IT Asset Tracking Guide
Practical step-by-step instructions for tracking IT hardware and other fixed assets
The Asset Tracking Guide provides a comprehensive set of guidelines for developing and implementing an ITAM program at an organization of any significant size. It is intended for asset managers who need to keep track of a large number of physical IT assets such as computer equipment, vehicles, furniture or other high-value objects.
The most common method for tracking assets is to perform regular wall-to-wall inventories whenever an asset report is needed. Inventories are time consuming and expensive, and since assets move around on a daily basis, the data collected during an inventory is outdated before the finished reports are even published.
By including processes that integrate IT Barcode scanning software that update your asset database during the activities that change asset information, a database can be current at all times. The objective of this document is to show how to use RFID or barcode scanning to make capturing these changes fast, easy, and less expensive, using mobile and web-based technology.
With an effective IT asset tracking process, you can have confidence that your asset inventory is complete, current and accurate at all times. You never know exactly when you need asset information. You need to be sure you have the right information when the need arises.
Among the topics covered in the Asset Tracking Guide …
Building your requirements for developing a healthy ITAM Program
Before you begin tracking asset data you need to ask yourself why you even need to. Determine who in your organization needs access to your asset data. What specific data will they need, and for what purpose?
The asset lifecycle
Explicitly defining your asset lifecycle allows you to see the transitions that take place for a given asset. These transitions are where you need to put in processes to update your asset repository. It is important to map the asset lifecycle specifically for your organization, so you can put process in place for each step creating asset information changes.
Assembling the tools
Before you start designing the processes for your organization’s asset lifecycle, you will need to make a few decisions about the hardware and software that will be used in the solution you are creating. This includes decisions about the IT asset tracking software driving the reconciliation of collected asset data prior to storing it in your centralized repository, the asset tagging technology you will use (e.g. Passive RFID, active RFID, standard barcodes, etc.), and what scanning devices are required. The variables involved can be dizzying, but this document can help simplify the terminology and options, arming you with the information needed to make the right decisions for your organization.
Defining your IT asset tracking processes
Once you have done your homework, identified your reporting requirements and existing data sources, modeled your IT asset lifecycle, and identified the tools you have available, you can begin designing your IT asset tracking processes. From Receiving, to Inventories, to the standard IMAC … this document describes some of the more-common, recommended lifecycle processes and how to properly implement them for your organization.
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Other topics include discussions about asset tag placement, automated asset tracking, procurement systems integration, and more.