The new reality: Every organization is a technology company

As technology becomes the backbone of modern business, IT teams are tasked with managing a rapidly expanding ecosystem of users, devices and technologies, especially if they are operating in mixed environments. This growth presents several challenges:

• Proliferation of managed assets: Being a technology-centric organization means managing and securing more devices, tools, users and passwords across different IT infrastructures.
• Asset tracking complexities: Maintaining accurate inventories of assets across multiple platforms that belong to different organizationscan result in over-provisioning, underutilization or missing assets.
• Increased security vulnerabilities: As networks grow and digital environments become more complex, protecting all aspects of your IT infrastructure — including users, devices and servers — becomes more challenging.
• Workload increases: Deployment, maintenance and management of assets and users rises exponentially, leaving IT teams stretched thin with support tasks piling up.
• Data growth and information overload: With more technologies, users and devices to manage, there has been a rapid explosion of data. This results in an overwhelming amount of documentation that IT teams must create, manage and organize — leading to information sprawl, which further complicates IT management.

Managing information sprawl in mixed environments

Information sprawl happens when critical data is scattered across multiple systems, making it difficult for IT teams to find the information they need. This leads to wasted time, inefficiencies and increased risks. Without structured documentation, it becomes harder to track devices, passwords and software configurations, opening the door to vulnerabilities, compliance challenges and even data breaches.

AI-powered IT documentation: The solution for mixed-device ecosystems

AI-driven IT documentation tools, like IT Glue, address the chaos of managing mixed-device environments. Here’s how:

• Centralized and searchable documentation: IT Glue’s platform consolidates all IT assets, configurations, passwords and processes into one easily navigable system. Using powerful search functionality, users can instantly locate the information they need, whether it’s an asset’s configuration, a password or a process document. With everything in one place, IT teams can find answers without jumping between tools.
• AI-driven asset relationships: IT Glue’s Cooper Copilot AI engine automatically suggests and creates asset relationships, organizes data and tracks dependencies. For example, Smart Relate helps link devices, users and configurations, providing a complete picture at a glance. These AI-driven connections allow IT teams to immediately understand how systems and assets are interconnected.
• Real-time updates and integrations: With over 80 native integrations, including platforms like Microsoft 365, Intune and Kaseya VSA, IT Glue automatically syncs data across systems. This ensures all documentation remains accurate and up to date, providing a single source of truth for your entire IT environment. By reducing the need for cross-referencing, eliminating information duplication and minimizing the risk of outdated or inaccurate data, IT Glue makes it easy to instantly access the most current information across all your tools.
• Runbooks and reports: IT Glue offers structured runbooks and reporting, allowing IT teams to view and manage critical systems and assets consistently, regardless of where the data originates. This unified approach ensures that all information is documented the same way, making it easy to track changes, expirations and compliance requirements. Additionally, runbooks can be downloaded for streamlined, comprehensive documentation, providing a clear and organized view of your entire IT infrastructure.

Solving the documentation lifecycle problem

Traditional IT documentation can become outdated and disorganized. IT Glue automates the entire documentation lifecycle, ensuring everything stays current. With AI-powered features like Cooper Copilot Smart Relate and Smart Create, IT Glue forms asset relationships and structures data, while integrations with tools like PSA and RMM streamline the process.

Streamlining documentation for mixed ecosystems

With IT Glue, you get:

• Creation of structured documentation: AI-powered tools like Smart Relate and Smart Create automate the process of establishing asset relationships and organizing IT data into structured, actionable views. These tools reduce manual effort and eliminate errors, ensuring your IT documentation remains accurate and interconnected.
• Curation and updates: IT Glue’s robust curation features, such as document flags and expiration tracking, keep your documentation current. By flagging documents for review and tracking expirations, IT Glue ensures that important information is regularly updated and never outdated.
• Accessibility: With IT Glue’s mobile app and browser extension, your team can access critical documentation anytime, anywhere. Whether you’re on-site or working remotely, you’ll have instant access to important data, improving service delivery and response times.
• Orchestration and automation: IT Glue automates everyday workflows, reducing manual tasks and improving accuracy. This ensures compliance, saves time and allows your team to focus on higher-value tasks, while maintaining a well-organized, secure IT environment.

Transform Your IT Strategy with AI-Enhanced Documentation

Managing mixed-device ecosystems is challenging, but AI-driven IT documentation can help. By using IT Glue, you can streamline IT operations, reduce errors and ensure efficiency across Apple and Windows environments.

Get a demo today to see how IT Glue can transform your IT documentation.

The post Synergizing Mixed Ecosystems With AI-Driven IT Documentation appeared first on IT Glue.

While this evolution fosters enhanced learning experiences, it has also brought with it its fair share of challenges. With the increasing reliance on digital platforms and tools, the risk of data breaches and cyberthreats has become more pronounced. Cybercriminals are increasingly targeting educational institutions, making it critical to track, manage and secure the devices and data in educational environments.

IT Glue’s experts conducted the Transforming Education: Smart IT Asset Management for Schools & Colleges webinar to underscore the growing cybersecurity threat on educational institutions and reveal how IT pros within the education sector can effectively tackle this challenge. This blog post covers the important points discussed in the webinar, revealing how to create safer digital ecosystems that empower both educators and students to explore and learn in innovative and secure environments.

As we dive in, we’ll explore the critical role of IT documentation in navigating today’s cyberthreat landscape and supporting modern educational needs. We will also delve into topics like the need for transformation in education IT departments, the asset management and IT documentation challenges that they face, and how smart IT asset management can help solve this issue. Finally, we’ll cover some purpose-built solutions for educational institutions.

You can also watch the full recording of the webinar here.

The paradigm digital shift in the educational domain

Traditionally, educational institutions grappled with limited technology and connectivity. Learning environments had fewer IT systems and tools, and most users possessed minimal IT knowledge. Consequently, cybersecurity threats were limited. However, fast forward to today’s dynamic digital learning environments; personal devices like smartphones and tablets have become key to learning. Artificial intelligence (AI)-driven platforms and subscription-based learning models are gaining prominence, and students are swiftly getting accustomed to leveraging these leading-edge technologies in their everyday learning.

In fact, many surveys indicate that educators are the ones struggling with adapting to this new environment. There is a growing need to integrate cutting-edge technologies into teaching methodologies to keep pace with tech-savvy students. As educational institutions navigate this rapidly evolving landscape, it is crucial for them to stay proactive and create secure digital ecosystems for educators and students.

Common IT issues found in educational institutions

As educational institutions try to facilitate a secure digital ecosystem, they come across a few prominent challenges. They are:

Managing critical information in spreadsheets

Spreadsheets are an outdated form of documentation and come with numerous limitations. They lack automation, security and a structured format, making them impractical for today’s needs in educational institutions. However, many educational institutions still rely on spreadsheets to manage assets, licensing and other critical information, costing them considerable amounts of time, money and resources. The reliance on spreadsheets for critical data management also often results in security challenges.

Leveraging siloed tool sets

IT teams in educational institutions often use a mix of unrelated tools and systems, such as spreadsheets, asset management solutions and password managers, which do not integrate with one another. This fragmentation leads to time-consuming processes, diverting IT professionals from more strategic tasks.

Moreover, the absence of a unified information source complicates the tracking of access and modifications to critical information. This poses a significant risk due to the limited auditing capabilities across these siloed tools. Without a single source of truth, IT pros are also forced to document this critical information in less secure and non-ideal locations, thereby increasing the potential for security vulnerabilities.

Results of poor asset and knowledge management

Wondering how such poor asset and knowledge management in disparate tools and spreadsheets would affect you? Check these stats:

In organizations:

• Up to 40% of critical IT knowledge is lost due to disorganized documentation.
• Siloed information increases cybersecurity risks by 25%.
• An average of 10 hours a week is lost searching for information.

Introducing smart IT asset management for education IT teams

Imagine a world where all your information is in one place, critical knowledge isn’t walking out of the door, and your data collection is more automated, accessible and more secure than ever. That’s what IT Glue helps you realize. Let’s look at how it can benefit you.

