Asset tracking with barcode, QR and RFID tags
Effective asset tracking starts with choosing the right identification and scanning technology for each asset and its operating environment. Barcode, QR code and RFID technologies provide different approaches to identifying assets, capturing information and supporting audits.
The right choice depends on factors such as asset type, environmental conditions, required read range, tracking workflow, budget and future scalability. When appropriately selected and implemented, these technologies help organisations maintain more accurate asset records and improve visibility across the asset lifecycle.
Why should assets be tagged?
Asset tagging creates a reliable link between a physical asset and its digital record. A unique tag allows an asset to be identified consistently during audits, location checks, maintenance and other operational activities.
When asset identification is combined with an accurate asset register, organisations can more easily confirm where assets are located, who is responsible for them and whether the information recorded about them remains accurate. This helps reduce the risk of unidentified or missing assets and supports stronger accountability throughout the asset lifecycle.
Further reading: Learn how regular asset audits improve operational reliability and help maintain accurate asset records in Asset Audits and Operational Reliability.
An effective asset tagging system provides a consistent process for identifying, recording and maintaining information about physical assets. The process includes:
- Attaching a unique tag or label to each asset
- Capturing the tag and relevant asset information
- Recording the information in the asset register
- Periodically auditing assets to confirm their location and record accuracy
What are Barcode and RFID asset tags?
An asset tag provides a unique identifier that connects a physical item to its asset record. Tags can use different identification technologies, including barcodes, QR codes and RFID, depending on the asset, environment and tracking requirements.
Hardcat supports a range of tag types and identification technologies, including durable labels, metal tags, RFID tags and QR codes, helping organisations select an approach suited to their assets and operating conditions.
What is Barcode Asset Tracking?
Barcode asset tracking uses machine-readable barcode labels to give individual assets a unique identifier. When scanned, the barcode connects the physical asset to its record, allowing organisations to capture information such as asset location, status and identification details.
Barcode tracking can provide a practical and cost-effective approach for organisations that need reliable asset identification and audit capability across large numbers of assets.
What is RFID Asset Tracking?
RFID asset tracking uses radio-frequency technology to identify tagged assets without requiring the tag to be directly visible to the reader. Depending on the RFID technology and operating environment, multiple assets can be identified quickly, supporting faster audits and more efficient asset movement and location checks.
RFID can be particularly useful where assets are numerous, frequently moved or difficult to scan individually. Tag selection, reader configuration and the operating environment all need to be considered to achieve reliable results.
Key Benefits of Barcode Tracking
Barcode tracking provides a cost-effective and practical way to identify and manage large numbers of assets. It can support accurate asset records, straightforward audits and efficient location checks across a wide range of operating environments. Key benefits include:
- Cost-effective identification – suitable for organisations managing large asset populations.
- Simple scanning – supports straightforward asset audits and location checks.
- Flexible labelling – barcode labels can be produced in different sizes and formats.
- Improved asset accuracy – connects physical assets to consistent asset records.
Key Benefits of RFID Tracking
RRFID technology can streamline asset identification and data collection by allowing tagged assets to be identified without requiring direct line-of-sight. Depending on the technology and operating environment, multiple tags can be read quickly, supporting faster asset audits and more efficient asset movement and location checks. RFID tags can also be designed for durability and specific operating conditions. Key benefits include:
- Contactless identification – identifies tagged assets without requiring direct line-of-sight.
- Faster asset audits – supports rapid identification of multiple tagged assets.
- Multiple-tag reading – can identify multiple assets during a single reading process, depending on the RFID system.
- Reduced manual data capture – helps reduce the need for manual identification and data entry.
- Suitable for challenging environments – RFID tags can be selected for different materials, surfaces and operating conditions.
Further Reading: Want to understand how barcode and RFID technologies fit into a complete asset tracking strategy? Read our guide to Asset Tracking and learn how organisations improve visibility, accountability and lifecycle management using modern asset tracking solutions. Asset Tracking: Complete Guide
Automatic RFID Asset Tracking
Tracking assets automatically with RFID fixed readers offers two major benefits: automated workflows relating to asset movements and automated asset data collection. RFID fixed readers, mounted on walls, ceilings or doorways, scan RFID tags automatically, ensuring that an asset’s last seen location is recorded in the asset register.
RFID fixed readers have a fast read rate and consistent performance in many environments. They can have a reading distance of up to 30 metres, depending on the use case, including how assets are carried, stored or moved through fixed reader gantries. Fixed RFID solutions require extensive testing at each location against the specific use cases for the assets, together with appropriate RFID tags, to achieve optimum results.
What you need to consider when tagging assets
Every organisation has unique assets, operating environments and operational requirements. Hardcat works with clients to recommend the most appropriate labels, RFID tags, scanners and readers for each application. By considering factors such as asset materials, environmental conditions, scanning requirements and operational workflows, we help organisations implement an asset identification strategy that supports long-term operational success.
