IT inventory differs from other assets in two ways: devices age quickly, and a portion of the inventory is non-physical.
Software licenses, server capacities, and subscriptions are also assets. Because they are invisible, they are often left untracked and silently generate costs.
In this article, we explained how to set up an IT inventory, track hardware and licenses, plan for replacements, and address the security aspect.
Table of Contents
Scope of the IT inventory
Defining the scope from the start ensures the inventory remains sustainable. Trying to log every single cable makes the system unusable.
The priority group consists of devices assigned to individuals: laptops, desktops, phones, and tablets.
The second group comprises shared hardware: printers, network devices, servers, and storage units.
The third group includes non-physical assets: software licenses, cloud subscriptions, and domain name registrations.
Low-value consumables can be kept out of the inventory; these should be tracked as stock instead.
Hardware registration
Brand and model alone are not enough on a hardware card. Technical specifications must also be recorded.
Processor, memory, and storage information are used directly in replacement decisions. Without this data, it is impossible to know which device is becoming obsolete.
The serial number is mandatory for warranty claims and must be recorded.
The purchase date and amount form the basis for depreciation and total cost of ownership calculations.
This is where tagging comes into play; asset tagging article explains the method.
License and subscription tracking
Software licenses are a silently growing item in IT costs. Unused licenses continue to be paid for every month.
The number purchased and the number used for each license should be tracked separately. The difference is direct savings potential.
Renewal dates must also be tracked. Auto-renewing subscriptions are paid for years without being noticed.
To whom the licenses are assigned must be recorded. This is the only way to reclaim the license when an employee leaves.
License type is also important; user-based and device-based licenses require different management.
Custody and user association
Most IT assets are assigned to individuals, and this link is the most critical part of the inventory.
It should be possible to see all devices and licenses belonging to that person from a user card. This view is the foundation of the offboarding process.
Accessories must also be included in custody. Items such as monitors, keyboards, and bags are frequently forgotten.
Temporary uses should be marked separately; a device given for a week should not look like a permanent assignment.
We detailed the custody workflow in the fixed asset custody tracking article.
Warranty and support periods
The warranty end date is the first piece of information to check in case of a malfunction. Paying for a device under warranty is a common waste.
Extended warranty and support contracts must also be tracked separately. Decisions to renew these must be made before the period expires.
Support contracts are usually mandatory for critical servers and network equipment. Leaving these devices without support creates serious risk.
Alerts should be set up for upcoming expiration dates. Dates tracked manually are inevitably missed.
We discussed the malfunction workflow in the malfunction tracking article.
Renewal planning
IT hardware ages quickly and replacement is inevitable. Unplanned replacement, however, makes the budget fluctuate.
The age distribution report shows the need for renewal years in advance. Devices purchased in the same period will need to be replaced in the same period.
Distributing this accumulation eases budget planning. Phased replacement is more manageable than a one-time large expenditure.
Failure frequency also drives the replacement decision. A frequently failing device can be replaced before its lifespan ends.
A secondary usage plan for old devices should also be made; they can be used for lighter workloads.
The security dimension
IT inventory is also the foundation of security management. An unknown device is an unprotected device.
Devices not in the inventory are not updated and do not receive security patches. This is one of the most common security vulnerabilities.
Operating systems whose support has ended must also be monitored. A system that no longer receives updates becomes the weakest link in the network.
Data erasure procedures on decommissioned devices must be recorded. This is a requirement for both security and compliance.
This step is even more critical for devices containing personal data; KVKK compliant data management check out the article.
Onboarding and offboarding processes
The moments when IT inventory is used most intensively are onboarding and offboarding processes.
During onboarding, which devices and licenses will be assigned can be predefined according to the role. This shortens preparation time.
During offboarding, however, a list of all assets belonging to the individual must be retrieved and collected one by one.
Licenses and account accesses must also be closed simultaneously. Accesses left open pose a serious security risk.
Turning these processes into a checklist is the most practical method to prevent omissions.
Points to consider
Keeping the inventory up to date is much harder than setting it up. For this, recording milestones must be established.
Registration must be made mandatory upon the entry of new devices. It must enter the inventory before being put into use.
Linking the purchasing process with inventory registration naturally ensures this discipline.
Periodic verification is also required; the gap between records and reality grows when left unchecked.
Records in the inventory module are kept; we explained the counting method in the asset count article.
Frequently asked questions
Can device information be collected automatically?
The automated inventory collection tool is out of scope; records are created manually or via bulk import during the onboarding process.
Can license costs be reported?
Cost distribution can be reported by department and user; we determine the setup together.
How are renewal alerts set up?
Alerts can be defined based on warranty and subscription dates; we configure notification channels according to your needs.
Can multiple locations be managed?
Yes, they can; branch and warehouse structure you can check out the article.
IT inventory is one of the inventory areas with the fastest return on investment in terms of both cost and security. Especially on the licensing side, the potential for savings is often surprisingly high.
As a first step, compare the number of licenses used and purchased; the gap between them usually allows the project to finance itself.
Add the inventory registration step to the purchasing process; records made afterwards are never fully completed.
Tie the offboarding process to a checklist as well; uncollected devices and unrevoked access are the two most frequent issues.
By consulting with the EQLEM team you can plan your IT inventory setup.