How To Use An Asset Tracking System

How To Use An Asset Tracking System

How To Use An Asset Tracking System

An asset tracking system speeds up your daily operations and saves you time and money on the go. With a robust asset tracking system, you’ll be able to keep a clearer view of your asset register.

Maintaining an asset register is essential for auditing, tax, and insurance purposes. If you don’t have an asset tracking system in place, you run the risk of ghost and zombie assets which can cause significant issues.

What Is Asset Tracking Hardware And How Can You Use It?


What Is An Effective Asset Tracking System?

An effective asset tracking system will involve an app and web portal, as opposed to a spreadsheet. Spreadsheets are very manual and require time while also increasing the risks of human error and a subsequent loss of accountability.

If you’re using a cloud-based app and web portal, you can make changes on-site while you’re with your assets and then run reports on these changes remotely.

This will save you a massive amount of time, as you don’t need to make notes on-site and then transfer them onto a system later, and you can also share your asset tracking efforts amongst your colleagues. This also creates the possibility of maintaining accountability and transparency while you’re working remotely.


How Does Asset Tracking Software Work?

Asset tracking software allows you to log unique, digital asset profiles that mirror your asset register. Therefore, if you’re using your asset tracking software for IT asset management operations, you’ll be able to log each of your laptops.

Then, you can link your physical assets to their corresponding digital profiles by using asset tags. Asset tags will most likely take the form of QR codes or barcodes. Asset tags are auto-ID hardware that contain unique codes, allowing you to link them to unique asset profiles.

The benefits of using asset tags are that they save you time and give you more accountability on the fly. Every time you scan an asset’s tag, a few things happen.

  1. The asset’s profile opens
  2. The last seen location is updated
  3. The user who scanned the tag is recorded
  4. The time of the scan is recorded

This allows you to pinpoint when any edits to your assets take place, such as if an issue is recorded, and create an audit trail of where your assets are.


How To Use An Asset Tracking System

You will be able to record your assets as you tag them. Simply stick on your QR code and barcode and scan it and your asset tracking app will ask you if you want to create a corresponding asset profile.

You can also log your assets in advance and speed this up by cloning asset profiles or by using templates. Then, when you’re in the field tagging your tools and equipment, you can also run an audit to ensure that everything is accounted for.

Then, once you’ve set up your asset tracking system, how you use it is up to you. The best asset tracking software will provide you with multiple features that you can use to increase transparency and control over your assets.

For example, you will be able to use your asset tracking system as equipment checkout software to track who assets are rented out to, or you can use it as an issues management system.

All of your edits are updated on a customisable and exportable fixed asset register that you can run reports on. Once you have exported this register, you have something quick and simple that you can send to your finances team for tax returns, insurance operations and more.

To find out more about how itemit’s asset tracking system can help your business save time and money, you’ll be able to contact the team at team@itemit.com. You can also fill in the form below to start your 14-day free trial.

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What Is RFID Asset Tracking And How Does It Work?

What Is RFID Asset Tracking And How Does It Work?

What Is RFID Asset Tracking And How Does It Work?

RFID asset tracking gives you a clearer view of what you own and how your assets are behaving. When you’ve implemented your asset tracking software, you will:

  • Save time
  • Save money
  • Lose fewer assets
  • Know what you own
  • Monitor maintenance better
  • Keep an up-to-date fixed asset register

The main goal of any asset tracking software is to give you more accountability over all of your assets. This can be tools and equipment, heavy equipment, healthcare assets, IT assets, high-value collections and more.

Passive RFID Vs. Active RFID


What Is RFID?

RFID stands for radio-frequency identification. RFID is an auto-ID technology that allows you to match specific assets to corresponding digital profiles.

In other words, your asset tracking software will have a register of digital profiles. On these profiles, there will be unique information, such as maintenance dates and the colleagues responsible for these assets.

Then, RFID asset tags will link these digital profiles to their physical counterparts, bridging the gap between your software and your physical tools and equipment.

RFID asset tags have two main types, passive and active. Both use antennas to communicate with external hardware via radio frequencies.


Passive RFID

Passive RFID tags have antennas but no batteries. This allows them to be smaller and easier to conceal, meaning these tags are more suitable for high-value collection tracking.

