What is Auto Discovery?  Definition, Importance, and Key Features 

The proliferation of new gadgets in the IT environment is rapidly transforming the digital landscape. Businesses now own a diverse range of IT and non-IT assets. While such advancements improve organizational productivity, tracking them can be a significant challenge for IT professionals.  Policies such as Bring Your Own Device (BYOD) further complicate the IT environment, leaving many devices unaccounted for. Numerous unregistered devices in an IT network can make it vulnerable to cyber attacks. To avoid such situations, businesses opt for IT asset management systems equipped with the auto discovery feature. 

This blog will briefly touch upon what auto discovery is, its key features, and how it adds value to your business. 

What is auto discovery? 

Auto discovery– a key feature of IT asset management systems- refers to automatically detecting devices, applications, and services within an IT environment. It also monitors IP-enabled devices sharing data on the business network, picking up software configuration and installation details. 

Critical information such as vendor details and software versions, can be populated into an IT asset management system through auto-discovery. In this way, all existing records can be updated instantly to match the latest available asset information. As a result, real-time visibility into your IT asset infrastructure enables you to prevent data breaches and security lapses. 

Why is auto discovery important to your business?

IT assets are used in every department, and failure to track them leads to unexpected costs, operational inefficiencies, and non-compliance risks . In order to avoid such problems, businesses invest in an IT asset management solution with the ability to auto discover IT assets. Doing so reduces the manual effort required to compile lists of every IT device owned by the organization. Here are some reasons why businesses opt for automatic device discovery: 

1. Helps map IT assets  

Businesses using auto discovery can create a detailed database of all IT devices, network devices and associated software within a business network. The auto discovery tool gathers critical information such as IP addresses, operating systems, hardware configurations, and installed software. All this information can then be used to map assets and understand how devices are linked to each other. 

2. Maintains updated inventory records

IT assets often change hands and locations in an office. Having an auto discovery tool means that all IT assets details are always up to date. For instance, a laptop was handed over from employee A to employee B. These changes will be automatically updated in your IT asset management system as the discovery scans pick up IP addresses and log in details. Keeping a trail of IT asset movements lowers instances of theft and misplacement, and keeps your assets and data secure.

3. Enables auto-checkouts

With such a vast variety of IT assets, manually tracking device ownership can be tiresome. The auto discovery tool integrates with third-party software to checkout devices to provisioned users. A list of logged-in users on each device will be displayed against all the assets synced. Here, admins/agents can simply assign the device to the relevant user. Such an automated process saves time and effort trying to figure out who is logged in at what device. 

4. Manages shadow IT

The presence of shadow IT at an organization can lead to security threats and in some cases, loss of control over IT device protocols. Such risks can be mitigated with the use of auto discovery to enlist all types of IT devices being used within the network. The automatic discovery tool registers software and gadgets connected to the official network, including items not sanctioned by the IT department. These devices can be regulated or even replaced with alternatives to minimize risks. 

5. Facilitates  BYOD 

Automatic discovery makes it easier for businesses to implement and enforce the BYOD policies. Even if the device is not already registered, it can be monitored to ensure that only verified software is being used. In this way, agents can maintain an accurate count of devices within the IT environment. 

Key features of auto discovery tools 

The auto discovery tool greatly improves efficiency by reducing the time required to manage and track IT assets. It provides accurate, real-time data while enhancing data security. Here are some key features of the automatic discovery tool:

1. Seamless asset identification 

A core capability of the auto discovery tool is to identify all devices and associated software within a network. The information gathered can be divided in the following categories:

Hardware information: Records serial numbers for different hardware devices such as laptops, routers, printers, and mobile devices. The auto discovery tool also picks up configuration details, storage capacity, network interfaces, and other critical information. 

Software information: Versions and types of software installed on a device. The tool also records the type of operating system on a device. 

Network information: Lists down the IP address of network devices. Also maps the connection between devices, showing how they are all related to each other. Such devices include routers, data centers, servers etc.  

2. Integration with ITAM and ITSM

One big advantage of the auto discovery feature is its integration with real-time monitoring tools for IT Asset Management (ITAM) and IT Software Management (ITSM). All asset critical details such as serial numbers, and IP addresses can be synced with an asset management system to act as a centralized repository. Similarly all software details are populated within an ITSM solution to enable effective incident management and license tracking.  

3. Insightful reports

 With auto-discovery, you have comprehensive knowledge of the utilization patterns of your IT assets. Your asset database is always updated and you know which assets provide better ROI. Consequently, information on asset utilization and performance helps you make better decisions when it comes to resource allocation. If a certain asset does not perform up to your expectations, you can modify how you use it in your workflow.

4. Robust security 

Auto discovery maintains a catalog of all IT devices connected to a network.  Due to real-time tracking, any possible presence of a rogue device on the network can be identified on time to prevent a security breach. The detection of unauthorized devices can trigger alerts to be sent to the agent so that consequential actions can be taken. 

Other than this, data discovered by the tool is backed up into the cloud to keep IT information guarded at all times. This helps businesses scale while they switch between systems or upgrade licenses. 

5. Categorization of IT Assets 

Businesses using ITAM systems can define criteria to categorize assets. For instance, if certain laptops have to be assigned to the NYC location, all laptops with a specific IP address will be checked out to the NYC office. Based on this functionality, auto discovery tools can be configured to categorize assets following criteria set by your business. 

Automating this process provides businesses with comprehensive data with accurate filters that give a clear picture of how resources are allocated across locations. 

6. Regulatory Compliance 

An auto-discovery system helps businesses closely monitor all requirements regarding software upgrades, installations, and renewals. Timely upgrades and warranty renewals translate into compliance with regulatory authorities. This protects you from hefty lawsuits and a tarnished brand image that often results from delayed license renewals.

Implement auto discovery with ITAM solutions for a greater impact  

An auto discovery tool within an ITAM solution gives access to real-time, updated information at all times. All asset-related information is recorded on a centralized platform, providing full visibility into the entire IT landscape of a business. Instances like shadow IT can be managed easily to mitigate risks associated with rouge devices, enhancing data security. 

Combining auto discovery with ITAM solutions empowers businesses to control asset operations. Using such systems, agents can access updated inventory lists to drive procurement decisions, license renewals, and regulatory compliance, saving costs and manual effort.