EZasset's Blog!

Currently, I am working on an IT asset inventory. I will say this: They are brutal.

But entirely necessary.

After spending three days inventorying, I’ve realized a few key things:

1) establish set naming protocols and stick with them.

Take for example a Hewlett Packard 1150 LaserJet Multifunction Copier. There are a near infinite number of ways to enter that data. Look at the various brands and models and figure out how it should be entered into your database.

2) Alert all involved parties (early and often)

For whatever reason, there will be be individuals and groups within a company who will resist having their assets inventoried. Sending out a regular series of alerts that an inventory is coming, will not erase all resistance; but it will give you the authority to demand to see and inventory assets.

Speaking of Authority…

3) Get the highest person possible to back the inventory.

If the CIO or CTO of a company sends out a blanket memo stating you and your group will be conducting an inventory, and all requests must be granted: It will make a tough time that much easier.

4) Bother employees once, if possible.

The last thing your department needs is complaints coming in from all over the company. If you can visit a cubicle once and scan everything: Then only visit that cubicle once!

5) Break it down

Take a big project, like a business headquarters, and break it down into more manageable parts, like floors. After each section, upload the data and check it.

6) Quality Control is paramount

Double check the inventory data versus the master list (that is the list with the assets that were purchased. When money is involved, the lists are always accurate!) Quality control does a few things: highlights user errors, data errors, or software errors. And it also starts the process to correct said errors.

For quality control to be effective, it must be done after every section is finished. Preferably within one day, while mistakes or issues are still fresh in everyones mind, as are reasons for possible errors.

7) Place any scanning materials in easy to access places!!!

While it might be more aesthetically pleasing to place the bar code out of sight. It also means that the IT guys have to find it. Place it on the front of items, or some other easy to see (and more importantly, easy to access) spot.