How To: Barcode Tracking

March 22, 2024 • 3 min read
How To: Barcode Tracking
Home 5 Asset Tagging 5 How To: Barcode Tracking

Barcodes offer much more than you think. While you may associate them with the products you buy when you go grocery shopping, they offer more. In fact, barcodes can help you to organise your assets. Working in the same way that they do when you purchase something in a shop, barcodes can also increase productivity. However, not a lot of people are aware of this or the additional benefits. Using barcodes to help you track your assets is a smart move. When you use an equipment management system so you can access barcodes, you’re making an even smarter move.

Using Barcodes For Your Business

Did you know that almost every business out there could benefit from barcode tracking? When you start to use barcodes for the first time, the benefits may become obvious. When you use an equipment management system alongside barcodes you can track each asset’s:

  • Location
  • Insurance and warranty details
  • Instruction manuals and other manuals
  • The current (estimated) value
  • Current user
  • List of previous users
  • Place of purchase and cost at purchase
  • Maintenance schedule
  • And more

When you use the right management system/software you can make the most of all that barcodes have to offer. You can, in fact, track many different aspects of every asset. This allows you to have a lot of control. A direct consequence of this is that you can understand how your assets are used. Additionally, you can increase levels of security so you can have peace of mind.

Let’s take a closer look at how barcodes can benefit your business.

Business Asset Tracking

How Barcodes Can Benefit Your Business

There are many ways that barcodes can benefit your business. Some of them include:

  • Eliminates ghost assets
  • Improves security levels
  • Ensures better asset location tracking
  • Helps to improve the lifespan of every asset
  • Allows you to assign assets
  • Ensures only the right people gain access to assets
  • Easily accessible from a range of devices
  • Can help you track your personal belongings
  • Ideal for any business

It’s clear that there are many benefits associated with using barcodes to aid with asset tracking. If you use an equipment management system that allows quick access to your barcodes, you’re onto a winner.

How To Make A Start With Barcodes

Making a start with barcodes is fairly straightforward. One of the very first things you need to do is to decide which assets you want to track. Some people like to track a few of their assets, others like to track all of them.

Once you’ve made this decision it’s time to begin. Simply attach a barcode to an asset. Put it in a secure place that’s easily accessible. For example, you could place it inside a delivery vehicle’s door. Alternatively, you could attach the barcode to the back of a tablet.

Once you have attached the barcode you need to scan it. This is quick and easy. Scanning the barcode will automatically create and open up a digital profile. Now it will be time for you to add a lot of content to your digital profile. If you use a modern equipment management system, there should be plenty of chances for you to enter many different details. You could add insurance information, the instruction manual, a photograph of the asset, and a reminder for your maintenance schedules. In fact, the more details you add, the better as you may need them at some point in the future.

The next stage is for you to start using your management system and making the most of those barcodes. Did you know that as soon as you’ve created a digital profile you automatically begin tracking the asset? This is great news as it means you can have more control over each asset in no time at all.

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Tips For Using Barcodes And An Equipment Management System

One of the best things you can do when you use barcodes to track assets is to take at least one photograph of them. When you do, you make recognising the assets easier. Simply upload the photos to the digital profiles and you’re good to go. Another really useful thing you can do is to understand that you can access your equipment management system via multiple devices. You can access it via a desktop computer, a laptop, your phone, or a tablet. This will allow you to scan a barcode or access the online portal or app whenever or wherever you are.

Finally, consider grouping similar assets together for ease of access. For example, put all your factory machinery in one group and your warehouse equipment in another. Make finding the right asset easier by creating relevant groups.

Now it’s time to make barcode tracking work for you. There’s no time like the present.

Would you like to chat to an expert about using barcode tracking with an equipment management system? Contact us today at team@itemit.com.

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Beyond money saved, good inventory tracking makes operations smoother:

  • Faster picking and packing
  • Less time hunting for missing items
  • Better use of warehouse space
  • More productive employees
  • Smoother workflows between departments

These operational improvements create competitive advantages that make the inventory tracking process excellence a strategic asset.

Article by

Dr. Alex Wong is the CEO & Co-Founder of RedBite Solutions, a spin-out from the University of Cambridge and creators of itemit. For more than 2 decades, Alex’s innovations have disrupted industries and reimagined traditional solutions, delivering breakthrough results. A pioneer of the RFID EPC Network and IoT, Alex has shaped modern tracking technologies. RedBite powers the world’s largest RFID deployment across 60+ countries and launched itemit, a leading barcode, QR code, GPS & RFID SaaS tracking platform. Dr. Wong holds a PhD in Engineering from Cambridge and remains an embedded researcher, leading EU & Innovate UK projects to bridge research with real-world applications.

