Male Rep 2


 "Customer's perception is our reality"

Have IT Questions?
Call us now (888) 894-6411

TWINTEL Solutions Blog

Tip of the Week: Keeping Track of Your Inventory

Tip of the Week: Keeping Track of Your Inventory

Regardless of your organization’s size, there is more than likely a large amount of information technology to keep track of and maintain. As is usually the case when so many moving parts and variables are involved, the task of keeping them organized can quickly become difficult and stressful. This week, we’ll give you a few tips on how a proper inventory can help your business stay apprised of its IT resources.

What Can an Inventory Do?
At its core, an inventory serves the purpose of keeping track of the assets and resources a business has in its possession. This spans from how many cases of burger patties a fast food franchise has to how much water a hydroponic plant has in reserve. Not only does this assist the business with ensuring that it always has the resources necessary to operate, it also assists with insurance claims. By keeping you up-to-date on what you have, an inventory serves as a documented resource that can support your claims if the need arises - such as after a disaster event or theft.

Furthermore, a detailed and up-to-date inventory record can help you to identify how old your resources are, allowing you to prioritize when it needs to be refreshed and/or replaced.

As one would imagine, these are all important factors to consider when technology is involved. In light of this, it becomes especially important to develop and enforce a unified and direct system as a standard during the inventorying process.

What Your Inventory Needs to Account For
As you create this system, you need to make sure it addresses the five key details included in a comprehensive inventory record.

1. What is it that you have?
Of course, the whole point of an inventory is to identify the resources you have on hand. Given the long, detailed names that many technology components have (in addition to the many details a piece of hardware or software will have that need to be addressed), it may make the most sense to develop a shorthand that easily and efficiently communicates what exactly it is that your business has in its possession.

For example, if you utilize differently-sized hard drives for different tasks and purposes, you will likely have a stash of these hard drives squirrelled away for later use. Rather than writing out a comprehensive list, creating an internal shorthand will make the task of inventorying these components much easier.

So, if a company were to have 7 spare hard drives, 1 blue hard disk drive with a 5 terabyte capacity, 3 red solid state drives with 10 terabytes each, 2 black hard disk drives with 10 terabytes each, and one purple hard disk drive with a capacity of 5 terabytes, using shorthand might simplify that list into:

  • 1 HDD - BLUE - 1TB
  • 3 SSD - RED - 10TB
  • 2 HDD - BLACK - 10TB
  • 1 HDD - PURPLE - 10TB

2. Where is it stored?
This consideration is especially important if a company has more than one location or stores their supplies in more than one spot in the building. Your inventory record needs to keep track of where a given component is kept so it may be found quickly if need be. Make sure you mark the building it is in, as well as the room and where specifically in that room it is kept. This adds a little more information to your shorthand list:


3. Additional Details to Include
Finally, there are other pieces of information you should use your inventory process to track. To assist with potential insurance needs and monitoring your solutions for a refresh, it helps to add the date that the technology was acquired, as well as how much it cost to acquire it. As a result, your list becomes:

  • 1 HDD - BLUE - 1TB (MAIN LOCATION/BASEMENT/SHELF A) - $95 (May 9, 2017)
  • 3 SSD - RED - 1TB (MAIN LOCATION/BASEMENT/SHELF E) - $250 (June 30, 2017)
  • 2 HDD - BLACK - 1.5TB (SAT-OFFICE1/ROOM4/SHELF B) - $160 (August 18, 2017)
  • 1 HDD - PURPLE - 10TB (SAT-OFFICE2/ROOM2/SHELF D) - $355 (February 2, 2018)

Other Considerations for Your Inventory
Maintaining an up-to-date set of totals for your inventory is an essential process. After all, what’s the point of keeping track of your inventory if it isn’t going to be accurate anyway? This means that, in addition to ensuring that you start off with the right numbers, you need some sort of system to help you keep a running total. Whether this system is manually keeping totals on a clipboard, updating a spreadsheet, or leveraging asset management, is up to you.

Reach out to us here at TWINTEL Solutions by calling (888) 894-6411 to see how we can help. In the meantime, keep checking back for more helpful tips and tricks.

Which Authentication Option is Best?
Four Questions to Have About Cloud Services


No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Wednesday, February 20 2019
If you'd like to register, please fill in the username, password and name fields.

Captcha Image

Mobile? Grab this Article!


Our 10 Benefits

Our 10 Benefits Whitepaper

This whitepaper will evaluate the differences between traditional technical support practices and modern managed IT practices and the pros and cons of both in regards to small and medium-sized businesses.

