Asset Management
The Role of Scanning Devices in Asset Management

The Role of Scanning Devices in Asset Management

The Role of Scanning Devices in Asset Management

The first scanning devices you can imagine as an important aspect of businesses to deal with different work projects in hand are devices which capture images from photographic printers, posters, magazines etc. for computer editing and display. They were used for scanning high resolution printing.

However, here we are talking about scanning devices used to scan asset tags. These scanners or readers are small devices which are moved over the object (barcode) that needs to be scanned. These asset scanning devices are used for scanning manually.

For instance, for a document or an object to scanned, the scanning device is moved or swiped over it to collect necessary information. Using a handheld scanner is a skillful task as the hands need to be steady all the time.

Most of the scanning devices are used in shopping stores to valuate goods or in a warehouse where lots of Check-in and Check-out of goods occur every day.

Almost all the scanning devices used today are portable, compact enough in size to be carried for work anywhere. Some of them can also are so small as to be carried inside pockets.

There is a variety of scanners present in the market such as one used for text document scanning, scanning photos and images, scanning high-resolution documents, or scanning tags only.

Also Read: RFID vs Barcodes: Which One is Better for Asset Tracking?
RFID vs Barcode

Asset Scanning Software

The scanning devices we are talking about are not flatbed scanners used for scanning documents but rather asset scanning devices used to scan asset tags.

Asset tags are attached to all the objects and items owned by a company so as to upload and retrieve information instantly and making the operations easy and smooth.

All the assets once tagged need some sort of scanning device to upload and retrieve data from the scanning.

The asset scanning software helps organization to make scanning and data retrieving easy, simple and efficient in very less time.

The benefits of asset scanning software are:

  • Easy to install, learn, and use.
  • Scan beyond environmental barriers.
  • Discover remote network accurately.

Distributed Asset Scan

Distributed asset scan is the feature of asset scanning software which pushes data automatically to the central server, whenever an asset gets scanned at a remote location. The feature is strong enough to send the changes made from the remote scanned assets to the central location. Its benefits are:

  • Discover remote assets without end-user involvement.
  • Automatically update inventory changes to the central server.

Smart Scanning of Devices Through Mobile

Most of the organizations have barcodes and QR codes as their primary inventory tags, which nowadays are capable of scanning through mobile phones. More than just scanning, smartphones have come to be known as smart scanning devices. They can also view and find appropriate error messages in case an asset is missing and use the whole asset data.

Besides, smart scanning devices have the ability to scan multiple asset codes and perform necessary actions as required.

The users with access rights can scan the tag using their mobiles and view data and edit data if any issues are detected.

All such issues can be resolved using asset management software and its far-reaching, with people assigned to handle responsibilities.

Add Asset Details

Whenever the assigned person is working on a ticket, they would need to update details of the asset being worked upon. This is done conveniently through the mobile scanning device. When the asset is scanned, you can view the entire asset record and make the necessary updates.

Also Read: Asset Management Challenges in the Absence of Asset Tagging
  • Log on from the mobile scanning device.
  • From the menu, select Search asset code scanning.
  • The mobile device camera opens.
  • Hold the camera over the asset ID bar code.
  • The camera reads the bar code, looks ups the asset in the system, and displays relevant details.
  • Once the asset details are displayed, the user can update asset status and save the record.

Even though several new technologies of scanning are available, many companies still use outdated barcode scanning solutions.

Below Are Some of the Drawbacks of the Old Barcode Technology:

Scanners Have a Short Reading Distance

Most of the barcode scanners are handheld and have a short reading distance. The user needs to be present close to the asset to scan its code/tag, otherwise, the scanner will not capture the code. When this has to be done with huge inventory stocks, it becomes a huge and time-consuming task.

Barcode Scanning Devices are Expensive

Arranging a barcode scanner for every employee can be an expensive proposition. The organization has to purchase some heavy-duty single use device, as per their working environment.

Scanners Are Single-Use Devices

Most of the scanning devices have only one use, to scan. They cannot be used for any other purpose. It may not be worth its while to spend money on scanners that are not useful for any other purpose.

Scan Multiple Assets

Scanning devices allow scanning of assets that are delivered and match them with existing records and accordingly update the status, if any changes are present.

Scan Multiple Assets

This provides the flexibility to update received status using mobile scanning device, instead of having to manually search and update each and every asset.

  • Log on from a mobile scanning device.
  • From the menu, select for scanning.
  • The mobile device camera opens.
  • Hold the camera over the asset tag and scan it.
  • The system looks up the asset in the records and will display as found or not found.
  • Scan the remaining assets.
  • Confirm receipt of the asset status and save the data.


Asset code scanning devices have become as equally important for an organization as the assets themselves. Without such devices, the items will not be scanned and data can neither be updated nor confirmed.

The type of scanning devices to be invested in needs to be wisely chosen and implemented for the technology used and the multiple features offered.

Also Read: How are Barcodes on Medical Devices Beneficial?

Frequently Asked Questions (FAQs)

1. How do asset tags work?

Asset Tags are used to monitor and track organizations' physical assets. Integrated with an asset tracking software program, asset tags are responsible for a seamless process of repairs, maintenance and inventory control for enterprises.

2. How does barcode scanner work?

The purpose of a barcode scanner software is to scan or read a barcode tag and provide an electrical output to a computer with a decoder. The decoder recognizes the type of barcode symbol it captures, translates the bar and space (white and black bars) to transmit data to a computer in a human readable format.

3. Can I use my phone as a barcode scanner?

Yes, a smartphone can be used to scan any barcode or QR code by using a free app. On installing the barcode scanning app, the device's camera acts as the scanner.

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