What is Mobile Inmate Tracking?

Mobile inmate tracking is the use of handheld or portable devices—such as rugged tablets, smartphones, or specialized scanners—to monitor, record, and manage inmate movements, activities, and interactions in real time. First introduced to the corrections industry within the last 20 years by GUARDIAN RFID, mobile inmate tracking has quickly replaced outdated paper logs and fixed desktop stations with faster, more efficient, and more secure digital systems.

Designed with familiar smartphone-style interfaces and powered by widely used operating systems like Android, handheld devices offer an intuitive user experience that makes training straightforward and integration seamless. From a single device, correctional officers can:

• • Track inmate movements (e.g., housing units, medical visits, work assignments, recreation, visitation).
  • Verify inmate identities using barcodes, RFID wristbands, or biometrics.
  • Log events in real time (such as cell checks, headcounts, meals served, and medication distribution) without returning to a workstation.
  • Access inmate records, monitor supplies, and document observations from a single device.
  • Increase accountability and accuracy by reducing manual errors.
  • Enhance officer awareness with up-to-date information on inmate status and location at their fingertips

By allowing officers to capture and log essential inmate information on the spot—whether during transports, program attendance, or routine checks—mobile inmate tracking has modernized the corrections officer by increasing accountability, reducing errors, and enhancing officer safety by keeping up-to-date information at their fingertips. The result is greater efficiency, stronger accountability, and enhanced overall facility security.

Mobile inmate tracking systems are among the most effective solutions available for standardizing and ensuring accurate, defensible, and efficient rounds documentation. It gives correctional officers the tools to accurately identify inmates, document interactions, and verify rounds in real-time. By combining handheld devices with RFID or NFC technology, facilities can create defensible records of inmate management while improving security and efficiency.

Discover and Confirm Inmate Identification Quickly

Handheld scanners give officers instant inmate identification through wearables such as wristbands or ID cards. With a quick scan, officers can access mugshots, relevant history, and other critical personal information in seconds—ensuring accurate delivery of meals, medications, and supplies

Stay Informed about Inmate Movements and Activities

Mobile inmate tracking provides officers with an efficient way to document inmate locations and activities in real time. With just a few taps, officers can record inmate movements to medical appointments, recreation areas, court appearances, or other destinations. This streamlined process supports:

• • Accurate recordkeeping: Ensuring every movement is logged and easily retrievable
  • Greater accountability: Reducing the risk of errors or discrepancies in inmate tracking
  • Real-time situational awareness: Giving staff instant visibility into inmate whereabouts
  • Monitoring out-of-cell time: Helping facilities meet compliance standards and maintain fairness in inmate management

Ensure Inmate Needs Are Met

With mobile devices, officers can record when and by whom meals, medication, or supplies are provided, ensuring both accurate documentation and that inmates’ needs are met. Tracking and documenting these interactions with mobile inmate tracking devices helps officers ensure that:

• • Inmates receive the proper meals and medication based on their individual requirements.
  • Inmates have already accepted or declined meals, preventing issues such as double-traying.
  • Returnable or potentially dangerous items (e.g., razors) are properly tracked to prevent misuse and ensure they are returned.
  • Inmates receive their daily essentials when requested (e.g., toilet paper, feminine hygiene products).

Although prisoners do not have full constitutional rights, they are protected under the Eighth Amendment, which prohibits cruel and unusual punishment and requires that inmates be provided with a minimum standard of living. Mobile inmate tracking provides officers with the tools to provide care, custody, and control of inmates within their facility.

Gain Insight Into Standardized Rounds Data Capture

Mobile inmate tracking transforms the way officers conduct and document facility rounds. Instead of “pencil-whipping,” officers use their mobile devices to scan sensors at each location, verifying their presence at specific times and places. Mobile systems also provide built-in tools to help officers stay on schedule. For example, Mobile Command XR’s Mobile Compliance Monitor displays digital timers that count down to the next required check at each assigned location.

