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Consistency and Control: The Power of Naming Conventions in Asset Management 365
Spotlight
In large organizations, messy naming practices can lead to chaos. Without consistent naming conventions, asset tracking becomes a guessing game. By implementing structured naming standards in Asset Management 365, our client unlocked faster access to critical data, improved compliance, and cross-departmental alignment. This case study highlights how a simple change brought clarity and control across the entire asset lifecycle.
Highlights
Customer’s Speak
Mike Reynolds
Legal Operations Manager
“
Managing contracts manually led to missed deadlines, compliance risks, and inefficiencies. With SharePoint Contract Management, automation streamlined workflows, reduced manual effort, and ensured compliance. Now, we focus more on clients instead of paperwork.
Challenges Faced Before Implementing Naming Conventions
Disorganized Asset Records
Assets were named inconsistently across departments, regions, and business units.
- A laptop could be listed as “LT123”, “Laptop”, or “Asset-NY-001”.
- No standardized prefix, date structure, or location code made filtering difficult.
- IT teams spent extra hours identifying and verifying physical vs. digital assets.
Inefficient Search and Tracking
Without consistent identifiers, it took teams longer to find and act on asset data.
- Searches returned incorrect or duplicate records.
- Maintenance schedules and lifecycle tracking were disrupted.
- Reporting accuracy suffered due to incomplete asset visibility.
Duplicate and Redundant Entries
Multiple records existed for the same asset due to varied naming across systems.
- This inflated inventory counts and led to poor audit outcomes.
- Procurement decisions were delayed due to unreliable asset status.
- Data silos led to costly redundancies in both software and hardware.
The Solution: How We Solved It
Standardized Naming Framework
A uniform naming convention was developed using key asset metadata:
- Format: [Category]-[LocationCode]-[Dept]-[SerialID]-[Date]
- Example: LAP-NYC-IT-12345-20240101
- Consistent tags ensured uniformity across all asset types.
Automated Naming in Asset Management 365
Using built-in automation rules in Asset Management 365, asset names were auto generated upon creation:
- Naming standards were enforced using templates and dropdowns.
- Pre-filled metadata eliminated user error and ensured consistency.
- Asset entries now reflect the same logic across countries and teams.
Centralized Asset Repository
A single source of truth was established by migrating all asset data into a centralized Asset Management 365 instance:
- Duplicates were merged or archived.
- Historical naming issues were corrected using batch updates.
- All departments now use and rely on the same system.
Naming Governance and Training
A cross-functional governance policy was introduced:
- Naming guidelines were published and shared company wide.
- Training was delivered to ensure adoption.
- Quarterly audits ensure ongoing compliance and improvement.
Results & Business Impact
60% Faster Asset Retrieval
- Search functions are now precise, saving time in IT, facilities, and finance.
- Field teams can find asset history and specs within seconds.
- Troubleshooting and replacement cycles are faster and more accurate.
30% Reduction in Duplicate Records
- By eliminating inconsistent naming, the system auto-prevents duplicates.
- Cleaner records lead to better decisions during budget and procurement cycles.
- Audit scores improved, and risk of fines due to poor tracking dropped.
100% Naming Compliance Within 90 Days
- Full organizational alignment was achieved within 3 months of rollout.
- Internal naming compliance is now a KPI across departments.
- The system now supports faster onboarding and smoother reporting.
Industry
Consulting and IT Services
Location
USA, Texas
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