A item data management server having the capability to create a data tag from a physical item data record, where the physical item data record is based upon a physical item in the control of a user. The data tag creation facilitates the identification, maintenance and upkeep of the inventory of physical items, and also provides a feature for providing information relating to the physical items to the user/owner as well as to third-party service providers, such as insurers, and to governmental authorities, such as in the event of theft, to aid in the recovery of the physical items, et cetera.