What is Hardware Tracking? Implement a Tracking System

Keeping your IT infrastructure organized and functioning well requires several systems, and hardware tracking is one of them.

Managing the location, condition, and lifecycle of hardware assets like computers, servers, and networking equipment can be challenging. Organizations often face unexpected costs, underutilized resources, and compliance issues without proper tracking.

In this article, we'll explore best practices for hardware tracking, explain how to implement an effective solution, and examine the benefits of using a specialized tool like InvGate Asset Management.

IT Asset Tracking: All The Steps You Need to Take

What is hardware tracking?

Hardware tracking (also called IT hardware tracking) refers to the process of monitoring the physical assets within your IT infrastructure.

This includes keeping tabs on the location, user assignment, status, and lifecycle of all hardware devices like computers, printers, servers, and more. But it's so much more than that. It ensures that assets are being utilized effectively, minimize the risk of loss, and help IT identify potential issues before they escalate.

If you want to dive deeper into the topic, we wrote a Hardware Asset Management guide that covers hardware tracking and many best practices for managing your physical assets.

Why is hardware tracking important?

Tracking your hardware is more than just knowing where devices are. It offers several essential advantages that directly impact your organization's efficiency, security, and financial health.

1. Visibility and control: As businesses grow, so does the complexity of managing hardware and knowing the status and location of every asset. Tracking hardware lets you know where every asset is, who’s using it, and whether it’s still needed — preventing loss and improving accountability. It helps detect anomalies like unauthorized moves or usage.

2. Reducing unnecessary costs: With real-time data on asset utilization, you can avoid redundant purchases, extend the life of underused equipment, and forecast refresh cycles more accurately.

3. Compliance and data security: Regulated industries need audit trails. Hardware tracking helps meet those requirements and quickly respond to lost or stolen devices. Maintaining a verifiable hardware inventory is essential for compliance frameworks. It also helps identify unaccounted-for devices that may pose a security risk.

4. Minimizing operational disruptions: When you can monitor hardware health and status, it’s easier to plan maintenance and avoid downtime from unexpected failures.

5. Improving lifecycle planning: Hardware has a limited lifespan, and it is essential to track the hardware lifecycle of each device — from acquisition to decommissioning. A good tracking system helps manage warranties, handle asset depreciation, and plan for end-of-life disposal, ensuring that you’re maximizing the value of your IT investments.

How to implement hardware tracking

When you're ready to implement hardware tracking, the right tool can make all the difference. A hardware tracking system is used to monitor and manage physical IT assets across their lifecycle. 

Instead of relying on spreadsheets or manual records, a tracking system centralizes asset data. Some systems offer advanced capabilities, such as real-time status updates, automatic alerts, and integration with Service Management platforms. 

Using InvGate Asset Management as your hardware tracking software

InvGate Asset Management: 5-minutes Demo

InvGate Asset Management is a no-code, intuitive, and easy-to-use IT Asset Management solution designed to help organizations gain full control over their hardware assets.

It excels at asset tracking (both hardware and software) by combining automated data collection with flexible manual processes, ensuring you always have an accurate, real-time view of your IT infrastructure.

Here’s how InvGate Asset Management empowers your hardware tracking efforts:

• Automated agent-based data collection: Deploy agents on networked devices to automatically gather hardware specs, user info, software, and health metrics, reducing manual input and ensuring accurate records.

• Manual tracking for offline assets: Manage peripherals and legacy devices via manual entry or bulk imports, maintaining consistent documentation for all hardware.

• Unique asset identification: Tag assets with QR codes for easy tracking, access, and updates.

• Movement and ownership tracking: Use check-in/check-out workflows with approvals to monitor asset transfers, preventing loss and maintaining accountability.

• Health monitoring and alerts: Set customizable health rules and automated alerts for issues like high CPU usage or missing device check-ins to enable proactive management.

• Lifecycle and Depreciation Management: Track asset stages, warranties, maintenance, and expected lifespan to support budgeting and timely replacements.

• Detailed reporting: Generate reports on usage, condition, age, and maintenance to inform purchasing and resource allocation decisions.

• Integration with ITSM tools: Connect hardware assets to incidents, changes, and service requests for better IT operations insight. InvGate Asset Management integrates seamlessly with well-known ITSM platforms (including InvGate Service Management) to enhance visibility and streamline workflows.

• Role-based access controls: Secure asset data with customizable permissions for users.

• Mobile-friendly interface: Perform audits and updates on the go via responsive web or mobile apps.

Best practices for hardware tracking

To implement hardware tracking effectively, it's important to follow best practices that cover everything from data collection to lifecycle management. Here are the key practices to consider:

1. Centralize data in one system: A centralized system ensures that all stakeholders have access to up-to-date information, which reduces the risk of errors and allows for better decision-making.
   
   
2. Automate wherever possible: Manually tracking hardware can lead to errors and wasted time. Automation tools can help reduce the burden on your IT team by automatically collecting data on hardware status, usage, and location. 
   
   
3. Conduct regular audits: Even with a good tracking system, it's important to audit your hardware inventory periodically. Audits help you ensure that assets are where they’re supposed to be and are being used as intended.

4. Prepare to scale: Spreadsheets don’t scale well when managing hundreds or thousands of assets. Implement a specialized tool as soon as possible to effortlessly accommodate a growing inventory and ensure that your tracking system remains effective as the organization grows.

Conclusion

Hardware tracking is essential for any organization looking to optimize its IT operations.

While spreadsheets may have been a common solution in the past, they simply can't match the accuracy, automation, and scalability offered by dedicated hardware tracking tools. Implementing a robust system empowers your team with the insights and control needed to make strategic IT decisions.