Good

1. LEVEL ONE
INFORMATION SHEET
UNIT OF COMPETENCE
Maintain Inventories
of Equipment, Software
and Documentation.
Mary Help College
Department of Information Technology

2. LEARNING OUTCOME
2
At the end of the module the learners will be able to:
 LO1 : Document and update inventory
 Maintaining Hardware inventory that creates a profile
or description of each piece of equipment
 Maintaining and updating software inventory and
licenses, as required, particularly when upgrading
software
 Recording and organizing Storage of user
documentation or technical manuals
 LO2 :Store technical documentation
 Take Action to ensure software, hardware and
equipment not in use, stored in a manner as
recommended by technical manuals
 Store and ensure technical documentation securely

3. 1. 1. Maintaining Hardware inventory
3
Definition of Inventory in ICT
 Inventory is a detailed list of equipments held available in
stock by a business.
 A company item will be defined as either an asset or
inventory item.
 If the Assets of the organization is gather than one year are
can be placed in the inventory as ‘consumables’.
 For example, an expensive laser printer would not be placed in
the inventory but will be placed in the asset register of the
organisation. Consumables,’.
 If the asset of the organization is less one year called fixed.
 For example marker.
 Inventory System is a set of policies and controls that
monitors levels of inventory and determines what levels should
be maintained, when stock should be refilled, and how large
orders should be.

4. 1. 1. Maintaining Hardware inventory
4
Purposes of Inventory
1. To know the properties of equipment you're
dealing with.
2. To know how many equipments you have in your
organization.
3. To know how many equipments you need to buy
or replace.
4. To know which equipment is working or not
working properly.
5. To know what equipment you have for insurance
and financial auditing purposes.

5. Cont….
 IT inventory management is an important part of an
organization's strategy.
 It usually involves gathering detailed hardware and
software inventory information which is then used to
make decisions about hardware and software
purchases and redistribution.
 IT inventory management helps organizations manage
their systems more effectively and saves time and
money by avoiding unnecessary asset purchases and
promoting the harvesting of existing resources.
Organizations that develop and maintain an effective IT
inventory management program further minimize the
incremental risks and related costs of advancing IT

6. Procedures for maintaining
inventory
 The use of inventory control procedures is critical to
maintaining accurate, reliable facts for your operation.
Control can be a complicated balancing from the time a
stock order is placed, received at your store room,
counted, verified, labeled, put away, picked and shipped
out or picked up.
 Knowing where your product is with accuracy at all times
is vital to your success.
 You can control your stock of products by installing a
system of inventory control procedures. Follow your
inventory from the first moment the product arrives at
your door until it leaves your facility.
 It is important to involve other members of your staff to
be extra eyes and hands to keep your stock safe and

7. 1. 1. Maintaining Hardware inventory
7
Cont…
 Accurate inventory records will be maintained by all
departments / faculties for ICT hardware or Software
 A centralised inventory of all school/organization
hardware and software will be maintained by the
head technician and any concerns notified to the ICT
co-ordinator
 The head technician is responsible for the checking of
all school electrical equipment every six months and
will report any issues to the General manager.
 Records of all ICT purchases will be kept within main
administration .
 A record of all software licenses will be maintained
and monitored by the head technician and any
concerns notified to the ICT co-ordinator.

8. 1. 1. Maintaining Hardware inventory
8
Definition of Hardware Inventory
 Hardware Inventory is a very large array of hardware equipment
such as CPUs, hard drives, network cards, printers, routers, monitors,
video cards and cables that can be used in a computer network.
 It is important that complete inventory records for all computer-related
hardware be maintained at the schools, universities, colleges as well
as at organizations.
Hardware Inventory includes:-
 List of Personal Computers :- Desktops, Laptops, and Servers
 List of Accessories devices:- Keyboard, Mouse, Speaker,
Microphone
 List of Peripheral devices:- Printers, Scanners, Fax Machine,
Photocopy, Digital, Cameras, Digital Whiteboards
 List of Monitors:- CRT(Cathode Ray Tube) and LCD (Liquid Crystal
Display)
 List of Network and communication equipments: Hubs, Switches,
Routers ,Bridges, Repeaters, Access Points, Cables etc.
 List of Projection Devices:- Digital Projectors, LCD Panels

9. 1. 1. Maintaining Hardware inventory
9
Hardware Inventory Form
 Use this form to:
Log/register your computer
hardware serial and model
numbers.
Record the name of the company from
which you purchased or leased this
equipment.
Record the name of the company that
provides repair and support for your

10. Hard ware Inventory
Benefits of Hardware Inventory
 You can use hardware inventory data to effectively
perform many administrative tasks in your
organization, the most important one being helping to
manage IT assets. Use hardware inventory to
administer tasks such as maintaining corporate
hardware standards, tracking asset depreciation,
locating computers, troubleshooting computers, and
distributing software.
 Hardware inventory provides you with important
information, such as the configuration and location of
computers, which computers require an operating
system upgrade, and which computers have the
hardware that is required for a hard ware upgrade.

