Using QR labels for lost-and-found items

Create the record before the label

Enter the item description, category, found location, and identifying details first. Review the record so that the label points to information staff can actually use.

TrackNest can generate a QR label for a found item. Print the label from the correct record rather than reusing an older label or copying a code from another item with a similar description.

Choose a sensible attachment method

Use a tag, envelope, or suitable outer packaging when a label cannot be attached safely to the item itself. Keep the item and its tag together through storage and any approved internal movement.

Print at a readable size, with enough contrast and clear space around the code. Avoid folds, reflective coverings, or placement that makes the code difficult to scan. Include a readable record reference if your label format supports it so staff have a fallback.

Test the connection before storage

Scan the printed label using a device your staff normally use. Confirm that it opens the expected item record and that the description matches the physical property.

A successful scan is only part of the check: opening the wrong item’s record quickly is still an error. If the label is damaged or belongs to another item, correct the association before storing the property.

Keep the label in its proper role

A QR code helps staff retrieve information. It does not prove that a claimant owns the item, and possession of a label should not replace your approved verification process.

Use the item record and claim notes to support the handoff. Staff should still follow the claim verification process before releasing property. Update the outcome in the record after the handoff.

Make label checks part of the same routine as the found-item record checklist. That keeps the code, description, storage process, and final outcome connected.