IT asset management

[Murugs]

Hello All
In our company I am responsible for buying computer equipment laptops etc..Recently a desktop was missing and I am really worried about it. I feel it is necessary to label each computer and accesories by some number and maintain some log for easy tracking etc. Any pointers/help in IT asset management.

regards
MP

 

[chiph]

Labeling only does so much -- pawn shops, etc. are supposed to check for that info before accepting hardware on pawn).

Theft of assets is a different problem. For that you'll need a policy document, and depending on how secure you want to be, some sort of physical asset protection scheme (cable the PC to the desk??).

Usually, it's not the hardware itself (PCs are cheap nowadays), but the information on the hard drive that is expensive.

Chip H.


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[lgarner]

We've basically just started this, at least "for real".

First, have some labels printed with the company name and tag number. We just use "0000001" and number sequentially. The tags should be difficult to remove. You might want to etch the tag number into the equipment also, but ordering pre-printed tags virtually guarantees unique numbers. Trust me, you don't want a bunch of duplicate asset tags.

Then, maintain a database. It doesn't need to be complex, and can be a commercial package. The main thing is to get the information into it. Tag, hostname, device type, model/serial, description, location. It should also have simple functions for things like moving assets. If it's not simple, it won't be used. It should allow for all sorts of devices, not just computers. You'll probably want to track monitors, printers, UPS's, and non-IT assets as well.

For Windows PCs and servers, I use Aida32 (no longer supported, but I think a version of it is still around). This scans the computers and sends a text file to an ftp server. There the file is imported into a database (for Linux and non-computers it's manual entry.). I have a web interface to access and update the information.

My main criterion for this was that asset information must be accessible from from any workstation (for remote tech workers). No fat client. Also, building it myself allows me to make all kinds of links between assets, such as listing all equipment plugged into a specific switch, service calls on a device. I've also added maintenance contract tracking. We looked at things like TrackIT (now from Intuit) and IRM (open source), but nothing fits quite perfectly unless you design it yourself.

 

[DoubleD]

Peregrine and Tivoli both offer Asset Management software.
As far as physical security, cables mounted to furniture are probably your best bet. It's much more difficult to protect the information secured on the PC.

Pain is stress leaving the body.

DoubleD

 

[Murugs]

Yes...The data is more important than the system itself.
Thanks for the info guys.
lgarner - Thanks for the detailed post.

MP

 

[willir]

Murugs

As many of us can attest, been there, done that...

Asset management is a three part venture...
- physical
- database
- administration - policies and procedures
...and it does require work, and a bit of an investment

Many companies have millions invested in IT so protecting their assets is a reuirement.

Asset management not only protects your investment but it also allows you the decision maker to make decisions -- how old is my equipment, do I need to upgrade, how much will it cost, what does engineeringg have for workstations, which department needs a better printer, anybody left using a courier typewriter....

PHYSICAL
On the cheap, a lable printer - works fine, but as has been mentioned, these tags can be removed. Follow a standard naming convention.

On the quality side, bar codes with a numeric, sequential number. An alph-numeric is better. These labels are controlled!

Assets are labeled by the techs in pairs! One person lables and the other documents (but it keeps them honest -- sorry guys and gals, I have seen it where a tech has been a little say liberal with procurement of retired assets.)

Consider a labeling scheme...
- workstations, W000001, W000002...
- monitors, M000001...

For larger companies, you might include the site...
- WNY00001 - workstation in NewYork
- SSF00001 - switch in San Fransico

...and yes, it is a good idea to upgrade the BIOS tag or asset tag field with the asset tag.

...and yes, it is useful, but not required to give the (workstation) machine name the same as the asset tag. (Another reason why alphnumeric is better) This means you can browse machine names on the network and get a fair idea of your assets.

DATABASE
Either purchase or build a database for management of the assets. Tivolli, as mentioned is good. There are others. I prefer to build my own because a good asset management database should tie into the support database. And it needs to be relational (meaning don't use Lotus Notes - (I like Notes, but it is not a relational database which is real, real bad when you have a dynamic multi-table environment)

You want your database to...
- capture essential data - serial number, device type, specifications ... and owner

Your want your database to provide info on...
- what assets are deployed
- assets pruchased from where for how much
- warranty expiration date
- how many of this type or that type are deployed (500 or less MHz PC's, 15" colour monitors) - use this to determine if you upgrade the operating system, do you need to upgrade the hardware - if so, how many
- assets that have had hardware problems -- great for determining problem models and manufacturers
- count and value of disposed assets

...and security. Site leads can only manage their assets type of thing.

ADMINISTRATION
- you need clear guidelines in the deployment, movement / redployment, removal and disposal of assets
- the techs have follow these procedures -- or your database will get out of whack
- end users must be trained not to move assets themselves - yes they can do it, but will they update your dataabase.
- physical inventory every 1 or 2 or 3 years.

...Lastly, think it through
Labeling assets is a royal pain. I have seen it where a major company re-did their assets three times in two years because they messed up (non-technical people making technical decisions)

 

[Murugs]

Willir
Thanks for your post and sorry from my side for responding so late. Thanks again.

We are doing a labelling scheme right now and using a cheap hardware and software inventory software.

regards
MP