Software Licensing and Compliance Policy

• Table of Contents

  • EDC Inc Software Licensing and Compliance Policy
  • Policy Purpose
  • Policy Scope
  • Policy Enforcement
  • Software Licensing Management
  • Software Compliance
  • Software Audits
  • Policy Violations
  • Policy Review and Updates
  • Summary

EDC Inc Software Licensing and Compliance Policy

This policy outlines the standards and procedures for managing software licenses and ensuring compliance with software vendors’ terms and conditions at EDC Inc. It applies to all software and applications used within the company, regardless of whether they are installed on company-owned, leased, or personal devices.

Policy Purpose

The purpose of this policy is to ensure that EDC Inc remains compliant with all software licensing agreements, to minimize the risk of legal penalties and to ensure the efficient use of software resources.

Policy Scope

This policy applies to all EDC Inc employees, contractors, and third-party vendors who use or manage software on behalf of EDC Inc.

Policy Enforcement

The IT Audit and Compliance department is responsible for the enforcement of this policy. Any violations may result in disciplinary action, up to and including termination of employment.

Software Licensing Management

All software licenses must be managed by the IT Server Operations department. This includes the procurement, deployment, maintenance, and disposal of all software licenses.

• All software must be purchased through approved channels and must be properly licensed.
• All software licenses must be recorded in the CMDB inventory management tool.
• All software must be installed and maintained by the IT Server Build Operations department.
• All software must be patched every 30 days by the IT Server Operations department, unless an IT Exception is approved by IT Security.

Software Compliance

All software used within EDC Inc must comply with the terms and conditions of the software vendor’s licensing agreement.

• All software must be used in accordance with the software vendor’s terms and conditions.
• All software must be audited regularly by the IT Audit and Compliance department to ensure compliance with the software vendor’s licensing agreement.
• Any non-compliance issues must be reported to the IT Audit and Compliance department immediately.

Software Audits

The IT Audit and Compliance department is responsible for conducting regular software audits to ensure compliance with this policy and with software vendors’ licensing agreements.

• All software audits must be approved by the CAB Change Audit Board.
• All software audits must be conducted in accordance with the IT Audit and Compliance department’s audit procedures.
• All software audit findings must be reported to the IT Audit and Compliance department.

Policy Violations

Any violations of this policy must be reported to the IT-SOC Incident Management department immediately. The IT Security Operations department is responsible for investigating all reported policy violations.

Policy Review and Updates

This policy will be reviewed annually by the IT Audit and Compliance department. Any updates or changes to this policy must be approved by the CAB Change Audit Board.

Summary

This Software Licensing and Compliance Policy is designed to ensure that EDC Inc remains compliant with all software licensing agreements and to minimize the risk of legal penalties. It outlines the responsibilities of various departments within EDC Inc, including the IT Server Operations department, the IT Server Build Operations department, the IT Audit and Compliance department, and the IT Security Operations department. By adhering to this policy, EDC Inc can ensure the efficient use of software resources and maintain a strong relationship with software vendors.