Key Takeaways
- IT inventorying covers hardware, software, and cloud services.
- It can be performed manually, automatically via agent and MDM, or as a combination of both.
- The NIST Cybersecurity Framework requires maintained inventories for hardware and software.
- A one-time stocktake quickly becomes outdated without ongoing maintenance.
How does IT inventorying work?
IT inventorying usually follows five steps.
- Define scope: which device types, software, and services
- Connect data sources: MDM, agent, directory, invoices
- Manually add uncaptured devices and accessories
- Reconcile data and remove duplicates
- Verify assignments to people and establish ongoing maintenance
Why is IT inventorying important for small and medium-sized businesses?
IT inventorying is the prerequisite for securing devices, reviewing licenses, and reclaiming hardware. Without an inventory, nobody knows which computers are unprotected or which subscriptions are paid for twice. Insurers, auditors, and customers also increasingly ask for a traceable IT inventory.
Example: IT Inventorying in practice
Example: A company with 70 employees inventories its IT for the first time. The MDM supplies 74 computers, and invoices reveal 41 software subscriptions. Manually, 65 monitors and 20 docking stations are added. Reconciliation reveals 5 unassigned computers and 7 subscriptions that nobody uses anymore.
IT Inventorying vs. IT Asset Management (ITAM)
| Aspect | IT Inventorying | IT Asset Management (ITAM) |
|---|---|---|
| Nature | Recording the inventory | Ongoing management of the inventory |
| Outcome | Complete list | Decisions on assignment, costs, and lifecycle |
| Timeframe | Cutoff date or continuous | Permanent |
IT inventorying records the stock, whereas IT Asset Management uses that stock to continuously manage assignments, costs, and lifecycles.
How does Sovaro help with IT Inventorying?
Sovaro inventories continuously: computers via the built-in MDM for macOS, Windows, and Linux, Intune devices land automatically in the inventory, apps are reported by the Sovaro agent and browser extension, and software costs come from forwarded invoices. Accessories are captured via photo or invoice. A single setup link installs both the MDM and the browser extension in one step.