The importance of making the system easy to use cannot be overstated. Bar-code systems will not perform to expectations without staff commitment. Personnel must be trained to use the system and work leaders must ensure that the system is used consistently and properly. Routine maintenance must be performed to ensure that the system is running properly and that the data are up to date. Organizations that use a bar-code-based inventory system agree that the number-one requirement for success is having someone with the authority to enforce the rules for using and maintaining the system. A system manager should be appointed and given the authority and resources to assure that the system is used and maintained properly.

Designing an inventory-tracking system based on bar codes requires planning. The basic design and setup are the same whether you need to track chemicals, material safety data sheets, office supplies, pesticides, furniture, documents, or fire equipment:

• Determine what you want the system to do.
• Detail the system’s operation and procedures.
• Determine the information you want to store.
• Purchase equipment.
• Enter initial information into the system.

The first three steps provide the data you need to choose the appropriate system components.

Determining What You Want the System to Do

The initial step is deciding what you want the system to do. Some commonly requested features are included in the following list. From it, choose the features you will need. Also note anything you want the system to do that isn’t on the list.

Detailing the System’s Operation and Procedures

Decide how you want the system to operate. Identify how the bar codes will be scanned, who will scan the codes, who will enter purchase, consumption, and disposal data, how users will interact with the software, where the bar code and report printers will be located, who will label the containers, and so forth.

Determining the Information You Want to Store

Decide what information needs to be stored and whether you will store it in a database you design or in a commercially purchased program. The reports you will be able to generate depend on the data that are stored in the software program. Keep possible future uses, requirements, and upgrades in mind.

Purchasing Equipment

It will be relatively easy for you to decide what equipment you need to purchase if you have done a good job of determining what you want the system to do, detailing the system’s operation and procedures, and determining the information that you want to store. Use the information you have gathered to evaluate the equipment and systems on the market. The section in this report entitled The Components of a Bar-Code Tracking System will help you understand the parts of a bar-code system and how they interact. The components must work with your computer’s hardware, operating system, and other software. Purchase compatible equipment. Bar-coding systems and equipment are no more standardized than other computer systems. Do not attempt to assemble a system from “parts” unless you understand the connections. For many users, it will be more practical to work with a vendor or system designer than to assemble a system from individual components.

Entering Initial Information into the System

Entering information is the last significant step in setting up the system. This step requires impeccable accuracy. For large operations, entering the information may take a considerable amount of time. All inventoried items are entered into the database by hand or imported from an existing file, spreadsheet, or database. A bar code is assigned to each item and each item is labeled with its corresponding bar code. If you have successfully completed these steps, your system is ready to run.