Property Management Policy & Procedure Manual
Section 300: Equipment Management
Effective: 03/01/1979
Revised: 03/04/2016


Equipment Tagging
All equipment on the OSU inventory must be tagged with an OSU barcode inventory tag, which is furnished by Fixed Assets Property Management - Business Affairs. Equipment acquired for sponsored research may also require an asset tag from the sponsoring organization (See PRO 901: Accountability of Equipment on Sponsored Awards). At the time the tag is attached, all information on the inventory record should be verified against the actual equipment and updated as needed.  Clear laminated covers should be used to protect tags that will be exposed to the elements or to harsh environments.

Tag Locations
Tags should be placed where they can easily be seen and scanned, but where they will not interfere with the use of the equipment or be hidden when the equipment is used.

Replacement Inventory Tags
When inventory tags are lost, damaged or poorly located, replacement inventory tags should be obtained from Fixed Assets Property Management by calling 541-737-4084.  New tags will be attached to the request and returned via campus mail, US mail, or Fixed Assets Property Management will coordinate with the department to attach the tags.

Tagging Non-Capital Equipment
Fixed Assets Property Management does not identify or tag equipment with an acquisition cost of less than $5,000.  If a department has an interest in identifying, tagging, and tracking equipment costing less than $5,000, "Property of OSU" identification labels can be supplied to the department.

STOP (Security Tracking of Office Property) Tags
Departments may tag equipment with STOP Tags to protect OSU's property interests and help prevent theft of equipment. 

Untaggable Items
Use the term "untaggable" to describe items that cannot be tagged because they are too small, delicately calibrated, or they are used in harsh environments that would immediately destroy a tag.  The word "untaggable" and a brief explanation should be added to the asset record text of the item.  Departments should keep the tags in a notebook with information about the equipment to which they refer (description, serial number, etc.).  When the inventory is conducted, the equipment is located and identified from the information contained in the notebook, and then the tag is scanned.

Marking Equipment
When an item is untaggable, permanently mark the OSU inventory number on it using an engraver or indelible marker.  An engraver is available for loan from the Oregon State Police/Department of Public Safety.

Tagging Equipment

Responsible Party Action
Fixed Assets Property Management
  1. Print barcode inventory tags and coordinate with the department to attach the tags or send them to the appropriate Department contact.
  1. Place tags on equipment promptly upon receipt in a location that is visible and scannable. Tag items consistently in accordance with the following guidelines:
    • General location: on the front, near the upper left corner.
    • Machinery, instruments and vehicles: place in visible area, covered as needed with clear protective label available from Fixed Assets Property Management.
    • Cylindrical items: tag should go up and down the length of the cylinder, not wrapped around it.
    • Small items and movable internal components: see Untaggable Items section herein, or contact Fixed Assets Property Management for assistance.