The Ultimate Guide to IT Maintenance

IT maintenance is the set of activities aimed at ensuring that an organization’s technology assets operate correctly, securely, efficiently, and according to their intended purpose. 

It’s a fundamental stage within IT Asset Lifecycle Management — and, as such, a core component of effective IT Asset Management (ITAM).

Why is IT maintenance important?

Performing IT maintenance tasks is important because they help extend asset lifespan, optimize performance, prevent risks, and ensure compliance with internal policies and external regulations. Here’s a quick breakdown of the key benefits:

#1: It extends asset lifespan

Regular maintenance keeps your hardware and software running smoothly for longer. Instead of replacing assets prematurely, you can maximize their value and delay big spending.

#2: It reduces unexpected downtime

A well-maintained system is less likely to crash. By staying ahead of potential issues, you avoid disruptions that slow down your business and frustrate your users.

#3: It improves security

Unpatched software and outdated systems are open doors for cyber threats. Maintenance helps close those gaps and keeps your IT environment safe and compliant.

#4: It helps control costs

Catching small issues early is always cheaper than dealing with emergencies or asset failures. Maintenance is an investment that saves money in the long run.

#5: It supports compliance and audit readiness

Industries with strict regulations can’t afford neglect. Maintenance ensures your systems meet compliance standards and makes audits a lot less stressful.

What does IT maintenance entails?

IT maintenance covers a wide range of tasks designed to keep your technology running smoothly. But here’s the catch: not all assets need the same kind of care. The specific activities depend on what type of asset you’re dealing with, and what your organization aims to achieve.

The items listed below aren’t exhaustive or one-size-fits-all. Each team defines its own priorities and adds tasks based on business goals, available resources, and the criticality of each asset.

Let’s break it down: 

#1: Hardware maintenance

Physical devices like laptops, desktops, servers, and printers need regular checkups to stay in good shape. Typical tasks include:

• Cleaning and dusting components
• Checking for overheating or unusual wear
• Replacing aging parts (batteries, fans, drives)
• Updating BIOS or firmware
• Running performance diagnostics

#2: Software maintenance

Applications and operating systems require ongoing attention to remain functional and secure. Tasks often include:

• Applying security patches and updates 
• Upgrading to new software versions as part of your software deployment process
• Managing licenses and renewals with Software License Management 
• Ensuring compatibility with other systems to avoid disruptions
• Cleaning up unused or redundant software using license harvesting strategies

#3: Network maintenance

Keeping your network infrastructure healthy is key to a stable IT environment. This involves:

• Reviewing and updating configurations through Configuration Management
• Installing firmware updates on routers and switches
• Monitoring bandwidth and traffic patterns
• Testing backup and failover systems
• Ensuring firewall and VPN settings are up to date

#4: Cloud and SaaS maintenance

Even if you’re not managing physical servers, cloud-based services need active maintenance too. That includes:

• Monitoring usage and performance
• Managing user accounts and permissions
• Tracking Service Level Agreements (SLA’s) compliance
• Updating integrations and connected systems
• Reviewing security and backup settings

#5: Security maintenance

Security is a cross-cutting responsibility that touches all assets. Regular maintenance helps reduce vulnerabilities. Tasks may include:

• Running antivirus and malware scans
• Deploying security patches through Patch Management
• Reviewing access controls and permissions
• Auditing logs for unusual activity (always best to know what a maintenance log is)
• Testing disaster recovery procedures

Types of IT maintenance

IT maintenance used to be mostly about keeping physical equipment up and running — servers, computers, cables, and routers. But things have changed. Today, it includes everything from patching software and managing cloud tools to securing endpoints and optimizing performance.

There’s no single right approach. The best strategy is usually a combination of several types of maintenance, tailored to your organization’s needs and resources. 

Here are the four main types of IT maintenance:

1. Predictive maintenance. Anticipates issues before they happen.
2. Preventive maintenance. Schedules regular tasks to reduce the risk of failure.
3. Corrective maintenance. Resolves problems after they’ve occurred.
4. Evolutionary maintenance. Improves systems over time to meet evolving needs.

#1: Predictive maintenance

This approach uses data, analytics, and monitoring tools to anticipate issues before they happen. By identifying patterns and warning signs early, teams can act proactively and avoid service disruptions.

#2: Preventive maintenance

Scheduled and routine, this type of maintenance is all about minimizing risk. It includes regular updates, patches, hardware inspections, and other planned activities to keep systems running smoothly and reduce the chance of failure. 

“The goal shouldn’t be handling incidents better — it should be eliminating them in the first place.”

