<p>Asset tags are labels used to give equipment and other valuable items their own identifiable reference. They are commonly attached to laptops, computers, machinery, tools, office equipment and other assets that a business or organisation needs to keep track of.</p>
<p>A simple asset tag might contain nothing more than a company name and unique number. More advanced versions can include a barcode or QR code linked to an asset register, making it much easier to record where equipment is, who is responsible for it and when it was last checked.</p>
<p>We've been manufacturing asset labels in the UK for many years and one of the things we've learned is that there isn't a single type of asset tag that's right for every job. The material, adhesive, size and printed information should be chosen according to the item being labelled and the environment in which it will be used.</p>
<h2>What Is an Asset Tag?</h2>
<p>An asset tag is a physical identification label attached to an item owned or managed by an organisation. Each tag will normally carry a unique asset number so the item can be matched to a record in an asset register or inventory system.</p>
<p>For example, a company with 200 laptops might assign every laptop its own number. Rather than relying on the make, model or serial number to identify a particular machine, staff can simply refer to its asset number.</p>
<p>The same principle can be used for anything from office furniture and IT equipment to tools and industrial machinery.</p>
<h2>How Do Asset Tags Work?</h2>
<p>The tag itself identifies the equipment. The information behind that number is normally held separately in an asset register, spreadsheet or dedicated asset management system.</p>
<p>A business might record information such as:</p>
<ul> <li>Asset number</li> <li>Equipment description</li> <li>Manufacturer and model</li> <li>Serial number</li> <li>Department or location</li> <li>Person responsible for the equipment</li> <li>Purchase date</li> <li>Warranty information</li> <li>Inspection or maintenance dates</li> </ul>
<p>When an asset is moved, assigned to another employee, repaired or eventually disposed of, its record can be updated without changing the physical identification number attached to it.</p>
<h2>Examples of Asset Tags</h2>
<p>Asset tags don't all look the same. Their design depends on what needs to be identified and how the organisation manages its equipment.</p>
<p>Common examples include:</p>
<ul> <li>Sequentially numbered asset labels</li> <li>Barcode asset tags</li> <li>QR code asset tags</li> <li>Company-branded asset labels</li> <li>Property identification labels</li> <li>Tamper-evident security labels</li> <li>Durable labels for industrial equipment</li> </ul>
<p>A small office may only require a company name and sequential asset number. A larger organisation managing thousands of items may use barcodes or QR codes so equipment can be scanned during an audit or stock check.</p>
<h2>What Are Asset Tags Used For?</h2>
<p>Asset tagging is useful wherever an organisation owns equipment that needs to be identified and accounted for.</p>
<p>Some of the most common applications include:</p>
<h3>Computers and IT Equipment</h3>
<p>Laptops, desktop computers, monitors, tablets, printers and other IT equipment are particularly well suited to asset tagging. These items are valuable, frequently moved and may be issued to individual members of staff.</p>
<h3>Schools and Colleges</h3>
<p>Schools use asset tags on laptops, Chromebooks, tablets, projectors, science equipment, musical instruments and other shared resources. Numbering equipment can make stock checks easier and helps identify which school or department an item belongs to.</p>
<h3>Tools and Machinery</h3>
<p>Asset identification can also be used for tools, machinery and equipment in workshops, warehouses and manufacturing environments. These applications may require a more durable material than would normally be needed for an office laptop.</p>
<h3>Office Furniture and Equipment</h3>
<p>Desks, chairs, screens, phones and other office equipment can all be assigned asset numbers, particularly when an organisation operates across several offices or locations.</p>
<h2>What Information Can Be Printed on an Asset Tag?</h2>
<p>One of the advantages of having asset tags made to order is that the information can be matched to the organisation's existing system.</p>
<p>Depending on the size of the label, this could include:</p>
<ul> <li>Company or organisation name</li> <li>Logo</li> <li>Sequential asset number</li> <li>Barcode</li> <li>QR code</li> <li>Telephone number</li> <li>Website address</li> <li>Department or site reference</li> <li>"Property of" wording</li> <li>Return instructions</li> </ul>
<p>Variable data can also be printed, meaning every label in an order can contain a different number, barcode or QR code.</p>
<h2>Barcode or QR Code Asset Tags?</h2>
<p>Both barcodes and QR codes can be used for asset identification, but the right choice depends on the system being used to manage the equipment.</p>
<p>Traditional barcodes are well established and can be quickly read using compatible barcode scanners. QR codes can contain more information and can often be scanned using smartphones and tablets.</p>
