How to Get a Grip on Your IT Assets

A practical guide for schools and trusts

Keeping track of IT equipment and systems isn't just good admin — it's essential for safeguarding, budgeting, and delivering effective teaching and learning. This guide will help you build a reliable asset management approach that is sustainable and school-friendly.

Why asset management matters

You can’t manage what you can’t see. An up-to-date asset register helps with:

• Safeguarding compliance – Ensuring filtering, monitoring, and updates apply to every device in use (KCSiE).
• Financial planning – Avoiding surprise costs, identifying what is due for replacement, and supporting bids for funding.
• Insurance and audits – Providing evidence of what you own, where it is, and how it is used.
• Sustainable digital strategy – Aligning IT decisions with teaching needs and long-term plans (EdFITS and DfE standards).

What should you include?

Think beyond just laptops. A good register covers:

• Hardware – Laptops, desktops, tablets, switches, projectors, wireless access points.
• Software & licences – Installed software, expiry dates, usage rights.
• Cloud services – MIS, filtering, safeguarding platforms, subscriptions.
• Warranties & support – Coverage period, supplier contact details, expiry alerts.

Our upcoming Asset Register Template will make this easy to record and maintain.

How to get started

You don’t need to do everything at once. Start simple:

1. Assign responsibility – Who will own the register? (Typically IT support or the digital lead.)
2. Audit what you’ve got – Do a walkaround with a spreadsheet or use inventory tools if available.
3. Check what’s already recorded – Pull data from purchasing systems, support logs, or spreadsheets.
4. Keep it usable – Use plain labels, filterable tables, and consistent formats.

How to keep it up to date

Once you’ve created your register:

• Update regularly – Every time something is purchased, moved, reassigned, or disposed of.
• Review termly – Spot any gaps or inconsistencies.
• Link it to other processes – e.g. device sign-out forms, onboarding/offboarding checklists.

Our upcoming Device Refresh Planner will help you plan replacements before issues arise.

Common pitfalls to avoid

• Unused tabs or overly complex templates
• Devices labelled "staff laptop" with no serial number
• Forgotten wireless access points or projectors
• Expired warranties not flagged
• No record of cloud systems or software licences

Where this fits in

• EdFITS – Supports Leadership & Planning and Technology & Infrastructure
• KCSiE – Shows you can track, manage, and monitor the devices in use
• DfE digital standards – Meets the requirement to ensure estates and technology are properly managed

Next steps

• Download the Asset Register Template (coming soon)
• Use the Device Refresh Planner to create a 3–5 year plan
• Add your asset processes to staff handbooks or induction packs