Consolidate and centralize data: Your entire IT in one pane

Consider the hassle of switching between applications, or even having to interrupt a colleague, just to find information about a task that should be readily available to you It’s not an ideal situation, right?

IT Glue doesn’t just give you a platform to consolidate all of your data in one place; it also pulls information from all the other systems you may already have. IT Glue supports over one hundred integrations with other platforms and tools, including Microsoft 365, Microsoft Active Directory (AD), Microsoft Intune, ServiceNow, Jamf and Meraki. That means no more constant check-ins on whether information is live and accurate on different platforms. Aside from these out-of-the-box integrations, IT Glue also has other intuitive ways to pull information in, such as open API, PowerShell scripts and automated network discovery.

Centralizing all this information means you can easily track license usage of specific contacts, find passwords for their devices within one or two clicks, and even manage the life cycle of the same machine or device, all out of the same interface, resulting in a much more efficient operational workflow.

Preserve knowledge: Work smarter, not harder

Centralizing information into a single source of truth is crucial, but utilizing that consolidated knowledge is key to operational efficiency.

Without proper IT documentation, tasks become time-consuming and prone to errors, leading to potential knowledge loss. This issue is particularly significant when IT professionals leave or join the organization, as undocumented knowledge cannot be shared or retained. IT Glue ensures that knowledge is preserved, making it accessible to all team members. This means even your new team member can resolve tasks efficiently without reinventing the wheel.

Standardize and structure data: Waffles over ladles

Having all your information in one place is a start, but its real value lies in how easily it can be accessed and utilized. The difference between structured and unstructured data can be likened to ladles and waffles; without structure, finding specific information is like searching for a piece of meat in a stew, a random and inefficient process.

IT Glue structures data like a waffle, where each piece of information has its place, making it straightforward to find what you need when you need it. This standardized approach to data management ensures quick and accurate access, enhancing the efficiency of leveraging information.

The Waverly School District #6 story

Waverly School District #6 operates its IT department with just one person, supporting 67 teachers and 347 students — akin to running IT for a small and midsize business (SMB) but on a school district’s tight budget.

Students, being prime targets for cybercriminals, are vulnerable due to the lack of safety knowledge. This makes documentation not only vital for operations but also a legal necessity for student protection. Upon assuming the role at the school district, the IT manager faced over ten years of disorganized, printed spreadsheets.

However, the situation transformed when they onboarded IT Glue. The IT manager can now effectively manage device tracking and inventory and has a comprehensive overview of the whole network. The platform’s ability to consolidate information has been invaluable, especially considering the high turnover ratio of IT in school districts, ensuring that the administration and superintendent have a unified source of IT documentation. On the whole, IT Glue has proven to be indispensable for Waverly School District’s one-person IT department. Read the full case study here.

Out-of-the-box customizable templates for education IT teams

IT Glue provides out-of-the-box customizable templates for education IT teams called Flexible Assets to help IT professionals standardize IT documentation and make sure everyone is documenting the same information in the same format.

For instance, IT Glue offers a flexible asset for inventory tracking that is hugely beneficial for IT teams in educational institutions. By tracking the location, devices, onboarding checklists, applications and grade levels of students, IT teams can ensure the effective utilization of resources while maintaining security and complying with regulations. This provides benefits such as efficient device management, enhanced security, optimized resource allocation, personalized onboarding and support, maintenance and upgrade planning, data-driven analytics, reporting compliance adherence, and cost control.

IT Glue also has a Flexible Asset for grant tracking that offers precise insights into available resources for technology initiatives. By monitoring grants, IT teams can strategically plan, allocate budgets and implement projects while ensuring accountability and compliance. Such a proactive approach not only optimizes resource utilization but also facilitates informed decision making, innovation within budget constraints and the measurement of technology’s impact on educational outcomes.

Similarly, IT Glue supports vendor management, domain and SSL tracking and multi-tenancy management.

Effective IT documentation has never been more critical for educational institutions. It serves as the cornerstone for safeguarding against potential cyber-risks while ensuring seamless IT operations. IT Glue is a robust IT documentation solution on that front, offering unparalleled efficiency and security by centralizing IT documentation.

Want to discover more robust capabilities of the platform? Get a demo now.

The post Transforming Education: Smart IT Asset Management for Schools & Colleges appeared first on IT Glue.

What is software asset management (SAM)?

Software asset management is the process of managing and optimizing the purchase, deployment, maintenance, utilization and disposal of software applications within an organization. SAM is crucial for maximizing efficiency and managing the risks associated with software assets.

SAM provides a systematic approach to managing software licenses and compliance, ensuring that organizations do not overpay for software they do not need while staying compliant with legal agreements.

Why is software asset management important?

Understanding the importance of SAM can dramatically influence an organization’s bottom line and legal compliance. Let’s see how effective software asset management helps companies in the following areas:

Cost optimization

SAM helps organizations save money and maximize their IT budget by identifying unused or underutilized software licenses. By reallocating or terminating these licenses, businesses can avoid wasteful spending and improve budget accuracy.

License compliance

By maintaining proper records of purchased licenses and how they are used, SAM ensures that organizations comply with software license agreements and avoid legal penalties associated with non-compliance.

Risk management

SAM reduces security risks by preventing the use of unauthorized software that may lead to security vulnerabilities. Regular audits and monitoring of software usage help in maintaining security standards.

Operational efficiency

Effective SAM streamlines various IT processes, such as software deployment, maintenance and upgrades. This leads to enhanced operational efficiency and productivity since IT staff can quickly address software needs and issues.

Vendor management

SAM provides valuable data on software usage that is crucial during negotiations with vendors, ensuring that terms and prices are favorable to the organization based on actual usage data.

Asset lifecycle management

From procurement to disposal, SAM manages every stage of a software asset’s lifecycle, ensuring that each asset is fully utilized and securely disposed of when no longer needed.

What are the key components of software asset management?

SAM is built on several foundational components that ensure its effectiveness across various stages of software lifecycle management. Let’s explore those key components that are critical for streamlining operations, ensuring compliance and maximizing the value derived from software investments.

Software inventory

A comprehensive software inventory is the cornerstone of effective SAM. It involves identifying and cataloguing every software asset within the organization, including installations on all devices and in cloud environments. This inventory provides a clear view of what software is in use, where it is installed and how it integrates with business operations, which is essential for managing software assets effectively.

License management

Managing software licenses is a critical component of SAM. This involves tracking each license’s purchase, deployment and terms of use to ensure compliance with licensing agreements. Effective license management helps avoid legal issues related to under-licensing and the financial implications of over-licensing, ensuring that the organization only purchases what it needs and uses what it purchases.

Software usage tracking

Monitoring how and where software is used within the organization is vital for optimizing resource allocation and cost. Software usage tracking helps identify unused or underutilized licenses that can be reallocated or terminated, thus reducing waste and ensuring the most efficient use of software assets.

Compliance monitoring

Regular audits and compliance monitoring are essential to ensure that all software use is in line with vendor agreements and regulatory requirements. This helps avoid legal penalties and fines associated with non-compliance, which can be substantial. Compliance monitoring also reinforces corporate governance by ensuring that software usage adheres to internal policies and external legal requirements.

Software procurement

Effective procurement processes are integral to SAM and involve the selection, negotiation and acquisition of software licenses. If managed well, procurement ensures that software purchases are strategic and aligned with the organization’s technology needs and budget constraints. This process also involves vendor management, fostering relationships that can yield better service and pricing conditions.

Software deployment and configuration

Ensuring that software is properly deployed and configured is crucial for both operational efficiency and security. This component of SAM involves the installation and configuration of software to meet specific organizational needs while maintaining system integrity and compliance with licensing terms.

Risk management

Identifying and mitigating risks associated with software assets, such as security vulnerabilities and compliance issues, is a critical aspect of SAM. By addressing these risks proactively, organizations can protect themselves against potential breaches and ensure continuous compliance with various regulatory standards.

What are the benefits of implementing software asset management?

