With the increasing amount of portable IT equipment and other
‘desirable’ items in the average office, hospital or school these days,
it is important that all assets are kept track of. Tracking equipment
means that when a member of staff wants to use something, it can be
found easily and time is not wasted.
Just as importantly it ensures that if there is a theft or fire, you
will have a reliable list of equipment to present to the insurance firm -
this is worth bearing in mind as some insurance companies will require
proof of your equipment. Finally, at the financial year end, having a
comprehensive and up to date list of items that your organisation owns
will remove that particular headache from the accounts process.
School equipment challenges
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Keeping
track of equipment particularly in schools can be difficult.
With so many staff needing to use various pieces of equipment at
different times, it can be difficult for the co-ordinator to monitor
everything.
As well as electronics, you may also want to protect items such as
musical instruments and project equipment. Music is important in
schools and is a source of great enjoyment to young people. Often,
instruments have been donated and schools therefore value them all the
more.
Keeping track of the equipment or instruments is necessary but can be
tricky, especially when many identical-looking items are taken home by
students or staff.
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To solve these problems, why not
try tracking equipment using barcode
labels and scanners? This involves assigning a label with a unique
number to each item. Asset labels are best used in conjunction with an
asset register. An asset register is a log of all the equipment and can
be kept as hard copy or using everyday software such as a spreadsheet or
database. As a start you can write your assets into your log,
alternatively scan the information with a handheld scanner. A copy of
the register should be backed up off-site or kept in a fire-proof safe.
Asset labels come in materials from inexpensive plastics through to
durable materials such as aluminium, and polyesters. Prices start at
$120 for 1000 labels and even if you don’t start using barcodes, you can
have them ready in case you do.
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If you want to know more
about asset management, email your questions to
Romil, our in house asset management specialist at
romil@barcodeproducts.co.nz. If you want to bounce some ideas around
you can call him on 0800 26 227 263.
