IT Asset Management

IT asset management ensures that an accurate inventory of software and hardware is maintained, supporting full life cycle management. All elements of your computer system should be tracked from acquisition to disposal.

Usually, this inventory is kept electronically. It can be as simple as an excel spreadsheet or involve elaborate software packages. Asset management systems should track all hardware and software as well as where it is located. A record should be kept of all serial numbers, licenses, warranties, and contact information. As new assets are acquired or disposed of, the asset management should be updated so that an accurate accounting is maintained.

Asset management can help you prevent unnecessary purchases. When a new employee is hired, it can determine if the company has existing unused equipment or if a new purchase must be made. If someone needs to install software that was previously purchased, you can easily see if you have a license that isn’t being used. This also helps make sure you don’t install software on more machines that you own licenses and make sure that you comply with your software licensing agreements.

An inventory can help you determine which computers have current versions of software installed and which should be updated. If there is a technical problem, you can refer to the asset management system to find the contact to call for maintenance. This easy information retrieval saves time, money, and frustration.

Knowing which versions of software are on each machine also facilitates the roll-out of new releases of software to the desktops. It makes it easy to keep track of which desktops have been updated and which haven’t so that none are missed.

IT asset management can help you plan for the future. It can report when licenses or warranties are about to expire. You can easily tell if you have outdated or unsupported hardware or software which will make budgeting simpler.

In addition to a simple spreadsheet, some software packages that perform IT asset management functions are TechAtlas, Spiceworks, and Systemhound. Of course, customized asset management systems can always be developed. Regardless of what is chosen, IT asset management will streamline the research and decision making process if it is used correctly.