IT Inventory Standard


The purpose of this standard is to establish a set of guidelines and procedures for the management, tracking, and maintenance of information technology (IT) inventory within the university. Effective IT inventory management is essential to ensure efficient use of resources, security, compliance, and continuity of IT services.


This standard applies to all USNH USNH staff, faculty, students, affiliates, contractors, and third-party service providers who handle university data and information systems


3.1 Asset Identification and Labeling

Each IT asset must be cataloged and when possible, assigned a unique identification number or barcode. Assets should be labeled clearly with this identifier for easy tracking and management.

3.2 Documentation

Maintain an accurate and up-to-date inventory database or management system. Include essential information for each asset, such as asset type, manufacturer, model, serial number, purchase date, warranty status, location, and assigned user.

3.3 Procurement and Acquisition

All IT purchases must adhere to the university's procurement policies and procedures. Document all purchase transactions and ensure proper approvals are obtained.

3.4 Asset Tracking

Conduct regular physical and digital audits to verify the existence and status of IT assets. Update the inventory database promptly to reflect changes, such as new acquisitions, movements, disposals, or upgrades.

3.5 Asset Lifecycle Management

Implement a lifecycle management strategy for IT assets, including maintenance schedules, upgrades, and end-of-life procedures. Dispose of outdated or non-functional assets in compliance with university and environmental regulations.

3.6 Security Measures

Protect IT assets from theft, damage, or unauthorized access. Implement access controls, surveillance, and physical security measures, as necessary

3.7 Software and Licensing

Maintain an inventory of software licenses and ensure compliance with licensing agreements. Regularly audit software installations to verify license usage.

3.8 Backup and Recovery

Implement backup and disaster recovery plans for critical IT assets and data. Test and update these plans regularly to ensure they remain effective.

3.9 Reporting

Generate and distribute regular reports on IT inventory status, including asset utilization, maintenance, and compliance with relevant policies and standards.

3.10 Training and Awareness

Provide training and awareness programs for personnel involved in IT inventory management. Ensure they understand their responsibilities and follow best practices

3.11 Disposal and Recycling

Dispose of outdated or obsolete IT assets in an environmentally responsible manner. Ensure data destruction is carried out securely, following established procedures

3.12 Compliance and Auditing

Conduct periodic audits to verify compliance with this standard. Address any identified non-compliance issues promptly.


  • Approved by: Thomas Nudd, CISO
  • Reviewed by: Dr. David A Yasenchock, Director, Cybersecurity GRC
  • Revision History: V 1.0
    • Revised formatting, K SWEENEY, 30 MAY 2024