(707) 268-8850    Get SUPPORT

Network Management Services Blog

Tip of the Week: Keeping Track of Your Inventory

Tip of the Week: Keeping Track of Your Inventory

Regardless of your organization’s size, there is more than likely a large amount of information technology to keep track of and maintain. As is usually the case when so many moving parts and variables are involved, the task of keeping them organized can quickly become difficult and stressful. This week, we’ll give you a few tips on how a proper inventory can help your business stay apprised of its IT resources.

What Can an Inventory Do?
At its core, an inventory serves the purpose of keeping track of the assets and resources a business has in its possession. This spans from how many cases of burger patties a fast food franchise has to how much water a hydroponic plant has in reserve. Not only does this assist the business with ensuring that it always has the resources necessary to operate, it also assists with insurance claims. By keeping you up-to-date on what you have, an inventory serves as a documented resource that can support your claims if the need arises - such as after a disaster event or theft.

Furthermore, a detailed and up-to-date inventory record can help you to identify how old your resources are, allowing you to prioritize when it needs to be refreshed and/or replaced.

As one would imagine, these are all important factors to consider when technology is involved. In light of this, it becomes especially important to develop and enforce a unified and direct system as a standard during the inventorying process.

What Your Inventory Needs to Account For
As you create this system, you need to make sure it addresses the five key details included in a comprehensive inventory record.

1. What is it that you have?
Of course, the whole point of an inventory is to identify the resources you have on hand. Given the long, detailed names that many technology components have (in addition to the many details a piece of hardware or software will have that need to be addressed), it may make the most sense to develop a shorthand that easily and efficiently communicates what exactly it is that your business has in its possession.

For example, if you utilize differently-sized hard drives for different tasks and purposes, you will likely have a stash of these hard drives squirrelled away for later use. Rather than writing out a comprehensive list, creating an internal shorthand will make the task of inventorying these components much easier.

So, if a company were to have 7 spare hard drives, 1 blue hard disk drive with a 5 terabyte capacity, 3 red solid state drives with 10 terabytes each, 2 black hard disk drives with 10 terabytes each, and one purple hard disk drive with a capacity of 5 terabytes, using shorthand might simplify that list into:

  • 1 HDD - BLUE - 1TB
  • 3 SSD - RED - 10TB
  • 2 HDD - BLACK - 10TB
  • 1 HDD - PURPLE - 10TB

2. Where is it stored?
This consideration is especially important if a company has more than one location or stores their supplies in more than one spot in the building. Your inventory record needs to keep track of where a given component is kept so it may be found quickly if need be. Make sure you mark the building it is in, as well as the room and where specifically in that room it is kept. This adds a little more information to your shorthand list:

  • 1 HDD - BLUE - 1TB (MAIN LOCATION/BASEMENT/SHELF A)
  • 3 SSD - RED - 10TB (MAIN LOCATION/BASEMENT/SHELF E)
  • 2 HDD - BLACK - 10TB (SAT-OFFICE1/ROOM4/SHELF B)
  • 1 HDD - PURPLE - 10TB (SAT-OFFICE2/ROOM2/SHELF D)

3. Additional Details to Include
Finally, there are other pieces of information you should use your inventory process to track. To assist with potential insurance needs and monitoring your solutions for a refresh, it helps to add the date that the technology was acquired, as well as how much it cost to acquire it. As a result, your list becomes:

  • 1 HDD - BLUE - 1TB (MAIN LOCATION/BASEMENT/SHELF A) - $95 (May 9, 2017)
  • 3 SSD - RED - 1TB (MAIN LOCATION/BASEMENT/SHELF E) - $250 (June 30, 2017)
  • 2 HDD - BLACK - 1.5TB (SAT-OFFICE1/ROOM4/SHELF B) - $160 (August 18, 2017)
  • 1 HDD - PURPLE - 10TB (SAT-OFFICE2/ROOM2/SHELF D) - $355 (February 2, 2018)

Other Considerations for Your Inventory
Maintaining an up-to-date set of totals for your inventory is an essential process. After all, what’s the point of keeping track of your inventory if it isn’t going to be accurate anyway? This means that, in addition to ensuring that you start off with the right numbers, you need some sort of system to help you keep a running total. Whether this system is manually keeping totals on a clipboard, updating a spreadsheet, or leveraging asset management, is up to you.

Reach out to us here at Network Management Services by calling (707) 268-8850 to see how we can help. In the meantime, keep checking back for more helpful tips and tricks.

Which Authentication Option is Best?
Big Data is Making Its Way to Small Business
 

Comments

No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Guest
Thursday, November 15 2018

Captcha Image

Mobile? Grab this Article!

