Complete Guide to Asset Inventory Management in OT/ICS

By Sectrio
October 27, 2023
Complete-Guide-to-Asset-Inventory-Management-in-OTICS-1

In the past few years, it has been seen that industrial control systems (ICSs) are also vulnerable to cybersecurity incidents. As a result, organizations have become increasingly aware of their vulnerabilities, which has led to the deployment of security measures to boost the cybersecurity of their networks and devices.

However, a persistent issue remains – a need for more knowledge regarding the extent and total number of assets these organizations hold.

With no comprehensive guidelines on the nature and scope of the assets possessed by an organization, it becomes challenging to implement security measures. Without knowing the full scope, it becomes challenging to secure all devices effectively, leaving some vulnerable and unprotected. Adhering to the age-old adage that ‘a chain is only as strong as its weakest link,’ we can infer that failing to secure all assets uniformly renders these security measures inadequate.

As a result, it is highly significant to create a complete set of guidelines on asset inventory management, covering all assets involved in the operational process to counter cyber threats.

If executed meticulously, this inventory will compile detailed information for each asset, including software or firmware versions that may have been installed. This information will enable organizations to manage vulnerabilities effectively, take all necessary steps to investigate, and provide adequate responses.

This blog describes the different types of asset inventories that can be generated. It will also provide information on the tools that can be used to create them and give a step-by-step guide on how to manage these inventories effectively and accurately.

However, before getting into the specifics of asset inventory, let us understand the significance of OT/ICS in a nutshell. For any industry, OT/ICS is the lifeblood, covering all essential segments like manufacturing, energy production, transportation, and more. They are the brains that control all systems, from the power grid in a city to conveyor belts in a factory. Without these systems, the world as we know it would come to a halt. 

What Is Asset Inventory Management?

Asset inventory management is the meticulous process of cataloging, tracking, and maintaining an up-to-date record of all the assets within the OT/ICS environment. That being said, the assets in question can include anything from programmable logic controllers (PLCs) to sensors, actuators, and even software systems. In short, it’s the same as making a complete inventory of every tool in a chef’s kitchen.

Here is a list of the information that an OT/ICS asset inventory typically contains:

  • Asset Identification: Each asset is uniquely identified with a specific asset tag or identifier to avoid confusion.
  • Asset Description: A detailed description of the asset, including its type, purpose, and location within the system.
  • Asset Classification: Assets are categorized based on their criticality, function, and importance to operations
  • Asset Owner: The individual or department responsible for the asset’s maintenance, security, and overall management
  • Asset Location: The physical location of the asset within the facility, including building, room, and rack information.
  • Hardware Details: For physical assets, this includes hardware specifications such as make, model, serial number, and configuration details
  • Software/Firmware Information: The versions of software or firmware installed on the asset, including any updates or patches
  • Connection Details: Information about how the asset is connected to the network, including IP addresses, ports, and communication protocols
  • Vendor Information: Details about the manufacturer or vendor of the asset, along with contact information for support and maintenance.
  • Maintenance Schedule: A record of regular maintenance and servicing tasks, including dates and responsible parties.
  • Life Cycle Information: The asset’s expected lifespan and retirement plan, including replacement or upgrade schedules.
  • Security Controls: Details of the security measures in place to protect the asset, including access controls, authentication methods, and encryption.
  • Vulnerability Assessment: Records of vulnerability assessments and security scans specific to the asset.
  • Incident History: Information regarding any previous incidents, breaches, or malfunctions associated with the asset.
  • Compliance and Regulatory Data: Documentation of compliance with industry-specific regulations, standards, and best practices.
  • Dependencies: Identification of any dependencies on other assets or systems that may impact the asset’s functionality.
  • Backup and Recovery Procedures: Details on how data and configurations are backed up and the procedures for restoring the asset in case of failure.
  • Change Management: Documentation of any changes, modifications, or upgrades made to the asset, including change approvals and testing.
  • Documentation and Manuals: Access to relevant manuals, documentation, and operating instructions for the asset.
  • Environmental Considerations: Information on the environmental conditions required for the asset to operate optimally, such as temperature and humidity.
  • Power Requirements: Details about the asset’s power supply, voltage, and backup power sources.
  • Emergency Response Plan: Procedures for responding to emergencies or incidents involving the asset.
  • Inventory Date: The date when the asset inventory was last updated or reviewed.

Why Is It Crucial?

You may be wondering why such thorough record-keeping is required. Well, here’s the crux of the matter: assets within OT/ICS are not just tools; they are the lifeline of operations. They are like the vital organs of a living organism. To keep things functioning well, you have to understand each asset’s condition, location, and function.

