Maintaining Hardware and software Inventory

1.1 Defining asset and inventory

An inventory is basically a detailed list of items. How assets and inventory items of a company
should be treated will ordinarily form part of the organizational guidelines.

A company item will be defined as either an asset or inventory item, that is, not all items will be
recorded in an inventory. For example, an expensive laser printer would not be placed in the
inventory but will be placed in the asset register of the organization.

Consumables, such as printer cartridges, would be placed in the inventory as ‘consumables’.

Some inventories allow for asset numbers to be recorded with the data of an inventory item to
allow that item to be associated with a specific asset
1.2 Maintaining a hardware inventory
There is a very large array of hardware that can be used in a computer network. There are CPUs,
hard drives, network cards, printers, routers, monitors, video cards and cables, just to mention a
few. There are also many options within each of these broad categories.

Depending upon the organisational decisions that are made regarding the variety of devices that
will be used on the network, the detail of inventory items can be simplified or become extremely
complex.

It is not your job to choose the method of inventory but to maintain the inventory. The amount of
detail you put into the descriptors of individual items may well be your choice.

It is critical that enough detail be included to clearly identify the class and capacity of items, but
not too much detail to slow the inventory search devices and increase the storage capacity
required.

1.3 Viewing Computer Details

The Computers view is the details of the computers and their operating systems.
 The below provides the following details of the computers:
 Computer Name: The /DNS/ The Domain Name System is a hierarchical distributed
naming system for computers/
 Hardware Name: Name of the hardware device.
 Hardware Type: Type of the hardware like processor, keyboard, port, etc.
 Manufacturer: Name of the manufacturer of that hardware device.
 Operating system: The operating system of the computer
 Service Pack: The service pack version of the operating system
 Version: The operating system version.
 Virtual Memory: Total virtual memory in kilobytes.
 Free Virtual Memory: Total virtual memory in kilobytes that is currently unused
and available.
 Visible Virtual Memory: Total physical memory that is available to the operating
system.
 Free Visible Memory: Total physical memory that is currently unused and available.
1.4 Hardware Inventory Reports
 Computers by OS
Is the details of the computers by their operating system.
 Computers by Manufacturer
Is the details of the computers by their manufacturer.
 Computers by Memory
Is the details of the computers by their RAM size.
 Computers by Age
Is the details of the computers by their year of manufacturing.
 Computers by Device Type
Is the details of the computers based on their type like, Laptop, Portable,
Desktop etc.
 Computer by Disk Usage
Is the details of the computers along with their total and free hard disk spa
2.1 Maintaining a software inventory
Software is classified into two broad classes: operating system software and application
software. Application software is further broken down into sub-classes such as office, database,
software development and so forth.

Many types of application software are written to run on specific operating system platforms.
Microsoft Office XP will not run on a Linux platform unless you have installed a Windows
emulator. Therefore the inventory might need to be segregated by platform. This is not your
problem as you are only required to maintain an inventory not create one. However, you should
be aware of the ramifications of accurately maintaining an inventory.

Detailed definition of the types of application software may need to be sought from a supervisor.
For example, are database and spreadsheet application software going to be place in the same
categories or are the various packages of Microsoft Office, eg Word, Excel, PowerPoint, going to
be placed in the same sections because they are part of the Office suite? On the other hand,
application software may be classified by the process it performs.

Different versions of application software offer different or improved features; in most cases
they are designed to work with a particular operating system. Are these versions going to be
separated or not? Depending on the organisational guidelines, you may or may not be required to
make these decisions.

2.2 Viewing Software Details

The Software Inventory provides the details of the software detected in the systems. You can
filter the view by Software Type, Access Type, or License. It provides the following details:
 Software Name: Name of the software.
 Version: The version of the software.
 Software Type: Can be either commercial or non-commercial. Use the Move To option
to specify the software type.
 Vendor: The software vendor/seller.
 Licensed To: Refers to the person or the company to whom the software is licensed.
 License Expiry Date: Date of license expiry.
 Remarks: Remarks, if any.
2.3 Software Inventory Reports
  Software by Manufacturer
Is the details of the software installed in the scanned systems based on their vendors
along with the total number of copies installed.
 Recently Installed Software
Is the list of software installed recently.
 Software Usage by Computer
Is the list of software and their usage statistics in individual computers.
 Software Product Keys
Is the list of Product Keys that were used for installing the software.
2.4 Software License Compliance Reports
 Software Licenses to be renewed
Is the list of software whose licenses have to be renewed? Shortly, based on the Software
the usage statistics, you can decide whether to renew the licenses or not.

