Document your IT assets, including IT services

Do you regularly keep track of your IT assets and IT services? Whether your hardware is leased or your software runs in the cloud, it’s essential to know exactly what you own and what you rely on. Even if certain IT components aren’t technically “your” assets, you’re still responsible for managing and securing them effectively.

If you’re working with a Managed IT Service provider like Turbo IT Solutions, your IT inventory should already be documented and updated regularly. But if you’re handling everything on your own, this guide will walk you through what you should be recording for better control and faster issue resolution.

Key Categories of IT Assets and IT Services to Document

1. End-User Devices

Examples: Laptops, desktops, monitors, printers
What to Record:
- Vendor and model number
- Serial numbers (needed for vendor support)
- Purchase date (to track age and warranty status)

2. Software on User Devices

Operating Systems: Windows, macOS, Linux — document versions
Applications: List software used and their versions
Licensing Info:
- License keys (if applicable)
- Subscription credentials for cloud-based tools

3. On-Premise Servers

If you still operate physical servers:

Record vendor, model, and serial numbers
Document installed software and their configurations

4. Network Infrastructure

Router: Note if provided by your ISP. Record login details
Network Switches: Vendor, model, serial number, firmware, and login credentials
Access Points: Same info as switches — important for wireless network management

5. Telephone Systems

Document your phone service provider
Record login info to the service portal or dashboard

6. Cloud Services

Keep track of all your cloud-hosted platforms and logins:

Domain Name: Registrar and admin credentials
Website Hosting: Hosting provider and login info
Email Services: Provider and admin access
Backup Solutions: Provider and credentials
Other Cloud Tools:
- SaaS apps like QuickBooks Online
- Cloud servers (e.g., AWS, Azure, Google Cloud)

7. IT Resources & Support Contacts

Keep a list of trusted IT support contacts for emergencies or troubleshooting:

For example, Turbo IT Solutions (📞 604.757.9823)
Even if you haven’t used a provider yet, shortlist a few reliable IT companies for future needs—it’s better than scrambling during a crisis.

Need Help Managing Your IT Inventory?

If organizing your IT assets and IT services feels overwhelming, you don’t have to go it alone. At Turbo IT Solutions, we help small businesses across Vancouver maintain, update, and secure their IT environment—giving you peace of mind and more time to focus on growth.

FAQs

Q1. What’s the difference between IT assets and IT services?

IT assets refer to physical or digital items like computers, servers, and software. IT services include cloud platforms, support contracts, and tools used to manage or deliver business technology.

Q2. Why is it important to document IT assets and services?

Proper documentation helps with troubleshooting, asset tracking, licensing compliance, budgeting, and faster response during outages or cybersecurity incidents.

Q3. How often should I review or update my IT inventory?

Ideally, every 6–12 months. Updates should also happen when new equipment or services are added or removed.

Q4. What tools can I use to manage IT inventory?

You can use spreadsheets, specialized asset management software, or services provided by Managed IT providers like Turbo IT Solutions.

Q5. What should I do if I lose access to a cloud service?

Having login credentials and support contact info recorded ahead of time allows you to regain access quickly. This is why thorough documentation is critical.