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The SCLS Software Keeper

The SCLS Software Keeper is a simple system put together by SCLS staff to help libraries organize and keep track of the software and licenses purchased by their library. The Software Keeper is optional and can be requested by calling the Help Desk (608-242-4710).

• Description of the Software Keeper
• Software Keeper FAQ
• Using the Software Keeper

Description of the Software Keeper

Increasingly when you buy software, especially if you’re buying multiple licenses, all you get is a CD and an email with the codes or even an email and a download link. And while not having to store a bunch of boxes is great, if you never make a copy of that software and license information, your install code and software is only a failed hard drive away from disappearing. If you lose the software or the license information, you may end up having to purchase the software again. Not to mention it’s already enough work to install or reinstall software on a PC, you don’t need to spend time searching for the software and codes.

The Software Keeper is meant to keep the installation media, the license and installation information for software in one place.  Licenses for the software that SCLS installs on your PC by default or licenses like Microsoft Office that are purchased through SCLS don’t need to be kept in there but any software the library purchases or uses should be kept there for when the software needs to be installed or re-installed. 

• The Binder:  The binder will hold non-boxed software licenses and disks
• License sheets:  The binder holds clear plastic sheet protectors.  Either print the license and installation code information or remove the license and installation information from boxed software and slip it into the sheet protector. 
• CD/DVD sleeves:  There will be CD holders either attached to the sheet protectors or there will be multiple CD holders on a separate sheet in the binder. If the software came with a CD/DVD or you burned the software to a disk, stick the disk in the CD sleeve. That way the software should always be with the license information. You can also slip most USB thumb drives into the sleeve but they may not hold it securely without a little help. 
• The Box: If you don’t already have a specific place to keep the Software Keeper and any software that doesn’t fit in it, we can give you a box. It’s large enough to hold the Keeper and a few copies of boxed software or the bags of software that come with your PCs and will help you keep everything in one location.

Software Keeper FAQ

What should you keep in the Keeper?

• Any software the library purchases. This can be nearly anything from PrintShop to copies of Office you didn’t buy through SCLS. 

What else might I want to put in the Keeper?

• Copies of free software the library uses. While you usually want to check for a new version when it comes time to reinstall free software, there have been times that the software has disappeared in the meantime. 

What don’t I need to worry about putting in the Keeper?

• Software that’s installed by SCLS by default on your PC. This includes Office licenses that were ordered through SCLS. 

Does this mean I can get rid of the boxes from boxed software?

• If you decide to only keep the CD/DVD, any manual/installation instructions, license information and installation code from boxed software and get rid of the boxes themselves, make sure you keep all of the portions needed to know how many licenses you have and the code(s) for installation. It’s not enough just to keep the CD/DVD. You might also want to keep at least parts of the box to add them to the licensing information, especially if there is any sort of proof of purchase, authenticity sticker, hardware requirements or other information that might be useful from the box. If the software has a slipcover over an internal box or a cover on the DVD/CD case, it’s easy to remove that and stick it in the sheet protector with the other information.

I have a download I want to save.  What do I need to do so?

• If you have a CD or DVD writeable drive on the PC, you can burn the download to a blank CD/DVD. If there aren’t any PCs with writeable drives at your library, you can copy the download to a USB stick instead.
• How to tell what kind of drive you have:
• Directions for burning a CD/DVD: http://support.microsoft.com/kb/306524

Using the Software Keeper

1. Put the licensing and installation code information into one of the sheet protectors.
   1. Place the sheet or card that came with the software into one of the sheet protectors.
   2. If the software license and installation information was in an email, print that email and stick it in the sheet protector.
   3. If you want to put boxed software into the binder, make sure you find all the license and installation information and put that in the sheet protector. You may also want to put any other information that came with the software (manual, warranty page, etc.) with the license information as well as any proof of purchase, system requirements or any other useful information from the box.
2. Put the CD/DVD into one of the disk holders in the disk holder pages in the back of the binder.
   1. If your software was only a download and didn't come with a disk, either burn a copy to a CD/DVD or copy it to a USB thumb drive. You should also label the disk/USB drive so you know what is on it.
   2. Even if it was free software you downloaded and you plan on just downloading the new version when you need to install it again, it's best to save a copy to disk and put it in the binder. That way you'll have a copy if the new version is buggy, doesn't work with your current version of Windows/Internet Explorer/Firefox/etc. or if the software is no longer available.
   3. If your software actually is from a floppy disk, copy it to a CD/DVD or USB thumb drive.
3. If you have boxed software you wish to keep in the box, you can either put it in the Software Keeper box you received with the Software Keeper binder (if you asked for the box), or you can put the software in a separate location. If your boxed software is going to be in a separate location, put a note in the Software Keeper binder as to where the software is to aid in finding it when you need it.

For more information about the Partnership Program, contact Kerri Hilbelink.

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