PAP.9.13.200 Software

(a) The enterprise licenses the use of computer software from a variety of third parties; such software is normally copyrighted by the software developer and team members are not authorized to make copies of the software except for backup or archival purposes. The purpose of this policy is to prevent copyright infringement and to protect the integrity of the employer's computer environment from viruses.

(b) It is the policy of the employer to respect all computer software copyrights and to adhere to the terms of all software licenses to which the employer is a party.

(c) Team members may not duplicate any licensed software or related documentation for use either on enterprise's premises or elsewhere unless the employer is expressly authorized to do so by agreement with the licenser.

(d) Team members may not give software to any outsiders including clients, contractors, customers, and others.

(e) Team members may use software on local area networks or on multiple machines only in accordance with applicable license agreements.

(f) Computers are the employer's assets and its software must be kept legal and virus free.

(g) Only software purchased through the procedure specified in this policy may be used on employer's equipment.

(h) Team members are not permitted to bring software from home and load it on the employer's computers.

(i) Generally, employer-owned software cannot be taken home and loaded on a team member's computer if it also resides on the employer's computers.

(j) If a team member is to use software at home, the employer should purchase a separate package and record it as an enterprise asset in the software register. However, some software companies provide in their licensing agreements that home use is permitted under certain circumstances. Before taking any software home, the User must receive written permission.

(k) All software acquired by the employer must be purchased through the appropriate purchasing department.

(l) Software may not be purchased through team member corporate credit cards, petty cash or travel and entertainment budgets.

(m) Software acquisition channels are restricted to ensure that the appropriate department has a record of all software that has been purchased for the employer's computers and can register, support and upgrade such software accordingly.

(n) To purchase software, team members must obtain the approval of their supervisor and then follow the prescribed procedures for acquisition of other employer's assets. All software purchases must be reviewed and approved by the MIS department for security and compatibility to the employer's computer Resource.

(o) When software is delivered, it must be first delivered to the MIS Department so that registration and inventory requirements are complete.

(p) The MIS Department is responsible for completing the registration card and returning it to the software publisher.

(q) Software must be registered in the name of the employer and the department in which it will be used. Because of personnel turnover, software should never be registered in the name of the individual user.

(r) The MIS Department will maintain a register of all the employer's software and will keep a library of software licenses. The register must contain the following:

(1) Date and source of software acquisition;

(2) Location of each installation as well as the serial number of the hardware on which each copy of the software is installed;

(3) Name of the authorized user;

(4) The existence and location of back-up copies;

(5) The software product's serial number;

(6) After the registration requirements have been met, the software installation will proceed. Once installed on the hard disk, the original diskette or CD should be kept in a safe storage area;

(7) Manuals, tutorials, and other user materials should be provided to the user;

(8) A copy of the applicable license agreement shall be provided to the user upon request.

(s) Each team member should be trained on the software to be used in that department.

(t) Department managers must notify the MIS Department whenever new team members are in need of software. All new team members will be required to complete a training program before software can be utilized.