Software Licensing Standards/Guidelines
Any department that purchases software from a source other than the University’s Software Licensing Group must maintain proper records related to the software purchase. This is to include, but not be limited to, any license agreement associated with the software, proof of purchase of software, and especially any physical license that may accompany the software. If software is purchased on-line, all appropriate documents must be printed and retained in the same manner. These documents should be kept with a copy of the original purchase order, or purchasing card documentation according to the department’s internal procedures. Any documentation that accompanies an upgrade of the software should be attached to the original documents as well. All documents must be kept on file for the full duration of the software’s use.
It is the department’s responsibility to use and distribute the software according to the terms and conditions of the license agreement. It is recommended that all physical copies of the software be kept in a secure location at all times. When the contract between the department and the vendor is terminated by either party, or when the computer that the software is installed on is no longer in service, the software must be completely removed from the computer and all copies of the software should be destroyed or returned to the vendor according to the guidelines of the licensing agreement with the vendor.