How to Tag and Number Assets: Asset Register Setup Guide

A clean numbering system and a good register make tagging worth the effort. Follow these steps.

1. Define what to tag

Set a value or type threshold, such as all furniture, ICT equipment, laboratory equipment, vehicles and machinery above a chosen value.

2. Design your numbering scheme

Use a structure people can read: ORG-CATEGORY-00001. Example: SCH-ICT-00042. Rules that help:

• Numbers are unique and never reused, even after disposal.
• Keep a fixed length with leading zeros.
• Do not encode changing information such as location or custodian.

3. Build the register

Minimum columns: asset number, description, category, make and model, serial number, date acquired, cost, location, custodian, condition, and status. Add photo and funding source for donor projects.

4. Choose tags

Pick the material and code that fit the asset and environment. See our asset tag guide.

5. Place tags consistently

Put tags in the same position on each asset type, on a flat clean surface, visible but not in the way. See size and placement.

6. Tag and verify

Attach tags, scan or enter numbers, photograph if needed and confirm each record against the physical asset.

7. Maintain the register

Update on purchase, transfer, disposal and audit. Do an annual verification and investigate missing items.

Need help?

Our Asset Tag Design and Numbering Setup, on-site tagging and asset audit and register service can do this for you.