Let’s go through a situation where your company’s network is hacked, but you can’t figure out how it happened. After some digging, you find out that an employee’s personal phone, which wasn’t registered or monitored, allowed the hacker into your system. This phone, a so-called “shadow endpoint,” went unnoticed because your IT department didn’t know it was connected to the network.

This problem is becoming more common as companies use more devices, especially with remote work and employees bringing their own gadgets to work. These “unknown” devices are often missed and can put your company at risk by causing security problems, legal issues, or operational delays.

The key to solving this issue is using IT asset discovery tools. These tools help companies find and keep track of all the devices connected to their network. In this article, we’ll look at why discovering unknown devices is so important, and explore the tools and strategies that can help your company stay secure, follow the rules, and run smoothly.

IT Asset Discovery Explained

IT Asset Discovery is the process of identifying, tracking, and managing all the devices connected to an organization’s network. These devices can include everything from desktop computers and laptops to mobile phones, printers, and servers. The goal is to have a clear view of all hardware and software in use within the organization, ensuring that each asset is accounted for and properly managed.

This process is critical for organizations for several reasons:

Security Vulnerabilities: When devices are not properly tracked or secured, they can become weak points in the network. Outdated software, unpatched systems, or unsecured devices can easily be targeted by hackers.

Compliance Issues: Many industries require organizations to track and document their IT assets for audits and regulatory requirements. Missing or unmanaged devices can lead to compliance failures, legal consequences, and fines.

Inefficiency: Without clear visibility of assets, it becomes difficult for IT teams to manage updates, perform maintenance, or resolve issues efficiently. This can lead to increased downtime, operational delays, and higher support costs.

IT Asset Discovery Tools play a key role in addressing these challenges. They help organizations:

Automatically scan the network to find all connected devices.

Provide a centralized dashboard for easy tracking and management.

Help ensure that all devices are compliant with security policies and regulations.

Reduce risks by identifying unknown devices and ensuring they are properly secured and managed.

Network Discovery vs Agent-Based Discovery

Two primary methods are commonly used when it comes to IT asset discovery: Network Discovery and Agent-Based Discovery. Both methods have their advantages and disadvantages, depending on the organization’s needs and network setup.

Network Discovery

Network Discovery tools scan the network for connected devices without the need to install software agents on each device. These tools use protocols like Simple Network Management Protocol (SNMP), Address Resolution Protocol (ARP), and Ping sweeps to identify devices based on their IP addresses and network signatures.

The tool essentially “discovers” any device that is connected to the network and provides information about its IP, MAC address, and sometimes the device type.

Pros:
Low Installation Overhead: Since no agents need to be installed on individual devices, setup is quick and simple. IT teams don’t need to manually deploy software on each device, which can be time-consuming and require additional resources.

Quick Discovery: Network discovery tools can rapidly identify devices on the network, especially in large environments. The ability to perform wide scans quickly is particularly useful when organizations need to get a snapshot of their network.

Cons:

Limited Visibility: While network discovery tools can identify devices and provide basic information like IP and MAC addresses, they typically offer limited details about the device itself. They may not be able to provide deeper insights, such as the operating system, installed software, or hardware configurations, unless additional configurations are made.

Potential for Undetected Devices: Network discovery tools depend on the devices being actively connected to the network. If a device is behind a firewall or on a different network segment, it may be missed. Additionally, devices that are powered off or not broadcasting network information won’t be detected in real-time, leaving gaps in the discovery process.

Agent-Based Discovery

Agent-Based Discovery requires the installation of software agents on each device. These agents are lightweight endpoint management software applications that run on the devices, continuously sending data about the device back to the central asset management system. This method provides deeper, more accurate visibility into each asset, including detailed information about the device’s hardware, software, and configuration.

Pros:

Rich Device Data: Since agents are installed directly on devices, they can provide detailed insights, including the device’s operating system, installed applications, hardware specifications, and even software patches or vulnerabilities. This level of detail is beneficial for ongoing management and security assessments.

Real-Time Tracking: Agent-based discovery allows for continuous monitoring and real-time updates. Any changes to the device, such as software updates or configuration changes, are immediately reported back, giving IT teams up-to-date information.

