IT asset tracking has always been necessary to keep up with within organizations as technology has become such a huge part of business. However, with hybrid work, IT asset tracking has become more complicated, as devices are no longer confined to one space. We’ve seen a rise in hybrid work following the pandemic, as many businesses move to hybrid environments where employees can work from home. With this change has come the need for new IT asset-tracking procedures and for proper maintenance and retirement of company devices, even if they were used in a home office. Let’s explore why hybrid work complicates asset tracking and how your organization can improve its IT asset-tracking process.
Why Does IT Asset Tracking Matter?
IT asset tracking is one of the most important aspects of running an organization with technology devices. The biggest reason IT asset tracking matters is its security implications and the potential for security issues if not properly managed. Accurate tracking helps organizations maintain inventory visibility, improve security, reduce unnecessary hardware purchases, and simplify lifecycle management. As workforces become more distributed, IT asset tracking becomes even more necessary, as keeping up with inventory is important.
How Hybrid Work Has Changed IT Asset Tracking
Hybrid work has become much more popular as organizations expand it across their businesses. With this shift comes the need for more organized asset tracking to manage devices used in home offices, coworking spaces, and while traveling. Monitoring, maintenance, and recovery have become significantly more difficult and complex since the introduction of hybrid work, especially for organizations that weren’t fully prepared for the transition. Because many organizations made this switch during the pandemic, they may not have had the exact setup and protocols in place to support hybrid work before introducing it to their employees.
Challenges With Hybrid Work and IT Asset Tracking
Many challenges have arisen with the transition to hybrid work, particularly in inventory management and staying on top of assets.
Limited Visibility
When we look at device locations in hybrid work, devices will be in a variety of places, such as home offices, workspaces, and other areas where employees work. This makes it difficult to see exactly where the devices are and to stay on top of inventory.
Inaccurate Inventories
Inventory is significantly more difficult to keep track of when devices are in multiple locations. Some devices may be assigned, but now never updated, duplicate records, or missing and outdated information can all make inventory keeping difficult.
Lost or Unreturned Equipment
Employees who no longer work for your organization should return all devices; however, with hybrid work, it is difficult to keep track of devices that are in use versus those that are unused. This can result from offboarding hybrid employees, role changes, or devices being misplaced during travel.
Unauthorized Devices
Inventory management isn’t just for tracking used and unused devices; it is also for tracking unauthorized devices. Managing employees who use personal devices or unapproved hardware can be more difficult, raising security concerns.
Security Risks Associated With These Devices
As we’ve previously mentioned, many security risks can arise from failing to maintain asset tracking in hybrid work environments. Missing and untracked devices can increase cybersecurity risks, leading to many concerns with leaked information, data breaches, and unauthorized user access.
- Increased likelihood of breaches
- Unauthorized access
- Delayed security patching
- Weak endpoint visibility
- Sensitive business data stored on devices for remote work
These are just a few of the security concerns that can arise when we consider IT asset racking and its relationship to current hybrid work environments. The most important thing to remember when it comes to security and hybrid work devices is to maintain visibility throughout the device’s lifecycle, regardless of where it is at any given time.
Best Practices For Tracking IT Assets
The security risks associated with IT assets that are not being tracked can be significant, but establishing a tracking plan to prevent misplacement is essential to preventing security breaches and other security concerns. Here is a list of our recommended best practices if you are an organization looking to get better with IT asset tracking:
- Partner with a certified ITAD partner
- Implement an IT asset management software
- Maintain real-time inventory records
- Standardize procedures for onboarding and offboarding
- Schedule regular inventory audits
- Use barcode or RFID tagging where necessary
How IT Asset Disposition Can Help
ITAD is a sure way to stay on top of your electronic assets and avoid issues with security breaches, untracked assets, and, overall, to set up a reliable process to be implemented throughout your organization. With hybrid work, ITAD can play a larger role in keeping things secure and organized. Here’s a look into how exactly it can help your organization:
Protecting Sensitive Data
One of the biggest reasons to implement an ITAD vendor is to protect sensitive data that may remain on devices after they’re used. Essentially, ITAD vendors will handle everything from secure data wiping to documentation and chain of custody.
Recovering End-of-Life Devices
When it comes to remote employees, an IT asset disposition vendor will coordinate returns for remote-working employees and ensure that devices aren’t forgotten or stored at home. It’s a great way to keep up with devices even after they’ve left the facility.
Maintaining Compliance
Compliance is a huge part of asset disposition and keeping up with what is necessary for these devices. ITAD vendors will maintain proper documentation, audit readiness, and certificates of destruction.
Putting ITAD Practices in Place
If you are an organization running hybrid work environments, it’s best to start implementing ITAD practices sooner rather than later. The devices you use within your organization can contain sensitive data and lead to data breaches if they fall into the wrong hands. Since the adoption of more hybrid work environments, there has been an increase in security issues. Keeping your employees and your business protected is key, even if they work in different places. If you’re looking to make a change in your ITAD practices, the first place to start is by working with a certified vendor!
