Your software should help your employees get their work done well and get it done fast.

But programs that cause your computers to freeze, that can't be upgraded, or are ineligible for technical support do just the opposite. They frustrate your employees and waste their time.

Unruly software can set back both productivity and profitability.

One way you can dodge the headaches brought on by problem causing programs is to avoid the use of illegal software. Illegal or "pirated" software takes several forms. It can be software that is shared or installed on more computers than it should be. It can be counterfeit software disks. Counterfeiting is the large scale duplication and distribution of software.

	TIP: Product activation is required in retail packaged products and in new PCs purchased from a PC manufacturer. However, in most instances, product activation is not required for licenses acquired by a customer through one of Microsoft's volume licensing programs such as Open License or Select License.

Avoiding illegal software is easier said than done. The quantity of pirated software in circulation is startling. Comparing the difference between software applications installed and software applications legally shipped, a Business Software Alliance (BSA) study reports a global piracy rate for commercial software of 39 percent for 2002. And that's an improvement: In 1994, the global piracy rate stood at 49 percent.

Illegal software can end up on your computers through various channels. Some business owners seeing software offered at deep discounts may simply order and install it. Or an employee may install a program she purchased for her home computer, but also wants to use in the office.

Still another source is the computer maker you bought your PCs from. This system builder may have - either knowingly or unknowingly - pre-installed pirated or counterfeit software.

Piracy is About Licensing
What constitutes software piracy depends on what type of licence the software in question carries. Like other published creative work, software is protected by copyright law. So when you buy software you only purchase the right to use it under the rules set by whoever owns the copyright.

For instance, a licence for a retail box containing Microsoft Windows XP restricts you from loading the software onto more than one computer. On the other hand, a volume licence can give you the right to load your software on anywhere from five to several thousand computers.

Under these conditions, software piracy may occur when you or an employee:

• Installs one licensed copy of a program on multiple computers.



• Copies program disks and distribute them so others can install the software.



• Buys counterfeit software.



• Buys a new computer on which the seller has loaded counterfeit software on the hard drive.



• Have too many employees on your network using a copy of a volume licensed program.

Product activation is one way the software industry has tried to reduce piracy.

Product activation works by validating (either online or over the telephone) that the software's product key, which is required as part of product installation, has not been used on more PCs than is allowed. Failure to activate in a designated period of time prevents you from using the software until it is activated. (Microsoft does not use product activation with volume licensed software.)

Most software makers' product activation process is carried out online. You need only input an installation number and country identification. Product activation is not the same as registering your software.

Get 'Genuine' to Avoid Software Sorrows
Using genuine software provides protection from software sorrows.

Aside from avoiding the legal consequences of getting caught with pirated software, using genuine, properly-licensed software:

• Gives you access to documentation and warranties. Illegal software often contains little or no documentation, and no warranties leaving your company on its own to deal with a failure.



• Makes technical support available.



• Makes you eligible for software updates and upgrades.



• Reduces exposure to software viruses. Untested, counterfeit discs may be infected with viruses that will damage your hard drive and could cripple your entire network.

How Do You Know?
If you're unsure if the Microsoft products you're running are genuine, visit the Microsoft "How to Tell" site. This can help you verify the authenticity of Windows, Office, Visio, business applications and developer and IT professional products.

To avoid pirated software from being installed on your computers in the future, and any liability associated with it, consider the following:

• Use caution and commonsense when you buy software. Software advertised as both genuine and deeply discounted should raise your suspicion. Make sure a computer maker who pre-installs software provides you with product keys.



• Purchase software and licenses from the manufacturer or authorised distributors.



• Create and communicate a policy forbidding employees from loading copied or illegal software onto your workplace computers. BSA offers a sample memo to employees that you can download and customise. A sample corporate policy related to software use is also available.