How to Track Assets: A Comprehensive Guide

Created by:
Erik von Hollen
September 8, 2023
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Tracking assets is crucial to modern business operations, enabling organizations to manage valuable resources efficiently. Whether you're a Chief Information Officer (CIO), IT director, or asset manager, understanding the intricacies of asset tracking is essential. In this comprehensive guide, we'll explore the various aspects of asset tracking, from the fundamentals to advanced techniques.

Advanced Asset Tracking Techniques

While we've covered the basics of asset tracking, some advanced techniques and technologies can take your asset management to the next level. Let's explore these in more detail:

RFID Asset Tracking

Radio-frequency identification (RFID) technology allows for efficient and non-line-of-sight asset tracking. RFID tags can store and transmit asset information, making it possible to track assets in real-time, even in challenging environments like warehouses.

GPS Asset Tracking

Global Positioning System (GPS) tracking is ideal for mobile assets like vehicles and equipment. GPS trackers provide real-time location data, enabling organizations to monitor the movement and usage of assets remotely.

Barcode Asset Tracking

Barcoding is a cost-effective method for tracking assets that don't require real-time updates. Each asset is assigned a unique barcode, and data is captured using barcode scanners. It's suitable for smaller inventories or assets that remain relatively stationary.

Fixed Assets

Fixed asset management focuses on assets that are essential for an organization's operations but are not intended for resale. This includes office furniture, machinery, and equipment. Tracking fixed assets helps with depreciation, compliance, and maintenance scheduling.

Asset Lifecycle Management

Managing the entire lifecycle of an asset, from procurement to disposal, is crucial for optimizing investments. It involves tracking an asset's acquisition, utilization, maintenance, and eventual retirement or replacement.

Implementing an Asset Tracking System

Implementing an asset tracking system involves carefully selecting the right technology, software, and procedures to fit your organization's needs. It requires a strategic approach and an understanding of your asset management goals.

What is asset tracking?

Asset tracking is crucial to modern business operations, allowing organizations to monitor and manage their valuable assets efficiently. This process involves keeping tabs on various physical assets, equipment, or inventory items throughout their lifecycle, from acquisition to disposal.

Understanding Asset Tracking

Asset tracking is the systematic method of monitoring and recording information about assets to ensure accountability, reduce loss or theft, improve utilization, and enhance overall efficiency. It involves using specialized tools, technologies, and software solutions to keep a real-time record of asset locations, status, and maintenance history.

Getting Started with Asset Tracking

An effective asset-tracking system is essential for organizations of all sizes and industries. Here are the key steps to get started with asset tracking:

Define Your Assets:

Begin by identifying and categorizing the assets you want to track. Support can include anything from IT equipment, vehicles, machinery, and office furniture to inventory items. Understanding what you need to track is the first step.

Choose the Right Technology:

Consider the appropriate tracking technology depending on the type of assets you have. Common asset tracking methods include RFID (Radio-Frequency Identification), GPS, and barcode systems. Select the technology that best suits your needs and budget.

Implement Asset Tracking Software:

Invest in asset tracking software or a comprehensive asset management system. These tools allow you to capture and store asset data, track their movements, and generate reports. Many software solutions offer features like maintenance scheduling and depreciation tracking.

Tag Your Assets:

Attach tracking tags or labels to each asset. These tags contain unique identifiers that the tracking system can recognize. Barcodes, QR codes, and RFID tags are commonly used.

Train Your Team:

Ensure that your employees are trained to use the asset tracking system effectively. Proper training will help reduce errors and ensure the accuracy of asset data.

Establish Tracking Procedures:

Develop clear and standardized asset check-in, check-out, maintenance, and disposal procedures. Consistency is key to successful asset tracking.

Conduct Regular Audits:

Perform routine audits to verify the accuracy of your asset records. This helps identify discrepancies and ensures that assets are where they should be.

How do I start tracking my company's assets?

If you're a business executive, IT director, or asset manager, the importance of asset tracking cannot be overstated. Efficient asset tracking can lead to cost savings, increased productivity, enhanced accountability, and regulatory compliance. This article will guide you through initiating asset tracking within your organization.

Initiating Asset Tracking

Assess Your Needs:

Before diving into asset tracking, it's crucial to understand your organization's specific needs and objectives. Consider the types of assets you want to track, the scale of your operations, and your budget constraints. Asset tracking can encompass many assets, including IT equipment, vehicles, machinery, and inventory.