Download Now!   Need A Consultation?

Tag Cloud

Security Tip of the Week Best Practices Technology Cloud Privacy Business Computing Hackers Network Security Backup Hosted Solutions Malware Mobile Devices Google VoIP Data Microsoft Business Disaster Recovery nonprofit Internet Software bgc communications Business Continuity Email roundup Innovation Outsourced IT Managed IT Services User Tips Alert IT Services Smartphones Hardware Tech Term Data Backup Productivity Browser Managed IT Services Windows 10 Smartphone Ransomware Efficiency Data Recovery Computer Server Saving Money Cloud Computing IT Support Internet of Things Android Workplace Tips Cybercrime Computers Business Management Communication Small Business IT Support Network BDR Quick Tips Artificial Intelligence Cybersecurity Save Money Productivity Office Windows Miscellaneous Passwords Recovery Mobile Device Mobility Router Gadgets Mobile Device Management Money Social Engineering Chrome Holiday Telephone Systems Applications Windows 10 BYOD Managed IT Proactive IT Hacking Upgrade Law Enforcement Facebook Firewall Private Cloud Work/Life Balance Wi-Fi Automation Office 365 Phishing Virtualization Health Collaboration Social Media Vulnerability Data Protection Bring Your Own Device App How To Bandwidth Office Tips Avoiding Downtime Compliance Password Remote Monitoring Managed Service Provider Information Microsoft Office Two-factor Authentication VPN Word Flexibility Google Drive Budget Settings Information Technology Scam Spam Remote Computing Apps History Value Black Market Keyboard Sports Operating System Voice over Internet Protocol Mobile Computing Software as a Service Data Security Servers Redundancy Identity Theft Data Breach Safety Connectivity HaaS Save Time Business Intelligence Encryption Managed Service Charger Windows 7 Fraud The Internet of Things Google Docs Access Control Hacker Unsupported Software Data Management Telephony Blockchain Virtual Assistant Electronic Medical Records USB Physical Security Data Storage Website Battery Content Filtering Entertainment Worker Human Resources Telephone System Employer-Employee Relationship Unified Threat Management Spam Blocking Business Owner IT Management Emergency Infrastructure Paperless Office End of Support Comparison Data storage SaaS Hiring/Firing Big Data Cleaning Document Management Wireless Technology IT Plan Training Workers Machine Learning YouTube Update Legal Computer Care CES HIPAA Credit Cards PDF Patch Management Risk Management WiFi Government Computing Infrastructure OneNote Solid State Drive Samsung Automobile Content Management Marketing Virtual Reality Gmail Networking Supercomputer Politics Help Desk Cast Net Neutrality Workforce Cortana Wire Television CrashOverride Audiobook Mobile Accountants MSP Humor Bluetooth Netflix Thought Leadership Mouse Laptop Audit Fiber-Optic Chromecast Leadership How to Botnet Apple Worker Commute Regulations Amazon Recycling Enterprise Content Management Transportation Current Events Shortcuts Authentication ISP Frequently Asked Questions Telecommuting Google Apps Smart Office Internet Exlporer Public Computer Video Games Professional Services File Sharing Smartwatch Software Tips Twitter Administrator Loyalty Touchpad Computer Fan Skype Cables Troubleshooting Camera iPhone Amazon Web Services eWaste Password Management Benefits NarrowBand Knowledge Scalability Experience Social Nanotechnology Rootkit Education Excel Remote Work Microchip Meetings Practices Augmented Reality Employee Addiction User Error FENG Start Menu Unified Communications Staff Regulation Smart Tech Printers Downtime Going Green Techology Windows 10s Online Shopping Criminal NIST Wireless Smart Technology Network Congestion Vendor Multi-Factor Security Tip of the week Password Manager Reputation Advertising Search Engine Data loss Hosted Computing Remote Worker Digital Signage HBO Specifications Cache Monitor Colocation Tools Theft Digital Signature Hard Drives Employer Employee Relationship webinar Shadow IT Books Warranty Robot Public Cloud Flash Evernote Cryptocurrency Two Factor Authentication Instant Messaging Display Trending Vendor Management Users Windows Server 2008 Business Mangement HVAC Customers IBM Bing Screen Mirroring Inventory Wiring Google Search Outlook Millennials Wireless Internet Assessment Best Practice Content Relocation Computer Accessories Conferencing Hosted Solution Devices Printer Files Sync Wireless Charging Safe Mode IT Consultant Search Security Cameras Data Warehousing Lifestyle Congratulations GDPR E-Commerce nonprofits Thank You