Software Asset Tracking Policy Example – Customer Support Policies

Software Asset Tracking Policy Sample

In this article, we’ll look at the key elements that make up an example Software Asset Tracking Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Software Asset Tracking Policy Template

The following are the main elements that should be included in your Software Asset Tracking Policy:

1. Title Page

• Policy Title: Software Asset Tracking Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Software Asset Tracking Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The Software Asset Tracking Policy aims to ensure compliance with software licenses and prevent unnecessary expenses. By systematically tracking and managing software assets, the policy helps organizations maintain legal and financial accountability. It supports efficient resource allocation and minimizes the risk of penalties associated with license violations. Additionally, the policy promotes transparency and control over software usage, enabling better decision-making and strategic planning. This approach not only safeguards the organization against legal issues but also optimizes software investments, aligning with broader technology and software management goals

3. Scope

• A description of who the Software Asset Tracking Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy applies to all departments and personnel responsible for acquiring, deploying, and managing software within the organization. It mandates the tracking and management of software licenses to ensure compliance with legal and contractual obligations. By implementing this policy, the organization aims to prevent unauthorized software use, reduce the risk of legal penalties, and avoid unnecessary expenses related to over-licensing or under-licensing. It covers all software assets, including applications, operating systems, and any other licensed software products. Compliance with this policy is essential for maintaining efficient and cost-effective software asset management

4. Definitions

• Clarify any key terms or jargon used within the Software Asset Tracking Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Software Asset Tracking Policy involves monitoring and managing software licenses to ensure compliance and prevent unnecessary expenses. It falls under the category of Technology and Software Policies. This policy mandates the systematic tracking of software assets to maintain legal and financial accountability. By adhering to this policy, organizations can avoid penalties associated with non-compliance and optimize their software investments. It emphasizes the importance of accurate record-keeping and regular audits to verify license usage and entitlement. The policy aims to streamline software management processes and support efficient resource allocation

5. Policy Statement

• A detailed outline of the Software Asset Tracking Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Software Asset Tracking Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

The Software Asset Tracking Policy mandates the systematic tracking and management of software licenses. It involves maintaining an accurate inventory of all software assets, regularly auditing licenses to ensure compliance, and identifying any unauthorized or redundant software. The policy requires assigning responsibilities for software management, implementing tools for tracking usage, and establishing procedures for acquiring and retiring software. Regular training and communication are essential to ensure all stakeholders understand their roles. The goal is to prevent legal risks, optimize software usage, and reduce unnecessary expenses

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Software Asset Tracking Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

The Software Asset Tracking Policy assigns the IT department the responsibility of maintaining an accurate inventory of all software licenses. They must ensure compliance with licensing agreements and regularly audit software usage to prevent violations. Department heads are tasked with notifying IT of any new software acquisitions or changes in usage. Employees must adhere to software usage guidelines and report any unauthorized installations. The finance team collaborates with IT to manage software budgets and identify cost-saving opportunities. Regular training sessions are conducted to keep all stakeholders informed about compliance requirements and best practices

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Software Asset Tracking Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Software Asset Tracking Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Software Asset Tracking Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.