11. 1. 1. Maintaining Hardware inventory
11
Common Elements included in Hardware inventory Form:
 Equipment type
 The name of the equipment such as printer, scanner, router, UPS etc.
 ID/code
 An identification number you give the equipment.
 Manufacturer
 The company who makes the equipment such as Dell, Compaq, HP,
Sony, Toshiba etc
 Model
 The manufacturers model reference Dimension 4550, Sattelite A203,
Optiplex 330
 Serial number
 The unique number of the equipment usually marked on the back or
underside.
 Date of purchase
 The date that you buy the equipment
 Cost
 The price of the equipment.

12. COMPONENT DESCRIPTION(including brand and model number)
Equipment Type
ID/code
Manufacturer
Model
Serial number
Processor
Hard drive
RAM
Power Supply
Peripherals
Upgrade notes
Date of purchase
Cost
Supplier
MHC Computer hardware Inventory Form
12

13. COMPONENT DESCRIPTION(including brand and model number)
Equipment Type Desktop Computer
ID/code StaffPC01
Manufacturer Dell Computer Corporation in Thailand
Model Dimension 8300
Serial number S0384957
Processor Intel® Pentium® 4 CPU 3.40Ghz, 1Core
Hard drive 80GB
RAM 512MB
Power Supply Windows 7 X86/32bit-based
Peripherals DVD-RW, projector and Modem Card
Upgrade notes Any additions since the machine was purchased,
e.g. more memory, replacement hard drive etc(
256MB of Memory and 40 GB Hard disk has
Added)
Date of purchase 2-4-2001
Cost 5,600 Birr
Supplier Net Computer Center
MHC Computer hardware Inventory Form
Example1
:
13

14. Example2:
Equipment Type Monitor
ID StaffM01
Manufacturer Dell Corporation in China
Model CRT Color Monitor E773C
Serial number M770C0908
Size 17 inches
Example3:
Equipment Type Keyboard
ID K01
Manufacturer Dell Corporation in Thailand
Model Dell Keyboard -RT7D20
Serial number DK035957
Port type USB
1. 1. Maintaining Hardware inventory
14

15. Example4:
Equipment Type Mouse
ID Mo01
Manufacturer Microsoft Corporation in USA
Model inTEX-ER03489
Serial number M038949
Port type USB
Example5:
Equipment Type Printer
ID P01
Manufacturer Microsoft Corporation in USA
Model HP LaserJet 1200 Series
Serial number PS0239476
Port type LPT
1. 1. Maintaining Hardware inventory
15

16. COMPONENT DESCRIPTION(including brand and model number)
Equipment Type
ID/code
Manufacturer
Model
Serial number
Processor
Hard drive
RAM
Power Supply
Peripherals
Upgrade notes
Date of purchase
Cost
Supplier
Your Computer hardware Inventory Form
16

17. Best Practices
17
 Establish an inventory and implement
procedures for updating it.
 Ensure that you have a procedure to
advise the acquisition of new hardware,
the disposal of old items, and any
changes of location.
 Periodically verify the correctness of the
inventory by checking that a sample of
hardware is physically present.

18. Class Work
18
Perform Hardware Inventory
activities for the following
equipments found in your
organization/class and document
each record using appropriate
inventory form.
i. Computers
ii. Monitors
iii. Mouse
iv. Keyboards

19. 1. 2. Maintaining Software inventory
19
Definition of Software Inventory
 Software inventory is a detail list of software and their
license found in an Organization or Schools.
 It may includes list of commercial software
applications; organization-specific or customized
software; word processing, spreadsheet, database,
graphic, mail, internet browsers; and Operating Systems.
 Software Inventory used for managing software asset in a
company.
 Accurate Software inventory focused on providing visibility
of the deployment and exploitation of your software assets
by :-
 elimination of license wastage
 minimized application software costs
 usage-based charge-back

20. Hard ware Inventory
Benefits of Software Inventory
 You can use software inventory data to effectively
manage software in your organization. Software
inventory data provides you with important
information, such as how many copies of a
specific software application exist in your
organization or on how many computers in your
organization have the latest antivirus program
installed. Collected files can help troubleshoot
client problems. For example, if a client is
experiencing problems, you can open at your
desktop a copy of the client's recent log files that
were previously collected.

