Managing Unrecorded Operational Assets: The Essential Equipment Beyond Your Accounting System
Many businesses focus only on assets recorded in their accounting or ERP systems, such as vehicles, machinery, or high-value equipment. However, there’s a category of unrecorded operational assets—items not tracked in financial statements but critical for daily operations, security, and compliance. These include keys, access cards, ID badges, office tools, and various equipment issued to employees.
While these assets may not appear in accounting records, failing to manage them properly can lead to security risks, operational inefficiencies, and unnecessary costs.
What Are Unrecorded Operational Assets?
Unrecorded operational assets typically include:
Security & Access Control Items
- Office keys, key fobs, and access badges
- Security codes or digital authentication devices
- Visitor passes and contractor access cards
Employee-Issued Equipment
- Monitors, docking stations, and accessories
- Headsets, ergonomic chairs, and other workspace equipment
Facility & IT Infrastructure
- Shared office supplies (e.g., conference room remotes, company credit cards)
- Backup hard drives and external storage devices
- IT peripherals like printers, routers, or projectors
Workplace Safety & Compliance Items
- Personal protective equipment (PPE)
- First-aid kits and emergency response tools
- Fire extinguishers and safety signage
Fully Depreciated Assets:
- These are assets that have been fully depreciated for accounting purposes but are still in use.
- Even though their book value is zero, they continue to contribute to operations.
Why Should SMBs Track These Assets?
Even though these items aren’t included in accounting systems, they are crucial for:
Security & Risk Management
- Lost access badges or unreturned keys can create security vulnerabilities. Tracking and managing these assets reduce the risk of unauthorized access.
Cost Control
- Misplaced or unreturned equipment leads to unnecessary purchases. By tracking these assets, businesses can reduce waste and avoid duplicate purchases.
Operational Efficiency
- Keeping track of shared office tools and IT peripherals prevents disruptions and ensures employees have the necessary resources to perform their work.
Employee Accountability
- Clear asset assignment ensures employees return company property when offboarding. This prevents losses and enhances responsibility.
Best Practices for Managing Unrecorded Assets
Use an Asset Assignment System
- Maintain a digital log of who is issued what, including access cards, laptops, and tools.
- Ensure employees formally acknowledge receipt and return of assigned items.
Track Expiration & Replacement Needs
- Access cards, security codes, and compliance items like PPE have renewal cycles—set reminders for updates.
Create a Return Process for Offboarding Employees
- Standardize asset collection procedures when employees leave to prevent losses.
Regular Audits & Spot Checks
- Periodically review the status of shared and security-sensitive assets to ensure accountability.
How Aptien Helps Track Unrecorded Assets
Aptien provides an easy-to-use asset tracking system that allows SMBs to manage security items, employee-issued equipment, and other operational assets in one place. With automated reminders, check-in/check-out logs, and audit trails, companies can ensure better security, cost control, and operational efficiency without the complexity of ERP systems.
By proactively managing unrecorded operational assets, businesses can improve security, streamline operations, and reduce unnecessary costs, ensuring a more efficient and well-organized workplace.¨