Asset Labels

All organizations face continued demands for higher productivity. While much of the traditional focus has been on increasing the productivity of manufacturing processes, there have been equally significant strides in increasing productivity in other business functions through the use of automated identification processes to track the use and movement of assets.

Assets include all property owned or controlled by the organization. They range from raw materials, work-in-process, finished goods, manufacturing equipment, office equipment and furniture, books, software, etc.

In a recent survey of over 100 companies, the vast majority (over 80%) still manually track assets, resulting in inaccurate inventory data and valuation. Of those using manual systems, they all admitted to significant inventory errors. One in ten admitted to significant annual write-offs due to lost assets. Six out of ten admitted to significant lost time in searching for lost assets (admitting one to 10 searches each day) and consequently the additional expense of overstocking assets and inventories as a back-up plan because of shrinkage. One out of two admitted that the lack of real time identification of assets and inventory was a key constraint to streamlining their supply chain.

OBJECTIVES:
Regardless of the type of organization, there are a number of common objectives of asset management. They include:

3. Controlling inventory; positive location identification, preventing duplication or unnecessary purchases.

4. Facilitating financial record keeping, asset value, depreciation schedules, etc.

5. Maintaining asset utilization data including who is using the asset, inventory levels, maintenance requirements, date of purchase or manufacture, warranties, etc.

GOAL:
The goal is to provide the most accurate information for decision making within the organization. Computerized systems provide the means to collect and disseminate this information most readily and accurately.

IMPLEMENTATION:
There are a few common steps to implementing an asset management program:

1. database development:
In order to manage assets they must be identified, quantified, and tracked. Data on each asset needs to be created and updated as required in order to maintain accurate and timely decision making information for the organization. The objective is to record asset changes…when an asset location changes, when asset ownership or possession changes, or when the asset value changes. The type of asset and how the organization utilizes it largely determines what type of data is required on each asset. That data may include a description of the asset, the original value of the asset, the date the asset was acquired, warranty period, where it is located, the asset category or type, and the expected useful life of the asset for depreciation purposes. The type of information required and the physical location of the asset may require different types of information access, either on site or via a centralized database. No matter what the exact information desired, establishing a dedicated asset database to track asset activity is recommended.

2. identifying assets:
Standard practice is to identify each asset with a unique asset number. Duplicate assets (i.e. fifteen identical computers) are each allocated individual asset numbers and listed as separate assets in the database. This simplifies the inventory process and ensures that each asset is positively and uniquely identified as organization property. Typically, different number series are used to differentiate types of assets by type and/or location. To identify the location of assets that may frequently be moved, it is common to place a numbered label in the doorjamb of each office or storage area. This label will have a different number series than those of assets and will help identify the location of assets within the area.

3. the asset <=>information connection
In order to make any asset tracking system achievable, be it a simple manual record keeping system to a real time data access system, each and every asset needs to be uniquely identified via a label so it may be linked to the correct asset information. The key is to create a process that provides the speed and accuracy required by the organization.

It is critical that the number series in the database be unique, meaning each number different and no duplicate numbers. Today, most manufacturers of expensive equipment identify each unit with a serialized number label. Unfortunately it was impossible to prevent different manufacturers from using similar number series. To overcome this problem, the Uniform Code Council (UCC) adopted a worldwide application identifier in 1995. It is known as AI (8004). Basically, a prefix is added to the manufacturer ID number and product serial number.

The tracking and managing of asset inventory is one of the most common uses of bar code systems. Bar coding minimizes the time and maximizes the accuracy of inventory procedures. They also tend to provide some degree of security in the labeling process.
In most applications, traditional linear bar codes are used. A standard linear bar code would include an encoded, unique asset number (In some applications, access to a database is not possible. In those cases, two-dimensional bar codes can be utilized. 2D bar codes contain unique data about each asset in the encoded data).

