You may also face the possible seizure of your computer system to preserve evidence. The lawsuit will be based on two pieces of evidence. First, a sworn statement from your disgruntled employee that you have illegal software on your system. Second, your refusal to cooperate with the audit, which will be portrayed as an admission of guilt. Given the cost and publicity of defending a lawsuit, most organizations opt to comply with the audit request and to pay any penalty that may arise from software that is not properly licensed.
Penalties normally range from one to three times the retail price of each illegal program.
If you choose to allow the audit, there are certain things that can be done to make the process less painful and possibly avoid certain penalties. Respond to the audit request as quickly as possible. This will show that you are trying to cooperate in good faith and that you have nothing to hide. Responding promptly may also avoid potential seizure of your computer system to preserve evidence. As soon as you receive an audit request, you should hold a meeting with your employees or send a memo cautioning them not to delete any software from their individual computers or the organization s network.