Inventorying Software on School of Chemistry and Biochemistry Computers

It is School policy to have a writen record of all the software that is installed on every machine that is owned by the School (see Policy manual). This policy was put into place so that we can provide written evidence to internal or external auditors, and law enforcement agencies, of the licenses that cover the software in use on School of Chemistry and Biochemistry machines. Every computer in the School should have an inventory sheet showing all of the software that is installed on the machine, the license/serial numbers of the software, and installation date and instaler. There needs to a corresponing file/folder for each machine containing the original licensing paperwork for every item of software that is listed on the inventory sheet.

Time line for implementation of policy:

As the formal policy has only recently gone into effect we do not expect immediate compliance. However, we do expect to have all the inventory paperwork in place by July 1st.

Procedures for compliance with software inventory policy:

1) For every machine under your control download a software inventory form. This form is an EXEL spread sheet.

2) Complete the form in as much detail as you can. For new machines this should be straightforward. For exisitng machines it is appreaciated that installation dates etc. will not be available.

3) Keep an electronic copy of the form and update it everytime software is installed or deleted.

4) Send a copy of the form to the computer support group when you first fill the form out and everytime you update the form.

Procedure for verification of compliance with inventory policy:

1) Periodically, inventory forms will be randomly selected from those on file with the computer support group and a physical inspection of the machine will be performed to verify compliance.