Best Practices & Governance

To operate a reliable and meaningful CMDB in the long term, clear standards, roles, and processes are essential.

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1. Ensuring Data Quality

• Data Standardization

  • Uniform field names and value lists (e.g., dropdowns instead of free text)
  • Use of validation rules (RegEx, mandatory fields, date restrictions)

• Automated Checks

  • Script fields for plausibility checks (e.g., IP address, date ranges)
  • Scheduled reports via API or CSV export to detect outliers

• Regular Cleanup

  • Duplicate detection and merge processes
  • Archiving of outdated CIs via VersionTrigger and filters

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2. Roles & Responsibilities

Role	Main Responsibilities
CMDB Manager	Maintain CI models, YAML definitions, DynamicFields, monitor data quality
Change Coordinator	Coordinate changes, approvals in the change workflow, align with stakeholders
Asset Owner	Functional responsibility for specific CI categories (e.g., network, software, locations)
Auditor	Audit checks, verification of version history and compliance reports

Tip: Define clear SLAs for data maintenance and change approvals to avoid delays.

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3. Review and Approval Processes

1. Two-Stage Reviews

   • Technical Review: The CMDB Manager checks structure and consistency
   • Functional Review: The Asset Owner confirms content accuracy

2. Change Templates & Checklists

   • Standardized YAML templates for CI changes
   • Checklist for each new field (naming, tooltip, mandatory, validation)

3. Versioning & Audit Trail

   • Use of VersionTrigger: DefinitionUpdate for every structural change
   • Periodic reports on all CI versions and field changes

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4. Community Resources & Further Development

• OTOBO Community Forum

  • Exchange on best practices, YAML snippets, plugins, and modules
  • https://otobo.io/community

• Official Documentation

  • YAML schema, API reference, release notes
  • https://doc.otobo.io

• Plugin Library & GitHub

  • Shared CI definitions, discovery scripts, automation tools
  • https://github.com/OTRS/otobo

• Workshops & Webinars

  • Regular training on CMDB modeling, API integration, and governance

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Conclusion

Successful CMDB governance is based on:

1. High data quality through standardization and automation
2. Clear roles with defined responsibilities
3. Strict review processes and a complete audit trail
4. Active exchange in the community for continuous improvement

With these best practices, you ensure that your OTOBO CMDB serves as a reliable "Single Source of Truth" in the long run.