What is an asset tag? It’s a small label with a big job—helping you keep track of your company’s valuable equipment. From laptops and servers to machinery and tools, asset tags are the backbone of smarter inventory, maintenance, and compliance.
If you’ve ever lost track of a device, wasted time hunting down serial numbers, or dreaded audit season, this guide is for you. We’ll break down the benefits of asset tags, the different types available, and how to choose the right one for your business.
What Is an Asset Tag?
An asset tag is an identification label affixed to a physical asset to uniquely identify it. These durable tags usually include a unique code – such as a barcode, QR code, or RFID chip – that links the item to its record in an asset management system.
In practice, asset tags are attached to everything from servers and routers to laptops and machinery so organizations can track where each item is and what its status is.
Essentially, asset tags form the basis of modern inventory control and asset tracking, ensuring accurate audits and efficient management of IT hardware and other equipment.
Why Use Asset Tags? (Benefits and Uses)
Asset tags support many aspects of asset management. They provide a simple, reliable way to track inventory, maintain equipment, and prevent loss. Key benefits include:
-
Inventory Tracking: Asset tags enable easy cataloging and tracking of assets. Scanning a tag updates the asset database automatically, so IT teams always know what assets exist and where they are.
-
Maintenance & Documentation: Tags help automate maintenance workflows. When a tagged asset is serviced, technicians scan the tag to log work and schedule the next maintenance, making the process more efficient.
-
Loss Prevention: Unique tag IDs make it easier to locate missing or stolen items. Tamper-evident tags in particular deter theft of high-value assets by showing if a tag has been removed.
-
Compliance & Auditing: In regulated industries, asset tags provide a clear audit trail. Each tagged asset has a record of its lifecycle (purchase date, location changes, disposal, etc.), simplifying audits and regulatory reporting.
-
Operational Efficiency: Overall, asset tags reduce manual data entry and human error. They free staff from having to record serial numbers by hand and ensure asset records are accurate and up-to-date.
Also Read: Asset Tagging: A Key to Efficient Asset Management
Asset Tag vs. Serial Number
It’s important to distinguish asset tags from serial numbers. A serial number is a unique code assigned by a device’s manufacturer (a hardware identifier). By contrast, an asset tag is assigned by the organization for its own tracking purposes.
In other words, serial numbers tell you what device it is (manufacturer and model), while asset tags tell you which numbered item it is in your company’s inventory. For example, you might scan an asset tag on a laptop to pull up its record in your IT database, even though the laptop also has a factory-printed serial number. In practice, many IT teams use the asset tag ID as the primary key in their system, with the serial number stored as additional data.
Asset Tag Examples
Asset tags come in various forms depending on the environment and needs. Common examples include:
-
Barcode Labels: Simple printed tags with a 1D barcode (or QR code) that can be scanned with a handheld scanner or smartphone. These are cost-effective and widely used on computers, servers, and office equipment.
-
QR Code Stickers: Two-dimensional codes that store more information. Smartphones and tablets can quickly scan QR code tags to pull up asset details in a database.
-
RFID/NFC Tags: Passive radio-frequency tags that allow contactless scanning. RFID tags are useful in data centers or warehouses where many items move around. NFC tags (a subtype of RFID) work over very short ranges and can be read by smartphones for quick asset checks.
- Metal or Durable Tags: Tough tags made of anodized aluminum or polyester, often laser-engraved with the asset ID. These are used on machinery, vehicles, or outdoor equipment because they resist wear, chemicals, and temperature extremes.
-
Specialty Tags: Two-part asset labels, color-coded tags, and tamper-evident labels are also used in specific cases (e.g. one label on the asset and a matching receipt tag). In every case, the key is that the tag carries a unique identifier so the asset can be reliably tracked.
Comparison of Barcode, QR Code, and RFID/NFC Asset Tags
Barcodes are the most widely used and cost-effective tagging method, ideal for standard inventory tracking. They’re cheap (just a few cents per label), easy to print, and supported by simple scanners. But they require a direct line-of-sight and can only store a small amount of data—typically just a short numeric ID. If the label gets scratched or smudged, it’s game over.
QR codes offer a step up, especially when you need to store more data. They can hold thousands of characters (way more than barcodes), and they’re still inexpensive to generate. Plus, they can be scanned with smartphones—no extra hardware needed. They’re great for linking to digital records or manuals. But like barcodes, they still rely on line-of-sight and can wear out over time.
RFID and NFC tags are in a league of their own. They don’t need line-of-sight to be scanned, can be read in bulk from a distance (up to 100 meters for active RFID), and are incredibly durable—often encased in plastic or metal for harsh environments. They’re perfect for large-scale asset tracking in warehouses, hospitals, or manufacturing. The tradeoff? They cost more (tags range from 10 cents to $50 depending on type), and setup is more complex—you’ll need specialized readers and system integration.
In short:
-
Use barcodes for basic inventory and low-budget environments.
-
Go for QR codes if you need more info stored or mobile scanning.
-
Choose RFID/NFC when you need bulk scanning, durability, and automation.
Asset Tagging Procedure
Organizations typically follow a documented process for tagging assets. A common procedure involves steps like these:
-
Identify & Classify Assets: Compile a list of all assets to be tagged (fixed vs. movable, by department or type).
-
Select Tag Types: Choose the appropriate tag for each asset (for example, paper barcode labels for office computers, RFID tags for high-value devices, or metal tags for outdoor equipment).
-
Attach & Register Tags: Affix each tag to its asset, then scan or enter the tag ID into the asset management database to create the asset record.
-
Monitor & Update: Use the software like TAG Samurai to track tagged assets over time. Regularly scan or audit tags to update locations, maintenance status, or end-of-life plans.
Ready to improve your asset tracking? Contact us for a free demo of our fixed asset management software. Our solution includes built-in asset tagging and tracking tools to simplify inventory control, maintenance scheduling, and reporting. Try it today to see how easily you can tag your assets, scan them with a phone or scanner, and manage your entire inventory from one platform.
- Asset Management Hierarchy Guide: Why Structure Matters - 26/06/2025
- Physical Assets: Examples and How to Manage - 19/06/2025
- What Is an Asset Tag and Why It Matters - 12/06/2025