The Role of Asset Inventory Management

Asset inventory management serves several critical roles in the world of OT/ICS:

Reliability Assurance: By keeping tabs on the condition of assets, organizations can schedule maintenance and replacements proactively, ensuring minimal downtime and maximum efficiency.

Security Enhancement: In an age where cyber threats are ever-looming, knowing your assets inside out is essential for strengthening the cybersecurity of these systems. It is similar to building a fort with no internal flaws.

Compliance Adherence: Different industries have specific regulations and standards to follow. Maintaining an accurate asset inventory helps organizations stay compliant with these rules, avoiding costly penalties.

Risk Mitigation: Unexpected situations can arise, like equipment failures or security breaches, that can wreak havoc. Asset inventory management helps you identify and mitigate such risks, thus allowing organizations to be prepared for the worst at all times.

Recommended reading: How to get started with OT security

In crux, asset inventory management is the watchful guardian of the OT/ICS world, ensuring everything runs smoothly and securely. It’s the difference between chaos and order, vulnerability and resilience.

What Are the Types of Asset Inventory?

There are several types of asset inventories that organizations may use, depending on their specific needs and the nature of their assets. Here are the most common types of asset inventories:

Type of Asset Inventory Description
Physical Asset Inventory Tracks tangible assets like machinery and equipment.
Digital Asset Inventory Manages software, licenses, and digital content.
Fixed Asset Inventory Monitors long-term assets like buildings and major equipment.
Movable Asset Inventory Tracks easily relocatable assets like laptops and mobile devices.
IT Asset Inventory Manages IT resources, including servers and software licenses.
Financial Asset Inventory Tracks investments, securities, and financial holdings.
Personnel Asset Inventory Manages human resources, skills, and training records.
Inventory of Consumables Monitors consumable items like raw materials and office supplies.
Software Asset Inventory Manages software licenses, installations, and updates.
Intangible Asset Inventory Tracks non-physical assets like patents and copyrights.
Facility Asset Inventory Focuses on building and facility assets like HVAC systems.
Transportation Asset Inventory Tracks vehicles and assets in transportation and logistics.

What are the Steps to Creating an Asset Inventory in ICS?

Creating an asset inventory in ICS  involves several key steps to ensure that all assets are accurately identified, tracked, and managed. Here are the essential steps to create an asset inventory in ICS:

Define the scope:

Clearly delineate the boundaries of your ICS environment, including all interconnected systems, subsystems, and networks. Define what is within its scope and what is outside of it.

Gather stakeholder input:

Engage with various departments, such as operations, IT, maintenance, and security teams, to understand their needs and priorities regarding asset identification and management.

Identify asset categories:

Create asset categories that align with your organizational goals. For example, categories might include “Control Systems,” “Networking Equipment,” “Physical Devices,” and “Software Applications.”

Asset Discovery:

Implement network scanning tools that can identify assets automatically. These tools should provide information about asset IP addresses, MAC addresses, and open ports.

Manual Verification:

Not all assets may be discoverable through automated scans. Perform physical inspections to identify assets that might be offline, hidden, or not connected to the network.

Asset Documentation:

Create a comprehensive record for each asset, including asset ID or tag, a brief description of its function, physical location, and contact information for the asset owner.

Asset Classification:

Assign an asset classification that reflects its criticality to operations. For instance, classify assets as “critical” if their failure would severely impact operations or “non-essential” if they are less crucial.

Software and Firmware Inventory:

Document the specific versions of software and firmware installed on each asset. This information is crucial for tracking vulnerabilities and ensuring software updates are current.

Network Mapping:

Develop network diagrams or maps that visually represent how assets are connected within the ICS environment. This helps in understanding asset interdependencies.

Security Assessment:

Conduct security assessments to identify vulnerabilities and assess the security controls in place for each asset. Prioritize remediation based on risk.

Risk Assessment:

Evaluate the potential risks associated with each asset, considering factors like vulnerabilities, threats, and the asset’s criticality. This evaluation helps guide risk mitigation measures.

Compliance Check:

Ensure that assets adhere to relevant industry-specific regulations and cybersecurity standards. Address any compliance gaps through corrective actions.

Regular Updates:

Maintain the asset inventory as a dynamic document. Regularly update it to reflect changes, additions, or removals of assets to keep it accurate and actionable.

Backup and Recovery Plans:

Develop comprehensive backup and recovery procedures for critical assets. Ensure that data can be quickly restored in the event of asset failure or data loss.

