Here are some suggestions on setting up software asset management policies and procedures: 1. Appoint a departmental software asset management compliance officer (SAMCO) to oversee SAM. 2. Conduct an inventory of all software installed on departmental computers. Keep records of software titles, versions and license details. 3. Develop a software request and approval process. Require proof of valid license before software installation. 4. Educate staff on software licensing terms and copyright compliance. Distribute guidelines on legal/ethical software use. 5. Perform periodic audits to ensure all software has valid licenses. Address any non-compliance issues. 6. Establish procedures for software upgrades, transfers and

1. Software Asset Management
Morris Ng
Software Asset Management Compliance Officer
(SAMCO)
Office of Information Technology and Services

2. Agenda
 Copyright Ordinance
 Software Licensing
 Microsoft Specifics
 Institute’s Position
 Department and Individual’s Role
 Software Asset Management Compliance
Officer
 References

3. Copyright Ordinance
 Copyright Ordinance revised on 1 April 2001
a. “Anyone who knowingly possesses an infringing copy of
computer software, a movie, a television drama
or music recording for the purpose of or in the course of
any trade or business may be criminally liable.”
b. Maximum Penalty – a fine of $50,000 per infringing copy
and 4 years' imprisonment.
c. Software owner (e.g. Microsoft) can still take civil actions
for copyright infringement for non-business use.

4. Software Licensing
a. When buy a piece software, we actually buy the license,
i.e. “The right to use under the license agreement”
b. Software consists of license (contract) and the media
(CDROM)
c. Type of licenses – subscription based, perpetual based and
upgrade license
d. One license usually covers one computer
e. Allow you to make copies for backup purpose
f. Shareware – license to trial for a period of time
g. Freeware – more freedom to use though with restrictions
h. Other forms of software, e.g. screensavers and font

5. Microsoft Specifics
a. HKIEd subscribed the Microsoft Campus Agreement to
cover PCs in campus and also staff’s home
a. Subscription based. Renew annually
b. UPGRADE all Windows OS to Windows 95/98/2000/XP
a. New PC should go with a Windows license
c. NT/Windows 2000/BackOffice Client Access License
a. NT/W2K/BackOffice servers should acquire a SERVER LICENSE
d. Office Professional software license –
Word/Excel/PowerPoint/Access
e. Visual Studio and FrontPage
b. http://www.ied.edu.hk/its/software/swsitelic.htm

6. Institute’s Position
a. HKIEd is committed to protect Intellectual property rights
b. Memos sent to all HoDs on “Compliance with Copyright
Ordinance” in Mar 01
c. Software Asset Management Compliance Officer
(SAMCO) – Morris Ng (x6570)
d. ITS ensure sufficient licenses for the software provided
by central, e.g. office PCs and central facilities
e. Acquired tools to help department to collect software
installed in their PCs
f. Raise the awareness protection of Intellectual Property

7. Department’s Role
a. Most of the software come with the PCs provided by ITS
and central servers will be covered centrally
b. Some depts acquired software for specific use, e.g.
teaching labs or projects
c. Depts should setup procedures and policies to ensure
that compliance of copyright ordinance in their
departments
d. Appoint software asset management compliance officer
(SAMCO) for department which acquired a lot of software
e. Keep good record of the software purchased
f. Conduct software audit to ensure compliance

8. Individual’s Role
a. Acquire license through legitimate channels
b. Read the license agreement before using the
software
c. Follow the copyright protection policies and
procedures laid down by the department
d. Don’t use pirated software !!!

9. Departmental Software Asset
Management Compliance Officer
a. to oversee and to act as a focal point for matters related
to SAM and intellectual property
b. assist the department to develop and enforce the
software asset management policies and procedures
are enforced in the department level
c. raise the awareness of copyright protection within dept
d. liaise with the Institute’s SAMCO
e. If needed, conduct the software license audit to ensure
compliance.

10. Don’t Panic
a. HKSAR Copyright FAQ on copyright ordinance
has recommendations regarding SAM, e.g.
software inventory
b. Most of the software in office PCs provided by
ITS and central facilities supported by ITS are
covered with valid licenses.
c. Some software covered by site license
d. Enjoy upgrade license with good SAM record

11. References
a. HKSAR FAQ on Copyright
a. http://www.info.gov.hk/info/faq/copyright_e.htm
b. Intellectual Property Department’s
Copyright in Hong Kong
a. http://www.info.gov.hk/ipd/eng/information/publication/copy
right/cpr.htm
c. Business Software Alliance
a. http://www.bsa.org/hongkong/

12. Q&A

13. #1
a. A person uses pirated software for
personal purposes at work. Is this
a criminal offence?

14. #2
a. How to set up the policies and
procedures