In this section, you’ll find several tools and worksheets for keeping track of hardware, software and software licenses.
Keep in mind that you have a few options when it comes to IT documentation. You can use worksheets like the ones provided here, or you can use asset management programs (aka asset tracking programs). Basically, the worksheets below and asset management programs are designed with the same purpose in mind -- tracking the location and configuration of your hardware, software and networking infrastructure. Which one you use depends on your personal style and the size and complexity of your IT environment. If you opt to use these worksheets you don’t have to install anything or learn a new interface (assuming you know how to use Word or Excel), but worksheets don’t scale well in large, complex environments, and they don’t have any reporting features. With asset management programs, you may need to test a few to find the one you like, and with some you’ll have to install the software locally, but they have the tracking and reporting features that administrators need in mid-sized and large organizations.
Desktop Hardware Inventory
COMPUTER NAME |
MAIN USER | LOCATION |
SERIAL # ASSET TAG # |
HARD DRIVE TOTAL/FREE |
HARDWARE CONFIGURATION / ADDITIONAL HARDWARE |
SOFTWARE CONFIGRATION / ADDITIONAL PROGRAMS |
NOTES |
---|---|---|---|---|---|---|---|
PATRON06 | Public PC |
ReferenceRoom (2nd floor) |
35TG90E 1459T |
400GB/18.4 GB |
2004 Gateways |
Standard poublic computer configuration |
|
STAFF15 | Barbara Chase |
Barbara's Office |
160GB/50GB |
2006 Dells/Canon
Pixma 4500 Printer |
Standard Staff configuration Adobe Photohop Sirsi Cataloging modules |
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Notes: A serial number is usually assigned by the manufacturer and can be found on the back or side of the computer. An asset tag number is usually assigned by your organization or parent organization. Rather than record redundant information about the hardware configuration of each machine, use the Standard Hardware Configurations worksheet. A software configuration (aka a disk image) is a standard collection of software used on more than one computer in your library. To save space and avoid repetition, document your software images on CB Worksheet 3: Standard Software Configurations.
Standard Hardware Configurations
NAME |
NUMBER AND DESCRIPTION |
MAKE AND MODEL |
PURCHASE DATE |
PURCHASE ORDER # |
WARRANTY EXPIRES |
---|---|---|---|---|---|
2006Dells | 18 desktop computers for the patron lab at the Waushega branch library |
Dell Optiplex 745 |
November 19, 2006 |
5422 |
November 30, 2009 |
Tech Support # |
OS |
RAM |
CPU Type & Speed |
Video Card |
Hard Drive |
Win XP Home |
1 GB |
Core 2 Duo2 / 2.4 GHz | |||
Monitor | Other Components |
Notes | |||
NAME |
NUMBER AND DESCRIPTION |
MAKE AND MODEL |
PURCHASE DATE |
PURCHASE ORDER # |
WARRANTY EXPIRES |
---|---|---|---|---|---|
Tech Support # |
OS |
RAM |
CPU Type & Speed |
Video Card |
Hard Drive |
Monitor | Other Components |
Notes | |||
Standard Desktop Software Configurations
CONFIGURATION NAME | EXAMPLE CONFIGURATION |
PUBLIC PCs | CHILDREN'S PCs |
STAFF PCs |
---|---|---|---|---|
Description | Basic software image for all patron computers |
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Server (optional) |
GHLSERVER01 |
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File Path (optional) |
D:\Images\Pac001.ghc |
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Antivirus Software |
Symantec Antivirus 10.1 |
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Operating System |
Windows XP, SP3 |
|||
Productivity |
Microsoft Office 2003 |
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Reference |
Encarta Premium 2007 Google Earth |
|||
Web Browsers |
Internet Explorer 7 Firefox 3 |
|||
Browser plugins |
Flash 9 Shockwave 9 Adobe Reader 8 |
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Multimedia |
Windows Media Player 10 Quicktime Real Player |
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Utilities |
Windows Firewall AdAware CCleaner |
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Games |
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Other Programs |
Notes: In small libraries, this worksheet can serve as a checklist of the software that you install on each new computer. Mid-sized and large libraries often use disk-cloning software (aka disk imaging software) to install everything at once onto new computers (i.e. the operating system, the software, and all of the configuration settings). If you use this approach, you can record the contents of your standard disk images on this worksheet. If you use disk-cloning software, use these two fields to record the location of your disk image file.
Software License Inventory
CATEGORY |
SOFTWARE |
NUMBER OF LICENSES |
NUMBER OF INSTALLED COPIES |
LICENSE TYPE |
PRODUCT KEYS |
WHERE IS INSTALLATION CD |
---|---|---|---|---|---|---|
Office Productivity | MS Office 2003 |
33 |
31 |
Volume license |
XXX-12345-678910-XXX |
Locked file cabinet in Barbara’s office |
Antivirus | ||||||
Other |
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Notes: Every vendor has different license types and license categories, so the information you enter here will vary. For example, you might note here that the license and the software came with the computer and can’t be transferred to another machine. This is known as an OEM license. Also, most large vendors sell volume licenses if you need more than a certain number of copies. For more information, see your documentation or contact your vendor. The product key (aka activation key or license key) is a number that you use to prove that you have a legal, authorized copy of the software. If you enter your product keys in this worksheet, be sure to encrypt the file and keep hard copies of it in a safe location. Anyone who knows your product key can install the software themselves, which might deactivate your copy or cause problems for you with your vendor. Instead of entering the product keys here, you might use this field to point to another, more secure location.
Server Inventory
ITEM | ASSESSMENT |
---|---|
Server Name |
|
Location |
|
Server Role(s) |
|
Make / Model |
|
Serial Number |
|
Asset Tag Number |
|
Date Purchased |
|
Purchase Order # |
|
Tech Support # |
|
Warranty Expiration Date |
|
CPU Type and Speed |
|
RAM |
|
Hard Disk(s) |
|
RAID Configuration |
|
Network Card |
|
UPS / Battery Backup |
|
Other Hardware Components |
|
Operating System |
|
# of OS Client Access Licenses |
|
Antivirus Software |
|
Procedure for virus and security updates |
|
Other software and licensing information |
|
Other notes |