Passive tags are passive as your external RFID hardware will “activate” them. So, if you have a handheld RFID reader, when you pull the trigger it will emit a radio frequency. This radio frequency will bounce off the antennas in a passive tag, indicating their whereabouts.

Because of this, it’s possible to find the closest tag in a vicinity, meaning that even if you have hundreds of tagged assets, you can still interact with a uniquely tagged piece of equipment.

Passive RFID tags also come in many different shapes and sizes. This is because most standard tags are conductive. So, if you stick them on metal, such as on a laptop, this will block the signal. Some passive RFID asset tags have subsequently been created to be less conductive, meaning they can be used on metal, ceramics, plastic, and more.


Active RFID

Active RFID tags have a battery, meaning that they are generally larger and more robust. Instead of bouncing a radio frequency, these tags emit their own.

The benefit of this is that they can have a much farther read range, as the interactivity is when the frequencies collide as opposed to when the reader’s frequency hits the tag itself.

The main drawback is that these tags need to be recharged to keep them working to the best of their abilities. While this can be integrated into your asset tracking operations, it may reduce the time-saving benefits that RFID asset tracking can provide overall.

Active RFID tags can be a lot more robust, too, meaning you can use them on heavier equipment or mitigate a loss of frequency if you’re tracking equipment that will come into contact with chemicals or extreme heats.


What Is RFID Asset Tracking?

RFID asset tracking is the practice of using RFID tag hardware and RFID reader hardware to match physical assets to digital counterparts. 

On your asset tracking software, you will have a register of unique assets. So, if you’re tracking a gallery, each painting will have its own unique profile, if you’re tracking tools, each tool will have its own profile and so on.

RFID asset tracking has an instant and clear benefit. You can track assets at greater speeds and distances. This is effective for:

  • Health and safety concerns – you can track assets without having to come into physical contact with them. This can increase COVID security, but also allow you to keep a distance from dangerous chemicals or heats.
  • Concealment – you can conceal RFID tags where you can’t conceal barcodes or QR codes. This means that you can hide RFID tags in a painting’s frame and not reduce the value of the painting, but still track it.
  • Distance – as an example, if you need to audit assets within a hospital to fulfil healthcare asset tracking procedures, you can audit without interacting with patients from a corridor.
  • Speed – using radio frequencies means that you can “cut corners” with your asset tracking software. If you want to check that all of your assets are in the location they should be, you simply need to pull the trigger on a handheld RFID reader. The radio frequencies in the room will tell your software which assets are and aren’t accounted for.
  • Small asset tracking and bulk asset tracking – if smaller assets are RFID tagged, asset discovery doesn’t require a search. You can find the asset quickly with a handheld reader. This increases your accountability and also reduces the chance of human error, as assets are much likely to be unintentionally missed if there’s a wider discovery field.


Handheld RFID

The main benefit of handheld RFID asset tracking is that it speeds up multiple barcode and QR code asset management operations. The core is the same, only with the ability to track from a distance and at a much greater speed.

QR code & barcode asset management also uses the auto-ID technologies of unique QR code and barcode asset tags. The difference here is that you need to use your phone’s camera and your asset tracking app to scan these auto-ID asset tags.

With handheld RFID asset tracking, you can circumvent this. Handheld readers link to your phone via BlueTooth and work this way, meaning you get the benefits of speed, concealment and distance.

All asset tag-related features are improved upon by using handheld RFID readers. For example, if you want to log that a group of assets has moved from one location to another, you simply need to pull the trigger and the handheld reader will do the rest. With QR codes, you would still have to scan each tag manually, which gives you time-saving benefits but not to the same extent as using RFID.


Fixed RFID Asset Tracking

Fixed RFID asset tracking is the most automation you can get when it comes to location tracking within your site. Fixed RFID readers work in the same way as handheld readers and use the same tags. So, it will still be a radio frequency interaction that creates the detection of an asset.

Fixed RFID readers work a bit differently, however. They’re named as such as you will fix them to tactical locations in your building. The reason for this is as they’re used to indicate when assets move from one location to another. 

