What is an IT inventory system?

Anyone thinking about an IT department already imagines that the only responsibilities are to fix computers and keep the network running. Of course, this is part of the routine, but the work of an IT department goes far beyond its responsibilities.

However, one of the fundamental obligations of these professionals is the creation and management of inventory system of IT, elaborated from IT assets (hardware, software and users). In today's article, we are going to talk a little about this and what the importance of good asset management is. After all, what is a IT inventory system? Follow:

What are IT assets in the inventory system?

First, an IT asset is information related to the user, system or hardware belonging to the company and which is used in the course of business activities. In summary, the main asset classes are: hardware, software and users. These are grouped and are called inventory or portfolio. Among these, other classes can be created according to the peculiarities of the company in its inventory. Check out examples of one of these classes:


Hardware Inventory System

This class includes devices (laptop, cell phones, tablets, desktops), printers, servers, routers. Anyway, everything that has connectivity with the network, with people or that generates information. Similarly, all the company's hardware parts are included, such as motherboards, processors, network cards, mouse, keyboard, monitors, etc.


In this regard, in principle, licenses, versions, endpoints, cloud services and applications are present. It involves collecting information about all software used in the company, crossing information and, subsequently, making decisions at the stage of asset management. In conjunction with the “users” asset, it allows the development of policies to increase productivity (check out this other article on the productivity increase).


In this asset, the IT team collects data on how users are accessing their devices (login and logout times) and what programs are being used (via the active screen, for example). This means that the “user” asset measures productivity within the company.

Like a stock, it is not enough to know what is inside the warehouse. That is, it is necessary that the information about the assets be used in favor of the company. And this is the assignment of IT asset management.

Asset Management from you

Primarily, it is in the management of assets that the IT team is responsible, in the development and maintenance of policies, standards, processes, systems and measures that are consistently related to the company's portfolio in terms of risks, costs and controls. The control of these assets or asset management is, then, the set of practices that reduce spending and optimize decision-making strategies within the IT department and at the same time increases understanding of the business value of IT itself.

Inventory of assets

This management involves collecting and carrying out an inventory of assets. With strict control, more efficient use of resources is obtained, eliminates waste, future expenses and increases efficiency. An example of this is the monitoring of the software life cycle. It is the function of asset management do not allow licenses to expire, what cloud services to be renewed unnecessarily and prevent obsolete versions of software from continuing to be used.

In this scenario, we can illustrate the following situation. If there is a need to purchase new licenses, a consultation of the software inventory will allow you to analyze how many licenses are idle. In this way, the manager can acquire only the difference, saving and optimizing the use of software. This is also true for idle hardware.

Due to its complexity, quality inventory management is carried out using specialized software. These softwares are committed to aggregate new assets in an automated way, maintain control over the life cycle of all assets and generate reports elaborated about it.

However, good asset management is only possible with the collaboration of the entire team and especially senior management. As an IT manager, it is your duty to prepare good planning and present all the benefits of managing these assets in order to justify obtaining specialized software. Surely your company will not regret it.

Want to know more about IT assets and inventory? Contact us! Continuedand accessing our blog to learn more about equipment management and IT solutions.

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