XFER has been serving Michigan since 1994, providing IT Support such as technical helpdesk support, computer support, and consulting to small and medium-sized businesses.

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 XFER by calling 734-927-6666 / 800-Get-XFER 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
Sunday, August 19 2018
If you'd like to register, please fill in the username, password and name fields.

Captcha Image

Mobile? Grab this Article!

QR-Code dieser Seite

Tag Cloud

Security Technology Tip of the Week Privacy Microsoft Internet Cloud Best Practices Saving Money Backup Software Managed Service Provider Workplace Tips Business Computing Small Business Productivity Hackers Google Hosted Solutions Data Hardware Mobile Office Mobile Devices VoIP Gadgets Email Quick Tips Malware IT Support Efficiency Network Social Media Business Management Innovation IT Services Smartphones Network Security Miscellaneous Business Continuity Server Virtualization Business Upgrade Windows Disaster Recovery Communication Microsoft Office Managed IT Services Computer Users Communications User Tips Mobile Device Management Passwords Data Backup Android Browser Smartphone Marketing WiFi Holiday Save Money Alert Data Recovery Vendor Management Ransomware Mobile Computing Cybercrime Tech Term Operating System Outsourced IT Windows 10 Remote Monitoring Bring Your Own Device Apple Computers BYOD Internet of Things Information Technology BDR Avoiding Downtime Cloud Computing History The Internet of Things Best Practice Router Chrome Going Green Automation VPN Telephone Systems Big Data Remote Computing Current Events IT Solutions Trending Application Artificial Intelligence IT Consultant Collaboration Hacking Social Engineering Facebook Firewall Cybersecurity Spam Employer-Employee Relationship Phone System Health Wireless Technology Excel App Managed IT Services Bandwidth Printer Money Proactive IT Office Budget Lithium-ion Battery Content Filtering Maintenance Windows 8 Recovery Networking How To Business Intelligence Business Managament iPhone Two-factor Authentication Fax Server Mobility Applications Apps Value Data Protection Website User Error PowerPoint Unified Threat Management Managed IT Gmail Humor Data Security Outlook Tutorials Antivirus Customer Relationship Management Private Cloud Virus Hard Drives Redundancy Analytics Mouse Law Enforcement Phishing Office 365 File Sharing Memory Network Congestion Conferencing Analysis IT Support Administration Tech Support Mobile Device Vulnerability Digital Payment Save Time Social Networking Tablet Sports Search Computer Repair Google Drive Twitter Office Tips Connectivity Blockchain Word Document Management Compliance Streaming Media Risk Management Flexibility Identity Theft Entertainment Retail Saving Time Productivity Data Management Inbound Marketing IT Management Downtime Windows 10 Machine Learning Encryption Black Market CES Hacker IT Plan Best Available Information Touchscreen Cleaning Password Bluetooth OneNote Wireless Physical Security Public Cloud People Content Management SaaS Unsupported Software Scam Robot Samsung Infrastructure USB Paperless Office Data Storage Video Surveillance Online Currency Work/Life Balance Data Breach Data storage Update Point of Sale Recycling Workers Piracy Internet Exlporer Education IBM eWaste Comparison Administrator PDF Windows 7 Statistics Leadership HaaS End of Support Safety Wi-Fi Instant Messaging Skype Computer Accessories YouTube Programming Data loss Government Environment Settings Meetings Credit Cards Webinar Running Cable Access Control Training Spam Blocking Augmented Reality Human Resources Intranet Biometrics Smart Tech Wearable Technology Social DDoS Solid State Drive Servers IT service Business Owner Gaming Console Advertising Frequently Asked Questions Fraud Printer Server Shortcut Authentication MSP Windows 10s Work Station Windows 8.1 Update Distributed Denial of Service Files Workforce Worker Commute Insurance Chromecast Professional Services Google Apps User Display Smart Office Charger Cast Bloatware Safe Mode HIPAA Flash Fiber-Optic Managing Stress Domains Debate Storage Hiring/Firing Lifestyle Science HVAC Notifications Tip of the week Amazon Nanotechnology Software as a Service Colocation Telecommuting Practices Managed Service Hosted Solution Laptop Tools Computer Care Entrepreneur Accountants Business Technology Keyboard Shadow IT Sync Cables Macro Addiction SharePoint Tablets Enterprise Content Management Hybrid Cloud Windows Server 2008 Amazon Web Services Co-managed IT Audit IaaS Computing Infrastructure Software Tips Remote Work Windows Media Player Virtual Desktop Hosted Computing Proactive Netflix Touchpad Password Manager Hiring/Firing Students Webcam Cost Management Virtual Assistant Legal Telephony Unified Communications IT Security Cache Root Cause Analysis Relocation Upgrades Analyitcs Password Management Supercomputer Online Shopping Print Server Devices Computer Fan Monitor Google Docs Staff nternet Customer Service Crowdfunding Inventory Remote Monitoring and Maintenance PC Care Botnet Business Mangement Remote Support Healthcare IoT Telephone System 3D Start Menu Theft Consultant Wireless Internet Scheduling Data Warehousing Specifications Company Culture NIST Knowledge eBay Regulations Evernote Law Firm IT Thought Leadership FENG Reputation Voice over Internet Protocol Digital Signature Internet exploMicrosoft HBO Cameras Line of Business Patch Management Alerts Travel Criminal Electronic Health Records Millennials LinkedIn 360 Emails NarrowBand Mobile Cortana Licensing Wire Screen Mirroring Virtual Reality Net Neutrality Cryptocurrency Text Messaging Uninterrupted Power Supply Wireless Charging WIndows 7 Content Filter Electronic Medical Records Customers Multi-Factor Security Strategy Help Desk Television Transportation Thank You Troubleshooting Webinar Scalability Automobile Public Computer Remote Worker Benefits Congratulations IT solutions How to Techology Employer Employee Relationship CrashOverride Wiring Smart Technology Loyalty Books Experience Content Two Factor Authentication Emergency Music Worker Audiobook Assessment Battery Regulation Video Games Rootkit Politics

Sign up for our Newsletter!

  • Company Name *
  • First Name *
  • Last Name *