The Best Practices for Using an IT Asset Register

Best Practices for Using an IT Asset Register

An IT asset register gives you the control and confidence you need over your IT assets. With an IT asset register, you’ll be able to view crucial financial information, as well as verify that all of your colleagues have everything that they need to perform their duties.

So, what is an IT asset register? It’s effectively a list of all of your assets related to Information Technology. So, you can index your laptops and phones, for example, and information added to them.

With IT asset management software, you’ll be able to add more information to your assets, meaning you can track depreciation, maintenance, asset damage, all in one easy-to-use place.

To find out more about IT asset registers, you can read our blog: What is an IT Asset Register?

 

Creating your IT Asset Register

You may already have a list of your IT assets, but if this is in a spreadsheet, you’ll already know that it’ll be difficult to find things, edit information, and update everything.

So, the best way to create your IT asset register is to use a streamlined IT asset management app. This way, you’ll be able to create your inventory, add tags and asset information, and start tracking your IT assets with ease.

You’ll be able to import your IT asset data from your spreadsheet, but you can also start from scratch. IT asset management systems give you greater control over the information you can add to assets, and they increase the visibility you have over assets.

 

equipment asset management software and ITAM

 

So, what you’ll do is log your assets as digital profiles in your IT asset management system, which will then create your IT asset register as you go. 

Then, you’ll use asset tagging to link your physical assets to their digital profiles. This way, you’ll just need to scan the tag to edit an asset’s profile, with no need to search for them on your system, as you’d need to with a spreadsheet.

There are a few asset tag options at your disposal:

  • QR Code Asset Tags: These contain unique information and are the easiest to implement and use in your IT asset management.
  • Barcodes: Barcodes are similar to QR code asset tags, but they can hold less information and are less customisable.
  • RFID tags: RFID tagging is also a possibility. It allows you to scan tags without needing a “line-of-sight”. There are many drawbacks and benefits to using RFID tagging, which you can ask us about by clicking the button below.

How an IT Asset Management System Will Help your Business

Overall, the ability to track, monitor, and export asset information helps give you the necessary control over assets and their profiles.

With an IT asset management system, you’ll be able to add maintenance history to your IT asset register, against unique assets, for example. This way, you’ll be able to view which assets have had multiple bouts of maintenance and make a decision about whether or not they’re more economical to replace.

You’ll also be able to book assets out and track your asset finances, along with a lot more functionality that you simply don’t get with a spreadsheet.

To find out more about how itemit can track your IT assets, you can book a demo with us using the button below.

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How you Can Save Time and Money With an IT Asset Register

How you Can Save Time and Money With an IT Asset Register

An IT asset register gives you more control over your assets. With an IT asset register, you’ll be able to organise your work more effectively and ensure your colleagues have what they need and when.

Effective IT asset management software creates an IT asset register for you on the go, so you’ll be able to monitor your assets from any time and anywhere.

 

What is an IT Asset Register?

An IT asset register is a list of all of your IT assets. You can log anything from your laptops, to your phones, to your computers, to even USB sticks. 

These will all have a unique asset profile, which you’ll then be able to populate with asset information, such as purchase price, warranty expiry dates, and more.

Using QR code asset tags allows you to track asset location, as well as find an asset’s profile in an instant. All you’ll need to do is scan the tag to retrieve the profile. Then you’ll be able to edit it.

 

IT Asset Register

 

Using IT Asset Management Software

Using IT asset management software to log any asset changes automatically creates an audit trail and a history for your assets, meaning you’ll be able to view any changes.

These changes can then be viewed in a streamlined and customisable reporting feature, meaning you’ll be able to control which assets are where, who’s using them, and how they’re being used.

This way, you’ll be able to see every time an asset has moved, required maintenance, who has been using assets, and how long they’ve been used for.

The asset histories that you can view on an IT asset register will, in turn, help you make better business-focused decisions, improve remote working practises, and decrease the amount of time it takes between finding and using an IT asset.

 

What Information Can you Log on an IT Asset Register?

Firstly, you can list the assets themselves, which will show you what stock you have and, therefore, how many IT assets you can distribute. You’ll also be able to add a lot of information to these IT assets.

  • Assignee: You’ll be able to assign your IT assets to your colleagues so that you know who is in charge of what. This will also help with GDPR compliance.
  • Reminders: You can track when warranties end and when maintenance is due.
  • Issues: Your colleagues will also be able to log issues against their assets. This will notify your maintenance team, which will minimise downtime.
issues management software

  • Collections: You can group assets together and use this to filter assets and create customised reports.
  • Locations: QR code asset tags can help you track last seen locations, but you’ll also be able to track specific locations using a dedicated feature.

locations and asset tracking software

The idea behind owning an IT asset register is that it allows you to log, edit, and view all the data related to your assets. This data will contain practical information, such as where assets are and which are damaged but also creates a wider view of how assets are behaving.

