Case Study: How AAA Uses AssetTrack in a Completely New Way
When most organizations think about asset tracking, they think about laptops, monitors, and keyboards. But at AAA, the team saw an opportunity to go further and use AssetTrack to solve a critical security and compliance challenge in a smarter, more efficient way.
The Challenge: Manual Audits at Scale
AAA manages tens of thousands of IT and payment devices across 13 states, supporting a largely remote and hybrid workforce. One of their biggest challenges was auditing credit card readers — devices that handle sensitive customer and payment information.
Previously, branch managers were required to physically inspect each credit card device every day, log results in spreadsheets, submit weekly reports, and then summarize everything monthly for audit teams. The process was time-consuming, manual, and difficult to scale.
AAA needed a better way…
The Breakthrough: Rethinking AssetTrack’s Role
Instead of introducing a brand-new tool, AAA reimagined how they were already using AssetTrack.
By slightly modifying an existing self-certification form and linking it to their ServiceNow portal, AAA enabled employees, not just managers, to perform quick daily inspections of the credit card devices assigned to them.
With single sign-on, AssetTrack automatically:
- Identifies the user
- Displays only the credit card device assigned to them
- Prompts a simple inspection confirmation
- Submits results instantly for reporting
The entire process takes about 30 seconds.
Real-Time Visibility, Real-World Impact
Today, nearly 900 users across multiple time zones complete daily audits, with close to 100% reporting accountability by midday. If a device is flagged as tampered with, AssetTrack immediately alerts field controls, audit, and information security teams — allowing issues to be addressed before they become major incidents.
The benefits quickly multiplied:
- Real-time reporting replaced spreadsheets and manual summaries
- Managers reclaimed hours previously spent on inspections and paperwork
- Excess inventory was identified and returned, reducing unnecessary hardware
- Security risks are mitigated faster, protecting customers and the organization
A Simple Change with Big Results
AAA’s success didn’t come from a complex overhaul. It came from asking a simple question: How else can we use the tools we already have?
By looking at AssetTrack beyond traditional IT assets, AAA transformed a manual, high-risk process into a streamlined, automated workflow, proving that sometimes the most impactful innovations are the simplest ones.
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