Access Control:

Implement access controls to restrict unauthorized access to assets, especially those classified as critical. Role-based access control can help ensure that only authorized personnel can interact with assets.

Incident Response Plan:

Craft an incident response plan specific to asset-related incidents. Define procedures for detecting, reporting, and mitigating incidents that may impact assets.

Documentation and Training:

Maintain detailed documentation of asset management procedures and provide training to staff responsible for managing assets. This ensures consistency and accuracy in asset management practices.

Periodic Audits:

Conduct periodic audits and reviews of the asset inventory to verify its accuracy and completeness. Correct any discrepancies or outdated information promptly.

Integration with I.T. Asset Management:

Integrate the ICS asset inventory with the broader IT asset management system to achieve a unified view of all organizational assets, enabling streamlined asset management and reporting.

Ongoing Monitoring:

Implement continuous monitoring tools and practices to detect changes in the asset inventory, anomalies, or potential security breaches. This proactive approach helps maintain the security and resilience of the ICS environment.

The above-mentioned steps highlight the need for maintaining an accurate and updated asset inventory in ICS. It is essential for effective asset management, compliance, cybersecurity, and operational flexibility within industrial control systems.

What are the Benefits of Asset Inventory Management in OT/ICS?

If your asset inventory management system is well-structured, it will help your organization in multiple ways. As said earlier, complete management of asset inventory through an appropriate management system gives any organization an edge in cybersecurity. Also, you get to view your entire asset portfolio, from physical equipment to intellectual property. Thus giving benefits ranging from enhanced security and compliance to improved operational efficiency.

Benefits of Asset Inventory Management Description
Improved Asset Visibility Provides a comprehensive view of all organizational assets, aiding in better asset tracking and management.
Enhanced Asset Utilization Optimizes asset usage, reducing instances of underutilization or duplication, which can lead to cost savings.
Increased Operational Efficiency It streamlines asset maintenance, reduces downtime, and improves operational productivity.
Better Financial Management Facilitates accurate accounting of assets, enabling organizations to make informed financial decisions.
Improved Security and Compliance Enhances asset security by identifying vulnerabilities and ensuring compliance with industry regulations.
Enhanced Disaster Recovery Preparedness Enables faster recovery in the event of asset failure by having detailed records for backup and restoration.
Proactive Maintenance Facilitates proactive maintenance scheduling, reducing unexpected breakdowns and repair costs.
Efficient Software License Management It helps organizations manage software licenses effectively, reducing compliance risks and software costs.
Support for Data-Driven Decision-Making AIMS helps organizations with information for strategic decision-making, asset planning, and resource allocation.
Enhanced Asset Lifecycle Management Facilitates better management of asset lifecycles, from procurement to disposal, optimizing asset investments.
Improved Vendor Management Enhances vendor relationships by ensuring accurate records and efficient communication regarding asset maintenance and support.
Minimized Risk AIMS identifies and minimizes risks associated with asset vulnerabilities, contributing to a more secure and safe environment.
Compliance with Industry Standards and Best Practices Ensures adherence to industry-specific standards and best practices, reducing regulatory and legal risks.
Increased Accountability Assigns responsibility for asset ownership, maintenance, and security, promoting accountability within the organization.
Sustainable Environmental Practices Facilitates the tracking of the environmental impacts of assets, supporting sustainable and eco-friendly practices.

Asset inventory management systems offer multiple benefits that have a positive impact on an organization’s operations, finances, security, and compliance efforts. However, it also comes with its own set of challenges. Let’s delve into the hindrances to have a complete understanding of the system.

What are the Challenges of Asset Inventory Management in OT/ICS?

The challenges in an asset inventory management system are primarily because of the unique nature of the environments that prioritize operational safety and reliability.

Recommended reading: OT Security Challenges and Solutions

Given below are some of the most important challenges associated with asset inventory management systems in OT/ICS:

Complex and Diverse Asset Landscape: OT/ICS environments often comprise a variety of assets, from legacy systems to modern IoT devices. Managing this diversity and ensuring compatibility can be challenging.

Asset Discovery: Identifying all assets in an OT/ICS environment can be difficult, especially when some devices may not have standard IP addresses or are air-gapped, making them harder to detect.

Lack of Standardization: Standardization of asset identification and naming conventions may be lacking, leading to confusion and errors in asset management.

Change Management: Frequent changes, updates, and maintenance activities in OT/ICS environments can make it challenging to keep the asset inventory up to date. Assets may be added, removed, or modified regularly.

