Software license management in any sized business is just as important as filing your taxes and the penalties on a software audit can be extreme. When you purchase a software license such as Microsoft Office 2013 you don’t own the software, you are simply given the permission to use it. The End User License Agreement (EULA) will tell you where, how and how often you can install the program. It should also tell you if you can copy, modify or redistribute it. Sure, that all sounds straight forward but EULA’s are often very lengthy and confusing.
Just as you hire a CPA to prepare your taxes, working with a qualified IT professional lowers your risk for mistakes and potentially penalties. Much like the IRS, every business is subject to a software audit and it’s easy to get on the radar for an audit. Simply uninstalling/reinstalling legally purchased software can put extra eyes on your business and we’ve even witnessed disgruntled employees reporting their former employers. Microsoft set up www.microsoft.com/piracy as very quick and easy spot for someone to report license abuse and the BSA (Business Software Alliance) website is just as easy to use and they will actually pay people to report abuse.
If you think you may have a discrepancy in your software license use you must address it ASAP. You’ll need to audit what you have deployed, what you are using, what you have licenses for and if you are compliant with the EULA. Again, it sounds straight forward but there is a lot of fine print and interpretation to work though.
So what do you do if you find a discrepancy on your own? You may have to purchase some additional licenses, uninstall unused software and possibly pay a penalty to the software company. Fortunately there are solutions to make this process as easy as possible. For example, businesses with as little as 5 computers can purchase a Microsoft Open License that helps businesses organize their licenses, stay up to date with software releases and potentially save money. Again, your best bet is to work with a qualified IT professional that will assist you in navigating through this process.
Mythos Technology is an IT consulting and management firm. For more information, please visit www.mythostech.com or call (951) 813-2672.
