Information should be able to flow unimpeded throughout an organization. Value comes from the collection and dissemination of relevant and accurate data. But how can you make sure that the process stays as streamlined and efficient as possible?

Keeping technology needs met requires understanding the values and expenses that come along with it. Even if the IT infrastructure’s needs for components, hardware and software are met, another layer of management is  necessary to make sure the assets continue to provide their intended functions. This can be accomplished by proper utilization of an asset management system  to track what is being used and where. In some cases these systems will often be integrated with financial reporting software or inventory management control.

If this is the case then reinventing the wheel may not be necessary, but may require adjustment to accommodate IT specific categories and needs. Making sure these needs are met starts with the purchasing process. In certain instances, a procurement management system will be able to directly integrate with an asset control system. Once the item is purchased, a confirmation of receipt of the item should indicate the physical deployment of the equipment and specifications as to its capabilities. This will later become critical when determining whether to recycle or upgrade the equipment when its life cycle comes to an end.

The more information the better. All relevant data (such as personnel responsible for deployment, vendor and warranty information, etc.) should be consistently updated once entered into the system. This later will become useful for verifying software license compliance and reduce the risk of increased costs due to non-compliance. This unified system will allow managers to quickly see where unused assets may be redeployed, instead of needing to purchase new equipment. This also will avoid the costs associated with decommissioning hardware.

This information also has value outside of the IT department within a company. As time progresses the data will provide insight for procurement, as they will be able to determine previous purchasing habits and have a dynamic set of up-to-date information to use. In certain cases assets may be deployed in the wrong circumstances. A workstation may be underutilized in one area and another workstation is over-utilized. A general ledger system that cooperates with an asset control database will reduce the risk of improper deployment.

If proper techniques are employed the total cost of ownership of these IT assets are reduced. A good system will reduce the effort required to administer and track data. Tracking warranty information through these systems will allow for realized savings when dealing with replacements and returns. If the vendor or manufacturer offers such service but the organization is unaware of it or cannot properly track the warranty expiration, it is a wasted resource. Each piece of equipment should be added in order to create value for the company.

When new employees enter the company you want to be sure they have what they need to begin working immediately. Without proper tracking, you may find that the equipment or software necessary is unavailable, or needs to be ordered. The operational data, combined with the control system in place, will allow for maximum productivity right out of the gate. IT assets are vital to the integrity and health of any organization. While these small details may seem unnecessary and mundane to some parts of the organization, it is part of the foundation that makes up proper management of inventory. Do not waste time needlessly looking for information when a problem occurs. Take action throughout each step of the process to fulfill the needs across your organization timely, accurately and having the lowest possible costs.