Not every system can be inventoried over the network because computer monitors, passive patch panels, IT security rooms, or server cabinets cannot be connected to the network. So, it is not possible to inventory these systems over the network using an online scan. In order to obtain a comprehensive CMDB, however, on which your IT documentation is based, such IT systems should be recorded as well.
Create IT assets for all systems for which no data can be retrieved
You can create and configure these systems from the Management area of Docusnap and use them later just like any other system in your IT relations or IT concepts. First, create a parent directory that represents a category or a use location.
Grouping the objects by category
Regardless of the documentation tool employed, you may want to group all assets belonging to a particular category to have an immediate overview. This is a good solution, for example when recording all smartphones or tablet computers in a consistent way. Under your new parent directory called, e.g. “Mobile Devices”, create subdirectories such as “Smartphones”, “Tablets”, “Blackberry”, etc., where you can create the actual devices with their data. Make sure to record as much data as possible. Information such as the serial number, IMEI, and user must be entered manually once for all. If a management solution such as AirWatch is in use for your mobile devices, it might be possible to retrieve information from this software and add it to the Docusnap database.
Grouping the objects by location
However, if you intend to document the equipment related to a specific location, first create the location, e.g. server room, as your parent directory. Then, assign the assets such as A/C, UPS, etc. to this room to obtain a comprehensive inventory list for that room. To further refine this approach, you might as well assign your IT systems directly to a specific server cabinet, so that you always know exactly where IT systems are, especially in major environments.
“Start with the goal in mind”
Outline the goals up front
Before inventorying non-networked IT assets, spend a few thoughts on the goals you want to achieve. If it is merely about recording the IT systems which have no network connection, a flat representation by category is preferable. However, if you want to build a hierarchical structure and assign devices to a particular room or workplace, you should document these devices by location. Which of these approaches finally proves to be smarter depends on the criterion on which you will search later. It might also be a good idea to customise the Docusnap software in a way to enable toggling between these two approaches. This, however, would require special modifications which involve corresponding programming effort.
IT assets documented in either way can then be included in a recovery plan just as any other system. After all, it is essential to ensure power supply and air conditioning of the facility before starting up the whole bunch of IT systems. While this requirement sounds trivial, but it should be part of any recovery plan for a server room. Otherwise, disaster is just around the corner.
When you start your documentation project, you will hardly have an idea of where and for what purpose you will finally resort to your inventory data. You will come to know this over time. Anyway, the Docusnap premium documentation tool will optimally support you with your IT documentation project and offers a solution to nearly every requirement.
