IT asset management: laptops, phones and devices across the company

Laptops, phones, tablets, monitors and network equipment are among the most frequently lost assets in any company. They are portable, valuable and often hold company data. IT asset management (ITAM) tracks each device from purchase to disposal so IT knows who has what, in what condition, under which warranty, and with what data.

The IT asset lifecycle

1. Request and purchase with approval (purchase requisitions)
2. Receiving and tagging with serial numbers recorded (asset tagging)
3. Configuration (operating system, security, software)
4. Assignment to an employee or location with acknowledgment
5. Use and support: repairs, upgrades and reassignment
6. Return at offboarding or replacement
7. Data wiping and disposal with records

What to record

Onboarding and offboarding

ITAM is most valuable at these two moments:

• Onboarding: devices assigned and recorded before day one, with acknowledgment (onboarding checklist)
• Offboarding: clearance lists every device assigned to the employee, so nothing is missed (offboarding and clearance)

Without records, departing employees' devices quietly disappear.

Repairs and support

Users report device issues through a helpdesk ticket linked to the asset (internal helpdesk). IT tracks diagnosis, warranty claims, vendor repairs and loaner devices. Repair history per model reveals unreliable hardware worth avoiding in future purchases.

Software and licenses

Track software licenses and subscriptions alongside devices: who uses which license, renewal dates and costs. Unused licenses are common savings; under-licensing is a compliance risk.

Data security and privacy

Devices often contain personal information of customers and employees:

• Encrypt devices and enforce screen locks
• Record which devices hold sensitive data
• Wipe data before reassignment or disposal, and keep a record
• Report lost devices promptly through your incident process

These steps support your obligations under the Data Privacy Act (data privacy guide).

Replacement planning

Use purchase dates, warranty and repair history to plan replacements by year, so budgets are predictable and old devices are retired before they become a productivity drain.

IT asset audits

Verify devices at least annually: scan tags by location or confirm with assigned employees. Investigate devices that cannot be located and update the register. See fixed asset audits.

Standard device kits by role

Standard kits make purchasing, onboarding and replacement planning predictable, and they simplify support because fewer models are in use.

Where Cirquolus fits

Cirquolus Asset management handles fixed asset records, check-in and check-out, service requests and vendor service. Helpdesk manages support tickets, and employees see their assigned assets in the employee portal.

Frequently asked questions

What is IT asset management?

Tracking IT hardware and software throughout their lifecycle, including assignment, support, licenses and disposal.

How do you track company laptops?

Tag each laptop, record serial number, specifications and assignee, and record every handover, repair and return in an asset system.

What should happen to a laptop when an employee leaves?

It should be returned during clearance, checked, wiped and either reassigned or retired, with records updated.

Why track software licenses?

To avoid paying for unused licenses and to stay compliant with license terms.