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Follow this guide to help you complete the annual technology asset inventory verification.
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About University Technology Asset Management and Inventory
The Asset Management team manages the tagging, tracking, and reallocation of University technology assets throughout their life cycle. The Asset Management team manages an annual Technology Asset Inventory Verification as a part of Minnesota State requirements and to keep employees and our University safe. Employees should watch for official communications from the team when action is needed and report changes to technology asset records throughout the year.
How to complete your inventory:
- Go to the online form
- Select Asset Inventory Verification
- Follow the prompts and fill out the information (Note: Have your assets handy, you will be asked for photos)
Terminology and Definitions
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. How to find serial numbers
Asset tag 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/IT asset.
Frequently Asked Questions
Why do we have to do this?
We conduct an annual Technology Asset Inventory Verification as part of Minnesota State requirements and to ensure the safety of employees and our University.
I can’t find the serial number for my device.
Serial numbers can be found in different places depending on the device. Refer to the section below, how to find a serial number.
My camera is not good enough to take a picture of the serial number
Refer to the alternative way to find a serial number by going into the settings on the device and taking a screenshot.
There is an asset on my asset list that I’ve never seen before, I don’t know anything about the listed asset, or I have already surplused the listed asset
For this asset, go to the online form and select Asset Missing/Lost. This doesn’t necessarily mean you lost them, but it will initiate an investigation on our side to locate the asset. Once you report them as missing/lost, the assets will be removed from your inventory list.
I need someone to help me verify this in person
Please book an appointment with us.
If you have any other questions, please contact to us
its-assetmanagement@mnsu.edu
Common Mistakes
These are the top mistakes we see people make when filling out the verification form, which requires us to follow up with individuals and can prolong the verification process. Please make sure to avoid these mistakes when filling out your form.
Attaching same picture for asset tag numbers and serial numbers:
We often see people attach the same picture for Asset tag numbers and Serial numbers. This is incorrect; asset tag numbers and serial numbers are two different things. Please note that the asset tags do NOT contain serial numbers themselves. If you attach the same photo for both, and the asset number and serial number cannot be identified in that photo, there is a high likelihood that the Asset Management team will ask you to retake the picture.
Pictures are low resolution:
To verify the asset, the Asset Management team checks the picture to identify the serial number and asset tag number. If the picture has too low resolution or is out of focus (blurred) to identify the serial number or asset tag number, we cannot proceed with the verification.
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.
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 (e.g., your home, your office) in the form of a street address. For example, 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.
How to Find a Serial Number
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
- Flip your MacBook over.
- The serial number is printed near the regulatory markings.
Apple iMac
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The iMac’s serial number is printed on the bottom – the ‘foot’ of its stand.
Apple iPad
- Flip the iPad over
- The serial number is printed under the ‘iPad’ label on the bottom.
Dell Desktop
- Dell uses "Service Tag" instead of "serial number." Make sure it has "Service Tag" or "S/N"
- It can be found on a black label on the top, back, or side of the case.
Dell Laptop
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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/Studio
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The serial number is printed directly under the kickstand on the back.
Surface Laptop/Go
- Look under your keyboard near the hinge
Apple TV
- Check the bottom of your Apple TV i. You may need a light to read the number.
Alternative:
- Turn on the Apple TV
- Go to Settings > General > About
If Serial Number is Damaged or Unidentifiable
For any device using Windows
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)
For MacBook, iMac, or any device using macOS
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)
For 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)
