How to Prepare for a Software Licensing Audit
Software license compliance is a big issue in the business world and many companies are finding themselves facing software audits. In the best case scenario a company will conduct an internal software audit to ensure compliance. However, it's possible that a company can come under scrutiny by a publisher or trade association due to a complaint. In such situations, it's important to know how to prepare for an external software licensing audit.
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Things You'll Need
- Internal audit checklist
- Software logs/inventories
- Proof of purchase for all software
- Vendor information
Instructions
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Consult with an attorney who specializes in software law prior to the audit. Though the IT staff most likely has the knowledge of how to gather proof of purchase and installation, legal counsel is advised to make sure all corrective measures are done correctly and won't further jeopardize an investigation.
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Determine who will be conducting the software licensing audit. The two primary organizations that conduct software audits are the Business Software Alliance (BSA) and the Software & Information Association (SIIA). Which agency conducts the audit depends on how it was initiated and to who alleged compliance issues were reported.
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Ask for an agenda for the outside audit. Use this information to conduct an internal audit ahead of time, creating a record and report detailing the process. This will help ensure that all of the items on the agenda have been addressed satisfactorily.
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Impress upon all employees the importance of the process. Let them know they are expected to cooperate with the auditor, but that they can speak to the liaison for guidance in answering any questions they may be asked.
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Prepare all relevant documentation and have it readily available for the independent auditor. Along with your operating procedures, internal audit papers and vendor information, you will need to provide the most recent software logs and inventories.
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Assign and train a liaison to be available to the auditor. A liaison should act as a go-between to relay and answer any questions the auditor may have and to generally help the audit run more smoothly. Often independent auditors will need to have an understanding of a company's procedures and policies to fully grasp the documentation she is reviewing.
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Determine a timeline with the auditor and designate a workspace for him. Make sure to provide him with Internet access (if requested), a photocopier, telephone and any other office materials he may need.
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Tips & Warnings
Don't try to buy extra licenses for software if you discover you don't have enough. Once an audit has been scheduled, backdating licensing is tantamount to falsification of documents.
