Audit-proof documentation of IT assets

Revisionssichere Dokumentation von IT-Assets

The audit-proof documentation of IT assets presents companies with challenges. Manual processes are error-prone and time-consuming.

The audit-proof documentation of IT assets is of central importance for companies. Audit compliance means that electronic information is stored properly, completely, securely, available, traceable, unalterable and with access protection.

This is essential, but also challenging, especially for hardware in companies. IT asset management (ITAM) ensures that it is always possible to trace where certain IT devices are located. This transparency is particularly important for companies with high employee turnover, multiple locations or an IT department that is not present at every location.

Challenges in the traceability of IT assets

The main challenge lies in documenting IT assets in such a way that their current position and status can be traced at all times. In many companies, this is still done manually, which is error-prone and time-consuming. It can also lead to confusion as to which employee is in possession of which device.

This becomes particularly problematic when IT assets are not properly returned at the end of an employment relationship or IT has to search for lost or unregistered devices. This often results in considerable costs and additional administrative work.

«By automating with IT asset management systems and IT machines, companies can minimise administrative work, increase transparency and save costs.»

Automation as a solution

One possible solution is the automation of IT asset management. To do this, companies need a centralised system that manages all IT assets and documents their movements seamlessly. This includes the clear assignment of assets to individual employees, e.g. through serial numbers or digital identification.

1. Labelling of IT assets

As a first step, IT assets should be clearly labelled, for example using barcodes, QR codes or RFID labels. This labelling enables simple identification and documentation in the central IT asset management system.

2. Automated dispensing and redemption by IT machines

An efficient approach to audit-proof documentation is the use of IT terminals. Employees can identify themselves at these machines with their employee card or another means of authentication and remove IT assets in self-service.

Example: An employee needs a new headset. They identify themselves at the IT machine and remove the device. The barcode of the headset is scanned and automatically stored in the system - including a time stamp and assignment to the employee. This automated logging ensures audit-proof documentation.

3. Structured return of IT assets

The return of IT assets can also be handled efficiently using IT terminals. For example, employees can automatically return their IT assets on their last working day outside of IT support opening hours. The machine recognises the employee, displays the assets assigned to them and asks them to scan and return them. This makes it possible to track which devices have been returned at any time and saves IT the manual tracking effort.

Advantages of automation in IT asset management

Time and cost savings: IT departments no longer have to manually track who owns which assets.
Greater security and compliance: audit-proof documentation prevents breaches of regulatory requirements.
Efficient lifecycle management: real-time monitoring helps to optimise the planning of replacement purchases.

Audit-proof documentation of IT assets is essential for companies in order to fulfil compliance requirements and organise IT operations efficiently. By automating with IT asset management systems and IT automats, companies can minimise administrative work, increase transparency and save costs. A well thought-out, digital ITAM system is therefore not only a relief in day-to-day work, but also an important factor for strategic IT planning.

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