Description Host Name Department Manufacturer Model Status Category
Serial Number Part Number Service TAG Express Code Company Asset TAG
Physical Location Cage/Room# Rack # Rack Position Private IP Public IP NIC
STORAGE OS DETAILS
Switch/Port Nagios Monitored? SAN/NAS Connected? Total Drive Count OS
S DETAILS WARRENTY PURCHASE & LEASE INFO
OS Version Warrenty Start Date Warrenty End Date Date of Purchase
Purchase Price Lease Begin Date Lease Expiry Date Leasing Company
Buy-Out Option Monthly Lease Payment URL Notes
Link to original article at thegeekstuff.com:
36 Items To Capture For Practical Asset Tracking
(1) Description (Production CRM DB Server) - This field should explain the purpose of this
equipment. Even a non-IT person should be able to identify this equipment based on this
(2) Host Name (prod-crm-db-srv) - The real host name of the equipment as defined at the OS
(3) Department (Sales) - Which department does this equipment belong to?
(4) Manufacturer (DELL) - Manufacturer of the equipment.
(5) Model (PowerEdge 2950) - Model of the equipment.
(6) Status (Active) - The current status of the equipment. Use this field to identify whether the
Active - Currently in use
Retried - Old Equipment, not getting used anymore
Available - Old/New equipment, ready and available for usage
(7) Category (Server) - There are different ways to use this category field. I primarily use this to
track the type of equipment. The value in this field could be one of the following depending the
For tracking purpose, different vendors use different names for the serial numbers. i.e Serial
Number, Part Number, Asset Number, Service Tag, Express Code etc. For e.g. DELL tracks their
equipment using Service Tag and Express code. So, if majority of the equipments in your
(8) Serial Number
(9) Part Number
(10) Service TAG
(11) Express Code
(12) Company Asset TAG - Every organization may have their own way of tracking the system
using bar code or custom asset tracking number. Use this field to track the equipment using the
(13) Physical Location (Los Angeles) - Use this field to specify the physical location of the
server. If you have multiple data center in different cities, use the city name to track it.
(14) Cage/Room# - The cage or room number where this equipment is located.
(15) Rack # - If there are multiple racks inside your datacenter, specify the rack # where the
equipment is located. If your rack doesn’t have any numbers, create your own numbering scheme
(16) Rack Position - This indicates the exact location of the server within the rack. for e.g. the
server located at the bottom of the rack has the rack position of #1 and the one above is #2.
(17) Private IP (192.168.100.1) - Specify the internal ip-address of the equipment.
(18) Public IP - Specify the external ip-address of the equipment.
(19) NIC (GB1, Slot1/Port1) -
Tracking this information is very helpful, when someone accidentally pulls a cable from the server
(If this never happened to you, it is only a matter of time before it happens). Using this field
value, you will know exactly where to plug-in the cable. If the server has more than one network
In this example (GB1, Slot1/Port1), the server has two ethernet cables connected. First one
connected to the on-board NIC marked as GB1 on the server. Second one connected to the
Even when the server has only one ethernet cable connected, specify the port # to which it is
connected, to avoid confusion. For e.g. Most of the DELL servers comes with two on-board NIC
(20) Switch/Port (Switch1/Port10, Switch4/Port15) - Using the NIC field above, you’ve tracked
the exact port where one end of the ethernet cable is connected on the server. Now, you should
track where the other end of the cable is connected to. In this example the cable connected to the
server on the GB1 is connected to the Port 10 on Switch 1. The cable connected to the server on
(21) Nagios Monitored? (Yes) - Use this field to indicate whether this equipment is getting
(22) SAN/NAS Connected? (Yes) - Use this field to track whether a particular server is
(23) Total Drive Count (4) - This indicates the total number of internal drives on the server. This
can come very handy for capacity management. for e.g. Some of the dell servers comes only with
6 slots for internal hard-drives. In this example, just by looking at the document, we know that
(24) OS (Linux) - Use this field to track the OS that is running on the equipment. For e.g. Linux,
(25) OS Version (Red Hat Enterprise Linux AS release 4 (Nahant Update 5)) - The exact version
(26) Warrenty Start Date
(27) Warrenty End Date
Purchase & Lease
(28) Date of Purchase - If you have purchased the equipment, fill-out the date of purchase and
(29) Purchase Price
(30) Lease Begin Date - If you have leased the equipment, fill-out all the lease details.
(31) Lease Expiry Date
(32) Leasing Company - The company who owns the lease on this equipment.
(33) Buy-Out Option ($1) - Is this a dollar-one buy-out (or) Fair Market Value purchase? This
will give you an idea on whether to start planning for a new equipment after the lease expiry date
(34) Monthly Lease Payment
(35) URL - f this is a web-server, give the URL to access the web application running on the
system. If this is a switch or router, specify the admin URL.
(36) Notes - This is a place to track your additional notes about this particular equipment that
doesn’t fit under any of the above fields. It may be very tempting to add username and password
fields to this spreadsheet. For security reasons, never use this spreadsheet to store the root or