Software Audits Don’t Have To Be A Pain

We have had many clients receive requests from a software vendor or vendor representative (e.g., BSA / The Software Alliance) to audit their computer systems to determine the scope of use of one or more software products/programs.  Many software licenses and agreements provide for such audits by the vendor or vendor representative.  Below are 8 things to do if you get such a software audit request:

• Do NOT delete anything.

• Ask for proof of authority to conduct the audit (including if applicable a representative’s authority to represent the vendor).

• Determine if the software in question has been/is being used, and scope of such use.

• Identify relevant users/employees that have had involvement.

• Collect proof of relevant licenses/agreements.

• Do NOT provide any requested information to the auditor before you are sure of the answers (i.e., don’t speculate).

• Do NOT let the vendor conduct the audit. You should do the work yourself, or hire your own IT consultant, and provide the information to the auditor as needed.

• Consult with an experienced attorney as needed (and sooner rather than later).

Unfortunately, software audits are a fact of life in the tech world, but they do not have to be burdensome or time-consuming if done properly and with the help of knowledgeable professionals.  A little planning and counseling can really help to minimize the time and effort you will spend responding to such a request.