These RFID readers use a constant electromagnetic field created with their antennas. This field allows them to also detect the direction an asset is moving in. When an RFID tag enters the field, this is detected, then the direction is detected by where it leaves the field.

In practice what this means is that a fixed RFID reader can detect when an asset enters or leaves a room, a shelf, or any other location. Once this is logged, these readers can tell your asset tracking software this data.

Overall this allows you to create a digital map of locations that plot out your building and place readers in the corresponding, physical locations. When an asset moves from ward A to ward B, the entire movement is automatically detected and logged, giving you a fully automated audit trail of where your assets are moving to and from.


How Does RFID Asset Tracking Work?

RFID asset tracking works by putting all of these capabilities together to create a set of operations that work for your business. Knowing that these technologies exist is the first step towards creating an RFID asset tracking system that works for you.

The fundamentals have been set out, that RFID asset tracking works by linking digital profiles with corresponding, physical assets and adding data to these profiles.

But the RFID capabilities are only one part of the puzzle when it comes to asset tracking. 

First of all, you’ll know your needs as a business, so the upper limit of the ROI you get will depend on the viability of certain technologies. If there is a section of your asset logistics where people don’t interact with assets, for example, if they’re on a conveyor belt in a warehouse or airport, or if time-saving is more essential than cost-saving if you’re in a busy environment such as healthcare, fixed RFID asset tracking will create a much higher ROI.

fixed RFID asset tracking planning
However, the ability to log, monitor, and track your assets already creates a high ROI in a few areas.

For example, certain features allow you to streamline asset-related operations. Namely, you’ll be able to use your system as check in check out software and issues management software as well as location tracking software simultaneously, without the need for asset tags.

Using asset tracking software first and foremost gives you an accurate list of what your business owns, how your assets are being interacted with, and how they’re performing. This data is automatically added to an exportable and customisable fixed asset register, improving insurance, expensing, tax, and acquisitions procedures to name a few.

RFID asset tracking software increases your potential ROI. This is because you still get the core elements of asset tracking, but also unlock multiple benefits on top of this, named in the “What Is RFID Asset Tracking” section. 

So, the way RFID asset tracking works is up to your business and its requirements. If you only need handheld RFID asset tracking to track small parts or priceless assets, then RFID unlocks this possibility and this is how it will work for you.


Combining RFID With GPS Asset Management

You may have noticed that there’s still a potential gap in accountability. QR code, barcode, and RFID asset management work when your assets are on-site, but what about when your assets move and you’d otherwise lose accountability over them?

This is where GPS asset management comes in. GPS trackers will ping your asset management software periodically to update the location of your assets.

Therefore, if your assets are in transit between one location and another, you’ll be able to use GPS tags to verify that your assets are moving in the correct direction and that they make it to the relevant sites.

GPS tags ultimately fill in potential gaps in accountability and transparency, as a GPS tracker-based system allows you to monitor assets when they’re in motion.

This also goes for larger, outside environments, such as airfields. If your assets are moving around frequently, it won’t be feasible to periodically scan and update asset locations and it won’t be possible to use fixed RFID readers.

Using GPS and RFID in tandem creates an unparalleled system where you can monitor where your assets are across the globe while you’re still at your desk, whether they’re being used on-site or moving across countries.


Using QR Code And Barcode Asset Management

There is still a place for QR code asset management, too. It may not be viable to tag all of your assets with RFID tags. This could be for a few reasons:

  1. Budgetary constraints – RFID tags are more expensive than QR codes and barcodes.
  2. Asset materials – as your assets will be made of a variety of materials, it’s most likely that you’ll need a variety of different types of RFID tags. In tandem with budgetary constraints, it will be best to use RFID tags where they create the highest ROI, rather than purchasing lower conductivity RFID tags to stick on laptops, for example.
  3. Lower ROI – the benefits RFID tags provide may not apply to your entire asset register. For a lot of IT asset management, you will benefit as much from QR code and barcode asset management as you will from RFID asset tracking, as interactions with laptops, for example, won’t have a significantly higher level of automation with handheld RFID readers as they will with QR codes.

Overall, there are some circumstances where it’s best to use more analogue means as it will end up providing you with the same ROI as using RFID, without the need to spend more money on RFID asset tracking hardware.

