Make physical inventories easier to verify.

Three workflows to examine

Keep each check aligned with the organisation’s official inventory procedure and system of record.

Check assets room by room

Choose a category of office or field equipment. Identify each item, record the room or site checked, and review differences against the approved asset data.

Document custody changes

Define how a device moves between staff, units or offices. Make the release, receipt and exception steps explicit before automating capture.

Review vehicles and field equipment

For mobile assets, separate an occasional inventory check from ongoing location reporting. GPS may be considered only if the use case, device, permissions and data handling are agreed.

Use the method that fits the official process

Barcode is already used for labelled public assets in some Indonesian inventory workflows. RFID could be assessed for high-volume physical checks; GPS is a different location-data question. Any connection to a government asset system must be confirmed with the responsible authority.

• Keep the official asset number and system of record in view.
• Pilot identification on real asset materials, locations and staff procedures.
• Agree approvals, access rights and reconciliation before considering integration.

Explore relevant TUDI pages

Explore identification and inventory approaches, then confirm how they fit the organisation’s approved process.

• Inventory Management for count and reconciliation concepts.
• Barcode and RFID for physical identification.
• Access Control for a separate facility discussion.

What the project team should clarify

A practical first step is one asset category at one office.

• Which authority owns the asset register and defines the inventory procedure?
• What discrepancies and custody events must be reviewed or approved?
• Are there procurement, network or location-data restrictions for this site?