Software Use and Your Legal Liabilities

5. The Software Register

A software register is the simplest way of keeping tabs on the software you are using, helping you to control purchases and upgrades and pre-empt potential licence problems.

5.1 Create an inventory of all the software you use.

• Record the product name, version number and serial number for every software package on every computer.
• Note down the same details for software you have not yet installed.
• If you own licences which allow you to use multiple copies of a piece of software, record how many copies are installed, and on which computers.
• Include details of any software pre-installed on computers you have bought.

5.2 Identify and correct any problems.

• Uninstall copies of unlicensed software, or purchase the necessary licences.
• If you are using too many copies of licensed software, you may need to buy more licences.
• If any computers have unnecessary or unauthorised software installed, uninstall it. This will release computer disk space and can improve your system's performance.
• Consider upgrading any outdated copies of software so all users have the same version.

5.3 Routinely update your software register.

• Amend the register whenever you purchase or install new software.
• Conduct an audit of the software on each computer at least once a year.
• Undertake intermittent spot-checks if you suspect any problems.

5.4 Store original software and documentation securely.

This should include original software CDs or floppy disks, and any manuals, licence documents and invoice details.

• If you cannot find all the relevant information, you may want to contact the software publisher to check your software is legitimate.
• Protect original software against unauthorised copying.
• File manuals and documentation properly so you can find them easily.