Q.)  What is a technology asset management repository and how can it help my company save serious money? How will a repository optimize software asset management? In what ways will a well-implemented repository reduce my exposure to copyright compliance and software piracy audits? How does all this work? Read on... 

 A.)  An asset management repository is the database that contains all the strategic information relating to your technology assets.  A majority of companies starts out with a simple file cabinet and progresses to a combination of spreadsheets and/or simple databases.  At that point, depending on size and complexity, most asset management processes tend to fragment as individuals and departments each decide that their method is superior to the methods of others within the enterprise.

Another factor that frequently contributes to the fragmentation is that technicians are not generally responsible for, or interested in, physically tracking every software or hardware asset much less the agreements that govern them.

The most critical issue regarding the asset management repository (database) is to ensure that it contains a minimum of the following strategic information:

• Each product you have purchased,

• Where and when the product was purchased,

• The name and strategic information regarding the manufacturers of each product,

• All proofs of purchase, authenticity documents, and licenses,

• The products actually being used in your environment,

• Where each product (by name, version, and release) is being used,

• Who is using each product,

• Any additional agreements that may relate to a given product (support or maintenance, etc.).

Here is a serious caution: Do not rush out and purchase a cutting edge proprietary repository.  A majority of companies that purchases one of these products goes way over-board on both priceand complexity.

For a much more comprehensive review of asset management repositories, read the upcoming Knowledge Briefing: Strategic Asset Management Repository.