SAM Step 3: Review policies and procedures
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Establishing and following good policies and procedures for software use and license acquisition is a vital part of the entire software asset management (SAM) process. It’s critical that your company have the following policies and procedure in place. If you already have these documents, now is a good time to review and update them as necessary.
On This Page
 | Software acquisition policy |
| New software check-in |
| Software use policy |
| Software disaster recovery plan |
Software acquisition policy
Sometimes different departments unknowingly order the same software titles. Centralizing software acquisition can help your company save money. Centralizing software acquisition makes it easier to take advantage of volume license savings.
A centralized acquisition system can also help your company:
| • | Stay organized by keeping all licenses and agreements in one central location. |
| • | Reduce costs by purchasing the correct type of license. |
| • | Allocate resources efficiently by easily matching software budgets with actual spending. |
| • | Maximize software value by potentially re-using or redistributing software to other departments.* *Please refer to the terms in your license agreement before transferring software. |
Your software acquisition policy can achieve these goals by documenting these policies:
| • | Clearly delegate and document responsibility and accountability for acquiring new software and keeping records. |
| • | Acquire software only from reputable reseller. |
| • | 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. |
The following downloadable templates can help you create your company’s software acquisition policy.
Download
Software acquisition policy template.doc
Word document
38 KB
New software check-in
To ensure that new software is added to your company’s software inventory, develop a series of steps that employees should follow when the new software arrives.
The steps should cover:
| • | Storing original documentation, including the bill of lading |
| • | Storing the original packaging and media |
| • | Updating the software inventory report or database |
The software check-in process is often overlooked but is an easy way to make sure your software inventory remains accurate. You’ll help prevent your company from buying software it already owns.
Download
New software check-In checklist.pdf
Portable document format
434 KB
Software use policy
The software use policy should cover your company’s rules for downloading, installing, and using software titles.
Some points you might want to include are:
| • | Review the terms and conditions for each license to ensure proper usage |
| • | The process for authorizing software installs (i.e. assign one person to either install software or record software installations) |
| • | Monitor all Internet and downloading activities |
| • | Keep terms and conditions in an easily accessible location for all employees |
It’s important that all employees receive the software use policy and understand what they can and cannot do with the company’s software and hardware. You’ll help keep your systems free from viruses, reduce the number of support calls, and keep your software inventory up-to-date.
Download
TemplateSoftware use policy template.doc
Word document
Software disaster recovery plan
It’s important to be prepared for worst-case scenarios. A disaster recovery plan includes the procedures your company can follow if disaster strikes. Your disaster recovery plan should include information about protecting and restoring your systems and software. Items to cover are:
| • | Perform regular system backups and send copies of some of the backup tapes offsite |
| • | Store backup copies of all software CDs either in a fireproof, waterproof, lockable cabinet or off-site |
| • | Keep all license documentation either in a fireproof, waterproof, lockable cabinet or offsite (if you need the information to remain onsite, make copies and keep the originals offsite) |
By outlining procedures to recover software after an unforeseen disaster, you will know exactly how to respond if it happens. It’s an important precautionary step that can prove invaluable.
Download
Software disaster recovery plan template
Microsoft Word document
44 KB