Data Accuracy: Maintaining the accuracy of asset information is crucial. Any data that is not accurate can be misleading, resulting in security vulnerabilities, compliance issues, and mismanagement.  

Security Concerns: The emphasis on security in OT/ICS environments means that any changes to the asset inventory, including updates and patches, need to be carefully managed to prevent security risks.

Integration with IT: Bridging the gap between IT and OT/ICS can be challenging due to differences in technology, processes, and priorities.

Legacy Systems: Older OT assets may lack modern features like automated asset discovery or may not support contemporary management protocols, making them harder to include in the inventory.

Limited Resources: Many organizations have limited resources and expertise dedicated to OT/ICS asset inventory management, making it difficult to implement comprehensive solutions.

Regulatory Compliance: Adhering to industry-specific regulations and standards, such as NERC CIP (North American Electric Reliability Corporation Critical Infrastructure Protection), adds complexity to asset management and documentation.

Staff Training: Ensuring that personnel responsible for managing assets are trained in both IT and OT/ICS aspects can be challenging, as these domains require specialized knowledge.

Remote Locations: Assets in remote or geographically dispersed locations may be challenging to access and manage effectively, requiring remote monitoring and maintenance solutions.

Cybersecurity Risks: A breach or compromise in the asset inventory can have significant cybersecurity consequences, making robust security measures essential.

Vendor Dependency: Dependency on vendors for asset information and support can create challenges if vendors change, discontinue products, or provide limited information.

Asset Lifecycle Management: Managing assets throughout their lifecycle, including procurement, deployment, maintenance, and disposal, requires careful planning and tracking.

Despite these challenges, effective asset inventory management in OT/ICS is vital for operational efficiency, security, compliance, and overall risk management. To ensure that there is smooth functioning and all challenges are taken care of, it requires a mix of process improvements and continuous diligence to ensure the accuracy and completeness of asset inventory. Most important of all, a technology solution provider that would provide a comprehensive solution.

Asset Inventory Management with Sectrio

By now, it is understood that asset inventory management is an important factor in managing an efficient and secure environment, particularly in industries that heavily rely on OT/ICS. Combining this with Sectrio-managed solutions, asset inventory management becomes more effective and resilient. Sectrio is equipped to provide a high level of expertise in asset protection, risk mitigation, and cybersecurity to any organization

Here’s how asset inventory management is enhanced when coupled with Sectrio’s managed services:

  • Thorough asset identification: Sectrio’s advanced tools and techniques ensure thorough asset discovery. Their systems can identify assets that traditional methods, including air-gapped or legacy systems, might miss.
  • Real-time Monitoring: Sectrio provides continuous monitoring of assets within the OT/ICS environment. So, if there are any changes, additions, or abnormalities, they are detected immediately, thus reducing the risk of unaccounted-for assets.
  • Security Integration: Sectrio flawlessly integrates security measures into the asset inventory management process. This includes vulnerability assessments, threat detection, and risk mitigation strategies customized to the specific assets in your environment.
  • Automated Updates: Sectrio’s automation capabilities help keep the asset inventory updated in real-time. This is particularly significant since the OT/ICS environment is dynamic in nature, and most assets undergo frequent change or maintenance.
  • Incident Response: In the event of a security incident or asset-related issue, Sectrio’s managed services provide rapid incident response and recovery support, minimizing downtime and potential damages.
  • Compliance Assurance: With a deep understanding of industry-specific regulations, Sectrio ensures that your asset inventory management practices align with compliance requirements, reducing regulatory risks.
  • Risk Mitigation: Sectrio focuses on risk mitigation, proactively addressing vulnerabilities and threats associated with assets in your OT/ICS environment.
  • Integration with IT Security: Sectrio bridges the gap between IT and OT security, ensuring that both domains collaborate to protect assets and data.
  • Expert Guidance: Sectrio’s cybersecurity team provides expert guidance and best practices for asset inventory management, helping organizations make informed decisions regarding asset management and security.

By combining asset inventory management with Sectrio’s managed services, organizations in the OT/ICS space can achieve a higher level of asset visibility, security, and compliance. This all-inclusive strategy boosts operational effectiveness, minimizes security vulnerabilities, and safeguards the reliability of vital assets within the evolving and intricate industrial settings of today.

The Last Word

Managing your assets wisely is like keeping your house in order. It helps your business run smoothly, stay safe, and follow the rules. With Sectrio’s help, it’s not just about keeping track; it’s about making your place even better. So, whether you’re in a factory, a power plant, or anywhere else in the industrial world, with Sectrio, you’re in good hands

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