Understand the Installation Scope

Asset-tag projects can range from attaching a small adhesive tag to office equipment to drilling and mechanically fastening plates onto industrial machinery.

The installation scope should state:

• Supply only or supply and installation
• Equipment types and quantities
• Site locations
• Approved mounting method
• Whether machinery isolation is required
• Whether drilling is permitted
• Who provides permits and supervision
• Who updates the asset database
• Required photographs and reports
• Final acceptance responsibility

Obtain Equipment-Owner Approval

The equipment owner or authorised site representative should approve the tag position, mounting method and installation procedure before work begins.

Approval should consider:

• Machine manufacturer instructions
• Warranty restrictions
• Certification and regulatory plates
• Electrical or enclosure ratings
• Guarding and interlocks
• Structural or pressure-containing parts
• Approved drilling locations
• Permit-to-work requirements
• Energy-isolation requirements
• Production shutdown timing

Do not rely on verbal assumptions

For larger projects, record the approved position and mounting method using a drawing, marked photograph, installation schedule or signed sample approval.

Identify the Installation Hazards

Possible hidden hazards

• Capacitors and electrical stored energy
• Compressed air or hydraulic pressure
• Elevated machine components
• Springs, counterweights or gravity loads
• Hot surfaces
• Automatic remote start
• Sharp panel edges
• Hazardous residues or chemicals
• Restricted or elevated work areas

Energy Isolation and Lockout/Tagout

When installation exposes personnel to unexpected energisation, start-up, movement or release of stored energy, follow the organisation’s approved energy-control and lockout/tagout procedure.

A site procedure may include:

1. Identify the equipment and energy sources.
   Review electrical, mechanical, pneumatic, hydraulic, chemical, thermal and gravity-related energy.
2. Notify affected personnel.
   Inform operators, supervisors and other affected workers about the planned shutdown.
3. Shut down the equipment normally.
   Use the manufacturer’s normal stopping procedure.
4. Isolate the energy sources.
   Operate the approved energy-isolating devices.
5. Apply the required lockout or tagout controls.
   Follow the site’s authorised-person procedure.
6. Release or restrain stored energy.
   Address pressure, heat, elevated parts, springs, capacitors and residual movement.
7. Verify isolation.
   Use the organisation’s approved verification method before work begins.
8. Complete the work under control.
   Maintain tools, parts and barriers within the approved work area.
9. Follow the authorised return-to-service process.
   Remove controls only according to site rules after inspection and personnel clearance.

Do Not Interfere with Guards or Interlocks

Asset-tag installation must not reduce the effectiveness of machinery guarding or safety devices.

Do not attach a tag where it:

• Prevents a guard from closing fully
• Blocks an interlock actuator or sensor
• Restricts an emergency-stop control
• Obstructs a light curtain or safety scanner
• Creates a sharp edge near an operator
• Requires a guard fastener to remain loose
• Encourages staff to reach through a hazardous area to scan it
• Interferes with maintenance or inspection access

Guards removed for authorised work

Any guard removed under an approved maintenance procedure must be reinstalled and checked before equipment returns to service. Replacing a guard should not create an unintended machine start.

Match Every Tag to the Correct Machine

A securely installed tag is still incorrect if it carries another machine’s asset number or QR Code.

Recommended matching controls

• Use one approved installation spreadsheet
• Include the manufacturer serial number
• Include a machine photograph
• Include the site, room or production area
• Package tags by installation location
• Scan the code before installation
• Confirm the displayed serial number
• Scan the code again after installation

Choose a Safe and Readable Tag Position

A suitable position should be:

• Visible during normal asset inspection
• Accessible without entering a hazardous area
• Reachable by the intended phone or scanner
• Protected from direct impact where practical
• Away from high heat
• Away from liquid, oil or dirt collection points
• Away from frequently gripped surfaces
• Away from moving doors, rollers and mechanisms
• Suitable for the selected mounting method

Consider the scanning angle

A code positioned close to the floor, behind pipework or beneath a projecting panel may be difficult to scan even when the code itself is correctly produced.

