Managing assets is always tricky when you have to do it manually. Keeping a manual asset list, creating a FAR (Fixed Asset Register) on a spreadsheet, and managing asset inventory on a paper log is quite difficult and mired with inaccuracies. Simply, no matter what business you own, whether it is an IT firm, legal services, education, healthcare, retail, or logistics, managing assets will be challenging.
Thanks to modern AIDC technologies like RFID and the Internet of Things (IoT), Asset management has become simpler and more efficient. RFID item-level tagging is the most preferred method of tagging assets. RFID-based asset management system solutions have become quite prevalent in education, healthcare, and IT firms where businesses need to tag their valuable laptop, files, gadgets, desks, chairs, and other hardware. ITAM (IT Asset Management) is one of the most popular asset management solutions that not only leverages RFID but also integrates IoT sensors and tags to ensure the safety and security of valuable IT assets around the clock.
Get Started with RFID Asset Management
Radio Frequency Identification (RFID) technology has revolutionized asset management across various industries by enhancing tracking, inventory management, and data accuracy. An RFID asset management system utilizes electromagnetic fields to automatically identify and track tags attached to objects.
In this blog, we offer you a comprehensive guide on how to get started with an RFID asset management system, including a list of necessary equipment, implementation strategies, tagging techniques, integration methods, and database preparation.
RFID systems consist of three main components: RFID tags, RFID readers, and a backend system (usually a database). RFID tags contain microchips and antennas that store and transmit data to RFID readers. You can deploy an RFID handheld reader or a fixed reader that can be used on gates and other important junctions. The readers then relay this information to a central database, enabling real-time tracking and management of assets.
If you’re a business owner and want to deploy an Asset Management System at your business, here is how to get started:
Step 1: Assess Your Needs
Before implementing an RFID asset management system, assess your organization’s requirements. Consider the following:
1.Types of Assets
Identify which assets need tracking (e.g., equipment, inventory, tools). Create a list of all the assets that need to be tagged with RFID and import the data into the asset management system software as necessary.
2. Tracking Frequency
Determine how often you need to read the tags (e.g., real-time, periodic). Make SOPs to ensure all the assets are accurately tracked. For example, an IT firm needs to perform periodic audits and monitor all kinds of assets coming in and going out of the gate.
3. Environment
Evaluate the environments where the assets will be tracked (e.g., warehouses, outdoor settings, high interference areas). In a healthcare setting, asset tagging needs somewhat different approach than retail. Similarly, in a manufacturing and construction setting, you need to choose RFID hard tags for better results.
Step 2: List of RFID Equipment to Procure
Once you have identified the kinds of assets that need to be tracked, tracking frequency of these assets, and tracking points, now procure essential RFID components to get started.
1.RFID Tags, labels, and Anti-metal tags
Select the appropriate tags based on the asset type and environment. Tags can be passive (no battery, activated by the reader) or active (battery-powered, longer range). RAIN RFID tags (UHF Passive RFID Tags) are the most used tags in retail, healthcare, and supply chain businesses. Since IT firms also have lots of metal assets like laptops, phones, and IT hardware, RFID mount on-metal tags are a good option. You can procure all kinds of RFID tags, including RFID mount on-metals tags from EnCstore.com which offers a huge catalog of RFID tags and inlays.
2. RFID Readers
Choose handheld or fixed readers based on your needs. Handheld readers are portable, while fixed readers are installed at specific locations for automated reading. In handheld readers, the Zebra RFD40 SLED Reader is a high-performing reader with a great read rate of 1300+ tags per second and a long reading range. You can also go with RFID-fixed readers like the Zebra FX9600 RFID reader which is the best in the category and outperforms all other readers by 30%.
3. Antennae
Depending on your installation requirements, you may need additional antennas to extend the reading range. The Zebra AN480 RFID Antenna is a great option for indoor and outdoor uses and offers a great read range with 6. dB gain.
4. Middleware Software
This software helps manage data flow between RFID readers and your database, enabling integration and analysis. Ruddersoft’s Asset Management System also offers an Android app for the handheld reader which can help with item finding and RFID asset audits.
5. Database System
Choose a robust database system (e.g., MySQL, PostgreSQL) for storing and managing asset data.
6. Network Infrastructure
Ensure adequate network infrastructure (Wi-Fi or wired connections) to support the RFID system.
Step 3: Implementation Strategy for Asset Management System
1. Planning
Develop a project plan outlining the goals, timeline, and budget for the RFID implementation.
2. Pilot Testing
Conduct a pilot test in a controlled environment to evaluate the performance of the RFID system. It will help identify potential issues before full-scale deployment.
3. Deployment
Roll out the RFID system across your organization, ensuring that all equipment is properly set up and configured.
Step 4: Tagging Assets
1.Choose Tag Placement
Determine the optimal placement for RFID tags on assets to ensure effective reading. The tags should be positioned to avoid interference and damage.
2. Tagging Process
Ruddersoft offers dedicated RFID asset tagging and encoding services where our skilled team will tag all your assets with RFID tags and create a database for you on a nominal charge.
Here’s how you can do asset tagging:
(a). Clean the surface of the asset where the tag will be placed.
(b). Attach the RFID tag securely to the asset, ensuring it’s within the reader’s range.
(c). Program the tag with a unique identifier or asset information using an RFID writer.
3. Testing
After tagging, perform tests to ensure that the tags are correctly read by the RFID readers.
Step 5: Integration with Backend Systems
Once you have tagged all assets, procured RFID readers and antennas, and other RFID accessories like power supply cables, antenna brackets, antenna cables, connectors, etc., now you need to integrate everything with the asset management software solution.
Here’s how to do it:
1.Middleware Configuration
Set up the middleware to facilitate communication between RFID readers and your database. This may involve customizing the middleware to suit your specific data needs.
2. Database Schema Design
Create a schema that reflects the structure of your asset data. Common fields include asset ID, description, location, status, and maintenance history.
3. Data Import
Import existing asset data into the database to ensure all assets are accounted for and can be tracked using the RFID system.
4. Real-Time Data Processing
Enable real-time data processing to receive updates as assets are scanned. This enhances visibility and management capabilities.
Step 6: Training and Maintenance
To get better results from an asset management system, you need to create SOPs and train your staff for the same. You also need to introduce a maintenance plan where you need to maintain the software system and ensure that all the RFID hardware, tags, and readers are working properly.
Here’s how you can do it:
1.User Training
Provide training for staff on how to use RFID readers, the middleware, and the database system effectively to ensure smooth operation.
2. System Maintenance
Regularly maintain hardware (readers and tags) and software (middleware and database) to ensure optimal performance.
3. Performance Monitoring
Continuously monitor the RFID system’s performance and make adjustments as necessary to improve efficiency.
To summarize, implementing an RFID asset management system involves careful planning, procurement of the right equipment, effective tagging, and seamless integration with backend systems. Embracing RFID technology is a strategic investment that can yield significant returns in operational effectiveness and by following the steps outlined above, organizations can enhance their asset tracking capabilities, leading to improved efficiency, reduced losses, and better inventory management.