Did you know that pirated software, in addition to security issues, can result in a fine of up to 3,000 times the value of the software? Learn how to avoid problems such as Microsoft audits and how to get past them.
A company needs to pay attention to details to ensure its proper functioning and compliance with current laws. And within the IT area, one of the major responsibilities is to keep software licenses up to date. In other words, it is completely unthinkable to have pirated equipment and programs.
However, even if the organization is always in accordance with the rules, sometimes the program licenses end up expiring and this is one of the main reasons why many companies fall under what we call Microsoft audit. Other reasons also occur, such as complaints from any anonymous person, for example.
First, let's understand what this audit is, how to deal with it if you are contacted by Microsoft and how to keep your company up to date so that no problems occur.
What is Microsoft Audit?
As the name suggests, this is the verification work where bc data Microsoft researches and examines companies to see if their licenses and other documentation regarding software updates and other Microsoft programs are up to date. Microsoft will contact you by phone, email, letter or other form of formal communication.
To assist in this work, which is increasing and becoming increasingly detailed, Microsoft, together with ABES (Brazilian Association of Software Companies) and BSA (IT solutions company), created a piracy reporting portal, www.denunciepirataria.org.br .
How does the Audit work?
Typically, Microsoft carries out two types of communication with the company requesting information and explanations. The first, the SAM (Software Asset Management) Review, carries out the entire process of requesting information and analyzing data.
SAM Review
If your company has a SAM Review, which includes tools, processes and software license optimization management, this will be a faster process, as everything will be properly documented through histories and inventories. Therefore, it will be much easier to respond and prove whether or not you have all the necessary licenses.
This is the lightest check, let's say, where Microsoft, if it finds irregularities, will ask you to update your licenses, charging a purchase period of around 14 days with the official reseller, sometimes with discounts. However, there is nothing to stop you from trying to negotiate if the company does not have the time and resources in the period.
Microsoft Audit
However, Microsoft Audit is performed when this SAM Review stage is skipped and there is legal application of proof of licenses. Microsoft will perform the LCC (Legal Contract and Compliance) audit by appointing an external auditor such as Deloitte or Ernst & Young. There is a formal communication, which the company must agree to, and provide all the requested information.
It is extremely important not to lie or omit any information and to be open to negotiations to put the organization in order, if necessary due to a license, expired update or improper use.