Mary Help College

Department of Information Technology

UNIT OF COMPETENCE
Maintain Inventories
of Equipment, Software
and Documentation.

LEVEL ONE
INFORMATION SHEET
 LEARNING OUTCOME
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
Accessing and distributing technical documentation as required
2 by clients
 1. 1. Maintaining Hardware inventory
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.
Computer systems use an inventory system to control the hardware ,Software
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and Data of the organization.
 1. 1. Maintaining Hardware inventory
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.
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Generally, Good inventory helps the business or organization
 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 portfolio
infrastructure projects based on old, incomplete and/or less
accurate information.
 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 organized.
 1. 1. Maintaining Hardware inventory
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.

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 1. 1. Maintaining Hardware inventory
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
 List of Removable Devices:- Flash disk, CD/DVD disc and External Hard disk
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List of Consumables:- printer and photocopy cartridges and papers
 1. 1. Maintaining Hardware inventory
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
computer hardware.
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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.
 1. 1. Maintaining Hardware inventory
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.
Supplier
11 The name of company who sells the equipment
 MHC Computer hardware Inventory Form

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
12 Supplier
 MHC Computer hardware Inventory Form
Example1:
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
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 1. 1. Maintaining Hardware inventory

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

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 1. 1. Maintaining Hardware inventory

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
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 Your Computer hardware Inventory Form

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
16 Supplier
 Best Practices
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.

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 Class Work
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

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 1. 2. Maintaining Software inventory
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

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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.
 1. 2. Maintaining Software inventory

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?
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 1. 1. Maintaining Software inventory
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
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might deactivate your copy or cause problems for you with your vendor.
 Software Inventory Form
CATEGORY SOFTWARE NUMBER NUMBER OF LICENSE TYPE PRODUCT KEYS WHERE IS
OF INSTALLED INSTALLATION CD
LICENSES COPIES OR SOURCE FILES
Office Product

Operating Systems

Antivirus

Other

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 Software Inventory Form
CATEGORY SOFTWARE NO OF NO OF LICENS PRODUCT KEYS WHERE IS
LICENSES INSTALLED E TYPE INSTALLATION CD OR
COPIES SOURCE FILES

Office MS Office 2003 33 31 Volume XXXXX-12345-678910- Locked file cabinet No1

license XXXXX in IT Dept
Product
MS Office 2007 40 30 Volume YYYYY-12345-678910- Locked file cabinet No1
license YYYYY in IT Dept

Operating Windows 7 Ultimate 50 35 Volume AAAAA-12345-678910- Locked file cabinet No3

license CCCCC in IT Dept
System
Windows Server 2008 5 1 Volume CCCCC-12345-678910- Locked file cabinet No3
license DDDDD in IT Dept

Antivirus Kaspersky Anti-Virus 2012 5 3 Volume XXXXX-12345-678910- Locked file cabinet No4
license YYYDD in IT Dept

Avast 6.0 5 3 Volume XXXRR-12345-678910- Locked file cabinet No5

license YYYUU in IT Dept

Other Ulead Photo Express 6 30 24 Volume XXXEE-12345-678910- Locked file cabinet No5
license YYYIII in IT Dept

Power Ge’ez 2009 35 34 Volume XXXGG-12345-678910- Locked file cabinet No5

license YYYWW in IT Dept

WinRAR 35 27 Volume XXXJJ-12345-678910- Locked file cabinet No5

license YYYWW in IT Dept

Free Download Manager 35 29 Volume XXXJJ-12345-678910- Locked file cabinet No5

license YYYWW in IT Dept

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 2.1 How to Store technical Documentation
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 manage system.

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 2.1 How to Store technical Manuals and User Documentation

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
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 A. Filing Cabinet (or Box) Method
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

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 Filing Cabinet (or Box) Method
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 drawer (or box) with
the large label and marker as “Instruction Manuals.”
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 B. Binder Method
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  

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 Binder Method
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.

305. Store the binder in a save location

Store the binder in a safe and convenient location.
 Additional Tips and Advice
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
31 particular item, then there is no need to keep the instruction manual. This will help to keep
your binder or file from getting overstuffed.
 Glossary
Inventory Technical/User
documentation
Software
Documentation Inventory Equipment
Occupational
Hardware Health & Safety Peripherals
Inventory (OH&S) Devices

Technical Software
manuals licensing
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 computer hardware or
software.
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
 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, power supply and
leads as they apply to computer and peripheral installations