Posted: January 19, 2004

Step 4: Reviewing Policies and Procedures

View Section: Software Acquisition Policy | New Software Check-In | Software Use Policy | Disaster Recovery Plan

Software Acquisition Policy


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A software acquisition policy should describe the steps employees should follow when needing a new software title.

With a centralized software acquisition policy your customer can...

Reduce costs

Sometimes different departments unknowingly order the same software titles. With a centralized process these scenarios are easily identified and, depending on the number of titles needed, your customer can take advantage of volume license savings.

Stay organized

With centralized software acquisition it’s easier to keep all licenses and documentation in one central location, making future software inventories faster and easier.

Reallocate funds

With centralized acquisition in place, it’s easier to track software budgets with actual spending. If software budgets are over-projected, the extra funds can be reallocated between departments or to company projects.

Maximize software value

By tracking software acquisition, installs and uninstalls through a centralized process your customer can potentially re-use or redistribute software to other departments*, increasing the ROI for the software.

*Please note that certain license agreements may limit the transfer of software. Check your customer’s agreement(s) before transferring software.

When reviewing or writing a software acquisition policy for your customer, be sure to cover the following points:

Clearly delegate responsibility for acquiring new software and keeping records
Acquire software only from reputable resellers
Always keep the evidence of license documentation (original CDs, Certificate of Authenticity, End User License Agreement, original User's Manual, and sales receipt) in a centralized and safe location
Track and update the software inventory on a regular basis to help ensure proper licensing

Software Acquisition Policy Template
This template is a good starting point for a software acquisition policy.
DOC (35 KB)

Reviewing Policies and Procedures
Use this script as a guideline for talking to customers about their SAM policies and procedures.
DOC (32 KB) | PDF (77 KB)

SAM Checklist
Use this checklist to mark off each SAM step you complete with your customer.
DOC (47 KB) | PDF (60 KB)