How to Establish an Asset Tagging System – A Complete Guide

How to establish an asset tagging system

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Asset management is a cornerstone of operational efficiency. Every organisation, regardless of its size or industry, relies on various assets to drive its operations. But how can we ensure that these assets are consistently tracked, maintained, and utilised to their fullest potential? The answer lies in a robust asset tagging system. 

This blog will guide you through the intricacies of establishing an effective asset tagging system, offering insights, best practices, and actionable steps to ensure your assets are always accounted for. So, whether you’re just starting out or looking to refine your existing system, read on to discover the key to mastering asset management. 

What is Asset Tagging? - A Brief Overview

Asset tagging is a process that involves attaching identification tags or labels to assets for easy tracking and management. These tags, often barcodes or RFID tags, contain information about the asset, such as its type, location, and status. This system helps businesses monitor their assets’ condition and location, enhancing efficiency in asset utilisation and reducing loss or theft. 

For those new to the asset tagging concept or looking to deepen their understanding, we’ve crafted a comprehensive guide on the fundamentals of asset tagging. Dive into our Asset Tagging 101 article and explore the intricacies of what asset tagging entails and its pivotal role in modern business operations.  

Steps to Implement an Effective Asset Tagging System

Seven points to implement an asset tagging system

Please follow the steps below to implement an effective asset tagging system. 

  1. Identify the Asset Type and Category
  2. Assign Asset ID Schemas
  3. Choose a Tag Type
  4. Enter Basic Information
  5. Acquire Barcode Scanners and Associated Software
  6. Apply Asset Tags
  7. Enforce Quality and Verification Processes

Step 1: Identify the Asset Type and Category

Start by classifying your assets into distinct types and categories, such as IT equipment, furniture, or financial department. 

Tip – Always prioritise mobile assets to be tagged first.  

Step 2: Assign Asset ID Schemas

Every asset should have a unique ID number for easy tracking and management. For instance, a library could use a coding system that combines the Dewey Decimal Classification with a unique serial number for each book.

Step 3: Choose the Appropriate Tag Type

Selecting the right tag is crucial. Options include.

  • Paper tags 
  • Barcodes 
  • RFID barcodes
  • NFC tags
  • QR Codes

Step 4: Enter Basic Information About the Asset

Include essential details like.

  • asset’s serial number
  • manufacturer or provider
  • date of purchase
  • location of the asset
  • department to which it belongs
  • condition and value

Step 5: Acquire Barcode Scanners and Associated Software

Invest in reliable barcode scanners and asset management software to read asset tags. For instance, a retail store might use handheld scanners and inventory management software that integrates with their Point of Sale system.

Triton is your go-to destination for high-quality barcode scanners that meet the demands of your business. We curate our collection from industry leaders like Zebra and Honeywell to offer you top-tier products, including mobile terminals, general-purpose barcode scanners, rugged barcode scanners, fixed scanners & sensors, USB barcode scanners, wireless barcode scanners, 2D barcode scanners, and Bluetooth barcode scanners

But our offerings don’t end with just scanners. Triton is also dedicated to providing a meticulously curated collection of indispensable barcode scanner accessories and spare parts, ensuring your equipment always functions at its zenith.

Each product in our catalogue is fortified with state-of-the-art features, guaranteeing unparalleled performance and steadfast reliability, precisely tailored to your unique requirements. Whether you’re eyeing a singular purchase or considering bulk acquisitions, lean on Triton’s industry expertise to navigate you to the perfect barcoding solution. Connect with us through the live chat widget below for in-depth insights or guidance.

Step 6: Apply Asset Tags

Once the asset tags are ready, the last step is to apply them to the assets. Depending on the asset, you can use different types of tags.  

Step 7: Implement Quality and Verification Processes

Set up internal processes to maintain your asset tagging system. This includes determining the frequency of verification, training your team not to move assets without registering them and avoiding authorised changes. 

Best Practices for Asset Tagging

Adopting certain best practices can significantly enhance the effectiveness of your asset tagging system in the long run. Here are some best practices on asset tagging that can make your system stand out.

Conduct a Thorough Asset Audit

Before you begin tagging, conduct a comprehensive audit of all your assets. This will give you a clear picture of what you own, its condition, and its location. 

Prioritise Assets Based on Criticality

Not all assets are created equal. Some are more critical to your operations than others. Prioritise tagging these assets first to ensure that the most vital components of your business are well-managed.

Use a Consistent Naming Convention

Consistency is key in asset tagging. Use a standardised naming convention across all assets to avoid confusion and errors. 

For example, if you’re running a fleet of trucks, each truck could be named based on its make, model, and year, like “Ford_F150_2021.”

Regularly Update Asset Information

An asset tagging system is only as good as the data it contains. Make it a practice to regularly update asset information, especially after maintenance activities or asset relocations. 

Involve Multiple Departments

Asset tagging isn’t just an IT or operations task; it’s a company-wide initiative. Involve multiple departments like finance, procurement, and even human resources to ensure that the asset tagging system meets various organisational needs. 

Train Your Staff

Your asset tagging system is only as effective as the people using it. Invest in training programs to ensure everyone understands how to use the asset tag system correctly. 

Monitor and Review

Finally, continuously monitor the effectiveness of your asset tagging system and be prepared to make adjustments as needed. Regular reviews help identify gaps or inefficiencies that need to be addressed. 

Frequently Asked Questions

What is the Cost of Implementing an Asset Tagging System?

The cost can vary widely depending on the type of tags used, the volume of assets, and the software platform chosen. Budget options are available, but investing in a robust system often yields better ROI.

Is Asset Tagging Mandatory for Compliance?

While not universally mandatory, asset tagging is often required for compliance with various industry regulations, such as healthcare’s HIPAA or manufacturing’s ISO standards.

How Do I Implement an Asset Tagging System?

Implementing an asset tagging system involves several steps, including asset identification, categorisation, and applying the tags. It’s crucial also to set up internal processes for quality checks and future tagging needs.

How Do I Maintain and Update My Asset Tagging System?

Regular audits and updates are key to maintaining an effective asset tagging system. Staff should be trained to update asset information, especially after maintenance or relocations, to keep the system current and reliable.

What Makes an Asset Tagging Method Effective?

An effective asset tagging method allows for easy asset identification, tracking, and management. It should be scalable, easy to integrate with other systems, and should facilitate compliance with industry regulations.

What Customisations Should I Consider for Effective Tagging?

Consider industry-specific customisations like geo-tagging for real-time location tracking or adding custom fields that are relevant to your business operations.


Implementing a robust asset tagging system is more than just a logistical necessity; it’s a strategic move that can significantly impact your organisation’s efficiency and bottom line. With modern solutions offering unprecedented levels of customisation and scalability, there’s never been a better time to invest in a system that meets your current needs and adapts to future challenges.

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