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Home 5 Asset Tagging 5 How To: Barcode Tracking

Asset tracking providers often present customers with two primary options: GPS technology or QR codes. These technologies frequently compete for market share, with many businesses unaware that they can serve similar functions. However, QR codes typically outperform GPS in versatility and functionality.

For businesses maintaining ICT asset registers or monitoring vehicle fleets, understanding the strengths and limitations of each system matters.

Let's examine these technologies alongside newer options like RFID and NFC to help you make better decisions about asset management.

GPS Tracking Technology Explained

GPS has become commonplace for drivers navigating unfamiliar routes. This satellite-based technology constantly transmits signals to your device, pinpointing your exact location. For asset tracking, GPS functions similarly by showing where specific items are located.

An interesting historical note: GPS was first developed for military applications before becoming available for civilian and commercial use.

Companies typically deploy GPS tracking for vehicle fleets, though many organisations also use it to monitor warehouse assets that move between locations. For complete information about managing physical business property, our guide on Fixed Assets provides valuable insights.

GPS for Business Asset Tracking

GPS tracking offers several distinct advantages for business asset management:

  • Real-time monitoring: GPS provides location data without requiring staff intervention, reducing human error while enabling 24/7 surveillance.
  • Geographic precision: Modern GPS systems achieve accuracy within 3-5 meters, sufficient for most commercial applications.
  • Theft recovery: According to insurance industry data, the ability to track stolen equipment improves recovery rates by up to 85%.
  • Movement history: Most GPS platforms store historical movement data, allowing businesses to analyse usage patterns and optimise asset deployment.
  • Geofencing capabilities: Companies can establish virtual boundaries that trigger alerts when assets leave designated areas, enhancing security protocols.
GPS technology

However, GPS technology brings notable limitations for comprehensive asset management:

  • Update frequency constraints: Standard business GPS systems refresh every 10-15 minutes, creating blind spots in high-speed movement scenarios.
  • Battery dependency: Active GPS trackers require power sources, necessitating regular maintenance or charging cycles.
  • Signal interference issues: GPS performance deteriorates inside buildings, underground locations, or areas with heavy concrete or metal infrastructure.
  • Implementation costs: Quality GPS hardware typically costs $50-300 per unit plus ongoing subscription fees ranging from $10-25 monthly per device.
  • Size and attachment challenges: GPS trackers remain too bulky for smaller assets and require secure mounting systems to prevent removal.
  • Limited data capacity: Unlike tag-based alternatives, GPS primarily delivers location data without storing extensive asset details.

These constraints explain why many operations managers complement GPS with alternative asset tracking tags that address these limitations. For stationary assets or equipment housed primarily indoors, passive tracking systems often deliver better value and functionality.

QR Code Technology

QR (Quick Response) codes resemble traditional barcodes but store significantly more information in their square matrix pattern. Nearly any smartphone or tablet can scan and interpret QR codes within seconds, making them highly accessible.

QR codes have quietly integrated into daily life—restaurants place them on tables for digital menus, theatres use them for seat-based ordering, and marketers embed them in advertisements for instant website access.

Like GPS, QR codes help monitor asset registers and track locations. However, they offer expanded functionality beyond simple location data. For those building IT equipment inventories, What is an IT Asset Register? explains key implementation concepts.

QR Codes in Practice

For businesses implementing QR code asset management, several key advantages emerge:

  • Information density: A single QR code can store up to 4,296 alphanumeric characters, enabling comprehensive asset profiles including serial numbers, purchase dates, warranty information, maintenance histories, and responsible departments.
  • Cost efficiency: QR labels cost between $0.05 and $0.30 per unit with no recurring fees, representing 70-95% cost savings compared to active tracking technologies.
  • Implementation simplicity: Deployment requires minimal technical expertise—standard label printers generate QR codes that attach via adhesive backing or cable ties.
  • Device compatibility: Over 97% of modern smartphones can scan QR codes without additional hardware or specialised apps.
  • Customisation options: Enterprise QR solutions allow for custom branding, colour-coding by department, and tamper-evident features.
  • Dynamic updating: Cloud-connected QR systems enable real-time information updates without replacing physical tags.

