Software Assets
Software assets include the OS and applications. The OS starts the computer. Examples of OSs are Microsoft Windows, Mac OS, and Red Hat Linux. The applications perform specific functions or tasks. Examples of applications are Microsoft Word and Adobe Reader.
Most organizations use a database to track hardware assets. Using the same database to track software assets is common.
When identifying software assets, being specific is important. Listing an OS as just Windows or Linux is not enough because Windows and many Linux distributions (also known as distros) have many versions. Similarly, listing an application as just Word is not enough.
OS specifics should include:
- Hardware system where the OS installed
- Name of the OS, such as Microsoft Windows 10
- Latest service pack installed
An accurate listing of OSs can help IT personnel quickly identify whether the OSs are vulnerable to new threats. For example, IT personnel discover a new exploit for Microsoft Windows 10. Knowing how many Windows 10 systems the company has and where they are will help them in quickly addressing the exploit.
On the other hand, if IT personnel don’t have an accurate listing, their job will be much harder because they will have to check all the systems. Even having to check as few as 50 systems will take time. With 5,000 systems, the task becomes impossible to complete manually, which makes automated asset management necessary.
However, if an accurate inventory is available, the job becomes much easier. A simple look at the inventory will identify how many systems are running Windows 10. Additionally, the inventory will link the OS to the hardware, and IT personnel will know exactly where the Windows 10 systems are located.
FYI
A service pack (SP) is a group of updates, patches, and fixes that apply to a specific OS. SPs occasionally include extra capabilities for the OS, and they are usually cumulative. For example, Microsoft published Windows 7 SP1 in March 2011, which included all the updates, patches, and fixes released for Windows 7 before that date. Beginning with Windows 8, Microsoft replaced SPs with major updates. For example, Windows 8.1 was the first major update to Windows 8. The recommended and easiest way to get SP updates is to turn on Windows Update on the computer, and let Windows notify you when the updates that you need are ready to install. For example, Windows 10 automatically downloads and installs the updates that are needed, allowing the device to run efficiently and securely.
Lists will also help administrators discover two important types of unauthorized software—malware, which can be damaging to the system or the network, and unlicensed software. If a company purchases 100 copies of an application but 200 copies are installed, the company may have unnecessary legal liabilities.
Similarly, the specifics of installed applications should include:
- Name of the application, such as Microsoft Windows Office Professional
- Version number
- Service pack or update information if it is available
All this information is almost impossible to gather manually. However, the process can be automated. Many tools are available that can identify all the hardware and software assets in an organization.