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IT asset management process template

IT asset management process template

Track hardware, plan maintenance, and log disposals with one consistent tool. This template helps you keep your IT asset records accurate, clear, and audit-ready.

Use this template
or download pdf
IT asset management process template

Track hardware, plan maintenance, and log disposals with one consistent tool. This template helps you keep your IT asset records accurate, clear, and audit-ready.

Use this template
or download pdf

About the IT asset management process template

Whether you’re overseeing a busy IT department or managing hardware across multiple locations, staying on top of technology assets can get complex. This IT asset management process template gives you a consistent way to log, maintain, and retire your company’s devices. With this template, you can document the full lifecycle of each asset, from purchase to disposal. 

How to use the IT asset management process template

Here’s a quick guide to getting started with the template:

  1. Customize the template to match your asset types. Tailor the categories to reflect your company’s hardware—servers, desktops, network devices, or anything else in your fleet. You can rename fields, add dropdowns, or hide sections depending on what you actually need to track.
  2. Log each asset during procurement or intake. Add new assets as they’re purchased. Include the serial number, purchase and warranty dates, and assigned user or department. This step builds your baseline inventory and makes audits a whole lot easier later on.
  3. Use the form to track maintenance and service intervals. Update the maintenance section regularly with service dates, costs, and notes. This helps identify patterns of failure and schedule proactive repairs.
  4. Record disposals in a consistent way.  When an asset reaches the end of its life, log the disposal method and reason. This improves compliance and gives you a clearer picture of hardware turnover across teams or locations.
  5. Review the data to guide IT decisions. Use the insights gathered to support budgeting, replacement cycles, and vendor evaluations. Over time, the template helps you build a detailed picture of your infrastructure’s performance.

Best practices for using the IT asset management process template

A good IT asset management process is about maintaining control over the full lifecycle of every device, from procurement to disposal. Poor documentation or missed updates can lead to lost assets, unexpected costs, and downtime. Here’s how to use the template effectively and avoid common mistakes.

First, standardize how you enter information. Define clear naming conventions and dropdown values for fields like asset types, locations, or disposal methods. This keeps the data clean and searchable, especially when multiple people handle asset logging over time.

Make it a habit to update the template at key milestones, and not just during acquisition or disposal. Log maintenance activities, user changes, or when equipment moves to a new department. This provides a complete asset history and helps spot recurring issues.

Regularly review the data for patterns or gaps. If you notice assets without recent updates or expired warranties that haven’t been flagged, it’s time to follow up. The template is also a tool for spotting trends and making informed IT decisions.

Manage your IT assets with confidence

Start organizing your IT inventory with a tool built for structure, clarity, and accountability. With Lumiform, you can customize the template to your asset categories, assign tasks across teams, and track key lifecycle events like maintenance, handovers, and retirements. Try out the template now to bring order to your asset management process and make more effective decisions across your IT operations.

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Preview of the template
entity_item!!!
Page 1
Asset Inventory
Asset ID
Asset Type
Manufacturer
Model
Serial Number
Purchase Date
Warranty Expiry Date
Asset Location
Assigned To
Asset Maintenance
Maintenance Schedule
Last Maintenance Date
Next Maintenance Due
Maintenance Provider
Maintenance Cost
Asset Disposal
Disposal Reason
Disposal Date
Disposal Method
Disposal Approver

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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 excellenceCyber security governance: A comprehensive guide
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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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How to implement operational excellence5 ways workflow automation streamlines business waste managementMaintenance: best practices and benefitsThe Importance of Data Security

Frequently asked questions

What should you include in an IT asset management log?

A good IT asset management log goes beyond basic inventory. Include asset condition, ownership history, software licenses, configuration details, and network roles. Tracking user changes or department transfers can help identify security gaps or training needs. The more historical data you keep, the more valuable your log becomes over time.

Who should be responsible for maintaining the IT asset record?

Ideally, a dedicated IT administrator or asset coordinator should manage the records, especially in larger organizations. But even in smaller teams, assigning a single point of contact avoids duplication, missed updates, or inconsistent entries. Clarity on responsibility keeps the process accountable and the data reliable.

How do you track software and hardware together in one process?

Integrating software data with hardware tracking helps you spot license overuse or compatibility issues. Link installed software to the device ID, include version numbers, and update when software is uninstalled or upgraded. This reduces the risk of running unsupported systems and simplifies compliance audits.


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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