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Keeping Track: Essential Information School Districts Should Record About Their Assets

As a school district, keeping track of your assets is essential to ensure smooth operations and financial stability. With so many items to keep track of, from computers and textbooks to furniture and vehicles, it can be overwhelming to manage all of your assets effectively. However, by recording essential information about your assets, you can streamline your operations, prevent losses, and make informed decisions about purchasing and maintenance. In this article, we’ll explore some of the key pieces of information that school districts should record about their assets, why it’s important to do so, and how it can benefit your organization in the long run. So, whether you’re a school administrator, a facilities manager, or a member of the IT department, read on to discover how you can keep your school district’s assets in check.

Why Asset Tracking is Important for School Districts:

Asset tracking is the process of monitoring and managing an organization’s assets throughout their lifecycle. This includes everything from acquisition and deployment to maintenance, repair, and disposal. Asset tracking is important for school districts for several reasons:

Preventing losses and theft: School districts have a lot of valuable assets, which can be attractive targets for theft or vandalism. By keeping track of your assets and recording key information such as serial numbers, locations, and condition, you can deter theft and quickly recover stolen items if they are taken.

Streamlining operations: By knowing what assets you have and where they are located, you can streamline your operations and reduce unnecessary purchases. This can save you time and money in the long run and ensure that your resources are being used effectively.

Improving maintenance and repairs: Proper asset tracking can also help you keep track of when assets need maintenance or repairs. By recording information such as purchase dates, warranties, and maintenance schedules, you can ensure that your assets are properly maintained and that you’re getting the most out of them.

Making informed decisions: Finally, asset tracking can help you make informed decisions about purchasing and disposal. By knowing what assets you have and how they’re being used, you can identify areas where you may need to invest more resources and areas where you can cut back. This can help you make smarter, more strategic decisions about your school district’s assets.

What Types of Assets Should School Districts Track?

School districts have a wide variety of assets that need to be tracked. Some of the most common types of assets include technology & physical assets. Items such as computers, tablets, smart boards, and other technology equipment are expensive to purchase and maintain and should be tracked to ensure they are up-to-date, properly functioning, and that you’re getting the most out of your investment. Physical assets include items such as buildings, facilities, equipment, and vehicles. From CNP equipment to athletic equipment, golf carts to pick-up trucks, these assets should be tracked to ensure they are being properly & efficiently maintained and utilized, and to plan for future repairs and replacements.

What Information Should Be Recorded About Your Assets?

It is important to record specific key information when tracking assets for a school district. Some of the essential information to document include:

Asset Identification: The first and most important piece of information to collect about each asset is its unique identification information. This may include a serial number, asset tag number, or other unique identifier.

Asset Description: The asset description should include details about the asset, such as its make and model, serial number, and any other identifying information.

Location: The location of the asset should be recorded, including the building, room, and sometimes the cabinet or cart where the asset is stored.

Condition: The condition of the asset should be recorded, including any damage or wear and tear.

Maintenance History: The maintenance history of the asset should be recorded, including when it was last serviced or repaired.

Value: The value of the asset should be recorded, including the purchase price and any depreciation.

User Information: If the asset is assigned to a particular user, their information should be recorded, including their name, contact information, and the date the asset was assigned to them.

Best Practices for Asset Tracking in School Districts:

Creating an asset tracking plan should be the first step, which should include outlining goals, identifying assets to track, and establishing procedures and protocols to manage them. Using a centralized system, like asset management software, is crucial to ensure all assets are tracked in one place and accessible to everyone in the organization. Conducting regular audits is also important to prevent losses and keep records up-to-date. Training staff on asset tracking and its importance is equally crucial to ensure everyone understands its value and is on the same page. By following these best practices, school districts can achieve effective asset tracking and ensure the longevity of their assets.

The Benefits of Asset Tracking Software:

While manual methods like spreadsheets can be used for asset tracking, an increasing number of school districts are adopting asset tracking software to enhance their operations. The advantages of such software include improved accuracy of data, allowing for informed decisions and avoiding overspending on unnecessary purchases and repairs. In addition, software can streamline operations through automation, saving time and money while utilizing resources effectively. Lastly, asset tracking software can provide detailed reports on an asset’s location, funding source, and maintenance history, aiding in identifying areas that need more attention and areas where costs can be reduced.

K12 Asset Pro is a software that can help schools adhere to federal regulations and maintain compliance. This software offers convenient check-in/out for devices with mobile scanners, and it can seamlessly synchronize district data across multiple programs, including Harris NextGen, SmartFusion, InfiniteVisions, Active Directory, among others. By utilizing such software, schools can enjoy streamlined operations, improved accuracy of data, and enhanced reporting capabilities, ultimately leading to effective asset tracking and optimized resource utilization.


Effective asset tracking is essential for school districts to ensure smooth operations and financial stability. By recording essential information about your assets, you can streamline your operations, prevent losses, and make informed decisions about purchasing and maintenance. Whether you’re managing computers, furniture, buildings, or vehicles, taking the time to track your assets effectively can pay off in the long run. So, if you haven’t already, start creating your asset tracking plan today and implement an asset tracking system that meets your needs.

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