System for Matching IT Asset Records Across Sources

The problem

In day-to-day operations, CMDB, network discovery, cloud and purchasing records arrive through different systems and event records, preventing the team from seeing the case on a single timeline.

As a result, source links can be lost while possible asset matches and the discrepancy list are prepared, the case can be routed to the wrong team, and the basis for the technical decision can remain unclear.

An incomplete workflow may overlook conflicting serial numbers or unclear ownership, while an incorrect system action could merge two assets incorrectly.

What we set out to improve

• Time taken for the draft possible asset matches and discrepancy list to be ready for specialist review
• Correct referral of records with conflicting serial numbers or unclear ownership to the appropriate specialist queue
• Record of recommendations corrected or rejected by the asset management lead

How the system works

1. 01 Retrieve CMDB, network discovery, cloud and purchasing records from authorised sources
2. 02 Verify the source, timestamp and record identifier
3. 03 Add the relevant asset, user, shop, vehicle or content context
4. 04 Prepare draft possible asset matches and a discrepancy list
5. 05 Compare the draft with technical rules and authority boundaries
6. 06 Check for exceptions: conflicting serial numbers or unclear ownership
7. 07 Obtain the asset management lead's approval, correction or rejection
8. 08 Write the input, recommendation, changes and final decision to the audit log

Methods we used

• Source- and time-traceable data extraction for CMDB, network discovery, cloud and purchasing records
• Structured output that restricts the possible asset match and discrepancy list fields to technical rules
• An exception gate that separates cases involving conflicting serial numbers or unclear ownership from system action
• An authorised queue that presents the evidence and recommendation together for the asset management lead
• Duplicate-processing controls and a rollback record to address the risk of merging two assets incorrectly

Where people stay involved

Data and security

Only fields required for the task are processed from CMDB, network discovery, cloud and purchasing records. Source-system permissions are preserved, and unnecessary personal, technical and security-sensitive data is minimised before being sent to the model. Every retrieval, recommendation, human change and target-system action is written to the audit log.

Who this suits

Frequently asked questions