How Inferior Asset Labels Undermine Facility Management
In facility management, the durability of asset labels is often underestimated. When procurement departments select cheap labels to save costs, they may appear functional in the short term, but problems such as unreadable barcodes and label detachment soon arise, resulting in unreliable maintenance records and increased compliance risks. This article uses examples to illustrate why durability is critical, lists common failure modes of low-cost labels, and introduces more durable label materials, recommending that facility managers collaborate with procurement to evaluate label value based on total lifecycle cost.
Stuart Jailler is the director of asset label company Seareach . The views expressed in this article are solely those of the author.
In the daily operations of various facilities, a common scenario repeats itself: operations staff specify durable asset labels, but procurement intervenes and questions the cost. A cheaper alternative is then selected, and at first everything seems fine. However, within a short time, barcodes become unscannable, labels fall off, and the facilities team is left to clean up a mess they didn't create.
What's the result? Time is wasted, costs rise, and tracking systems become difficult to maintain.
Why Durability Matters
Here's a perfect example of why durability matters.
This fire hose reel in a hotel is a safety-critical asset, labeled for inspection and maintenance. But let's take a closer look:
The label was printed with an inkjet printer, making it susceptible to moisture, heat, and fading. The adhesive is already failing, meaning it could fall off at any moment. If a fire occurs—exactly when this reel is needed—the label would be destroyed within minutes, leading to unreliable maintenance records.
This is a case of an asset label with good intentions but poor material choice. The label itself becomes the weak link in the system.
A Costly Mistake
Low-cost labels might save a few cents upfront, but when they fail, the cost of lost asset data and interrupted maintenance can amount to thousands of dollars. There's also the cost of re-labeling.
Common failure points of low-cost labels include:
- Print fading causes barcodes to become unscannable.UV exposure, cleaning chemicals, and abrasion can make critical asset numbers disappear.
- Adhesive failure causes labels to fall off.If a label falls off, the asset becomes untrackable, disrupting maintenance schedules.
- Material degradation in harsh environments.Some labels blister, shrink, or become brittle under extreme temperatures, chemicals, or humidity.
In some cases, compliance is also at risk. Healthcare facilities, manufacturing plants, and government agencies rely on asset labels for audits and regulatory inspections. When labels fail, the risk is more than just inconvenience; it can mean compliance fines, asset write-offs, and operational slowdowns.
The Smart Choice
Not all assets require the same type of label, but minimum durability standards should be considered.
- Metallized polyester.A step up from standard plastic labels, offering better abrasion resistance and tolerance for moderate environmental exposure.
- Polycarbonate labels with sub-surface printing.Protects printed data from abrasion, chemicals, and fading.
- Anodized aluminum asset nameplates.These are the gold standard for industrial and outdoor environments, resisting extreme heat, moisture, and solvents.
Facility managers should work closely with procurement teams to ensure cost-cutting doesn't turn into a hidden liability down the road.
The purpose of asset labels is to make work easier, not to create problems that need solving later. While price is always a factor, the true cost of an asset label should be measured over its entire lifecycle.
A label's lifespan should match that of the asset it's attached to. When it doesn't, the result is lost efficiency, avoidable costs, and unnecessary headaches for the facilities team. Choosing the right label from the start means fewer replacements, better tracking, and a system that truly works when needed.