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 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 inventoryCopyright FAQ 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 licensesite 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 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/co pyright/cpr.htm http://www.info.gov.hk/ipd/eng/information/publication/co pyright/cpr.htm c. Business Software Alliance a. http://www.bsa.org/hongkong/ 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