John Gordon, Senior VP & President, HP Managed Solutions Division

Episode 95 of Ticket Volume - IT Podcast

#3: Corrective maintenance

This is what happens when things go wrong. Corrective maintenance focuses on fixing problems after they occur — like replacing a failed hard drive or performing emergency server maintenance after a crash. It’s often more disruptive and costly, which is why it’s best kept as a last resort.

#4: Evolutionary maintenance

Also known as adaptive or improvement-driven maintenance, this type focuses on enhancing performance over time. It includes system upgrades, scalability improvements, and adapting technology to new business needs or changing environments.

How to build an IT maintenance plan

An IT maintenance plan is a strategic framework that outlines how an organization will keep its IT assets in good working condition over time. In practice, this strategy usually takes the form of a clear, actionable document. 

While each plan should be tailored to the organization’s structure and priorities (you can always choose a well-known framework and build an ITIL maintenance plan), it generally includes the following elements:

#1: Define asset categories and scope

Start by identifying which assets the plan will cover. Not all devices or systems need the same level of attention, so grouping them by type or business criticality helps focus efforts where they matter most. For example, production servers may require weekly maintenance, while internal laptops can follow a monthly schedule.

#2: Set goals and success criteria

A good plan is driven by clear goals. These might include reducing downtime, extending hardware lifespan, or ensuring faster patching. Measurable KPIs help track whether your plan is working — like aiming to reduce unplanned downtime by 20% or applying critical updates within 48 hours of release.

#3: Establish roles and responsibilities

Maintenance involves multiple people, so it’s essential to define who does what. Assigning responsibilities avoids overlaps and missed tasks. The IT support team might handle hardware diagnostics and cleanups, while the security team oversees patching and vulnerability scans.

#4: Create a maintenance schedule

Setting a routine makes maintenance predictable and manageable. Some tasks will need to be done weekly, others monthly or quarterly. OS updates, for instance, could be scheduled every second Tuesday, while full hardware diagnostics happen once per quarter.

#5: Include emergency and corrective procedures

Even the best plans need a plan B. Your maintenance strategy should include steps for handling unplanned issues — such as what to do when a critical system fails. This might involve triggering a predefined incident response, notifying stakeholders, and restoring backups from a specific recovery point.

#6: Document tools and processes

Make sure the tools you’ll use are clearly listed and your workflows are standardized. If you use InvGate Asset Management to monitor asset health, trigger maintenance tasks, and log activities, that should be clearly documented in the plan. 

#7: Monitor and update the plan

Your IT maintenance plan should evolve as your environment changes. Maybe you’re adding cloud infrastructure, changing vendors, or identifying recurring issues in specific asset categories. Regular reviews help keep your strategy relevant and effective. 

Managing IT maintenance with InvGate Asset Management and InvGate Service Management

Having an IT maintenance checklist is always a good start. But it only gets you so far. You need visibility, automation, and coordination to get the real picture and act on it. That’s exactly what InvGate offers through its two integrated solutions:

• InvGate Asset Management helps you build and maintain a detailed IT inventory, monitor asset health, and define smart maintenance triggers.
   
• InvGate Service Management allows you to turn those triggers into actionable tasks — assigning, tracking, and automating your maintenance workflows from a centralized hub.

Together, they provide a complete framework to design and execute your IT maintenance plan. If you’d like to explore their features and see how they can support your strategy, book a call with our sales team or jump right in with a 30-day free trial. 

IT maintenance best practices

IT maintenance can become overwhelming. That’s why it’s always important to go back to your non-negotiables. This can mean very different things for every team and organization. Here are 5 best practices to keep in mind: 

#1: Keep your asset inventory up to date 

Your maintenance strategy is only as strong as your data. Make sure your asset inventory reflects the current state of your IT resources — including ownership, location, status, and lifecycle stage.

“Tracking IT assets isn’t about perfection, so don’t chase it. Instead, focus on having enough visibility to make smarter decisions.”

Matt Beran, Product Specialist at InvGate

What IT Assets You Need to Track in 2025

#2: Automate wherever possible

Manual maintenance tasks are easy to forget and hard to scale. Use automation tools like smart tags, health rules, and scheduled actions to streamline your workflows and reduce the chance of human error.

#3: Document everything

Make sure the tools you’ll use for tracking, monitoring, and executing maintenance tasks are clearly listed in the plan. Standardize workflows so everyone follows the same steps, and document how tasks are created, assigned, and resolved.

#4: Align maintenance with business goals

Not all assets need the same level of attention. Prioritize maintenance efforts based on asset criticality, business impact, and compliance requirements.

#5: Review and improve the plan regularly

Maintenance isn’t a “set it and forget it” process. Make time to review your plan, analyze results, and adjust based on performance data, new technologies, or changes in your IT environment.