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Q&A How Closely are Receipts Reviewed During an Audit? |
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Q.) - This question could have multiple answers. Here are a few that you may, or may not, run into. Remember: The core problem with ALL software piracy, license compliance, or copyright audits is that you can never predict what the auditors are going to demand. The only effective method of ensuring that you are not caught without necessary data is to ensure that you have retained as much of the potential documentation as possible.
Do NOT become a crazed due diligence do-gooder. Learn what to expect and maintain reasonable records. (But always be prepared for surprises...)
Answers:
- My primary recommendation is that you always ensure that receipts
are ACCURATELY completed at time of purchase. To qualify as the most
powerful due diligence document the receipt should clearly state that:
- YOUR company purchased the product,
- The precise name of the product--including version and/or release,
- The precise type and count of the license you purchased,
- The precise name and contact information for the reseller,
- How much you paid,
- How you paid (link back to a check of paid invoice)...
- Sometimes, if the copyright holder is a frequent victim of
counterfeiting, you "may" only be asked to produce certificates of
authenticity. Then, with luck, your receipts will only be subjected to
a quick review.
- If the auditors suspect that you purchased the licenses AFTER
loading the product, they may review the precise date of the receipt
and compare it to the date of installation.
- Also, always remember that the copyright holder has every right to closely review the type of license you acquired and compare that to the actual ways you are using the product.
Will the auditors closely review the receipts? Being prepared to defend
your proofs of purchase during an audit is ALWAYS less costly if you
prepared--proactively--for the possibility of audit from the day you
purchased the product.
Keep in mind that the frequencies of license non compliance and
copyright violation audits will only increase as more and more
copyright holders fall into the "sue 'em into submission" honey-trap.
Also, since compliance audits are NOT regulated by any government
agency, you'll always need to be prepared for whatever the auditors
want to throw at you...
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