IT Asset Management in Business

Why IT Asset Tracking is Critical

IT equipment makes up 20-40% of total assets in modern companies. Computers, laptops, servers, phones, network equipment and software licenses represent investments worth millions that require systematic tracking. Without it, you risk losses, security issues and unnecessary costs from duplicate purchases.

IT Assets in Numbers

Average company has 3-5 IT devices per employee
30% of companies don't know exactly how many licenses they own
IT equipment lifespan is 3-5 years - without tracking you can't plan renewal

What Belongs to IT Assets

IT assets include all technical equipment and software used in the organization. For clarity, we divide them into categories:

Hardware

Desktop computers and workstations
Laptops and ultrabooks
Servers and storage
Monitors, printers, scanners

Mobile Devices

Company phones
Tablets
Barcode readers

Network Equipment

Routers and switches
Wi-Fi access points
Firewalls and security appliances

Software and Licenses

Operating systems
Office suites (Microsoft 365, Google Workspace)
Specialized software and CAD systems

What Happens Without Proper Tracking

Companies without systematic IT asset tracking face these problems:

Lost Devices

You don't know who has which laptop. Employee leaves and takes company phone. Monitor disappears during office move. Without tracking, you have no way to know what's missing.

Expired Warranties

Server breaks down and you discover warranty expired a month ago. If you'd known in time, you could have filed a claim or extended support.

License Problems

Microsoft or Adobe audit reveals you're using more licenses than you own. Fines can be hundreds of thousands. Or conversely, you're paying for licenses no one uses.

Security Risks

Devices with outdated firmware run on network with no one updating them. You don't know which devices have access to sensitive data. During incident, you don't know what was compromised.

What to Track for Each IT Device

Proper tracking requires systematic approach to recording information. Here's an overview of key data:

Basic Information

Inventory number and QR code
Device type and model
Serial number (critical!)
Purchase date and price
Responsible person / user

Extended Information

Warranty period and service contract
MAC address / IP address
Installed software and licenses
Configuration (RAM, disk, OS)
Repair and upgrade history

How to Start IT Asset Tracking

Implementing IT asset tracking isn't difficult if you proceed systematically. We recommend this approach:

1. Conduct Inventory

Go through all spaces and list all IT equipment. Don't forget meeting rooms, storage and home office devices.

2. Establish Categories

Divide assets into logical groups - hardware, mobile devices, network equipment, licenses. This makes management and reporting easier.

3. Label Devices

Mark each device with QR code and inventory number. This enables quick identification and record updates.

4. Enter Data into System

Record all information including serial numbers, user assignments and warranty dates. Attach photos.

5. Set Up Processes

Define rules for adding new assets, transfers between employees and disposal. Designate responsible persons.

Practical Tips for IT Administrators

Serial Numbers are Key

Always record serial number - it's essential for warranty claims, insurance events and in case of theft. Without it, you can't prove ownership.

Track Employee Assignments

Every device must have clearly assigned user. When employee leaves, you know what they need to return.

Monitor Warranty Expirations

Set alerts 3 months before warranty ends. You'll have time to address hidden defects or extend support.

Track Home Office Devices

In the home office era, employees have company laptops at home. Track these devices and their location too.

Connect with Helpdesk

When user reports problem, you immediately see their device configuration, repair history and warranty status.

Plan Renewal Ahead

With device age tracking, you can plan renewal budget. Avoid situation where you need to replace 50 laptops at once.

Security Aspects of Tracking

IT asset tracking is also important from cybersecurity perspective:

•Overview of all devices on network - no "shadow IT"
•Quick identification of compromised devices during security incident
•Checking firmware and security patch currency
•Tracking access rights and sensitive data on devices

Real-World Example

IT company with 150 employees implemented asset tracking after license audit revealed deficiencies. In first month, they found 23 "lost" laptops (mostly in former employees' drawers), 12 duplicate licenses and 8 devices with expired warranty where they managed to file claims.

Result: savings of $8,000 on licenses, $2,000 on warranty repairs and found hardware worth $15,000.

Benefits of Systematic IT Asset Tracking

Exact overview of who has what device
Timely alerts for expiring warranties and licenses
Data for renewal budget planning
Quick response to security incidents
Easier employee onboarding and offboarding
Documentation for audit and insurance

Conclusion

IT asset tracking isn't just administrative duty - it's a tool that saves money, increases security and makes IT department's work easier. Asset Manager offers specialized features for IT administrators including warranty and license tracking with automatic alerts for important dates.

Get Overview of Your IT Assets

Try Asset Manager and discover how easy IT asset tracking can be. We offer free consultation and demo version.

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