Basic Information About the Asset
Identification Number: Every type of asset should be assigned a unique identification number for tracking purposes. For instance all desktop computers can be assigned a single identification number. And in case you’re using different configurations or different models, like desktops with Intel P-IV processor or with Intel Celeron 2.0 GHz processor, then each type can be assigned a different identification number. The identification numbers will make it easier to search through the database.
Name of Asset/ Item Name: Here you can enter the commonly used name for the asset like desktop computer, laptop, printer, router, office table etc.
Manufacturer: This is where you can put in either the brand name or the name of the manufacturer of the asset. The idea in having the manufacturers name recorded is to be able to contact the manufacturer or its service agency in case of a problem. This is essentially needed only for electronics and equipment, so for other assets where a clearly identifiable manufacturer doesn’t exist or where the manufacturer doesn’t promise any after sales services this field can be left blank. For instance – office furniture picked up from some local furniture shop.
Model: If there is a particular model number or name for the asset, like Sony Vaio, Dell Inspiron 15R or HP PSC1410, it should be mentioned under this column.
Item Description/Specifications: All additional item details can be added to this field. For instance, for a desktop computer – information about its processor, RAM, hard disk etc can be stored here.
Assigned To: This is where the name of the person to whom the asset has been assigned should be recorded. The person whose name is mentioned here will be fully accountable for safekeeping the asset.
Department: Here goes the name of the department, like human resource, finance, administration, production etc, which is currently using or storing the asset.
Category: The user can make a customized list of the type of assets and categorize each asset under one of these types. Some examples of categories are – computers, electronic equipments, furniture, storage, machinery etc.
Number of Units: This field is self explanatory and you just need to put in the number of units of a particular asset.
Default Storage Location: Every asset, especially the ones that are frequently moved from one location to another, must have a defined default storage location where they should be stored when not in use.
Current Location: This field is meant for recording the current location of the asset. For all assets that are permanently assigned to a particular department or office the default storage location and the current location will remain the same and thus this field can be left blank.