21. 1. 2. Maintaining Software inventory
21
Maintaining software inventory will answer the
following questions:
 How many software you have installed in your
company’s computer?
 How many licenses you have used and left ?
 How many copies of each application package in
our company do we really need?
 What reductions can we make in our annual
software maintenance costs?
 When was Application X last updated on the PCs in
a particular department?

22. 1. 1. Maintaining Software inventory
22
Software License Inventory
 Software license terms are an agreement between software
Corporation and you for using the software.
 Understanding software license and the use of unauthorized
software in the organization will help them to act proactively to
control illegal usage and problems associated with it.
 Every vendor has different license types and license categories,
For example, you might note here that the license and the software
came with the computer and can’t be transferred to another
machine.
 Also, most large vendors sell volume licenses if you need more
than a certain number of copies.
 The product key (activation key or license key) is a number that you
use to prove that you have a legal, authorized copy of the software.
 When you enter your product keys 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.

23. Software Inventory Form
23
CATEGORY SOFTWARE NUMBER
OF
LICENSES
NUMBER OF
INSTALLED
COPIES
LICENSE TYPE PRODUCT KEYS WHERE IS
INSTALLATION CD
OR SOURCE
FILES
Office Product
Operating Systems
Antivirus
Other

24. Software Inventory Form
24
CATEGORY SOFTWARE NO OF
LICENSES
NO OF
INSTALLE
D COPIES
LICENS
E TYPE
PRODUCT KEYS WHERE IS
INSTALLATION CD OR
SOURCE FILES
Office
Product
MS Office 2003 33 31 Volume
license
XXXXX-12345-678910-
XXXXX
Locked file cabinet No1
in IT Dept
MS Office 2007 40 30 Volume
license
YYYYY-12345-678910-
YYYYY
Locked file cabinet No1
in IT Dept
Operating
System
Windows 7 Ultimate 50 35 Volume
license
AAAAA-12345-678910-
CCCCC
Locked file cabinet No3
in IT Dept
Windows Server 2008 5 1 Volume
license
CCCCC-12345-678910-
DDDDD
Locked file cabinet No3
in IT Dept
Antivirus Kaspersky Anti-Virus 2012 5 3 Volume
license
XXXXX-12345-678910-
YYYDD
Locked file cabinet No4
in IT Dept
Avast 6.0 5 3 Volume
license
XXXRR-12345-678910-
YYYUU
Locked file cabinet No5
in IT Dept
Other Ulead Photo Express 6 30 24 Volume
license
XXXEE-12345-678910-
YYYIII
Locked file cabinet No5
in IT Dept
Power Ge’ez 2009 35 34 Volume
license
XXXGG-12345-678910-
YYYWW
Locked file cabinet No5
in IT Dept
WinRAR 35 27 Volume
license
XXXJJ-12345-678910-
YYYWW
Locked file cabinet No5
in IT Dept
Free Download Manager 35 29 Volume
license
XXXJJ-12345-678910-
YYYWW
Locked file cabinet No5
in IT Dept

25. 2.1 How to Store technical Documentation
25
Definition of Technical Documentation
 Technical Documentation is the collection of
documents that are designed to help people who
need to manage, operate or maintain computer
hardware or software.
 Technical documentation includes Instructional
Manuals , User Guides, flow charts, data flow
diagrams etc.
 Television, computer, Printers and different
equipments you own came with an instructional
manual and User Guide.
 You will not be able to find the information for the
equipment unless you have your Instructional
manuals saved, sorted and organized in an easy to

26. 2.1 How to Store technical Manuals and User
Documentation
26
How to Organize Instruction Manuals
 There may be other methods out there for
organizing your instruction manuals, but we
have found the following two methods to be
the most effective and user-friendly.
A. Filing Cabinet (or Box) Method
B. Binder Method

27. A. Filing Cabinet (or Box)
Method
27
What You Will Need:
 Filing cabinet or Large filing box
 Hanging file folders
 Tab labels (the plastic ones that stick on, and
paper label is inserted)
 Large label (for filing cabinet or box)
 Pen/Marker
 Instruction manuals or Users Guides
 Rubber bands
 Large organized work area

28. Filing Cabinet (or Box) Method
28
How to Get It Organized:
1. Gather all your instruction manuals
 Gather all your instruction manuals from wherever they may be and place them in a
pile(mass) at your work station, along with your equipment.
2. Sort the instructional manuals
 Decide how you want to divide up your instruction manuals, i.e. you can sort them
by room (for instance, all Sever room items, all Class room items, etc),
alphabetically or by equipment type (for instance, all Network Equipment, all Server
equipment, all tools, etc.). Choose whatever method works best for you.
3. Give a label to your instructional manuals
 Label your file folders with the stick-on plastic label tabs according to the categories
you’ve chosen.
4. Divide the manuals into the appropriate folders according to the
category
 Divide the manuals into the appropriate folders according to the category. If an item
comes with an instruction manual plus other information (i.e. such as assembly
instructions, warranty information, etc.), rubber band the related items together
before filing them into the appropriate folder.
5. Give a label for you file cabinet
 Place your hanging file folders into the filing cabinet or box, and label the cabinet

