Increase IT Asset Management Efficiency With Barcode Scanners

IT Asset Management is no longer a manual process. As assets become an increasingly valuable part of organizations, their management is required to maintain accurate inventory and remain on budget. A popular approach is a check-in/check-out system to track assets, like laptops or cellphones. With the main goals of knowing who has what and where assets are located, check-in/check-out systems are ideal for equipment that is high in value, pose security risks and constantly changing ownership. It established accountability and reduces time to track down assets.

The check-in/check-out can be completed with barcode scanners, simplifying the data entry and circulation of the assets. Barcode scanners have a multitude of benefits including cost-effectiveness, eliminating human error and data integrity. Organizations usually avoid implementing a barcode system because its capabilities are unfamiliar. Let’s review four check-in/check-out processes barcode scanners facilitate.

1. Checking-Out Multiple Assets

The check-in/check-out system is capable of allocating multiple assets to an individual based on a predetermined criteria. A barcode scanner would simplify the process by correctly identifying the exact assets associated with the individual. For example, if a new employee starts working at a company, they are allocated a laptop, a laptop case, a mouse and a portable keyboard. By doing it manually, the IT technician would enter the codes associated with each asset under the name of the new employee. A barcode scanner easily scans each asset and allocates them to the new employee, automatically.

2. Proactive Asset Allocation

In conjunction with the check-in/check-out system, a barcode scanner has the ability to automatically suggest the asset location based on the new user’s role, position, or department. For example, Demi from HR needs to borrow a laptop for three days. Based on her department, the check-out workflow suggests asset location Room 305, where the HR department is located. As a result, you always know who has what and where it is. Keeping track of asset location ensures organizations maintain control over their loaning program

3. Checking-In Borrowed Assets

The checking-in process of loaned assets is important for keeping track of inventory, potential damages to the device and the organization’s asset valuation. Similar to the check-out process, an employee returns the asset and the check-in/check-out system identifies that the device was actually allocated to that user. The system then suggests a storage location based on a predetermined criteria including user’s position, type of device or size of the device. In this case, the barcode reader has the ability to ensure data integrity and accuracy as well as speed up the process. In an educational setting, hundreds of students might need to return borrowed laptops. A barcode scanner can efficiently carry out this loaning program with less error and more reliability.

4. Assist in Asset Maintenance

Occasionally, assets must be taken out of storage for repairs or maintenance. As a result, there are assets in storage that need to be repaired, assets that are in the process of being maintained and assets that are fully operational. Keeping track of their statuses can be challenging and prone to human error. Barcode scanners efficiently track the assets, wherever they may be in the process. In the case of a device needing maintenance while being loaned to a user, the check-in/check-out process easily issues a replacement device. Evidently, processed more efficiently with a barcode scanner.

The entire check-in/check-out system facilitates IT Asset Management, and barcode readers ease the process even further. Not only do they save time by checking-in multiple assets at once but they reduce manual labor and human error. They ensure accountability so there is no confusion about which user has which device, which also reduces theft. The system goes one step further and even suggests an asset location, ensuring you maintain control of your assets. Finally, having reliable data that the organization trusts facilitates maintenance, inventory, and budgetary requirements.

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