Software is a physical asset and should be protected as such. Preparing a Disaster Recovery Plan (DRP) will enable your business to continue to operate should a disaster occur.

Establish a set of goals you’d like to achieve with your DRP. Consider the following:

Create ways to recover from any type of loss including inventory data, installation media and loss of proof of ownership. Determine how you’ll keep your system up-to-date. Decide what steps you’ll take to restore onsite media and information to its previous state in the event of a disaster.

Create a centralized inventory of all software titles owned and keep a copy offsite. Be sure to perform frequent and thorough updates. Establish a centralized set of backup copies of all installation media. Be sure to create and maintain a second set of copies offsite and update it regularly. Store your copies in a fireproof, waterproof, lockable cabinet. Create a centralized library of all proof of ownership documents for all your software titles. As with everything else, maintain a second set of copies of all documentation offsite and make frequent updates. Keep this documentation in a fireproof, waterproof, lockable cabinet. Perform regular system back ups and send copies of the backup tapes offsite.

Protecting your proof of ownership documentation is the most important part of your DRP. The originals of all such documentation should be sent to your offsite repository though copies should be kept on hand in the event of a software license audit.

Remove and retain all proof of ownership documentation during the software check-in process. This documentation may consist of any or all of the following:

End User License Agreements Certificates of Authenticity Purchase Invoices Bills of Lading Software Boxes

Keep software boxes and all originals in your offsite storage facility. As always, the offsite storage should be updated regularly. Make copies of the documentation and keep them readily available onsite. This will provide the necessary proof of ownership in the event of an audit or inventory.

Store one original of the installation media for all software in an offsite repository. The media (CDs, users’ manuals, etc.) needs to be an original so as to provide proof of ownership if needed. The offsite repository should be updated at least every quarter.

Also create and maintain a central library that’s readily accessible to support staff. If the manufacturer permits making backups, keep at least one copy in this central library. If copies aren’t allowed, you’ll need additional original media. Often additional copies of the installation media can be obtained from the manufacturer for a fee.

Establish and maintain a central inventory of all software licensed by your company and keep this data up to date by entering all new acquisitions into the system upon arrival. Conduct regular audits of the system to verify the data is being properly maintained and keep a full copy of your inventory data offsite and update it regularly.

Entering new software into the system should become a part of your standard software check-in process. Perform this process before any new software is installed. This step will help to maintain all proof of ownership documentation and installation media.

Perform regular audits of your inventory and make quarterly spot checks. Conduct a full inventory annually and compare the results to your existing inventory data. Make spot checks to find any inconsistencies. Keep a copy of this data offsite in the event your onsite records are compromised and update it regularly. The offsite copy should be in a safe location that several people have access to. This will prevent dependence on any one person for access in the event of an emergency.