Tagging

Outlines the procedure for asset tagging.

Procedure Information

For more information on this procedure, contact Regional Procurement Services.

1.0 Purpose
2.0 Related Policies
3.0 Units & Persons Affected
4.0 Definitions

Equipment Coordinator: An employee responsible for coordinating compliance with the Property Control Program at the departmental level.

High-Risk Asset Tag: A red property control tag that marks High-Risk owned by the College and used exclusively for High-Risk Assets.

Owner: The department which is the ultimate user of the asset.

Property Control Coordinator (“PCC”): The person designated by the Campus Administration to ensure that the Property Control System and High-Risk Asset Logs are maintained and current to ensure that the campuses assets are documented.

RAM: The Real Asset Management Information System, a database maintained by SUNY System Administration whereby the campuses are required to enter RAM Assets.

RAM Asset Tag: A white property control tag with a barcode that marks a RAM Asset owned by the College and used for RAM Assets.

5.0 Process

Types	Subtypes	Tag	Responsible Party
Items of Supply	N/A	Not required	N/A
Equipment (Asset)	Low-Risk Assets	Not Required	N/A
Equipment (Asset)	High-Risk Assets	Red Tag	Department
Equipment (Asset)	RAM Assets	White Tag with Barcode	Warehouse (if deliverable to warehouse) Department (if delivered directly to department)

Types

Subtypes

Tag

Responsible Party

Items of Supply

N/A

Not required

N/A

Equipment (Asset)

Low-Risk Assets

Not Required

N/A

Equipment (Asset)

High-Risk Assets

Red Tag

Department

Equipment (Asset)

RAM Assets

White Tag with Barcode

Warehouse (if deliverable to warehouse)
Department (if delivered directly to department)

white (RAMI) property tag red high risk asset property tag

RAM Assets

As outlined in the Acquisition and Receiving Procedure, all RAM Assets delivered to the warehouse will be tagged with a white tag with a barcode upon receipt by warehouse staff.
If a department receives a RAM Asset directly from a vendor and/or notices that a RAM Asset does not have a white tag, that department must notify the warehouse immediately to arrange for equipment to be tagged. If possible, provide the purchase order number to warehouse personnel.

High-Risk Assets

As outlined in the Property Acquisition and Receiving Procedure, all High-Risk Assets delivered to the department must be tagged with a red tag upon receipt by the equipment coordinator.

Other Requirements

Decals should be placed where they will not be damaged and can be accessed for physical inventory. If a decal is missing or damaged, the PCC should assign a new asset number and replace the old decal with a new decal that has the new asset number. The PCC will update RAM with the new tag number.

Some property is not suitable for tagging such as software, equipment that may become very hot during operation, or equipment that is going to be submerged in water. For property that cannot be tagged, an asset number must be assigned and a record created in RAM. RAM notes field(s) should note the distinguishing features of the property and that the property has not been tagged. The PCC will create a “Property Certificate” using a white tag and a photo of the property. This certificate will be sent to the equipment coordinator.

Note: Property that is currently tagged with a white tag at the time of approval of this policy that would subsequently qualify as a High-Risk Asset will be grandfathered and does not need to be retagged.