Asset Record · item-level traceability

A database of physical objects, updated with every operation

Asset Record records each individual object with a unique identifier, its data, its state and the history of operations. The database can be consulted from a computer or a phone, matched against delivery documents and exported; the QR label on the object opens its record directly. Fields, states and workflows are configured on the process.

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search  GC01

code      size   site   state
 DPQPRXN8 48     Brera  on display
 5SYYZT1P 50     Brera  at the tailor
 K7M2QX9A 50     Brera  in stock
 H3VN8WRT 48     Rome   sold, to collect

4 objects  · export CSV · JSON API

The model

The same data model applies to a garment in a shop, a dress in production or a device installed in a facility.

One identifier per object

A code for each individual item, not for each model. Carried on a QR label, readable by any phone. RFID reading of many objects at once is in development.

Record and database

Structured object data, with photos, videos, notes and voice messages, in a central database shared between sites, stockroom and workshop. Search across all objects, full export and API.

History of operations

Every operation is recorded as an event with operator, date and time. The current state derives from the sequence of events, which remains available for audits.

States and transitions

States and allowed transitions are defined on the process. The interface offers only the operations possible in the current state and asks for confirmation before recording them.

Applications

One platform, specialised by sector with its own fields, states and functions.

available

Asset Record Shop

Clothing retail: a record for every garment, display, stockroom and tailoring, sold and delivered, goods receiving checked against the delivery note, availability across stores.

Shop details → available

Asset Record Atelier

Ateliers that make garments: a label on every garment and fabric roll, materials stock with remaining quantities, materials and hours per garment, production and tailoring cost calculated.

Atelier details → available

Asset Record IT

IT equipment and installations: serial number and MAC read with the camera, states from warehouse to testing, custody, warranty warnings, CSV and JSON export.

IT details → project-based

Your process

Equipment, samples, items under repair, site materials: wherever objects need to be followed individually, the application is configured on the specific workflow, starting from the same platform.

Write to us about a custom project →

Adoption

Process analysis. Workflows, documents and available data: master data, suppliers, sites.
Configuration. Fields, states and functions adapted to the processes. Label trial on a sample of objects.
Pilot. One site or department for a defined period, with agreed and measured evaluation criteria.
Roll-out. Further sites and functions, activated based on results.

Technical specifications

For those evaluating integration or installation.

Architecture	Server-side web application, minimal JavaScript in the browser. No native app: QR codes are read with the system camera or from the scan page.
Data model	Object, label and document are separate entities. The history of each object is an event log (who, when, what). States form an explicit transition model, configurable per sector.
Identifiers	Random 8-character code on an alphabet without ambiguous characters, encoded in the QR as the URL of the record. Compatible with third-party labels.
Reconciliation	Delivery document lines matched against received objects on normalised keys. Optional automatic reading of document lines with an AI model.
Stack	Python, FastAPI, PostgreSQL, Caddy with automatic HTTPS, Docker Compose.
Hosting	Dedicated server in Europe or customer infrastructure. Only the HTTPS proxy is exposed; database and application stay on an internal network. Daily backup of database and files.
Data	Full CSV export, read-only JSON API, documented data model. No proprietary formats: the data belongs to the customer.
In development	UHF RFID for reading many objects at once, GS1 identifiers (serialised GTIN, GS1 Digital Link), configurable mandatory fields, roles beyond administrator and user.

How the data model works

Background

The method comes from managing IT equipment and infrastructure in projects with hundreds of devices, several suppliers and phased deliveries, where it is necessary to know at any time where each object is, what state it is in and who moved it.

The first available application is for clothing retail; the data model is the same for broader contexts. Every adoption starts with a small-scale pilot and agreed evaluation criteria.

Technical notes

A data model for tracking physical objects
Identity, label, events and states: modelling choices that hold for both the devices of an installation and the garments of a shop.
QR, RFID and GS1 Digital Link: identifying a single item
When a QR code is enough, when RFID is needed, and how one identifier can serve the till, the stockroom and the customer.
Digital Product Passport: what it requires from your data
The ESPR regulation from the data side: identifier, data carrier, content, and what can be prepared today.

Request a presentation

A dedicated session to evaluate the tool on your processes, with a sample of labels.

Write to info@ekatekai.com