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It Inventory Guide

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Submitted By ajvelez
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Appendix E

IT Inventory Template
I keep my IT Inventory in an Excel workbook with individual worksheets for the following major categories, with the subheadings under each on the sheet itself:
• Staff computers
- Computer name
- Primary user login
- Location (department)
- IP address
- MAC address
- Make
- Model
- Serial number/product number/service tag
- Size of hard drive
- Amount of RAM
- Processor speed
- Optical drive
- Date of purchase
- Warranty begin/end
- Network drop number
- Peripherals attached
- Notes

155

156 Implementing Technology Solutions in Libraries

• Public computers
- Computer name
- Primary user login
- Location (department)
- IP address
- MAC address
- Make
- Model
- Serial number/product number/service tag
- Size of hard drive
- Amount of RAM
- Processor speed
- Optical drive
- Date of purchase
- Warranty begin/end
- Network drop number
- Peripherals attached
- Notes
• Printers
- Share name
- Location (department)
- IP address
- Make
- Model
- Driver

IT Inventory Template 157

- Date of purchase
- Warranty begin/end
- Network drop number
- Notes
• Servers
- Server name
- Location
- IP address
- MAC address
- Make
- Model
- Serial number/product number/service tag
- Size of hard drive
- Amount of RAM
- Processor speed
- Optical drive
- Date of purchase
- Warranty begin/end
- Network drop number
- Notes
• Network equipment
- Device name
- Location (department)
- IP address
- MAC address

158 Implementing Technology Solutions in Libraries

- Make
- Model
- Serial number/product number/service tag
- Date of purchase
- Warranty begin/end
- Network drop number
- Notes
• Software
- Name of software
- Version of software
- Number of licenses
- License key
- Maintenance expiration date
- Location(s) where installed
• Vendor contact information
- Company name
- Contact name
- Product(s) supported
- Phone number(s)
- Email address
- Mailing address
- Fax number
- Notes

IT Inventory Template 159

In addition, you might want to include a worksheet for the following: • Equipment in storage: either prepare for deployment or out of service
• Telephones: include wireless as well
• Other specialty equipment (vending devices, scanners)
Passwords must also be documented but as securely as possible. Use a tool that will help you store and manage your passwords.
I use a free product called 4UOnly from Dillobits software, available online at www.dillobits.com/4uonly.html. This tool allows you to store usernames and passwords for any purpose, and it includes features for writing notes, auto-generating passwords, and setting passwords to expire on a certain date. It requires one password to open the master password file, so you must remember that one, but the rest are safely stored for you.

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