From Chaos to Control, Tackling Device Tracking with IT Asset Management In K-12 Schools

Syed Ali

By Syed Ali, founder and CEO, EZO.

In today’s digital age, technology has become an integral part of the education landscape. K-12 schools are increasingly relying on technology to enhance teaching methods, improve student engagement, and streamline administrative processes. Although the investment is necessary, the rapid pace of technological advancements brings with it significant challenges.

During the COVID pandemic, millions of K-12 students across the US relied on borrowed devices from their school districts, with Chromebooks being the most common for remote learning. Schools rapidly adopted Chromebooks in 2020, as the demand surged during the transition to remote or hybrid learning models, resulting in millions of students receiving laptops, tablets, and Chromebooks from school districts nationwide.

Fast forward a few years, and now, many K-12 districts are still scrambling to account for all those devices, year after year. This includes not only locating and recovering missing devices, but also making sure clear policies and procedures are in place for future distribution, collection, liability, and insurance claim filings for those devices that can’t be found, as well as budgeting time and staff to inspect and repair any tablets that do come back before they’re redistributed.

Take for example the 77,000-student Greenville County, S.C., school system which made headlines during the summer of 2020 when it revealed that it had been trying to recover nearly 5,000 of the more than 58,000 Chromebooks that were distributed to students during that school year.

Another example comes from the Chicago Public School District. The district reported that computers and other devices that amount to at least 8% of the Chicago Public Schools’ “technology assets” had been listed as “lost” during the pandemic. Also, the district said it had depended on its schools in the district to take a regular inventory, but that the process continues to be time-consuming and inconsistent as only 35% of Chicago’s 500 district-run schools have a technology coordinator on staff.

Similarly, St. Francis Independent School District located in Minneapolis, which encompasses more than 700 employees and 4000 students from kindergarten to senior high had relied completely on Excel spreadsheets for IT asset management processes. This manual asset tracking system was creating a lot of holes: things were getting missed, and the data was far from accurate. If a Chromebook was checked out of the school by a student or teacher, someone from the IT team had to update spreadsheet-based records with the person’s name, their ID number, the device number, and the school location. This was all done manually, and as a result the team wasn’t able to consistently track the devices they managed.

This is where an effective IT Asset Management (ITAM) solution becomes indispensable and why an ITAM in K-12 schools should be highly considered.

Unlocking the Power of IT Asset Management

IT Asset Management in K-12 schools is not merely about tracking and cataloging hardware and software components (although this certainly helps). It is a strategic approach that empowers educational institutions to maximize the potential of their technology investments and drive positive outcomes. Here’s why ITAM should be a priority for every forward-thinking school:

Cost Optimization

An effective ITAM solution enables schools to streamline their technology budget by accurately tracking hardware and software assets. By identifying underutilized resources and avoiding unnecessary purchases, schools can allocate their limited funds more efficiently and invest in areas that directly impact students’ learning experiences.

Enhanced Learning Experiences

ITAM plays a pivotal role in ensuring that educational institutions have the necessary tools and software licenses to support innovative teaching methods. By maintaining an up-to-date inventory of IT assets, schools can ensure seamless access to educational resources, empowering educators to deliver immersive and personalized learning experiences.

Efficiency in Operations

Managing a vast array of IT assets is a complex undertaking. An ITAM solution simplifies the process by automating asset discovery, tracking warranties, and managing software licenses. This streamlines administrative tasks, reduces manual errors, and frees up valuable staff time to focus on core educational objectives.


An ITAM solution should be scalable to accommodate the evolving needs of a growing school. It should offer flexible licensing models that align with budgetary constraints and provide options for expansion as technology demands increase.

Customization and Reporting

An ideal ITAM solution for K-12 schools should offer customizable reporting capabilities, allowing educational institutions to generate insights that align with their specific goals and requirements. The ability to create detailed reports on asset utilization, maintenance history, and license compliance is crucial for effective decision-making.


As technology continues to revolutionize education, K-12 schools must harness the power of IT Asset Management to optimize their digital resources. By implementing a comprehensive ITAM solution tailored to the needs of educational institutions, schools can unlock cost efficiencies, enhance learning experiences, ensure data security, and streamline operations. And, most importantly, schools and their IT staff can keep track of all those Chromebooks and other devices so there is no need to put out an All Points Bulletin (APB) on missing devices every year.

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