Equipment records in a company
Company equipment records are a broader concept than IT infrastructure records alone. They include not only computers, software, and licenses, but also other items used in the organization’s day-to-day work. In Ewida Standard, this area is built around an object-based model that makes it possible to keep records in an organized and flexible way.
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Equipment records and IT audit
If you are looking for software to keep equipment records, IT audit alone is usually not enough. Audit focuses mainly on assets visible in the computer and network environment, while full equipment records also include items that cannot be detected automatically in that way.
For computer hardware, software, and network devices, the work can be supported by Ewida Audit. The program can help scan the environment and prepare source data, which can then be exported to Ewida Standard. The structured record of company equipment is then maintained directly in Ewida Standard.
A set as a way to organize records
One of the more important objects in Ewida Standard is the Set. In practice, it can be treated as a container that groups related items together. This makes it possible to work not only at the level of each individual item, but also at the level of the whole group that functions together in the company.
Sets are especially useful where equipment exists in logical groups. They can include devices, software, licenses, and other items that together form one usable whole.
The main benefits of using sets are:
- combining related objects into one consistent group,
- making it easier to assign whole sets to users or locations,
- keeping the relationships between recorded items organized,
- making it possible to analyze purchase and support costs not only for individual items, but also for complete groups.
Creating a new set
A new set can be created using the option:
Main menu → Set → New
The set object itself should be understood broadly. It does not have to mean only a computer set. It can represent any group of items that makes organizational sense in a given company and should be treated as a whole. It is up to the user to decide which categories and naming fit the real structure of the equipment best.
Why sets are practical
In well-maintained records, a set is not just a convenient way to group records. It is a tool that makes everyday work with equipment easier. When objects are connected into logical groups, it becomes easier to hand them over between employees, control their contents, and track the history of changes.
This matters especially when a company manages many similar groups of equipment, such as computer sets, accessory packages, or mobile equipment. Instead of carrying out many separate operations for each item, you can work at the level of the set while still keeping detailed data for every component.
Example: a set of portable drives
If employees receive several USB storage devices, you can create a set that groups those items in one place. An example category might be called USB Drives, but the naming depends on the rules adopted in the company.
Separate objects representing specific storage devices are then added to such a set. This makes it possible to assign the whole group to an employee in one step, and later disconnect it or pass it on just as easily. At the same time, each component remains visible as a separate item in the records.
Example: a phone set
The same approach can be used for mobile equipment. A set can represent, for example, a company phone together with its main components. Depending on the naming used in the company, categories such as Phone Set or Mobile Phone may be used.
The set can include, among other things:
- the phone itself,
- the battery,
- the SIM card.
This model helps keep equipment issue and return organized, while also making it possible to track each of those items separately whenever the company needs that level of detail.
Independent objects and change history
In Ewida Standard, each object, such as a Set or a Device, is treated as an independent item. That is why it is worth entering separately into the records those components that may later require their own history, cost analysis, repairs, upgrades, or assignment changes.
If a given item may need to be analyzed on its own later, it is better to create it as a separate object instead of treating it only as a descriptive parameter of a larger set. This allows the program to track its full history from the moment it is added, through assignment and removal, to repairs, upgrades, and deletion from the records.
In practice, this is exactly the approach that makes equipment records useful not only at the beginning, but also after longer periods of working with the system.