It Asset Register Template

[Kelsi Corsi]

An asset register is used to record important information about these assets, such as their description, acquisition date, cost, depreciation, location, and current status. Moreover, it serves as a central repository of asset information, allowing for easy reference and retrieval of asset-related data.

In an organization, assets can mean anything from the tangible items it owns to information it processes and stores for business purposes. To effectively manage such, there must be unique templates dedicated to different types of asset registers, including the following:

This straightforward information asset register template when recording assets, files, systems, and applications used for processing or storing personal information and other data across the organization.

Download this asset management template to track the important details of vital company assets and indicate the schedule of maintenance tasks for each asset. Include sign-offs of the asset owner, manager, and custodian to verify accurate and up-to-date details.

While an inventory list typically includes what you sell or consume, an asset list details what you own. By using an asset tracking spreadsheet template, you can easily locate each asset and gain insight into how frequently you use each one, how functional your current asset storage is, and what you might do instead to streamline your asset-related operations.

Regardless of your role, it is crucial to have accurate asset data on hand, so you are aware of the use and value of each (as well as the collective value). Use an asset tracking spreadsheet to help capture your assets in a centralized document, and then track and proactively manage your assets cost effectively.

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed.

School assets are crucial to the efficient running of the school in terms of education and administration. The recording of assets in a fixed asset register facilitates the monitoring of those assets and is, therefore, a vital control in safeguarding school assets. All schools should maintain an asset register. This should contain details of significant equipment and capital items held by the school.

The maintenance of a fixed asset register provides the school with a record of the assets held by it. This will assist with the physical control and security of these assets, provide information for insurance purposes and help the school to plan for the replacement of these assets.

The Fixed Asset Register should always be kept up to date. Assets purchased during the year must be added to the register when they have been invoiced to the school. For additional security and to help identify items, all assets should be bar-coded. This information should also be listed on the register.

NOTE: The FSSU have developed these templates for internal use for monitoring monthly income, expenditure, budget management, cash flow etc. The use of the FSSU internal templates is optional for schools who may wish to continue to use the IPPN Airgead Bunscoile/Financial Template, CPSMA Accounts templates etc. for their internal use.

This Toolkit aims to offer practical guidance on how to build, maintain, and use a Digital Asset Register (DAR). It starts by taking you through what a DAR is, why you may wish to build one, and who this toolkit is aimed at. Subsequent sections detail what makes a good DAR, a step-by-step guide to developing one, an example template, further details about information gathering, and using and updating your DAR.

This Toolkit is for anyone who would like to create a DAR to aid their digital preservation activities. It is targeted at practitioners who are working with digital resources and would like a method for gaining better intellectual control of their digital content. The Toolkit is primarily aimed at those developing a DAR for the first time, but it will also be useful for those wishing to review and enhance an existing one.

There is no one-size-fits-all formula for building a DAR. How you build it will depend on your own context and will need to take account of the types of content to be preserved, what it will be used for, and the wider organizational context. This Toolkit seeks to guide you through a process which will help you to understand what you need from your DAR and how to build and maintain a register that will meet those requirements.

This toolkit was developed by the Digital Preservation Coalition, with support and funding from The National Archives (UK). Much of the guidance included here was gathered from experienced digital preservation practitioners during a series of focus groups held in November 2023. Many thanks to all who participated in the focus groups, for all of the excellent information and advice provided, and to The National Archives (UK) for their continued generous support for the development of digital preservation good practice.

Accompanying the toolkit are two practical resources to help you build a digital asset register: a Word template for planning the development of your register, and an Excel template for an actual register. The register template also includes a dashboard that will provide summary statistics and graphs about the content described in it. Download these, and a PDF copy of the toolkit using the following links:

A detailed guide to a recommended structure for your DAR, including general tips and advice on format and storage. A list of optional additional headings that might be included is also available.
Use this to help establish the structure and format of your DAR.

Guidance on the information gathering methods you might use to gather the data for your DAR. This also includes a list example interview questions.
Use this to find out how to gather the necessary information to populate your DAR.

This section provides guidance on how to design the template for your DAR. This includes general tips on things to think about, recommendations for key headings to incorporate, and some suggestions about particular formats and tools you can use to practically implement your plan.

Use agreed lists of terms to be used and/or set formats for individual data elements where possible. This will help to ensure the capture of good quality data, as well as making it easier to manipulate. This can be implemented by having clear guidance on the terms to use under particular headings, or by using functionality like drop-down lists for data entry.

Consider carefully who will be updating the DAR as well as who needs to use it. Some staff members may be more technically proficient than others and this may guide the format you choose for your DAR.

You may also wish to add a layer of security to help control who can make edits to the DAR. This might be implemented using password protection for editing the document, or by placing it in storage where you can control access permissions.

Reduce duplication of effort by only including information that is captured in other systems (e.g. accession or catalogue records) where there is good reason. For example, the information in other systems is not readily accessible or is not consistently captured for digital content.

Depending on how you manage digital content, you may wish to use separate tabs, sections or DARs for different types of content. For example, separating born-digital content and digitized content into different areas.

Consider adding a dashboard that automatically generates key statistics about the digital content, and graphs and charts that provide visual representations of the stats. This may include total counts of number of files and the size of content, as well as breakdowns or these figures using factors such as year received or current processing status. This information is then readily available for advocacy purposes.

Finally, if you have a digital preservation repository system in place, consider aligning the headings of your DAR with reports that can be produced by the repository to help streamline the information.

This subsection provides an overview of the headings (or data elements) that we recommend you include within your DAR. These recommendations were derived from an analysis of 14 real-world DARs shared by practitioners. The most commonly used and fundamental headings are included here. Additional possible headings you may consider adding are included in Appendix One of this toolkit. Some of the headings below may duplicate information held in other systems. A note has been added to the description field for headings you may choose to omit to reduce duplication.

For each heading below, we have included suggestions as to how it might be formatted, as well as a description of the information you might record under each. If alternative names for the heading were used in any of the analyzed DARs, they have also been included. You may find one of these alternatives better matches the terminology used at your organization.

Accompanying this toolkit there is an Excel spreadsheet DAR template that includes each of these headings, a ready to use statistics dashboard, and guidance for completing and updating the template. This is free for you to download, edit, and use to help create your own DAR.

The type of accession or transfer, e.g. gift, loan, purchase, internal records, transfer, etc. The list used should reflect the types of deposits your organization typically receives. This heading may be removed if you feel this information is sufficiently documented in another system or register.

Name of the person, department, or organization that donated or transferred the content. This heading may be removed if you feel this information is sufficiently documented in another system or register.

A short text description of the content, which may include the subject(s) of the content, why it was created, what it was used for, etc. This heading may be removed if you feel this information is sufficiently documented in another system or register.

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