Confirm visibility after normal operation

Check whether doors, guards, trays, covers, production materials or stored items will obstruct the tag during normal use.

Locations to Avoid

Inspect the Mounting Surface

Record the surface type

• Painted steel
• Powder-coated metal
• Stainless steel
• Anodised aluminium
• Bare aluminium
• Plastic
• Composite panel
• Cast or textured metal

Inspect for:

• Oil or grease
• Dust
• Moisture
• Corrosion
• Loose or chalking paint
• Deep texture
• Curvature
• Dents or damage
• Existing holes or mounting points

Do not bond to a failing coating

An adhesive can remain attached to a layer of paint while the paint itself separates from the machine. The coating must be sound enough for the intended installation.

Choose the Correct Mounting Method

Read Adhesive vs Rivet vs Screw Mounting for Metal Asset Tags for a detailed mounting comparison.

Installing Adhesive-Backed Metal Asset Tags

Before installation

• Confirm the exact adhesive product
• Confirm substrate compatibility
• Confirm installation and service temperatures
• Confirm chemical and cleaning exposure
• Test the actual equipment coating where necessary

General installation sequence

1. Inspect the surface.
   Reject loose paint, corrosion, oil, moisture or unsuitable texture.
2. Clean using the approved method.
   Follow the adhesive manufacturer’s surface-preparation instructions.
3. Allow the surface to dry.
   Do not trap cleaning fluid or moisture beneath the tag.
4. Mark the approved position.
   Use a removable guide that does not contaminate the bonding area.
5. Remove the release liner carefully.
   Avoid touching or contaminating the adhesive.
6. Place the tag accurately.
   Avoid repeated repositioning.
7. Apply firm, uniform pressure.
   Ensure contact across the full bonding area, including corners and edges.
8. Allow bond-development time.
   Follow the product-specific instructions before harsh cleaning or service exposure.

Final adhesive checks

• No lifted corners
• No trapped debris
• No visible gaps
• No tag distortion
• Correct alignment
• Code remains readable

Installing Rivet-Mounted Asset Tags

Rivet installation should be completed only where drilling and permanent mechanical fastening are approved.

Confirm before drilling

• Approved hole positions
• Panel material and thickness
• Internal clearance
• Rivet body diameter
• Specified hole range
• Total grip thickness
• Rivet material
• Head or flange dimensions
• Corrosion compatibility
• Tool access

Installation checks

• Tag sits flat without distortion
• Rivet head seats fully
• Rivet does not spin or move
• Panel is not deformed
• Broken mandrel is controlled
• No sharp edges remain
• Exposed metal receives approved protection where required

Installing Screw-Mounted Asset Tags

Preferred arrangements

• Existing manufacturer-approved threaded holes
• Existing tag holders
• Approved nut-and-bolt arrangements
• Approved threaded inserts or rivet nuts
• Approved brackets

Confirm:

• Screw size and material
• Thread type
• Thread engagement
• Head and washer clearance
• Fastener length
• Internal clearance
• Vibration-control method
• Corrosion compatibility

Avoid over-tightening

Excessive tightening can bend a thin tag, damage the equipment coating, distort washers, strip threads or crack a plastic panel.

Do not publish one universal torque

Suitable tightening depends on the screw, thread, material, lubrication, washer, insert and equipment design. Follow the approved equipment or fastener specification.

Drilling and Metal-Swarf Control

Drilling machinery panels can create sharp chips and conductive metal debris that may damage electronics, contaminate moving components or create short-circuit risks.

Before drilling

• Confirm written or documented approval
• Verify energy isolation where required
• Inspect both sides of the intended location
• Check wiring diagrams where available
• Protect internal equipment from swarf
• Use the approved drilling template
• Confirm drill control and access

After drilling

• Collect and remove all chips
• Deburr the hole
• Remove sharp edges
• Inspect the surrounding coating
• Apply approved corrosion protection or sealing where required
• Confirm nothing entered the equipment

Electrical Cabinets and Rated Enclosures

Holes added to an electrical enclosure may affect dust protection, water resistance, insulation, grounding, certification or internal clearances.

