Understanding Inventory Types & Workflows

Overview

ARMOR supports two inventory approaches: Standard Inventory (where users can see existing records) and Blind Inventory (where users only submit scans without seeing the database). This article explains both approaches, when to use each, and how they affect your workflow.

Standard Inventory

How It Works

In a standard inventory:

• Assigned users log into the ARMOR portal
• They can see the list of expected assets for the site
• Users check off assets as they verify them
• System shows real-time progress (e.g., "145 of 200 assets verified")
• Users can update asset information during verification

When to Use Standard Inventory

• Small teams of trusted internal staff
• Verification counts where you want users to confirm existing records
• Routine spot checks rather than comprehensive audits
• Equipment inspections where condition updates are needed
• When users need context about expected assets at a location

Advantages

• Users can identify missing assets immediately
• Easier to track specific high-value equipment
• Users can update asset details on the spot
• No post-processing matching required

Disadvantages

• Users might skip assets they "know" are there without physically verifying
• Potential for confirmation bias
• Requires users to have portal access
• Not suitable for external auditors or temporary staff

Blind Inventory

How It Works

In a blind inventory:

• Users receive a unique URL or QR code (no login required)
• They scan asset identifiers using any mobile device
• System records submissions without showing existing records
• Users don't know if assets are in the database or not
• Administrator processes all submissions after collection

When to Use Blind Inventory

• Annual audits requiring unbiased verification
• Large-scale counts with many field workers
• Temporary staff or contractors who shouldn't access your database
• External auditors conducting compliance checks
• Unknown asset discovery (finding equipment not in the system)
• Multi-user parallel scanning to speed up large inventories

Advantages

• Unbiased results: Users can't skip assets or assume records are correct
• No system access required: Anyone with a phone can participate
• Unlimited scalability: Invite as many users as needed
• Discovers unknown assets: Finds equipment not in the database
• Fast field collection: Users just scan and move on
• Security: External users never see your asset data

Disadvantages

• Requires administrator processing after collection (Match/Review/Results)
• Users can't update asset information in real-time
• No immediate feedback on missing assets during scanning
• More submissions to process (duplicates, typos, etc.)

Workflow Comparison

Phase	Standard Inventory	Blind Inventory
Setup	Assign internal users with portal access	Generate unique link, share via email/SMS/QR
Collection	Users verify assets against expected list	Users scan whatever they find physically
Processing	Minimal (assets already matched)	Full Match/Review/Results workflow
Completion	Generate report of found/missing assets	Generate report after processing all submissions

Hybrid Approach

You can combine both methods in a single inventory:

• Assign internal users to handle high-value or sensitive equipment
• Send blind links to temporary staff for bulk counting
• Both submission types flow into the same inventory
• Process everything together through Match/Review/Results

Blind Inventory Processing Workflow

The three-tab processing workflow is designed specifically for blind inventory:

1. Match Tab

• System attempts to match each submission to existing records
• Automatic matches (high confidence) require quick approval
• Suggested matches (medium confidence) need your review
• No matches (low confidence) require manual search or new asset creation

2. Review & Process Tab

• Verify all matched assets for accuracy
• Resolve flagged submissions (location mismatches, condition issues, duplicates)
• Update asset information as needed
• Approve, reject, or request more information

3. Results Tab

• View completion statistics (found, missing, new assets)
• Generate reports for stakeholders
• Export data for system updates
• Document findings and action items

Choosing the Right Approach

Use Standard Inventory When:

• Team is small (5-10 users max)
• All users are trusted internal staff
• Primary goal is verification of known assets
• You need real-time asset information updates
• Users require context about expected assets

Use Blind Inventory When:

• Team is large or includes external participants
• Audit requires unbiased verification
• Discovering unknown assets is important
• Users shouldn't have database access
• Speed of field collection is priority
• Using temporary or contract workers

Decision Matrix

Scenario	Recommended Approach
Annual compliance audit	Blind
Weekly equipment check	Standard
Warehouse full inventory (500+ assets)	Blind
High-value equipment verification (20 assets)	Standard
External auditor conducting review	Blind
IT department quarterly asset check	Standard or Hybrid
Discovering unknown equipment in facility	Blind

Best Practices

For Standard Inventory

• Train users on proper verification procedures
• Emphasize physical verification over database checking
• Set expectations for thoroughness and accuracy
• Review completion reports for missing assets

For Blind Inventory

• Provide clear scanning instructions with invite link
• Include examples of where to find asset identifiers
• Set expectations: users should scan everything they see
• Allocate admin time for post-collection processing
• Plan for Match/Review/Results to take 20-30% of total project time

What's Next?

• User Roles & Permissions - Understanding who can access what
• Creating an Inventory - Step-by-step setup guide
• Understanding Blind Inventory Capture - Deep dive into mobile token-based scanning
• Mobile Field Worker Workflows - How field staff participate

Getting Help

For guidance on choosing the right inventory approach for your organization, contact the ARMOR Support Team.