Guide to IT asset discovery

Whether you're safeguarding data spread across devices or keeping pace in the cloud era, understanding IT Asset Discovery is key to staying ahead in the IT game. It’s the secret ingredient for companies looking to streamline operations, enhance security, and drive innovation. 

From hardware in the server room to software in the cloud, this guide dives into why IT Asset Discovery matters and how to do it right. As cybersecurity and data integrity take center stage in modern IT, knowing what's under your digital roof is critical. Ready to transform how you handle your IT assets? Let's get started.

What is IT asset discovery?

IT asset discovery is the systematic process of identifying, cataloging, and continuously monitoring all IT assets within an organization. It's an essential practice in today's tech-driven business landscape, ensuring that every piece of hardware and software is accounted for and functioning optimally. 

In an era dominated by cloud technologies, asset discovery is crucial for protecting the integrity of data scattered across a multitude of devices. For IT teams, it transcends the routine task of inventory management, ensuring that each asset not only exists but thrives as a pivotal contributor to the organization's objectives and cybersecurity framework.

What is an IT asset?

An IT asset is essentially any piece of technology that supports your business operations. This includes tangible hardware, such as computers, servers, networking devices, and intangible software applications and licenses. These assets form the backbone of your IT infrastructure, enabling your day-to-day business activities and driving your company's technological advancement.

Examples of IT assets

Hardware assets

• Servers: The muscle of your ITAM, powering data processing, application hosting, and network management.

• Workstations & laptops: Critical for high-end tasks and mobile productivity, these devices are the lifeblood of your business operations.

• Networking equipment (routers, switches): The conduits of your digital realm, ensuring seamless data flow and connectivity within your IT ecosystem.

Software assets

• Operating systems: The foundational layer of your technology stack, bridging the gap between hardware and application software.

• Business applications: The engines driving efficiency across various business functions, from CRM to accounting.

• Software licenses: The rulebook governing the usage of your software arsenal, critical for legal compliance and operational harmony.

Cloud-based assets

• Cloud storage services: Your digital vaults, offering secure and scalable storage solutions.

• SaaS applications: The versatile tools in your IT toolkit, streamlining processes from email management to complex enterprise operations.

• Cloud infrastructure services: The backbone of your cloud operations, dynamically scaling to meet your evolving business needs.

IT asset discovery work

Imagine asset discovery as your IT ecosystem's health check. It's the process that takes place either through specialized software on each device, like your trusty laptops or via a powerful application running on your central server, overseeing every nook and cranny of your network. This includes your printers, scanners, and every piece of tech that keeps your data centre buzzing.

Once in action, this software is like your IT watchdog, constantly updating hardware and software information and sniffing out security risks or anomalies. It's more than a routine check-up—it's an ongoing mission to ensure your IT assets are accounted for, secure, optimized, and in sync with your service desk strategies.

What is the IT asset discovery process?

The IT asset discovery process is a systematic approach to identify and manage an organization's IT assets. This process starts with deploying savvy IT asset discovery software across your network landscape. Picture these tools as your digital cartographers, charting every device and app connected to your network.

The process is about active engagement—monitoring performance, ensuring assets are playing by the rules, and aligning with your cybersecurity policies. It's a continuous cycle, almost like a heartbeat, keeping your IT ecosystem healthy, compliant, and ready to tackle tomorrow's challenges.

Asset discovery use cases

Healthcare industry: In healthcare, asset discovery ensures that critical medical devices and applications are always operational, compliant, and secure. This is crucial for patient data protection and uninterrupted healthcare services.

Financial services: For financial institutions, asset discovery helps monitor trading platforms, secure transaction data, and ensure regulatory compliance across all digital assets.

Education sector: In educational institutions, asset discovery plays a key role in managing classroom technologies, student databases, and online learning platforms, ensuring smooth and secure educational experiences.

Retail industry: Retail businesses use asset discovery to manage their point-of-sale systems, inventory databases, and customer service platforms, enabling a seamless retail operation.

Benefits of implementing an IT asset discovery process

Automation of asset cataloging: Bid farewell to the tedious manual inventory management. IT asset discovery tools bring automation to your doorstep, transforming how you catalog your IT assets, including those mobile devices that are always on the move. It’s not just about counting what's in your arsenal—it's about freeing up your IT squad to focus on bigger things—like endpoint security and strategic tech innovations.

Centralized asset database: Picture a digital library that holds every detail of your IT assets—from the servers humming in your data center to the laptops scattered across your enterprise. This centralized database becomes your go-to for quick, accurate information, essential for rapid problem-solving at the help desk and efficient network maintenance. It's like having a tech oracle at your fingertips.

