(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
Saturday, February 16 2019

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