How to Incorporate Barcodes and QR Codes on Asset Tags

If you’ve ever tried tracking equipment with spreadsheets or handwritten logs, you already know how quickly things can fall apart. Assets are moved. Maintenance gets delayed. Serial numbers get misread. And suddenly, something that should take seconds turns into a time-consuming search.

That’s where scannable asset tags come in.

Adding barcodes, QR codes, or even RFID to industrial nameplates turns basic identification into a powerful tracking tool. With a quick scan, technicians can pull up service history, confirm asset details, or update maintenance records on the spot.

That brings us to our guide today. Here’s how to incorporate scannable codes onto your asset tags, the right way.

Before choosing a barcode type or generating a QR code, clarify what you want the tag to accomplish.

Some common goals include:

• Tracking preventive maintenance schedules
• Managing inventory across multiple sites
• Identifying rental fleet assets
• Linking equipment to digital service logs
• Supporting regulatory audits
• Integrating with a CMMS (Computerized Maintenance Management System)

Next, determine what data the code will contain:

• A simple asset ID or serial number?
• A database reference number?
• A direct link (URL) to a maintenance log?
• An encrypted identifier?

Define the data structure first. The right code format should support your system, not force you to adapt to it.

1D Barcodes

Traditional linear barcodes such as Code 128 or Code 39 remain widely used in industrial environments. They are ideal for encoding short alphanumeric strings, such as internal asset numbers or serial IDs, and they integrate easily with existing handheld scanners and warehouse systems.

Because 1D barcodes store data horizontally, they require proper scan alignment. They also have limited data capacity compared to 2D codes. However, for internal tracking systems that rely on structured asset numbers, they are often the most efficient and cost-effective option.

QR Codes (2D Codes)

QR codes store significantly more information than traditional barcodes. They can encode longer strings, URLs, maintenance records, or mobile-accessible service pages. Unlike 1D barcodes, they scan from multiple angles and are compatible with smartphones, making them useful for field technicians.

That said, QR codes require adequate print resolution and proper sizing. If printed too small or on low-contrast materials, scan reliability drops quickly. When implemented correctly, QR codes are highly flexible and future-ready for digital workflows.

RFID (Radio Frequency Identification)

RFID takes asset tracking one step further by allowing non-line-of-sight scanning. Tags can be read remotely and in bulk, making them valuable in high-volume inventory environments. However, RFID requires compatible readers and infrastructure, and it typically carries higher upfront costs. 

For many operations, barcodes or QR codes offer sufficient functionality without the added complexity.

One of the most common mistakes in asset tagging is printing the code too small. 

Scannable codes require:

• Adequate size
• Proper “quiet zone” margins around the code
• High print resolution
• Strong contrast between code and background

If the quiet zone (the blank space around the barcode or QR code) is compromised, scanners may fail to read it. Likewise, metallic backgrounds with low contrast can reduce scan accuracy.

Distance also matters. If technicians will scan from a foot away, the code must be sized accordingly. Smaller tags may work at close range but fail in real-world use.

Always test sample tags using your actual scanners before full production. A code that scans perfectly in an office setting may fail in a dusty, brightly lit industrial environment.

Want a fast way to spec your tags? Download our Asset Tag Design Checklist [PDF]

A scannable code is only useful if it remains scannable. In industrial environments, codes degrade when ink wears off, laminates peel, surfaces scratch or chemicals break down coatings.

For harsh environments, photo-anodized aluminum tags offer one of the most durable solutions available. In this process, the barcode image is embedded beneath the anodic layer of the aluminum, protecting it from abrasion, UV exposure, and chemical damage. These tags can remain readable outdoors for decades.

Other options include:

• Laser-etched stainless steel for extreme durability
• Industrial polyester labels with chemical-resistant overlaminate
• High-performance adhesives for aggressive bonding

Material selection should reflect the actual conditions your assets face from oil exposure to solvents, pressure washing, vibration, freeze–thaw cycles, and abrasion.

Technology alone does not guarantee accuracy. The data encoded into the barcode or QR code must align with your internal systems.

Before deployment:

• Validate serial numbering sequences
• Confirm database integration
• Avoid duplicate asset IDs
• Maintain structured naming conventions
• Test scan-to-system workflows

Run sample scans to confirm that each code correctly links to the intended record within your CMMS or database. A well-printed barcode is useless if it references the wrong data.

Tags should be easy to see and scan—not just easy to apply.

Tips for effective placement:

• Avoid curved or uneven surfaces
• Keep away from high-impact or debris-heavy zones
• Ensure codes aren’t blocked by cables, panels, or dirt buildup
• Mount using rivets or screws in high-vibration areas; adhesives for clean indoor use

Label location should reflect real-world usage: viewing angle, distance, glare, and lighting matter.

Struggling to choose the right tag location? Grab our Placement Planner [PDF]

Barcodes and QR codes can significantly improve asset visibility, but only when implemented properly. And when done correctly, smart asset tags streamline maintenance, improve inventory accuracy, and reduce downtime caused by misidentification or poor recordkeeping.

At Industrial Nameplates, we produce serialized, photo-anodized barcode tags and durable QR-coded nameplates engineered to withstand real industrial environments. 

If you’re ready to move beyond basic identification and add reliable trackability to your assets, give us a call at 403-930-5543, email sales@industrialnameplates.ca, or contact us, and we’ll help you build a system that lasts.