Annual Inventory and Radio-Frequency Identification (RFID) Verification

All departments are required to complete an annual physical inventory of all tracked Institute‑owned assets. Georgia Tech uses RFID (Radio‑Frequency Identification) technology to make this process faster, more accurate, and fully compliant with state property regulations.

What Annual Inventory Involves

During the annual inventory cycle, departments verify the physical location and condition of all assets listed in Workday. This ensures that Institute records remain accurate and auditable throughout the year. RFID technology allows coordinators to scan rooms and spaces quickly, capturing asset information without manually handling each item.

How RFID Inventory Works

RFID tags attached to equipment contain a unique identifier. When a coordinator walks through a space with an Institute‑issued RFID scanner, the scanner automatically detects and reads each tag within range. The resulting scan data is compared to Workday asset records to confirm:

  • The item is still in the department’s possession
  • The item is located in the correct room or building
  • The tag is functioning and readable
  • No unrecorded moves or asset changes have occurred

This process significantly reduces manual effort, improves accuracy, and helps identify missing, relocated, or miscoded items.

 

 

How to Complete the Annual Inventory

1. Complete Required RFID Training

Property Coordinators and any staff assisting with inventory must complete RFID training before beginning the annual cycle. Training covers: 

  • How RFID scanners operate 
  • How to conduct a full room‑level scan 
  • How to interpret scan results 
  • How to troubleshoot unreadable or untagged assets 
  • How to update Workday after completing each space 

2. Use RFID Scanners to Verify Assets

Once trained, departments use RFID scanners issued by Asset Management or the appropriate campus unit. Scanning should be completed for all offices, labs, storage areas, or off‑site locations where Institute property is assigned. 

3. Reconcile and Resolve Discrepancies

If the scanner detects assets in the wrong location or fails to detect assets that Workday lists in that space, the coordinator must investigate and update Workday accordingly. This may include: 

  • Correcting room/building information 
  • Tagging untagged equipment 
  • Working with staff to locate moved items 
  • Submitting surplus paperwork if the item was previously removed 

4. Submit the Annual Inventory Sign‑Off Form

After all assets are verified or accounted for, departments must submit the Annual Inventory Sign‑Off Form to confirm completion. This form certifies that inventory has been conducted according to Institute and state requirements. 

Missing Items During Inventory

If an item cannot be located and no valid surplus documentation exists, the asset will remain in Workday with a missing status. Items in missing status remain the responsibility of the department until resolved through: 

  • Documentation of disposal or surplus, 
  • Location updates, or 
  • Additional follow‑up with Asset Management.