Gloversville Enlarged School District – IT Asset Management (S9-22-12)

Issued Date
March 16, 2023

Audit Objective

Determine whether Gloversville Enlarged School District (District) officials appropriately tracked, inventoried and safeguarded information technology (IT) assets acquired or in use during the audit period.

Key Findings

District officials did not appropriately track or inventory IT assets, maintain complete IT inventory records or establish adequate controls to safeguard IT assets. As a result, officials cannot assure taxpayers that money invested in IT assets has been appropriately spent or safeguarded.

We selected 45 IT assets to confirm their location and that they were inventoried, and 15 additional IT assets to confirm they were inventoried. We found 37 percent of the sampled assets were not properly accounted for. Specifically:

  • Nine Chromebooks, including, four with a total cost of $856 and five with an estimated total cost of $1,070 based on recent purchases could not be located but were inventoried.
  • One laptop costing $760 could not be located and was not inventoried.
  • Twelve IT assets with combined purchase prices or cost estimates of approximately $18,740 were not inventoried.

In addition, annual inventories were not conducted and officials did not adopt a comprehensive written policy for IT equipment inventory.

Key Recommendations

  • Maintain complete, accurate and up-to-date inventory records.
  • Perform annual inventories.

District officials agreed with our recommendations and have initiated or indicated they planned to initiate corrective action.