QR code & barcode asset management at its core works in the same way as RFID asset tracking. You will still be able to create a robust, accurate, and automated fixed asset register and save time. Where RFID is needed, such as with bulk asset tracking, is where it will shine and where it will give you a significantly higher ROI than conventional barcode or QR code asset management.


itemit’s RFID Asset Tracking System

itemit’s asset tracking software is unique. itemit is the only software globally that allows you to combine RFID, GPS, barcode, and QR code asset management capabilities.

What this means is that you can get the benefits from every angle of your asset tracking efforts and create a powerful asset monitoring system with as few gaps in accountability as is currently possible.

This is why itemit is being used globally and in every industry, with asset registers consisting of construction assets, healthcare assets, props, tools, IT assets, hardware, heavy equipment, high-value collections and more.

The team is committed to two things, too. Simplicity and support. This is why our UI is simple and easy-to-use and set up and why we’re always happy to discuss and implement feedback. This is also why our fixed RFID asset tracking system is world-first.

Our RFID asset tracking system works off-the-shelf and is affordable, as you’ll be able to rent fixed RFID readers for the first time in the technology’s history. We want every business to benefit from the time and cost-saving benefits of asset tracking, which is why we’re disrupting the RFID market and making it accessible to any and all businesses.

To find out more about how itemit’s asset tracking system can help your business save time and money, you’ll be able to contact the team at team@itemit.com. You can also fill in the form below to start your 14-day free trial.

Contact us today to find out more about how your business can use RFID.

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What Are Software Asset Management Tools?

What Are Software Asset Management Tools?

What Are Software Asset Management Tools?

Software asset management refers to the IT asset management practice of keeping track of your software assets. Your software assets can be any software that your business is using.

IT asset management in general is essential, as you need to keep track of your expenses and how your assets are behaving. Software is no different. Whether you’re tracking logins or subscriptions, you need to know that your colleagues have all the assets they need to fulfil their daily duties.

What Is The Best Asset Management Software In 2021?


Types Of IT Asset Management

IT asset management is the discipline of logging, maintaining and tracking your IT assets. IT assets are any assets that have connectivity or link to a computer. 

For this reason, you can split your IT assets into hardware and software. These can be tracked in similar ways, but all need to be logged on an up-to-date and transparent IT asset register.

Your IT asset register can also be a subsection of a fixed asset register. This way, you can track your IT assets in tandem with the rest of your business’ belongings, and they can contribute to essential procedures.

Building a full fixed asset register that contains your software and hardware mitigates the chance of ghost and zombie assets to start. This will mean that your tax breaks, expenses, and insurance operations are more accurate and more streamlined.


Software Asset Management Tools

IT asset management software allows you to log unique asset profiles and populate these profiles with unique asset information.

This means that you’ll be able to use certain tools for hardware asset management as well as software asset management. 

Software asset management tools may be the ability to add login credentials and attachments that provide speedy training for your colleagues.

Overall, the software asset management tools at your disposal will give you the ability to create an accurate audit trail and a clear overview of who has access to your software assets.

You’ll also be able to add important reminders and financial information, meaning you’ll be able to set reminders for when software renewals are due, regardless of whether this is monthly or annually.


Hardware Asset Management Tools

You can use similar tools for hardware asset management. So, you will be able to use assignee features with hardware to log who is in charge of which assets.

Using an assignee feature is also great for when you’re onboarding new staff as it makes it a quick and simple procedure to find which assets are available to give to your colleagues and then log that they’ve been assigned.

You will also be able to use asset tags to speed up your hardware asset management operations. Asset tags link to unique asset profiles then, every time you scan an asset’s tag with your asset tracking app, a few things will happen.

  1. The asset’s profile opens, ready for edits and updates
  2. The last seen location is logged via your phone’s GPS data
  3. The user who scanned the tag is logged
  4. The time of the scan is logged

Therefore, if someone is auditing your hardware assets, you get a transparent audit trail. For example, if an issue is reported, the process is simple: the tag is scanned and the issue is reported with the touch of a button, telling you what the issue is, where the asset is, and who reported the issue.