Safer priorities

• Use an approved external adhesive system
• Use an existing mounting point
• Use an existing label recess or holder
• Obtain the enclosure manufacturer’s approval
• Maintain required door and seal operation

Do not use safety-related hardware

Do not loosen grounding connections, sealing screws, hinges, latch hardware, guard fasteners or structural enclosure screws to hold an asset tag.

Pressure, Process and Certified Equipment

Do not drill into tanks, pressure vessels, piping, process chambers, heat exchangers, jackets, refrigeration circuits or other pressure-containing surfaces without formal engineering approval.

Alternative approaches

• Use an approved external bracket
• Use an existing identification holder
• Use an approved adhesive on a suitable non-pressure surface
• Use a wire-mounted tag where safe and permitted
• Mount the tag on the machine base or control cabinet instead

Certified machinery

Modifications may affect approvals, inspection status or warranty. Obtain the owner’s technical and compliance review before installation.

Fastener Compatibility and Corrosion

Metal tags, fasteners and machine panels may use different alloys. In the presence of moisture or conductive contamination, dissimilar metals can form a galvanic couple.

Review combinations such as:

• Stainless-steel tag on aluminium panel
• Aluminium tag with stainless-steel rivets
• Stainless tag with carbon-steel screws
• Brass tag on aluminium equipment
• Zinc-plated fastener in a coastal environment

Possible controls

• Compatible fastener selection
• Approved insulating washers or layers
• Suitable coatings
• Protection of drilled edges
• Avoiding moisture traps
• Application-specific corrosion review

Do not assume stainless steel solves every corrosion issue

Stainless grade, contamination, crevices, salts, chemicals and the surrounding metals all affect performance.

Installing Tags on Curved Machinery

A flat plate installed on a curved surface can bridge at the centre, lift at the edges or create continuous stress around the fasteners.

Possible solutions

• Use a smaller tag
• Pre-form a suitable tag
• Use a shaped bracket
• Select an approved conformable adhesive
• Move the tag to a flatter location
• Use an approved wire or holder system

Code readability

Curvature can distort QR Codes and Data Matrix symbols or prevent the scanner from seeing the entire code. Test the installed result using the intended reader.

QR Code, Data Matrix and Serial-Number Access

Protect the code area

• Keep screw heads and washers outside the quiet zone
• Keep rivet flanges outside the code area
• Avoid placing codes beside strong reflections
• Keep the code away from tight curves
• Do not install the tag where the scanner cannot approach

Scan before and after installation

The loose tag may scan successfully while the installed tag fails because of glare, angle, nearby hardware or an inaccessible position.

Confirm the decoded record

Do not check only whether the code scans. Confirm that it opens or displays the correct machine record.

Read How to Engrave QR Codes, Barcodes and Serial Numbers on Metal.

Prepare the Tools and Work Area

Possible installation tools

• Approved cleaning materials
• Lint-free cloths
• Positioning template
• Pressure roller for adhesive tags
• Suitable drill and bits
• Depth stop or drill control where required
• Deburring tools
• Rivet tool
• Correct screwdriver or driver
• Approved tightening or torque equipment
• Swarf collection and cleaning equipment
• Scanner or mobile device

Control the work area

• Prevent unauthorised machine operation
• Keep tools organised
• Prevent dropped parts entering machinery
• Use barriers where site procedures require them
• Maintain safe access and lighting
• Do not leave release liners, swarf or fasteners behind

Personal Protective Equipment

PPE should follow the site risk assessment and installation activity.

Possible requirements include:

• Safety glasses or face protection
• Cut-resistant gloves for handling metal plates
• Safety footwear
• Hearing protection
• Protective clothing
• Respiratory protection where a formal assessment requires it
• Fall-protection equipment for authorised elevated work

PPE does not replace hazard control

Energy isolation, machine guarding, tool control and a safe installation location remain necessary.

