IT Asset Tagging Best Practices, Common Challenges, and Much More.

IT asset management goes on forever. IT assets move between office locations and remote workstations and data center environments. When asset tracking is poor the budget suffers and security risks increase because assets become harder to find. You need to have an effective IT asset tagging system. The system keeps your assets organized and helps you get the most out of your IT investment.

This blog provides the IT asset tagging best practices for 2025 to stay ahead of the competition.

Understanding IT Tags requires comparing them to asset tags.

All businesses rely on IT asset management to succeed. An effective system to track devices, software and equipment helps organizations stay efficient and secure and cut costs. Users mix up asset tags with IT tags when it comes to tagging systems. The two systems do tracking but differ in operational requirements.

What is an IT Tag?

Specific to Information Technology equipment the IT tag provides each device including computers and servers with software licenses a unique identification code. The tracking system uses these tags to track IT assets throughout their organizational lifecycle for monitoring and asset management purposes.

Purpose of IT Tags

Organizations use IT tags to track their entire IT inventory through IT inventory tracking systems.

Security and compliance requirements are met by tracking sensitive assets with IT tags.

Links between IT tags allow organizations to track device deployment dates and servicing schedules and replacement dates for assets.

Using IT tags allows IT departments to track equipment in different locations when working remotely.

What is Asset Tagging?

Asset tagging is the process of assigning unique identifiers or labels to assets, so organizations can track and manage them efficiently throughout their lifecycle. This involves attaching physical or digital tags to assets which contains asset name, serial number and description. Asset tagging is a critical part of asset management as it helps organizations to keep accurate records, prevent loss and optimize asset utilization.

By implementing a robust asset tagging system, businesses can streamline their asset management process so all assets are accounted for and maintained properly. This not only enhances operational efficiency but reduces asset misplacement or theft risk. Effective asset tagging practices is fundamental to achieving comprehensive asset management and maximizing the value of an organization’s physical and digital resources.

Asset Tag Example

An asset tag for a printer might look like this:

ASSET-56789 – This could mean:

ASSET – A general company asset.

56789 – A unique asset identifier.

Asset tags are used beyond IT in sectors like healthcare, manufacturing and logistics to track machinery and tools. Hardware asset tagging is important for managing physical assets like printers, so they are tracked and maintained properly.

IT Tags vs Asset Tags

Why Both Tags Are Important

Multiple companies use IT tags together with asset tags to get clear visibility of their full resource portfolio using an asset tracking system. For example:

A single computer device has dual identification tags including technical software licensing information as an IT tag and equipment lifespan monitoring functions as an asset tag.

The server in a data center needs simultaneous implementation of IT lifetime tracking tags and financial accounting asset tags. A company vehicle only needs an asset tag as it does not operate in the IT infrastructure.

Why IT Asset Tagging Matters

IT asset tagging system implementation prevents hardware from getting lost in the unknown. Asset tracking benefits small and large businesses.

A proper inventory control enables businesses to know their asset inventory and locate specific assets. The assigned IT teams will identify unused and underutilized equipment and distribute assets to their most effective use across departments. IT asset tagging helps businesses to stop wasteful buying decisions and redundant asset distribution in their system.

Cost control can be achieved by preventing wasteful spending and devices can be located for recovery. Businesses buy new devices yet they have similar devices or equipment that are underutilized because they don’t have a structured tracking system. Businesses implement IT asset tagging processes to minimize their spending through efficient resource allocation to avoid spending on duplicate systems.

Security compliance standards can be met through IT asset monitoring to meet data protection requirements. Many industries including GDPR and HIPAA and SOC 2 require organizations to keep their IT assets records updated as per their compliance standards. A properly implemented tagging process tracks devices that contain sensitive data so they are disposed properly when obsolete.

Device lifespan will increase through proper maintenance and frequent updates. IT asset tags allow businesses to track warranty information together with service schedule and equipment utilization data. Through this devices can get timely updates and repair and replacement provisions which minimizes workflow interruptions and boost efficiency.

Easy audits simplify tax reporting and compliance checks. For financial reporting and auditing purposes, companies must keep precise device records. IT asset tagging allows financial institutions to track depreciation easily while distributing costs and building documentation for both regulatory compliance audits and financial audit needs.

IT Assets to be Tagged

Tagging IT assets is important to maintain an organized and efficient asset management system. The IT assets to be tagged are:

• Hardware assets: Computers, laptops, servers, printers and other equipment. Tagging these assets helps in tracking their location, usage and maintenance schedule so they are always in optimal condition.

