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Best Practices for Asset Management in Universities
Mar 11, 2025
Universities manage thousands of assets—laboratory instruments, laptops, projectors, scientific tools, classroom supplies, sports gear, maintenance equipment, and more. With multiple faculties, large campuses, and shared resources, tracking and maintaining these assets becomes complex.
This article outlines best practices to help university administrators, IT teams, lab managers, and operations staff maintain visibility, reduce loss, and optimise asset utilisation.
Why Universities Need Strong Asset Management
Managing Assets Across Multiple Campuses and Buildings
University assets are spread across classrooms, labs, offices, dormitories, sports centres, and research facilities.
Common Challenges
Items relocated without documentation
Difficulty identifying the last user
Lost visibility across buildings or faculties
High-value assets misplaced during research activities
Summary: Universities require a centralised system that tracks assets campus-wide.
Reducing Loss and Unauthorised Borrowing
Shared tools and equipment often move across departments without proper oversight.
Issues Leading to Loss
No clear borrowing process
Inconsistent tracking methods
No accountability for damage
No digital record of last known location
Summary: Strong assignment workflows reduce loss and protect institutional investment.
Improving Maintenance and Compliance
Laboratory and technical assets require regular inspections and calibration.
Risks of Poor Maintenance
Research delays
Safety hazards in labs
Failed audits
Expensive repairs or replacements
Summary: Digital maintenance schedules keep assets functional and safe.
Optimising Procurement and Budget Allocation
Universities often overspend on tools because they lack accurate usage and availability data.
Symptoms
Duplicate purchases
Underutilised assets in storage
Budget waste on replacements
Summary: Visibility into utilisation helps universities make better purchasing decisions.
Best Practices for Asset Management in Universities
Standardise Labelling Using QR Codes or Barcodes
Consistent tagging ensures assets can be tracked quickly and accurately.
Recommendations
Use durable labels for lab environments
Integrate tags with a digital system
Include asset IDs and department details
Summary: Labelling creates the foundation for accurate asset oversight.
Implement Digital Check-In/Check-Out Workflows
Assigning assets to staff or students helps universities maintain custody trails.
Benefits
Know who used an item last
Reduce disputes over damage
Improve accountability
Track movement history
Summary: Transparent assignments reduce unauthorised borrowing and loss.
Use Digital Condition Reports and Checklists
Laboratory, workshop, and classroom tools need regular inspection.
What to Include
Pre-use checklists
Damage reporting with photos
Calibration reminders
Maintenance logs
Summary: Digital reporting improves safety and extends equipment life.
Introduce Smart Storage for High-Value Equipment
Smart lockers or key-controlled rooms protect costly or sensitive equipment.
Advantages
Only approved users gain access
Automatic access logs
Better control of shared resources
Summary: Controlled access reduces misuse and theft.
Analyse Asset Utilisation for Better Procurement
Usage insights help universities understand which departments truly need more resources.
What to Analyse
Frequency of use
Peak borrowing times
Idle equipment
Departments with recurring shortages
Summary: Data-driven decisions lead to better budget optimisation.
Practical Example: Managing Lab Equipment in a Science Faculty
A university science faculty manages microscopes, pipettes, centrifuges, laptops, safety tools, and calibration equipment.
Before Best Practices
Tools frequently missing between labs
Students unable to find available equipment
Calibration overdue
Professors unaware of asset locations
After Implementing Best Practices
QR labels added to all lab tools
Students check out tools using mobile scanning
Condition reports logged with photos
Maintenance schedules automated
Outcome: Asset loss dropped, maintenance improved, and labs operated more efficiently.
How MapTrack Helps Universities Manage Assets
MapTrack provides a flexible, easy-to-use asset tracking platform for academic institutions.
Real-Time Visibility Across Campuses
MapTrack gives administrators instant access to:
Asset location
Assignment history
Condition status
Maintenance schedules
Fast Check-In/Check-Out
Barcode and QR scanning simplifies tool borrowing for students and faculty.
Digital Condition Reports & Checklists
Ideal for lab equipment and campus maintenance tools.
Smart Lock Integrations
Secures high-value equipment or restricted lab items.
Summary: MapTrack centralises asset management, improves accountability, and reduces operational costs for universities.
FAQ
What university assets benefit most from tracking?
Laptops, lab tools, projectors, scientific instruments, sports gear, cameras, and maintenance equipment.
How do QR codes help universities manage assets?
They provide fast scanning, accurate identification, and easy digital check-in/check-out.
Can students borrow equipment with a tracking system?
Yes—assignments record who borrowed what and when, improving accountability.
How does asset tracking support audits?
By maintaining digital logs of conditions, maintenance, and location history.
Is this useful for multi-campus universities?
Absolutely. Asset visibility improves significantly across buildings and locations.
Does MapTrack support lab maintenance workflows?
Yes—checklists and condition reporting help track lab safety and inspection requirements.
Conclusion & Actionable Takeaways
To improve asset control and budgeting, universities should:
Label all assets with QR or barcodes
Use digital check-in/check-out
Implement condition reports and maintenance logs
Secure high-value tools with smart storage
Analyse usage to optimise purchasing decisions
Centralise asset tracking across all campuses
MapTrack supports universities by combining visibility, accountability, and mobility into a single, powerful platform.
