Asset management enabled SLC to cancel unused maintenance contracts and renegotiate the rest, as well as retire software that had been bought but not installed, and eliminate software programs with duplicated functions.

The company has linked licence management with tougher controls on how employees access software so that unlicensed software does not get deployed. Internet downloads are limited and end-point security systems are in place. SLC has set up a software media library with strict procedures for booking software in and out.

"End-users don't deliberately seek to cause a problem; mostly they make innocent mistakes," believes Kilpatrick.

Kilpatrick says there is quite a lot of work involved in setting up a database of licences, particularly since header information from each program varies. There are many ways of spelling software vendor names and versions for example. "Asset management is not a quick process, it takes time. You have to work closely with your teams," she adds.

Although many organisations will attempt to use a spreadsheet to manage their software estate, Kilpatrick is adamant that an electronic audit tool is an essential piece of software. "The SLC's infrastructure changes every 15 to 20 minutes," she points out. "So you really do need one."