http://www.orgomobil.com/tracking-scale/
How IT Assets are Tracked in Large Organizations
As corporate purse strings get increasingly tightened in this period of downturn, the need for organisations to perform IT asset tracking is becoming more of a priority. The onus is on IT departments to manage this process. Following up a number of contacts in IT departments of various organizations, I looked at some of the methods different companies are using to fulfil their IT asset tracking requirements.
Spreadsheets
A surprisingly large number of organizations still seem to be relying on the manual method of listing all of their fixed asset data in in an enormous spreadsheet. The procedure goes along the following lines. The initial spreadsheet is built up with a manual audit of every piece of equipment and software in the company.The most commonly recorded information includes location, name of staff member using the item, purchase date, model and serial numbers and warranty details.Whenever new computer equipment or software is bought in the organization, this needs to be included on the asset register. The problem with this system is it isn’t scalable.You can imagine how such a spreadsheet would grow to unmanageable proportions as an organization gets bigger. The spreadsheet system also doesn’t react very well to changes, such as breakdowns, warranty uses, change of staff and software license expiration.You can imagine the fragility of a system that requires the constant attention of one very thorough person.
Barcode Labels and RFID
The tagging of assets with barcodes has become the norm in many organizations I have dealt with, wherein each piece of hardware is tagged with a scannable barcode which refers to an exact record in the asset register.A handheld barcode scanner is generally used to scan these asset tags, so that information can quickly and efficiently be obtained an update during regular asset audits. RFID, or Radio Frequency Identification, goes one step beyond traditional barcoding because they allow you to perform a hardware audit without physically scanning each asset. More importantly, RFID asset tracking allows greater flexibility for increasingly mobile equipment such as laptops and PDAs.
Fixed Asset Management Software
A number of software solutions exist to automate and streamline the whole process of asset management. Some will go down the intranet route, creating a bespoke solution which connects intranet users to the asset register database. At the most sophisticated end of the scale is specialised “asset management software” (Google it and you’ll see the wide range of options!) covering the tracking, accounting and reporting of ALL fixed assets, not just IT assets, including property, machinery and vehicles. There are also specially designed solutions to meet the growing plethora of asset accounting and tax regulations that companies need to meet – such as Sarbanes Oxley compliance. The best thing about this kind of solution is that by combining the needs of IT, accounting, helpdesk support, and operations departments you also have a combined budget with which to procure a far more powerful asset management system.
If you have any other solutions your company uses for asset tracking, I’d be interested to read your comments.
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