Schools own thousands of assets — from expensive lab equipment to everyday furniture. Yet most schools have no systematic way to track what they own, where it is, and what condition it's in. Assets go missing, maintenance is reactive, and annual stock-taking is a nightmare.
What Schools Need to Track
Fixed Assets Buildings, furniture, lab equipment, computers, projectors, musical instruments, sports equipment. These have significant value and need depreciation tracking.
Consumables Stationery, cleaning supplies, printer cartridges, chalk, markers. These need reorder tracking to prevent stockouts.
Library Books Already covered by the library module, but the asset register needs to include the library's total value for audit purposes.
IT Equipment Computers, tablets, printers, networking equipment. These need warranty tracking and maintenance scheduling.
The Annual Audit Problem
At the end of each academic year (and sometimes during government audits), schools must produce a complete asset register. Without a system, this means: - Physically visiting every room and counting every item - Cross-referencing purchase records to find missing items - Writing off damaged assets without proper documentation - No visibility into asset utilization
A Better Approach
With digital asset management: 1. Every asset is tagged with a unique ID (QR code sticker) 2. Location is tracked (which room, which floor) 3. Condition is updated during periodic checks 4. Maintenance history is logged 5. Depreciation is calculated automatically 6. Annual stock-taking is done by scanning QR codes
Quick Wins
Start with high-value assets first — lab equipment, computers, and projectors. These are most likely to go missing and most expensive to replace. Expand to furniture and consumables in phase two.
EduBold's asset module integrates with the finance module for depreciation and with the procurement module for reorder alerts.
