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Keeping all of your software licenses organized and updated can be a challenge for any company.  But with careful documentation, you can keep ongoing costs down as well as improve your chances of avoiding an expensive software license audit.

1- Compare existing licenses to currently installed products to verify that they match.

2- Put a system in place that automatically updates when licenses expire or new products are added.

3- Keep a copy of all master software license agreements in a central repository.  It is helpful to look back at what was used originally and what negotiations took place to reach that initial agreement.  Seeing how the master agreement came together can be helpful in future procurement and negotiations.  This master agreement will also note which members of the vendor’s staff was responsible for each respective application.  When one of the applications has an issue, you won’t have to do any digging to find the right person to reach out to for help.

In taking the time to thoroughly document your software licenses, you’ll be able to reduce costs, stay effective and keep things running smoothly.

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