About University Technology Asset Inventory

Overview 

This guide is intended for faculty and staff to complete their annual technology asset inventory. It covers what it is, step by step how to schedule and prepare for an appointment, as well as an alterative method for verifying, and common questions and pitfalls.  

What is the Technology Asset Inventory? 

As a part of Minnesota State requirements and to ensure student, employee, and university data remains safe, the university completes an annual technology asset inventory conducted by the IT Solutions Asset Management Team. All university employees must verify the technology assets assigned to them. Official email communications are sent from IT Solutions with instructions when action is needed.  

Scheduling a Technology Asset Inventory Appointment

Schedule an Appointment

The easiest way to complete your yearly inventory is to schedule an in-person or virtual appointment with the Asset Management Team. Watch out for annual email communications when it’s time to schedule. 

Before your appointment, complete the following:

• Review the assets assigned to you and check that: 
  • You’re still responsible for each asset. 
  • They’re assigned to the right department and location. 
  • Any new assets are also listed. 
• If needed, report issues using the forms below. 
  • Devices missing, lost, stolen, or not in your possesision  
  • Devices that have transferred ownership or location 
• Have all your assets handy so our team can quickly scan or verify the barcodes. 
• Gather any old assets no longer in use (desktops, laptops, tablets, phones) so we can collect them for proper recycling. 

Alternative Method: Verifying Online 

If you're not able to meet for an appointment, you can self-verify through the online form by uploading pictures of your assets. This method works best if you just have one or two devices, and keep in mind you may need to spend more time or complete extra steps.

Before verifying, complete the following:

• Review the assets assigned to you and check that: 
  • You’re still responsible for each asset. 
  • They’re assigned to the right department and location. 
  • Any new assets are also listed. 
• If needed, report issues using the forms below. 
  • Devices missing, lost, stolen, or not in your possesision  
  • Devices that have transferred ownership or location 
• Have your devices handy when filling out the form, you'll need to submit photos of them.

Common Mistakes 

These are the top mistakes people make when self-verifying online, which requires follow-up and can prolong the verification process. 

Please avoid: 

• Attaching the same picture for asset tag numbers and serial numbers. Asset tag numbers and serial numbers are two different things. Please note that the asset tags do not contain serial numbers. If you attach the same photo for both, and the asset number and serial number cannot be identified in that photo, the Asset Management Team will require a follow-up.  
• Pictures with low resolution. The Asset Management Team checks the pictures to identify the serial number and asset tag number. If the pictures have too low resolution or are too blurry, the Asset Management Team cannot verify the asset. 
• Submitting a picture of a different asset. This is a common mistake for people who have multiple assets. Please ensure that the picture matches the asset number you want to submit before completing the form.  
• Listing the wrong address for the off-campus address. If the device is used or located exclusively off-campus, you need to provide the location where the device is stored most of the time (for example, your home or your office) in the form of a street address. Submitting the address as “my home” is not considered a valid street address. “A local bakery” is not an appropriate location for storing the device most of the time.  

Helpful Links and Resources

• View your technology assets
• Schedule a Technology Asset Inventory appointment 
• Verify or make changes to existing or new assets
• Report missing, lost, or stolen assets
• Transfer assets to another employee
• Recycle old devices

FAQ 

What if I’m not able to meet for an appointment? 

The the alternative method is to self-verify online, which may take more time and extra steps. Follow the instructions below. 

Why is the technology asset inventory required? 

It is a part of Minnesota State requirements and ensures the security of students, employees, and our university. 

What happens if I don’t verify my assets? 

Due to security risk, devices not verified may be disconnected from the network and may need to be brought to the IT Solutions Center before they can be accessed again.  

What is a technology asset? 

University technology assets include items like desktop computers, laptops, tablets, phones, hard drives, or any technology device with an asset tag.  

What is an Asset Tag or Asset Number? 

An asset tag number is a unique identification number assigned by the State of Minnesota to all of the computer/IT assets used for the university (think of it as tech ID of a computer). Most asset tag numbers can be found on the white barcode label with ‘Property of the state of Minnesota’ attached to the exterior of the computer or technology asset. 

What is a serial number? 

A serial number is a unique identification code assigned to a specific product by the manufacturer (think of it as the social security number of a computer). Some manufacturers (e.g., Dell) label this number as Service Tag, S/N, or S/T.  

What if there is an asset on my list, but I don’t know anything about it or it’s already been sent to surplus?  

Fill out the  Missing, Lost, or Stolen Asset Form. This doesn’t necessarily mean you lost the asset, but it will prompt a task for the Asset Management Team to locate the asset. Once you report the asset as missing, lost, or stolen, it will be removed from your inventory list.  

What if I have questions or need support with my inventory? 

Please schedule an appointment with the Asset Management Team.

Finding Serial Numbers

The location of the serial number can vary depending on the model or year of the asset. As a general rule of thumb, for laptops, the serial number is usually found underneath the device (on the bottom panel) and may be labeled as "SN OOOOOO," "S/T OOOOOO," "Service Tag OOOOO," or in a similar format. Please check carefully. 

Apple MacBook

1. Flip your MacBook over. 
2. The serial number is printed near the regulatory markings. 

Apple iMac

1. The iMac’s serial number is printed on the bottom – the ‘foot’ of its stand. 

Apple iPad

1. Flip the iPad over
2. The serial number is printed under the ‘iPad’ label on the bottom. 

Dell Desktop

1. Dell uses "Service Tag" instead of "serial number." Make sure it has "Service Tag" or "S/N"
2. It can be found on a black label on the top, back, or side of the case. 

Dell Laptop

1. Typically can be found on the bottom panel (can be either White label or Black label).

2. Certain models have a flap covering the label 

Dell All-In-One (Desktop and Monitor combined) 

1. Flip the monitor to the back side

2. If there is no service tag number in this location, It is most likely under the Dell logo on the front. 

Surface Book, Pro, or Studio 

1. The serial number is printed directly under the kickstand on the back.

Surface Laptop Go 

1. Look under your keyboard near the hinge 

Apple TV

1. Check the bottom of your Apple TV i. You may need a light to read the number. 

Alternatively:

1. Turn on the Apple TV 
2.  Go to Settings > General > About

Damaged or Unidentifiable Serial Number

If the serial number is damaged or cannot be found on the device, try these alternate ways of finding it.

Windows Devices

1. Turn on the laptop. 

2. Press the 'Windows logo' key and the 'R' key together. 

3. Enter cmd and press the 'Enter' key. 

4. Type wmic bios get serialnumber and press Enter to obtain the serial number. 

5. Take a picture of the serial number that appears in the window, along with the time. (Tip: Press 'Windows' key and type ‘snipping tool’, enter, and click ‘new’ to take a screenshot)

MacBook, iMac, or Any macOS Device

1. Turn on the device 

2. Choose ‘About This Mac’ 

3. Click the ‘Apple logo’ in the left corner 

4. Take a picture of the serial number that appears in the window, along with the time. (Tip: Press Shift + Command + 3 to take a screenshot)

iPad

1. Turn on the device 

2. Open ‘Settings’ app(the gray gear icon) 

3. Go to General > About. 

4. Take a picture of the serial number along with the time. (Tip: Press the top button and the Volume Up or Down button at the same time to take a screenshot. If the iPad has a Home button, press the top button and the Home button at the same time.

Visit the IT Solutions Center page to view current hours, locations, and contact information.