IT Asset Management Checklist

It is important that you are periodically auditing and logging critical IT assets for the purpose of minimizing security, conduct and financial risks. Below I have noted the most important assets that should be properly logged and have auditable documentation.

IT ASSET MANAGEMENT CHECKLIST:

  1. Hardware and Software
    • computer user, UPC, location, model number, et cetera
  2. Network and communications infrastructure, servers and apps
  3. Alarm systems
  4. Telephone circuits
  5. Vendors and Service Providers
  6. Licenses
  7. Purchase and disposal info
  8. Computer and Laptop software upgrades
  9. List of all apps in laptops or computers for each employee including authorization and security information.
  10. Cloud Data backup hardware (e.g.; external USB drive)

By using this checklist the next time you conduct an IT Asset audit you’ll be able to identify vulnerabilities and exploits that were not previously known to you. For example, let’s say your policy states that there should be 10 laptops kept in the supply room at all times but when you conduct an audit you find only 8 and employees have been careless with the laptop request form. The laptops also have not been entered into the tracking system making matters worse as now you have to dig through invoices to identify the two missing laptop model numbers and SKUs.

An IT Asset Policy is not effective if it is not enforced regularly. Employees must be reminded of them everyday and trained periodically.

 

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Multiple Hats Office Administration Hacks

Whether you are a Startup or an established small business a well run office is critical to the health and culture of the business. As in these types of businesses, wearing many hats is a given but with the simple hacks I’ve noted below you’ll run a smooth operation:

  1. Say no to Apple’s (5-10%) discount! Consider comparison shopping on BestBuy, Walmart, Newegg and Amazon. (I found Amazon to have the best deal most of the time).
  2. Create a visual office supplies inventory system. See how to create one here
  3. Develop HR templates for every possible scenario or activity (e.g., new hire email, potential hire interview request, harassment complaint form, et cetera.)
  4. Invest in an external hard-drive/USB to back up all your data and make sure you keep it in a fire/water proof box.
  5. Label and organize all office supplies and periodically review with team where all items are kept.
  6. Create different calendars with tiers, Tier 1 Calendar (Critical Meetings includes office and client meetings), Tier 2 (Office/HR related notices, such as, deliveries), and Tier 3 (PTO requests).
  7. Actively record all office assets with their skus, model, upc, location and employee information in an Excel sheet.
  8. If your office offers snacks and beverages, buying bulk is the way to go. Amazon and Ebay are your best bet!
  9. If your company uses Quickbooks online, utilize the recurring transactions feature to automate fixed invoices and bills.
  10. Deposit at the office! Ask your bank if they offer a check scanner as this will reduce the time it takes for you to deposit checks as you will be able to do it right from the office!

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