Published: March 30, 2012  Updated: March 03, 2025

Enhanced Barcoding Strategies for CMMS: Beyond the Bin

Barcodes have revolutionized inventory and asset management, and when integrated with CMMS (Computerized Maintenance Management System) software, they become a powerful tool for accuracy and efficiency. While the standard practice of affixing barcode labels to part bins is effective, the real potential lies in extending this practice to those challenging, non-standard items that often clutter stockrooms and facilities. Let's delve into some practical techniques for maximizing the benefits of barcoding in your CMMS environment.

Addressing the Challenge of Non-Standard Inventory

Not all inventory fits neatly into labeled bins. Many parts are oddly shaped, stored in bulk, or awaiting assembly. These items present a unique challenge for tracking and management.

For collections of small parts, such as bolts, washers, or connectors, using Ziploc bags offers a simple yet effective solution.

Individual Batch Control - Instead of issuing an entire bin of parts, you can distribute individual Ziploc bags, each containing a specific quantity. This provides precise control over part usage.

For instance, if a work order requires only four 1-inch hex bolts, you can issue a pre-packaged bag containing exactly that amount.

Protection from Contamination - Ziploc bags also serve as a protective barrier, shielding parts from dust, moisture, and other contaminants. This is particularly important for sensitive components that can be damaged by environmental exposure. Using bags helps keep parts clean, and ready to use.

Labeling Practices for Odd-Sized and Large Parts

Large or irregularly shaped parts that don't fit into standard bins require a different approach.

Laminated Label Cards - Affixing barcode labels to laminated 3x5 cards provides a durable and versatile solution. The lamination protects the label from damage, while the card itself offers a surface for additional information, such as part descriptions or specifications. A hole punch allows the card to be easily attached to the part using a string or twist tie.

Direct Part Labeling (When Feasible) - Whenever possible, affixing the barcode label directly to the part itself is the most straightforward approach. However, it's crucial to ensure that the label does not interfere with the part's functionality or create any safety hazards. Consider the environment the part will be in, and if that environment will damage the label.

Enhanced Asset Tracking in Government Facilities

Government buildings and facilities often require meticulous asset tracking for compliance and accountability purposes.

Dual Barcode Labeling - For critical assets, such as fire extinguishers, doors, or drinking fountains, consider using two barcode labels. Place the primary label in an easily accessible location for routine scanning.

Install a secondary, hidden label in an inconspicuous location as a backup in case the primary label is damaged or removed. This provides a redundant tracking system, ensuring that assets can always be identified and accounted for.

Increased Reliability - This method increases the reliability of asset tracking, and reduces the chance of lost or missing assets. It also adds a layer of security, making it harder for unauthorized individuals to tamper with or remove asset labels.

Discover how streamlined maintenance processes can elevate production. Learn more.

The Importance of Data Accuracy and Efficiency in Barcoding

Regardless of the labeling method used, the ultimate goal is to improve data accuracy and enhance maintenance efficiency.

Reduced Data Entry Errors - Barcodes eliminate the need for manual data entry, minimizing the risk of errors. This ensures that inventory records and asset tracking data are accurate and up-to-date.

Improved Accountability - Barcodes provide a clear audit trail, making it easy to track part usage and asset movements. You increase operational accountability and helps to prevent inventory shrinkage.

Increased Efficiency - Barcodes enable rapid scanning and data retrieval, saving time and effort. Maintenance technicians can focus on their primary tasks, rather than spending time on manual data entry.

Maximizing the Potential of Barcoding

Barcoding represents more than just a labeling system. You should view it as a added bonus of the CMMS software "tool." By implementing innovative barcoding strategies, you can overcome the challenges of non-standard inventory and ensure accurate asset tracking.

From using Ziploc bags for small parts to employing dual labels for critical assets in government facilities, these techniques empower you to take full advantage of your CMMS software.

Remember, accurate data and efficient processes put you on the right path to effective maintenance management. Barcoding plays a vital role in achieving these goals. By thinking beyond the bin, you can unlock the full potential of barcoding and transform your maintenance operations.

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