Implementing software asset management brings a multitude of benefits to organizations, including:

• Cost savings: One of the most immediate benefits of SAM is significant cost savings. Through meticulous tracking and management of software licenses, SAM helps organizations avoid over-purchasing and paying for unneeded software. It also identifies underutilized or unused licenses that can be reallocated or terminated, thus optimizing spending and reducing wasteful expenditures on software assets.
• Risk reduction: SAM greatly reduces various risks, including legal, financial and security risks. By ensuring compliance with software licensing terms, organizations can avoid hefty fines and legal disputes that arise from non-compliance. Additionally, managing software assets effectively helps mitigate security risks by preventing the use of unauthorized or outdated software that may be vulnerable to security threats.
• Improved efficiency: Implementing SAM streamlines several IT processes, including the deployment, maintenance and updating of software. This leads to improved operational efficiency since IT departments are better equipped to manage software needs promptly and accurately. Enhanced efficiency also means that IT staff can focus more on strategic initiatives rather than being bogged down by routine software management tasks.
• Better decision-making: With a robust SAM system in place, organizations gain access to accurate and comprehensive data about their software usage and compliance. This information is crucial for making informed decisions about future software investments and strategies. Accurate data helps in predicting software needs, planning budgets and negotiating more favorable terms with vendors.
• Vendor relations: Effective SAM improves relationships with software vendors by ensuring that transactions and interactions are based on accurate usage and compliance data. This transparency allows for more effective negotiations and fosters trust, potentially leading to better service and more favorable pricing or licensing terms from vendors.
• Compliance assurance: SAM ensures that an organization adheres to all relevant software licensing agreements and regulatory requirements. Regular audits and compliance checks help maintain this adherence, providing peace of mind and protecting the organization from potential compliance-related issues.

How is software asset management implemented?

Implementing software asset management is a strategic process that involves several carefully planned steps. By following these steps, organizations can ensure that their SAM practices not only meet current software management needs but are also scalable and adaptable to future changes. Here’s how SAM can be effectively implemented to maximize its benefits:

1. Assessment: The first step in implementing SAM is conducting a thorough assessment of the existing software assets. This includes identifying all software currently in use, the licenses held and how these assets align with the organization’s needs and compliance requirements. This assessment helps to establish a baseline of what software is owned, how it is used and any gaps in licensing that might exist.
2. Planning: Based on the assessment, a SAM strategy is developed, outlining the organization’s objectives for software management and the procedures to achieve them. Planning involves setting clear goals, such as cost reduction, compliance improvement or operational efficiency, and detailing the actions required to reach these goals. This stage may also involve selecting SAM tools and solutions that fit the organization’s needs.
3. Implementation: With a plan in place, the next step is to implement the chosen SAM tools and processes. This includes installing software inventory tools, setting up systems for tracking and managing licenses and integrating SAM practices into the IT department’s daily operations. Implementation may also involve configuring software usage monitoring systems to collect data on how software is being utilized across the organization.
4. Training and awareness: For SAM to be successful, it is crucial that all relevant personnel are trained on the new systems and processes. This training should cover the importance of SAM, the specific tools and procedures put in place and the roles and responsibilities of each team member. Additionally, raising awareness about the benefits of SAM and compliance requirements helps to foster a culture that values effective software management.
5. Monitoring and optimization: After implementation, continuous monitoring of software usage and compliance is essential. This ongoing process helps to identify any issues or inefficiencies, such as unused licenses or non-compliant software use, allowing for timely adjustments. Regular reviews of the SAM strategy and its outcomes should also be conducted to ensure that the organization continues to meet its software management goals efficiently.

What are the best practices of software asset management?

To effectively manage software assets and ensure a high return on investment, organizations should follow established best practices in software asset management. Here’s a closer look at some of the best practices that can enhance the effectiveness of your SAM program.

• Conduct regular software audits: Regular software audits are essential for maintaining control over software assets and ensuring compliance with licensing agreements. These audits help identify unauthorized software, reconcile software licenses and ensure that all installed software is legally compliant and adequately licensed. Regular audits also provide an opportunity to review software needs and usage patterns, which can lead to cost savings and efficiency improvements.
• Establish centralized repositories: Creating centralized repositories for software licenses and agreements simplifies management and enhances visibility across the organization. This repository should include details about each license, such as purchase dates, renewal dates, usage terms and compliance conditions. Centralized repositories make it easier to retrieve information during audits, manage renewals and ensure that licensing documents are up-to-date and accessible.
• Implement automated tools for software discovery and usage tracking: Utilizing automated tools for software discovery and usage tracking can significantly improve the accuracy and efficiency of a SAM program. These tools automatically detect and catalog all software on the network, monitor usage patterns and provide detailed reports that help manage licenses more effectively. Automation reduces the risk of human error and frees up IT staff to focus on more strategic tasks.
• Foster collaboration between IT, procurement and legal departments: Collaboration between IT, procurement and legal departments is critical to the success of a SAM program. IT departments handle the technical aspects of software management, procurement manages the acquisition of software and legal ensures compliance with licensing agreements and copyright laws. Regular communication and collaboration between these departments can prevent discrepancies and align software asset management with organizational policies and objectives.

How IT Glue can enhance your software asset management

Understanding the assets within your IT infrastructure, including both hardware and software, plays a crucial role in ensuring seamless operations. For IT managers, it is essential to know who owns these assets, where they are located and how to troubleshoot issues if they arise.

IT Glue is an award-winning documentation solution that offers powerful asset management capabilities. Through its seamless integration, IT Glue provides a complete inventory of all your assets, including who owns them and where they are stored, all in one place. This data can be leveraged when making critical decisions. Learn more about how IT Glue can help in your asset management and unlock the full potential of your complex and ever-growing IT environments.

IT asset management, which includes both software assets and hardware assets, is crucial for organizations to optimize the usage of assets and maximize their value. Want to discover the best practices to follow while performing IT asset management? Download this free eBook.

The post What Is Software Asset Management (SAM)? appeared first on IT Glue.

So, whether you’re a seasoned IT veteran or just dipping your toes into tech waters, join us on this informative journey. It’s not just about understanding ITAM; it’s about realizing its potential to reshape the way businesses manage and optimize their digital assets.

Ready to dive in? Discover how IT Glue can assist you.

What is IT asset management (ITAM)?

IT asset management (ITAM) is a pivotal business process enabling organizations to identify, track and optimize IT assets. From hardware and software to network devices, ITAM involves collecting, analyzing and reporting data for comprehensive asset management. The ability to pinpoint every IT asset, understand its lifecycle and optimize resource utilization sets the stage for efficient and streamlined operations.

Why is IT asset management (ITAM) important?

IT asset management is crucial for IT professionals, influencing various aspects of their organizations, finances and overall satisfaction. Let’s delve into the profound importance of ITAM and take a look at its impact in areas such as cost reduction, fortified security and regulatory compliance.

• Cost reduction: At its core, IT asset management streamlines resource allocation, leading to significant cost reductions. By precisely tracking and managing assets, organizations optimize their spending, prevent unnecessary purchases and ensure maximum efficiency in resource utilization.
• Improved security: In an era where cyberthreats loom large, ITAM plays a pivotal role in fortifying an organization’s cybersecurity regulations. Proper management of IT assets ensures comprehensive visibility, allowing proactive identification and mitigation of potential security risks. This proactive approach acts as a shield against data breaches and unauthorized access.
• Enhanced compliance: Regulatory compliance is non-negotiable in today’s business landscape. IT asset management acts as a compliance ally, ensuring that organizations adhere to industry regulations and standards. This not only safeguards them from legal consequences but also fosters trust among clients and stakeholders.
• Challenges and strategies: While the advantages of ITAM are clear, its implementation may pose challenges. Common hurdles include initial setup complexities and staff resistance to change. Overcoming these challenges requires a strategic approach, involving comprehensive training programs, clear communication and the gradual integration of ITAM into existing workflows.

Check out this video showcasing how Total Group International benefitted from incorporating intelligent IT asset management in their organization.

Benefits of IT asset management (ITAM)

IT asset management (ITAM) brings a myriad of benefits, reshaping the landscape of IT business and processes. Let’s delve into each benefit, understanding its implications and the impact it could have on businesses, productivity and other overarching goals.

