Documentation Management

Transcription

1 Documentation Management

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3 Table of Contents Documentation Management Overview... 1 Introduction to Documentation Management... 1 Defining Documentation Management... 2 Purpose of Documentation Management Process Area... 2 Why Documentation Management Relates to IT Asset Management... 3 Disaster Recovery... 3 Implementation Goals for Documentation Management... 3 GOAL 1: Asset Information is Maintained in a Centralized Repository... 4 GOAL 2: License Compliance is Assured... 4 GOAL 3: Terms and Conditions are Defined and Understood... 5 GOAL 4: The Organization Can Recover From a Disaster and Continue Its Business... 5 GOAL 5: Asset Status and Reporting Information is Available... 6 Commitments... 6 Secure Storage and Disaster Recovery... 6 Capabilities... 7 Change Management Reporting... 7 IT Asset Repository Technology... 7 Physical Security... 7 Business Continuity... 8 Self Assessment and Action Planning... 8 Measurements and Verifications Examples Activities and Products Software Documentation Library Standards Example Implementation Terms and Conditions EULA (End User License Agreement) EULA: Inside Out Advantages of EULAs for Vendors EULA Broken Some Important EULA Terms Violating Copyrights i

4 Concluding EULAs...23 Contract Clauses...24 Some Important Contract Clauses...24 Merger Clause (Integration Clause)...25 Choice of Law Clause...26 Statute of Limitations Clause...27 Indemnification Clause...28 Time is of the Essence Clause...28 Time is NOT of the Essence Clause...29 Arbitration Clause...30 Savings Clause...31 Attorney Fees Clause...32 Non-Waiver Clause...32 Liquidated Damages Clause...33 IT Asset Repository...34 Financial Management...35 Vendor Management...36 Contract Management...36 License Management...37 Asset Fields...37 Case Study...39 Chapter #2 References...40 Disaster Recovery...43 Business Continuity and Disaster Recovery Planning...44 The Possibility for Disasters...45 Disaster Recovery Plan...46 The Planning Process...48 After Planning...51 Top Mistakes in Disaster Recovery...53 Business Continuity Plan...54 A Separate Plan for Each Section...55 BCP Requirements...55 Disasters Affecting Supply Chain Management...60 Secure Your Supply Chain...61 CONCLUSION...64 ii

5 Documentation and Preparedness Case Study Chapter #3 References Historical Data Process Data Retention Retention Sarbanes-Oxley (SOX) Requirements Latest Data Retention Needs Modification or Disposal of Documents Obligatory Document Retention Obstruction of justice IT Asset Management Records Retention Total Cost of Ownership Analysis (TCO) Information Lifecycle Management Data Warehouse & Archiving Data Mining & Retrieval Retention Policies Case Study Chapter #4 References Current Data Current Information Data Links [4-1] Proof of Ownership Compliance Management Disaster Protection for Proofs of Ownership Taking Inventory Installation Media Proof of Ownership Tracking Maintenance Terms and Conditions Protect your Hardware and Software Assets Invoice Payments Budgeting and Software Step 1 Software Should Replace Spreadsheets Step 2 - Include Business Objectives, Non-financial Targets and Benchmarks in the Process iii

6 Step 3 - Refresh and Update the Budget Forecast with any Changes in the Environment Case Study Chapter #5 References Contract Management Increasing Importance of Contract Management Contract Lifecycle Management [6-2] Negotiations Maintenance and Support Renewals: Drawbacks for Customers and Vendors..118 Computerized Contract Formation Case Study Chapter #6 References Roles and Responsibilities Templates, Workflows and Whitepapers Document Management Terms & Condition Capture Information Library Standards Documentation Tree Sample Terms and Conditions Glossary of Terms iv