Properly Managing Your IT Equipment 101

managed IT Services

If you’re not an IT expert, sometimes it can be difficult for businesses to know the ins and outs of their IT equipment. For all the time and money that goes into a business’s IT structure to ensure it runs smoothly, one of the simplest, but still critical, steps are to make sure IT tools are securely and neatly organized in an appropriate setting. This can include proper maintenance and upkeep. 

 In this article, we’ll cover the basics of the do’s and don’ts of IT equipment management to ensure your business is up to date with all the necessary steps. 


How NOT to Handle Your IT Equipment  

messy cabling

There are many ways businesses unintentionally put their security and equipment at risk. Notorious issues many organizations fall victim to include temperature and humidity control, physical security, power and connectivity, and proper maintenance. These issues can cause essential equipment failure, data leaks, and security threats. The photo above is a classic example of how your IT equipment shouldn’t be stored. 

There are many ways to ensure your equipment is secure and organized, but first, let’s review the top mistakes you can make when managing your IT. 

  • Storing your equipment in unsecure areas, making it accessible to possible theft or tampering. 
  • Keeping your equipment in areas with extreme temperature or humidity. 
  • Not ensuring a clean, dust and debris-free space makes it susceptible to damage. 
  • Failing to perform regular maintenance to ensure everything is updated and running smoothly. 
  • Failing to perform backups to avoid data loss. 

Understanding the equipment used for security and the essential workings of your business should be treated with utmost care. As you would care for any core area of your business, IT equipment shouldn’t be neglected. Your IT is the backbone of your business and should be treated as a vital part of your organization. 


6 Ways to Properly Manage IT 

Proper protection of your IT equipment is essential to prevent damage and avoid hazards such as power surges, electrical interference, physical damage, and cybersecurity threats. Here are some tips on ways you can adequately protect your IT equipment: 

  1. Use surge protectors and uninterruptible power supplies (UPS). 
    Power surges and fluctuations can damage your IT equipment. To protect your equipment from these threats, use surge protectors and UPS devices to provide backup power in case of a power outage. 
  2. Keep the equipment in a secure location. 
    Physical damage to IT equipment can occur if it’s located in an area prone to accidents or theft. To combat this, keep the equipment in a secure location with restricted access. 
  3. Implement access controls.  
    Access controls such as passwords, biometric scanners, and security cameras can prevent unauthorized access to IT equipment and protect against theft or damage. 
  4. Regularly back up your data. 
    Data loss can occur due to various factors, such as hardware failure, cyber-attacks, or accidental deletion. Regularly backing your data and storing it securely can help avoid these issues. 
  5. Perform regular maintenance. 
    Regular maintenance of IT equipment can prevent hardware failure and ensure optimal performance. This includes cleaning, updating software, and replacing worn-out parts. 

  6. Ensure tidiness and proper labeling. 
    Neatness of cable storage and proper labeling of the cables and equipment will assist with creating an easier maintenance process. 


What Happens to Your Outdated IT Equipment? 

Replacements and updates are routine for IT equipment, as every device has a specific longevity, and new and evolved technologies are constantly released. But what happens to your old, outdated equipment? There will be a time when your equipment may exhaust itself and require an update or replacement. 

A few options available are recycling or reselling. Many components of IT equipment, such as metal and plastic, can be recycled. This helps reduce waste and prevents hazardous materials from being sent to landfills. With reselling, some IT equipment may still have value for other businesses or individuals.

Reselling your equipment could generate revenue and prevent it from going to waste in a landfill. Donating is also another positive alternative. Charitable organizations or schools may be interested in receiving donated IT equipment. This could help these organizations save money on equipment costs and provide technology to those who may not usually have access to it.  

If neither of these options are available, you may turn to the disposal of the equipment. However, disposing of IT equipment should be treated carefully per local regulations. This may involve physically destroying hard drives or using certified electronics recyclers to ensure the hazardous materials are properly handled. Ultimately, it’s your responsibility to take proper care of your equipment, even when it is no longer useful to your business. 


Why is it so Important? 

Taking the proper precautions and taking care of your IT equipment offers no negative effects. It only provides beneficial ones. Your sensitive data will be protected, your equipment’s lifespan extended, downtime minimized, compliance ensured, and your company’s reputation will be preserved. Maintaining your equipment, the proper way can overall save your business time and money, as well as increase efficiency and proficiency. There’s no wrong in being responsible for your IT. 


How Can Usherwood Assist? 

Usherwood is here to help your IT stay appropriately maintained. We assist clients with conducting equipment audits, which include hardware, software, and network infrastructure. This helps identify any outdated or unused equipment that could be retired and areas where upgrades may be needed. Our team also develops a maintenance plan for clients to organize regular backups, software updates, and hardware checks. This helps prevent equipment failures and prolong the lifespan of the equipment. 

We also offer services to implement proper storage practices and assist with planning equipment retirement. We make sure your equipment is stored in a secure, climate-controlled environment to protect it from theft and damage, and we also assist you with deciding the best method of disposal once your equipment needs to be retired. 

To find out how to improve your organization’s IT maintenance, contact Usherwood for a tech evaluation. 

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About Darrian Breedlove, Content Writer

Darrian Breedlove is Usherwood's Content Writer. She manages Usherwood's message by integrating educational content into our company culture.