1.1. User and Technical documentation

 1.1.1. User documentation is an important and necessary resource for the productive use
of a software application package. The amount of user documentation will depend
upon the nature of the user licensing. Some years ago, commercial entities
complained to software developers that too much user documentation was
distributed to a business when multiple copies of the software were purchased. The
concept of site licensing was introduced.
1.1.2. Technical manuals form an integral part of the management of the hardware
devices and should, therefore, be a main part of the inventory entry. For example,
with modern hardware devices the manuals are often placed on an accompanying
CD in perhaps a PDF file. Details and location of the CD may form part of the
inventory item data.
A decision might be made to print a hardcopy of the manual or in another instance
a manual might be supplied. The locations of these hard copies should also appear
as part of the inventory item data.
1.2. The many uses of IT documentation
An IT organization or department will accumulate many technical papers, records and books.
Some documents and manuals may be easy to find, while others can be misplaced, lost or
damaged. To avoid the latter, methods similar to the inventory of hardware and software can be
applied to documentation.
In an IT support role, you may be called upon to provide a friendly information resource for
clients. You should be able to easily find and use the information they need.
You may otherwise need to advise clients on:
 what information is available and where it might be
 How it can be found and retrieved (different media and formats)
 How the information can be searched, stored or printed
 How it can be sent to them.
Think about the types of IT documentation and when it may be needed or requested. You will
need to answer requests quickly and effectively.
A customer may ask for:
 a software manual, so to install a program
 a manual to check compatibility with other hardware or software
 Instructions to perform a specific task.
A colleague may ask for work instructions such as how to:
  reset a mainframe password
 check a local area network (LAN) printer queue
 Set a computer for remote access.
A manager or auditor may ask for computer inventory records or software licensing
records.
Operation Sheet

Operation title: Information of a computer

Purpose: Getting information about a computer
Instruction: Using the steps below get an information about computer components, peripherals
and devices

 Steps to access windows device manager

 Go to control panel

 Hardware and sound

 Devices and Printers

 Device Manager

 Steps to access window information system

 Start
 Windows administrative tools
 System information

 Steps to see the software and service license terms of Microsoft

 Right click on This PC

 Go to property
 At the bottom see Microsoft software license terms and Microsoft service terms

Lap Test

Name: _____________________________ Date: ________________

Time started: ________________________ Time finished: ________________

Instructions: You are required to perform the following individually with the presence of your
teacher.

Make an inventory of all the peripherals in your computer

Computer Peripherals Quantity Specification

Make an inventory of all the software installed in your computer

Software Kinds of Software Version/Details

1.1 storage
1.1.1 Storage of Basics
Equipment not being used should be stored. It may be new hardware and software in boxes, or
loose parts, or sensitive materials that need to be stored securely until installed or needed.
Valuable items such as memory chips or original software copies may need to be locked in a
safe.

An IT store can hold new hardware, spare parts, repaired equipment, extra copies of software,
daily and weekly backup copies of files as well as memory chips. It can also hold redundant
devices such as printers, modems, cables and tools. While the IT department may also keep
contracts, licences and other documents, some companies prefer to keep such documentation in
their Legal department (if there is one).

IT equipment is often delicate and expensive. The environment for IT hardware and software
storage should be:

 Lockable

 Dust-free

 Static-resistant

 Safe from water and humidity

 Well ventilated and light

 At a constant temperature

 Separated from other perishable stores.

1.2 Guidance from technical manuals

Most IT equipment is fragile/easily broken and should be handled with care it can be damaged if
not packed correctly in storage. The technical manual that companies equipment will often
advise on packing and storage.
It is also advisable to access the website of the manufacturer. Often they update information
about equipment on their website, or add additional information on packing and disposing of
computer consumables and equipment.

Information from technical manuals needs to be recorded in the inventory for all stock (in
storage or being used) such as the expected lifetime of the product. Printer manuals, for instance,
will state how many pages can be printed before the toner cartridge or developer needs replacing.
Packed and unopened toner cartridges can be kept for quite some time, but developer has a more
limited shelf life.

1.3 Storing components, software originals and documentation

All information about storing components can also usually be found in technical manuals.
Generally, sensitive components will be stored as follows.

