Performing IT Maintenance Professionally – For More Security and Efficiency

IT Maintenance: Definition and Content

IT maintenance is essentially about regularly checking hardware and software for faulty and outdated components after initial delivery and commissioning. For example, the risk of hard disk failure increases with increasing operating time. However, the condition can be determined relatively reliably via the so-called S.M.A.R.T value.

There are also routines that detect errors in main memory. Regular maintenance can be worthwhile, especially for servers, workstations or computers on which essential programmes run. Cleaning of fans and safety checks such as the E-Check according to the DGUV are further appointments that either make sense for the service life or are even prescribed by regulations.

Managing such information and coordinating the different types of IT maintenance unnecessarily costs valuable working time of IT specialists without suitable inventory software such as Timly.

Software Maintenance – Definition and Practical Procedure

Operating systems and installed programs on PCs have long since ceased to be static. For all software components, there are regular bug fixes, security and software updates, but also functional enhancements. With the multitude of different applications running on most company computers, it is difficult to keep track.

Especially when dangerous security vulnerabilities become known at short notice, it saves immense effort to have information about installed software versions stored in a structured way. A smart management system such as Timly also clearly shows which programmes and licences have been assigned to a specific computer. If preventive IT maintenance measures are required directly on the device, the tedious and time-consuming search for them is no longer necessary.

Implementing Hardware and Software Maintenance With Timly

Timly’s asset tracking software enables the holistic management of all assets in a company. Thanks to the flexibly customisable categories, this includes hardware and software components in particular. The practical container function makes it possible to assign installed software to physical hardware. Afterwards, a PC including all programmes running on it can be managed as a single unit.

Timly uses a GDPR-compliant cloud storage to store the data. This means that only an internet-capable end device is required for access. The Timly app, optimised for smartphones and tablets, provides additional flexibility and convenience.

By scanning the QR code attached by sticker, any authorised administrator can call up the profile of a component and make entries on site about IT maintenance that has been carried out. This is independent of access to the company network, which brings practical advantages for work equipment used in the home office or in project work at customers.

There is a separate calendar for each asset. Any maintenance and inspection dates, as well as licence expiry dates, can be stored in this calendar. An automated notification is then sent to those responsible in good time before the corresponding deadline expires. It is also possible to involve external maintenance service providers.

An integrated ticketing system helps to track repair processes. Over time, a digital file is created on each managed unit – at the same time a multiply usable and valuable source of information for all employees.

Software Maintenance: Costs Increase With Manual Management

In homogeneous Windows environments with Active Directory, software management can be controlled centrally with relative ease. However, the IT infrastructure in companies increasingly includes a rather heterogeneous mixture of different end devices such as NAS, routers, active switches and smartphones. Managing these in a holistic, manufacturer-independent manner is hardly possible with the tools of the respective providers.

A lot of manual rework remains, the most time-consuming steps of which are the coordination of access options and localisation of devices. Timly, on the other hand, is suitable for managing all conceivable hardware and software components. A wide variety of routines and processes for updates and IT maintenance can be combined in it.

Only With an CPA-Contract: IT Service Provider Has Access to Personal Data

One conceivable solution is to outsource IT maintenance to external service providers. However, by doing so, data controllers give up sole access to their own network and the data stored therein. If personal data becomes accessible to third parties within the scope of IT services, a data processing agreement (DPA) must be concluded in accordance with the GDPR.

In this service level agreement, regulations to be complied with for data protection are to be specified. However, it is more effective protection not to relinquish responsibility for one’s own IT infrastructure. With software like Timly, this is not necessary.

Sample CPA-Contract – IT Service Provider – Not Necessary With Timly

Concluding a contract for IT maintenance requirements with external service providers involves effort. Moreover, the mere conclusion of a contract does not prevent infringements. In individual cases, proof of a violation is necessary. Claims often have to be asserted in lengthy court proceedings.

Particularly in security-relevant areas, it is often the easier way in the end to have tasks done by in-house staff, where controls and the issuing of instructions are easier. Software such as Timly supports this by allowing current information for each managed asset to be stored directly in the profile. This makes it possible, for example, to document the observance of checklists and instruction sheets in a legally secure manner.

Software Maintenance: English, German and Other Languages Possible

Software solutions that have an essential function in a company must be perfectly matched to the application purpose. Ease of use and intuitive handling ensure acceptance by the company’s own employees. For many people, this also includes the language of the user interface.

At Timly, it is a matter of course to offer customers products that are perfectly tailored to their needs. This also includes error-free translation into the respective native language.