Is your business prepared for a Microsoft licensing audit?
No one is immune to a Microsoft audit and it’s worth checking to ensure you’re fully compliant. Software is one of your business’ biggest IT expenses. Depending on your business needs and number of employees, you could be running thousands of dollars’ worth of software. Keeping your software properly licensed should be a priority.
A number of ITS customers have recently received emails from Microsoft requesting a systems audit. The most common correspondence you are likely to receive is an internal self-audit email, which asks you to verify that you are compliant with Microsoft’s licenses. Verification is usually done by sending in the software keys for each license you own on an attached spreadsheet or table – Microsoft then compares this to their records.
Microsoft will usually request each internal self-audit to be carried out by a set date. This can take time as you need to physically check every machine using a Microsoft license. If you are found to be non-compliant or under-licensed during the audit process, you will be charged for any outstanding licenses.
It is essential to know exactly what software has been deployed across the organisation and have an understanding of how software is being used, by whom, on which devices and from which locations. We recommend adopting a structure approach to IT asset management and taking measures now to reduce any potential exposure and financial risk.
All businesses have a responsibility to ensure all software is licensed and have an understanding and record of how it is deployed within the organisation, regardless of the likelihood of potential audit. Ensuring your business is compliant will in turn identify what has been paid for and used, but more importantly reveal if you are using what has been paid for.
ITS can help you:
- Conduct and document an inventory to establish exactly what software is being used on what machines, by whom and where
- Cross check software against licensing agreements
- Identify any licensed software currently in use
- Identify upgrades available
- Identify and document what software is related to which asset