Cons:Installation and Maintenance: Deploying agents on all devices can be time-consuming, especially in large environments. Additionally, the agents must be regularly maintained and updated to ensure they remain functional and secure.
Device Compatibility Issues: Some devices, particularly older or non-standard systems, may not support agents, or the installation process may be more complex. This can limit the coverage of agent-based discovery.

Comparison

Network Discovery is quick to deploy and useful for getting a general view of devices connected to the network, but it provides limited data and may miss devices that are not actively communicating.

Agent-Based Discovery offers richer, real-time data about each device, but it requires more effort to deploy and maintain. It is ideal for organizations that need detailed and continuous insights into their IT assets.

Correlating Assets Across ITSM/MDM/IdP

ITSM (IT Service Management)£

IT Service Management (ITSM) tools play a crucial role in managing the lifecycle of IT assets within an organization. These platforms integrate IT asset management into service workflows, helping IT teams track and manage assets from procurement through to disposal. By correlating discovered assets with ITSM tools, businesses can better manage service requests, incidents, and change management processes.

Incident Management:

When an issue arises with an asset, whether it’s a laptop or a server, ITSM tools can link the asset to the incident ticket, ensuring that all troubleshooting efforts are tied directly to the affected device. This helps IT teams resolve issues faster and more accurately.

Asset Lifecycle:

ITSM platforms also help track the lifecycle of assets, from deployment to retirement. By associating devices with lifecycle events like upgrades or decommissioning, businesses can ensure that assets are effectively managed and replaced on schedule, minimizing downtime and reducing costs.

MDM (Mobile Device Management)

Mobile Device Management (MDM) solutions are essential for tracking and managing mobile and remote assets within an organization. These tools enable IT departments to register, configure, monitor, and secure devices such as smartphones, tablets, and laptops, especially in environments with remote or hybrid workforces.

Identifying Mobile and Remote Assets: MDM tools can discover and manage devices outside the corporate network, which is particularly important for organizations with employees working remotely. MDM solutions help ensure that these devices are secure, compliant, and fully integrated into the company’s IT ecosystem.

Correlating MDM with IT Asset Management: By linking MDM data to a broader IT asset management strategy, organizations can gain a holistic view of all assets. This ensures consistent tracking and management across all device types.

IdP (Identity Provider)

Identity Providers (IdP), such as Azure Active Directory or Okta, help connect users to their respective devices by managing user identities and access rights. By integrating IdP data with asset discovery tools, organizations can associate devices with specific users, improving both security and asset management.

Device-User Correlation: When devices are linked to users, it becomes easier to track who owns or is using a device at any given time. This correlation helps ensure that devices are being used by authorized personnel and are compliant with company policies.

Improved Visibility and Accountability: Knowing which devices belong to which users enhances asset visibility and accountability, making it easier to manage IT policies, enforce software updates, and track asset usage.

Remediation Workflows: Quarantine, Enroll, Retire

Effective remediation workflows help organizations manage IT assets securely and efficiently.

Quarantine:

When unauthorized or unknown devices are detected, they must be isolated from the network to prevent security breaches. Automated quarantine policies help swiftly isolate rogue devices, reducing manual intervention and mitigating risks.

Enroll:

New, authorized devices need to be enrolled in the IT asset management system to ensure they’re tracked and managed properly. MDM and Endpoint Management Systems facilitate this process, providing real-time visibility into the device’s status and ensuring it complies with security policies.

Retire:

Devices no longer in use must be securely retired. This involves removing them from the network and ensuring data sanitization to protect sensitive information. Proper disposal practices must also be followed to ensure compliance with environmental and regulatory standards.

These workflows help organizations maintain security, compliance, and operational efficiency.

Conclusion

Managing IT assets effectively is crucial to maintaining security, compliance, and operational efficiency. The process of discovering, tracking, and managing assets including “unknown” devices requires the right tools and strategies. By closing the gap on unknown devices and optimizing asset management, businesses can protect their networks, enhance efficiency, and ensure long-term success in an increasingly complex IT environment.