A barcode represents data as a visual pattern that a scanner can read. The familiar 1D (linear) barcode encodes characters in the widths of black bars and white spaces; 2D barcodes such as QR codes and Data Matrix encode data in a grid, holding more information in less space. Barcodes are the most widely used identification technology in the world: cheap to print, supported by almost every scanner and inventory system, and well understood by staff.
How barcode scanning works
A laser scanner sweeps a beam across the bars and measures the reflected light; an imaging scanner or phone camera takes a picture and decodes it in software. Either way, the scanner needs a clear line of sight to the label and reads one barcode at a time. The decoded value — usually an asset number — is sent to software, which looks it up in the register.
Common barcode symbologies for assets
| Symbology | Type | Notes for asset tagging |
|---|---|---|
| Code 128 | 1D | Compact, encodes letters and numbers; a common default for asset labels |
| Code 39 | 1D | Older and wider for the same data; still common in legacy systems |
| EAN / UPC | 1D | Retail product codes — identify a product type, not an individual asset |
| Data Matrix | 2D | Very small codes; used for marking parts and tools, including direct part marking |
| QR code | 2D | Readable by any phone camera; can hold a URL |
What a barcode number means
A barcode is just a container for a number or text; the meaning comes from whoever assigned it. On retail products, an EAN-13 barcode holds 13 digits issued under the GS1 system: a company prefix, an item reference and a final check digit calculated from the other digits, which lets the scanner catch a misread. A 12-digit UPC-A code, common in North America, works the same way. On an asset label, the number is usually your own asset ID, such as AST-004217, encoded in Code 128 or a QR code. The scanner reads the ID and the asset register supplies everything else: description, location, custodian and history.
Common barcode mistakes
- Using the manufacturer's product barcode as the asset ID. Identical items share it; print your own unique labels.
- Labels too small or glossy for the scanner. Test print size and finish with the phones or scanners you will use.
- Duplicate numbers. Generate IDs from one sequence, for example with the free asset ID generator, and never reuse a retired ID.
- Encoding details instead of an ID. Descriptions change; the label should not need reprinting when an asset moves.
Barcode vs RFID
The choice usually comes down to how many assets you count and how often. Barcodes are cheaper per label and need only a scanner or phone, but every item has to be found, turned and scanned. RFID tags cost more but can be read without line of sight and in bulk, and fixed RFID readers can detect movement automatically — something barcodes cannot do. For a few hundred assets audited once a year, barcodes are often enough; for thousands of assets counted frequently, RFID can save substantial labor. Our RFID vs barcode calculator lets you model that trade-off with your own numbers.
Barcode label best practice
- Use durable label stock suited to the environment — polyester or metal for industrial and outdoor assets.
- Print the human-readable number beneath the bars.
- Keep a quiet zone either side of a 1D barcode; scanners need the margin to find the start and end.
- Place labels consistently (for example, top-right of the rear panel) so auditors know where to look.
- Keep IDs unique and never reuse a retired asset's number.
Advantages and limitations
| Advantages | Limitations |
|---|---|
| Very low cost per label | Needs line of sight; one scan at a time |
| Universal scanner and phone support | Labels wear, fade and can be damaged |
| Easy to print on demand | Easy to copy — a scan proves a label was seen, not the asset |
| Familiar to staff | No automatic detection of movement |
How Asetavo uses barcodes
Barcode tagging is included on every Asetavo plan. You can label assets with barcodes, scan them with the mobile app during a stock-take or check-out, and add NFC or RFID tags to the same asset later as your needs grow — the asset record stays the same. For printing, scanning and auditing with labels, see barcode and QR code asset tracking.
