I am looking for some best practice on how you manage your PC Estate Inventory; right from new PC’s being dispatched to old PC’s being disposed of. I work for a large organisation and we have upwards of 250 sites, all of which house employees who work on the Authorities PC’s, a PC estate of over 20’000 workstations, As you can imagine old PC’s need scrapping, new PC’s need purchasing, so the Inventory is ever changing. Our IT Support is outsourced, and the Service Provider charge us $$x per PC, per annual support. Therefore if we have PC’s that are of no use and no longer in use, but haven’t been disposed of they remain on the Inventory and our organisation incurs an annual charge for kit that isn’t being used. Tracking down old PC’s to see if they are still in use over 250 sites is a nightmare. Our Auditors are after documentation at all levels which is fair game, currently we use these 2 major documents:
• New PC arrives, the recipient signs for the new PC, signed document goes in central repository.
• Old PC gets wiped on goes to be recycled, the recycling company signs for this, signed document goes in central repository.
It’s a fill time job managing this monster. I need some best practice and to be honest, advice and tips on how to manage the whole inventory to ensure old redundant kit does not stay on the Inventory, i.e. locked in someone’s cabinet as they were to lazy to wipe it and contact the recycling vendor.
Tools, documentation, procedures, and tips based on experience etc. What do you do to satisfy your auditors to ensure you organisation does not incur unnecessary support charges as your inventory figures aren’t accurate. What records to you keep etc etc.