Documentation Management
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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... 10 Activities and Products... 11 Software Documentation Library Standards Example... 14 Implementation... 14 Terms and Conditions... 17 EULA (End User License Agreement)... 17 EULA: Inside Out... 17 Advantages of EULAs for Vendors... 19 EULA Broken... 19 Some Important EULA Terms... 20 Violating Copyrights... 22 i
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
Documentation and Preparedness... 65 Case Study... 66 Chapter #3 References... 67 Historical Data Process... 69 Data Retention... 69 Email Retention... 72 Sarbanes-Oxley (SOX) Requirements... 73 Latest Data Retention Needs... 74 Modification or Disposal of Documents... 74 Obligatory Document Retention... 74 Obstruction of justice... 75 IT Asset Management Records Retention... 77 Total Cost of Ownership Analysis (TCO)... 79 Information Lifecycle Management... 80 Data Warehouse & Archiving... 81 Data Mining & Retrieval... 84 Retention Policies... 86 Case Study... 90 Chapter #4 References... 91 Current Data... 93 Current Information Data Links [4-1]... 93 Proof of Ownership... 96 Compliance Management... 97 Disaster Protection for Proofs of Ownership... 99 Taking Inventory... 99 Installation Media... 100 Proof of Ownership... 100 Tracking Maintenance Terms and Conditions... 101 Protect your Hardware and Software Assets... 102 Invoice Payments... 103 Budgeting and Software... 105 Step 1 Software Should Replace Spreadsheets... 105 Step 2 - Include Business Objectives, Non-financial Targets and Benchmarks in the Process... 106 iii
Step 3 - Refresh and Update the Budget Forecast with any Changes in the Environment...107 Case Study...107 Chapter #5 References...108 Contract Management...111 Increasing Importance of Contract Management...111 Contract Lifecycle Management [6-2]...113 Negotiations...117 Maintenance and Support Renewals: Drawbacks for Customers and Vendors..118 Computerized Contract Formation...120 Case Study...121 Chapter #6 References...123 Roles and Responsibilities...124 Templates, Workflows and Whitepapers...139 Document Management Terms & Condition Capture Information...139 Library Standards...141 Documentation Tree...144 Sample Terms and Conditions...146 Glossary of Terms...177 iv