Having this view allows you to make better purchasing decisions, as well as have more clarity as to when it’s time to decommission an asset, for example, if it has required a lot of reactive maintenance.

To find out more about how using an IT asset register can save you time and money, you’ll be able to contact us here. Or, you can fill in the form below to start your free trial of itemit’s IT asset management software.

Or, you can check out these blogs:

The Benefits of Small Tool Tracking Software for your Business

The Future of Our UK Asset Management Software

Developments in Construction Equipment Maintenance Software

Start Your IT Asset Register Now

Start your free 14-day trial now

Instant access. No credit card details required.

or, download the itemit app to get started

How to Track PAT Testing Using IT Asset Management Software

How to Track PAT Testing Using IT Asset Management Software

If you live and work in the UK, you’ll be familiar with PAT testing. A Portable Appliance Test, or PAT test, is what is used to check your electrical appliances are safe. Luckily, using IT asset management software and having a UK asset tracking system makes this a breeze.

IT asset management software minimises the risks of missing an important date, whether it’s for a PAT test or another important inspection.

 

IT asset management software

 

How do you create an effective asset tracking system with your IT asset management software? It’s simple:

 

1. Use Asset Tags to Log Your IT Assets

First of all, you’re going to want to tag and log all of your IT assets into your asset tracking system. This is a simple process when you’re using an effective IT asset management software.

If you already have a fixed asset register, whether on a spreadsheet or another system, it’ll be a simple process of using this data to audit, log, and tag your IT assets.

If you don’t, then the process is just as simple. As you tag, you can log your IT assets and audit as you go.

Simply create an asset profile, populate it with data and link the asset tag to the digital profile by scanning it.

 

Asset Tags for Asset Tracking SystemUK

 

2. Use Your IT Asset Management Software For Reminders

Once you’ve logged and tagged all of your assets, the next step is to add reminders to your UK asset tracking system.

These reminders will notify you when maintenance is needed, so the applications are endless.

When it comes to managing PAT testing, though, you can scroll through all of the IT assets on your fixed asset register and set a reminder to recur every 48 months.

It’s this simple. When this is done, your IT asset management software will remind you a PAT test is due every 48 months, without you needing to constantly monitor these dates.  

PAT Test Asset Tracking System UK 

3. Add Issues or Comments on your Asset Tracking System

You’ll be able to check your assets out with equipment checkout functionality in your asset tracking system. This way, all of your users will be notified that your IT assets are undergoing maintenance and unavailable for use.

You’ll also be able to share your IT asset register and set permissions for users. So, if you’re outsourcing your maintenance, you can create an audit trail that the asset has been interacted with and worked on.

Depending on how the PAT test goes, you can add an issue to notify your users that it has failed the PAT test, or you can add comments and attachments to log a success certificate.

The data you can add includes dates, attachments, and comments, so you can create a history of asset interactions. Either way, your IT assets move along in a workflow with ease when you use IT asset management software.

 

More Benefits of a UK Asset Tracking System

The benefits a UK asset tracking system give you span so much further than logging and tracking maintenance and PAT tests.

  • Local support – Talk to our team
  • Check in check out software – Track your bookings
  • Assignee features – See who is using which asset and when, which is also helpful for onboarding new staff
  • Bespoke reports – Create and export reports for audit histories, insurance, and GDPR compliance purposes
  • Location tracking – Track the location of your assets with QR code, RFID, barcodes, or GPS asset tags
  • Collection tracking – Collate information by tracking your assets in collections.

To find out more about how our UK asset tracking system can help you, you can contact us at team@itemit.com or fill in the form below.

Try IT Asset Management Software Free, Now!

Start your free 14-day trial now

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How Using IT Asset Management Software Will Save your Business Money

How Using IT Asset Management Will Save your Business Money

The goal of IT asset management software is to track your business assets. This includes tracking not just IT hardware whereabouts but also the condition, status and historical maintenance of each piece of equipment. As a result, you’ll save your business time and money by implementing an IT asset management solution.

There are some specifics to how IT asset management saves your business money. For a start, knowing where your assets are at any given moment helps you maintain a high level of control over them. So, how does IT asset management save your business money? 

 

Lose fewer assets with better IT inventory management 

IT asset management includes a discipline known as “IT inventory management“. Managing your inventory helps you keep track of what you own and where it is, significantly reducing asset losses.

