In an era where accessible technology is essential for academic success, schools invest heavily to ensure all students have access to critical digital tools like laptops, iPads, and Chromebooks. However, a growing problem threatens this progress—device loss. Whether due to misplacement, theft, or neglect, missing devices not only strain school budgets but also disrupt students' learning experiences.
Without proper measures in place, districts risk losing serious dollars to technology losses each year. To protect these valuable resources, schools must adopt smarter strategies that promote accountability, enhance tracking, and educate students on responsible device use.
Here are three ways schools can implement proactive solutions, reducing device loss and ensuring that technology remains accessible for all students.
Encourage Accountability Through Education
Many instances of device loss stem from simple neglect, such as leaving devices unattended, improper storage, or mishandling. Schools must take a proactive approach and teach both students and parents the financial and academic impact of losing or damaging school devices.
Parents play a vital role in reinforcing good habits at home by ensuring devices are safely stored, kept in protective cases, and charged responsibly. Providing clear guidelines on responsible device use, offering workshops for families, and sending home informational materials and reminders about device care expectations encourage parents to take ownership, leading to fewer incidents and a more sustainable technology program for schools.
Many districts require students and parents to sign clear agreements outlining their responsibilities for device care, usage, proper storage, and timely returns. These contracts may also include financial consequences for lost, stolen, or damaged devices. Additionally, schools might consider implementing refundable security deposits or offer optional insurance plans to encourage families to take better care of devices while providing a financial safety net.
Scheduling regular check-ins at school is a simple yet powerful way to extend the life of a school’s digital resources. By routinely inspecting laptops, Chromebooks, and tablets, schools can catch minor issues before they become costly repairs or replacements – and check-ins encourage students to be more mindful of their technology use, knowing they will be held accountable for its condition.
Teachers and IT staff can also use these check-ins to update software, clean hardware, and ensure security features are functioning properly. A well-maintained device lasts longer, saving schools thousands of dollars while ensuring students have reliable learning tools.
Pick the Right Partner
Outsourcing time-consuming device tracking and management responsibilities to a specialized inventory services partner can save schools valuable time and maximize resources long-term. Look for a full-service partner who will offer end-to-end management on a range of comprehensive solutions for everything from providing a resource management software platform to supplying in-person teams to do the heavy lifting of physically organizing and barcoding large amounts of assets.
With automated inventory management, resource management software is crucial as it empowers schools to easily track which students have which devices, monitor check-in and check-out histories, and flag missing equipment before it becomes a costly issue. Additionally, some tracking systems offer GPS or network-based location services, making it easier to recover lost or stolen devices.
Through these smart platforms, schools can not only improve accountability among students and staff but also streamline compliance with state audits, funding requirements, and maintenance, as the platform’s dashboard can effectively manage a comprehensive view of all assets and their life cycles. Additionally, by analyzing data on device usage, schools can identify patterns, such as which students frequently misplace devices or which models require more repairs. This insight allows administrators to implement targeted solutions, such as supplemental training for students struggling with device care or investing in more durable technology.
On-Site Secure Storage
In many cases, digital devices don't need to leave school grounds. By securely storing them on campus, schools can reduce the risk of loss or damage while ensuring devices remain in optimal condition for classroom use. Providing secure storage options, such as locked charging carts or designated classrooms with storage lockers, reduces the likelihood of devices being left unattended or mishandled outside class hours. This simple measure also helps keep devices safe from environmental factors like spills, drops, or extreme temperatures, which can lead to costly repairs or replacements.
Beyond security, on-site storage supports better device management and learning continuity. Having a secure storage system allows schools to implement organized distribution and collection processes, ensuring that devices are charged and ready for use when needed. It also reduces disruptions caused by students forgetting their devices at home or losing them outside of school. In addition, secure storage can support equitable access by providing a structured way for students who may not have personal devices to check one out as needed.
Reducing digital asset loss in schools requires a proactive approach that combines accountability, technology, and education. By implementing tracking systems, enforcing responsibility agreements, educating students and parents, and establishing secure storage and handling procedures, schools can protect their investments and ensure all students have continued access to essential learning tools.
Device loss isn’t just a financial burden—it disrupts education and widens the digital divide. With smart strategies in place, schools can create a culture of responsibility and sustainability, keeping technology where it belongs: in the hands of students who need it most.
About the author
Shane Foster is the Chief Product & Technology Officer at Follett Software.
