IT asset inventory guide

Managing an IT estate means juggling dozens (if not hundreds) of hardware, software and data assets.

So sometimes it's hard to keep a clear and precise overview of all assets, and above all to whom they are allocated.

If the list of equipment and software used internally is not kept up to date for a few days, weeks or months, the problems pile up: lost or unused devices, phantom licenses, security breaches... And getting back to a situation of control takes a lot of time and effort.

This is where the IT asset inventory comes in. This often overlooked exercise is a real asset for optimizing IT asset management.

For reasons of security, productivity and budget, it's essential to keep your IT inventory up to date. And contrary to popular belief IT teams teams are not the only ones to see the benefits of a centralized inventory. It's a topic common to all, and can have an impact on all teams. Here are a few examples:

• Finance teams can easily track hardware and software expenditure
• The HR and People teams can automate workstation preparation during onboarding and facilitate equipment retrieval during offboarding
• Managers can have a clear view of the software used and licenses allocated to their teams
• And finally, employees gain in productivity thanks to smooth, shared IT processes.

So how can you carry out an inventory of your IT assets efficiently? What mistakes should be avoided? And above all, how can you get the most out of it? In this comprehensive guide, we explain everything you need to know to make a success of your IT inventory.

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What is a computer inventory?

An IT inventory is a detailed mapping of all a company's IT assets. It includes :

• ‍Physical equipment: computers, servers, printers, smartphones, tablets.‍
• Software: installed applications, associated licenses and validity dates.‍
• Usage information: location, device status, associated users.

The idea is not just to draw up a static list. Inventory allows you to track your assets in real time, anticipate maintenance needs, and ensure that your IT infrastructure is aligned with business needs.

A good inventory is also a strategy for gaining visibility, reducing costs and improving the productivity of your teams.

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Why take stock of your IT assets?

Still wondering why you should invest time in this exercise? Here are some convincing reasons.

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Manage your inventory

Without accurate tracking, unused or forgotten equipment accumulates in your closets, losing performance and value. Having an overview of these dormant devices allows you to reallocate them to a future employee, saving you the trouble of buying another one.

But an inventory also makes it possible to :

- Identify duplicate assignments (e.g. an employee with two assigned screens)

- Optimize equipment allocation between teams (e.g. a developer using less powerful equipment than a financier).

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Control your costs

A poorly managed IT estate is often a waste of money. Between forgotten software licenses, under-utilized devices and unforeseen repairs, expenses quickly soar.

With a rigorous inventory, you identify :

- Equipment to be reallocated rather than replaced.

- Software and/or licenses no longer in use but still invoiced.

Ultimately, this allows you to redirect your budget towards strategic priorities.

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Controlled onboarding and offboarding

When an employee arrives or leaves the company, an accurate inventory simplifies the management of devices and software.

- A new employee'sonboarding is accelerated: he or she immediately receives the right equipment for the job. Discover our guide to successful onboarding here.

-Offboarding guarantees data security: devices are recovered and reset. Find out more about offboarding here.

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Strengthen your company's cybersecurity

An up-to-date inventory allows you to quickly identify :

- Unprotected devices: missing antivirus software, lack of updates

- Software that does not comply with safety regulations

This vigilance strengthens your network's protection against cyber-attacks, an absolute priority in a context where threats are increasing every year. Once online, you can consult our guide to cyber security.

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Keep your IT fleet up to date

An inventory is also a roadmap for your equipment. You know :

- When to schedule software updates.

- Which devices need to be replaced or repaired.

For example, a computer whose warranty is about to expire can be replaced or extended, thus avoiding costly service interruptions.

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How do you carry out your IT inventory?

A successful inventory cannot be improvised. Here are the key steps to organizing and carrying out this mission.

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Prepare inventory

Choose your inventory objectives

Defining your objectives in advance will help you structure your approach. Ask yourself these questions:

- What do you need to know about your IT infrastructure?

- Would you like to optimize costs, enhance security or prepare for an audit?

Your answers will determine the information to be collected and the tools to be used.

Choose your method and tools

Why use inventory software?

An IT inventory tool like rzilient's will save you lots and lots of time. It allows you to :

• Automatic data collection
• Centralized information on a dashboard
• Real-time tracking of modifications

What about manual inventory?

Manual stocktaking may be suitable for a small business, but it remains time-consuming and less accurate.

Tip: if you manage more than 50 devices, an automated tool becomes essential.

Plan the inventory stages

To avoid chaos, structure your approach:

1. Divide your fleet into categories (hardware, software, licenses).
2. Assign specific tasks to your IT teams, or leave them to the experts at rzilient.
3. Set clear deadlines for each stage.

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Connect your HRIS

The first step towards a successful inventory is to connect your Human Resources Information System(HRIS) to your IT asset management tool. Why should you do this? Because your employees are the end users of your equipment.

When your HRIS is integrated, you can :

• Easily track equipment allocation: who's using what, and since when?
• Centralize data on HR movements: onboarding, internal mobility, departures, etc.
• Automate inventory updates when users change.

When an employee is added to the HRIS, his or her profile is automatically synchronized with rzilient. You immediately know which equipment has been assigned to him or her and, in the event of departure, you can be sure of recovering all equipment.

Good to know: Seamless integration between your HRIS and your IT tool also simplifies processes such as onboarding andoffboardingprocesses, which are essential to prevent the loss of equipment or data.

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Inventory your equipment with MDM

IT hardware (computers, smartphones, printers, tablets, etc.) is at the heart of your IT estate. To keep total control over these devices, Mobile Device Management(MDM) is an indispensable tool.

What is MDM?

A full article on Mobile Device Management is already online if you'd like more information.

In a nutshell, MDM is a solution that lets you manage, track and secure your devices remotely.

How do I create an inventory from an MDM?

1. Choose the MDM that meets your needs(see our guide here)
2. Launch an enterprise-wide deployment campaign with our teams
3. Connect your MDM to the rzilient platform (or let our teams do it for you)
4. That's all there is to it! A complete inventory of your IT equipment will then be uploaded to your Fleet area.

How can you use an MDM to keep your inventory up to date?

1. Synchronize your equipment with the MDM as soon as you buy or lease it.
2. Automatically collect key information: model, serial number, battery status and software version.
3. Assign a piece of equipment to an employee when it is put into use, or put it into stock as soon as it is no longer in use.

Good to know: rzilient 's IT inventory tool includes advanced MDM features that enable you to combine simplicity and efficiency in managing your assets.

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List your software and licenses

Software represents an important part of your IT assets. Yet they are often poorly monitored, leading to unnecessary expenditure or risks of non-compliance.

How do you inventory your software?

In order to make a complete list of all the software used by your teams (office automation, business tools, cloud applications, etc.) rzilient works with trusted partners to audit and automatically detect all your active software and licenses.

These three steps - HRIS connection, MDM management and software directory - are essential for a complete and optimized inventory. Thanks to them, you gain visibility, reduce costs and improve the overall security of your IT assets.

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rzilient helps you take stock of your IT assets

Lost your way? Don't panic! At rzilient, we simplify your IT management with intuitive, high-performance tools.

With rzilient, you can :

- Identify and track your assets in real time.

- Automate maintenance alerts.

- Identify obsolete equipment to optimize your costs.

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Ready to save time and increase efficiency? Contact us today!

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