29. B. Binder Method
29
What You Will Need:
 3-Ring Binder (1 to 5 inches, depending upon
how many manuals you have)
 Protective plastic sleeves (with an opening on
the top or side, and 3 holes on one side to fit in
the binder)
 Dividers with labeling tabs
 Large label (for the front of the binder)
 Pen/marker
 Large, organized work area

30. Binder Method
30
How to Get It Organized:
1. Gather all your instructional manuals
 Gather all your instruction manuals from wherever they may be and place them in a pile
at your work station, along with your supplies.
2. Sort the instructional manuals
 Decide how you want to divide up your instruction manuals, i.e. you can sort them by
room (for instance, all family room items, all kitchen items, etc), or alphabetically, or by
type (for instance, all appliances, all entertainment systems, all tools, etc.)
3. Divide your binder into section and label them
 Divide your binder into sections (using the dividers), and label them according to the
categories you have decided upon. Place protective plastic sleeves in between each
divider (one for each instruction manual that will go within that section).
4. Place the instructional manuals in the plastic sleeves and mark the large
label.
 Place the manuals in the plastic sleeves (one per sleeve, covers facing out) according to
the categories you’ve designated. If an item comes with an instruction manual plus other
information (i.e such as assembly instructions, warranty information, etc.), place that
information into the plastic sleeve along with the particular instruction manual. You can
reverse steps 4 and 5 if it is easier for you—i.e. place all the manuals in the plastic
sleeves before placing the plastic sleeves into the binder under the appropriate
categories.
 Mark the large label as “Instruction Manuals” and stick it to the front of the binder.

31. Additional Tips and Advice
31
 If you are using the binder method, purchase a binder that is bigger than
you actually need at the time to allow for additions later on as you buy other
items or find more manuals.
 If you have a large number of instructional manuals and are using the
binder method, you may want to use more than one binder so that it doesn’t
get so full that it can’t be used properly.
 Keep extra folders, labels, dividers or plastic sleeves together with your
instruction manuals so that you can easily add more manuals as they come
into your home (or you find them hiding some where).
 Some instruction manuals are too thick to fit neatly into either a binder or file
folder (i.e. my computer manual is relatively the size of “War and Peace”).
For these thick or odd shaped manuals, consider using a large shoebox.
The manuals can be kept in the shoebox and a label affixed to the lid
describing exactly which manuals are in there. The shoebox should be kept
at or near the same location as your other instruction manuals. For further
ease of reference, in the plastic sleeve or file folder where the instruction
manual should have went, you can place a piece of paper indicating the
name of the instruction manual and the fact that it is in the shoebox.
 Periodically clean out your instruction manual file or binder. If you no longer
own a particular item, then there is no need to keep the instruction manual.
This will help to keep your binder or file from getting overstuffed.

32. Glossary
Inventory
Documentation
Hardware
Inventory
Equipment
Technical
manuals
Peripherals
Devices
Software
licensing
Occupational
Health & Safety
(OH&S)
Technical/User
documentation
Software
Inventory

33. Definitions
Inventory
 Inventory is a detailed list of items(goods
and materials) held available in stock by a
business.
Documentation
 Documentation is the information that
describes the product to its users or it is
simply the instructions for using a computer
device or program
Technical/User Documentation
 Technical/User Documentation is the collection
of documents that are designed to help people
who need to manage, operate or maintain

34. Definitions
Hardware Inventory
 Hardware Inventory is a very large array of
hardware such as CPUs, hard drives, network
cards, printers, routers, monitors, video cards and
cables that can be used in a computer network.
Equipment
 May include workstations, personal computers,
modems or other connectivity devices, printers,
hard drives, monitors, switches, hubs, personal
digital assistants and other peripheral devices

35. Definitions
Peripherals devices
 Peripherals devices are an auxiliary devices for your computer .
They may include printers, scanners, speakers, keyboard
equipment, including mouse, touch pad, keyboard and pens
drives.
Technical manuals
 Technical manuals are a short document that describe how to
install and operate the product.
Occupational health and safety (OHS)
 Occupational health and safety (OHS) primarily seeks to
maintain the working ability of the labor force as well as to
identify, assess and prevent hazards within the working
environment. They May include Correct posture, lighting, and
type of desk, type of monitor, style of chair, typing position,
repetitive strain injury prevention, ventilation, light position,
correct lifting method, and length of time in front of computer.
May also include licensing-related and physical safety
considerations such as general electrical safety and cabling,