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Sample ICT inventory

By Lasa Information Systems Team

It's important to know what equipment you have for insurance and financial auditing purposes. Make an inventory of everything you own - the following format could form the basis of a computer inventory template.

Computer details
Computer ItemsDetails
ID

A unique identifier - it is often worth writing this on the machine in indelible ink.

Manufacturer

e.g. Dell, HP etc

Model

e.g. HP Pro 3405  - include all model numbers as well as the name

Serial Number

Usually marked on a label on the back or underneath

Asset Tag

Some manufacturers (e.g. Dell) include an asset tag which can be used to look up details about this specific machine on the web.

Processor and Speed

E.g. Intel Core i3-2120

Hard Drive Capacity

Give details for each hard drive (e.g. C: 250Gb, D: 250Gb)

Memory

The amount of RAM in the machine (e.g. 4Gb)

Operating System

e.g. Windows 7 Professional

Peripherals

Note down any extras that are internal to the machine (e.g. DVD Burner)

Upgrade Notes

Keep a log of what changes have been made to the system and when (e.g. extra 2Gb RAM added 25/3/2013)

Date of Purchase

Cost

How much did you originally pay

Supplier

Give the name and contact details for who supplied the computer

Invoice Number

This can be useful if something goes wrong and you need to return the machine.

Monitor details
Monitor ItemsDetails
ID

A unique identifier

Computer this is normally used with

Give the ID for the computer this monitor is usually plugged into

Manufacturer/Model

e.g. Samsung SyncMaster  S24B300

Serial Number

Asset Tag

Screen Size

e.g. 24 inches etc

Maximum resolution

e.g. 1920x1080

Date of Purchase

Cost

How much did you originally pay

Supplier

Give the name and contact details for who supplied the computer

Invoice Number

This can be useful if something goes wrong and you need to return the machine.

Details of other ICT Equipment
Other itemsDetails
Type of item

e.g. Printer, Scanner etc

ID

Unique Identifier

Connected to

If this item is usually connected to a specific PC, give the ID number of that PC here.  If the item is on the network then write "Network".  It might also be useful to note down the normal location of the item if it isn't obvious.

Manufacturer/ Model

e.g. HP LaserJet P3015

Serial Number

Asset Tag

Date of Purchase

Purchase Cost

Supplier

Invoice Number

Techsoup also offer downloadable inventory sheets:

For a more automated approach to creating your inventory you could try the following tools:


About the author

Lasa Information Systems Team
Lasa's Information Systems Team provides a range of services to third sector organisations including ICT Health Checks and consulting on the best application of technology in your organisation. Lasa IST maintains the knowledgebase. Follow us on Twitter @LasaICT

Glossary

DVD, Hard Drive, ICT, Monitor, Network, Operating System, Processor, RAM, Software

Published: 14th April 2003 Reviewed: 25th March 2013

Copyright © 2003 Lasa Information Systems Team

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