• Software assets: Licenses, subscriptions and applications. Tagging software assets helps in managing licenses effectively, avoiding compliance issues and ensuring software is up-to-date.

• Network assets: Routers, switches and other network devices. Tagging network assets helps in monitoring network performance, managing configurations and troubleshooting issues.

• Data assets: Sensitive data, customer information and intellectual property. Tagging data assets ensures vital asset data is protected, easily accessible and compliant with data protection regulations.

• Cloud assets: Cloud-based infrastructure, platforms and software. Tagging cloud assets helps in managing cloud resources, optimizing costs and ensuring security.

By tagging these diverse IT assets organizations can track their location, status and usage so they are properly maintained, updated and secured. This comprehensive approach to asset tagging supports asset management and overall operational efficiency.

IT Asset Tagging Best Practices

Now let’s get into the best practices for IT asset tagging in 2025, including cloud-based asset management. Tagging assets correctly is key to an organized and efficient asset management system.

1. Use Durable Asset Tags

IT assets go through a lot—shipping, daily use, even weather exposure. That’s why choosing the right tags is important. Consider these tag types:

Barcode labels – Simple and easy to track with scanners.

QR codes – Easy to scan with smartphones and can store more data.

RFID tags – Best for large-scale tracking and automation.

Tamper-proof labels – Ideal for high-security environments.

When you tag assets make sure the tags are durable and can withstand various environmental conditions.

2. Standardize Naming Conventions

Without a standard naming system asset tracking becomes chaotic. Establish a format that includes:

Category (Laptop, Server, Monitor, etc.)

Location Code (NYC-01, LA-02, etc.)

Unique ID (00123, 00456, etc.)

Example: LAPTOP-NYC-00123

This helps IT teams to identify and locate assets quickly.

3. Automate with IT Asset Tagging Software

Manually tracking IT assets with spreadsheets is outdated and error-prone. Companies are now using IT asset tagging software to automate and manage assets. A modern IT asset tagging system should have:

Real-time tracking – Know where assets are at all times.

Cloud-based access – Remote teams can update asset status from anywhere.

Integration with ITAM platforms – Syncs with tools like ServiceNow, Intune or IBM MaaS360.

Automated alerts – Get notified when assets move or require maintenance.

4. Implement a Standard IT Asset Tagging Process

Tagging should happen at key points in an asset’s life cycle. Set up a standard IT asset tagging process like this:

Procurement – Tag new assets before deployment.

Deployment – Log asset location, user and status.

Usage – Update records with maintenance and software changes.

Offboarding – Retrieve, reset, and reassign or retire assets.

Disposal – Ensure secure data wiping and track eco-friendly disposal.

Tagging assets consistently helps in maintaining accurate records and streamlining asset management processes.

5. Outsource IT Asset Tagging Services

For companies with thousands of IT assets, tagging everything in-house is overwhelming. Many are now turning to IT asset tagging services to handle:

• Bulk tagging for new deployments

• RFID or barcode tracking setup

• Regular audits and updates

• Secure disposal and asset recovery

Outsourcing saves time, reduces errors and ensures compliance with industry standards.

Common IT Asset Tagging Challenge

Organizations that implement IT asset tagging systems face several common problems when they do.

Tagging distant and mobile devices becomes challenging, because they are spread across multiple locations. The IT team needs to build standardised tagging systems for distributed deployments to track their assets and stop asset mismanagement.

Tag consistency fades over time because tags either deteriorate or get damaged which creates problems when tracking assets. High-quality tamper-proof tags that demonstrate protection against heat exposure, moisture conditions and friction variables improve their durability and system reliability.

Asset records become outdated information, because traditional methods fail to maintain automatic system maintenance which results in inefficiency and device misplacement issues. Real-time asset tracking software solves data accuracy problems by performing continuous dynamic updates.

Collecting business equipment after employee departures is a current business challenge for 35% of organizations, because companies find it hard to retrieve their devices upon offboarding. Companies can enhance device retrieval through effective policies that combine automated notification protocols together with outside service partners for reduced equipment loss.

Emerging Trends in IT Asset Tagging

AI and Automation IT Asset Management evolves with AI tracking systems. The modern automated IT asset tagging system can predict equipment failures while maximising tool utilization and creating automated maintenance schedules. IT professionals identified task automation through AI as their top implementation in 2024 as they used AI-driven reporting and analytics at 41% respectively. 60% of IT workers expect to use AI for automation in their IT asset management systems by 2025.

