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Published on: 03 Mar 2017 by managementexpert
Having a way to manage your assets is imperative. You want to make sure that the task is being carried out correctly. Asset management software makes the process much easier now than it has ever been previously. There are a number of things that you can make sure you are doing in order to ensure that you are getting the most out of this software.
First, you need to remember that information is typically held within the asset descriptions, locations, and types. You should consider reviewing this information at least once every three to four months. You can also go through and clean contact information on a regular basis in order to ensure you are able to get the most out of your software. Contact information is things such as your salutations, any saved phone numbers, and any saved email addresses.
Another thing that you can do in order to ensure you is getting the most from your software. Data duplication, of any type, is an enormous risk when discussing this type of software. If you want to avoid duplication, and avoiding duplication is highly recommended, then you should ensure that there are strong rules in place regarding how files are formatted and named. You also want to make sure that you talk with your team on a regular basis about how files are to be formatted and named. Duplication isn't difficult. It can happen in a matter of seconds and isn't hard to do because of all the various ways that data can actually be entered.
You also want to remember that a number of people using the software can impact the accuracy of the data. More times than not, a high number of users is going to mean that the data accuracy is going to have much weaker levels of accuracy. Big organizations should seriously consider having their software set so that the data only has the ability to be entered in a specific way. You want to make sure that you agree on principles for data entry and then go through the process to ensure that the software will only accept this particular format.
Reports and trends are affected if you delete historical type data. For this reason, you want to try to avoid doing this whenever possible. When you eliminate any type of information that relates to the location or assets themselves, then a report for the ‘assets by location' is not going to be accurate, for example. You may need to manage your historical data, but deleting it is not always the best solution. You may want to consider making the data obsolete instead.
You also want to make sure that you update any images on a regular basis. You can use your phone and snap anew picture in order to keep your photo up-to-date. Finally, make sure that you have a backup. It’s always a good idea to ensure that you have a backup in place on a regular basis.