An equipment list becomes useful when it explains what each device supports and what happens next. Record the asset, owner, location, purpose, support status, configuration responsibility, and the work that would be affected by its loss.
Keep one record through the device's life
Purchasing and retirement belong to the same account of ownership and responsibility.
Replace for a reason
Age is one input to a replacement decision. Also consider vendor support, reliability, application compatibility, security capabilities, repair time, and the availability of a suitable spare. A device that still turns on may no longer be supportable for its assigned work.
Use those facts in the technology roadmap so replacements can be planned with migration, licensing, peripherals, training, and recovery. Separate a temporary risk acceptance from a funded replacement plan, and record who approved each.
Close the old device’s responsibilities
Before disposal or reassignment, identify records to preserve, remove authorizations as appropriate, and choose a sanitization method suited to the media and sensitivity. Deleting files or reinstalling an operating system should not be treated as proof that information is unrecoverable.
NIST SP 800-88 Revision 2 provides a reference for a media-sanitization program. The appropriate technique depends on the media and the protection required. Verify the outcome and retain the asset identity, method, disposition, and responsible party in the work record. When a disposal provider is involved, establish custody and what evidence it returns.
Close disposal work with the people responsible for data retention, endpoint management, and purchasing. Update the asset record after the required checks, including any unresolved custody or sanitization issue. Apply the same process to storage in copiers, network equipment, removable media, and other devices that may hold organizational information.