Asset Tag Barcodes for Equipment Tracking

What goes on an asset tag

• A unique, never-reused asset number, for example IT-2026-00417.
• The barcode encoding exactly that number, usually Code 128 or Data Matrix.
• The number in readable text for manual entry.
• Optionally the organisation name and a return-if-found phone number.

Picking the symbology

Code 128 is the common choice for flat surfaces with room for a strip label, and Code 39 remains in use in some older systems. Data Matrix fits on small or curved items like cables, handheld tools and medical equipment, and is the code used for direct part marking when the code is engraved or laser-etched into metal or plastic. A QR code works too, and can contain a link to the asset record if your system has web pages per item, but avoid putting confidential details into the code itself.

Making tags that last

Paper labels wear out quickly on handled equipment. Use polyester or laminated labels for IT equipment and tools, and metal or anodised tags for outdoor or heavy-duty use. Place the tag where it is visible without moving the item but protected from friction, and apply it to a clean, flat surface.

During audits, load the asset list as an expected list in the scanner. Scanned items are ticked off, missing ones remain open, and unknown tags stand out, so you can export the differences for reconciliation.

How to make it

1. Open Print and choose Number sequence, or import your asset register as CSV.
2. Set the prefix, start number and zero-padding, for example IT-00001.
3. Select Code 128 or Data Matrix and enable printing of the value and an optional title.
4. Print a test sheet at 100% scale, check scanning, then print the full set.

Frequently asked questions