Hardware and Software Inventory Worksheets

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

 
               
               
               
               
               
               
               

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
     
Server (optional)
GHLSERVER01
     
File Path (optional)
D:\Images\Pac001.ghc
     
Antivirus Software
Symantec Antivirus 10.1
     
Operating System
Windows XP, SP3
     
Productivity

Microsoft Office 2003
Open Office

     
Reference
Encarta Premium 2007
Google Earth
     
Web Browsers
Internet Explorer 7
Firefox 3
     
Browser plugins
Flash 9
Shockwave 9
Adobe Reader 8
     
Multimedia
Windows Media Player 10
Quicktime
Real Player
     
Utilities
Windows Firewall
AdAware
CCleaner
     
Games
       
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
           
             
             
             
             
             

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