Asset Tracking & Collection Management – what do you need?

You need an accurate description of each item. When you have a lot of valuable, sometimes irreplaceable items it behooves you to look after them; you need to know what you have and you need to manage and protect them. For example:

  1. You need to assign each item a unique number and maybe even a barcode.
  2. You may need to classify each item.
  3. You need to know where each item is.
  4. You need to know each item’s current value.
  5. You need to know each item’s original cost.
  6. You need to know if an item is appreciating or depreciating and at what rate.
  7. You need to list, schedule and carry out necessary maintenance.
  8. You need to insure valuable items.
  9. You need to know when insurance policies and other contracts are due for renewal.
  10. You need to be able to track each item.
  11. You need to retain copies of all records.
  12. You should have a photographic record of each item.
  13. You need to maintain a complete history of the lifecycle of each item.
  14. You need to be able to ‘Move’ items and track them.
  15. You may need to be able to ‘Loan’ items and track them.
  16. You may need to be able to ‘Request’ the return of items and track them.
  17. You may need to be able to ‘Sell’ items and properly record the transaction.
  18. You may need to be able to ‘Buy’ items and properly record the transaction.
  19. You may need to ‘Dispose’ of items at end of life.
  20. You need to be able to ‘Prove’ ownership.
  21. You need the required records for insurance claims.
  22. You may need to be able to allow others to view or search your items.
  23. You may need to search your items by description, by type, by number, by barcode, by Metadata or by any combination of attributes or properties.
  24. You may need to produce reports on your items, ad hoc and scheduled.
  25. You may need the ability to link assets for cross referencing.
  26. You may need to secure access to restricted information.
  27. You may need to Import and export data in multiple formats.
  28. You may need to Record any exhibitions for your assets or collections.
  29. You may need to manage the conservation of items in your collection.
  30. You need to capture all correspondence on each item, including emails.
  31. You may need to Classify items.
  32. You may need to define different ‘Types’ of items.
  33. You may need to capture and record Certificates of Authentication.

If you are looking to manage your Assets or a Collection of art or other valuables there is no more convenient, easy and low-cost way than the ‘ready-to-go’ Apps in the RF6Cloud, RF6-Asset & RF6-Collection. We provide all of the functionality above plus more for just a single low monthly fee per user.

Have questions? Contact Us

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