Select the Right Technology:

Asset tracking relies on various technologies, each with its advantages. Common options include:

  • RFID (Radio-Frequency Identification): RFID tags use radio waves to transmit asset information, allowing quick and non-line-of-sight tracking. They are beneficial for high-value assets or those in large facilities.
  • Barcode Systems: Barcodes are a cost-effective option. They require line-of-sight scanning, making them suitable for smaller inventories or assets that don't move frequently.
  • GPS Tracking: Ideal for mobile assets like vehicles, GPS tracking provides real-time location data.

Choose the technology that aligns with your asset types and tracking requirements.

Invest in Asset Tracking Software:

Implementing asset tracking software is crucial for managing and analyzing asset data efficiently. Look for software solutions offering asset history tracking, maintenance scheduling, and reporting capabilities. Ensure that the software can integrate with your existing systems.

Tag Your Assets:

You'll need to attach tracking tags or labels to each asset to track assets effectively. These tags contain unique identifiers that the tracking system can recognize. Depending on your chosen technology, this could be RFID tags, barcode labels, or GPS trackers.

Train Your Team:

Properly train your employees on how to use the asset tracking system. Emphasize the importance of accurate data entry and asset handling to maintain data integrity.

Establish Clear Procedures:

Develop standardized procedures for asset check-in, check-out, maintenance, and disposal. These procedures ensure consistency and reliability in your tracking system.

Conduct a Pilot Phase:

Before fully implementing asset tracking, consider running a pilot phase. This allows you to identify and address issues or challenges in a controlled environment.

Scale Up Gradually:

Once the pilot phase is successful, gradually scale up asset tracking across your organization. Monitor the system's performance and make necessary adjustments as you expand.

The Benefits of Asset Tracking

Implementing asset tracking offers numerous benefits to your organization:

  • Cost Savings: By optimizing asset utilization and reducing the risk of loss or theft, asset tracking can lead to significant cost savings.
  • Improved Efficiency: Asset tracking streamlines operations, reduces downtime, and enhances overall efficiency.
  • Enhanced Accountability: Employees are more accountable when they know their actions are being tracked, reducing misuse or mishandling of assets.
  • Regulatory Compliance: Many industries have regulations requiring accurate asset tracking and reporting. Compliance is essential to avoid fines and legal issues.
  • Data-Driven Decision-Making: Asset tracking provides valuable data that informs strategic decisions, such as asset replacement timing and resource allocation.
  • Risk Mitigation: Asset tracking helps mitigate the risk of asset loss or theft, safeguarding valuable equipment and inventory.

What types of assets can be tracked?

Asset tracking is a versatile practice that can benefit organizations in various industries and sectors. To fully understand the scope of asset tracking, it's essential to recognize the wide range of asset types that can be effectively monitored and managed.

Types of Assets Suitable for Tracking

Asset tracking extends beyond traditional office equipment and includes assets from various industries. Here are some of the primary asset categories that can be tracked:

IT Assets:

  • Computers: Desktops, laptops, servers, and workstations.
  • Mobile Devices: Smartphones, tablets, and other mobile technology.
  • Network Equipment: Routers, switches, and access points.
  • Data Center Hardware: Servers, storage devices, and backup systems.
  • Printers and Peripherals: Printers, scanners, and other peripheral devices.

Asset tracking is especially critical for IT assets, as they often represent a significant investment and play a central role in an organization's operations.


  • Company Vehicles: Cars, trucks, vans, and specialized vehicles used for business purposes.
  • Fleet Vehicles: Assets for transportation and logistics, such as delivery trucks and trailers.
  • Construction Equipment: Heavy machinery, bulldozers, excavators, and cranes used in construction and manufacturing.

Tracking vehicles and heavy equipment is essential for optimizing utilization, scheduling maintenance, and ensuring the security of valuable assets.

Office Furniture and Equipment:

  • Desks and Chairs: Office furniture used by employees.
  • Computers and Printers: Office equipment essential for daily tasks.
  • Meeting Room Equipment: Projectors, video conferencing systems, and audiovisual equipment.

Efficiently managing office assets ensures a productive and organized work environment while preventing loss or theft.


  • Raw Materials: Materials used in manufacturing and production processes.
  • Finished Products: Inventory ready for sale or distribution.
  • Warehouse Items: Products stored in warehouses or distribution centers.
  • Retail Inventory: Goods in stock at retail stores.

