Many functions in a company underlie laws and regulations. For IT applicable laws and regulations are almost non existent. You have some issues when it comes to handling the assets and for your applications you have to comply with copyright law and regulations. You will find some recommendations in ITIL and ISO 19770-1 and 19770-2 but that’s about it.
The copyright laws have no recommendations as how to manage your applications and ensure compliance. Some guidelines can be found in the licensing documents from software publishers, but do not expect much help from them. In fact, a lot the time the Software Asset Management problems helps the vendors to create a very good selling point. Based on statistics it is reasonable to assume that you are not on top of the situation.
And if you are not, now is the time to start doing something about this.
Software is expensive and since big money is involved you risk at any given time an audit from a publisher. The publisher knows a lot about your company, and they analyze their sales to you and compare it with statistics on your industry, number of employees, probable number of computers and servers and so on. They identify any statistical deficits very quickly and before you know it, you are up for an audit.
They don’t want to spend time and money on an audit where their statistical analyzes tells them that compliance is likely. They go for the deficits, because that is where the money is.
The only way to protect yourself is to make sure that there is order in your house.
Small or large companies, you need to go about the Software Asset Management task in a structured way.
For each application in use you have to establish
- Licensing requirements
- Number of users
- Installation of application (Where?)
- Integration of application if any(How?)
- Type of application
- Proof of ownership
In addition you should document control of media so you should not bypass the opportunity to create a good and structured media archive.
When the first impression of an IT department is CD’s and documentation lying around on desks and shelves it is very easy to assume that here there is no control and there is no compliance.
Media control is good housekeeping, media, licensing information and proof of ownership represents the values for your company.
Work smart
Traceability is a keyword for good Software Asset Management. I am sure you more than once you have spent time trying to locate a CD or a licensing key. With a good media archive you can achieve traceability; you will have control of all the various aspects of media administration.
With a good structure in place and some procedures in place to maintain it the days of wasting time on looking for media or licensing information is definitely over.
Secure the original media
It is your company’s property, so you have to secure the media and ensure access to it. When not in use lock it up. Make sure you have backup copies of software downloaded or installed from a memory stick. Especially small vendors have a nasty tendency of installing their special application from a memory stick, so you have to follow up on this issue.
When new equipment is delivered discs and the licensing information should be forwarded to you as soon as possible. Mark it, you may need it later if you dispose of the PC and need a valid OS license.
If it is an OEM installation, make sure in your procedures that a backup of the installation is done before any software is installed. This does in fact make a lot of sense; we are not only talking about the OS, but about drivers for the hardware.
Mark the media properly
Another aspect of the traceability is marking the media. Assign an asset key, so that when required you can easily document to steps from procurement to installation including proof of ownership.
An asset key also helps you to keep your archive in shape.
Documentation
How many copies of Windows OS documentation do you need? The most important part of the Windows OS Documentation is the license key. Keep the documentation incl. the license key in your archive, any media enclosed should also be filed.
If the documentation is available in electronic form, install it on a server and make it available for technical staff. Do not let original printed documentation lay around everywhere.
What to expect?
Every time you have to spend time locating a disc, a license string, documentation, a specific download you add unnecessary items to your workload. Structure helps you to perform your tasks quickly, in a professional manner. If an item has to be replaced because it cannot be located and you have to buy it again, it is money wasted. If you have to spend a day or two to find it, it is time wasted. With a good structure in place you will save a lot of time and reduce cost for replacement to zero. A good structure will help you to complete your compliance efforts easily and your working day will change for the better.
