Best Practices for IT Asset Tracking
Feeling overwhelmed by your organization's IT asset management? Lost laptops, expired software licenses, and equipment downtime aren't just frustrating—they're costing you real money and creating serious security vulnerabilities.
In this practical guide, we'll walk you through proven IT asset tracking best practices, show you how smart integrations can dramatically improve results, and demonstrate how Cheqroom's flexible platform works seamlessly with your existing Enterprise Resource Management (ERM) or IT Asset Management (ITAM) systems to create more efficient workflows.
What is IT Asset Tracking?
IT asset tracking involves monitoring and managing an organization’s IT resources, such as hardware, software, and related infrastructure, throughout their lifecycle. This process encompasses everything from procurement to maintenance and disposal.
Why does effective IT asset tracking matter?
- Prevents asset loss and misplacement
- Ensures compliance with software licenses
- Optimizes resource utilization
- Improves operational efficiency
- Reduces unnecessary costs
Unfortunately, relying on manual methods (like spreadsheets) often leads to errors, duplication, and even non-compliance issues.
Best Practices for IT Asset Tracking
Here’s how you can stay on top of your organization’s IT assets:
1. Maintain a Centralized Asset Database
Having all your IT resources recorded in one place eliminates silos and ensures transparency. Cheqroom's centralized platform makes this easy by providing a single source of truth for all your assets.
- Store details like hardware specs, software versions, warranty periods, and service logs in Cheqroom's intuitive interface.
- Ensure real-time updates for accuracy with Cheqroom's mobile app and cloud synchronization.
Pro tip:
2. Use Asset Tagging & Barcoding
Speed up identification and categorization by tagging IT assets.
- Assign unique identification numbers to each resource.
- Use barcodes, QR codes, or RFID tags for efficient scanning.
- Label assets with information, such as department and location.
Example: A university that tags its IT resources with QR codes can quickly scan and check the location of equipment used across multiple departments.
3. Automate Asset Tracking
Automation not only reduces errors but also saves time.
- Use GPS or RFID to track remote or mobile assets.
- Schedule automated audits and reports to ensure your records stay up to date.
4. Track the Entire Asset Lifecycle
Monitor assets at every stage: procurement, operation, maintenance, and disposal.
- Record purchase dates, usage details, and depreciation.
- Automate reminders for maintenance schedules, repairs, or license renewals.
Why it matters:
5. Enforce Check-in & Check-out Policies
For shared IT equipment like laptops and tablets, enforce accountability by tracking every use.
- Implement digital logs or self-service kiosks for asset issuance and return.
- Require users to sign off on checkouts and check-ins.
6. Conduct Regular Audits
Scheduled and surprise audits are essential to avoid asset loss.
- Compare physical inventory with digital records.
- Generate compliance and financial reports for transparency.
Bonus tip:
Why Integrations Are Key to IT Asset Tracking Success
While traditional IT asset tracking tools get the job done, they shine brightest when connected with your other business systems. At Cheqroom, we've seen firsthand how these integrations can transform your equipment management workflow.
Benefits of Integrated Systems:
1. Enhanced Asset Sharing & Utilization
- Integrate Cheqroom with your existing systems to allow shared IT resources to be reserved easily.
- Link with identity management tools to ensure only authorized users have access to sensitive equipment.
Example:
2. Better Procurement Procedures
- Automate purchase requests for end-of-life or low-stock assets.
- Sync with financial systems to monitor asset depreciation and allocate budgets for replacements.
Example:
3. Optimized Incident Response
- Connect ITAM with ticketing systems to automate service tickets for damaged or malfunctioning assets.
Example:
4. Real-Time Data Visibility
- Integrate with analytics tools to gain visibility into asset performance, potential upgrades, and redundancies.
Example:
Integration Guide for ITAM Systems
1. Procurement Automation
Tools to integrate with ITAM systems:
- SAP Ariba for automated asset ordering
- Cheqroom for asset utilization tracking
2. Maintenance Management
- Use Cheqroom's built-in maintenance tracking to schedule preventive maintenance, set up automated reminders, and maintain detailed service records for all IT assets
3. Security Compliance
- Utilize Cheqroom's built-in access controls to manage user permissions and security levels
4. Workplace Management
- Sync ITAM with booking platforms (like Cheqroom) to centralize organization-wide asset reservations and usage
Why Cheqroom Is Your IT Asset Tracking Solution
Cheqroom goes beyond basic asset management with enterprise-grade features designed to transform how you track IT resources:
- Enterprise-Ready Features – Scalable workspaces with tailored access controls, SOC II certification, and advanced data protection ensure your assets are secure and compliant.
- Business Intelligence – Generate actionable insights on utilization and lifecycle management while effortlessly integrating with tools like Zapier to enhance your workflows.
By implementing these best practices with Cheqroom's robust platform, your asset operations and tracking will go from simple inventory management to strategic resource optimization, eliminating inefficiencies, improving compliance, and achieving significant cost savings.
More blog articles
