What should a dental equipment inventory track?
On this page
Every device needs an ID, location, make, model, serial number, purchase and warranty dates, service schedule, test records and an owner of record. HHS 405(d) lists 11 fields for IT assets alone and says a well-designed spreadsheet is enough (HICP Technical Volume 1). In 2026, the template below combines IT, clinical and compliance fields in one sheet.
Key facts
| Item | What the source says | Source |
|---|---|---|
| IT asset fields | Asset ID, host name, PO, OS, MAC, IP, user, last logon, purchase date, cost, location | HICP Technical Volume 1 |
| What to include | Workstations, servers, printers, medical devices, routers, access points, firewalls, software, phones | HICP Technical Volume 1 |
| Unique ID | Tag each asset; don't use hostname, IP or MAC as the ID | HICP Technical Volume 1 |
| Decommissioning | Record it; keep certificates of destruction | HICP Technical Volume 1 |
| Sterilizer spore test | At least weekly per sterilizer | CDC |
| Spore test records (Washington example) | Keep 5 years | WAC 246-817-655 |
| Device lookups | FDA AccessGUDID (device identifiers) and recall database | FDA |
Why keep one inventory instead of three?
Most offices already have pieces: the IT company's asset list, the dealer's service records, a sterilization binder. The trouble is they don't line up. When a sensor fails, someone has to find the serial number, warranty end date, installer, the PC it plugs into, and that PC's login. One sheet with all of it saves the hunt.
It also feeds compliance. HHS 405(d) says IT asset management should cover the full lifecycle, from procurement and deployment to maintenance and decommissioning (HICP Technical Volume 1). An accurate inventory is the starting point for the HIPAA risk analysis (HIPAA IT checklist).
To keep this as a living record, the free equipment inventory & appraisal report (coming soon) is planned to track devices, serials, warranties and values in one report.
The template
Copy these columns into a spreadsheet, one row per device.
| Group | Field | Why it's there |
|---|---|---|
| Identity | Asset ID | Your own tag. HHS 405(d) warns against using hostname, IP or MAC as the ID because they change (HICP) |
| Identity | Category, room, description | Find it on the floor plan |
| Identity | Manufacturer, model, serial number | Service, warranty and recall lookups |
| Identity | UDI device identifier (if labeled) | Look the device up in FDA's AccessGUDID (FDA) |
| Network | Hostname, IP, MAC | HICP fields (HICP) |
| Network | OS or firmware version; end-of-support date | Catch devices aging out of support |
| Purchase | Purchase date, PO, cost, vendor | HICP fields; insurance and depreciation |
| Install | Installer, install date | Who to call |
| Warranty | Warranty start and end; service contract | Avoid paying for covered repairs |
| Service | Service interval (per manufacturer IFU); last and next service | Follow the manufacturer's schedule |
| Compliance | Test type, last test date, record location | Spore tests, waterline tests, X-ray inspections |
| Compliance | State registration or inspection | X-ray units and other registered devices |
| Compliance | Last recall check | FDA's recall database (FDA) |
| Access | Credential vault entry | Where the admin login lives |
| Ownership | Owner of record; user | The practice, not the installer |
| Lifecycle | Status; decommission date; destruction certificate | HICP decommissioning (HICP) |
To see this on your own floor plan, FloorStack Studio (live, free plan) builds a 3D IT plan of your office with every device placed.
If you prefer a spreadsheet, a free equipment inventory CSV (download coming soon) is planned with the same columns.
What goes on the list?
All of it. HHS 405(d) names workstations, laptops, servers, portable drives, mobile devices, tablets, printers, medical devices, routers, access points, firewalls, software applications and smartphones (HICP Technical Volume 1). For a dental office, add:
- Clinical: chairs, delivery units, lights, handpieces, curing lights, scalers, intraoral cameras, scanners, sensors
- Imaging: X-ray heads, pan/ceph, CBCT
- Sterilization: sterilizers, ultrasonic cleaners, instrument washers
- Mechanical: compressor, vacuum, amalgam separator. EPA requires offices that place or remove amalgam to operate and maintain a separator (EPA).
- Building tech: cameras and NVR, phones, door access, UPS units
Which service dates matter most?
Sterilizers. CDC recommends a spore test at least weekly per sterilizer, plus mechanical monitoring of every load and a chemical indicator in every package. CDC says to keep sterilization records long enough to meet state and local rules (CDC). Washington, for example, requires spore-test records to be kept for five years (WAC 246-817-655).
Dental unit waterlines. CDC says to follow the monitoring schedule recommended by the unit or waterline-product manufacturer, to meet ≤500 CFU/mL (CDC).
Sedation and monitoring equipment. The ADA's sedation guidelines say practices should keep documentation of compliance with manufacturers' recommended maintenance of monitors and anesthesia delivery systems (ADA).
