This Software License Management Policy serves as a crucial governance document for organizations operating in Saudi Arabia, establishing comprehensive guidelines for the acquisition, management, and compliance of software licenses. The policy has become increasingly important due to the growing complexity of software licensing models, the rise of cloud-based solutions, and the strict regulatory environment in Saudi Arabia. It helps organizations maintain compliance with Saudi copyright laws, cybersecurity regulations, and relevant CITC requirements while optimizing software investments and minimizing legal and financial risks. The document is designed to be implemented across all organizational levels and should be reviewed and updated regularly to reflect changes in technology, licensing models, and regulatory requirements.
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1. Purpose and Scope: Defines the objectives of the policy and its applicability across the organization
2. Definitions: Comprehensive glossary of technical terms, license types, and key concepts used throughout the policy
3. Roles and Responsibilities: Defines key stakeholders and their responsibilities in software license management
4. Software License Acquisition and Procurement: Procedures for requesting, evaluating, and purchasing software licenses
5. License Management and Compliance: Processes for tracking, maintaining, and ensuring compliance with software licenses
6. Software Installation and Usage: Guidelines for software installation, acceptable use, and restrictions
7. Audit and Monitoring: Procedures for regular software audits and continuous monitoring of license usage
8. Security and Risk Management: Security measures and risk mitigation strategies for licensed software
9. Compliance with Saudi Regulations: Specific provisions ensuring compliance with Saudi laws and regulations
10. Policy Violations and Enforcement: Consequences of policy violations and enforcement procedures
1. Cloud Software Management: Include when organization uses cloud-based software services, covering specific requirements for SaaS, PaaS, and IaaS
2. Open Source Software Policy: Include when organization uses or develops open source software, defining guidelines for usage and compliance
3. Software Development Licenses: Include when organization develops software internally or contracts development services
4. Third-Party Access Management: Include when external parties require access to organization's licensed software
5. Data Protection and Privacy: Include detailed section when software processes sensitive or personal data
6. Disaster Recovery: Include when critical software requires specific disaster recovery procedures
1. Schedule A: Software Inventory Template: Template for maintaining comprehensive software inventory including license details
2. Schedule B: License Request Form: Standard form for requesting new software licenses
3. Schedule C: Audit Checklist: Detailed checklist for conducting software license audits
4. Schedule D: Compliance Matrix: Matrix showing compliance requirements with Saudi regulations
5. Schedule E: Role Authorization Matrix: Matrix defining authorization levels for different roles in software management
6. Appendix 1: Approved Software List: List of approved software with licensing models and terms
7. Appendix 2: License Type Definitions: Detailed definitions of different license types used by the organization
8. Appendix 3: Security Requirements: Specific security requirements for different types of software
Relevant legal definitions
Clauses
Relevant Industries
Information Technology
Financial Services
Healthcare
Education
Government
Manufacturing
Retail
Telecommunications
Professional Services
Energy and Utilities
Defense and Security
Construction
Media and Entertainment
Relevant Teams
Information Technology
Legal
Procurement
Finance
Compliance
Internal Audit
Risk Management
Information Security
Operations
Software Development
Infrastructure
Vendor Management
Asset Management
Relevant Roles
Chief Information Officer
IT Director
Software Asset Manager
Compliance Officer
IT Procurement Manager
Information Security Manager
Legal Counsel
IT Operations Manager
System Administrator
Finance Director
Risk Manager
Internal Audit Manager
Software License Coordinator
IT Security Analyst
Procurement Specialist
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