- Assets and equipment · EAM
- Plant / Operations Director, IT Director / CTO, Operations Manager, Team Leader / Supervisor
- Manufacturing, Logistics and warehousing, Retail and branch networks, Services and offices, Public sector
Barcode asset tracking: how labels, scanning and counts fit together
In short
Barcode asset tracking gives every asset a printed code that links to its record, so scanning replaces typing and a count compares what was scanned with the register. The code holds only an identifier; location, owner and history live in the system. Choose a label that survives its environment, place it in the same spot on every class of asset and make scanning part of every move and count.
What a barcode actually does
A barcode on an asset holds one thing: an identifier. It does not carry the owner, the location or the service history. When you scan it, the software looks up the identifier and shows the record. That is the whole trick, and it is powerful, because it replaces typing a long number by hand with a one-second scan.
Scanning matters in three moments: when an item is registered, when it moves or changes hands, and when it is counted. In each, the scan prevents the mistakes that typing creates: a transposed digit, a wrong row, an item recorded against the neighbor.
Barcode, QR code, RFID: where barcode fits
A one-dimensional barcode is the oldest and simplest option. It is cheap, readable by almost any scanner or phone camera and familiar to everyone. It stores little, so it is best for a short identifier. A QR code holds more and tolerates some damage; see QR code asset tracking. RFID reads many tags at once without line of sight; see RFID asset tracking. The comparison of all three is in QR vs barcode vs RFID.
Barcodes work best for items scanned one by one, in places where labels stay visible and clean: offices, shelving, tool cabinets, equipment with a flat surface.
Choosing what to encode
- Use the asset number you already have if it is unique and stable. Labels already on equipment stay valid.
- Keep it short. Shorter codes print larger and scan faster.
- Do not put meaning in the number. If the number includes the site or class and the item moves, the number lies. Let the record hold the meaning.
- Never reuse a number. A retired item's number stays retired.
Label choice and placement
Most barcode failures are label failures, not scanner failures. Match the label to the environment.
| Environment | What goes wrong | What to do |
|---|---|---|
| Office | Little. Labels peel at edges | Standard adhesive labels on a clean, flat surface |
| Workshop and plant | Oil, dust, abrasion | Durable labels, placed away from wear, with a protective layer |
| Outdoor and vehicles | Sun, rain, temperature swings | Outdoor-rated labels, tested on a few items before a full order |
| Small or curved items | Label does not fit or wraps badly | Flag or wrap labels, or label the case or the cabinet slot |
| Cases and packaging | Label goes with the box | Label the item itself, not only its packaging |
For rules on size, position and wording, see the asset tag template and labelling rules. As a rule, place the label in the same position on every item of one class, so the person scanning always looks in the same spot.
Scanning with what you already have
A smartphone with a camera reads barcodes without extra hardware. Dedicated handheld scanners help when volumes are large and people scan all day, or when the environment is rough. Start with phones. If scanning speed becomes the bottleneck, add hardware then. The mistake to avoid is buying scanners and printers before testing the process on a few hundred items.
The counting routine with barcodes
- Define the scope: a building, a floor, a department or an asset class.
- Freeze the register for that scope or record the date of the snapshot.
- Scan every item in the area. Do not scan from a list; scan the item.
- Note items without a label and label them on the spot.
- Close the count and read the differences: missing, surplus, wrong location or user.
- Assign each difference an owner and a due date.
Our asset count checklist and how to run a physical asset inventory cover the full cycle.
Common barcode mistakes
- Printing labels before cleaning the list, so duplicates get duplicate labels.
- Labels on removable parts, such as a battery cover or a bag.
- No one owns re-labeling when a label is damaged.
- Scanning the label but not recording the location, so the scan proves nothing about where the item is.
- Counting the labeled items only, then assuming the rest are fine. Walk the whole area.
Barcode types in practice
You will meet several barcode formats. For asset tags, a common one-dimensional format such as Code 128 is widely supported and handles letters and digits. Whatever you choose, check that your scanning app reads it, then standardize. Mixing formats within one asset class makes label printing and training harder than it needs to be. Print a test sheet, scan it with the phones people will actually use, and only then order labels in volume.
What each role cares about
Plant or operations director: speed of scanning and no process stops during a count. IT: phone support, import of existing numbers, no heavy infrastructure. Team leader: scan, confirm location, move on. Accounting: the match between scanned items and ledger numbers.
How Remanently works with barcodes
Remanently Assets lets you identify assets with an existing asset number, a barcode, a QR code or UHF RFID. You can import your list, assign each asset to a location, unit or user, record changes and run stocktakes that show differences right after the count. You do not need a scanner or a label printer to begin: a smartphone and basic records on the free tier are enough. See pricing.
Frequently asked questions
What information does a barcode on an asset contain?
Normally only an identifier. The system uses it to look up the record, which holds location, owner, history, documents and photos.
Do I need a barcode scanner to start?
No. A smartphone camera reads barcodes. Dedicated scanners help later if volumes are large or conditions are rough.
Barcode or QR code for assets?
Both work. A barcode is simple and fine for short identifiers on flat surfaces. A QR code holds more and tolerates some damage. You can mix them across asset groups.
Can I keep my existing asset numbers?
Yes. You can import your list and encode the existing numbers in labels, so tags already on equipment stay valid.
How do I handle damaged labels?
Name an owner for re-labeling. A count should list unreadable labels as a separate group so they are replaced, keeping the same number.
See a count with barcode scanning
Bring a sample of your asset list. We will show a short demo of labeling and scanning on your own data.
Module: Remanently Asset Management (EAM) · Pricing · Contact · Get started