Tagging fixed assets: label type, placement and numbering

The first asset count in a plant is often a search party: people walk the floor with a printed register, looking at machines and trying to guess which line of the list each one belongs to. The second count can be a quick scan, but only if the first one left every asset with a durable tag and a number that appears once in the register. Three decisions determine whether that works: which tag, where to put it, and how to number it.

Choosing the tag

There is no single best tag. Choose by the surface and the life of the asset.

• Printed polyester or polycarbonate barcode labels suit most equipment: machines with a flat painted surface, racks, office furniture, tools in cabinets. They resist oil, light abrasion and cleaning, and cost little.
• Engraved or anodised metal plates are for assets that live in harsh conditions, such as heat, washing or frequent knocks, and that will stay for many years.
• RFID tags help when assets are spread over a large area, stored in closed cabinets or hard to reach. On metal surfaces, use tags designed for it or mount them on a spacer, and test the position first.
• Small items such as measuring instruments or hand tools cannot hold a label. Tag the case or the holder, and record the link in the register.

Whatever the type, the tag should survive the conditions and be hard to peel off without leaving a trace. Check how the adhesive behaves on the actual surface, because powder-coated and oily metal behave differently from clean plastic.

Where to put it

Consistency matters more than the exact spot, because a counter should know where to look.

1. Choose a standard position per asset type, for instance the upper right corner of the front panel of a machine, and write it into the instruction sheet.
2. Put the tag on a flat, clean, fixed part of the asset, not on a cover that can be swapped or on a moving part.
3. Avoid places that get very hot, are washed or repainted often, or are hidden behind a guard.
4. For assets that move, such as carts or portable tools, put the tag where it will not be knocked off in normal use.
5. Take a photo of the asset with its tag visible. A photo ends many later arguments about whether an item is the same one.

Numbering

The number identifies the asset, nothing else. Some simple rules save a lot of trouble:

• Use a sequential, unique number. Do not build the department, room or year into it, because these change, and the number would then lie.
• Add a short site prefix if you run more than one site, and reserve a range of numbers per site to avoid duplicates.
• Keep a register of numbers issued, including the ones spoiled in printing. A gap with an explanation is better than an unexplained duplicate.
• Record the serial number, model, location, custodian and condition next to the asset number, so that a lost tag can be replaced.

For illustration: an asset with the number 100457 stays 100457 whether it is in workshop A, moved to workshop B or lent to another plant. The location is a field in the register, not part of the number.

Rolling it out

The best moment to tag is during a count, as the team walks the floor anyway. In a single pass the team attaches the tag, scans it, photographs the item and records location, serial number and condition. At the end, compare with the existing register: assets found and matched, assets in the register but not found, and assets found without any record.

Tag first, reconcile afterwards: otherwise you end up reconciling guesses.

Summary

A durable tag, a standard position and a number without hidden meaning turn an asset count from a search party into a routine check. Smart Inventory tags equipment, moulds, instruments and office assets with barcode or RFID labels, records location and condition in the same visit, and then compares the results with your asset register, listing missing and unrecorded assets separately.