Anomaly detection: These discovery tools are like your IT world's sentinels, constantly looking for non-compliance or any oddities in your network. By identifying these anomalies early, you're adhering to security standards and fortifying your cybersecurity wall, making sure every digital brick is in place and robust.

Network visualization: Asset discovery tools do more than list your network assets—they paint a dynamic picture of your entire IT landscape. This comprehensive network visualization is your strategic tool for understanding asset distribution, usage patterns, and overall resource management. It's about seeing the big picture and all its interconnected details, helping you navigate and manage your IT ecosystem more effectively.

Enhanced reporting & analysis: Regular monitoring and diligent data gathering are more than routine checks. They fuel your decision-making process, offering deep insights for audits, planning IT infrastructure upgrades, and managing software licenses. This continuous stream of information is a treasure trove for your IT strategy, driving cost efficiency and informed decisions that keep you ahead in the tech race.

Business challenges of IT asset discovery

IT asset discovery, while crucial for streamlined IT operations, comes with its own set of challenges that businesses must navigate. These challenges range from technological diversity to security concerns, each requiring a strategic approach to overcome.

Managing asset diversity

In today's IT landscape, the sheer variety of assets – from legacy systems to cutting-edge technologies – makes it a daunting task to ensure comprehensive discovery and seamless compatibility. This diversity demands a flexible and adaptable discovery process that can efficiently cater to different types of assets.

Keeping up with rapid technological changes

The ever-evolving nature of technology means that IT assets are continually being updated or replaced. This rapid pace of change presents a significant challenge in maintaining an up-to-date and accurate inventory of IT assets, requiring constant vigilance and quick adaptation.

Balancing security & accessibility

Striking the right balance between ensuring robust security in the asset discovery process and maintaining user privacy and accessibility is a critical challenge. This requires a nuanced approach that secures the IT infrastructure without compromising on user experience and access.

Scalability & integration hurdles

As organizations grow, their IT environments become more complex. Ensuring that the asset discovery tools and processes scale effectively to accommodate this growth while integrating seamlessly with existing systems is a challenge that requires foresight and careful planning.

Addressing inaccurate or incomplete data

Asset discovery relies heavily on the accuracy and completeness of the data collected. Inaccuracies or gaps in data can lead to inefficient resource utilization and increased vulnerabilities. Overcoming this challenge involves implementing robust data validation and update mechanisms within the asset discovery process.

Compliance with regulatory requirements

With increasing regulatory demands, particularly in industries like healthcare and finance, ensuring that the IT asset discovery process complies with these regulations is a significant challenge. This requires a comprehensive understanding of both the regulatory landscape and the technical aspects of asset discovery.

IT asset discovery best practices

In IT asset discovery, success hinges on the tools you use and how you use them. Here are some best practices to ensure your asset discovery process is as effective as possible.

Implementing an asset discovery process

When implementing an asset discovery process, start by defining clear objectives. What do you want to achieve? Next, select the right tools that align with your IT infrastructure. It’s about finding the perfect fit - like a key to a lock. Ensure comprehensive training for your IT team to make the most of these tools. Remember, a tool is only as good as the hands that wield it.

Ongoing management

Asset discovery isn’t a set-it-and-forget-it task. It demands ongoing management. Regularly update your asset inventory to reflect new acquisitions, retirements, or changes. Keep a vigilant eye for anomalies or discrepancies in your asset data. This ongoing diligence ensures that your asset inventory reflects your IT landscape, always ready to support decision-making and compliance requirements.

Essential features of IT asset discovery tools

Certain asset management features stand out as indispensable. They're the backbone of any robust asset discovery strategy.

• Network scanning: This feature maps out your entire network, identifying all devices connected to it. It's like having a GPS for your network, guiding you to each asset.

• Software license management: Keep track of all your software licenses, ensuring compliance and avoiding the pitfalls of under or over-licensing. It’s about staying legal and cost-efficient.

• Inventory management: This tool organizes your assets in an easily accessible format, providing vital information at your fingertips. It's like a well-organized toolbox where everything has its place.

• Security monitoring: Constantly monitor your assets for vulnerabilities or unauthorized access. Think of it as a watchful guardian for your IT environment.

• Compliance reporting: Generate reports to show compliance with various regulatory standards. It’s like having a report card showing how well you play by the rules.

Top IT asset discovery tools

In asset discovery, choosing the right tool is pivotal. Here's a rundown of some of the top tools in the market, each bringing unique features to the table.

