IT inventory management is keeping the ownership, location, usage and life cycle information of devices, software and services up to date. Inventory; It should produce usable information for failure, access transfer, licensing plan and recovery preparation.
Which assets should go on the list?
In addition to user computers and servers, network devices, remotely connected assets and cloud services are also evaluated. The scope of devices that the institution does not own but uses for business should be determined separately. The CIS asset inventory approach emphasizes the identification of invisible and unmanaged assets.
Technical reference: CIS — Corporate asset inventory.
The goal is not just to create a buying list. It is also necessary to record which work a system supports, who manages it, and who will be informed in case of malfunction.
What fields can be found in the starting table?
| area | Intended use |
|---|---|
| Entity ID and type | Distinguishing the same device in different recordings |
| Location and business owner | Finding the person responsible for the malfunction and change |
| Model, version and support status | Planning maintenance and transition |
| service dependency | Understanding which application will be affected |
| Last verification and status | Keeping track of the update of the record |
This table is a starter example. Do not write administrator passwords in plain text to the inventory file; Reference the secure access method.
How to keep inventory up to date?
Set registration steps for new device acceptance, employee departure, software change, and service cancellation. Automated discovery tools can provide visibility, but they don't always reveal the device's owner or accurate liability information.
In regular comparison, duplicate, unused and unknown records are examined. Instead of directly erasing a missing device, investigate why; It may be in the warehouse, remote working or in the service process.
How to tell if the recordings are working?
In an example failure or failover scenario, try to find the relevant system, its responsible, and the dependent application. If the required information cannot be accessed during recovery, the goal is not met, even if the table is crowded.
Limit access to records based on mission need. With your list of devices and services IT maintenance and inventory tracking You can evaluate its scope.
Related resources
Official sources
Technical documentation and legislation may change; The relevant version and current text should be checked before application.
Frequently Asked Questions
Can one start with Excel?
If there is controlled access, a responsible person and an update process, it can be a small start. As we grow, the need for traceability and automation is evaluated.
Does the serial number meet all needs?
No. Virtual and cloud assets, services, principals, and application relationships should also be recorded.