How to label assets and equipment for the long term

How do you build a sensible numbering scheme?

Every asset receives exactly one unique inventory number that it keeps for its entire service life. A simple sequential number without embedded meaning has proven best, because location, cost centre and department change over the years - while the number must stay the same.

A lean structure such as a two-letter company prefix plus a six-digit running number (for example DE-004711) is enough for most operations. If you run several sites, keep the number ranges cleanly separated so areas never overlap. The link to cost centre and location belongs in the asset register, not in the number itself.

• One number per asset, permanent and unchangeable.
• Sequential rather than descriptive - location and department change.
• Separate number ranges per company or site.
• Optional check digit to catch typos during manual entry.
• Central issuing point so no gaps or duplicates arise.

Which label material lasts where?

The material determines the lifespan. For indoor office and workshop conditions, printed polyester is sufficient - it is UV-stable and survives ten years and more. Where oils, solvents, heat or outdoor weather attack the label, metal tags of anodised aluminium or stainless steel come into play.

The adhesive matters just as much. A permanent acrylic adhesive bonds to metal, painted surfaces and many plastics. On powder coating, low-energy plastics or rough surfaces you should test adhesion first and degrease the area with isopropanol.

Barcode or QR code on the label?

A machine-readable code speeds up stocktaking and booking considerably. For plain digits and letters, the linear Code 128 is widespread and very compact. Where space is tight or extra data such as a URL to the asset file should be stored, the two-dimensional QR code or Data Matrix is the better choice.

• Code 128: linear barcode, ideal for alphanumeric inventory numbers.
• QR code: robust against partial damage, links to the digital asset file.
• Data Matrix: very small, good for tools and small parts.
• Always print human-readable text as well - for manual reading.
• Keep a sufficient quiet zone around the code for reliable scanning.

How do you protect labels against tampering?

So that an asset label cannot be quietly peeled off and reattached elsewhere, security labels are used. Void labels leave a visible checkerboard or VOID pattern on the surface when removed and cannot be reused residue-free.

• Void labels for IT hardware and mobile devices.
• Ultra-destructible labels for especially valuable assets.
• Sequential serial number on the security label against swapping.
• Placement in a visible but hard-to-manipulate location.

Frequently asked questions