# Asset intake tagging procedure

Define where identity begins, what the identifier looks like, where the tag goes, and what
the first record must contain. Examples are fictional; replace them with your own approved
format and placements.

## Scope and ownership

- Procedure ID / revision / effective date:
- Sites and equipment classes covered:
- Point at which identity begins (receipt, staging, installation):
- Receiving process owner:
- Inventory format owner:
- Exception route for equipment that bypassed intake:

## Identifier format

| Decision | Value | Rationale |
|---|---|---|
| Fixed length | | |
| Character set | | |
| Excluded look-alike characters | | |
| Case handling | | |
| Prefix or series meaning, if any | | |
| Check character used (yes/no) | | |
| Check character algorithm and validating system | | |
| Reuse of retired identifiers | Prohibited | |
| Human-readable text matches encoded symbol | | |

## Symbol and print

- Symbology and minimum module size:
- Quiet zone requirement:
- Label construction and size:
- Verification method for a printed sample:
- Sample retained with this procedure (reference):

## Placement by equipment class

| Equipment class | Primary face and position | Second placement required? | Surfaces to avoid | Photograph reference |
|---|---|---|---|---|
| Server | | | | |
| Network switch | | | | |
| Storage chassis | | | | |
| Rack power distribution unit | | | | |
| Rack or cabinet | | | | |
| Spare or test unit | | | | |

## Intake record fields

| Field | Mandatory at intake | Source (scanned, keyed, document) | Notes |
|---|---|---|---|
| Asset identifier | | | |
| Manufacturer | | | |
| Model | | | |
| Serial number | | | |
| Receipt or purchase reference | | | |
| Responsible owner | | | |
| Intended destination | | | |
| Condition on arrival | | | |

## Foreign identifiers

| Identifier type encountered | Treatment (record, remove, overmark, retain by contract) | Recorded as attribute | Removal obligation |
|---|---|---|---|
| Manufacturer asset tag | | | |
| Reseller or integrator tag | | | |
| Leasing or finance tag | | | |
| Previous owner tag | | | |

## Exception and verification log

| Date | Equipment | Exception (bypassed intake, untagged in staging, unreadable tag) | Action | Owner | Closed |
|---|---|---|---|---|---|
| | | | | | |

## Approval

- Procedure owner / date:
- Inventory owner acceptance / date:
- Next review date: