How IT Leaders Tackle 7 Digital Asset Management Challenges

Important points:

Poor digital asset management can lead to lost class time, missing devices and lost funding Innovative approaches to asset management let K-12 educational institutions optimize their operations See related article: 5 ways our district is streamlining edtech ecosystems

With kids out of school for the summer, IT leaders now face the daunting task of organizing, identifying and managing the many thousands of devices per district that have been in the hands of students over the past year. In K-12 education, the importance of digital asset management – ​​from Chromebooks to iPads to chargers and more – cannot be overstated.

Schools and districts risk wasting class time, losing valuable devices, and suffering financial losses if they fail to effectively manage the hardware, software, and systems essential in today’s classrooms. Fortunately for IT leaders, powerful new digital solutions can be leveraged to address many logistical and functional challenges.

In addition, work to introduce a device guardianship model can help address the issues surrounding devices that are lost, forgotten or carelessly handled. When students take responsibility for their technology, they become good stewards of their devices. And when a culture of good device stewardship is embedded across schools and districts, key asset management tasks become easier, more accurate and more productive for everyone.

But most of us in educational IT are not there yet.

The good, the bad and the ugly

I have seen the full range of challenges that exist in digital asset management because I have worked in K-12 technology for over 15 years. I started at Knox County Schools (KCS) in Tennessee as a technology teacher and eventually became the district’s IT asset management specialist, responsible for over 80,000 Chromebooks across 94 locations, along with technology issue tickets and asset management.

When it comes to managing digital devices in schools, I’ve seen the good, the bad and the ugly – and that’s a bunch of middle schoolers handling anything fragile!

Top challenges for digital asset management – ​​and how to address them

Beyond the collision of adolescence and technology, there are a number of issues that school IT leaders still face when it comes to digital asset management. Here are the key challenges, along with suggestions for creating greater visibility, communication and accountability.

Outdated Recordkeeping Systems: Implementing centralized recordkeeping systems can help school IT departments handle the daunting task of maintaining accurate and up-to-date inventories of devices, ownership information, and maintenance histories. Difficulty locating missing devices: New technology can mark and locate missing devices and identify missing tools and devices. Administrators can then take the necessary steps to locate or replace them, to minimize financial losses and ensure the availability of devices for future use. Inefficient maintenance and repairs: Schools should maintain comprehensive maintenance histories for devices, enabling proactive repairs and minimizing downtime. This streamlines the maintenance process and ensures that devices are in optimal condition for student use. Lack of streamlined device allocation and usage monitoring: Comprehensive device management systems enable schools to easily track devices, monitor their usage and assign responsibilities to specific users or departments, to optimize device allocation and ensure efficient use. Financial risks related to accidental damage or losses: Offering optional device insurance programs provides families with the opportunity to protect against such risks and mitigates financial losses for both schools and families. Inadequate planning for device replacements: By analyzing usage trends, device lifecycle and future requirements, IT leaders can proactively budget for necessary device replacements, ensuring a seamless transition between academic years and avoiding unexpected financial burdens. Lack of communication, collaboration and visibility: Providing a centralized platform for all stakeholders involved in the asset management process facilitates communication and visibility. This ensures clear lines of communication, seamless collaboration and improved transparency between administrators and IT staff.

As the importance of technology in education continues to increase, so does the need for effective asset management processes. Schools and districts must recognize the importance of comprehensive device tracking, clear communication and streamlined management systems.

By adopting modern, innovative approaches to asset management, K-12 educational institutions can optimize their operations, reduce financial losses, and improve student learning experiences. With proper asset management, IT leaders can take the lead in helping schools unlock the full potential of digital devices, empowering educators and students.

Related: How managed services are empowering edtech in small schools