Accurate inventory tracking helps prevent stockouts from overstocking and ensures timely replenishment, reducing operational disruptions.

Machinery and Equipment:

  • Manufacturing Equipment: Machinery used in production lines.
  • Tools: Hand tools and power tools used in various industries.
  • Medical Equipment: Equipment used in healthcare facilities, such as hospitals and clinics.

Tracking machinery and equipment is essential for maintenance scheduling, optimizing production, and ensuring safety compliance.

The Role of Asset Tracking Software

Asset tracking software is pivotal in effectively monitoring and managing these diverse asset categories. It provides a centralized platform for recording asset details, tracking movements, scheduling maintenance, and generating reports. The software can be tailored to your organization's needs and integrated with existing systems.

Benefits of Tracking Various Asset Types

The benefits of tracking these asset types are multifaceted:

  • Cost Savings: Asset tracking helps organizations reduce costs by optimizing asset utilization, preventing loss or theft, and prolonging asset lifecycles through timely maintenance.
  • Enhanced Efficiency: Efficient asset tracking streamlines operations by reducing downtime, improving resource allocation, and minimizing manual data entry errors.
  • Accountability: Asset tracking promotes employee accountability, discouraging asset misuse or mishandling.
  • Compliance: Many industries have regulations requiring accurate asset tracking and reporting. Compliance is crucial to avoid fines and legal issues.
  • Data-Driven Decision-Making: Asset tracking provides valuable data that informs strategic decisions, such as when to replace aging assets or allocate resources.
  • Risk Mitigation: Tracking assets helps organizations mitigate the risk of asset loss or theft, safeguarding valuable equipment and inventory.

What are the best asset-tracking software solutions?

Choosing the right asset-tracking software is crucial for organizations looking to streamline operations, enhance accountability, and optimize asset management. With numerous options available, it's essential to identify the best asset-tracking software solutions that align with your specific needs.

Key Considerations When Selecting Asset Tracking Software

Before delving into specific software solutions, it's essential to understand the factors to consider when selecting. Here are some key considerations:

Asset Types:

Determine the types of assets you need to track. Some software solutions specialize in specific asset categories, such as IT equipment, vehicles, or inventory. Ensure that the software supports your asset categories.


Consider your organization's growth potential. The software should be scalable to accommodate increasing assets and users as your business expands.

Ease of Use:

User-friendly software is essential for efficient adoption by your team. Look for intuitive interfaces and user training options.


Check whether the software seamlessly integrates with your existing systems, such as enterprise resource planning (ERP) or accounting software.

Tracking Technologies:

Depending on your assets, choose a software solution that supports the tracking technology you plan to use, such as RFID, barcoding, or GPS.


Tailor the software to your specific needs. Customization options allow you to adapt the software to your organization's workflows and reporting requirements.

Reporting and Analytics:

Robust reporting and analytics features provide insights into asset utilization, maintenance schedules, and compliance, enabling data-driven decision-making.

Maintenance Management:

Look for software that includes maintenance scheduling and alerts to prolong asset lifecycles and prevent unexpected breakdowns.

Mobile Accessibility:

Mobile apps or web access allow real-time tracking and data entry from various locations, enhancing flexibility and accuracy.


Ensure that the software prioritizes data security to protect sensitive asset information.

Top Asset Tracking Software Solutions

Now, let's explore some of the top asset-tracking software solutions known for their effectiveness and versatility:

Asset Panda:

Asset Panda offers a highly customizable platform that adapts to various asset types and industries. It features robust reporting and analytics tools, mobile accessibility, and seamless integration with existing systems.


UpKeep is a user-friendly asset maintenance and management software focusing on maintenance scheduling, work orders, and inventory tracking. It's suitable for organizations with a strong emphasis on asset maintenance.


EZOfficeInventory specializes in inventory and asset tracking, making it an excellent choice for organizations with a significant inventory component. It offers barcode scanning, mobile accessibility, and customizable reporting.


Fiix is a comprehensive maintenance management system that includes asset tracking. It's suitable for organizations seeking a holistic asset maintenance and management approach.

Wasp Barcode Technologies:

Wasp offers asset-tracking solutions with a focus on barcoding technology. It suits small to mid-sized businesses looking for cost-effective asset-tracking options.

