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Software discovery and software asset management are two activities that are too often pushed aside or put on hold when you are facing more important issues. They are only recognized when a problem arises, such as an audit by a vendor. Most organizations are still using excel spreadsheets to track software.  This is certainly better than nothing, but has its flaws. Automated SAM software is a step in the right direction, but is often used improperly. A comprehensive audit needs to take place using the software versus a quick scan done every now and again.

Reconciliation is a key function that often gets overlooked and defeats the effectiveness of the SAM software. Reconciling between installed software and your software licensing agreements, terms and conditions needs to take place at the very least every 6 months to avoid falling out of compliance. In addition to reconciliation, a firm set of standards and procedures need to be put into place to avoid unauthorized downloads of unlicensed software. The increase in mobile employees, laptops and mobile devices makes this process more difficult and even more important. Software license agreements are complex and rules are ever-changing. You need to have a firm grip on your software assets to avoid that “Dear John” letter and the fines the come with it!

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