How? 

  1. Create an IT asset register by logging all hardware and equipment
  2. Extend the usefulness of your IT asset register by tagging IT hardware. Note: There are a few different tags you can use, but we usually recommend QR code asset tags, for IT equipment and computers but we do also offer an RFID tagging and tracking solution
  3. Assign computers, laptops and other IT hardware to members of the team to record who has what
  4. Book assets in advance and checkout hardware and computers
  5. Run customisable reports to see which assets are overdue and which need maintenance

Here’s what your IT inventory might look like after you’ve started to tag and track your assets: 

 

IT Asset Register

 

Track maintenance, warranties and asset lifecycles with your hardware asset management system

When you have an accurate inventory of all your hardware, the next money-saving step is to use the same system to monitor your assets throughout their whole lifecycle. This includes:

  • purchasing and things like warranties and insurance
  • inspections
  • maintenance
  • replacement

The best way to manage IT hardware is to track all the changes each asset goes through and to use that data to make informed decisions. itemit offers you an easy way to record both routine and reactive maintenance. Additionally, you can also record warranties and contracts against each unique asset.

Here’s what one of your asset profiles might look like: 

 

Computer asset management system

 

Track asset depreciation with your IT asset management software

Each of your IT assets has a useful or effective lifetime associated with it and at some stage, it will need to be replaced. What itemit gives you is an easy way to monitor each piece of hardware and determine when is the right time for a replacement. 

See at a glance who’s using your assets, how much maintenance they’ve required and what their current value is. itemit’s depreciation feature lets you do all this and more!

 

How itemit will save your business money

Join our existing clients who are already saving time and money for their business. So, what are you waiting for? Switch to the itemit IT asset management software today and start saving money immediately.

Start Saving Money Now With IT Asset Management!

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or, download the itemit app to get started

What Can I Track Using IT Asset Management Software?

what can I track using IT asset management software

IT asset management software allows you to keep all of your business-critical assets logged in one cloud-based system. This means all the information you need about your assets is available at the click of a button. You’ll get a clear picture of asset availability, condition, maintenance requirements and asset value which will help you to make informed decisions.

In fact, there’s no downside to using IT asset management software. With an efficient solution in place, you’ll save time and money by tracking asset location and usage, overall increasing accountability and responsibility for your assets.

We always recommend tagging your IT hardware too. This gives you a huge benefit in that the physical equipment is linked to the digital record. It means that to identify an asset and to interact with it, all you need to do is scan the asset’s tag. It’s super quick and easy to tag your assets, and we provide the complete solution including your ITAM software and your tags. See just how easy it is to tag and scan your assets here!

Tagging and Tracking with QR Code Asset Tags

But what can you actually track with IT asset management software?

Hardware Asset Management

One of the most common facets of an IT asset management system is hardware asset management. This is the tracking of your physical IT hardware and includes any hardware, equipment and assets that are required to keep your business running smoothly.

 

Computers and Laptops

Every business in this day and age relies heavily, if not almost entirely, on PCs, computers and laptops. These pieces of hardware are too valuable and too critical not to track correctly. A simple IT inventory management solution lets you track and manage these critical IT assets with ease.

The very nature of IT hardware and equipment means that these assets are usually given to members of staff to allow them to undertake their jobs. It’s, therefore, necessary for every business to record which assets are given to which member of staff. This is not only to ensure the business has an accurate view of what assets it owns but also to ensure GDPR compliance. When a member of staff leaves the business, all equipment, and hardware must be returned. A computer asset management system lets you see at a glance who has what and to tick those assets off when returned.

Assign Assets to your Colleagues

In addition to managing who assets are assigned to you can use your IT asset management software to manage asset inspection dates and warranty expiries. You can even allow staff members to report issues against unique pieces of IT equipment simply by scanning the asset tag. 

Take a look at what kind of things you can track against a laptop:

IT asset management software asset profile

Phones

Another important asset that comes under the umbrella of IT assets is your company phones. Depending on the nature of your business, this may be office phones and headsets, or it might also include company mobile phones given to staff. Either way, it’s important to keep track of these assets in the same way we track computers and laptops. Your hardware asset management system will record who has each phone, when they’re due for an upgrade and when existing contracts expire.

Hardware asset management is also extremely helpful when you are onboarding new members of staff. Your IT asset register will show you what assets the business has available for new starters and what you can assign to your new team members. 

 

Software Asset Management

As you can track dates, reminders, and financial information, IT asset management software is also helpful when it comes to software asset management. Record existing contracts, licence agreements, number of licences, and much more using your asset tracking software.

