Understanding Restricted Software: Ensuring Compliance and Security in Your Organization

[Sean_Walker]

Understanding Restricted Software: Ensuring Compliance and Security in Your Organization

In today's corporate environment, it's not uncommon for employees to inadvertently or intentionally install software on their corporate devices that is intended for personal use. Managing and controlling such software is critical for maintaining compliance, security, and overall integrity within the corporate network. This is where the concept of Restricted Software comes into play.

For a deeper understanding of how to leverage Restricted Software, be sure to watch the “Ask a Ranger: Software Asset Management” video series How to Restrict Software Models

What is Restricted Software?

Restricted Software refers to applications or programs that organizations specifically prohibit from being installed or used on their corporate network. This restriction is typically enforced to:

• Prevent Compliance Issues: Unauthorized software can create compliance challenges, especially in industries with strict regulatory requirements.
• Mitigate Security Risks: Software that is not vetted or approved by the organization can introduce potential vulnerabilities, exposing the network to security breaches.
• Avoid HR and PR Issues: Unapproved software may lead to internal conflicts or public relations problems if it violates company policies or legal standards.

How is Software Identified as Restricted?

In ServiceNow, software is flagged as restricted by enabling the Restricted Software attribute on the Software Model. This designation helps the system identify and manage software that should not be present within the corporate environment.

Automated Detection and Management

To ensure that restricted software is promptly identified and addressed, the following process is employed:

1. Scheduled Identification:
• Every night, a scheduled job named “SAM – Identify Blacklisted Software” runs to scan for installations of software that are flagged as restricted. This automated process ensures that any unauthorized software is detected in a timely manner.
2. Generation of Removal Candidates:
• When restricted software is identified, a Removal Candidate is automatically created. This candidate represents a software installation that should be reviewed for potential removal.
3. Review and Action:
• The SAM Manager reviews all Removal Candidates to determine which installations require removal. This review process is crucial for ensuring that only unauthorized software is addressed, maintaining the integrity of the corporate network.
4. User Notification:
• Once the removal process is initiated, an automatic email is sent to the user assigned to the device with the restricted software. This notification informs the user about the forthcoming removal, providing transparency and minimizing disruption.

Conclusion

Managing restricted software is essential for maintaining a secure and compliant corporate environment. By utilizing features such as the Restricted Software attribute and automated processes like the “SAM – Identify Blacklisted Software” job, organizations can effectively monitor and manage unauthorized software installations. This proactive approach helps mitigate compliance risks, enhance security, and ensure that company policies are upheld. Implementing these measures ensures that your software asset management practices are both effective and efficient, contributing to a safer and more compliant organizational environment.

To enhance your understanding of this topic, please refer to the video included below.

How to Restrict Software Models