IT Asset and Licence Management for Small Firms
An asset register is a plain list. It records every device and software licence you own, who holds each one and when it renews, which stops double buying, surprise charges and old laptops leaving with data.
What the register holds
Retiring equipment safely
Files, saved passwords and signed-in sessions stay on the drive until someone deliberately removes them, whatever the screen shows or the sticker claims. Before it leaves, the drive is wiped by a method that suits its type, or physically destroyed if wiping is impossible or the drive has failed. A disposal note is filed. Handing over an unwiped machine is the shortcut that causes most of the trouble, because the next user inherits the last user’s files.
Keeping it honest, and its limits
It stays useful only while purchases and leavers keep updating it, which means building the update into the starter and leaver checklists. Support staff scan the network and consoles. A phone bought on a personal card will not appear in any scan unless the buyer reports it to whoever keeps the list. Very small offices may manage with a shared sheet, because a full asset tool would cost more effort than it returns in benefit.
Frequently asked questions
What is the simplest way to start an asset register?
Begin with a spreadsheet listing each device and each paid subscription, filled from the admin consoles and a walk round the office. Add a reminder for every renewal date. Buy a tool later.
How does this save money?
It finds seats paid for but unused, duplicate subscriptions and warranties that were never claimed, though some savings are small and none can be promised in advance. Renewals stop arriving as surprises.
Who should hold the licences?
The company should hold them, through a business email that more than one person can reach, and never through one employee’s personal login or phone number. Otherwise the licence can vanish.
What happens to a device when staff leave?
The register is updated, the device is collected and wiped, and it is then reissued to a new starter or retired with a disposal note. Its licences are freed. The leaver checklist records each step.
Tell us what you need.
Share your requirements and one of our engineers will come back to you within one business day.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements