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 strong>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