With mobile inmate tracking, officers can maximize their rounds compliance by:

• Scanning each location to verify physical presence and confirm officer activity
• Automatically documenting checks with precise time, location, and officer ID
• Receiving real-time alerts for upcoming rounds and quickly identifying late or missed rounds
• Creating a clear, defensible record of compliance and accountability to address audits or false allegations
• Enhancing safety and security by syncing with special compliance check requirements, such as suicide or behavioral health watches

Improved Visibility into Special Statuses 

Most mobile inmate tracking solutions seamlessly integrate with jail management systems (JMS) to quickly identify pertinent personal inmate information, such as any special statuses they’re assigned that require additional security measures or management. When staff have immediate access to this insight, they are empowered to quickly address certain inmate needs that need close attention, including:

• • Meals: Officers can quickly pull up special diets and meal restrictions on their mobile devices, ensuring that inmates receive the correct meals (Kosher, vegetarian, low sodium, diabetic, etc.).
  • Special Compliance Checks: With a series of timers and locations that sync with special status requirements, officers have increased awareness of which inmates need more frequent checks. (i.e., inmates on suicide watch requiring wellness checks every 10 minutes).
  • Required Observation Checks: With the mobile inmate tracking system readily available in their hands, officers can easily record observations at the point of responsibility.
  • Keep Separates: Before moving an inmate to another location, officers can quickly check for any conflicting keep-separate rules in that area, improving awareness and ensuring restrictions are enforced to prevent conflicts. (I.e., if an inmate is gang-affiliated, avoiding areas with inmates in rival gangs).
  • Special Info: Staff stay informed of any information related to an inmate that they need, but otherwise might not know (i.e., approved walker, wheelchair, extra mattress, special eyeglasses, CPAP machine).

Operate Confidently with Secure and Reliable Data Collection 

By leveraging RFID or NFC reader solutions—often embedded in Hard Tags outside cell doors—officers can capture observation checks with maximum reliability. These tamper-resistant records provide robust documentation that can hold up in litigation.

While RFID and NFC solutions require higher upfront investment, they deliver long-term savings by reducing liability and improving operational accuracy. Both RFID and NFC solutions provide best-in-class security features, including:

• • Authentication: NFC and RFID user authentication protocols to validate authorized device use
  • Encryption: Sensitive data is safeguarded during transmission to protect against unauthorized access and tampering.
  • Access Controls: NFC and RFID systems can control access based on security measures such as passwords or biometrics.

Mobile inmate tracking has evolved into various forms, each offering unique functionalities designed to meet specific operational needs. Today, the three main forms of mobile inmate tracking technology include:

• • Radio Frequency Identification (RFID)
  • Near Field Communication (NFC)
  • QR Code

A passive RFID tag (Radio Frequency Identification tag) is a small electronic device that uses radio waves to transmit data but doesn't have its own power source. Instead, it relies on the energy emitted by an RFID reader to power up and transmit the information stored in the tag. 

There are three types of passive RFID tags: 

1. 1. 1. 1. Low-frequency (LF)
2. High-frequency (HF)
3. Ultra-high frequency (UHF)

Near Field Communication (NFC) is a short-range technology that relies on radio waves and is designed for interactions within just a few centimeters. It is most commonly used for mobile payments, access control, and quickly sharing information between devices.

High-frequency (HF) RFID tags and Near Field Communication (NFC) are both based on the same underlying technology, but they are used in slightly different contexts and have some key differences in terms of range, compatibility, and application. 

Some similarities between the two include:

• • Operating frequency: Both HF RFID and NFC operate at the same frequency of 13.56 MHz.
  • Passive tags: Both technologies support passive tags, meaning they don’t require a battery. Instead, they rely on energy from the reader or device to communicate.
  • RFID technology: NFC is essentially a subset of RFID technology. All NFC operates based on HF RFID principles, but not all HF RFID systems are NFC.

While they share common foundations, there are key differences:

• • NFC is designed for short-range, secure interactions that require close proximity and typically two-way communication. For example, NFC is used in applications like mobile payments or sharing information between devices.
  • HF RFID is better suited for applications such as inventory management or asset tracking, where tags are often read from a greater distance and typically require one-way communication between the tag and the reader.

In short, both technologies are based on similar principles of radio frequency communication, but their use cases and communication requirements differ. While NFC is optimized for consumer-facing interactions, HF RFID is primarily used in industrial and commercial applications.

A QR code is a type of barcode that can store information such as URLs, text, contact information, or other data. Unlike traditional barcodes, which store data in only one direction (horizontally), QR codes can store information in both horizontal and vertical directions, allowing them to hold much more data.

Most modern smartphones come with built-in camera apps that can automatically read QR codes. In corrections, QR codes are most often seen when used to represent specific locations, such as pods or cells. The codes are scanned to log proof of officer presence during security rounds or cell checks.

How are QR Codes Vulnerable?

QR codes are simple to recreate, which is one of the reasons they can be vulnerable to malicious use. Since generating a QR code doesn’t require specialized tools or expertise, anyone can easily create and distribute fraudulent QR codes. 

How Easy Is It to Create a QR Code?