Computers. Track OS support dates. Henry Schein One will no longer support installing Dentrix on Windows 10 after June 30, 2026, and notes Windows Server 2016 extended support continues until January 12, 2027 (Henry Schein One).
How should old equipment leave the list?
With a record. HHS 405(d) says to decommission IT assets per your procedures, consider a specialist provider for secure data destruction, record each decommissioned device, and keep the certificate of destruction (HICP Technical Volume 1). This matters for anything that stored patient data: PCs, servers, copiers, sensors with local storage, and NVRs.
Who should own the inventory?
The practice. The person who installed the equipment shouldn't be the only one who knows what's there. Keep the inventory, and the credentials it points to, in a system the practice controls (who owns your passwords; what your IT contract should say). When you switch IT providers, the inventory is the handover document (switching IT providers).
How FloorStack helps
FloorStack's Floor Stack plan keeps a live inventory on your real floor plan, with exact specs, serials and warranty dates per device. It also flags gaps such as missing drops, weak Wi-Fi and end-of-life gear (FloorStack). Credentials sit in a BAA-backed vault you control. The free Studio plan, part of the FloorStack dental build-out platform, places every device during design, so the inventory starts on day one. Start a free Studio plan, check sensor compatibility, or see the Dental Equipment Inventory hub.
Free tools on the FloorStack dental build-out platform for this step: Equipment inventory & appraisal report (free tool, coming soon) and Free equipment inventory CSV (free download, coming soon).
Free tools for this step
- FloorStack Studio (live, free plan): a 3D IT plan of your office with every device placed.
- Equipment inventory & appraisal report (free tool, coming soon): build an equipment inventory with warranties and an appraisal-ready report.
- Free equipment inventory CSV (free download, coming soon): a spreadsheet template with the columns above.
Frequently asked questions
Is a spreadsheet good enough for a dental equipment inventory?
Yes. HHS 405(d) says an IT asset inventory "can be conducted and maintained using a well-designed spreadsheet" (HICP Technical Volume 1).
Does HIPAA require an equipment inventory?
HIPAA requires a risk analysis, and you can't assess risks to devices you haven't listed (45 CFR 164.308). HHS 405(d) says a complete, accurate inventory "facilitates the implementation of optimal security controls" (HICP Technical Volume 1).
How often should sterilizers be spore tested?
At least weekly, per CDC (CDC). Some states set it in rule, such as Washington (WAC 246-817-655).
How do I check if a device has been recalled?
Search FDA's Medical Device Recalls database, which covers recalls classified since November 1, 2002 (FDA).
What should I use as the asset ID?
Your own tag number. HHS 405(d) advises against using hostname, IP or MAC address because they can change (HICP Technical Volume 1).
What do I do with a retired PC or sensor?
Wipe or destroy it through a specialist, record the decommissioning, and keep the certificate of destruction (HICP Technical Volume 1).
Sources
- HHS 405(d): HICP Technical Volume 1 (PDF)
- CDC: Best Practices for Sterilization Monitoring in Dental Settings
- CDC: Dental Unit Water Quality
- Washington WAC 246-817-655
- FDA: Medical Device Databases
- FDA: AccessGUDID
- EPA: Dental Effluent Guidelines
- ADA: Guidelines for the Use of Sedation and General Anesthesia by Dentists (Oct 2025, PDF)
- Henry Schein One: Dentrix System Requirements (2026, PDF)
- 45 CFR 164.308 Administrative safeguards (Cornell LII)
- FloorStack home page
More in Dental Equipment Inventory
- Is My X-Ray Sensor Compatible With My PMS? (2026 Guide)How to check if your dental X-ray sensor works with Dentrix, Eaglesoft, Open Dental or Curve in 2026, using vendor-published support lists, drivers and bridges.6 min read
- CBCT Compatibility: Network, Workstation and PMS RequirementsWill a new CBCT work with your setup in 2026? Check 3D workstation RAM and GPU, 1 Gbps wiring, server storage, PMS bridges and DICOM, plus shielding review.5 min read
- Imaging Device Compatibility With Dentrix, Eaglesoft and Open DentalWhich sensors, phosphor scanners, panos and CBCTs work with Dentrix, Eaglesoft or Open Dental in 2026, using only pairings each vendor's own pages confirm.5 min read
- Sensor TWAIN Drivers and PMS Bridges: Compatibility ReferenceWhich TWAIN driver, direct driver or software bridge your dental sensor needs for Dentrix, Eaglesoft or Open Dental in 2026, from each vendor's documentation.5 min read
- Handing Over Equipment Docs and Credentials to the DoctorHow to hand over dental equipment documentation in 2026: inventory with serials, manuals, owner-name warranties, a network diagram and every admin login.5 min read
- Dental Equipment Warranty Registration: Do It in the Owner's NameHow to register dental equipment warranties in 2026: register in the practice owner's name, meet deadlines like Midmark's 30 days and know when coverage starts.5 min read