Getting Ready for an IT Compliance Check-Up

From time to time, software companies audit their customers to verify compliance with license agreements. This ensures you are running legal copies within purchased limits. The experts at Miro Consulting say that while often routine, audits can feel disruptive. Proper planning helps minimize hassle if a Microsoft audit or other Microsoft license compliance review arrives.

Know Your Licensing

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The foundation of preparedness is understanding your existing software licenses inside and out. Document which systems run which applications and track corresponding license details like permitted copies and usage rights. Keep a master list updated as new software enters use. Establish processes for adding/changing installations and activations. With firm controls from the start, you can readily show compliance. Uncertain, scattered licensing data invites problems. Get organized upfront.

Manage Software Deployment

Incorrectly deploying purchased software feeds noncompliance. For example, acquiring a 100-seat Microsoft Office license and then installing it on 125 machines is asking for audit trouble. Track deployments against license allowances via volume license keys or product activation codes. Automate software rollout using centralized tools, not manual distribution. Tight version/installation control ensures you run only properly licensed and covered applications. Clean deployment demonstrates respect for license terms.

Standardize Where Possible

Complex, messy IT environments breed compliance gaps that audits expose. Reduce variability by standardizing limited sets of hardware, operating systems, and software platforms company-wide where possible. Standardization not only simplifies licensing, but also lowers training/maintenance costs. Defining approved options, restricting access to unapproved software and publishing lists of supported technologies promotes consistency. Standardization brings order that prevent surprises during reviews.

Clean Up Before Checking In

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Once informed that an audit looms, immediately halt questionable deployments. Next, scrub systems of any unlicensed software, disable unpaid trial versions, and deactivate installations exceeding purchased rights. Though uncomfortable, decisive corrective pre-audit actions show good faith. They can also significantly reduce financial true-up claims and breach penalties. Be ready to show publishers that remaining assets fully comply or be prepared to pay differences. Getting your own house in order goes a long way.

Cooperate Fully

When auditors arrive, welcome them transparently. Avoid instincts to hide noncompliant findings. Supply comprehensive deployment data, purchase and payment records, inventory reports, even employee rosters upon request. Missing information raises red flags, so provide what is needed. Although disruptive, view engagements as opportunities to strengthen controls after gaps get uncovered. Maintain open communication and supply every detail required. Full cooperation signals commitment to properly licensing software in the future.

Engage a Legal Team

Consider retaining a lawyer versed in software licensing to interface with auditors, especially if facing a complex review. Legal guidance helps catch questionable inquiry tactics and identifies potential compliance liabilities accurately. Counsel also negotiates audit findings, translates legalese, disputes fee calculations, and formalizes resolution agreements. Their expertise protects your interests. Professional representation contains audit disruption.

Learn and Improve

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After an audit concludes, digest lessons to enhance defenses going forward. Root out what allowed deficiencies to creep in and shore up controls. Refresh processes, track better, train employees on compliance more thoroughly, and reassess service agreements. Move newly gained knowledge into action via updated policies, vendor contracts and system management practices. Past audits show where to target improvements so new gaps do not emerge. Constantly strengthening governance minimizes future disruption.

Conclusion

IT compliance audits are simply part of doing business with major software providers. Following the preparations above will help your company show respect for licenses allowing legal usage. Proactive planning reduces the scramble when reviews strike. Partner with internal stakeholders, vendors, and legal advisors to continually improve defenses. Checks may feel intrusive, but your business can manage them smoothly by being audit ready.

From time to time, software companies audit their customers to verify compliance with license agreements. This ensures you are running legal copies within purchased limits. The experts at Miro Consulting say that while often routine, audits can feel disruptive. Proper planning helps minimize hassle if a Microsoft audit or other Microsoft license compliance review arrives.