- Assets and equipment · EAM
- IT Director / CTO, CFO / Finance, Plant / Operations Director, Accounting / Analytics
- Services and offices, Manufacturing, Retail and branch networks, Public sector
IT asset management software: what to track, how to label it and how to count it
In short
IT asset management software keeps a register of company IT equipment, such as laptops, phones, monitors, docking stations and peripherals, with the person responsible, the location and the history of every handover. The first goal is to answer who holds which device and whether it still exists. Track a small set of fields consistently, label each device, record every issue and return, and count a defined scope at least once a year. Licenses and configuration data are a separate layer you can add later.
What IT asset management covers
The phrase is used in two ways. In a narrow sense it means the physical devices: laptops, desktops, phones, tablets, monitors, docking stations, printers, headsets and the many small items that sit between them. In a wider sense it also includes software licenses, subscriptions and configuration data. These are different problems with different owners.
This page focuses on the physical side, because it is where most companies lose control first. A laptop that left with an employee, a phone that sits in a drawer, a monitor moved to another floor: none of these shows up in a license report, and all of them cost money and create risk when data sits on the device.
Which devices to track
Start with what has value or holds data. A simple rule helps: if losing it would trigger a purchase, a security question or an accounting entry, it belongs in the register.
- Always: laptops, desktops, phones, tablets, servers, network equipment.
- Usually: monitors, docking stations, printers, scanners, headsets, meeting room equipment.
- By choice: keyboards, mice, cables and similar consumables. Track them by quantity in a warehouse process rather than one by one.
Not all of these are fixed assets in the accounting sense. A laptop may be written off at purchase under a company policy, while IT still needs to know where it is. That is why the register should hold fixed assets and low-value equipment together, with accounting treatment left to your accountant.
The fields that matter
A long list of fields is not better. The register fails when people stop filling it in. Use a short, fixed set and keep it accurate.
| Field | Why it matters |
|---|---|
| Asset ID | One unique identifier, printed on the device |
| Type, make, model, serial number | Identifies the item and supports warranty claims |
| Responsible user | One named person, not a department |
| Location | Building, floor or branch |
| Status | In use, in stock, in repair, lost, retired |
| Purchase date, warranty end | Planning of replacement and claims |
| Documents and photos | Invoice, handover form, condition at issue |
Labeling devices
A device without a label is identified by serial number, which means someone must read a tiny code off the bottom of a laptop. Put a visible label on every device. It can be your existing inventory number, a barcode or a QR code. A QR code can be scanned with a phone camera, so you do not need to buy scanners for a count. Place labels where they survive: not on a lid that will be covered by a sticker, and not on a surface that gets wiped daily. For very large volumes, such as a data room or a warehouse of equipment, UHF RFID lets you read many labeled items without scanning each one. See RFID asset tracking and QR code asset tracking to compare methods.
Handovers: the record that prevents most losses
Most IT losses happen in two moments: when a device is issued without a record, and when an employee leaves without returning it. Make both formal and quick.
- Issue. Scan the device, pick the person, confirm. The system records date, person and condition.
- Move. If a device goes to another person or location, record it the same day.
- Return. Scan on return, check condition, set status to in stock or in repair.
- Offboarding. Before the last day, list all devices held by the person. Nothing should be left without an owner.
The second case is a common source of discrepancies. For what to do when the record and reality disagree, read laptop tracking software and the guide to employee offboarding and equipment return.
Counting IT equipment
Even with good handovers, the register drifts. A count brings it back. Count a defined scope, for example one office or one device type, by scanning each item and confirming its location and user. Compare the result with the register. You will get three groups: items in the register but not found, items found but not recorded, and items in the wrong place or with the wrong user. Each difference needs an owner and a due date. For the method, use how to run a physical asset inventory. Remote and hybrid work add a step: ask people to confirm their devices from their own phone or at a scheduled visit.
What IT should ask of the software
- Import of the list you already have, without retyping.
- One source of truth for each kind of data, and clarity on what is synchronized.
- Permissions by role and a clean process when users leave.
- History of every handover for each device.
- A count that shows differences, not just a list to compare in a spreadsheet.
IT also has to ask what the tool adds to the technical debt. A new application that keeps its own copy of employee data creates a task for someone. Agree who owns which data before you connect anything.
How Remanently supports it
Remanently Assets keeps devices in a register with location, user, documents, photos and history. You can import your existing list, keep the identifiers you use, scan QR codes or barcodes with a smartphone and run counts that show missing, unrecorded and misplaced items. For devices that circulate between people, Remanently Tools adds check-out, signatures and returns. The system does not manage software licenses or device configuration. Basic records can start free. For more on tool choice, read asset management software, or ask for a demo on your own list of devices.
Frequently asked questions
What is IT asset management software?
It is a system that keeps a register of company IT equipment such as laptops, phones and monitors, with the person responsible, the location and the history of handovers. Some products also cover software licenses.
Which IT devices should be in the register?
Everything that has value or holds data: laptops, desktops, phones, tablets, servers and network equipment, and usually monitors, docking stations and printers. Small consumables are better tracked by quantity.
How often should IT equipment be counted?
At least once a year, and more often for devices that change hands frequently or are used remotely. A count of one office or one device type can be done quickly on a smartphone.
How do we handle devices used by remote employees?
Record the person as the responsible user, label the device, and ask for confirmation by scanning the label from a phone or at a scheduled visit. Return and offboarding steps must be recorded the same way.
Does this software manage licenses and configuration?
Remanently Assets focuses on the physical side: register, location, user, history and counts. Licenses and configuration data are a separate topic and are not covered by this module.
Who is responsible for IT assets: IT or finance?
IT usually owns the process and the register, finance owns the accounting treatment, and each device has one named user. Agree this before rollout so the lists do not diverge.
Bring your device list to a demo
Book a short demo. We will import a sample of your IT equipment, assign it to users and show how a count and a handover look on your own data.
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