Software License Management Policy

Last updated: May 15th 2023

This policy aims to ensure proper management of software licenses within Random Team, ensuring legal compliance, security of software assets, and control of associated costs.

1. Responsibilities:

a. Information Technology (IT) Department:

  • The IT department is responsible for centralized management of software licenses.

  • IT maintains a comprehensive inventory of valid licenses.

  • IT ensures the distribution and installation of software in accordance with license terms and conditions.

b. User Departments:

  • Departmental heads are responsible for reporting any new software needs to the IT department.

  • They must ensure that software is used in compliance with licenses and report any unauthorized use.

2. License Acquisition:

  • Any acquisition of software licenses must be approved by the IT department.

  • Licenses must be procured in sufficient quantity to cover all planned installations.

3. Inventory and Tracking:

  • The IT department maintains an accurate inventory of all software licenses, including information on versions, serial numbers, and expiration dates.

  • Inventory updates are performed regularly.

4. Proper Use:

  • Employees are required to use software only in accordance with the terms and conditions of the license.

  • Any unauthorized use or installation of software without a valid license is strictly prohibited.

5. Training and Awareness:

  • Training sessions are provided to employees to raise awareness of issues related to software license management and legal software use.

6. Audits and Verifications:

  • The company fully cooperates with external audits and verifications aimed at assessing compliance with software licenses.

7. Consequences of Non-Compliance:

  • Any non-compliance with this policy may result in disciplinary actions, including corrective measures, and, where applicable, legal sanctions.

8. Policy Review:

  • This policy is subject to periodic review to ensure its continued relevance to the company's evolving needs and changes in the software environment.

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