1.3.1 Memory chips

Each memory chip should be placed in a foam-protected, anti-static bag. Each bag is then placed
in an individual box or in a larger box that will have separate slots for each chip. Memory was
once very expensive and always stored in a safe. However, as the cost of memory has fallen,
memory is often stored alongside other components.

1.3.2 Expansion cards, motherboards and other spares

Expansion cards also must be placed in anti-static bags and each bag then placed in an individual
box or in a larger box that will have separate slots for each card. This box is then stored in the
storeroom, with care taken, if the box is cardboard, not to place other equipment on top of it.
Motherboards and other spares should be kept in boxing so that they are not stacked on one
another and also to avoid dust building up.

1.3.3 CD-ROM drives and hard disks

CD-ROM drives are stored in stacks on a shelf in the storeroom. An obvious caution to take is
that the stack is not too high, as it may topple over. Hard disks should be placed in foam-
protected anti-static bags. Each hard disk needs to be stored in an individual box. The boxes can
be placed on top of each other in stacks (again, not too high).

1.3.4 Software originals

When an organisation purchases software, copies need to be made of all disks. Installation of the
software should be carried out with the copied disks and not the original. This ensures the
security of the original disks, and if there are any problems with the copied disks another copy
can be made.

The original disks need to be stored in a secure place such as a safe and preferably off site as a
form of assurance against any problems within the building, such as flooding from heavy rain or
fire damage.

Store securely technical documentation

2.1 Documentation

Documentation, including manuals that come with hardware and software, needs to be stored
correctly. Some manuals may need to be kept with the relevant computers if they are used
regularly. Generally, manuals are kept in a storeroom or IT library (which may be in the same
place). They are only used at times of installation and later on for troubleshooting. They should
be indexed in the inventory and labelled clearly on shelves or in cabinets. Documentation such as
licensing should be recorded and stored in a safe area, such as a locked filing cabinet. As
mentioned, in some larger companies, it may be kept the legal department or in a safe
2.2 Technical documents

Technical information may need to be available throughout the organisation. Some documents
will have limited access, some may be found on the open shelves in the IT work area, and others
kept in client’s offices. In a highly developed business, images of documents can be online via
the IT network.

2.3 Document control

Working in an IT reference section you might be expected to handle changes to technical users’
manuals written by staff in your own IT department. Document control includes withdrawing old
versions, disposing of them and issuing updated copies. To do this job efficiently, your records
inventory must show who holds copies.

2.4 Levels of access and the currency of documents- General access

IT documentation can hold details of flow charts, program code, and technical reports, wiring
plans, testing results, measurements and system analysis. These documents need to be sorted and
identified with a key number and an emphasis on making the information accessible.

All documents have common requirements, they must be:

 Available when needed: As in all human endeavours, time is a constraint in IT;

documents must be available on request as most of the time the particular information
sought will help decision-making.

 Easy to find: In order to retrieve a document (to find a piece of information or update it)
efficiently, it must be stored under a classification scheme.

 Current (up-to-date): Normally, a document has an owner who is in charge of

maintaining it, but in order to update a document, a business process called ‘change
control’ must be followed.
Change control is the process of managing and controlling changes; requested or otherwise. It
ensures that all work is justified and that all work requested and approved is completed and
tested. In some organisations, no change can be made without an approved change control form.

2.5 Valuable originals and document security

Valuable original documents, possibly held in a protected place under the care of IT, may be:
 legal or historical papers
 signed forms
 Tender documents
 Contracts
 Agreements
 Warranties and licences.
These documents need to be sorted, identified with a key number, and filed (with a strong
emphasis on security). They need to be accessible on a ‘need to know basis’ — this attribute is
very important for information in IT documents that is confidential or sensitive and restricted to
authorised access (specific individuals).

The objective of document security is to preserve the organisation’s information assets and the
business processes they support, by:

 Confidentiality: where documentation is accessible only to those authorised to have

access

 Integrity: where accuracy and completeness of information contained in the documents

and processing methods are safeguarded

 Availability: when documentation and associated assets are accessible by authorised

users when required.

 Document and file properties

One simple way to protect a soft copy document is to use the built-in security file features, now
common to operating systems. Using this system, every object has a unique owner who has
control of and access to it. An object can be a folder, file (document) or a complete network
drive. The access provided by the owner can be ‘read’, ‘write’ or ‘no accesses. Owners can also
revoke access to users. Typically, the department or a section within an organization appoints the
owner. Normally, sensitive documentation is labeled ‘commercial-in-confidence’.