Recommended Installation Workflow

1. Review the installation schedule.
   Confirm the machine, asset number, site, tag and mounting method.
2. Meet the authorised site representative.
   Confirm access, permits, supervision and shutdown arrangements.
3. Verify the machine identity.
   Match the manufacturer serial number and equipment description.
4. Inspect the approved position.
   Check for hazards, obstruction, curvature, heat and contamination.
5. Apply isolation controls where required.
   Follow the site’s approved energy-control procedure.
6. Prepare the surface or mounting holes.
   Follow the approved adhesive or fastener specification.
7. Install the tag.
   Maintain alignment, clearances and secure seating.
8. Inspect the installation.
   Check edges, fasteners, holes, coating and surrounding machine condition.
9. Scan the machine-readable code.
   Confirm the correct record opens using the intended device.
10. Remove tools and debris.
    Account for drill bits, mandrels, fasteners, liners and swarf.
11. Complete the return-to-service process.
    Follow the authorised procedure for guards, controls and energy restoration.
12. Photograph and document the result.
    Update the asset record and installation report.

Final Installation Inspection

Return the Machinery to Service Correctly

Before restoration:

• Confirm installation work is complete
• Remove tools, swarf and unused hardware
• Reinstall all authorised guards and covers
• Confirm personnel are clear
• Confirm the machine is ready for normal operation
• Follow the site’s lockout/tagout removal procedure
• Notify affected personnel

Do not restore power only to test the asset tag

QR Code scanning and visual inspection do not normally require machinery to operate. Avoid unnecessary energisation during installation checks.

Update the Asset Database

Recommended fields

• Asset number
• Manufacturer serial number
• Equipment description
• Site and exact location
• Tag material
• Mounting method
• Installation date
• Installer
• Approved tag position
• QR Code or Data Matrix destination
• Inspection result
• Installation photograph

Keep changing information in the database

Department, custodian, maintenance status and location can change. The permanent tag should normally retain a stable asset identifier.

Photograph the Completed Installation

Capture:

• A wide photograph identifying the machine
• A close-up showing the tag and mounting
• The manufacturer plate where appropriate
• The surrounding area showing that warnings remain visible
• The installed QR Code or Data Matrix

Photograph quality

Ensure the asset number and machine are readable. Avoid reflections, blur or framing that makes it unclear which machine received the tag.

Privacy and security

Control access to photographs that show confidential processes, security information, facility layouts or sensitive equipment data.

Inspect Asset Tags Periodically

Adhesive-mounted tags

• Check lifted edges
• Check trapped dirt or moisture
• Check movement
• Check coating failure beneath the tag

Rivet-mounted tags

• Check loose or spinning rivets
• Check corrosion around holes
• Check cracked tag material
• Check missing or damaged heads

Screw-mounted tags

• Check loose or missing screws
• Check locking features
• Check thread damage
• Check washers and corrosion

Identification checks

• Asset number remains readable
• Code still scans
• Database record remains active
• Tag still matches the machine

Replacing a Damaged Asset Tag

Replacement procedure

1. Verify the equipment identity.
   Confirm the existing asset and manufacturer serial numbers.
2. Record the reason for replacement.
   Note damage, loss, poor scanning, corrosion or database changes.
3. Follow the safe-access procedure.
   Apply isolation controls where required.
4. Remove the existing tag carefully.
   Avoid paint, panel and equipment damage.
5. Inspect and prepare the surface.
   Remove residue, damaged hardware and corrosion using an approved method.
6. Install the replacement.
   Retain the existing asset identity unless the customer’s system specifies otherwise.
7. Update the database.
   Record the replacement date, installer and new photograph.

Do not reuse asset numbers casually

A retired or cancelled number should remain traceable according to the organisation’s asset-control procedure.

Common Installation Failures

Installation Guidance by Application

Information Needed for Installation Planning

What Image Magic Recommends

Important Installation and Safety Note

Frequently Asked Questions