 

Tools and Equipment Tracking

When it comes to tracking your critical business assets, why stop with your IT hardware? You can extend your asset management software to also include monitoring and location tracking of your tools and equipment.

Click here to find out more about tools and equipment tracking.

 

Fixed Asset Management

One last thing, once you’ve got your IT hardware and equipment under control, it’s time to consider tracking your fixed assets too. These include furniture, fixtures and fittings and building assets. 

Click here to find out more about using fixed asset register software.

 

What’s next?

If you’re looking for a solution that lets you track your IT assets but gives you the option to extend this in future to track other equipment and assets, then itemit is the right solution for you.

Start your free trial of itemit now.

Start Using IT Asset Management Software Today

Start your free 14-day trial now

Instant access. No credit card details required.

or, download the itemit app to get started

The Beginner’s Guide to IT Asset Management

beginners guide IT asset management software

In a world where technology has become more intertwined with our everyday lives than ever before, today, we face a new challenge. We must keep track of our IT hardware and prevent the feeling of drowning, buried under piles of laptops, cables, devices and monitors. 

The secret to regaining control of your IT assets is to start using what we call IT asset management software. This tool logs all assets in an easy to use system, which gives you a clear view of what equipment you have and lots of other useful information. And just like that, your life has become that little bit easier.

 

What are my IT assets?

Let’s not run before we can walk, just so we’re all on the same page here, when we refer to IT assets, we mean any and all of the below:

  • Laptops
  • Computers/PCs
  • Mobile devices
  • Work phones
  • Headsets
  • Monitors
  • Cables
  • Chargers
  • Servers
  • Software
  • And the little extras you might forget about such as USB sticks, adapters, and extension cables. 

 

The Benefits of IT Asset Management Software

You’ll benefit greatly from an IT asset management system, to give you an idea of what to expect, here are some of our top benefits:

  1. Equipment checkouts – check your assets in and out to see in real-time which assets are available for use
  2. Assign IT hardware to colleagues to see who has what
  3. Ensure GDPR compliance – by monitoring who has access to which devices and data
  4. Equipment maintenance tracking – the itemit IT asset management software lets you report issues about assets and equipment, helping you track equipment maintenance schedules. Check out the video below to see how itemit helps you to manage asset maintenance.

Click here to read more on the benefits of IT asset management software for your business.

 

Then, what is Hardware Asset Management?

Sometimes, you might hear the management of physical assets and hardware referred to as hardware asset management or HAM. There’s no need to overcomplicate things here, if you’re tracking your physical assets, then you’re managing your hardware/your IT assets.

A common element of the hardware asset management side of things is to tag your laptops and other IT hardware with QR code asset tags. This brings many benefits:

  • Instant identification of assets
  • Recognise your assets immediately
  • Automated recording of asset GPS locations with each QR scan
  • Interact with assets on the go
  • Continuous equipment stock check

As well as this, you can assign IT hardware to your colleagues. This is especially helpful if you’re onboarding new staff, as you’ll be able to see how much hardware you can distribute to your new starters.

You can also log all of your financial, depreciation and warranty information against your hardware. This way, your IT asset management software will tell you the exact time an upgrade is necessary.

 

Creating an IT Asset Register

When you’ve logged all of your IT hardware and software and tagged the necessary assets, you’ll have what we call a complete IT asset register.

Your IT asset register may not look like much at first glance but wait until you start leveraging the power of this little beauty. With itemit, you’re IT inventory management will be easier than ever before. Now you can use your IT asset register to generate reports that give you useful information, hurrah! All reports are fully customisable but here are just some of our most popular reports to show you what you can do:

  • See which hardware is available 
  • See which IT assets require PAT testing within the next month
  • Monitor equipment that has issues reported against it
  • Pull off a report to see all equipment due back from an employee leaving the business
  • Monitor asset value 
  • And so much more! Give us a call on 01223 421611 to speak to our friendly team about what else is possible.

Importantly, whenever an asset’s status updates, whether this is user, location, or maintenance information, this change will be reflected across your entire asset management system in real-time. What more could you ask for!

 

Getting started with your IT Inventory Management System

All of this allows you to track and manage your IT assets and even makes it enjoyable! Your IT asset management software will show you all of the data you need to know, increasing accountability and responsibility across your organisation.

We’re here to help and would be delighted to find out more about your requirements and show you how itemit will help with one of our free Zoom demos. Drop us an email at team@itemit.com, or fill in the form below and we’ll get you up and running in no time!

Start Using IT Asset Management Software Today!

Start your free 14-day trial now

Instant access. No credit card details required.

or, download the itemit app to get started