Sustainability in IT Asset Management

The global trend towards environmental-responsible waste management continues to gain momentum. Reduction of electronic waste depends on companies that implement recycling practices and promotion programs for buybacks and sustainable supplier networks. By 2025, organizations will allocate 63% of their IT disposal budget to third-party end-of-life services but will keep 54% of resources for recycling. Eco-friendly IT management becomes more apparent as 44% of organizations will donate their used equipment.

Remote Work Challenges

The hybrid work setup demands complete visibility of IT equipment across multiple locations. The standard for IT asset management solutions has shifted to cloud-based models as IT professionals face 82% challenge in getting equipment for remote workers and 44% of organizations rely on external providers to retrieve offboarded devices. Need for easy IT asset monitoring across different business locations becomes crucial as companies continue to grow globally.

Top 5 IT Asset Tagging Companies

Organizations must choose the right IT asset tagging company to achieve efficient IT asset management systems. Real-time tracking and automated management systems and compliance with security regulations stands as must-haves for businesses. IT asset tagging companies at their best integrate with IT systems to achieve accurate inventory management and lifecycle tracking. Here are the top 5 IT asset tagging companies with GroWrk featured among the five leaders in this space:

GroWrk

The company serves clients globally through its asset management services which include IT lifecycle solutions and device provisioning followed by secure disposal procedures. This solution uses AI for asset tracking and remote device management and offers ITSM tool integration and eco-friendly solutions for IT asset disposal. The company has its highly automated lifecycle management platform across 150+ countries worldwide.

Workwize

Device procurement including deployment and tracking and retrieval and disposing are the core elements of the system that connects to both human resources and information technology systems.

Strength: Strong North American & European presence, with 100+ country coverage.

Hofy (Deel IT)

The UK based IT asset management system was from Deel after its acquisition and is focused on serving remote workers globally. The company offers key features through its service which includes device delivery with compliance oversight and remote device monitoring and IT asset retrieval. The company excels at IT lifecycle management for remote-first companies that integrate with human resources systems.

Firstbase

The company is an IT lifecycle management provider that offers device-as-a-service solutions. This platform includes purchasing devices and international IT asset monitoring and automatic device replacement schedules for technical fleets. Mid-market and enterprise companies trust them because of their scalable remote workforce device management solutions.

Allwhere

The company is an adaptive IT asset management solution provider that offers immediate device lifecycle service options. The pay-per-use IT asset management solution with buyback services and certified data erasure services. The no-monthly-fee service model gives them an edge as a good solution for companies with irregular IT tracking needs. They dominate the IT asset tagging market with their scalable platform powered by AI and focus on global organization compliance needs.

Asset Tagging Technologies

Various asset tagging technologies are available to suit different organizations. Each technology has its own advantages and can be chosen based on requirements:

• RFID tags: Use radio frequency identification to track assets in real-time. RFID tags are ideal for large-scale asset tracking and automation, and provide fast and accurate data collection.

• Barcode tags: Use a barcode scanner to read asset information. Barcode tags are simple, cost-effective and widely used for asset tracking in different industries.

• QR code tags: Use a smartphone or tablet to scan asset information. QR codes can store more data than traditional barcodes and can be scanned with mobile devices.

• NFC tags: Use near-field communication to track assets. NFC tags are suitable for short-range tracking and can be read by compatible devices with a tap.

• GPS tags: Use the global positioning system to track asset location. GPS tags are perfect for assets that move frequently or are located in remote areas.

• BLE tags: Use Bluetooth low energy to track assets. BLE tags are energy-efficient and suitable for tracking assets within a specific range, such as within a building or campus.

Each has its pros and cons, the choice of technology depends on the organization’s needs. By choosing the right asset tagging technology, businesses can boost their asset tracking, data accuracy and asset management.

Conclusion

Proven IT asset tagging practices is a must-have for IT operation security. You can track your assets through durable tags and standardized naming conventions combined with automated IT asset tagging software and outsourced IT asset tagging services as needed.

Invest in IT asset tagging solutions to prevent your IT resources from disappearing from your organization. Your company should integrate smart automated sustainable IT asset management systems in the future because your current tagging methods should be updated.

Expert IT asset tagging assistance is available through GroWrk. GroWrk offers IT asset tagging services that maintains visibility of your IT equipment pool. Contact us now to boost your IT asset control systems.