Using An IT Asset Management Software

These IT asset management software tools allow you to track hardware and software assets in tandem, keeping a clearer and more transparent view of how your assets are behaving, where they are, and who is interacting with them.

While you’re using IT asset management software, an automated IT asset register will be created and updated with every addition and every change.

This is then exportable as a pdf or spreadsheet, giving something tangible you can send on to your financial or insurance teams.

Overall, IT asset management gives you more control and visibility over your assets, meaning that you’re less likely to misplace assets and purchase duplicates while also saving you a lot of time on your asset tracking operations.


Scaling Your Asset Tracking Systems

The best IT asset management software is highly scalable, meaning you’ll be able to expand to different types of assets and share your software with multiple colleagues. 

This means that your asset tracking operations are as clear as possible as, for a start, multiple people are contributing to your asset management efforts, but also as you have all of your assets’ information in one safe place.

Using cloud-based software also mitigates a lot of risks, as any edits, on-site or remote, all update in tandem. This means that you get a much clearer overall view of everything, but cloud-based software also means that data loss risks are also massively reduced.

itemit’s asset tracking software is sharable and scalable and is currently being used in multiple industries across the globe. The system allows you to track any type of assets, from tools and equipment to software.

To find out more about how itemit’s asset tracking software can help your business save time and money, you’ll be able to contact the team at team@itemit.com. You can also fill in the form below to start your 14-day free trial.

Software Asset Management Tools

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Why You Need Construction Equipment Asset Management Tools

Why You Need Construction Equipment Asset Management Tools

Why You Need Construction Equipment Asset Management Tools

Construction equipment asset management tools will revolutionise the way you manage your critical tools and equipment. Implementing robust asset tracking operations allows you to:

  • Save time
  • Save money
  • Lose fewer assets
  • Track your maintenance
  • Track asset locations
  • And more!

When you track your assets with construction asset management tools, you get an automated, robust, and transparent asset register, ready for reporting, tax, and insurance procedures.

construction equipment asset management tools


What Is Asset Tracking?

Asset tracking is a set of disciplines where you’ll log your assets as unique digital profiles and add data to them. In other words, you’ll be able to log each of your tools onto a digital system.

You can then add information to them. This information won’t be limited, as you’ll be able to add any attachments, important dates, and warranty information.

Overall, you’ll create digital doubles of all of your assets. Then, on these doubles, you’ll be able to log any changes that take place. This is similar in principle to using a spreadsheet to track your asset data, but it’s much faster and much more effective.

Why? Spreadsheets can create gaps in accountability due to the manual processes required and the high chances of human error. An automated system circumvents this, saving you time and money while also giving you a more transparent process for asset management.


Asset Management Tool Features

You’ll be able to use many construction equipment asset management tools to monitor any asset changes. These features are built for purpose, meaning that they guarantee time and money-saving benefits.

For example, you’ll be able to use your asset management tools as equipment checkout software and apply this to when assets require downtime, when they’re checked out to colleagues, and when they’re rented out to external businesses.


Saving Time

Construction equipment asset management tools have a focus on saving you time. Therefore, you’ll be able to make use of multiple time-saving features.

The best way to save time on your construction equipment tracking is by using asset tags. Asset tags are physical tags that you stick onto your tools and equipment. You can then link these tags to your asset’s digital counterparts.

Every time you scan an asset’s tag, a few things happen. First of all, the last seen location, the user who scanned the tag, and the time the tag was scanned all updates in your asset’s profile. Secondly, the asset profile opens, ready for edits.

In practice what this means is that if you spot an asset that requires maintenance, the process of logging it is as simple as scanning the asset’s tag and then hitting a button. The last seen location features then show you where the issue was reported and by who.


Saving Money

More accountability gives you a wide range of cost-saving capabilities. First of all, as you get a neat and transparent audit trail of your assets’ movements, asset retrieval is faster, saving you money on petrol costs.

As you get an effective equipment asset register, too, you save money on your financial operations. You will be able to export all of your assets’ data in a quick and easy way, ready to be sent on to insurance auditors.

Using a few features, you can increase this accountability further. For example, you’ll be able to assign assets to your colleagues, giving you a neat view of who is responsible for which assets.