• Cost optimization: At its core, ITAM streamlines resource allocation, leading to significant cost reductions. By precisely tracking and managing assets, organizations optimize their spending, prevent unnecessary purchases and ensure maximum efficiency in resource utilization.
• Compliance assurance: In today’s business landscape, regulatory compliance is non-negotiable. ITAM helps ensure organizations adhere to industry regulations and standards. This not only safeguards them from legal consequences but also fosters trust among clients and stakeholders.
• Enhanced security measures: As cyberthreats loom large, ITAM plays a pivotal role in fortifying an organization’s cybersecurity. Proper management of IT assets ensures comprehensive visibility, allowing proactive identification and mitigation of potential security risks. Read more on how to increase your protection against cyberattacks with intelligent IT documentation.
• Efficient resource utilization: ITAM optimizes resource utilization, preventing underutilization or overuse of assets. By efficiently managing resources, organizations enhance their overall operational efficiency and productivity.
• Risk mitigation: Effective ITAM processes include assessing risks associated with assets, ensuring proactive measures are in place to mitigate potential challenges. This risk-centric approach minimizes the likelihood of operational disruptions and financial losses.
• Strategic decision-making: ITAM provides a foundation for strategic decision-making by offering comprehensive insights into the IT landscape. Armed with accurate and up-to-date information, organizations can make informed decisions that align with their broader objectives.
• Lifecycle management: From procurement to disposal, ITAM involves tracking assets throughout their lifecycle. This ensures optimal utilization, timely retirement and prevents the use of outdated or unsupported assets.
• Productivity gains: By streamlining processes and providing quick access to essential information, ITAM contributes to significant productivity gains. Employees can focus on strategic tasks, knowing that their IT assets are efficiently managed. Read more on the guidelines for maximizing IT value and productivity.
• Operational efficiency: ITAM integrates with IT operations, ensuring that asset information is current and decisions align with broader organizational goals. This integration enhances overall operational efficiency, creating a seamless workflow.
• Reporting and analytics: Robust reporting and analytics capabilities within ITAM provide organizations with valuable insights. These insights facilitate data-driven decision-making, allowing for continuous improvement and optimization of IT processes.

How does the IT asset management (ITAM) process work?

From initiation to integration, each step in the IT asset management process is a vital piece of the puzzle. Let’s go through a step-by-step process of how the process works.

1. Initiation and discovery

The ITAM process initiates with a comprehensive discovery phase. Through advanced tools and methodologies, all IT assets are systematically identified and categorized. This foundational step establishes an exhaustive inventory, laying the groundwork for robust asset management.

2. Asset classification and categorization

Assets are categorized based on type, criticality and other relevant factors during this step. This systematic classification ensures efficient management, allowing organizations to prioritize and handle assets based on their unique characteristics and importance.

3. Asset lifecycle tracking

ITAM meticulously tracks assets throughout their entire lifecycle. Starting from the procurement phase, it monitors each asset’s journey, ensuring optimal utilization, timely retirement and strategic planning for future acquisitions. This step facilitates a proactive approach to asset management.

4. Software license management

ITAM takes charge of software license management, a critical aspect for compliance and cost optimization. By tracking software licenses, ITAM ensures organizations adhere to licensing agreements, prevent over-licensing and optimize software spending, contributing to fiscal responsibility.

5. Risk and compliance assessment

A pivotal step in the ITAM process involves assessing risks associated with assets. Simultaneously, ITAM ensures strict adherence to licensing agreements and regulatory standards. This dual focus mitigates potential risks, safeguards compliance and fosters a secure and trustworthy operational environment.

6. Automation and tools

Automation and specialized tools play a pivotal role in streamlining various ITAM tasks. These tools enhance efficiency in tasks such as asset discovery, inventory management and reporting. Automation ensures accuracy, reduces manual efforts and empowers organizations with real-time insights.

7. Integration with IT operations

ITAM processes seamlessly integrate with broader IT operations. This alignment ensures that asset information remains current and decisions align with the overarching goals of the organization. The integration enhances organizational agility and responsiveness.

8. Data security measures

In the digital landscape, security is paramount. ITAM includes robust data security measures to protect sensitive information related to assets. This step minimizes the risk of data breaches, upholds confidentiality and strengthens the overall cybersecurity posture of the organization.

Types of IT asset management (ITAM)

Discover the various types of ITAM, including hardware, software, mobile, cloud, network, digital, financial and strategic asset management. Each type plays a unique role in optimizing different aspects of IT assets.

1. Hardware asset management

Hardware asset management revolves around the meticulous tracking, maintenance and optimization of physical devices integral to an organization’s operations. This includes computers, servers and networking equipment. Efficient management of these assets ensures optimal performance, longevity and cost-effectiveness.

2. Software asset management

Software asset management refers to the strategic management of an organization’s software assets throughout their lifecycle. This encompasses planning, procurement, utilization, maintenance and disposal. Software asset management ensures compliance with licensing agreements, cost efficiency and optimal use of software resources, contributing to streamlined operations.

3. Mobile asset management

Mobile asset management addresses the unique challenges posed by smartphones, tablets and other mobile devices within an organization. It involves comprehensive tracking, security measures and optimization strategies specific to mobile technology. Effectively managing these assets enhances productivity and supports a mobile-friendly work environment.

4. Cloud asset management

Cloud asset management involves overseeing virtual assets hosted in cloud infrastructures. This includes optimizing resource usage, ensuring cost-effectiveness and maintaining robust security measures within the dynamic and scalable environment of cloud computing. Effectively managing cloud assets is crucial for modern organizations embracing cloud technologies.

5. Network asset management

Network asset management focuses on tracking, optimizing and maintaining components within an organization’s network infrastructure. This includes routers, switches, servers and other network devices. Efficient management of network assets is essential for ensuring seamless connectivity, minimizing downtime and optimizing network performance.

6. Digital asset management

Digital asset management is the systematic organization, accessibility and security of digital assets, such as documents, images and multimedia files. Digital asset management solutions facilitate efficient storage, retrieval and sharing of digital content, enhancing collaboration, preserving brand consistency and ensuring compliance with digital asset usage policies.

7. Financial asset management

Financial asset management in the IT context involves tracking the financial aspects of IT assets. This includes budgeting, depreciation and cost optimization strategies. Effectively managing the financial dimensions of IT assets ensures fiscal responsibility, optimal resource allocation and alignment with overall organizational financial goals.

8. Strategic asset management

Strategic asset management aligns IT assets with the broader strategic objectives of the organization. It involves ensuring that IT assets contribute meaningfully to the organization’s overarching goals and mission. This strategic alignment enhances the value of IT assets, fostering a symbiotic relationship between IT initiatives and organizational success.

Explore how IT Glue can help you with IT asset management (ITAM).

What to look for in an IT asset management (ITAM) solution

Choosing the right IT asset management (ITAM) solution is crucial, and several key factors should guide your decision.

• Scalability: Opt for a solution that scales along with your organization’s growth, accommodating an increasing volume of assets and users without compromising performance.
• Integration capabilities: Choose a solution with robust integration capabilities to seamlessly connect with tools you already use, like Microsoft, Active Directory, Jamf, ServiceNow, Meraki and many others. This ensures streamlined workflows and data consistency across your IT environment.
• User-friendly interface: Prioritize a user-friendly interface that simplifies navigation and promotes user adoption. An intuitive design enhances the overall user experience and reduces the learning curve for your team.
• Comprehensive asset discovery features: Look for a solution equipped with advanced asset discovery features. This ensures a comprehensive view of your IT landscape, including hardware, software and other critical assets.
• Customization options: Opt for a solution that offers customization options to tailor the platform to your organization’s unique needs. Customization enhances the adaptability of the solution to specific workflows and requirements.
• Mobile accessibility: Choose a solution with mobile accessibility, enabling users to access and manage assets on the go. This flexibility is essential for a modern workforce that operates beyond traditional office boundaries.
• Robust security measures: Prioritize a solution with robust security measures to safeguard sensitive asset information. Advanced security features protect against data breaches and ensure compliance with data protection regulations.
• Automation and workflow automation: Select a solution that leverages automation to streamline manual processes. Workflow automation enhances efficiency by automating routine tasks, reducing manual intervention, and minimizing the risk of errors.
• License management and compliance tracking: Ensure the solution includes effective license management features for tracking software licenses. This supports compliance efforts, prevents over-licensing and optimizes software spending.
• Vendor support and updates: Prioritize a solution with reliable vendor support and regular updates. This ensures that your ITAM solution stays current, receives necessary patches and continues to meet evolving industry standards.

