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04.01.2021

Avoid Unforeseen Expenses in your IT Budget

how to prepare for IT audits

Use of a high quality and effective software asset management (SAM) process can not only reduce the costs of licence purchases for companies, but also help to avoid unforeseen expenses that could arise, if one of the big software producers decides to perform an audit in the organisation. According to the data of the software developer  Snow Software over 70% of organisations in the world are subjected to one or more audits by software producers annually. Which means that it is only a question of time, when a software audit will knock on your company’s door.

HOW DOES SAM HELP TO PREPARE FOR AUDITS?

Efficient use of software, management of licences and rights does not only reduce the acquisition costs of the software, but also ensures continuous compliance of licences with the conditions of their purchase and use. SAM enables its user to manage installations in the company’s network, data centre and in the cloud from one desktop.

THE SAM TOOL WILL HELP THE COMPANY’S IT SPECIALISTS:

  • to resolve matters of compliance and validity of licences easily and without unnecessary manual activities, which will allow to prepare for a licence audit and arrive at the optimal number of licences at the same time;
  • to use repeatedly the existing licences, which have not been assigned to employees, because the SAM tool manages all licences at the company’s disposal simultaneously, including the ones used by employees and those that are not being used, always making sure that they are valid and are used according to conditions;
  • to take a proper look at the software department, paying more attention to software producers, who are known for frequent audits with large fines;
  • to follow scrupulously and manage licences at the company’s disposal – from desktops and data centres to the cloud and mobile devices.

Be proactive! Do not wait until a letter from the producer about a scheduled audit arrives in your letterbox, put your company’s IT department in order in a timely manner. The experience of the data technology enterprise “SQUALIO” indicates that during an audit the producers are usually focused on software in the cloud, in the company’s data centres, on mobile devices and also attention is paid to indirect use of the software.

DATA CENTRES

The SAM tool will automatically calculate and ensure compliance of the software in the company’s data centres to all conditions – on virtual and physical servers.

INDIRECT USE OF THE SOFTWARE

The majority of producers will impose a fine during an audit, if a computer program has access to data in other systems, because that could mean a violation of the terms of use of the software. The SAM tool, on the other hand, always keeps track of these processes so that you can be sure that everything is correct.

THE CLOUD

Use of SaaS (Software as a Service) subscriptions reduces the potential risks of an audit, because the producer of the software can track precisely the use of the software located in the cloud. However, even this form of licensing has its stumbling blocks – if you plan to use or are already using the Bring Your Own License model, you must already have experienced complications and difficulties in tracing the compliance rules of the software in such cloud platforms as Amazon Web Services and Microsoft Azure. The SAM tool will facilitate the work and provide a comprehensive overview of the software in the cloud for those solutions too.

MOBILE DEVICES

Free software used for personal needs, very often requires a paid licence to be used for work. The SAM tool will allow to control conveniently apps and include them on the black or white list, restrict users’ options in the apps, and also track software downloads on mobile devices.

Introduction of a meaningful SAM process in the company will provide you with a comprehensive overview of all platforms and programs used by your company, and will allow to prepare for software audits and avoid unforeseen expenses in your IT budget at the same time.

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