# Asset-to-location crosswalk

> Maintain asset IDs, serial numbers, hostnames, previous and current locations, and change references in the editable asset-to-location crosswalk.

Canonical page: https://datacenterlabeling.com/templates/asset-versus-location

Download: https://datacenterlabeling.com/assets/downloads/rackstamp-worksheets.xlsx

Workbook tab: 05 Asset and location. The workbook includes all 30 registers.

Rackstamp provides editorial field guidance. IDs, cases, and worksheet entries are fictional examples unless identified otherwise. Distinguish local conventions from adopted standards. Source notes describe the evidence scope; a linked overview is not the full standard or a project approval.

## Before you start

1. Collect the visible asset identifier, an approved distinguishing reference, the move or replacement record, and the old and planned location references.
2. Identify the owners of the asset record, rack elevation, hostname, and any operational aliases involved.
3. Establish what evidence makes a planned destination current and how the site represents a partial or canceled move.

## Complete the register

1. Enter the retained physical Asset ID and observed Serial or record an explicit limitation if that reference cannot be established.
2. Enter Hostname as an alias with its relevant current or historical context; do not use it as the sole identity proof.
3. Record Previous location and observed Current location with complete scope, face, and position convention. Keep the planned destination in supporting change evidence.
4. Use Effective date for the established move event and Change reference for the record that explains the transition.
5. Link departure, arrival, identity, and dependency evidence so the crosswalk can be followed from either location.
6. Record Verifier and Verification date for the reconciliation actually performed, and use Status to expose any pending alias or external-record correction.

## Walk through the example

The existing fictional example keeps AST-008421 and serial DEMO-SN-8421 unchanged while moving from DC01/H1/R006/front/U18 to DC01/H1/R014/front/U23. The hostname compute-17 is recorded separately from the physical identity. DEMO-MOVE-005 explains the change, while DEMO-MOVE-PROOF-005 supports the reviewed result. The effective date represents the example's completed location event, and the verification date represents the later crosswalk review; a real row should use the dates supported by actual evidence. Start by matching the asset and serial, then confirm the destination and preserve the former position as history. Check any open work order or connection record that still uses R006. A new device in the former position keeps its own identity. If the move is merely scheduled, do not copy the destination into Current location or use the fictional completion date. Record the supported interim state and the owner who must confirm arrival.

## Handle common exceptions

### The hostname matches but the serial or asset reference differs.

Investigate replacement or alias reuse and keep the physical identities separate until the asset owner resolves the relationship.

### The asset has left the old rack but arrival is unconfirmed.

Use the supported interim state and retain the planned destination separately; do not report a verified current rack without evidence.

### The physical move is verified but monitoring still shows the old alias.

Record the monitoring dependency and its owner under the change reference rather than inventing completion for that system.

## Review and close

1. Confirm whether the case is a moved asset, replacement, alias change, partial move, or unresolved identity.
2. Check that the retained identity follows the asset owner's policy and is supported by distinguishing evidence.
3. Verify that current and historical locations cannot be mistaken for two active installations of the same asset.
4. Resolve or assign open work-order, elevation, connection-record, and alias dependencies.
5. Test lookup from the asset ID to current location and from an old alias or location back to the relevant historical event.

## Fields and fictional filled example

| Field | What to record | Fictional example |
| --- | --- | --- |
| Asset ID | Durable identity under the local policy. | AST-008421 |
| Serial | Manufacturer identifier observed on the asset. | DEMO-SN-8421 |
| Hostname | Current operational name or alias. | compute-17 |
| Previous location | Location before the recorded move. | DC01/H1/R006/front/U18 |
| Current location | Observed location after the move. | DC01/H1/R014/front/U23 |
| Effective date | Date the new location became current. | 2026-09-11 |
| Change reference | Record authorizing and documenting the move. | DEMO-MOVE-005 |
| Owner | Role responsible for the asset record. | Compute asset steward |
| Evidence | Observations supporting identity and location. | DEMO-MOVE-PROOF-005 |
| Verifier | Person checking the crosswalk. | Example reviewer |
| Verification date | Date identity and location were reconciled. | 2026-09-12 |
| Status | Review state. | Example only |

## Sources

- [NetBox: Device model](https://netbox.readthedocs.io/en/stable/models/dcim/device/): Separate identity and location fields; asset retention across moves is an explicit editorial policy example. The expanded triage, decision comparisons, scenarios, and closeout procedures are original editorial guidance.