Have you been contacted by a company called Accordo, claiming to be conducting a ‘software asset management review’ on behalf of Microsoft.
In Australia, Microsoft outsource their software license auditing to Accordo. So yes, a ‘software asset management review’ is Microsoft’s nice way of saying ‘you are being audited’.
If you think that this will never happen, then I can assure you it is happening and will happen.
Can they do that?
Yes. This comes from one of of Microsoft’s licensing agreements: ‘You agree to keep all usual and proper records relating to the products you run. We may request that you conduct an internal audit of all Microsoft products in use throughout your organization, comparing the number of products in use to the number of effective licenses issued in your name, at any time up to one year after the authorization number expires. Following any audit, you agree to deliver to us a written statement signed by your authorized representative, certifying that either (i) you have sufficient licenses to permit all usage disclosed by the audit, or (ii) you have ordered sufficient licenses to permit all usage disclosed by the audit. By requesting an audit, we do not waive our rights to enforce this agreement or to protect our intellectual property by any other means permitted by law’.
Why do they audit businesses and who do they audit?
To make sure you’re not using illegal software or to make sure you’ve actually purchased as many licenses as you are using – in short, to ensure they’ve received the $$$ from you that they are entitled to, if you are using their software. The audit process can be triggered by an anomaly in their system (eg 10 Windows licenses but only 2 Office licenses). It can also be triggered by a whistler-blower placing a call to Microsoft (eg a disgruntled employee or client).
Who do they audit? Whoever they like and this is not limited to larger organisations. A recent example was a business with a Microsoft small business server and a total of only two owners and staff – so don’t think that beacuse you’re small, you’re exempt.
What’s the process? You need to submit proof of the licenses you are using, which can be done using a couple of different auditing programs. Work with your trusted IT advisor and Accordo will give you a few weeks to complete this. They will then analyse the results and inform you if you are indeed compliant or not.
What are the possible outcomes?
1. You are compliant! – Well done. You must have a great IT manager.
Do not rely upon your DMS provider’s assurances – get a copy of your documentation.
It is not good enough to say you have the licence – you need to be able to prove you are compliant.
2. You are NOT compliant, but are allowed to purchase the extra licenses that you need. – you dodged a bullet!
3. You are NOT compliant, you need to purchase addiitonal licenses AND you are being fined. Ouch.
Questions:
Have you checked to see if you are compliant?
Do you have a register of your licenses?
Do you have the paperwork for our licenses?
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