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Inventory Control – Do You Know What You Have?

Over time it’s amazing to see how much technology equipment a business can purchase.

Do you know everything that you have?

Do you know how old it is?

Do you have a maintenance contract on something you took out of service months ago?

These are all valid question, and some of you may be surprised with your answers.

Here are some ways to help control your inventory.

Start a database now, if you don’t already have one. When you purchase a piece of equipment or software, enter the information into the database. Helpful information for entry in the database is the item description, serial number, cost, date of purchase, ending warranty date. I also keep an estimated lifespan and have a column to enter the disposal date and disposition. There may be other items to put into the datebase, but this is a good start.

Now each time you purchase a technology item just enter this information. It’s easy to go from here onward, it only takes a few minutes with each new item.

Now comes the hard part. It’s not really hard, it’s just time consuming. Enter all of your existing equipment into the database. The purchase cost or date may not be readily available, but on most items you can make an educated guess.

Now here comes the real hard part.

Contracts for services. This would include maintenance contracts on equipment such as copiers, computers or telephone system. It should also include the monthly service charges for telecommunication services such as telephone service (office and cellular), Internet service and all costs associated with them.

You may have to get your carrier involved to really get this updated information. The local phone company should be able to give you a CSR (Customer Service Record) that has detailed information on what you are receiving from them. The Internet carrier can give you the same, and make certain you get the details on speed, both upload and download, of the connection. This is the only way that you can be sure that the price you pay is competitive.

Now that you have everything together you can make informed technology related issues without having to reinvent the wheel.

© 2006-2009 Steven G. Atkinson – All rights Reserved

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