Using specialized software can help an organization track an asset lifecycle, cut down unneeded expenses, and make important strategic decisions about software and hardware inventory.
IT asset management (ITAM) collects inventory details that are very useful to a service desk. IT departments need information on the types of assets, their location, user info, network configuration data, the services they support. It also includes the data about a computer with assets installed and what software exactly is supposed to be installed on a machine.
Understanding your license agreements and tracking software covered by the license is an important step in keeping your system in compliance. To achieve that, regular audit and inventory are a must. They will help determine what software is used throughout the organization and eliminate unfortunate compliance surprises should an audit occur at any point of time.
An audit report should show:
- what software programs are installed
- how often the programs are being used and whether used at all
- whether or not current software is in compliance with license agreements
Specialized automated solutions thoroughly scan computers and inventory the installed software. Thanks to the data you are getting from the inventory you can get a good baseline for understanding and comparing the purchased licenses to what you really need and what is in use.
You can also find out how often the software programs are used, which is rather handy for optimizing your company's budget, because why would you need to pay for 400 copies of Windows Office if you are only using 180?
Inventorying software and keeping track of license agreements is a solid starting point, and then it is important to establish, enforce, and update software installation and usage policies.
The usage policy explains how to use software properly and legally and what the consequences of software piracy are. A complete software license agreement covers everything from software purchase to its retirement, with such topics as installation, registration, types of usage described.
All this should not only help your business use software optimally, but also to not break any laws unknowingly. Not only can you avoid non-compliance and risks associated with fines and litigation from improper software utilization, but also save money by optimizing the number of licenses installed.