<p>If you already use asset management software, it's worth checking which barcode format the system supports before ordering labels. There is little benefit in choosing a particular code simply because it looks more modern if it doesn't work properly with the equipment or software you're using.</p>
<h2>Choosing an Asset Tag Material</h2>
<p>This is where it's worth looking beyond the appearance of the label.</p>
<p>A label being applied to a laptop in an office doesn't face the same conditions as one attached to equipment in a warehouse, factory or outdoor environment.</p>
<p>Depending on the application, asset labels can be manufactured from materials including polyester and vinyl, as well as specialist security and tamper-evident materials.</p>
<h3>Polyester Asset Labels</h3>
<p>Polyester is a popular choice for general asset identification because it provides a durable printed surface and is suitable for many types of office and IT equipment.</p>
<h3>Vinyl Asset Labels</h3>
<p>Vinyl can be used for a wide range of identification applications and can be produced with a strong adhesive. Where additional protection is required, a clear laminate can be applied over the printed information to help protect it from abrasion and other everyday wear.</p>
<h3>Tamper-Evident Asset Labels</h3>
<p>Where security is particularly important, a tamper-evident material may be more appropriate. Depending on the construction of the label, attempts to remove it can cause the label to break apart or leave evidence such as a VOID pattern.</p>
<p>It's important to distinguish these from standard asset labels. Not every asset tag is tamper evident, and there is little point paying for a specialist security material when a standard permanent label is all the application requires.</p>
<h2>Permanent or Removable Asset Tags?</h2>
<p>For most permanent company assets, a strong adhesive is normally preferable because the identification needs to remain with the equipment for a long period.</p>
<p>There are situations where a removable label may be more appropriate, however. The surface being labelled, expected lifespan of the equipment and likelihood of the tag needing to be removed should all be considered before choosing the adhesive.</p>
<p>If you're unsure, testing a sample on the actual surface is much better than making the decision based on appearance alone.</p>
<h2>Where Should an Asset Tag Be Placed?</h2>
<p>An asset label should normally be positioned somewhere that is easy for staff to find and scan but unlikely to be damaged through normal use.</p>
<p>On a laptop, for example, placing a label over ventilation slots, removable panels or frequently handled areas would be a poor choice. On machinery, consideration needs to be given to heat, chemicals, abrasion and moving components.</p>
<p>Consistency also helps. If every laptop within an organisation has its asset tag in approximately the same location, carrying out an equipment audit becomes much quicker.</p>
<h2>Choosing the Right Asset Tag</h2>
<p>Before ordering asset tags, consider:</p>
<ul> <li>What surface will the tag be attached to?</li> <li>Will the equipment be used indoors or outdoors?</li> <li>Will the label come into contact with cleaning products or chemicals?</li> <li>Does it need to show evidence of attempted removal?</li> <li>How much information needs to fit on the label?</li> <li>Will staff need to scan the tag?</li> <li>Does an existing asset management system require a particular barcode format?</li> <li>How long does the label need to remain readable?</li> </ul>
<p>Answering these questions first usually makes choosing the material, adhesive and size much easier.</p>
<h2>Asset Tags Made to Suit Your Equipment</h2>
<p>Data Label manufactures custom asset labels and asset tags for businesses, schools and other organisations throughout the UK.</p>
<p>Labels can be produced with your own branding, sequential numbering, barcodes, QR codes and other variable information, with different materials available depending on where and how the tags will be used.</p>
<p>If you're unsure which option is suitable, tell us what you're trying to label and the conditions the label will face. We can recommend an appropriate material and provide samples so you can test it before placing a larger order.</p>
<p>For prices, materials and custom printing options, take a look at our <a href="https://www.data-label.co.uk/our-products/asset-labels/">asset labels</a> range or contact our team for advice.</p>
<h2>How Do You Set Up an Asset Tagging System?</h2>
<p>An asset tagging system doesn't need to be complicated. Start by deciding which equipment needs to be recorded and give each asset a unique identification number. That number can then be printed on an asset label, either on its own or alongside a barcode or QR code.</p>
<p>The corresponding asset record can contain information such as the equipment description, serial number, location, department, purchase date, warranty details and maintenance history.</p>
<p>For larger inventories, barcode or QR code asset labels can make routine audits quicker by allowing equipment to be scanned rather than asset numbers being entered manually. The type of code you use should be compatible with the asset management system or process already in place.</p>
<p>Finally, choose an asset label material and adhesive suitable for the surface and environment. A label used on an office laptop has very different requirements from one attached to machinery in a factory or workshop.</p>Blog