The IT asset inventory is the starting point for managing PCs, notebooks, servers and network devices distributed across corporate offices, departments and collaborators. An updated inventory of IT assets allows you to plan replacements, manage warranty expiries and decide which devices to dispose of safely. MGK Tech supports companies, IT managers and purchasing managers in mapping the hardware fleet and in management of end-of-life devices, from collection to secure deletion of data up to the repurchase of still functioning equipment. Those who manage an internal IT park can request a technical evaluation to understand which assets to maintain, update or remove from inventory.
What is IT asset inventory
The IT asset inventory is the structured list of all hardware, software and network devices in use in the company, with the data that allows their identification, localization and control over time. It includes PCs, notebooks, servers, printers, switches, software licenses and every other element that makes up the company’s IT fleet. The term asset inventory indicates the same type of inventory in international technical terminology, while in Italian the expressions census or mapping of the IT park also occur.
For companies with an IT park distributed across multiple locations, the inventory is also the reference document for managing purchases, disposals and planned replacements. MGK Tech uses the data collected during the collection of the devices to produce a report documenting the status, quantity and destination of each asset, useful for internal budgets, audits and communications to management.
Before a hardware replacement or disposal, the census allows you to define the perimeter of the assets, the detection criteria and the status of the devices to be verified.
Which IT assets to include in the inventory
The hardware inventory, software list, and network device map together make up the company’s IT asset inventory. Neglecting even just one category reduces the reliability of the data and complicates decisions on purchases, renewals and disposals.
Corporate hardware and devices
Enterprise hardware includes any physical device assigned to a user or used as shared infrastructure: desktop PCs, notebooks, workstations, servers, printers, mobile devices, and network peripherals.
- Desktop PCs and workstations
- Notebooks and portable devices
- Physical servers
- Printers and multifunctions
- Network devices such as switches, routers, and access points
For companies that need to carry out an inventory of PCs and notebooks before a technological renewal, MGK Tech carries out the direct survey at the customer’s premises, recording the serial number, model and status of each device before collection.
Software, services and network equipment
Enterprise software to inventory includes operating systems, application licenses, cloud services, and management tools, each connected to the device or server on which it is installed. IT asset management that distinguishes hardware, software and network allows you to more quickly identify expired licenses or devices nearing the end of support.
Network equipment such as switches, firewalls and access points must be recorded separately from endpoints, because their operational criticality is higher: a fault or incorrect configuration can interrupt the connectivity of an entire department.
What data to record for each asset
Each asset in the inventory requires a minimum set of data that allows identification, localization and verification of its status over time. Few fields leave the document without the information necessary for operational decisions such as replacement, warranty or disposal.
Identification, location and assignee
Serial number, brand and model uniquely identify each device and allow you to verify its warranty coverage or suitability for a possible repurchase. Location and assignee indicate where the asset is physically located and who is responsible for it: headquarters, department, office or name of the collaborator to whom the device was delivered.
Configuration, state and lifecycle
Operating system, IP address and technical configuration complete the profile of each asset and allow you to verify software compatibility and update needs. Purchase date, warranty expiration, and asset status—in use, in maintenance, or to be retired—place the device in its lifecycle and indicate when to schedule a replacement or repurchase evaluation.
How to create and maintain an asset inventory
Creating an asset inventory requires an initial census followed by a periodic update. Constant review keeps data valid over time, especially in companies with device turnover or frequent hiring.
Initial census and data normalization
The initial census involves the physical collection of data from each device and their normalization in a single format, so as to make assets purchased in different periods and from different suppliers comparable.
- Physical inspection and detection of devices present in each location
- Collection of serial number, model, operating system and location
- Normalization of data into a single format
- Populating the database or census sheet
In IT park renewal projects, MGK Tech includes the census as a preliminary phase to the collection of replaced devices, producing a detailed list before the PCs or notebooks even leave the company premises.
Periodic update and verification of assets
The periodic update verifies that the recorded data still corresponds to the real situation: devices transferred between locations, assignees changed, assets decommissioned without being removed from the list. Tracking assets over time allows you to identify devices that have disappeared from inventory or have been transferred without authorization.
To maintain reliable data, a updated inventory of assets should be reviewed at least semi-annually, or more often when the park changes rapidly. In larger environments, control can be supported by automatic discovery tools.
Before an internal audit or a scheduled replacement, the inventory check allows you to compare the recorded data with the devices present and identify transferred, decommissioned or no longer assigned assets.
Asset inventory and cybersecurity
Asset inventory supports cybersecurity because one updated visibility on devices allows you to identify the assets present on the network and distinguish those managed from those that are unauthorized or not registered. Unmanaged devices can create blind spots in risk management.
Obsolete assets, vulnerabilities and criticality level
Obsolete assets are devices that have exceeded the manufacturer’s support period or no longer receive security updates: they remain operational but expose the company network to known and no longer fixed vulnerabilities. The criticality of an asset depends on the type of data it manages and the business process it supports: a server with personal or financial data requires a different level of attention than a department printer.
When a decommissioned device has contained personal data, secure erasure measures prior to removal from inventory serve to reduce the risk of the information remaining accessible to unauthorized parties. MGK Tech intervenes on these assets with a service secure data deletion certified, followed by removal from active inventory and, while the hardware is still functional, evaluation for remarketing or repurchase.
Asset Inventory and IT Asset Management
The asset inventory forms an information basis for IT Asset Management (ITAM), which also includes costs, contracts, licenses and device lifecycle. Up-to-date inventory data allows you to link each asset to the economic and operational information needed to plan purchases, renewals and disposals.
Difference between inventory, ITAM and CMDB
Inventory, ITAM and CMDB (Configuration Management Database) are three distinct levels of asset management, often confused with each other because they share the same source data. The inventory records what exists in the company, the ITAM manages the economic and operational life cycle of the assets, while the CMDB also maps the technical relationships between the components. For example, the CMDB can indicate which applications depend on a particular server.
| Level | What it records | What is it for |
|---|---|---|
| Asset inventory | List of hardware, software and network devices with identifying data | Know what assets are present, where they are located and who uses them |
| ITAM | Lifecycle, costs, contracts, licenses and status of each asset | Plan purchases, renewals, budgets and disposals |
| CMDB | Technical relationships and dependencies between assets, applications and services | Manage incidents, change management and impacts on other systems |
Regulated sectors such as the financial sector must maintain an updated inventory also to respond to specific regulatory requirements: the DORA regulation requires financial entities to identify and document ICT assets and to maintain updated ICT inventories periodically and after significant changes. In the scope of ISO/IEC 27002:2022, the 5.9 inventory control concerns information and associated assets.
Companies managing a few hundred devices often employ dedicated ITAM software to automate data collection, but the value of the tool depends on the quality of the initial census it is built upon.
From inventory to hardware lifecycle decisions
Inventory data allows you to decide what to do with each asset when it arrives end of useful life in the company: keep it in use, reassign it to another department, start remarketing it or dispose of it in a compliant manner.
- Internal reassignment for devices still suitable for less intensive use
- Remarketing and repurchasing for working hardware no longer needed
- Remanufacturing for assets with replaceable components
- Disposal of non-recoverable devices
MGK Tech uses inventory information, specifically model, year of purchase and storage status, to estimate the repurchase value of devices that are still functioning and propose an economic enhancement at the end of their employment in the company.
Non-recoverable devices are started for management in compliance with the Italian regulation on WEEE, which regulates the collection, appropriate treatment and recovery of equipment at the end of its life.
An updated inventory allows you to identify the assets to be maintained, replaced, reallocated or disposed of and provides a documented basis for planning interventions on the IT park.