Explore how IT Glue addresses these criteria in a demo here.

How can IT Glue help you with IT asset management (ITAM)

As we conclude this comprehensive exploration of IT asset management (ITAM), you will have gained valuable insights into its intricacies, benefits and the pivotal role it plays in organizational success. Now, let’s focus on how IT Glue emerges as the ideal solution tailored for IT professionals like you.

[Insert explainer video]

IT Glue is not just an ITAM tool; it’s a transformative platform designed to simplify and elevate your IT asset management processes. Here’s why IT Glue stands out:

• The simple and smart way to secure clients’ digital footprints: IT Glue offers a streamlined and intelligent approach to securing your clients’ digital landscapes. With advanced security measures, your clients’ sensitive information remains safeguarded against potential threats.
• Automate network discovery, documentation and diagramming: Experience the power of automation with IT Glue. Automate tedious tasks, such as network discovery, documentation, and diagramming, so your team can focus on strategic initiatives rather than manual processes.
• Relationship mapping: IT asset management is only helpful if it’s related to other components of your IT, including vendors, domain and SSL certificates, passwords, SOPs and how-tos. 
• SOC 2 compliance: With IT Glue, achieve and maintain SOC 2 compliance effortlessly. Meet industry standards and regulatory requirements seamlessly, enhancing your organization’s credibility and trustworthiness.
• Secure password management: IT Glue enhances security by securely storing and intelligently linking passwords to specific assets, ensuring streamlined and protected access to networks and resources.
• Knowledge management: IT Glue acts as a central hub, linking troubleshooting SOPs directly to assets. This ensures quick access to relevant procedures, reducing downtime and promoting a standardized approach to asset management.
• Domain and SSL tracking: IT Glue goes beyond traditional ITAM tools by offering advanced features, like domain and SSL tracking. Keep track of domain registrations and SSL certificates, contributing to a more organized and secure IT environment.
• Automated account export: Save time and effort with IT Glue’s automated account export feature. Easily export account information, streamlining data management and ensuring accuracy in your IT asset records.
• Enterprise security features: IT Glue offers a variety of enterprise security features like IP access control, host-proof hosting, audit log, user permissions and many more.

With IT Glue, you’re not just adopting an ITAM solution; you’re embracing a transformative platform that empowers your team, enhances security and ensures compliance with industry standards. Ready to revolutionize your IT asset management? Explore more about ITAM here and discover how IT Glue’s features can elevate your IT operations to unprecedented heights.

The post What Is IT Asset Management (ITAM)? appeared first on IT Glue.

The IT team, for example, needs to know what hardware and software assets the company is using, to properly evaluate the cybersecurity risks that an organization faces. If asset management sits with a procurement or finance team, there will inevitably be a gap in communication and the IT team will find itself trying to secure the company’s environments without ever really having a clear view of the entire IT environment.

Another major challenge in IT is managing people. As explained by IT Glue’s GM and CTO, Nadir Merchant, “Growth is much easier when you have everyone on the team following the same processes. When the process is separated from what, who, and why, it’s much more difficult for IT to grow. Connecting asset management with processes, passwords, SOPs, and any other information the IT team needs allows for IT departments to scale with the rest of the company.”

This is where Vancouver-based IT Glue is creating a difference. IT Glue is the first documentation solution that is purpose-built by IT pros that consolidates asset management, passwords, and SOPs in one, and from an IT perspective rather than a procurement or finance team perspective.

IT Glue’s product team believes that asset management starts with hardware and software assets but goes far beyond that. It’s documenting the SOPs that relate to that asset (i.e. processes and troubleshooting), passwords to access the asset, vendor information such as for servicing or parts), expiries, and user information to identify who has what assets. IT Glue brings all IT documentation under one roof. Instead of having SOPs in one system, asset information in another, and user info someplace, else, resulting in information sprawl, IT Glue centralizes everything and gives you a single source of truth. “Integrations are a powerful means by which IT Glue makes this happen. We have over 55+ integrations, including ServiceNow, Meraki, Intune, Jamf Pro, Microsoft365, Active Directory, Azure, and many more,” explains Merchant.

Built by the IT Team for the IT Team

What makes IT Glue stand out from the crowd is that the company is built for the IT department. It’s a different approach than the usual IT asset management systems – in fact, IT Glue is complementary to what the big names are doing, because of its unique focus on the needs of IT pros – focusing on security, service desk efficiency, and making sure that the IT department understands how the different assets are connected to one another. Because it is built for IT, the company has hardware and software templates to get started without reinventing the wheel. And to help make documentation easy, IT Glue has over 100+ quick-start templates so that it can streamline processes.

SOC 2 is the gold standard for SaaS security, and Type II means that the IT Glue systems are routinely vetted for compliance with the SOC 2 standard. “We recognize that we’re storing valuable and sensitive information, and because of that, we have built security into every aspect. It’s not just SOC 2, it’s a full slate of security features so that you can have the utmost trust in how your sensitive data is handled and stored,” points out Merchant.

Solving Everyday Challenges

IT Glue was launched in 2014, and before that, it was the internal product of a managed service provider. They used IT Glue to help manage their documentation. Over time, the company grew rapidly in that space, as the team was solving a problem that everybody knew they had but was at a loss to solve internally. In recent years, IT Glue has had a lot of technicians move out of managed services and into internal IT teams, and they bring IT Glue with them because nobody’s doing what IT Glue’s team does. Documentation is a problem that every IT professional faces at one point or another. “We make documentation not just easy to create, but powerful to use, and that’s a real eye-opener for any IT pro,” extols Merchant.

Since opening its doors, IT Glue has delivered pioneering solutions to its customers. Merchant recalls an instance when the company assisted Bell’s Brewery, one of the largest craft breweries in the United States, with five sites and around 600 employees. IT Glue is fantastic for a centralized IT team servicing multiple job sites – having everything documented in IT Glue saves helps the IT team cut down on on-site visits. The company’s SysAdmin, William Richardson, came from an MSP and knew right away that IT Glue would improve the efficiency of his team at Bell’s. Their documentation was spread out over multiple different systems, but since they’ve been centralizing everything in IT Glue, it’s a lot easier to find reliable information in a timely manner. They’re experiencing benefits in faster response times, less downtime, speedier onboarding, and improved password security.

At IT Glue, the company’s innovations are focused on three main factors, including documentation automation, internal automation, and security. In the past year, IT Glue has deepened its relationship with Microsoft considerably. They’re the biggest player in IT, most companies use their products, and IT Glue is working with them to make documentation that much easier. “We’ve got integrations with Intune, Azure AD, Microsoft 365, Active Directory, even Teams, and there’s more where that came from. We want IT Glue to work seamlessly with the tools that IT pros use daily. Doing this will allow us to continually add more value for IT professionals,” concludes Merchant.

LEARN MORE ABOUT IT GLUE

The post IT Glue: Redefining IT Asset Management appeared first on IT Glue.

But you have to get approvals from your boss, your boss’s boss, maybe even someone in Ops or Finance. We go into detail about this here in our blog “How to Get Approval for an IT Documentation System.” The challenge arises when you’re asked to demonstrate ROI.

Asset management doesn’t lead to sales, but that doesn’t mean there isn’t a return on investment. You simply need to know where to look to find ROI. So, when someone needs to see the ROI of something in order to give their approval, you need to be able to show them where that ROI comes from.

In our experience, ROI of asset management comes from a few different places. Here’s where.

Track your service desk metrics

The performance of your service desk is always a good indicator of IT success. One of the key benefits of asset management is that it provides easy access to mission-critical information. This helps bring down your ticket resolution time and improves your resolution rate. You need to track these metrics before and after the implementation of your asset management system. This will give you an idea of how it has helped improve your service desk metrics.