Typically, a portable data entry terminal (PDT) is used to gather the asset inventory data. The appropriate portable data terminal (PDT) must be chosen for tracking the assets. A key in choosing the PDT is the ease in which the unit can be used in the overall operating system. The PDT is loaded with a program designed to prompt the operator to input specific data such as location or asset number. The operator can either key in the data manually through the PDT keyboard, or through the use of an input device such as a scanner, which can be attached to the PDT to facilitate data collection. This is the point at which bar code technology excels in speed and accuracy versus human input. The scanning device utilized with the PDT can be either a contact scanner (i.e. a wand) or a non-contact scanner (i.e. a laser). A non-contact scanner usually has a range of five to twenty inches. As a result, non-contact scanners provide a great deal of convenience when trying to scan bar code labels on assets in hard to reach locations. When the data collection is complete, the PDT memory is full, or when the operator's shift is over, the collected data can be uploaded to the computer. This can be either a direct cable connection to the host computer or through a modem.

1. application surface:
Assets are made from a variety of materials. These materials can range from low/high surface energy plastics to wood (finished or unfinished surfaces), metal (painted or unpainted), glass, etc. The surfaces may be flat to sharply curved to flat, rough to smooth, dry to wet, clean or dirty, even film coated or oily.

2. environmental conditions:
Assets may be located indoors or outdoors, in hot or cold temperatures, humid or arid environments. They may be utilized in dark areas or in direct sunlight. Furthermore, assets may be exposed to a change in these conditions (i.e. an asset utilized in indoors may be later stored outdoors in cold and wet conditions).

3. special restrictions:
Assets come in an unlimited number of sizes and shapes. There may be limited areas on which to affix an asset label.

1. longevity:
It is critical that bar code print quality is sustained for the life of the asset. Issues impacting longevity include exposure to sunlight, ultra violet light, chemicals and abrasion. It is also necessary to ensure that the label remain affixed to the asset. Specific adhesives should be considered that adhere to a variety of surfaces.

2. security:
An additional function the label serves is to deter potential thieves by utilizing label components (face stocks and adhesives) that are tamper evident (i.e. "Void" material or destructible vinyl). To further deter potential thieves, a second label is frequently affixed to the asset in an inconspicuous place. Should the primary label be removed or destroyed, the secondary label can be utilized to identify the property.

3. differentiation:
One of the key considerations in identifying assets from one another is some visual distinction…colors, shapes, designs, or human readable prefixes.

4. unique identification:
The primary purpose of the label is to uniquely identify the asset as organization property. It must include a unique number for that asset.

PRODUCT DESIGN:
Asset labels can be made from a variety of materials. The issues to consider when choosing label material include durability and security. Durability can be achieved through the use of synthetic materials, aggressive adhesives, and over-laminates. Security can be achieved through the use of tamper-evident or destructible materials.

2. facestock options:
Material options include synthetic, tamper-evident (a "VOID" message is left when the label is removed), destructible (the label cannot be removed in one piece after it has been in place3 for at least 24 hours), destructible, or paper stocks. It is important to remember that over-laminating the facestock would be normal practice for durability. However, with the advent of resin ribbons on a polyester facestock, some users are not choosing to use an over-laminate. If assets are stored or frequently used outdoors, polyester, tedlar, or Teflon facestocks with a polyester over- laminate is recommended, depending upon the length of time the asset will be outdoors.

3. adhesive options:
An aggressive permanent adhesive providing lifetime bonding is recommended to prevent removal of the label. In some cases the adhesive must withstand cleaning solutions used on tools and equipment. Generally, one or two mils of adhesive will provide the desired bonding.

4. laminations:
Since most durable assets that are labeled will be used for years, a durable lamination is required to protect the information and bar code from scraping, dings, etc. A heavy weight over-lamination is recommended. In some cases the lamination must withstand the use of cleaning solutions applied to clean the surface of the asset and/or the surface of the label.

5. size:
Asset identification information (i.e. a bar code, human readable number, and company name) does not require a great deal of space. As a result, most asset labels are small in size, ranging from 3.5" x 1.5" to 1.25" x .5." This is contingent upon the amount and size of information required on the label.

6. printing:
These products are normally preprinted so the product can be over-laminated in production for long term print protection. Others are being printed using thermal transfer printers and resin ribbons, without over-lamination. Preprinting company name and logo helps identify the asset as company property. Furthermore, the use of preprinted colors, designs, and other human readable information may help differentiate assets by department, use, value, etc.

7. numbering:
A unique numbering series (consecutive) with or without identifying prefixes should be used. This would include a bar code and at least one human readable number. Additionally a check digit should be included to insure scan-ability should the code be damaged. Code 39 had been the bar code symbology of choice until more recently. Due to number sequence sizes, a more dense code, Code 128 is now preferred.