Creating a QR code is a simple process, and there are many free online tools that make it accessible to everyone. This is usually done using a QR code generator, where you can input data (such as a cell assignment or location) and instantly generate a QR code. These tools require no programming or technical skills. Once a QR code is created, it can be printed, shared, or digitally distributed.

QR Codes are Easy to Damage or Deface

Damaging a QR code can be done in several ways, but the degree to which it remains scannable depends on the extent of the damage. QR codes have built-in error correction, which allows them to be scanned even if part of the code is altered or missing. 

However, if the damage surpasses the error correction capacity, the QR code may become unreadable. Inmates, for example, could use a marker or pen to obscure part of the code, potentially rendering it unusable.

What’s the Downside to RFID tags?

The main drawback of passive RFID tags is their short read range. Without a battery, they rely on power from the reader (e.g., SPARTAN) and can only be read at close proximity. They also have limited data storage and cannot support real-time tracking. Hard Tags, for example, only work within a limited range and are ineffective for long-range applications. 

HF RFID tags were originally chosen 20 years ago to prove officer presence while requiring visual observation of inmates through cell doors or windows. Hard Tags can also be affected by metal surfaces, though spacer tags are sometimes used to reduce interference.

Each of these mobile inmate tracking approaches contains values that can be assigned to inmates, locations, and various supplies through embedding in different inmate identification methods, depending on use case, including:

• • Wristbands: These are a form of wearable inmate identification that is securely fastened to an inmate’s wrist and displays the inmate’s mugshot along with other pertinent information.
  • ID Cards: These are another form of wearable inmate identification that also displays inmate mugshots along with other relevant details, but are typically worn on the breast pocket of an inmate's uniform and are easily detachable.
  • Hard Tags: This form of inmate identification is specific to solutions that offer RFID-embedded tags.

When exploring inmate identification solutions, it’s important to ask a few key questions:

• • Do we want inmates wearing something? Most identification methods require a physical material attached to the inmate, such as wristbands or ID cards.
  • Can we support auto-identification? This can be achieved through RFID, ideally supported by a strong Wi-Fi network in the facility.
  • What should our method of data collection be? Options include mobile scanners, fixed scanners, or a combination of both.

Beyond these questions, it’s also critical to consider three broader factors:

• • Size: Facilities vary greatly in capacity. A small facility with fewer than 50 inmates may not require individual identification (though it can still be beneficial). Larger facilities with 100+ inmates, however, often see significant efficiency gains from using wristbands or ID cards.
  • Budget: The budget often correlates with facility size. Smaller facilities typically operate with smaller budgets, which can heavily influence which identification and tracking methods are feasible.
  • Security: Different identification solutions offer varying levels of security. Each facility also has its own security needs, so it’s important to weigh how much security should influence your choice.

Mobile inmate tracking systems are built to serve all types of correctional environments, from small county jails and juvenile detention centers to large state prisons and federal institutions. Despite differences in scale and operations, every facility shares the same fundamental goals—improving compliance, defensibility, and overall security.

It’s often assumed that smaller jails don’t need tracking technology because they house fewer inmates. However, these facilities still face many of the same challenges—such as staff shortages, officers juggling multiple responsibilities, inconsistent job performance, limited motivation to improve compliance scores, and the perception that all inmates can be monitored directly from control.

While larger jails experience these issues on a broader scale, the core problems remain the same across the board. That means, regardless of size, all correctional facilities can benefit from similar solutions aimed at resolving these challenges. Mobile inmate tracking systems offer exactly that—a practical, scalable solution to issues that impact facilities of every size.

Worth County Sheriff’s Office in northern Iowa was one of the first jails to adopt mobile inmate tracking, and it has an average daily population of only five inmates.

“GUARDIAN RFID holds you accountable for everything, and works basically as an alarm clock that tells you when it’s time to feed inmates or give them their meds. It tracks everything by having that device; you are keeping yourself in check while also protecting yourself.”

- Jacob Dalluge | Worth County Sheriff’s Office Correctional Officer

Before investing in a mobile inmate tracking app, agencies must understand the risks. Choosing the wrong solution can reduce efficiency and undermine staff confidence.

Most public safety agencies deploy essential software like computer-aided dispatch (CAD) and records management systems (RMS). A fraction also requires a jail management system (JMS). When JMS represents a small portion of a vendor’s business, it often receives limited attention and investment, which extends to any ad hoc mobile tracking apps.

