Asset Inventory Management Standard

Asset Inventory Management

This doc explains how we track and manage all IT assets across the organization, including hardware, cloud resources, software licenses, and data assets.

What We Track

Asset Classification and Criticality

The organization identifies critical assets based on their sensitivity and importance to business operations:

Criticality Assessment Criteria

• Business Impact: Assets essential for core business functions (trading systems, customer databases)
• Data Sensitivity: Assets containing sensitive customer data, financial information, or regulatory data
• Regulatory Requirements: Assets subject to SEBI, IRDAI, or other regulatory compliance
• Operational Dependencies: Assets whose failure would significantly disrupt business operations

Asset Categories

This classification helps prioritize security controls, monitoring, and resource allocation based on asset importance and sensitivity.

Asset Lifecycle

Procurement & Assignment

1. A request for a new asset is raised via a Freshdesk ticket and approved.
2. The asset is purchased, tagged with a unique ID, and registered in our inventory.
3. It is then assigned to an employee, who acknowledges receipt. The asset register is updated.

Hardware Asset Tracking

Each hardware asset in our inventory includes:

• Unique Asset ID: Every device receives a unique identifier for tracking ownership and lifecycle management.
• Employee Assignment: Clear mapping of which device belongs to which employee.

This enables the admin team to know exactly whom each device belongs to through the unique asset ID system.

Offboarding & Disposal

1. When an employee leaves, HR notifies the IT Admin.
2. All hardware is collected, and all cloud and software access is revoked.
3. The data on returned devices is securely wiped before the device is reassigned.
4. Assets at the end of their life are disposed of according to our Technology Equipment Disposal Policy (POL-021).

Cloud Resource Inventory

GCP (Primary Cloud)

• Organization: Projects are organized by environment (production, staging, development).
• Labeling: All resources are tagged with team, environment, service, and data-classification.
• Access Review: IAM permissions are reviewed quarterly.
• Cleanup: We regularly identify and decommission unused resources.

AWS

• Services Used: We primarily use AWS for SES (email), CloudFront (CDN/WAF), and S3 (storage).
• Access Control: IAM roles are configured with the principle of least privilege.

Software License Management

We maintain a central inventory of all our SaaS and software subscriptions. We track the vendor, license count, cost, and renewal date. The IT admin team conducts a quarterly review to reclaim unused licenses and optimize costs.

Periodic Review & Audit

Related Documents

• Technology Equipment Disposal Policy (POL-021)
• Acceptable Use Policy (POL-001)
• User Account Lifecycle Standard (STD-014)