The following guidelines are recommended by SIIA (Software and Information Industry Association) to be used by departments to help maintain compliance with software licensing agreements.

1

Procedures for acquiring and registering software should be established. When installing software, it is important to always read the license agreement included. Many software manufacturers have distinct policies regarding software licensing. Where there is any question about compliance in this area, the license agreement will provide the answers specific to that particular software.

2

A software manager should be appointed. There should be a clear assignment of responsibility for monitoring compliance of software licensing. In most cases, this responsibility will fall to the individual user of the machine. In the case of labs, multi-user machines, etc., a computer resource guardian should be assigned. An employee education program will assist employees in their responsibility for software compliance.

3

A periodic review should be performed on all PC’s (including portables and especially multi-user terminals). A software code of ethics should be implemented. Users of organizational computers should sign a statement stating they have been informed of software laws and they have accepted responsibility for compliance. The last step in this process is the most important. In conjunction with an understanding of software licensing and a software management plan, companies should strive to establish a clear and concise software policy. This policy should help employees understand the value of software and learn the difference between legal and illegal use, as well as pledge their commitment to the proper use of software. The software policy should also outline your company’s goal to manage the software for maximum benefit and detail the procedures for acquiring legal software. TechRepublic offers a free download of a sample software installation policy.

4

A library of software licenese should be maintained. Accurate records should be kept regarding all software purchase by a department. Documentation for proof of purchase should be some type of date purchase material, such as purchase order or IDT, showing the number of copies of the software purchased.

A software log is recommended and should list the following:

• Product and version

• Publisher

• Registration number

• Date and source of purchase

• Name of user and user location

• Hardware serial number

5

Any use of personal software on organizational PC’s is subject to the license agreement for that particular software. Often these agreements stipulate the application must first be erased from the user’s home PC before it is loaded anywhere else. In other words, there is a distinction between single-user and single-terminal software.

6

If personal software is loaded onto an organizational PC, the supporting purchase documentation should be turned over to the department, or the owner should agree to be responsible for providing the documentation upon request.