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ITIL defines a Definitive Media Library (DML) as the place to store "official" versions of all media, including software, documentation and licenses.  Sounds good, but where do you start?

In order to begin a Definitive Media Library (DML) you will need to first set a definition for what you want in the DML. What does your organization consider “definitive media” (software, licenses, documentation, etc.)? In other words what do you want to put under DML control? You must remember that the DML effectively works as a specialized Configuration Management Database (CMDB). All the rules of Configuration Management, Change Management and Release/Deployment Management apply to the DML.

Once you have your definition, you need to identify all specific instances of “definitive media” that fits your organization’s definition. Once identified, place them under your control by adding information and attributes about the media into your DML tool. For physical copies of boxed or purchased software, gather those together for storage in a locked physical location (cabinet, etc.) Once you identify and control then apply your regular Change, Configuration and Release processes to the media.

In terms of tools there is a large array of tools available. As mentioned, the physical, boxed or purchased copies or physical documentation should go in a physically secured location (a cabinet or storage locker or locked drawer). A system such as FileNet would allow for document control including check-in/check-out, version control, ownership etc. Tools such as Serena’s ChangeMan or a host of other code repositories could serve for your own written code or applications. Just be sure to manage access to the code through your Change Management process or Access Management process. Check-in and check-out could easily be handled through a standard change. Information and attributes about definitive media can be stored in your Configuration Management Database, and controlled from that repository.

Remember that these are not endorsements of a particular vendor or tool, just suggestions of the types of tools to get you started. Attending conferences, vendor or trade shows and searches through trade or industry publications or on the Internet will reveal a number of possible tools. Just be sure to use a strong technology selection process and establish firm requirements up front.

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Originally Posted By Professor P. Ross S. Wise @ ITSM Professor