This all reduces the chance of gaps in your construction equipment asset register. When you have fewer gaps, you lose fewer assets and you purchase fewer duplicates, allowing your business to save money that would otherwise be lost.


Additional Construction Equipment Tracking Software Functionality

For your bigger assets, you will even be able to improve your location tracking capabilities. While all assets can be logged as in a certain location and while you can track those assets’ movements, you can also use GPS asset tracking on larger tools and equipment.

GPS asset tracking is a construction equipment asset management tool where you can stick GPS trackers onto your assets. Your GPS trackers will update periodically, logging in your asset management software where your equipment is.

This is just another one of the many ways you can keep a much clearer eye over your entire asset register as you can even combine this type of tracking with asset tagging processes.


Scaling To Fixed Asset Management And IT Asset Management

The best thing about using asset tracking software for tools and equipment tracking is that you can scale this to include IT asset management and fixed asset management.

As you’ll be able to place your assets in collections, you will also be able to track your assets separately and in bulk. This means that you can have a full fixed asset register without the risk of ghost and zombie assets.

You can use the same features for different purposes, so in terms of hardware asset management, you’ll still be able to assign your kit to your colleagues to mark who is responsible for what. 

Then, if you’re onboarding, it’s a quick and simple process to view which assets are unassigned and, therefore, available to give to your new starters.


itemit’s Construction Equipment Asset Management Software

itemit’s construction equipment asset management software is unique. This is because it’s the only software that allows you to combine a wide range of asset management tools and capabilities.

With itemit, you can track your assets with QR code asset management, GPS tracking, and RFID asset tracking

itemit’s system is built on feedback from a wide range of industries, including construction, which means that the software is guaranteed to work for your construction equipment asset management and your fixed asset tracking.

Overall, itemit’s construction equipment asset management tools are effective at saving you as much time and money as possible. To find out more about itemit’s asset tracking software, you’ll be able to contact us at team@itemit.com. You can also fill in the form below to start your 14-day free trial and see the software for yourself!

Construction Equipment Asset Management Tools

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How To Manage Office Equipment, The Ultimate Guide

How To Manage Office Equipment, The Ultimate Guide

How To Manage Office Equipment, The Ultimate Guide

Office equipment needs to be tracked and managed for your fixed asset management operations. You need to know what your business owns, which assets are at your disposal, and what the financial information related to them is.

Overall, when you manage your office equipment, you’re less likely to lose assets or purchase duplicates, you save time, you save money, and you gain a higher level of accountability over your asset register.

So, whether you’re managing who is in control of your IT assets or if you’re tracking stationery, furniture, or tools and equipment, managing your office equipment is essential.

How To Use Hardware Asset Management Software


How To Manage Office Equipment

The best way to manage your office’s equipment is to use effective asset tracking software. Asset tracking software allows you to log your assets onto a system as unique digital profiles.

Once you’ve logged your assets and their information, you’ll be able to start monitoring asset changes, such as if they move to a remote location or if they depreciate.

Maintaining an automated and complete asset register allows you to mitigate the risk of lost assets and reduce the chances of ghost and zombie assets on your fixed asset register.


Using Asset Tracking Software

Asset tracking software gives you the ability to monitor your assets, how they move, and how they change over their lifecycle. You’ll be able to log, track, and monitor crucial information such as maintenance dates and warranties.

Asset tracking software also gives you the ability to use asset tags to monitor your asset usage. When you’ve logged all of your assets as unique profiles in your asset tracking software, you can track their locations with asset tags.

Asset tags are physical tags that you stick onto your office equipment. Then, every time you scan an asset’s tag, three things happen. First, the asset’s profile will open. This way, if you notice an asset requires maintenance, or if you want to view its data, all you need to do is scan the asset’s tag to update this.

Every scan also updates the asset’s last seen location, who scanned the tag, and when it was scanned. This shows you a full audit trail of where your assets have been, which is essential when remotely working to verify that your colleagues have everything they need.


Creating A Computer Asset Register

One of the best things about using asset tracking software is that you can scale it to track all the assets on your register. This way, you can track furniture in tandem with IT assets.

