Software Asset Management (SAM) is a system to coordinate the full life cycle of various software assets. Your business or organization will implement a series of controlled procedures designed to manage software assets. There five stages in a full software life cycle, planning, requisition, deployment, maintenance, and retirement of the software’s use.

Two important benefits achieved by your business, or personal interests, no matter how involved are cost control and risk reduction. Here are the important considerations for software asset management best practices. Each one should be implemented into a workable strategy to maximize the potential of your software asset management.

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1: Collaborate with Your IT Department or IT Professional

This is an important facet of the software asset management best practices strategy. Your IT team will be able to implement the core principles you want to govern your practice structure.

They will provide a stable foundation of principles that can be implemented across any industry no matter what the company size. If you do not have an IT team, it is recommended you employ the services of an IT professional. The consequences of software license violations can be costly, so the expense is money well spent.

2: Take Care of the Required Documentation

Documenting every piece of software your company uses is critical. Keep store records of purchases, all licenses you have applied for, plus maintenance contracts. Keep these documents in a central location, where you can access them quickly if necessary.

When you establish a solid software asset management best practices strategy, you make software licensing a company priority. Usually, you should insist on good documentation control. This way, you’ll help guarantee your business will never violate software licensing laws.

3: Reminder Notifications

Keep a specific calendar for all your software licensing dates. This will make certain you do not accidentally fall behind or miss a licensing date. You will always have up-to-date licenses available, full documentation of these required licenses and remain in full compliance. This is an essential part of successful software asset management best practices.

4: Business Compliance

Software asset management best practices are useful to any size business. Moreover, there are different aspects of each strategy that will be unique to the actual size of operations. These two aspects of software management best practices break down into two categories. Firstly, there is one of the larger enterprising corporations. Secondly, there is the small business workplace compliance.

A. Corporate Workplace Compliance

One must perform software asset management best practices for big companies and corporations as a collective process. The structure must include the staff from the IT department and the finance department. Moreover, it should also include the qualified software experts. Many large corporations will utilize a special team of software asset management companies.

They are entrusted with providing specific understanding of how to apply software asset management best practices for this scale of business operations. Hence, there is a call for efficiency and transparency.

The Business Software Alliance is an excellent place for corporations to receive knowledgeable consultation based on the guidelines within the Verafirm Certified software solutions organization. There are free software audit tools available and a complete directory of licensed SAM professionals.

B. Small Business Work Environment Compliance

Software asset management best practices also are an important part of a small business. Most of the time, one can complete the necessary compliance requirements without the need for an IT specialist.

The tools of a good compliance structure for software management use spreadsheets, which are available free through the SAM program. So, make sure you use these worksheets to collect licensing data. Furthermore, you should have each employee sign your company software policy.

It doesn’t matter if you’re a massive corporation or a single-owner small business. There are compliance requirements for using a licensed asset management software within the work environment. The software asset management best practices structure will easily adapt to your needs. So, it doesn’t really matter how large or small your company is.

a diagram of the functional levels of a distributed control system

Source: Wikipedia

5: Training and Education

One must properly train and educate the entire staff. Furthermore, team members must make sure that everyone follows and applies the best software asset management practices. There are a number of outstanding platforms that provide sufficient knowledge for a competent introduction to the software management strategy.

This training and education will ensure your software management strategy meets compliance requirements. Firstly, your staff must first understand the principles behind the implementation of the best software asset management practices. Secondly, only then they will become able to work successfully.

This procedure requires particular schedules for each phase of software implementation. It is true that the licensing and registrations aspects are usually the ones that cost the most. However, other errors could cost your company time and money. For that reason, training and education are indispensable.

6: Reporting & Verification

There is a portal in the Verafirm Registry where companies manage the reporting and verification requirements for their software. It is a critical part of all best software asset management practices models. Therefore, there are requirements for effective documentation of software, along with each accompanying license.

This part of the process displays the ethical nature of your company or organization. When you implement a sound strategy, you will effectively be able to manage all your software licenses. There will not be embarrassing or costly errors. Furthermore, the team leader should make sure that the necessary documentation of all software licenses is available at the right time.

As long as you employ the best software management practices everything will work out fine. Moreover, you will make an important statement about your transparency and your respect for intellectual property laws. When you demonstrate these important ethical principles, you efficiently manage your asset software. Also, you demonstrate that your company operates under an honest and open policy.

Drawing to a Close

The daily responsibilities of the software asset management best practices are dependent on the size and complexity of your organization. It doesn’t really matter how involved a strategy is. No matter what, a leader should inform the entire team of all the progress and changes. Also, there are metrics that require you to consider licensing issues as well as timely registrations for software use.

In conclusion, each of these important aspects of a software asset management best practices model is important. It’s true that each of these practices carries different weight in the overall objective. However, together they will form a solid foundation for business’s software asset management.

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