Integration capabilities: Modern QR systems integrate with ERP, CMMS, and accounting software through standard APIs, creating unified data ecosystems.

QR system

However, QR technology presents several notable limitations:

  • Scan dependency: QR codes remain passive—they require manual scanning rather than automatically broadcasting locations.
  • Line-of-sight requirement: Tags must be visible and accessible to be scanned, which can be challenging for assets in hard-to-reach locations.
  • Environmental vulnerabilities: Standard QR labels can degrade from UV exposure, abrasion, or harsh chemicals, though industrial-grade options mitigate this issue.
  • Security considerations: Public QR codes can be replaced or duplicated without sophisticated tampering detection, creating potential security vulnerabilities.
  • Process reliance: Effectiveness depends entirely on consistent scanning protocols and staff compliance.
  • Location triangulation limits: Without supplementary technologies, QR codes cannot provide autonomous location data.

To address these limitations, many organisations implement hybrid systems where QR codes work alongside checkpoint scanners at entry/exit points or integrate with Wi-Fi positioning systems for approximate indoor location data. This approach balances QR's information richness with improved location awareness without the full cost of active GPS or RFID asset tags.

RFID and NFC: Advanced Asset Tracking Alternatives

RFID vs NFC technologies represent sophisticated alternatives to traditional tracking methods, each with distinct operational characteristics:

RFID Technology Specifications

RFID asset tags operate through radio frequency identification in three primary frequency ranges:

  • Low Frequency (LF, 125-134 kHz): 10cm read range, slower data transmission, excellent performance around metals and liquids, commonly used for animal tracking and access control
  • High Frequency (HF, 13.56 MHz): 10-30cm read range, moderate data speeds, used extensively in library books, pharmaceuticals, and payment cards
  • Ultra-High Frequency (UHF, 856-960 MHz): 3-15m read range, fastest data transmission, susceptible to interference from liquids and metals, widely deployed in supply chain tracking and retail inventory

RFID implementation offers distinct advantages:

  • Batch scanning capability: A single reader can simultaneously capture 200+ tags per second, reducing inventory time by up to 95% compared to barcode methods
  • Non-line-of-sight reading: Tags function even when covered, dirty, or embedded within products
  • Durability: Industrial-grade tags withstand temperatures from -40°F to 400°F, chemical exposure, and mechanical stress
  • Data security: Enterprise RFID systems employ encryption standards like AES-128 to prevent unauthorised access
  • Automated inventory: Fixed RFID portals at entry/exit points create autonomous tracking without human intervention

Hardware costs present the primary barrier to RFID adoption:

  • Tag costs: $0.10-$0.50 for passive paper tags; $2-$25 for hardened industrial tags
  • Reader costs: $500-$2,000 for handheld units; $1,500-$5,000 for fixed portal readers
  • Infrastructure costs: Enterprise implementations typically require middleware ($5,000-$25,000) plus integration services

NFC Technology Applications

RFID asset tags operate through radio frequency identification in three primary frequency ranges:

  • Low Frequency (LF, 125-134 kHz): 10cm read range, slower data transmission, excellent performance around metals and liquids, commonly used for animal tracking and access control
  • High Frequency (HF, 13.56 MHz): 10-30cm read range, moderate data speeds, used extensively in library books, pharmaceuticals, and payment cards
  • Ultra-High Frequency (UHF, 856-960 MHz): 3-15m read range, fastest data transmission, susceptible to interference from liquids and metals, widely deployed in supply chain tracking and retail inventory

RFID implementation offers distinct advantages:

  • Batch scanning capability: A single reader can simultaneously capture 200+ tags per second, reducing inventory time by up to 95% compared to barcode methods
  • Non-line-of-sight reading: Tags function even when covered, dirty, or embedded within products
  • Durability: Industrial-grade tags withstand temperatures from -40°F to 400°F, chemical exposure, and mechanical stress
  • Data security: Enterprise RFID systems employ encryption standards like AES-128 to prevent unauthorised access
  • Automated inventory: Fixed RFID portals at entry/exit points create autonomous tracking without human intervention

Hardware costs present the primary barrier to RFID adoption:

  • Tag costs: $0.10-$0.50 for passive paper tags; $2-$25 for hardened industrial tags
  • Reader costs: $500-$2,000 for handheld units; $1,500-$5,000 for fixed portal readers
  • Infrastructure costs: Enterprise implementations typically require middleware ($5,000-$25,000) plus integration services

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