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Managing License Compliance Within An Organization

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A copyright compliance management plan provides a way for management to approve and support policies that may seem restrictive, but are in the best interests of the organization.  A carefully designed and implemented copyright compliance management plan is crucial to establishing a copyright-friendly culture and will reduce uncertainty within an organization.

These are some of the essential steps in developing a copyright compliance management plan:

  • Determining where and how content and software is used within the organization;
  • Reviewing the current content and software license use and compliance policy;
  • Evaluating current content and software acquisition and management practices;
  • Determining the level of management support;
  • Establishing a formal organization content management plan;
  • Educating and reminding users about the organization's software and content use policies;
  • Creating an organization-wide compliance management team, and assigning responsibility for copyright compliance to a designated individual in each department;
  • Providing the necessary budget and access so that all employees can use the software and content necessary for their work;
  • Establishing a company culture of compliance, including regular self-assessments and performance reviews, together with rewards and penalties for compliance and non-compliance.

These, and many other steps, are discussed in great detail in SIIA's Certified Software Manager and Certified Content Rights Management (CCRM) seminars taught throughout the country.  It's not possible to explain each of these steps in detail on the website, since organizations all operate differently and what works for one may not work well for another.  The size of the organization and the diversity of the content and software it uses regularly will be factors in determining how long it will take and how easy it will be to develop a satisfactory plan.  Each organization will have to identify which components best suit the organization's goals and customize its plan accordingly.

Organizations must be proactive in identifying and abating copyright infringement risks. Once a claim has been brought, it is too late to avoid the consequences, though responsible cooperation can limit the downside.

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