In large units and in those with substantial software usage, a departmental policy document and associated training about appropriate software use should be provided by the unit. Unit records should be sufficient to identify and retrieve evidence of legal acquisition for capitalized software rapidly. Records for uncapitalized software should be held in the unit, be readily retrievable, and should include statements of all licenses in use, license counts, location where software is installed or available, to whom software is assigned, and sub-license statements where required. It is recommended that supporting materials be kept in a notebook. Installation, Distribution, Backup, and Protection Software must be installed and distributed within the restrictions defined by licenses or agreements with vendors.
Installations are to be documented so that it is clear what was installed, when, and by whom.
Backup copies, if permitted, must be made in accordance with licenses or vendor agreements and documented also. For computers with multiple users, operating system features or utilities to protect installed software from misuse or copying must be utilized. A sample log sheet is included in this package for your use. Facilities Management Software managers and unit administrators should post notices of software usage policies in computer facilities. Notices which may be used for this purpose are attached.