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Library Technical Services > Procedures & Documentation > Administrative Procedures > Computer Inventory: Olin LTS 

Computer Inventory in LTS Olin (LTS Procedure #10)
 

Scope: The university requires that an inventory be made of all equipment valued at $500 or more. In LTS Olin, the equipment includes all computers, network printers, workstations, and several individual printers. Every year in the fall we are required to check our equipment against the university inventory. However, the university inventory is exceedingly difficult to work with. Hence, for computers and peripherals, LTS Olin has developed its own inventory which can be manipulated to check the university inventory against it. The purpose of this procedure is to describe the inventory and its management.

Contact: Laurie Stevens

Date last updated: 10/31/07

Date of next review: September 2008

The Inventory
Software
Inventory Maintenance

A. The Inventory

The LTS Olin inventory is in the form of an Access database on the LTS Olin file server.

The data elements for each piece of equipment are:

  • User
    The full name of the staff member to whom a particular piece of equipment is assigned.
  • Computer name
    The domain name on the LTS Olin server
  • CPU model and Barcode
    A brief description of the equipment’s central processing unit. Usually the name of the manufacturer and model number (e.g., IBM 330-75 16/540 for a computer; Printer - Panasonic KX-P3124 for a printer).
  • CPU ID
    The serial number of the item.
  • Model model and Barcode
    The name and serial number of the monitor attached to the matching CPU, e.g., IBM Aptiva 15" 2317745.
  • IP address
    The IP address assigned to this machine.

B. Software

For a list of software that is installed on LTS Olin machines, see LTS Procedure#25.

C. Inventory Maintenance

It is the responsibility of LTS supervisors to report any permanent changes to any of the data elements recorded above to the LTS administrative support specialist. This reporting should happen systematically as the changes occur. It is not necessary to report temporary changes, such as when a malfunctioning machine is being replaced by another while it is being fixed. However, supervisors need to keep in mind that sometimes changes of this kind become permanent and not forget to report them.