I just started working in the IT department of a small-medium sized construction company with about 200 users. One of my responsibilities is to setup and configure all new machines that come in.

I would like suggestions on how to best manage the installation disks and licenses of the software that comes with them. Plus any additional licensed software such as Autocad, Photoshop, etc as well as peripheral driver disks such as printers and scanners.

Right now every machine is associated and labeled with an asset id. All asset ids are kept in a spreadsheet with applicable serial numbers, current user, warranty info, and software licenses. The physical disks are then kept within a folder in a cabinet. Each folder is marked with the asset id number as well as the current user.

My problems with this is that the system was not maintained very completely before I came to the company. There are plenty of software folders with no asset ids labeled on them. Plenty of missing software folders (most likely are a lot of the unlabeled folders). Folders with names but not asset ids. Machines get switched to different users without the folders and spreadsheet being updated.

I am not saying this method would necessarily be bad if it was better implemented and managed, but if I am going to have to take a lot of time to fix this system currently in place. I thought I would ask the community first on how others manage this process in case there are easier, more efficient ways of doing so.

Thank you.