Guide to Software License Management

Software license management as part of an asset management program

All businesses accumulate assets such as computer hardware and software. Each asset has a lifecycle that runs from purchase, licensing and deployment through maintenance and upgrades and, finally, retirement. Software has special asset management needs in terms of security and license management.

I recommend: HP's OpenView Asset Management software is a complete IT lifecycle management program that aligns software asset management with larger business goals. ManageEngine AssetExplorer scans your networks, automatically discovering all software available in each workstation, allowing you to monitor your software licensing to see if you are compliant, underlicensed and overlicensed. Absolute Software's Software Inventory Management program also helps you avoid purchasing unnecessary licenses by tracking your company's real needs.

Negotiating software licensing terms

Software asset management goes beyond tracking licensing compliance. Companies that buy a significant number of software licenses can often negotiate software licensing terms with vendors, saving money and simplifying license management.

I recommend: Do Better Deals helps professionals get better deals when negotiating with suppliers.  Use this checklist of software licensing contract points from law firm Morse, Barnes-Brown & Pendleton.

Licensing over-the-counter software

If your company purchases over-the-counter software or downloads shareware, you may not require a full-scale asset management program, but you still need to acquire and manage software licenses.

I recommend: My Technology Lawyer offers forms for over-the-counter software licenses, shinkwrap licenses, multi-party licenses, click-to-accept licenses and multi-facility licenses. It also handles licensing dispute resolutions through its alternative dispute resolution (ADR) service.

Software licensing in a Microsoft environment

From operating systems and servers to e-mail and word processing, most companies run at least one Microsoft software program on their computers. If you use a server, that is the logical place to manage software licensing.

I recommend: Microsoft offers a volume licensing tool to help you find the right volume software licensing program. If you use Windows Terminal Server, consider AppSense Terminal Server License Management software. Emco's Network Inventory program generates hardware and software inventory for Microsoft Network LAN, allowing you to scan your network computers, inventory the software on each one and create reports.