What is IT Asset Management Software? Explanation of Notable Functions and Points for Implementation

As business digitalization progresses, it is essential to have a system for effectively utilizing data, as well as a system for protecting data from cyber attack threats.

There are various approaches to IT security measures, and IT asset management software has been gaining traction in recent years. This article explains what IT asset management software is, its benefits, and its functions.

Table of Contents

1. What is IT Asset Management Software?
2. Background to the growing interest in IT Asset Management Software
1. Spread of DX
2. Increase in cyber attacks
3. Growing attention to compliance issues
3. Benefits of Implementing IT Asset Management Software
1. Streamlining asset management tasks
2. Strengthening security
3. Strengthening monitoring of illegal activities
4. Avoiding excessive IT investment
4. IT Asset Management Software Functions
1. Hardware contract management
2. Software license management
3. Automatic software distribution and update
4. Restricting the operation of prohibited software
5. Points to consider when introducing IT asset management software
1. Does it have functions that match the purpose of introduction?
2. How many devices can be controlled?
3. Does it have labor management functions?
6. Summary

1. What is IT Asset Management Software?

In a nutshell, IT asset management software is a service designed to centrally manage a company’s information assets and IT hardware in a database and protect them from external threats. The software centrally and automatically manages information about IT assets, enabling efficient management tasks.

This service records the serial numbers and license numbers of hardware and software to help ensure that inspections and updates are not missed.

The larger the organization and the more digitized the business, the more difficult it becomes to manually manage IT assets. By implementing IT asset management software, such burdens can be eliminated and the organization’s productivity and growth potential can be improved.

2. Background to the growing interest in IT Asset Management Software

There are three main reasons why IT asset management software is attracting attention. Each of these will be explained in detail below.

2-1. Spread of DX

The widespread promotion of Digital Transformation (DX) in Japan has had a significant impact on the expansion of demand for IT asset management software.

The increase in digital tasks compared to the past has increased the burden of asset management, and the benefits of introducing software are relatively large.

2-2. Increase in cyber attacks

Cyber attacks targeting companies’ information assets are increasing around the world, and Japan is no exception. In particular, the delay in security measures among Japanese companies is becoming widely known, and many cases of damage have already been reported.

As the risk of cyber attacks is expected to continue to increase in the future, companies are required to take appropriate measures. By implementing IT asset management software, companies must reduce the risk of attacks and develop a system to quickly identify and respond to any damage that may occur.

2-3. Growing attention to compliance issues

IT assets are vulnerable not only to external attack risks but also to internal incidents.

Examples include using IT software licenses on more terminals than authorized, continuing to use an OS that has not been updated, and losing company-owned terminals.

In order to minimize these risks, it is necessary to introduce IT asset management software to understand and improve the operational status of IT assets within the company.

3. Benefits of Implementing IT Asset Management Software

Implementing IT asset management software provides several benefits to implementing companies. Let’s take a look at what kind of benefits you can expect to receive here.

3-1. Streamlining asset management tasks

The introduction of IT asset management software greatly contributes to the efficiency of asset management personnel. It centrally manages information on the status of hardware and software, and efficiently performs updates and sets inspection schedules all at once.

Problems are also detected automatically, so there is no need to manually check equipment within the company. It will be possible to reduce the burden on management personnel and reduce overtime work, or to reduce the number of personnel and reallocate resources to other departments.

3-2. Strengthening security

The introduction of IT asset management software plays an important role in strengthening security. Security updates can be implemented quickly and without fail, avoiding situations that could create significant security holes.

In addition, if there is a problem with equipment or software, it will be detected automatically, prompting the person in charge to take quick action and avoiding cases where the problem is left unattended. By constantly monitoring the operating status and carry-out status of terminals, the risk of loss or theft can also be reduced.

3-3. Strengthening monitoring of illegal activities

Illegal activities that could be detrimental to the organization, such as employees illegally taking terminals outside the company or downloading and using unauthorized software, can be prevented by constantly monitoring them.

Recently, cases have been confirmed in which former employees have taken confidential information from the company to their new employers, but with IT asset management software, such carry-out activities can be quickly identified.

3-4. Avoiding excessive IT investment

Although digitizing operations is important, excessive IT investment can worsen an organization’s financial situation. Asset management software can help avoid the risk of over-investment.

It constantly and accurately tracks the number of hardware and software and contract status within the company, and provides important information for calculating necessary capital investment.

4. IT Asset Management Software Functions

What specific functions does IT asset management software use to benefit implementing companies? Here we will explain the main functions of the software.

4-1. Hardware contract management

Hardware contract management is a basic function of IT asset management software. You can track the contract start date and contract period of hardware.

4-2. Software license management

You can accurately manage even intangible licenses, such as when software licenses are valid from and until, and how many licenses you have.

4-3. Automatic software distribution and update

Software can be distributed to managed terminals all at once, streamlining the installation process. In addition, updates are performed automatically when they occur, reducing the burden of update tasks.

4-4. Restricting the operation of prohibited software

You can also control the operation of prohibited software in advance to prevent downloading and startup. By preventing operation in advance, you can avoid information leaks through software.

5. Points to consider when introducing IT asset management software

When introducing IT asset management software

• Does it have functions that match the purpose of introduction?

• How many devices can be controlled?

• Does it have labor management functions?

It is important to keep these points in mind.

5-1. Does it have functions that match the purpose of introduction?

Because there are many different types of IT asset management software, it is important to choose a product that has functions that meet the company’s purpose of introduction.

First, understand your company’s issues and carefully consider software that has functions that will help you solve those issues.

5-2. How many devices can be controlled?

It is also important to choose IT asset management software according to the scale of your company’s operations. Check how many devices the software or plan can control, especially if you have a large number of devices.

5-3. Does it have labor management functions?

If the system can track the operational status of terminals and software from logs, you can track employee working hours and suppress overtime. Consider how to use IT asset management software to promote work style reform.

Summary

This article explained what IT asset management software can do, its main functions, and the benefits of implementing it.

As DX becomes more widespread, the need for developing an environment to manage IT assets is also increasing. Review your company’s IT asset management status and consider implementing it.

Please contact globalsupport@jiran.com for further assistance.