Customer satisfaction is also a critical factor when analyzing service desk metrics. Faster resolution of service requests will naturally improve your customer satisfaction score. Hence, you need to track your customer feedback to make sure their satisfaction levels have improved after the implementation of your asset management system. Other key factors like ticket backlogs, tickets resolved per hour, etc., are also good indicators of service desk efficacy in relation to asset management.

Analyze your organization’s efficiency

Proper asset management will bring down the time spent on redundant tasks in your organization. Hence, your organization’s efficiency will witness a visible increase after the implementation of an asset management solution. For instance, tasks that once required an hour to perform can now be done in just 45 minutes due to the easy availability of information.

Analyze these changes in different departments to see how your organization’s overall efficiency has increased. Asset management can also reduce the time spent on gathering, searching, organizing and reviewing vital information. If you need tangible evidence of asset management’s benefits, you can use our waste calculator to measure the costs of not maintaining documentation. This will give your higher-ups an idea of what they are missing out on.

Check the availability of time for additional projects

The main goal of asset management is to reduce the time spent on repetitive tasks to allow you to focus on other core tasks that matter. Track the extra time you have gained after the implementation. For instance, you might have had a history of postponing your cybersecurity initiatives due to lack of time. Check if your organization has restarted these initiatives or gained additional time to spend on similar projects after the implementation of an asset management solution.

Track the health and happiness of your team

Successful asset management doesn’t always have to be something that contributes to the bottom line of your company. In many cases, you can see that in the mental health and happiness of your employees. Managing your IT infrastructure can be a stressful process that often leads to burnout.

Following the implementation of your asset management system, your employees are likely to become less stressed, more engaged and more productive. It also promotes flexibility in work by allowing employees to access information from anywhere. With your employees not being tied to their workstations, they will be more content and efficient when handling their tasks. Also, automated workflows remove employees from redundant tasks. Hence, they won’t have to be stuck with frustrating tasks that don’t contribute to their growth.

As a result of these benefits, your attrition rates are likely to go down. You can witness this just by tracking your employees’ performance and gathering their feedback on the asset management solution.

Successful asset management with IT Glue

IT Glue is an award-winning documentation tool that comes with great reporting features. You can measure the success of your asset management process by tracking various metrics. IT Glue also comes packed with many innovative features.

IT Glue’s SOC 2-compliant documentation platform features an immutable audit trail, multifactor authentication and a next-generation password management engine. These features are fully integrated and linked with all your documentation.

To learn more about how IT Glue can meet your documentation needs, request a demo.

The post Measuring the Success of Your Asset Management Solution appeared first on IT Glue.

However, there is a way to meet this challenge head-on. IT asset tracking can help you better manage your technology assets and ensure better efficiency and security.

Manually documenting all your IT assets in today’s highly digitized world is a cumbersome, time-consuming and error-prone task. You can overcome these limitations with an IT asset tracking solution that actively monitors and automates all aspects of asset management.

Let’s explore the different aspects of IT asset tracking and how it boosts security, enhances efficiency and eliminates waste in your organization.

What is IT asset tracking?

IT asset tracking refers to the process of tracking, monitoring and recording all technology assets in an organization’s IT environment. It is carried out by IT administrators and managers to gain better visibility into an organization’s entire IT infrastructure.

With asset tracking, you can record all changes implemented in a device and use it for future reference. Some of the changes you can monitor with asset tracking include:

• Software license change
• Physical relocation of the device
• Change in IP address
• Installation or uninstallation of software
• Devices in a network

Asset tracking vs. inventory management

Organizations typically have an IT inventory database with information about all their IT assets. Although inventory management works hand in hand with asset management, it differs from IT asset tracking in several aspects.

Inventory management focuses mainly on optimizing the use of IT assets. For instance, every organization has a finite number of software licenses. Inventory management is all about tracking the number of licenses available and moving them accordingly based on user requirements.

Asset tracking is a lot more comprehensive than that. Everything from asset ownership to its current status is monitored regularly with the help of asset tracking. Asset tracking also focuses on various aspects of IT assets including IT security, compliance, legal requirements, finance and more.

Asset tracking vs. asset management

IT asset management (ITAM) is a much broader concept compared to IT asset tracking. It deals with the entire lifecycle of IT assets rather than just their inventory statuses or hardware/software changes. The asset management process starts with the procurement of an IT asset and lasts until its final retirement. It includes onboarding, patching, maintenance, reporting, auditing, compliance, etc.

Asset tracking, on the other hand, is a part of ITAM since it deals with certain elements of asset management such as the capture and storage of IT asset information, location tracking, ownership status and more. Physical devices in an organization are tracked with the help of GPS tags, RFID, barcodes, etc. Other assets like software tools can be tracked with the help of software agents.

What are the different types of IT assets?

The term “asset” applies to both physical and virtual assets in an organization. All modern-day organizations are likely to have a combination of both to help them with their business operations. With today’s IT infrastructures becoming more complex, there is also a need to regularly track these assets to ensure their effective performance.

Physical assets may include everything from your computers and servers to all small accessories that go along with them. Virtual assets include software tools, cloud solutions, SaaS applications, etc. Before we understand how asset tracking works, let’s get an idea of the different asset types that need to be tracked.

Hardware assets

There are different ways to track hardware assets in an IT environment. However, MAC addresses or barcodes are the most commonly used ways of tracking hardware assets. Modern-day asset tracking solutions are often integrated with procurement systems that already have an asset’s information such as purchase data, warranty, software details, etc. A simple scanning of the asset’s barcode can load the tracking tool with all the necessary details.

Software assets

Tracking software assets is a little different from hardware assets. Some traditional asset tracking systems have manual entries for the software installed in the hardware assets. However, modern-day solutions use agents to identify and track software tools installed in a device. This helps administrators track details such as software licenses details, compliance status, expiry dates, etc. Periodic scans by these agents play a critical role in IT admins getting vital information from their software assets.

Cloud assets

Until a few years ago, it was enough for asset tracking systems to track only physical hardware and software tools. However, a large part of today’s modern IT infrastructure runs on cloud systems. Hence, all organizations need to have asset tracking tools that can be deployed into cloud solutions and gather relevant data. The standard build of all clouds has agents. You can use these agents to track the assets on cloud networks. Alternatively, administrators can also use authentication systems like Single Sign-On (SSO) to track and gather asset information.

SaaS assets

In today’s digital environment, most organizations cannot function effectively without SaaS products. SaaS tools have reduced the complexity of various tasks, and it is no wonder that the SaaS market is growing at 18% per year. Without actively tracking your SaaS assets, you cannot quantify the value you derive from these products. Similar to cloud assets, you can gather information on your SaaS assets from authentication systems like SSO. Asset tracking systems used today can gather details like location, usage, owners, etc., and monitor these assets.

How does asset tracking work?

IT asset tracking is more than just taking inventory of your hardware and software assets. It provides complete visibility into all the IT assets in your infrastructure. You can instantly access various kinds of information like who has an asset, where it is now, the software tools installed in it, whether it requires maintenance and more. With this information, you can take various business decisions and manage business challenges.

Before you start the IT asset tracking process, you must address the following factors:

• What needs to be tracked: With the asset tracking functionality, organizations can get many vital details about the available equipment and tools. To get the maximum benefit from an asset tracking solution, you need to provide clear inputs on what needs to be tracked.
• Who is responsible: There must be a stakeholder to ensure the right implementation of asset tracking. Individual asset owners must be responsible for incorporating the rules for securing these assets.
• Gathering reports: Reporting is another integral part of asset tracking. It is important to make sure that your asset tracking tool has the reporting functionality. It is better to have an option to generate customizable reports as well.
• Tracking method: There are different ways to track an IT asset. For instance, you can generate barcodes for each hardware asset and assign a unique identification number. This helps you get instant access to all asset data simply by scanning the bar code.

