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IT asset management SOP template

IT asset management SOP template

Standardize how you document, track, and manage your company’s IT assets from purchase to disposal with this SOP template.

Use this template
or download pdf
IT asset management SOP template

Standardize how you document, track, and manage your company’s IT assets from purchase to disposal with this SOP template.

Use this template
or download pdf

About the IT asset management SOP template

Keeping track of hundreds of laptops, servers, licenses, and everything in between requires a system. If you’re managing IT assets for a growing business or enterprise, you’re likely looking for a way to standardize processes and cut down on chaos. This IT asset management SOP template helps you document, track, and control the entire asset lifecycle. This way, you don’t need to reinvent the wheel every time a new device gets issued or retired.

Why you should use the IT asset management SOP template

This template brings structure to how you record and handle assets across your business. Instead of scattered tracking and guesswork decisions, you get reliable data and a process you can trust.

You can use the template to reduce manual errors, speed up onboarding, and stay audit-ready without last-minute rushing. It helps you prevent key details, like warranty terms, purchase dates, and assigned users, from getting lost.

The template also serves you by making process reviews easier. Whether you’re scaling or troubleshooting, having a documented flow shows what’s working and what’s not. This level of clarity is hard to get without a shared, standardized approach.

How to use the IT asset management SOP template

Here’s how to put the template to work:

  1. Customize the template to match your operations. Tailor asset categories, condition ratings, and lifecycle stages to fit your business. Add or remove fields based on what matters to your process, such as warranty information, assigned users, asset location, etc. You can easily edit the template in the Lumiform app to reflect your internal policies.
  2. Assign the SOP to the relevant team member. Whether it’s IT, facilities, or operations, assign the full checklist to the responsible person. This helps standardize how assets are documented across locations and teams. One person fills it out, but everyone benefits from the consistency.
  3. Capture asset data in real time. Use the mobile app to log details on the spot—scan a QR code, snap a photo of the serial number, and enter warranty info directly. This removes the need for messy spreadsheets or back-and-forth emails.
  4. Track actions and updates over time. Set up follow-up tasks when an asset is moved, serviced, or retired. The action management feature keeps everything visible and linked to the original record, so you never lose track of updates.
  5. Review and analyze your data. Use Lumiform’s analytics tools to spot trends, track asset aging, and plan replacements. This helps you budget more effectively and reduce unplanned downtime, while keeping documentation audit-ready.

Download Lumiform’s IT asset management SOP template today

Bring consistency to your asset procedures from day one with this template. You’ll have a clear structure to record the right data, assign ownership, and flag issues, all in one place. Assign the template to your team, walk through the steps, and keep everyone aligned, whether they’re onboarding a new laptop or decommissioning a server. 

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Preview of the template
entity_item!!!
Page 1
Asset Inventory
List all IT assets (hardware, software, network devices, etc.)
Provide a unique identifier for each asset
Capture the asset type (desktop, laptop, server, etc.)
Document the asset's make, model, and serial number
Note the asset's physical location
Identify the assigned user or department
Record the purchase date and cost
Specify the warranty and maintenance information
Indicate the asset's current condition (good, fair, poor)
Asset Lifecycle Management
Establish procedures for asset acquisition
Define guidelines for asset deployment
Describe the process for asset relocation
Document the asset retirement and disposal procedures
Implement a regular review and update of the asset inventory
Asset Monitoring and Maintenance
Outline the monitoring and reporting processes for assets
Specify the maintenance schedule and procedures for each asset type
Describe the troubleshooting and repair workflows
Define the escalation process for asset-related issues
Implement a system for tracking asset-related incidents and resolutions
Asset Security and Compliance
Establish policies for secure storage and handling of assets
Outline the access control and authorization procedures
Document the data protection and backup measures for assets
Specify the compliance requirements for asset management
Implement regular audits and risk assessments for IT assets
Roles and Responsibilities
Define the responsibilities of the IT asset manager
Outline the roles and duties of the IT support team
Specify the responsibilities of asset owners and users
Establish a process for communicating asset-related policies and procedures
Implement a training program for asset management practices

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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 excellenceAudit program: Key steps and best practices
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Template collections

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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 softwareSOP software
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10 principles of operational excellence5 ways workflow automation streamlines business waste managementMaintenance: best practices and benefitsThe Importance of Data Security

Frequently asked questions

What is the difference between an SOP and a policy in IT asset management?

An SOP (Standard Operating Procedure) gives step-by-step instructions on how to perform specific asset-related tasks, like tagging new equipment or retiring old devices. A policy, on the other hand, sets the rules—like who is allowed to approve purchases or how often inventories must be reviewed. Think of the SOP as the “how” and the policy as the “why and who.”


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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