There is no single tag or identification technology that is right for every asset. Tag selection should consider the asset itself, the operating environment, how the asset will be scanned or read, and the information that needs to be captured.
Environment and Surface
Consider the environment in which the tag will be used, including whether it will be indoors or outdoors, temperature extremes, exposure to weather such as sun, rain and wind, and the surfaces to which the tags will be attached. Factors such as UV stability, chemical resistance, tear resistance, waterproofing and suitability for materials such as metal should all be considered.
If assets have different surface types, a different tag may be required for each application. While this may be less critical for standard barcode or QR code tags, it is particularly important when using RFID tags.
An RFID tag’s antenna is sensitive to the material it is attached to because of the way it sends and receives signals. Attaching a tag to an incompatible surface material can result in reduced read range, a lower read rate or no reading at all.
Metal is one of the most common surface materials that can affect RFID performance when the wrong type of tag is used. Metal can cause problems with RFID for two reasons:
- Metal reflects and interferes with RFID signals.
- Standard RFID tags are generally designed for use on non-metallic surfaces such as plastic, wood and cardboard, rather than directly on metal surfaces.
There are two common ways to address this issue. You can either use a metal-mount RFID tag with a built-in backing designed for use on metal, or place a suitable non-metallic material, such as foam, between the RFID tag and the metal surface.
Tag Position
Consider the advantages and disadvantages of different tag positions. When selecting a tag location, think about how accessible the tag will be when it needs to be scanned or read, such as during an asset audit. A tag positioned on the back or underneath an asset may be difficult to access, while some positions may expose the tag to tampering or increased wear and tear.
RFID tags do not require direct line-of-sight to the reader, which means they can sometimes be embedded inside an item or positioned where the tag is not visible. Hand-held RFID scanners and readers use radio waves to identify RFID tags, which can pass through some materials. However, the ability to read a concealed or embedded tag depends on the tag, reader, material and operating environment.
Tag Size
The size of a barcode label depends on the data encoded and the available space on the asset. Tag selection should also consider the available mounting area and the distance from which the tag needs to be scanned during audits.
RFID tag size can influence read performance and range, but the relationship depends on the tag design, reader, operating environment and application. Larger RFID tags may support longer read distances in some applications, while smaller tags may be more suitable where space is limited or shorter-range scanning is required.
Tag Material
The asset tag material and attachment method (e.g. adhesive, rivets, key rings) are important considerations. Tags can be made from various materials such as synthetics, aluminium and stainless steel, and can be selected to withstand abrasion, extreme temperatures, weather, UV exposure and chemicals.
Polyester barcode tags can provide long-term durability in indoor and outdoor environments, while aluminium foil and rigid metal tags can provide additional durability for demanding applications and curved or flat surfaces.
RFID transponders are available in materials such as hard plastic, ceramic and metal, depending on the application and environmental requirements. Tag selection should consider factors such as temperature, moisture, physical impact and the expected service life of the asset.
Inside or Outside of Item
An RFID scanner does not need direct line-of-sight to an RFID tag. Depending on the tag, reader and material, RFID tags can sometimes be placed inside or underneath equipment and still be read. Hand-held and fixed RFID scanners and readers use radio waves to identify tags, which can pass through some materials.
This means an RFID tag can be concealed from view while remaining identifiable by the reader. Barcode readers, however, generally require the barcode to be visible to the scanner.
Information on Tag
Asset tags primarily support identification and tracking by providing a unique identifier that links the physical asset to its record in the asset management system. Depending on the organisation’s requirements, additional information may also be included on the tag, such as a company logo, serial number or manufacturer information.
For barcode and QR code tags, the amount of information displayed can affect the physical size and readability of the label. RFID tags store information electronically, so tag selection should also consider the required data capacity and how the information will be used.
Connect asset identification with asset management
Barcode and RFID technologies are most valuable when the information they capture is connected to the asset record. Hardcat Barcode and RFID Tagging Solutions integrate with Hardcat Lebosi, connecting physical asset identification with asset management, audits, maintenance, inventory and lifecycle information.
This provides a consistent link between the physical asset and its digital record, helping organisations maintain accurate asset information and act on it throughout the asset lifecycle.
Hardcat works with specialist partners to provide physical tags and reader technology alongside asset management software. These tags and readers enable accurate and efficient identification of assets, whether scanned up close or read at a distance. Hardcat Lebosi supports a variety of barcode symbologies and RFID technologies, including active and passive RFID.
Discover the full capabilities of Hardcat Lebosi
Download our Hardcat Lebosi Product Guide (PDF) to explore the complete Enterprise Asset Management platform, including barcode and RFID technologies, asset audits, inventory management, maintenance, enterprise integrations, reporting capabilities and implementation approach.
