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Too many people in charge of software use and acquisition can often result in different departments unknowingly ordering the same software titles. Centralizing your software acquisition can benefit your company in a number of ways. By creating a centralized software acquisition policy as part of your SAM plan, your company can:

  • Control costs by purchasing the correct type of license and taking advantage of Volume Licensing discounts.

  • Optimize software value by potentially reusing or redistributing software to other departments*.

  • Stay organized as your company grows by tracking all new software acquisitions and keeping licenses and agreements in one central location.

*Please refer to the terms in your license agreement before transferring or redeploying software.

To help you achieve these goals, your software acquisition policy should call for your organization to: 

  • Clearly delegate and document responsibility and accountability for acquiring new software and keeping records.

  • Acquire software only from reputable resellers.

  • Safely store the evidence of license documentation (original CDs, Certificate of Authenticity, Retail Software License terms (also known as an 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 and compliance.

  • Company mergers and acquisitions also provide additional software assets and need to be managed in the same manner as all other software described here. 

Download a software acquisition policy template

Understanding that centralized purchasing may not be the right fit for every organization, you may be able to take advantage of some of the benefits of centralized purchasing through other means. For example, some organizations have had success by creating and maintaining a centralized database of software titles that are available for redeployment within their company.  Affiliates can "shop" this software library before making individual local purchases, making better use of the community assets of the organization.

New Software Check-In

The process for checking in new software is often overlooked, but it is one of the easiest ways to make sure your software inventory remains accurate. You will help prevent your company from wasting money on buying software it already owns. To ensure new software is added to your company’s software inventory, develop a series of steps that employees must follow when the new software arrives.

The steps should cover:

  • Storing original documentation, include purchase orders and invoices.

  • Storing the original packaging and media.

  • Updating the software inventory report or database.

Download a checklist for new software check-in

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Establish standards for all phases of the software life cycle: