One thing is crystal clear in IT asset management (ITAM): accuracy and efficiency are paramount. Accurate record-keeping improves efficiency and lowers cost and risk. The slightest error can have significant repercussions when managing data-bearing devices, especially at the end of their lifecycle.

Large organizations have been fined for not following best practices for IT Asset Disposition (ITAD), which is the final step in IT Asset Management. Following cybersecurity practices such as accurate record keeping, adequate controls, proper data sanitization, and oversight of employees and contractors is key to defensible ITAM practices. These practices will keep your team out of hot water if a breach occurs or when the auditors arrive at your office.

ITAM is a key component of good cybersecurity and financial practices. IT asset owners, financial, procurement, and information security professionals’ partner with IT asset managers to implement best practices for ITAM.

Traditionally, IT asset tracking relies on bar code scanning, which is frequently error-prone. IT Asset managers, IT Asset Owners, and ITAD Technicians often face the daunting task of scanning product labels, which can be highly confusing. A single asset label can include a variety of sequences—model numbers, part numbers, serial numbers, etc. that need to be recorded correctly. Before AI one of the common solutions was to cut a hole in a piece of paper to reduce the chance of scanning the wrong bar code.

For example, an asset label may have two different serial numbers. If an ITAD technician, IT Asset owner, and IT Asset Manager scan one serial number and another scans the other, how can you be sure which number is correct?

Image Credit Reddit.com. Posted by an IT Asset Manager asking for advice on how to scan.

Some devices like SD cards and HP Laptops may not even have a bar code to scan. The serial number is often printed in such small text that it’s difficult to read, forcing technicians to enter it manually. This process is both time-consuming and prone to human error. Incorrect number entries or the wrong interpretation of complex labels can compromise the accuracy of asset tracking. This slows the process and can create discrepancies that complicate the chain of custody. The result is confusion, inefficiency, and potentially costly mistake!

Taking a picture of the IT Asset vs. scanning the serial number has two advantages. First, AI will be more accurate than humans using bar code scanners to determine the correct serial number. In some cases, serial numbers can’t be scanned, and they are manually entered into ITAD or ITAM systems. Second, if auditors suspect an error, the photo serves as clear evidence that both auditors and IT asset managers can review to identify the issue and take corrective action. Once the scan is complete, an AI algorithm takes over. It intelligently processes the image, accurately identifying and separating the different asset identifiers and organizing the data. There’s no more ambiguity, errors, or slowdowns caused by manual data entry. In fact, data has shown that AI is more than 99% accurate, which is well over the industry standard for ITAD, which is about 85%. Additionally, if questions arise in the future about an asset that has been physically destroyed, the entire label is digitally preserved. This ensures that all information from the label, which no longer exists in physical form, remains permanently accessible.

At least one ITAD vendor, Securis has implemented AI scanning with incredible results. IT Asset Managers and other ITAD companies will likely implement similar solutions. AI-powered scanning applications need the ability to capture high-resolution photos of HDD and SSD labels to provide what could be the sole photographic record of each asset before destruction. This capability offers clients unparalleled transparency and ensures accuracy throughout the ITAD process. These photos are archived alongside job documentation and certificates of destruction. These are available 24×7 in a secure database, accessible through Securis’ client portal.

Clients can instantly review these records, track assets post-disposition, and resolve discrepancies such as data mismatches or incorrect barcode scans by cross-referencing archived photos. While a certificate of destruction serves as the official legal proof of secure data destruction, the photographic records offer an unmatched layer of accountability and precision, setting Securis apart as an industry leader.

1. Increased Efficiency: An AI-enhanced solution speeds up the entire asset-tracking process. Gone are the days of manually scanning, interpreting, and entering data. The technology does the heavy lifting, allowing technicians to focus on more critical tasks and improving overall workflow.
2. Reduced Human Error: By eliminating manual data entry, the chances of misidentifying or mistyping serial numbers are drastically reduced. This leads to more accurate asset tracking, which is crucial for maintaining compliance and safeguarding data security.
3. Streamlined Workflows: With an AI-powered system, every step of the asset tracking process—from scanning to data entry—is automated and optimized. This streamlined approach reduces bottlenecks and helps teams work more efficiently, reducing turnaround times.
4. Enhanced Compliance and Data Quality: In ITAM, compliance isn’t just important; it’s non-negotiable. AI technology helps ensure that your data is always accurate, up-to-date, and consistent, making compliance with industry regulations simpler and less stressful.
5. A Reliable Chain of Custody: Maintaining a secure, reliable chain of custody is critical to ITAM and ITAD. With AI-powered tracking, you can rest assured knowing that every asset is properly logged, tracked, and processed from start to finish. This provides you with greater transparency and peace of mind.

IT Asset Managers should consider whether implementing AI Photo Scanning can improve the accuracy of their IT Asset Management Systems. When evaluating ITAD vendors, IT Asset Managers should review the timeliness and accuracy of inventory reporting. AI, Training, and Business logic in scanning software have all shown promising results in improving inventory accuracy.