Fixed Asset Tagging Checklist

Use this checklist to make fixed asset tagging more consistent across departments and locations. Adapt it to your organisation’s policies, asset register and approval requirements. If you need field support, review our fixed asset tagging services in Kenya.

Before the project

• Confirm sites, asset classes, scope, project dates and authorised contacts.
• Assign a project owner and agree who may approve changes to the register.
• Review existing asset IDs, descriptions, locations and duplicate records.
• Decide which data fields the team will verify and how exceptions will be recorded.
• Plan site access, safety inductions, working hours and secure areas.

Tag and scan decisions

• Choose tag material and fixing based on each asset’s surface and environment.
• Approve numbering rules and barcode or QR format before production.
• Check that the tag fits a visible position without covering instructions or vents.
• Test code readability with the intended scanner and register workflow.
• Review a full-size artwork proof, including sequence and logo.

During the survey

• Match each physical item to an existing record where possible.
• Apply tags in a repeatable position and capture the ID at the same time.
• Record location, custodian and condition according to the agreed fields.
• Log unlisted, missing, duplicate, inaccessible or damaged items for review.
• Protect confidential records and follow site procedures.

Closeout and ongoing control

Reconcile the tagged list with the approved register, resolve exceptions and provide a clear handover. Assign a process for new acquisitions, transfers and disposals so the register stays useful after the project. Related reading: fixed asset verification and the asset tagging process.