Creating IT asset management operations gives you more visibility over which assets your colleagues have and lets you ensure that your assets are up-to-date and working well.

A computer asset register will be created when you log all of your computers onto your asset register. You’ll then be able to group them in a collection and filter by this, meaning that you can track your computers specifically, or in the context of your wider asset register.

Once you’ve created your computer asset register, you’ll then be able to monitor relevant issues and hardware specifications, meaning that you’ll know when it’s time to purchase new kit, as well as monitoring maintenance, such as PAT tests.


Assigning Assets To Your Colleagues

Another feature that helps with hardware asset management is the assignee feature. The assignee feature allows you to log which assets your colleagues are in charge of. 

This is very helpful for remote working, when there is a risk of a loss of visibility over your asset register, as you’ll be able to log exactly who is in charge of what.

When you’re onboarding, too, you’ll be able to use the assignee feature to filter out unassigned assets and, therefore, assets that are available for new starters.

This feature is very helpful for your reporting purposes, as it gives you an additional layer of transparency over your asset register, creating a clear view of who is responsible for which assets, saving you time if an issue arises.


How To Use Fixed Asset Management Processes

An expansion of IT asset management is fixed asset management. When you’re logging your assets onto your asset tracking software, your fixed asset register is automatically being created at the same time.

Then, any edit an asset goes through is automatically reflected on a customisable, exportable fixed asset register. 

It’s crucial to have an accurate fixed asset register for a variety of operations, including for tax breaks and for insurance audits. Having a pdf built out of your day to day operations saves you time and gives you accurate proof that you own the assets on your register and that they’re being used responsibly.


Adding Users To Your Asset Tracking Software

Whether you’re managing office equipment at the office or remotely, adding users to your asset tracking software helps minimise the amount of time you spend on your asset management operations.

When you add users to your asset management system, you’re allowing the responsibility to be shared and you’re also increasing the clarity over your assets.

For example, if someone is working remotely with an office laptop, they’ll be able to update data related to it, such as if it gets damaged or if it moves back to the office.

Sharing this responsibility automates your fixed asset register further, as you’ll be able to monitor exactly how assets are behaving and verify that they’re still in use where you’d otherwise have no ability to do this.

You can also set user permissions, hiding parts of your asset register from your colleagues, either as they don’t need to know it, or as a security precaution.


itemit’s Asset Management Software

itemit’s asset management software allows you to monitor a wide range of information related to your assets and allows you to create, maintain, and export an up-to-date fixed asset register.

The system is highly scalable and shareable meaning you’ll be able to track thousands of different types of assets with ease.

To find out more about how itemit can help you manage your office equipment, you’ll be able to contact the team at team@itemit.com. You can also fill in the form below to start your 14-day free trial.

How To Track Office Equipment

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Using RFID Asset Tracking For High-Value Collections

Using RFID Asset Tracking For High-Value Collections

Using RFID Asset Tracking For High-Value Collections

If you have high-value assets, it is essential to ensure that they’re correctly tracked, monitored and updated. You need to log and update information regularly for a range of purposes, whether it’s for auditing or to ensure that assets don’t go missing.

Therefore, you need to use asset tracking operations to make sure your accountability remains high and your costs remain low.

Conventional asset tracking software usually uses QR codes and barcodes. You then use your phone’s camera to scan these tags. This can create difficulties as you can’t stick visible things onto high-value assets. This is where RFID asset management comes in.

high value collections


What Is Asset Tracking?

Asset tracking is the process of logging equipment, tools, and other assets onto a system and monitoring them. In the past, a spreadsheet would’ve been used, but this can create limits and gaps in accountability, control, and transparency.

This is why asset tracking software creates an effective, robust, and clear view of what you own. With online asset tracking software, you can add unique asset profiles to your software. You can then use an integrated asset tracking app to track assets while you’re physically with them.

In other words, you will have a web portal that is available for reporting, data analysis, and overseeing operations and an app where you can scan asset tags and edit assets onsite when you notice or make changes to an asset.

The system will be cloud-based, meaning that any changes you make to the system using your app will also be reflected on your web-based system in real-time. This is great for reporting purposes, as you can report issues with an asset in front of you, then manage an exportable report of these logged issues.