IBM Maximo:

IBM Maximo is an enterprise-level asset management software that covers a wide range of asset types and is suitable for large organizations with complex asset management needs.

How does asset tracking benefit a business?

Asset tracking is not merely a business trend; it's a strategic practice that can significantly benefit organizations across various industries. From cost savings to enhanced efficiency and compliance, asset tracking is pivotal in improving operations and increasing accountability.

Cost Savings

One of the most immediate and compelling advantages of asset tracking is the potential for significant cost savings. These savings manifest in various ways:

Optimized Asset Utilization:

Asset tracking allows organizations to monitor asset usage patterns. This data enables businesses to allocate assets more efficiently, reducing the need to purchase unnecessary equipment.

Prevention of Loss and Theft:

Tracking assets discourages loss or theft. When assets are monitored, employees are more likely to handle them responsibly, reducing the risk of loss or unauthorized use.

Proactive Maintenance:

Asset tracking software often includes maintenance scheduling features. By adhering to maintenance schedules, organizations can extend the lifespan of assets, preventing costly breakdowns and replacements.

Reduced Administrative Costs:

Manual asset management processes can be time-consuming and error-prone. Asset tracking software automates many tasks, reducing administrative overhead.

Enhanced Efficiency

Asset tracking contributes to enhanced operational efficiency by streamlining processes and reducing downtime:

Quick Asset Location:

Knowing the real-time location of assets reduces the time spent searching for them, enabling employees to focus on more productive tasks.

Accurate Data Entry:

Automation eliminates the need for manual data entry, reducing errors and ensuring that asset records are accurate and up-to-date.

Data-Driven Decisions:

Asset tracking provides valuable data insights, allowing organizations to make informed decisions about asset allocation, maintenance schedules, and replacements.

Streamlined Audits:

Routine asset audits become more efficient with asset tracking. Auditors can quickly verify asset information and identify discrepancies.


Accountability is a cornerstone of asset tracking. When employees know that asset movements are monitored, they are more likely to handle assets responsibly:

Preventing Misuse:

The awareness of tracking discourages employees from misusing or mishandling assets, reducing damage and wear.

Tracking Asset Custodians:

Asset tracking records who is responsible for each asset, promoting accountability among employees and departments.

Regulatory Compliance

Many industries have regulations and compliance requirements related to asset tracking and reporting. Asset tracking helps businesses adhere to these requirements:

Accurate Reporting:

Asset tracking software provides accurate and auditable records, making complying with industry-specific regulations and reporting standards easier.

Risk Mitigation:

Organizations reduce the risk of non-compliance penalties and legal issues by ensuring that assets are accounted for and properly maintained.

Data-Driven Decision-Making

Asset tracking generates valuable data that informs strategic decisions:

Timing Asset Replacements:

Organizations can use data on asset lifecycles to determine when replacing aging assets is cost-effective.

Resource Allocation:

Data insights help allocate resources more effectively, ensuring that assets are deployed where needed most.

Risk Mitigation

Asset tracking helps organizations mitigate the risk of asset loss or theft:

Asset Security:

Tracking assets deters theft and unauthorized use, protecting valuable equipment and inventory.

Insurance Benefits:

Many insurance providers offer reduced premiums for businesses with robust asset tracking systems, as they represent lower risk.

Can I track assets manually without using the software?

Asset tracking is a critical practice for managing and maintaining valuable assets efficiently. While asset-tracking software has become increasingly popular for its automation and data management capabilities, tracking assets manually is possible, especially for smaller organizations or those with limited budgets.

Manual Asset Tracking Methods

Manual asset tracking involves using traditional, paper-based, or spreadsheet-based methods to record and manage asset information. Here are the key steps and methods for manual asset tracking:

Asset Register or Spreadsheet:

Create an asset register or use a spreadsheet program like Microsoft Excel or Google Sheets to record asset details. Each asset should have a unique identifier, such as a serial number or barcode.

Asset Tagging:

Assign a physical label or tag to each asset. This label should include a unique identifier, making matching physical assets with their corresponding records easy.

Data Entry:

Manually enter asset information into your asset register or spreadsheet. Include details such as asset name, description, acquisition date, purchase price, and location.

Asset Updates:

Keep the asset register or spreadsheet up-to-date by recording changes, such as asset movements, maintenance activities, or disposals.

Regular Audits:

Conduct periodic manual audits to verify the accuracy of your asset records. Physically inspect assets to ensure they match the information in your register.