Physical asset tracking

There are different ways of tracking physical assets. Here are some common ways:

• Barcode: This refers to a unique identification number assigned to each asset. This number is usually machine-readable, and you can identify it with the help of a barcode scanner.
• RFID (Radio Frequency Identification): This uses electromagnetic or electrostatic coupling to send asset information wirelessly.
• GPS (Global Positioning System): GPS is not limited to automobiles and fleet movement. You can also use this technology to locate your IT assets effectively.
• QR (Quick Response) Code: This is a matrix type barcode we use today in most payment apps. You can use the same technology in asset management as well.
• NFC (Near Field Communication): It works similar to RFID, but its range is limited to only a few inches. You can simply use your smartphone to receive asset information.
• BLE (Bluetooth Low Energy): This technology uses Bluetooth tracker signals for accurate asset tracking. You can pick up the signals with smartphones or Bluetooth gateways.
• IoT (Internet of Things): This technology uses IoT sensors to actively track various information about IT assets including their location, usage, condition, environment, etc.

Virtual asset tracking

Software assets don’t require tags to communicate information to an asset tracking tool. Typically, these assets are tracked based on the number of copies installed in an organization’s IT environment. Information about these software tools can be gathered from their authentication systems or the software agents.

What is asset tracking software?

Considering the complex nature of today’s IT environments, manually tracking and documenting all asset information can be quite resource-intensive. Moreover, it consumes a lot of time and can be prone to human error. The best way to overcome these issues is with the help of an asset tracking software tool.

You can use IT asset tracking software to track and monitor the IT assets in an organization. An effective tool can automate the entire asset tracking process and provide you with up-to-date information about your hardware and software inventory.

What are the benefits of asset tracking software?

Asset tracking software can play a huge role in the security of your IT assets. In addition, you can also witness the following benefits with an IT asset tracking software solution.

• Theft prevention: Tagging the hardware assets prevents the possibility of theft. Even if you misplace an asset for some reason, you can easily track it through the software tool.
• Lower maintenance costs: With the proper monitoring of IT assets, you can keep track of their efficiency and quality. This lowers the money spent on the maintenance of your assets.
• Extending the life of assets: In addition to overcoming maintenance issues, you can also extend the life of your IT assets. Since you can regularly monitor your asset performance on the software, you can instantly get to it when there is an issue. This increases its lifespan.
• Higher productivity: Asset tracking frees up your workers from the responsibility of asset management. Since the asset information is automatically tracked, there is no need for workers to concern themselves with the tracking tasks. This helps boost the productivity of your workers.
• Centralized administration: You can track and monitor all asset information from a single point of truth. This prevents IT administrators from maintaining separate logs for different asset types.
• Streamlined auditing: The auditing process in asset management is quite exhaustive. The information from your asset tracking software simplifies the process and ensures streamlined auditing without any issues.

Who needs asset tracking?

IT asset tracking is beneficial for all organizations that work with IT assets every day. From airlines to hospitals, all organizations need to keep track of their equipment. Without an asset tracking software tool, keeping track of all IT asset information can be extremely hard and increasingly overwhelming in the long run.

From equipment downtime to lost productivity, there is a lot to lose from not having an asset tracking solution. Besides, organizations also risk non-compliance when they use manual solutions for complex tasks such as asset tracking.

IT asset tracking with IT Glue

IT Glue is an all-in-one asset, knowledge and password management solution. Our solution centralizes and tracks all IT assets including software, SOPs, password information and more. IT Glue integrates with endpoint management, service desk management, network monitoring tools and backup solutions to automatically bring all asset information into a centralized single pane of glass.

This provides better visibility into all the assets you have across different clients and different locations. You can also get all the related information, including related software, SOPs, passwords, etc., in a single pane.

To learn more about how IT Glue can help with IT asset tracking, request a demo.

Get your demo here!

Found this article helpful? Share it with your social network using the icons below.

The post IT Asset Tracking: Streamline Your Asset Information to Make Smart Decisions appeared first on IT Glue.

IT asset management ensures that a company’s technology resources are effectively utilized, optimized and accounted for, which in turn supports strategic decision-making and operational efficiency. In this blog post, we will discuss what IT asset management is and explain why it is important for IT professionals to prioritize it. We will discuss its benefits, components, types, lifecycle stages, ISO standards, best practices and much more. By the end, we’ll also explore how IT Glue can help you streamline and enhance your ITAM processes.

What is IT asset management?

IT asset management is a comprehensive approach to tracking and managing an organization’s IT assets. These assets include hardware, software and digital data, spanning everything from computers and servers to software licenses and cloud services. ITAM helps organizations optimize asset utilization, reduce maintenance costs, improve security, boost efficiency and ensure compliance with regulatory requirements.

Notably, one crucial aspect of IT asset management involves assessing how effectively your IT infrastructure meets your specific business requirements. The goal is to optimize the value generated by the IT equipment by continuously monitoring its status throughout its lifecycle.

How is IT asset management different from IT service management?

Despite having some similarities with IT service management (ITSM), IT asset management is quite different in terms of purpose and objectives. ITSM is an umbrella service that deals with a range of processes, including planning, delivering, supporting and maintaining various IT services. IT service management focuses on overall IT services rather than just assets. In that sense, ITAM can be considered a component of ITSM.

Why is IT asset management important?

Effective ITAM is essential for several reasons. Firstly, it ensures that all IT assets are accounted for and used efficiently, preventing wastage and redundancy. This optimization can lead to significant cost savings since organizations can avoid over-purchasing and underutilizing resources.

ITAM also enhances security by ensuring that all assets are up to date and compliant with security policies. Outdated or unmanaged assets can pose serious security risks, making it easier for cybercriminals to exploit vulnerabilities.

ITAM supports regulatory compliance as well by maintaining accurate records of IT assets and their usage. This is particularly important in industries with strict regulatory requirements, such as finance and healthcare, where non-compliance can result in heavy fines and reputational damage.

What are the benefits of IT asset management?

Effective IT asset management offers numerous advantages that can significantly impact an organization’s operations and bottom line. Let’s look at some of the benefits of ITAM and how they contribute to a more streamlined and secure IT infrastructure, ultimately supporting the organization’s overall success and growth.

• Better control of your IT environment: Effective ITAM provides complete visibility into your IT infrastructure, enabling better control and management of your assets. This comprehensive oversight helps prevent unauthorized use of assets and ensures that all technology resources are aligned with the organization’s goals and policies.
• Reduced IT costs: At its core, IT asset management streamlines resource allocation, leading to significant cost reductions. By optimizing the use of existing assets and avoiding unnecessary purchases, ITAM can significantly reduce IT expenses. Detailed tracking and analysis help identify opportunities for cost savings, such as consolidating licenses or negotiating better vendor contracts.
• Improved governance of IT assets: ITAM enhances governance by establishing clear policies and procedures for managing IT assets. This structured approach ensures that all assets are used appropriately and responsibly, reducing the risk of misuse or theft.
• Combat shadow IT concerns: Shadow IT refers to the use of unauthorized applications and devices within an organization. ITAM helps combat this by providing visibility into all assets and enforcing compliance with approved technologies, reducing security risks and ensuring data integrity.
• Increased operational efficiency: By automating asset tracking and management, ITAM streamlines processes and reduces the administrative burden on IT staff. This increased efficiency allows IT teams to focus on strategic initiatives rather than routine maintenance and troubleshooting.

What are the components of an IT asset management database?

An ITAM database should include three main types of data to support comprehensive asset management, which are:

Physical

This includes information about the hardware assets, such as desktops, laptops, servers and networking equipment. Details like make, model, serial number, location and status are recorded to facilitate tracking and management.

Financial

Financial data encompasses the cost, depreciation and total cost of ownership (TCO) of IT assets. This information helps in budgeting and financial planning, ensuring that asset purchases and replacements are cost-effective.

Contractual

Contractual data includes details about software licenses, service agreements, warranties and vendor contracts. Keeping this information up to date ensures compliance and helps manage renewals and negotiations effectively.

Types of IT asset management

Based on the types of assets managed, IT asset management can be primarily classified into the following four categories:

Hardware asset management

Hardware asset management focuses on the inventory of various hardware devices, including computers, printers, routers and modems. Efficient management of these assets ensures optimal performance, longevity and cost-effectiveness.

Software asset management

This process tracks and monitors software assets that are installed in various devices on the network. Software assets need to be constantly tracked and periodically reviewed to ensure they meet business requirements. Software asset management ensures compliance with licensing agreements, cost efficiency and optimal use of software resources, contributing to streamlined operations.

