Is your company IT Compliant?

Start-up entrepreneurs that have gone through the company registration process have to contend with a lot of details in setting up their business. Usually, because of the pressures associated with getting a business off the ground, certain important details can sometimes be forgotten, to disastrous results.

One aspect of company registration that is usually not given too much attention is IT compliance.

For most small companies, correct licensing of software usually becomes an area of weakness. In a recent survey done by the Business Software Alliance, one in three business owners have no idea what software packages are being used in their workplace.

This oversight can add risk to your business – something that could be easily avoided. Making sure that you are using licensed software in your business helps you avoid damaging your data from virus attacks, reduce training and support costs, boost your reputation as an ethical employer to your employees, and you abide by Intellectual Property Rights laws.

No business would want to get into a scrape with the law because of non-compliance with IPR laws. Thus, it is important for small businesses to become familiar with the warning signs that would help identify counterfeit or illegal software and ensure they receive the benefits from using genuine product.

Here are some reminders that a business owner must remember to help ensure that his business is following IT compliance:

1. Ask about where the software was purchased. If the software comes from an unknown or unidentified reseller (especially those who advertise in print media or over the internet) then more likely than not it is counterfeit.
2. If the price is just a little to good to be true then it is a good indicator that the software is counterfeit or illegal merchandise that has inferior quality. Distributors who offer suspicious reasons for the low prices like special deals, bankruptcy sales and such are indicators that you are dealing with a company that sells illegal products.
3. Back-up disks that looks like it has inferior quality or have handwritten labels are a sign of counterfeit or pirated goods.
4. Photocopied manuals or manuals that look cheaply produced could also mean that the accompanying software is also illegal.
5. Inspect your software materials if it includes all accompanying materials that include licence agreement, manuals, certificates of authenticity (COAs) and original CDs.
6. Retail versions of Microsoft products (including Windows 2000, Windows Me, Windows XP, Office XP) should have an edge-to-edge hologram.
7. Compliant software must have an end-user license agreement.
8. If the software was already installed on a new computer system, then it should have accompanying backup disks?
9. Determine if your company has a system in place to manage software licenses. This is part of good management, and you must draw up a written policy regarding copying software and/or procuring software licences.
10. Consider operating a complete Software Asset Management programme because it can help your company save money, better manage technological changes as well as work more effectively. A good programme can even help you determine what software you need and what you don’t.

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