Asset tagging checklist

Project details

1. Plan

• Decide what gets tagged (e.g. capitalised assets above the threshold, plus portable and attractive items)
• Choose the tag technology per asset class (see the RFID vs QR vs NFC selector)
• Define the asset-ID format and who issues numbers; IDs are never re-used
• Choose label material per environment: indoor, outdoor/UV, heat, washdown, on-metal
• Define a placement standard per asset class — visible, flat, clean, consistent position
• Test sample tags on real surfaces, especially metal, curved, textured and outdoor assets
• Order tags with a spare allowance (see the tag quantity calculator)
• Decide the sequence: register-then-tag, or tag-then-register, and who updates the register

2. Prepare

• Surface-cleaning supplies (e.g. isopropyl alcohol wipes) and lint-free cloths
• Gloves; applicator or squeegee for larger labels
• Phones or scanners charged, signed in and tested on a sample tag
• Route and location list; access arranged
• Tags organised in sequence; spare tags counted
• Tagging logs printed; one per team

3. Apply

• Clean the surface and let it dry completely
• Apply within the adhesive’s recommended temperature range
• Place in the standard position; avoid moving parts, hinges, vents, seams and heavy-wear areas
• Press firmly across the whole label for the adhesive to bond
• For RFID/NFC on metal, use on-metal tags; otherwise keep standard tags off metal edges
• Scan immediately to verify, and link the tag to the correct asset record
• Photograph the placement for the first item of each class to set the standard

4. Verify & close

• Spot-check a sample (e.g. 5–10%) for placement, adhesion and a successful scan
• Reconcile the number of tagged assets against the register
• Record exceptions (untaggable items, access issues) with reasons and follow-ups
• Store spare tags securely and record the remaining stock
• Update the tagging procedure with lessons learned