StarLabs Glossary / IT Procurement Terms
IT Asset Tagging & Register
A labelled, up-to-date list of every device your business owns and who has it.
IT asset tagging means putting a unique label on each company device and recording it in an asset register: a list of every laptop, phone, tablet and monitor, with its serial number, who uses it, when it was bought, its warranty and its current status. Together they let you find, track and retire devices properly.
How it works
Each device gets an asset tag when it arrives. This is usually a tamper-evident sticker with a short ID such as SL-LAP-0042, often with a barcode or QR code so it can be scanned with a phone. The same ID goes into the register, which can be a spreadsheet for a small office or a module inside your device management or helpdesk tool for a larger one.
The register is only useful if it stays current. Update it when a device is issued, moved to another person, sent for repair, lost, or retired. A quick check once or twice a year, matching tags in the office to rows in the list, catches devices that have gone missing.
Fields worth recording:
| Field | Example / why |
|---|---|
| Asset tag ID | SL-LAP-0042, matches the sticker |
| Make, model, serial number | Needed for warranty claims and police reports |
| Specs | Processor, memory, storage, so you know what to upgrade |
| Assigned user and department | Who to ask, and what to collect when they leave |
| Location | Office, home, client site |
| Purchase date, supplier, price | For accounts, depreciation and TCO |
| Warranty type and end date | Avoid paying for repairs that should be free |
| Encryption and MDM status | Shows the device is protected if lost |
| Status | In use, spare, in repair, lost, retired |
| Disposal record | Date, method and erasure certificate reference |
What it means for your business
Most SMEs only notice they have no register when someone leaves and nobody knows which laptop they had, or a device is stolen and no one has the serial number. A simple register solves both. It also tells you which warranties are about to end, which machines are due for refresh, and gives you a record that old devices holding personal data were wiped before they left the business. Start with a spreadsheet and the fields above; you can move to a tool later.
Common questions
What should an IT asset register include?
At minimum: an asset ID, make and model, serial number, assigned user, purchase date, warranty end date and status. Adding encryption status and a disposal record makes it useful for security and data protection as well.
Is a spreadsheet good enough?
For an office of up to a few dozen devices, yes, as long as one person owns it and updates it. Once you use an MDM, its device list can fill in much of the register for you and stays more accurate.
What kind of asset tag should I use?
Tamper-evident labels with a printed ID and a barcode or QR code work well for most offices. Place them where they will not rub off, such as the underside of a laptop, and avoid covering vents or the manufacturer’s serial label.
Lost track of who has which laptop?
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Reviewed by the StarLabs technical team · Last checked 18 October 2026
