What is an IT Asset Register?

by Elina D

An asset register is a catalog of all an organization's significant assets, including physical and non-physical assets. It provides organizations with a clear and concise overview of their assets, where they are located, and their condition.

IT Asset Register

Asset registers are essential to managing assets effectively, as they provide a foundation for asset management activities such as planning, acquisition, maintenance, and disposal. They also enable organizations to track and monitor assets throughout their life cycles and to identify and investigate incidents and accidents involving assets.

ISO 20000, the international standard for IT Service Management, requires organizations to maintain an asset register as part of their Asset Management process. This requirement aims to ensure that organizations have a complete and up-to-date overview of their assets and can effectively manage and control them.

The asset register requirement is specified in Clause 9.2.3 of ISO 20000-1:2011, the leading ISO 20000 standard. This clause states that organizations must maintain an asset register that includes, at a minimum:
• A unique identifier for each asset
• A description of each asset
• The location of each asset
• The owner of each asset
• The status of each asset
Organizations must also keep the asset register up to date and review it regularly.

The purpose of the IT Asset Register

The IT Asset Register in ISO 20000 aims to maintain a record of all the organization's IT assets, including hardware, software, licenses, and other IT-related items. This ensures that the organization can keep track of its IT assets and their value and make decisions about their use and management accordingly. The IT asset register can also help the organization plan for future IT needs by providing information on the current state of the organization's IT assets and their value. This can help the organization identify areas where it may need to invest in new or upgraded IT assets to meet future demands.

What Should Be Included in an Asset Register

ISO 20000 requires that all organizations have an asset register that is up-to-date and accurate. In addition, the asset register must be accessible to all staff who need to use it.
An asset register is an essential tool for service providers. It helps service providers to identify and track all the assets they need to deliver their services. It also allows service providers to plan and manage their services more effectively.

  • Asset identification number
  • Asset description
  • Asset location
  • Asset owner
  • Asset status
  • Asset value
  • Replacement value.
  • Date of acquisition
  • Expected service life
  • Date of disposal (if applicable)
  • Any other relevant information.

What Are the Different Types of Asset Registers

There are four different types of asset registers in ISO 20000:

IT Asset Register

1. Configuration Records

Configuration records are used to track and manage all the changes made to the IT infrastructure. This includes changes to hardware, software, settings, and configurations. In addition, configuration records help to ensure that the IT infrastructure is consistent and compliant with ISO 20000 standards.

2. Inventory Records

Inventory records are used to track and manage all the assets within the IT infrastructure. This includes both physical and virtual assets. In addition, inventory records help to ensure that all purchases are properly accounted for and that ISO 20000 standards are using them.

3. Incident Records

Incident records are used to track and manage all incidents within the IT infrastructure. This includes both major and minor incidents. Incident records help ensure that all incidents are appropriately documented and that ISO 20000 standards manage them.

4. Problem Records

Problem records are used to track and manage all the problems within the IT infrastructure. This includes both major and minor issues. Problem records help ensure that all cases are properly documented and that ISO 20000 standards manage them.

What Are the Challenges of an Accurate Register in ISO 20000?

An accurate register is critical for the success of any ISO 20000 implementation. It provides a baseline against which to measure progress and performance and enables effective management of the various elements of the ISO 20000 standard.
However, several challenges can make maintaining an accurate register challenging.

  1. The first challenge is ensuring that all relevant data is captured. This data includes service levels and KPIs for customer satisfaction and incident data.
  2. The second challenge is keeping the register up to date. This can be difficult as ISO 20000 requirements can change over time, and new data may need to be captured.
  3. The third challenge is ensuring that the register is accessible to all relevant stakeholders. This includes senior management and frontline staff who may need to use the register to help resolve incidents.
  4. The final challenge is ensuring that the register is used effectively. This means using it to drive improvements in the ISO 20000 implementation and not just using it as a static document.

The challenges of an accurate register are, therefore, significant. Still, by addressing them head-on, organizations can ensure that their registration is a valuable tool for improving their ISO 20000 implementation.
The benefits of the IT Asset Register in ISO 20000.

The Benefits of Maintaining an IT Asset Register

Maintaining an IT asset register can offer numerous benefits to organizations, including:

More accurate license management - With an up-to-date asset register, organizations can more accurately identify which software licenses they have and which ones need to be renewed or replaced. This can help avoid the costly penalties associated with non-compliance.

Improved security - By knowing exactly what assets are on the network and where they are located, organizations can better protect their data and systems from external threats.

Reduced downtime - With an asset register, organizations can quickly identify and resolve problems when they occur. This can minimize the number of times employees cannot work due to technical issues.

Increased efficiency - An asset register can help organizations streamline operations by improving how they manage and utilize their assets.
Organizations that implement an asset register can realize significant benefits in cost savings and improved organizational efficiency.