How to Track Assets on a Computer

Asset tracking on a computer may require manual input.

Proper monitoring of personal or business assets can help ensure the location, status and value of the assets. Personal asset tracking is important in the event of loss to obtain insurance coverage. Business asset tracking is needed to deter theft, establish value for accounting purposes and to help manage the allocation of resources. The best methods of tracking assets on a computer allow for easy updates, modifications and quick access to information.

Instructions

1. Determine the volume of assets you need to track. A value threshold for tracking will help to distinguish items that should be tracked and items that do not need to be recorded. For example, establish a $100 baseline value for tracking. Any items worth less than the threshold would not need to be placed into a computerized tracking system. Based on your established value, roughly assess the number of items you need to track.

2. Create a simple spreadsheet for tracking a small volume of goods. Establish the types of information about each item you want to track ,such as brand name, sales price, serial number and product specifications, and place the titles at the top of each column in your spreadsheet. Fill in each row of your spreadsheet with all items you want to track. Update your worksheet when you dispose of items or make purchases.

3. Purchase an asset tracking system for managing a large number of items. Look for a tracking system that offers features and functionality that match your tracking needs. For example, some systems rely on the manual input of goods when setting up the system, but automates tasks like accounting depreciation. Larger systems offer an integrated bar code or tracking mechanism through a hand-held scanning device. Select the type of system that matches your budget, accounting requirements and functional needs.

4. Input all products in your selected tracking system. If the system you select does not offer a bar code tracking system, establish your own labeling system for each product. After each item is placed in the system, physically note that the product is in the system through a sticker. Visual markers help to quickly assess which products have been added to the asset tracking system and which items remain to be input. Opt for a sequential numbering system on the asset stickers to help tie system tracking to the physical product.

5. Establish asset tracking policies. Determine when and who will use the tracking system, who will be responsible for adding new purchases, how to reclassifying items when they are damaged and how to manage products that are no longer in service. The key to any asset management tracking on a computer is to continually make updates when asset changes occur.

Tips & Warnings

• Discuss tracking needs with accounting, information technology and other departments to ensure all data tracking needs are met.

• Avoid adding assets into the tracking system multiple times by limiting asset movement during the input process.

References

• Computer Technology Documentation Project: Asset Control Policy
• TechSoup: IT Asset Management