Maintain proper documentation for each asset, including invoices, purchase orders, and maintenance records. This documentation helps with asset tracking and maintenance.

Considerations for Manual Asset Tracking

While manual asset tracking is possible, there are several important considerations to keep in mind:

Scale and Complexity:

Manual asset tracking is more manageable for smaller organizations with limited assets. As the number of assets grows, manual tracking becomes increasingly time-consuming and prone to errors.


Manual tracking is less efficient than automated solutions. Maintaining accurate records and conducting regular audits requires significant time and effort.


Manual tracking makes Human errors more likely, leading to discrepancies between physical assets and recorded data.

Limited Features:

Manual methods need the advanced features asset tracking software provides, such as real-time updates, automated alerts, and in-depth reporting.

Audit Trail:

Manual tracking may not provide a comprehensive audit trail, which is crucial for compliance and accountability.


As your organization grows, manual tracking may become impractical and necessitate a transition to automated solutions.

Transitioning to Automated Asset Tracking

While manual asset tracking can work for smaller organizations or when starting, many businesses eventually transition to automated asset tracking solutions. Automated software offers numerous benefits, including efficiency, accuracy, scalability, and advanced features like reporting and real-time tracking.

If you decide to transition to automated asset tracking in the future, consider partnering with a provider like UCS Logistics that specializes in IT asset management and offers tailored solutions to meet your organization's specific needs.


Asset tracking is more than just a tracking system; it's a strategic practice that can transform how your organization manages valuable resources. By understanding the fundamentals, benefits, software options, and advanced techniques, you can make informed decisions to streamline operations, reduce costs, enhance accountability, and ensure regulatory compliance.

For comprehensive asset-tracking solutions and expert guidance tailored to your organization's needs, explore the services offered by UCS Logistics. Our team specializes in IT asset management and can assist you in implementing a tailored asset-tracking system to optimize your business's technology performance from start to finish.

Takeaways from the Article:

Importance of Asset Tracking

Asset tracking is vital for modern businesses, allowing for efficient management of valuable resources. It's essential for roles such as CIOs, IT directors, and asset managers.

Advanced Asset Tracking Techniques

Techniques like RFID for non-line-of-sight tracking, GPS for mobile assets, and barcoding for stationary assets can elevate asset management.

Asset Lifecycle Management

Managing an asset from procurement to disposal is crucial for optimizing investments. This includes tracking its acquisition, utilization, maintenance, and retirement.

Benefits of Asset Tracking

Asset tracking can lead to cost savings, improved efficiency, enhanced accountability, regulatory compliance, and data-driven decision-making.

Manual vs. Automated Asset Tracking

While manual asset tracking is feasible for smaller organizations, automated solutions offer efficiency, accuracy, scalability, and advanced features, making them more suitable for larger operations.

Reminder of the Post’s Main Point

Asset tracking is a strategic practice essential for modern businesses. It not only helps in efficient management of valuable resources but also offers numerous benefits like cost savings, improved efficiency, and enhanced accountability. By understanding its fundamentals, benefits, and techniques, businesses can make informed decisions to optimize their operations.

Frequently asked questions about Asset Tracking

What is asset tracking?

Asset tracking is the systematic method of monitoring and recording information about assets to ensure accountability, reduce loss or theft, improve utilization, and enhance overall efficiency. It involves using specialized tools, technologies, and software solutions to keep a real-time record of asset locations, status, and maintenance history.

Why is asset tracking important for businesses?

Asset tracking is vital for modern businesses as it allows for efficient management of valuable resources, leading to cost savings, improved efficiency, enhanced accountability, regulatory compliance, and data-driven decision-making.

What are the advanced techniques in asset tracking?

Advanced techniques in asset tracking include RFID for efficient and non-line-of-sight tracking, GPS for tracking mobile assets in real-time, and barcoding for assets that don't require real-time updates.

How does asset tracking benefit a business?

Asset tracking offers numerous benefits including cost savings by optimizing asset utilization, improved efficiency by streamlining operations, enhanced accountability among employees, compliance with industry regulations, and providing valuable data for informed decision-making.

Can assets be tracked manually without software?

Yes, assets can be tracked manually using traditional methods like paper-based or spreadsheet-based systems. However, manual tracking is more time-consuming, prone to errors, and may not offer the advanced features and efficiency of automated asset tracking software.

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