Freshservice

Freshservice is the powerhouse of asset management features your business needs to operate seamlessly, offering state-of-the-art IT service management capabilities. Designed for immediate impact, it's not just an ITSM tool—it's a transformation catalyst for your entire organization.

Features 

• Real-time Visibility: Get up-to-date asset information with native discovery tools.

• Scheduled Scans: Automatically update your asset information across your network.

• Multi-source CMDB: Integrations with a range of discovery solutions and identity providers.

• Complete Spectrum Discovery: Capture information on all types of assets, including hardware, software, and cloud services.

• Mobile Inventory Management: Scan non-IT assets on the go using the Freshservice mobile app.

• Advanced Discovery and Relationship Mapping: Build a sophisticated CMDB with detailed device data and their interdependencies.

Pros & cons

Pros:

• Extensive range of discovery features

• User-friendly interface

• Real-time updates and comprehensive coverage

• Mobile app for on-the-go management

Cons:

• Might be overwhelming for smaller IT setups due to its extensive feature set

SolarWinds

SolarWinds offers a robust IT asset discovery tool known for its powerful network scanning and device management features.

Features 

• Intuitive user interface for ease of navigation

• Customizable asset grouping and reporting for tailored asset management

• Advanced network monitoring tools for detailed asset oversight

Pros & cons

Pros:

• User-friendly and customizable

• Effective network scanning and management

Cons:

• Complex setup and usage, requiring technical know-how

Zluri

Zluri focuses on SaaS stack visibility, providing insights into subscriptions, costs, and SaaS application management.

Features 

• Comprehensive reporting for subscription and cost management

• Centralized governance for SaaS applications

• Advanced discovery methods for all IT assets, enhancing security and compliance

Pros & cons

Pros:

• Excellent for SaaS management and cost optimization

• Automated workflow features

• Strong customer support

Cons:

• Complex user interface with occasional bugs

• Time-intensive setup and manual contract updates

Lansweeper

Lansweeper offers an efficient solution for comprehensive IT asset discovery, focusing on network-wide visibility.

Features 

• Streamlined setup for efficient deployment

• Customizable asset grouping, tagging, and reporting

• Comprehensive network scanning capabilities

Pros & cons

Pros:

• Efficient deployment with prompt results

• Customizable asset management features

Cons:

• Limited integration with non-Lansweeper tools

• Basic reporting features

SysAid

SysAid provides a robust IT service management software with powerful asset discovery and management features.

Features 

• Automated network scanning for hardware and software assets

• Centralized asset repository for streamlined management

• Automated reporting capabilities

Pros & cons

Pros:

• Centralized repository for efficient asset management

• Automated reporting for informed decision-making

Cons:

• Time-intensive initial setup

• Integration challenges with other systems

Qualys

Qualys specializes in cloud-based security and compliance, offering an IT asset discovery tool for a comprehensive view of IT infrastructure.

Features 

• Real-time updates for the latest asset information

• Advanced scanning technologies for accurate asset data

• Integration with other Qualys solutions

Pros & cons

Pros:

• Real-time asset updates

• Advanced scanning for accurate information

Cons:

• Compatibility limitations with certain systems

NinjaOne

NinjaOne excels in remote monitoring and management, offering automated IT asset management across various devices.

Features 

• Automated IT asset management for servers, workstations, and laptops

• Supports VMware, Hyper-V, and SNMP devices

• Simplifies application management at endpoints

Pros & cons

Pros:

• Comprehensive support for various devices and environments

• Simplified application management

Cons:

• Dependency on the active directory for the distribution server

• Unstable remote connectivity

InvGate Assets

InvGate Assets is a versatile tool for IT asset discovery and management, automating and simplifying the tracking of IT assets.

Features 

• Combination of agent-based and agentless discovery methods

• Automation of asset management processes

• Accurate and up-to-date asset information

Pros & cons

Pros:

• Efficient discovery methods

• Automation for ease of asset management

Cons:

• Steep learning curve for new users

• Dependence on stable IT infrastructure

Freshservice for IT asset discovery 

Freshservice provides a comprehensive, user-friendly, and effective solution for organizations looking to optimize their asset management processes. Organizations can automate and streamline the IT asset discovery process, ensure up-to-date and accurate asset information, and manage assets efficiently, even remotely, with Freshservice. 

Auto-discover assets in your network 

Identify all the assets used within your organization using the Discovery Agent to manage computers and Discovery Probe to scan for all assets within your network.

Periodically scan your assets

Schedule automatic scans across your network to periodically update asset information to ensure up-to-date and accurate data.

Scan and identify assets on the go 

Use your mobile's barcode or QR capabilities within our IT asset management software to scan for assets even when you’re away from your desk.