Here are four key reasons why you should avoid using your JMS’s mobile inmate tracking app:

#1: A Neglected JMS Can’t Deliver a Reliable Mobile App

JMS products are often bolt-ons or afterthoughts for software companies, and the same applies to their mobile extensions. These apps are often imitations rather than original, well-designed tools—leaving officers with clunky, underperforming software. 

As a result, their inmate tracking apps receive little investment, limited testing at scale, and weak functionality beyond basics like rounds or headcounts. Core features may work, but user experience, offline functionality, and performance under heavy load are often overlooked.

#2: Native Doesn’t Always Mean Seamless

Vendors may promise “seamless integration” between their JMS and mobile app, but true integration is about flexibility. A JMS’s mobile app may claim integration, but true flexibility requires robust APIs and pre-built connectors. When choosing a mobile inmate tracking system, it’s important to ask:

• • How complete is the API documentation?
  • Are there testing environments or sandboxes?
  • Can integrations be customized for workflows or custom fields?

The best systems use open APIs, documentation, and sandboxes to connect with any platform—not just their own. An ad hoc app tied to a JMS rarely offers this level of capability. Strong integration ensures seamless data flow, whether with your JMS or third-party systems.

#3: Limited Engineering and Support Resources 

Small or outsourced teams supporting both development and user issues can slow updates, patches, and innovation. Ask vendors:

• • How many engineers are dedicated to the mobile app?
  • Are they in-house or offshore?
  • Who provides ongoing support?

Adequate support and redundancy are critical to avoid operational disruption.

#4: Staff Confidence is Hard to Win Back

Rolling out a weak app doesn’t just waste money—it hurts morale. Staff quickly form opinions about new tools, and poor experiences reduce confidence and morale. A poor first impression undermines adoption and trust. 

Low-cost or ad hoc apps can reinforce negative perceptions when functionality like offline operation or digital evidence capture fails. Choosing proven, well-supported technology is essential. Vendors that prioritize larger markets like CAD or RMS often leave JMS and mobile apps underdeveloped, increasing the risk of inefficiency and regret.

An officer experience platform (OXP) is a centralized, cloud-based solution that streamlines officer responsibilities, enhances staff communication, and delivers actionable insights. By leveraging data and artificial intelligence, OXPs provide real-time visibility into facility operations, strengthening the safety and security of America’s Thin Gray Line.

OXPs support corrections officers in three key ways:

1. 1. Streamlining everyday workflows
   2. Delivering a real-time common operating picture
   3. Maximizing compliance and operational efficiency

An example of an OXP is Command Cloud—a secure, native cloud platform with integrated applications and services for managing inmate populations and officer responsibilities from anywhere in the facility. Command Cloud delivers real-time situational awareness and optimizes operational efficiency, helping corrections professionals simplify workflows while improving officer awareness, accountability, and compliance.

Given that the officer experience platform helps officers perform at their best, a common question with mobile inmate tracking solutions is: “Won’t carrying around another device 24/7 cause more harm than good?” 

At first, it may seem like an additional device could distract officers from their duties or limit their ability to defend themselves if necessary. In reality, however, these issues don’t pose a problem. 

Rather than pulling officers’ attention away from their surroundings, mobile tracking devices are designed to sharpen focus and reduce unnecessary distractions. These tools don’t create noise—they streamline tasks so staff remain attentive and engaged.

While these most mobile inmate tracking methods may resemble a cell phone, their functions are tailored to correctional work and not for entertainment. Device features such as the camera, talk-to-text, and even Google Translate exist only to enhance documentation and improve communication between officers and inmates.

GUARDIAN RFID’s SPARTAN, for example, is designed strictly for data capture—not for personal use. Unlike smartphones, these devices do not allow access to social media, texting, streaming services, or other distractions.

By setting clear boundaries on what staff can and cannot do with their devices, facilities minimize distractions and keep officers focused on their tasks at hand. Ultimately, mobile inmate tracking does not distract officers—it equips them with tools to work more efficiently and maintain a secure environment.

Mobile inmate tracking has become a necessity for correctional facilities. By replacing outdated, error-prone methods with real-time, handheld solutions, agencies gain stronger accountability, improved compliance, and greater officer and inmate safety. By leveraging RFID technology, mobile inmate tracking systems streamline critical workflows and provide defensible records that protect staff and facilities alike.

As correctional environments continue to evolve, mobile inmate tracking ensures that officers are equipped with the right tools to enhance officer awareness and accountability, streamline facility operations, and maximize compliance. Facilities that adopt these solutions not only modernize their operations but also reinforce their commitment to safety, efficiency, and the highest standards of care, custody, and control.