IT: Asset Documents, Licenses and Certificates
Hardware warranties, software licences, SSL/TLS certificates, vendor SLAs — the documentary side of IT operations, finally tracked centrally.
IT: Asset Documents, Licenses and Certificates
The IT department is responsible for infrastructure — but most of what IT defends itself with in audits and incidents is documents. Hardware warranties prove the laptop is replaceable. Software licences prove you can run what you're running. SSL certificate inventory proves you'll renew before expiry. None of these things live in your monitoring tool.
What lives where
| Document type | Why it matters |
|---|---|
| Hardware warranties and receipts | Replacement claims, asset disposal evidence |
| Software licence agreements | Audit defence for vendors like Microsoft, Oracle |
| SaaS subscription agreements | Vendor management, renewal awareness |
| SSL/TLS certificate exports | Expiry tracking, deployment validation |
| Network diagrams | Incident response, change planning |
| Vendor SLAs and support contracts | Setting incident expectations |
| DPA / DPIA records for IT-managed systems | DPA compliance |
| Disaster recovery plans | Audit, drill records |
| Change records | Audit trail for infrastructure changes |
| Security incident records | Forensic continuity, regulator notification |
The asset record pattern
For each significant asset (laptop, server, network device, software product, SaaS subscription), Papyrus holds:
- Procurement documents (PO, invoice, delivery note)
- Warranty / support agreement with expiry date as an extracted obligation
- Configuration / setup documentation (handover docs)
- Maintenance and service history
- Licence assignment (which user / role uses this)
- End-of-life evidence (when applicable)
Certificate expiry tracking
For SSL/TLS certificates specifically, IT teams in Papyrus typically:
- Upload the certificate's exported
.crtor.pem(the public part — never the private key) - AI extracts the issuer, subject, validity dates
- Renewal reminders fire 90 / 60 / 30 days before expiry
- The renewal task appears in IT's workflow queue with the previous certificate linked
This pattern has eliminated unplanned outages from certificate expiry for multiple Papyrus customers.
Audit defence for software licences
When Microsoft, Oracle, or Adobe runs a licence audit:
- All licence agreements, purchase records, and licence keys are in Papyrus
- The Counterparty record for each vendor shows total active licences vs deployed installs
- A 30-minute meeting with the auditor produces the answer; not a 30-day fire drill