RFID asset tracking then gives you more automation and control over your high-value asset tracking operations.


How Does RFID Work?

RFID systems use RFID asset tags. The purpose of these is the same as QR codes and barcodes. With all of these asset labels, you’ll be indicating that an asset is unique within your system.

Then, whenever you scan an asset’s tag in your asset tracking app, the asset’s profile will open, ready for edits. Every scan also updates the asset’s last seen location using your phone’s GPS data, too, as well as logging when the scan was made and by who. This gives you a clear audit trail for your assets.

RFID asset labels have an edge over QR codes and barcodes, however, even if they’re passive RFID tags. This is as RFID asset tags use antennas to emit radio frequencies. You can then use external hardware that you can link to your asset tracking software to pick up these radio frequencies and read the tags.

Effectively, what this means is that you can hide asset tags in a way that wouldn’t be possible with QR codes and barcodes, as QR codes and barcodes must be scanned with your phone’s camera.

There are then two types of RFID asset tracking that you can implement which both give you different levels of automation and capabilities.


Handheld RFID Asset Management

First of all, you can use handheld RFID asset management. This is very similar to how you’d use QR code asset management. You’d stick RFID asset labels onto your assets and use a handheld RFID reader to scan these.

The automation is provided by your asset tracking software’s functionality, as well as the ability to scan multiple tags quickly and from a distance.

The benefit is also clear, as you can conceal these tags which is sometimes essential, whether it be for paintings or wine collections or other high-value collections that you don’t want to add a visible tag to.

In terms of automation, if multiple assets are moving from one location to another, you’ll be able to use a Quick Add feature to log this change in your system simply by pulling the trigger on your reader. Then, you can also run audits to verify that your assets are all still where they should be, again, simply by pulling the trigger.


Fixed RFID Asset Tracking

Fixed RFID asset tracking also uses RFID tags. The benefits are slightly different here, as fixed RFID asset management allows you to log asset movements without any manual input.

For example, if you’re working in an art gallery, you’ll be able to position fixed RFID readers above certain doors. Then, whenever one of your pieces of artwork moves from one location to another, the change will be logged in your asset tracking system.

Fixed RFID readers can also detect which direction your assets are moving in, meaning they’ll be able to log whether your assets are leaving a room or moving into a room. This gives you a much higher level of transparency and accountability over your asset list.


Tracking High-Value Collections

You can apply a lot of these asset tracking processes to high-value collection tracking. While you still get the core of the system where you’re able to log and monitor your assets, you also get additional functionalities, levels of automation, and control over your asset list where it’s needed the most.

So, if you need a fixed asset register for insurance auditing purposes, you’ll still be able to create and export this. Your asset tracking software will automatically keep this up-to-date, too, as any changes you make within the system are also reflected on your fixed asset register.

You will be able to make use of a wide range of asset tracking features in your system, and your system will have been built up to ensure that you get more accountability, visibility, and control over your asset list.

Overall, whether you’re tracking artwork, wine, or equipment, you’ll be able to keep a much better eye on it using RFID.


Business Uses For RFID Fixed Asset Tracking

The core of asset management is applicable to many different use-cases. Asset tracking software isn’t built with specific industries in mind, it is built with the basics of what every single business needs to know about their assets.

Because of this, whether you’re tracking tools and equipment, implementing IT asset management, or working on construction equipment tracking, as you’re fundamentally tracking assets, your asset tracking software’s features will be able to help.

Then, there will be features on top of this that you will be able to tailor and use to your own specific use-cases, such as equipment booking software capabilities, issues and maintenance management, and more!

RFID can benefit businesses that want more accountability and more automation over their assets. One of the benefits, for example, is that if you’re in a busy environment, using RFID asset tracking means that you cut down time on your asset tracking operations. Another is that if you’re tracking small assets, such as lab equipment or small tools, you’ll be able to use RFID to detect the tools without having to find them yourself to scan the QR code.

To find out more about how itemit’s asset tracking software can help your business save time and money and help you take back control of your assets, you’ll be able to contact us at team@itemit.com. You can also fill in the form below to start your 14-day free trial.

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