QR-Code dieser Seite

Tag Cloud

Tip of the Week Security Technology Cloud Best Practices Network Security Business Computing Privacy Managed IT Services Hackers Malware Data Backup Hosted Solutions Innovation Backup Mobile Devices VoIP Email Google Tech Term Data Recovery Outsourced IT Data IT Support Internet of Things Cloud Computing Saving Money Internet IT Services Microsoft Software Communications BDR Hardware Business Continuity Efficiency Ransomware Smartphones Business Cybercrime Cybersecurity Communication Small Business Artificial Intelligence Server User Tips Disaster Recovery Android Managed IT Services Gadgets Browser Network Computers Avoiding Downtime Smartphone Save Money How To Windows Managed IT Alert Router Chrome Business Intelligence BYOD Phishing Miscellaneous Firewall Money Windows 10 Applications Data Security Data Protection Social Media Mobile Device Management Vulnerability Workplace Tips Law Enforcement Two-factor Authentication Social Engineering Computer Mobility Passwords Business Management Collaboration Productivity Budget Document Management Compliance Office 365 Connectivity VPN Facebook Upgrade Redundancy Managed Service Provider Spam Productivity Flexibility Private Cloud Bandwidth Identity Theft Telephone Systems Proactive IT IT Support Remote Monitoring Blockchain Word Operating System Virtualization Microsoft Office Servers Data Storage Work/Life Balance Big Data Infrastructure Mobile Computing Training Website Workers Spam Blocking Hacking Sports Settings Automation Data Breach Physical Security Government Information Content Filtering Data loss Office Tips CES Mobile Device File Sharing Windows 10 OneNote Comparison Google Drive Encryption IT Management Wi-Fi Windows 7 Access Control Managed Service App Content Management Paperless Office Smart Tech Value Solid State Drive Quick Tips Holiday Public Cloud Employer-Employee Relationship Networking IT Plan Bring Your Own Device Update Password Credit Cards Virtual Assistant Data storage Business Owner Apps Analysis Unified Threat Management Information Technology Unsupported Software Hard Drives Wireless Charging iPhone Nanotechnology Hosted Solution Emergency Customer Human Resources End of Support Healthcare Leadership Excel Workforce Fraud Practices Telephone System SaaS Root Cause Analysis Botnet Monitor eWaste History Wire Legal Accountants Risk Management Cryptocurrency Cleaning Netflix FENG Start Menu Education Storage Software Tips Flash Fiber-Optic Recovery Patch Management Google Docs Staff Internet exploMicrosoft Electronic Health Records Tip of the week Telecommuting Amazon Hosted Computing Meetings Travel Criminal Save Time Office Safe Mode Computer Care Mobile Cortana Password Manager Current Events Digital Signature Advertising Machine Learning HVAC Windows 10s Cables Devices MSP Scam Data Warehousing Voice over Internet Protocol HaaS webinar Windows Server 2008 Remote Work Amazon Web Services Inventory User Error Smart Office Relocation IoT HIPAA Samsung Professional Services Business Mangement Colocation Addiction Knowledge HBO Entertainment YouTube Enterprise Content Management Charger Emails Sync Hiring/Firing Unified Communications Health Thought Leadership Remote Worker Multi-Factor Security Conferencing Online Shopping USB Screen Mirroring Software as a Service Outlook Specifications Humor Business Technology CrashOverride Tools Gmail Computing Infrastructure Cache Electronic Medical Records Network Congestion Strategy Password Management Augmented Reality Audit Telephony PDF Theft Black Market Files Streaming Media Wiring Trending Wireless Technology Regulations Evernote Apple Authentication Cast Reputation Data Management Internet Exlporer Students Frequently Asked Questions Millennials Insurance Keyboard IBM Downtime Recycling Wireless Internet IT Consultant Safety Hybrid Cloud NIST The Internet of Things Computer Fan Skype Google Apps Content Filter Camera Marketing Supercomputer Hacker Lifestyle Rootkit How to Remote Monitoring and Maintenance WiFi Techology Search Remote Computing Experience Customer Relationship Management Employer Employee Relationship Competition Printers IP Address Line of Business Users Content Computer Accessories Scalability Music Regulation Customer Service Best Practice Politics Twitter Two Factor Authentication Mobile Office Audiobook Vendor Management Domains Shadow IT Bluetooth Wireless Wearable Technology Assessment Virtual Reality Public Speaking Transportation Presentation Books Television Automobile Fun Worker Commute Lithium-ion battery Company Culture Webinar Benefits Worker 5G Instant Messaging Troubleshooting Proactive Public Computer Tech Support Video Games Loyalty Administration Managing Stress IT solutions Battery Smart Technology