The Software License Management Policy is essential for organizations operating in the United States to establish standardized procedures for managing software assets and ensuring compliance with licensing requirements. This document becomes necessary as organizations expand their software usage and need to maintain control over license procurement, usage, and compliance. The policy addresses U.S. federal and state regulatory requirements, including copyright laws, while providing clear guidelines for software asset management, risk mitigation, and audit procedures.
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1. Purpose and Scope: Defines the objectives and scope of the policy, including compliance with relevant legislation and standards
2. Definitions: Key terms used throughout the policy, including software license types, compliance terms, and technical definitions
3. Roles and Responsibilities: Defines who is responsible for various aspects of license management, including IT department, procurement team, and end users
4. License Procurement Process: Procedures for acquiring software licenses, including approval workflows and documentation requirements
5. License Tracking and Management: Procedures for maintaining license inventory, tracking usage, and managing renewals
6. Compliance Requirements: Rules for maintaining license compliance, including audit procedures and reporting requirements
1. Cloud Services Management: Procedures for managing cloud-based software subscriptions and SaaS applications
2. Mobile Device Software: Specific requirements for mobile applications and BYOD considerations
3. Open Source Software: Guidelines for open source software usage and compliance requirements
1. Software Inventory Template: Standard format for recording software licenses, including vendor information, license counts, and expiration dates
2. License Request Form: Template for requesting new software licenses, including business justification and approval workflow
3. Audit Checklist: Checklist for internal license compliance audits and self-assessment procedures
4. Approved Software List: List of approved software for organizational use, including version numbers and support status
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