Keeping track of hardware, software, and licenses is complex. Here's where to start.

Understanding when your organization needs a hardware refresh is not as easy as it may seem. Triggers for new equipment may be the onset of performance issues within certain applications or frequent compatibility issues within the infrastructure ecosystem.

These issues -- coupled with the cost of hardware maintenance and software renewals -- can make the decision even more complex. Having a trusted partner to help manage your hardware maintenance and software renewals can ease the decision process.

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Tracking hardware maintenance helps create a roadmap for refreshes. This roadmap is dependent on a several factors:

Contract Expiration Dates

The first logical step in putting together a refresh roadmap is identifying when hardware maintenance and software renewal contracts expire. These contract expiration dates can be tricky to track, especially as the number of systems and applications in an environment grows. Formally documenting the expiration dates can greatly help your organization recognize when key technologies are no longer supported. 


One of the telltale signs it’s time to upgrade technology is the onset of performance issues. These issues can range from small bugs in the software to larger issues with hardware. By tracking hardware maintenance cycles, you’ll understand when the full range of support from the manufacturer will no longer be available. Running systems without support from the manufacturer can leave a company at risk for security breaches and system failures, both of which can be costly to remediate.

Three image collage of people in office settings, looking at technology and servers

Maintenance Costs

Many organizations forget to factor in maintenance costs when deciding to upgrade infrastructure. As software and hardware become older, the cost of maintenance typically increases. In some cases, the cost of maintenance on older systems may eventually exceed the expense of upgrading to a newer, more efficient system.

Alleviating the Burden

Thoroughly tracking and managing hardware maintenance and software renewal contracts is one area many organizations fall short on. With so many systems and individual contracts to monitor, this daunting task often gets pushed aside for more pressing matters like break fixes and new implementation projects. 

Engaging a technology partner to help track and manage the contract expiration dates and provide a cost-benefit analysis on the maintenance compared to a system refresh can take this burden off your team.

Enrolling in ACS’ complimentary Maintenance & Licensing service provides companies with the insights they needs to make better decisions regarding technology. ACS will document the contract expiration dates in one place, alleviating the need to contact multiple vendors for information.

We'll also provide crucial information like end of support dates, cost-saving bundling opportunities, and cost-benefit analysis highlighting when it’s financially beneficial to transition to a new system rather than paying higher costs for maintenance on an old system.