Software Licence Management
MANDATORY PROCEDURE

THE PROCEDURE DESCRIBED HERE APPLIES TO ALL COMPUTER SOFTWARE USED IN THE DEPARTMENT IRRESPECTIVE OF WHO OWNS EITHER THE HARDWARE OR SOFTWARE.

• It is a legal requirement that every copy and every use of a piece of software is properly licensed.
• An on-line registration system is not legally sufficient. Hence, secure management of licence documents is necessary for all software.
• The Department has established a method for managing licence documents which is designed to ensure compliance with the law and to be auditable. The procedure described here must be followed at all times by all users of personal computers.

Note: Any alternative procedures must be replaced by that described here.

1.  Machine Delivery

1. As part of the Goods-Inward process, every computer is allocated a ``w-number'' in the Department's computer inventory. For each computer system, the ``w-number'' is displayed prominently on the front on a white label which also shows the necessary details for insurance, network and management purposes.
   No machine should be released from Goods-Inwards without this label attached.
2. Crucially, the white label shows the academic staff member's initials (full time lecturing staff) responsible for the licence management of the system.
3. Before the user unpacks a computer, he/she should obtain an A4 wallet file from stationary stores and indelibly write the ``w-number'' on the front in large letters.
4. This wallet file is to be used to store the licences for EVERY piece of software that is either loaded or to be used on the machine. This file forms the legal record.
5. This file should also be used for storing the plethora of small items, disks and documentation that are received with the system.
6. On opening the box(es), every item of documentation, media and licences unpacked should have the ``w-number'' indelibly written on the top RH corner in large letters, eg w123
   • Any licences should also be dated today, see Fig 1.
   • Licences from some corporations do not specify the product, this too should be written on the licence eg, Win95, see Fig 1.
   • Each item should be placed immediately in the wallet file and only ever removed for (brief) consultation.
   • Remember to mark every separate item, including all loose pages.
7. Only then may you connect up the system and find out if it works.

2.  Third Party Software

Each software purchase will provide media, licences and documentation. On opening the box, each item must be marked with the ``w-number'' of the machine on which it is to be loaded as described in ¶6 above. The licence must be placed in the wallet file.

3.  Moving a Licence from one system to another

If it is required to move a piece of software from one machine to another the licence must be transferred first.

• Remove the licence from the first wallet.
• Score a single line through the original date/``w-number'' pair
  (such that it is still legible).
• Write today's date and ``w-number'' of the new system underneath.
• Place the document in the second wallet file.

• De-install, ie erase, the software from the first machine.
• Re-install the software on the new machine.

4.  Multiple Licences and EUCS licences

If you purchase, for example, four licences for a product from EUCS, you will receive two copies of a sheet specifying the product and number of licences.

• One copy is for you, one to be signed and returned to EUCS...
• Down the right-hand margin of BOTH copies write an enumerated list of the ``w-number'' numbers of the systems to licensed. (Do this even if it is a single EUCS licence).
• Sign and return the EUCS copy.
• Make N-1 copies (eg 3) of the licence, and, for each machine circle the corresponding entry in the list and file it in the respective wallet.
• Thereafter, treat each sheet as if it were a single machine licence. Only the encircled entry may be changed under a licence move.

5.  Software Down-Loaded from the ``net''.

All software down-loaded from the net includes some form of licence document. A printed copy should be made and the software title, date and ``w-number'' written across the top and the document filed in the wallet.

If a licence fee is payable (eg shareware) a new licence is probably issued and this should be similarly annotated and stored in the file instead of the original, which should be removed and destroyed.

6.  Site Licences

With two exceptions (see below), Site Licensed software may only reside on a Departmental File Server. If you have a copy of a piece of software on your hard disk for which you have no licence document because you believe it is covered by a site licence YOU ARE WRONG. You are breaking the law.

Even if you are running software from a Departmental server, you may still need to pay a licence fee [eg EUCS multiple licences]

Dr Solomons AntiVirus software is the only University site-licensed piece of software which may reside on individual hard disks.

Lan Workplace: the Department has purchased a copy of v3.0 and this may be mounted on any departmental PCs.

NB No Microsoft products are served from the Department's Servers and no site licences exist.

7.  Storing the Licence Files

For each computer the ``w-number'' label shows the academic member of staff responsible for managing the licences. Thus, they are responsible for ensuring that the corresponding wallet files are kept up to date, and know where they are stored and satisfy themselves that the system is being properly managed.

8.  Equipment Disposal

When a system finally leaves the Department ensure that the licences file is also properly de-aggregated. Note that Equipment disposals require a certificate of disposal from the ``Goods-Inwards'' section. THIS IS A NEW REQUIREMENT.