Masterclass: Why managing digital assets matters in mechanical engineering

The mechanical engineering sector relies on software as a core production tool.

It is crucial to keeping productivity high and driving efficiencies. However, responsible software ownership requires effective management to avoid potential unexpected financial penalties, data leaks and, ultimately, reputational damage. But what does responsible software ownership look like, and exactly how important is it?

Indispensable aid

Software provides engineers with the tools to innovate. 

Well-known products enable designers and engineers to create virtual objects and simulations. This allows them to spot potential errors and faults before they occur, reducing wastage and increasing productivity. 

Engineering software can also have a profound effect on the environment. In 2015, Airbus used Autodesk software to maximise space on planes by reducing unnecessary weight. It is estimated that the changes could reduce CO₂ emissions by 166 tonnes per plane, per year. 

With software playing such a profound role in the work of the engineer, it is important that businesses manage it correctly.  

Use licensed software 

Having fully licensed, up-to-date software is an important first line of defence against cyber security threats, alongside basic firewalls and anti-virus measures. Research by BSA found a correlation between unlicensed software and malware, which can leave businesses vulnerable to more severe attacks. Additionally, with the forthcoming EU General Data Protection Regulation, data breaches could soon cost you a significant amount more. It’s not a risk worth taking.

Any business found using unlicensed software may also face claims for copyright infringement. The latest figures released by BSA reveal that in 2016 UK small firms paid out £914,587 for using unlicensed software. Of these businesses, 22% of companies were in the manufacturing and engineering industry.

These unexpected claims for damages can be detrimental to a growing business. Earlier this year, an engineering company paid out £21,000 for using unlicensed BSA-member software. Another firm paid £84,300 for similar infringements last year.

Finally, businesses that lose customer data or are caught using unlicensed software face potentially irreversible reputational damage. This can lead to HR issues too, as 56% of respondents to a BSA survey said they would be less willing to apply for a job if the business had been linked with illegal or unethical behaviour.

How to stay compliant

Managing your software efficiently doesn’t have to be a burden. There are three simple steps to ensure your business has effective software asset management in place. 

The first is being stringent with collating and maintaining software licences and deployment; understand what software your business uses and where there may be shortfalls. 

The second is analysing your software lifecycle. Keep track of purchase order numbers, invoices and receipts. This will make it much easier should a vendor or the BSA ask you to carry out a self-check. And, by looking at the lifecycle, it gives you the option to decommission or upgrade your software. 

Once you have a complete view of your licensing position, you should look at how you can optimise your software, such as redeploying unused licences to a new employee or disposing of any redundant software.

Employing good software asset management should be top of the priority list, particularly given the importance of software to the industry and what could be at stake if you are caught out.