We're starting to label company-owned machines before deployment. Ownership is already tracked in our IT service system, and hostnames are based on the serial number.
Should the label show the serial number, a separate asset number, a barcode, or something else? Also, what's a practical way for several coworkers to make or get the labels?
I'd keep the label simple: company name and a short, unique asset number in readable text. Link that number to the manufacturer's serial number and assigned user in your asset record.
A short number is easier to read out over the phone than a long serial. There's not much reason to print the hostname if you can look it up and it might change.
Decide what you'd actually scan before adding a barcode. It can make a physical inventory or a batch of devices going to recycling much quicker if you have readers and a process for it.
Encode the asset number and print the same number beside it. When a machine comes in, scan the tag and the manufacturer's serial into the same record. If nobody is going to scan tags, the barcode may just take up space.
Preprinted heavy-duty tags are worth considering instead of buying a printer. Order a numbered sequence with your chosen text and barcode, then keep the rolls somewhere the team can access them. You don't need to set up a shared printing workflow.
If you need to create labels on demand, a label printer with continuous rolls is another option. Check that the label material is suitable for the devices and that coworkers can use the printing setup.
v415~foldcheck_8:
Preprinted rolls sound simpler for the shared-use part. We'll need to work out how many labels we expect to go through.
You might not need a separate asset number at all. The manufacturer's serial can be the identifier in your inventory, with a company prefix in the hostname if that's useful. That avoids maintaining two identifiers for every machine.
Some manufacturers also offer asset tagging when you order equipment, which could save a step at deployment. Check what they can print and whether it fits your inventory process.
Think about what the label reveals, too. A prominent company name combined with a user's name on the lock screen can connect a person, employer, and device in public. A removable tag also isn't much of a security control.
There's a tradeoff with making a lost machine easier to return. You could use a less conspicuous identifier if the ownership record is already available internally.
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Pevrick.19:
A main phone number is another option for laptops and tablets, in case someone finds a lost device and wants to return it.