Asset tracking involves affixing unique labels to items you want to track and using software or a spreadsheet to log them as they move through your company. Labels that contain necessary data and can withstand the environment are invaluable for tracking tools and equipment, monitoring inventory, and following materials as they progress through your system.

The benefits of selecting the appropriate tags include the ability to locate tools or inventory when needed, thus preventing loss or theft. Heavy-duty labels can also contain other information, such as maintenance history, which can help you schedule repairs or routine service.

A successful asset tagging endeavor depends on careful planning and selecting asset tags that can store the necessary information, provide the required features, and stand up to tough operational conditions.

Here is a look at how to select and install asset tags so that they provide the necessary benefits.

Quality asset tags are essential for reliable inventory and equipment management. However, durability in challenging environments doesn’t mean much without proper tag label installation.

You should follow these steps when affixing asset tags to your items:

• Clean the surface of the area before you attach the tag.
• Allow the area to air-dry before you attach the label.
• Peel the tag from the side to avoid touching the adhesive when you remove it from the liner.
• Set the tag over the area where you plan to affix it. You can use a small roller to apply pressure evenly over the label. This step ensures there are no air bubbles or gaps between the adhesive and the surface.
• Let the tag remain undisturbed for 72 hours. This period will ensure the adhesive has time to cure and stick to the surface.

Your strategy for categorizing and labeling your assets will depend on your needs and the types of items you have to track.

Categorizing your assets helps you identify if certain items need different label requirements. It also helps you set up your entire asset management system efficiently, allowing for faster search times and data analysis once the system is complete.

Here are the best practices for categorizing assets.

• List all items you need to track.
• Categorize assets from your list based on different factors, such as location, function, or department. You might also consider maintenance requirements, such as categorizing all items needing monthly maintenance together.
• Add necessary information for each asset class. This data can include location, uses, ownership or access privileges, repair or maintenance records, and other identifiers, such as serial numbers.
• Ensure each similar asset in a category is uniquely identifiable so that you can track it and differentiate it from other visibly similar assets.

For example, in the construction industry, you could label equipment and tools based on their functions, such as handheld tools, drivable equipment, and consumable materials.

Handheld tools could have labels with identifiers such as serial numbers. An employee could then enter this number into the asset tracking software along with the deployment date, maintenance schedule, repair and use history, and approved user information.

There are two important considerations when choosing asset tags: durability and readability.

Asset tags are available for every type of environment. For instance, in a harsh manufacturing or outdoor construction environment, you might consider long-lasting aluminum or outdoor-rated adhesive tags.

Tag scanning systems can also affect this choice. You can incorporate your tags into an existing system with one-dimensional and two-dimensional barcode scanners or RFID receivers. QR code asset tags are readable with smartphones, so they do not require specialized readers.

Here are your options for asset tag types and materials:

• Metal asset tags
• Outdoor-rated adhesive tags with over-laminate for extra protection
• RFID tags
• Laminated vinyl or polyester adhesive tags
• Tamper-evident tags

You can vary your choice based on the conditions for each category.

You need a workable system to read asset labels and display relevant data. If you have an existing system, you will need to ensure that new labels are compatible with your current readers.

The first step is to use standardized formats, such as UPC, EAN, Code 93, or Code 128. You might also include readable identifiers, such as a serial number, in case manual updates are necessary. This standardization allows for forward compatibility, as upgraded systems will still be able to read the most widely used barcode markings.

You can also consider investing in RFID tags, which you can update remotely to add information. If you choose these options, you need to choose existing standards, like EPC or ISO 14443 / ISO 15693, to ensure forward compatibility.

In addition to materials, you also need to consider the type of symbols your labels should have or how they should store and transmit necessary information.

The main choice is between one and two-dimensional barcodes and RFID tags.

Barcode tags with standardized codes are almost universally accessible with simple readers. They are easy to understand, with almost any employee able to scan items and retrieve data after a short training session. Barcode stickers are also very cost-effective.

In contrast, RFID tags contain identifying information transmitted over the air using a receiver, making them more efficient than barcodes. They are also more secure because you can encode data. RFID tags also have greater longevity because they do not require a direct line of sight to be read. This means they can be placed in protected areas, such as inside equipment.

The best choice for tag type depends on your current and future needs. Barcodes are sufficient for many controlled environments such as offices or storefronts. However, RFID tags can lower operational costs by improving efficiency and reducing employee hours spent on manual scanning.

After you make these decisions, it is time to take the final steps to deploy your tags.

• Order the asset tags based on your choice of material, labeling system, and compatibility.
• Install the tags on your assets following the proper steps to ensure longevity and readability.
• Integrate the tags into your tracking software by scanning them and entering the necessary data.

Once complete, you can audit your system to ensure each new tag is unique and contains the necessary data.