IT asset management is ultimately a process improvement strategy. When you know exactly what your company’s IT assets are, you can manage them most efficiently from the time they arrive on the loading dock until they are disposed of.
Furthermore, with good IT asset management, accountability is easier to establish if an asset is misused, lost, or forgotten. Every aspect of the life cycle of an IT asset presents opportunities for savings, and a great IT asset management program lets you take full advantage of these. Additionally, IT asset management can protect your company in the event of problems. Here are five ways it can do that.
1. IT Asset Management Protects Against Purchasing Unnecessary Software Licenses
Unused software is a serious drain on IT budgets, costing organizations an average of over $400 per PC. On average, there are 2.5 unused software applications per employee workstation, which represents a huge inefficiency. Those software licenses cost money whether the application is used or not, so why would you want to pay for software licenses on software that isn’t used? Some organizations may reason that paying for the occasional unused software license is better than paying a big fat fine if a software audit reveals a violation, but good IT asset management itself can help you with those harrowing software audits.
2. IT Asset Management Protects Your Company if There is a Software Audit
Software audits are more common now than they used to be since on-premises providers have discovered them as a revenue source. Software licenses are backed by both vendor contracts and copyright law, so if you fail a software audit, you risk both civil and criminal penalties. If your business inadvertently pirates software by not properly licensing it, fines of up to $150,000 per illegal copy can apply. Plus, your company will be on the hook for legal fees in dealing with such a fiasco. IT asset management lets you know at any time what software is installed on which devices, and it can warn you when software licenses are about to expire so you can deal with them and have the best kind of software audit: the kind that’s boring.
3. IT Asset Management Ensures Sensitive Data Is Removed Before Asset Disposal
Whether your organization recycles IT hardware, resells it, or donates it to charity, it needs to be scrubbed of any sensitive data before disposal. Your IT asset management program shows you, at the end of an asset’s life cycle, exactly what software and data are present so that you can remove anything sensitive before the asset goes out the door. Ever see the meme of the “medical alert” bracelet engraved with “Delete My Browser History”? Great IT asset management reminds you that every asset leaving your organization is metaphorically accessorized with something similar.
4. IT Asset Management Helps Protect Against Security Violations
If your organization has contracts with various government entities, or if it is bound by security regulations like HIPAA or Sarbanes-Oxley, a security violation can cause major problems. Your IT asset management program shows which assets can be used with which data, where the hardware is located, and who it is assigned to. This helps protect your company against potentially disastrous security violations.
5. IT Asset Management Protects You in the Event of a Disaster
You need to know which IT assets are (or need to be) connected to redundant power systems in the event of a disaster. If your organization is the victim of a fire, flood, or other disaster, restoring the IT infrastructure depends on knowing which assets were damaged and what was on them. One of the great advantages of SaaS IT asset management software is that even if you lose hardware in a disaster, asset information is still available 24/7, so you can start putting things back together again.
Never has IT asset management been as important as it is now. With massive interconnectivity, portability of more devices than ever, and the potentially dire consequences of a security or physical disaster, having readily-available information on every IT asset and the software it contains is essential. At Samanage, we provide SaaS IT asset management and service desk software that’s powerful, flexible, and packed with features that make IT asset management more convenient. Your organization can’t afford not to have a strong IT asset management program in today’s business environment.