sealed boxes and the contents of each one.
Results
A lean, complete system: 12 entities, 6 modules and 27 database versions. It replaced spreadsheet control with tracking that names a responsible person for every movement.