When implementing an ITAM program, it is good practice to formalize a process for managing related documentation. What does this entail, and why should you bother? Owning IT assets comes with some important paperwork and while many focus on the management process around the asset (which they should), related documentation should not be overlooked. Examples of documentation include warranty information, maintenance agreements and proof of purchase; it is helpful to centrally store these to support ongoing maintenance throughout the asset lifecycle.
Storing asset documentation centrally is also helpful for the procurement department. Information such as purchase agreements, invoices and receipts can be easily accessed by procurement during their purchasing process. As we mentioned recently, procurement and IT asset management must work closely during the process of provisioning assets, so having purchasing information stored in a place where both departments can access it makes the process run a lot more smoothly. When important asset information is shared between them, procurement can make informed decisions regarding where asset spending should be allocated and under which agreement terms.
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