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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.

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  • Customize this template or build your own
  • Fill out templates via mobile app
  • Get reports and analyse your data
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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 with Lumiform

  • Customize this template or build your own
  • Fill out templates via mobile app
  • Get reports and analyse your data
Prices start from ░░░ per month
Book a demo
Learn more
or Download template as PDF

This IT asset management checklist enhances how you track and maintain your organization’s technology resources. By documenting essential information—from serial numbers to warranty expirations—you create organized documentation for your entire IT inventory. The template helps prevent common challenges like misplaced assets and compliance gaps that often lead to unnecessary purchases and operational disruptions.

According to 1E’s research, as much as 37% of installed software is never used, wasting approximately $259 per desktop in the US alone. Through this template, you can identify such inefficiencies, optimize your technology investments, and extend the useful life of your IT equipment with proper maintenance scheduling.

Related categories

  • Operational excellence templates
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Created by

Author Name Ima Ocon
Preview of the template
Entity
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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Check out how the Lumiform software can be utilized for related use cases.

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Explore all the additional resources we offer to assist you in mastering this topic.

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

Frequently asked questions

How can I use this checklist to reduce unnecessary IT spending?

Use this checklist to identify underutilized assets, duplicate licenses, and equipment nearing end-of-life. By maintaining accurate records of all installed software and their usage patterns, you can eliminate redundant applications and reallocate licenses. The maintenance tracking sections aids you in extending asset lifespans through proper care, while the condition assessment helps prioritize which assets truly need replacement.

How do I determine the right disposal plan for my IT assets?

Base your disposal decision on several factors documented in your checklist: the asset’s age, condition assessment, repair history, and performance relative to current needs. For functional equipment, consider internal redeployment or donation. For obsolete or damaged assets, ensure secure data wiping before recycling through certified e-waste handlers. Document your disposal method and date for compliance purposes.

Can I use this checklist to prepare for an IT audit?

Yes, this checklist serves as your foundation for audit preparation by maintaining comprehensive records of hardware specifications, software licenses, and asset history. Before an audit, ensure all fields are current, particularly license details and purchase documentation. The format allows you to quickly generate reports showing compliant software deployment, proper asset tracking, and appropriate disposal procedures, which are key elements that auditors examine.

Author
Ima Ocon
Ima is a writer and editor who specializes in technology, with experience crafting content for companies like Canva and FluentU. She's passionate about startups, remote work, and language learning, as well as the applications of AI in marketing. Currently, she is based in Asia, and she previously studied in Taiwan and Singapore.
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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