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 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.
Hardware tracking goes beyond basic inventory management: it provides an accurate, up-to-date view of your hardware inventory at all times. That way, it helps ensure that assets are being utilized effectively, minimize the risk of loss, and help IT identify potential issues before they escalate.
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Why is IT 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 like ISO/IEC 27001 or HIPAA. 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 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.
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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. This includes laptops, desktops, servers, peripherals, and any other physical equipment your organization uses.
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.
Hardware tracking software makes your processes accurate, repeatable, and scalable. Here's how to implement it effectively:
1. Install monitoring agents
For networked devices like laptops, desktops, and servers, install an agent that collects data automatically. These agents gather information such as system specs, current users, and device health metrics.
This step reduces manual input and keeps your asset records accurate. It also helps identify problems early, like performance issues or unauthorized software installations.
If you're working in an environment where installing agents isn’t possible —for example, with personal devices or legacy hardware— consider alternatives like scheduled network scans or periodic manual audits.
With the InvGate Asset Management Agent, you can automatically gather real-time data about your hardware, including system health, software installations, and usage patterns.
2. Assign unique identifiers to your assets
Start by tagging each piece of hardware with a unique identifier. This can be a QR codes, barcode, or RFID tag, depending on your tracking method and available tools. Tagging makes it easier to retrieve and update information about an asset without relying on manual searches.
Not all hardware connects to your network. Peripherals, accessories, and specialized equipment still need to be tracked. For these items, set up a process for manual entry — either through a form or by importing data from spreadsheets.
Make sure the same fields and standards apply so offline assets are documented just as thoroughly as networked ones.
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3. Track movement and ownership
Hardware often moves between users or locations, especially in remote or hybrid environments. Your process should include clear steps for updating assignments when devices are transferred, loaned out, or returned.
Use hardware check-out / check-in procedures with approval workflows to make sure these changes are logged. This prevents lost devices and helps maintain accountability across the organization.
4. Set health rules and create alerts
Health rules allow you to define parameters that monitor the condition and status of your assets based on criticality levels. Define metrics that help you evaluate device health, such as CPU usage, disk space, or battery status.
Creating alerts complements health rules by notifying you of specific changes or events. For example, if a device hasn’t checked in for several days or starts showing overheating issues, someone should be notified automatically.
For instance, InvGate Asset Management lets you set health rules and alerts, which is an important step in implementing hardware tracking and having a proactive approach to Asset Management.
5. Track lifecycle and depreciation
Each asset has a lifecycle — from acquisition to retirement. Your tracking system should reflect where each device is in that process. Record the purchase date, expected lifespan, warranty status, and any major maintenance events.
This helps with budgeting and planning. Instead of reacting to hardware failures, you can schedule replacements and upgrades in advance.
6. Generate regular reports
Use your asset data to inform decisions. Generate reports on hardware usage, age distribution, maintenance history, and overall inventory health. These reports help with planning new purchases, reallocating underused equipment, and justifying budget requests.
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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:
- Centralize data in one system: It's critical to have a single system that consolidates all hardware data. 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.
- 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.
For example, use systems that integrate with your network to track device performance and report issues in real-time. - 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.
Regular audits also allow you to spot discrepancies, outdated records, or missing devices before they become larger problems. -
Prepare to scale: As organizations expand, their hardware needs evolve. 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.
InvGate Asset Management can be the solution you need. Request a 30-day free trial and see for yourself! Remember that all the data you include at this stage can later be turned into your working instance.
