Contact us today!

Professional Computer Associates Blog

Professional Computer Associates has been serving the Red Hook area since 1999, providing IT Support such as technical helpdesk support, computer support, and consulting to small and medium-sized businesses.

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 Professional Computer Associates by calling 845-876-6561 to see how we can help. In the meantime, keep checking back for more helpful tips and tricks.

Which Authentication Option is Best?
Big Data is Making Its Way to Small Business


No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Thursday, June 21 2018

Captcha Image


Tag Cloud

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

Free Consultation

Free ConsultationSign up today for a
FREE Network Consultation
How secure is your IT infrastructure?
Let us evaluate it for free!

Sign up Now!