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IT asset management checklist

IT asset management checklist

Track every device from purchase to retirement with a clear checklist. Stay organized with sections for hardware specs, software details, and maintenance history.

Use this template
or download pdf
IT asset management checklist

Track every device from purchase to retirement with a clear checklist. Stay organized with sections for hardware specs, software details, and maintenance history.

Use this template
or download pdf

About the IT asset management checklist

Between rolling out new devices and removing the old ones, tracking IT equipment can get complicated quickly, especially when you’re managing multiple teams or sites. This IT asset management checklist helps you keep tabs on hardware, software, warranties, and condition status all in one place. You can use it to streamline your internal tracking process, support audits, and give your team a standardized way to document assets across their lifecycle. 

Streamline your audits and reduce manual errors

The IT asset management checklist is divided into clearly structured sections covering general asset details, hardware specs, software info, and maintenance history. You get a full overview at a glance so you don’t have to scramble through serial numbers last minute or wonder when a warranty runs out.

With this template, you can standardize how your team logs and reviews assets. From tracking physical condition to planning disposal, it covers every part of the lifecycle. This creates transparency across departments and makes your next internal or external audit a whole lot smoother.

You also save time by having a repeatable process in place. Instead of starting from scratch with every new device, you can quickly duplicate and customize the checklist. That way, you’re you’re building a reliable, scalable system for managing IT infrastructure.

How to use the IT asset management checklist 

Here’s a quick guide to maximizing the checklist:

  1. Customize the template to match your setup. Open the template in the Lumiform app and adjust fields to reflect the types of assets your company manages. Add or remove device categories, adjust condition criteria, and set up logic rules to make the checklist more effective.
  2. Assign one person to own the checklist. Designate a team lead or technician to complete the checklist for each new or existing asset. While others can access the data later, assigning one owner prevents gaps or duplicates.
  3. Collect asset data during setup or inspection. Use a tablet or phone to document key details onsite—serial numbers, conditions, installed software, etc. Include photos and notes where relevant to simplify future identification and retrieval.
  4. Schedule regular updates. Set reminders to review and update the checklist during maintenance, transfers, or audits. This reduces the risk of mismanagement.
  5. Use the data to guide smarter decisions. With everything logged digitally, you can analyze trends in repairs, replacements, or usage patterns. This helps you spot weak points or plan upgrades more strategically.

Download Lumiform’s IT asset management checklist today

Make the most of your asset tracking process with a checklist built to support clear documentation and more effective decisions. It enables you to assign roles, log condition updates, track software, and flag issues. You reduce miscommunication and stay consistent, no matter who’s managing the equipment.

Related categories

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Preview of the template
entity_item!!!
Page 1
General Asset Information
Asset ID
Asset Type
Asset Model
Asset Serial Number
Asset Purchase Date
Asset Location
Asset Owner
Hardware Information
Processor Type
Processor Speed (GHz)
RAM Capacity (GB)
Storage Capacity (TB)
Network Connectivity
Peripherals Connected
Software Information
Operating System
OS Version
(List all installed software)
(Provide license details)
Maintenance and Support
Last Maintenance Date
Next Maintenance Due Date
Warranty Expiration Date
Support Contract Details
Asset Condition
Overall Condition
Physical Damage
Functional Issues
Disposal and Retirement
Disposal Plan
Disposal Date

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Related resources

Access a complete set of resources aimed at maximizing safety, quality, and operational excellence, including detailed guides, related templates, and real-world use cases.

Topic guides

Read in-depth guides covering key topics related to this article.

The Complete Guide to Asset ManagementISO 55001: Your essential guide for asset management excellenceBuilding maintenance: A comprehensive guide (with case studies & free examples)
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Template collections

See comprehensive collections of best practice templates related to this topic.

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Use cases

Check out how the Lumiform software can be utilized for related use cases.

Asset management system softwareFixed Asset Software AppAudit program softwareMaintenance plan software
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Other resources

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How to implement operational excellence5 ways workflow automation streamlines business waste managementMaintenance: best practices and benefitsThe Importance of Data Security

Frequently asked questions

Why is asset tagging important for IT asset management?

Tagging assets with barcodes or QR codes speeds up audits, improves accuracy, and prevents loss. It also simplifies updates, since technicians can scan and pull up asset data instantly. Use durable, tamper-resistant tags and place them where they’re easy to access but unlikely to wear off (like the underside of a laptop or inside a server rack).

What’s a good way to handle asset transfers between departments?

Create a documented handoff process that includes sign-off by both sender and receiver. Always update asset location, owner, and condition status in real time. This reduces the chance of equipment “disappearing” in limbo. It also helps you maintain accountability across teams and keeps your records clean for audits and future planning.

How do you prevent shadow IT from affecting asset management?

Shadow IT—when employees use unapproved software or devices—can create serious blind spots. Run regular checks to compare recorded assets against what’s actually in use on your network. You can also conduct user interviews or anonymous surveys to find unauthorized tools before they become a security liability.


This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.
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