Mobile asset management

Mobile asset management addresses the unique challenges posed by smartphones, tablets and other mobile devices within an organization. It involves comprehensive tracking, security measures and optimization strategies specific to mobile technology. Effectively managing these assets enhances productivity and fosters a mobile-friendly work environment.

Cloud asset management

Cloud asset management involves overseeing virtual assets hosted in cloud infrastructures. This includes optimizing resource usage, ensuring cost-effectiveness and maintaining robust security measures within the dynamic and scalable environment of cloud computing. Effectively managing cloud assets is crucial for modern organizations embracing cloud technologies.

Stages of IT asset lifecycle management

The IT asset lifecycle is a framework for managing assets from acquisition to disposal. The stages include:

1. Plan: In the planning stage, organizations assess their IT needs and develop a strategy for acquiring and managing assets. This involves forecasting future requirements and budgeting for purchases.
2. Develop/acquire: This stage involves procuring the necessary assets. It includes selecting vendors, negotiating contracts, and purchasing or leasing hardware and software.
3. Integrate/deploy: During integration and deployment, assets are configured and deployed to end users or integrated into the existing IT infrastructure. This stage ensures that assets are ready for use and meet the organization’s requirements.
4. Maintain/improve: Maintenance involves regular updates, repairs and upgrades to ensure that assets remain functional and secure. Improvement focuses on optimizing asset performance and extending their useful life.
5. Retire: When assets reach the end of their useful life, they are retired and disposed of. This involves decommissioning, data wiping and environmentally responsible disposal or recycling.

ISO standards for ITAM

The International Standards Organization (ISO) has established various standards for IT asset management to ensure organizations’ needs are adequately met. Let’s examine some of these established standards.

• ISO/IEC 19770-1: This concerns the best practices of ITAM and provides organizations with a way of proving that they are performing IT asset management according to established standards.
• ISO/IEC 19770-2: This standard helps organizations identify the software deployed in a device.
• ISO/IEC 19770-3: This standard identifies the licenses, rights and entitlements associated with a piece of software.
• ISO/IEC 19770-4: This standard helps measure resource utilization in an organization.
• ISO/IEC 19770-5: This gives an overview of ITAM standards and associated vocabulary as defined under ISO.

ITAM best practices

Implementing best practices in IT asset management is crucial for ensuring that your IT assets are efficiently managed and utilized. Adopting these practices can lead to improved visibility, enhanced security and cost savings. Below are some essential ITAM best practices that every organization should follow.

Perform regular audits and tracking of IT assets

Regular audits are vital to maintaining accurate records of your IT assets. By routinely verifying the presence, condition and utilization of assets, you can ensure that all assets are accounted for and being used efficiently. Audits help in identifying discrepancies, unused or underutilized assets, and potential security risks. Tracking assets regularly also aids in timely maintenance and updates, preventing unexpected downtimes and ensuring compliance with internal policies and external regulations.

Maintain detailed records and reports

Keeping detailed records and reports of your IT assets is essential for effective asset management. This includes documenting asset specifications, purchase details, warranty information and maintenance history. Comprehensive records facilitate informed decision-making, enable efficient asset tracking and provide valuable data for financial analysis. Detailed reporting helps in forecasting future asset needs, budgeting and identifying opportunities for cost savings. Moreover, it ensures transparency and accountability within the organization.

Gather feedback from stakeholders

Engaging stakeholders in the ITAM process is crucial for aligning asset management strategies with organizational goals. Stakeholders, including IT staff, finance teams and end users, can provide valuable insights into the performance and utility of IT assets. Gathering feedback helps in understanding user needs, identifying pain points and making informed decisions about asset acquisition, deployment and retirement. Regular communication with stakeholders ensures that the ITAM process remains dynamic and responsive to changing requirements.

Utilize automation for ITAM processes

Automation is a game changer in IT asset management. By automating routine tasks such as asset tracking, inventory management and compliance reporting, organizations can significantly reduce manual effort and minimize errors. Automation tools can provide real-time visibility into asset status, streamline workflows and ensure timely updates and maintenance. Leveraging automation also frees up IT staff to focus on strategic initiatives, enhancing overall productivity and efficiency.

For a comprehensive guide on best practices in IT asset management, check out our Best Practices for IT Asset Management eBook.

What is IT asset management software?

IT asset management software automates the ITAM process, providing a centralized platform for tracking and managing IT assets. It offers features such as automated inventory tracking, compliance management and reporting, making it easier for organizations to manage their IT resources effectively.

What should you look for in an ITAM solution?

When selecting an ITAM solution, consider the following features:

• Automated inventory tracking: Automatically track and update asset information.
• Compliance management: Ensure assets comply with regulatory and vendor requirements.
• Reporting and analytics: Generate detailed reports and insights for better decision-making.
• Integration capabilities: Integrate with other IT systems for seamless operations.

How IT Glue helps you with IT asset management

As a leading cloud-based documentation platform, IT Glue can help you build a basis for hardware asset management and automate the entire process with our integrations and open API. You can then easily relate the hardware asset information to software applications, Active Directory, backup, email and many more with the IT Glue flexible asset templates. This allows you to consolidate your IT asset information into a single pane of glass, putting everything at your fingertips.

IT Glue’s SOC 2-compliant documentation platform features an immutable audit trail, multifactor authentication and next-generation password management engine, all of which are fully integrated and linked with all your documentation.

To know more about how IT Glue can help with IT asset management, get a demo now.

The post What Is IT Asset Management (ITAM)? appeared first on IT Glue.

Centralization

This seems simple enough – keep everything you know in one place. But of course, when you first start a business, even if you’re diligent about documentation, different things might be documented in different places. There’s nothing particularly wrong with that in the short run but in the long run it’s going to be a challenge to remember which information is kept where. And storing key IT asset information across multiple systems isn’t even remotely scalable. Best to build out a centralized location early on, so that your asset management system can grow with you.

Structured

There’s more to IT asset management than just writing stuff down. That sort of flat documentation doesn’t really add a ton of value. Structured documentation does, because it enables you to link things together in meaningful ways. So you know which user has which hardware, which software and which passwords. Flat documentation can tell you that your client has ten computers. Structured documentation tells you which user has which computer, what that computer is connected to, and what they use it for. Being able to flow seamlessly through different asset types allows you to get actual value from the documentation you’re using.

Automated

Writing things down manually takes time, and it’s not a particularly good use of your time if you don’t have to do it. Automate as much as you can so you’re not just documenting your IT assets, but actively managing them. Automated documentation remains up to date with little work on your part, which means you can spend more time managing assets instead of just writing stuff down.

Proactive

This is the management part of IT asset management. When you know when warranties are up, when things need to be replaced, where the security risks are, you’re in a better position to proactively manage your assets. If you’re dealing with budgets that need to be approved ahead of time, having a sense today of what will need to be done tomorrow makes a difference – you get the budget you need ahead of time.

How IT Glue Helps

IT Glue is the gold standard of documentation systems, precisely because it makes IT asset management easy. IT Glue provides a centralized, structured documentation system with a high level of automation. Use IT Glue to proactively manage your IT.

Yes, I’d like a demo!

The post IT Asset Management Best Practices appeared first on IT Glue.

With this new release, you can now view existing Flexible Assets without requiring a workstation. Not only does this offer you greater flexibility, but it ensures that in the event of an emergency, all the information you need is at your fingertips regardless of where you are.

Consider being on site, and your client’s wireless connection isn’t working. All the information you need to not only understand, but solve the problem, can be accessed on your phone. This increases the value of the service you provide substantially by being able to solve problems without a delay.

In case you missed it, we also added Configurations to our mobile app just a few weeks ago. With this addition, accessing your Configurations and the Passwords associated with them allows you to gather the information you need on the fly. Also, don’t forget that you can edit the passwords on the mobile app as well.

If you’ve been waiting on added functionality to download the IT Glue mobile app, then boom! It’s time.

For more information, don’t forget to take a look at our Knowledge Base article, and get started enhancing your mobile experience today.

The post Feature Release: Mobile Flexible Assets appeared first on IT Glue.