Twenty years ago, our school-based asset management systems looked very different from those we use today. Library resources consisted mainly of books and magazines, and our schools’ technical assets included a laptop cart on wheels and a couple of projectors. We tracked equipment with a few sheets of paper and maybe a collaborative Excel spreadsheet for staff members who were tech-savvy enough to understand how to use it. 

Fast forward to today, where school districts are tasked with tracking millions of dollars’ worth of resources—a diverse ecosystem of thousands of devices often spread across multiple campuses. At the elementary level, many students are using iPads. In middle school, MacBooks and Chromebooks. In high school, a mix of all three. Classroom educators may use a variety of devices, and the array of digital and physical resources available through the school libraries is too numerous to mention.   

It’s crucial for districts to understand the importance of effectively managing their assets on a large scale. Without proper systems, tracking inventory in real time, keeping up with the latest digital device iterations and continually updating software can be a logistical nightmare.  

Here are five tactics districts can leverage to keep things running smoothly, ensuring both students and educators have a seamless and effective learning experience:    

1. Invest in Asset Management Software 

The right asset management software provides real-time location tracking, status and detailed inventories. It also manages print and digital material to ensure students are working with up-to-date information that aligns with designated education standards. 

This software should help districts manage maintenance needs, flagging devices for repairs before they become problematic. It can track device depreciation, warranties and licensing information, making the most of increasingly limited (and heavily scrutinized) budgets. 

Asset management systems also play a pivotal role in tracking software usage across a school district, monitoring how often specific programs and applications are accessed. It gives administrators a clear picture of which software is being underused or heavily relied upon, enabling them to make data-driven decisions about renewing licenses, reallocating unused software and investing in additional tools that support students' and educators' needs. 

2. Interdepartmental Cooperation 

As more classrooms incorporate digital resources like e-books, research databases and online learning tools, the roles and responsibilities between departments like media services and instructional technology continue to blur. Without a coordinated effort, students and educators could face frustrating gaps in technology support, underused resources and security risks.

Many districts are delving deep into future-ready principles as they restructure the key functions of these departments. The media specialists might act as technology coaches, for example, working in a “customer service” type role where they reach out to understand the needs of teachers, staff, and students. They would then work hand-in-hand with the tech staff to find ways to bring these requests to life.  

3. Appoint a Dedicated Asset Manager 

It’s critical to designate a staff member responsible for coordinating the school district’s overall asset management system. Asset Managers are invaluable, as they set overarching standards, guidelines and formatting, working to ensure consistency across multiple campuses. 

Asset Managers track device locations, oversee repairs and, most importantly, analyze device and software usage data to make strategic decisions about warranties, renewals, upgrades and purchases. This ensures districts maximize every penny of their technology budget. 

4. Create Inspection Checkpoints 

Let’s face it—accidents happen. However, a 13-year-old student who drops their Chromebook on the sidewalk may be terrified to report the incident. Students who damage their devices may be worried they will be in trouble or charged money, which can delay reporting and repairs for issues like a cracked screen. Over time, these smaller problems can grow into significant and expensive repairs. Damaged equipment may also impact learning quality for students.

Regularly scheduled device checks throughout the year to ensure everything is in good working order can help districts get ahead of repairs before they become more costly or unrepairable. 

5. At-Home Support 

Families play a key role in teaching digital responsibility, and involving them fosters shared responsibility for the tools' proper use, care and security. When families are informed and engaged, they can help reinforce the district’s guidelines for responsible digital behavior, monitor usage at home and ensure devices are working and ready for school each day. This collaboration also encourages open communication about challenges, such as technical issues or inappropriate use, allowing schools to address problems more quickly. 

In an era where technology plays a pivotal role in education, effectively managing school district assets is no longer a luxury—it's a necessity. By ensuring that devices, software and resources are tracked, maintained and used efficiently, districts can prevent costly losses, extend the lifespan of their technology and enhance the learning experience for students.  

With the right asset management strategies in place, schools can focus their efforts on what truly matters—empowering students and educators to thrive in a connected, future-focused world.

Carl Hooker is an educator, speaker, consultant, author, entrepreneur and podcast host.

Paul De La Cruz is the system analyst for Harlingen, Texas Consolidated Independent School District. 

Monica Weaver is the former instructional technology specialist and library services lead for Harlingen Consolidated Independent School District. 

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