Note: Available only for new signups after the 31 March, 2026 release. If you signed up earlier, refer to the existing ITAM documentation.

Archiving is the preferred method for handling assets that have been decommissioned or taken out of service. Unlike deletion, archiving preserves the object's record, including its historical configuration and relationships. Once archived, an object is removed from the active device list but remains accessible through the audit logs for reporting and reference.

This article provides an overview of how to retire assets by moving them to the archive, allowing you to maintain historical data for auditing and compliance while keeping your active inventory clean.

Prerequisites

• Access to the IT Asset Management module in your Freshservice instance.

• Administrator privileges to modify device and resource statuses.

Archive a device

To retire a single device, follow these steps:

1. Go to IT Asset Management > Inventory > All Devices.

2. Click the name of the device you want to archive to open its details page.

3. Click the More options (three vertical dots) icon and select Archive.

4. On the confirmation page, click Archive to complete the process.

Archive devices in bulk

To archive multiple devices at once, follow these steps:

1. On the All Devices list page, select the checkboxes for the devices you wish to retire.

2. Select Fast Background Archive from the menu at the top of the page.

3. On the confirmation page, click Archive to complete the process.

Archive a resource

To archive a general resource (non-compute asset):

1. Go to IT Asset Management > Inventory > All Resources.

2. Click the name of the resource to open its view page.

3. Click the More options (three vertical dots) icon and select Archive.

4. In the Archive Object pop-up, you can add optional notes regarding the retirement.

5. Click Archive to complete the process.

View and edit archived objects

To access and manage archived records, follow these steps:

1. Go to Admin > Asset Management > Archived Objects.

2. Sort the list by Object Type or Archive Date to locate specific items on the Archived Objects list page.

3. Click the name of an archived object to view its record.

4. Click Edit to add or update notes. All other fields remain read-only to preserve the integrity of the historical record.

Delete an archived object

To permanently remove an archived item and its historical record, follow these steps:

1. On the Archived Objects list page, select the checkbox next to the object record.

2. Click Delete.

3. Provide the deletion confirmation to complete the process.

Important considerations

Review the following information to ensure compliance with data retention and licensing policies:

• Data Persistence: Archiving a device automatically includes its child elements, ensuring that the full context of the device's state at the time of retirement is saved.

• Licensing: Archived devices typically do not count toward your active managed device license limit.

• Audit Trail: Every archive action is recorded in the audit logs, providing a clear history of when and by whom an asset was retired.