Most businesses have a pretty good idea how many computers they own. They may even know who uses each one.
But ask what software is installed on those computers and the answer can be much less certain.
Over time, employees install PDF tools, browser extensions, meeting applications, printer utilities, and other software they need to get something done.
Some of it is useful. Some was installed for a project three years ago and hasn’t been opened since. And some probably should never have been installed in the first place.
The problem isn’t necessarily that employees are doing anything wrong. Most are simply trying to get their work done. But every piece of software installed on a business PC becomes something that needs to be managed.
Software adds up quickly
Think about a computer that’s been in service for several years. Employees may have installed utilities. Before long, that computer can have dozens of programs beyond the applications the business actually uses.
Each one represents another potential maintenance or security issue.
Software needs updates. Older applications may stop receiving them altogether. Some programs install background services that continue running even when nobody uses the application.
A program doesn’t have to be malicious to become a problem. It may simply be old, forgotten, and vulnerable.
Free software isn’t always free
Employees often search online when they need to perform a task their existing software can’t handle.
Need to edit a PDF? Search for a free PDF editor. Need to convert a file? Download a converter.
The employee may solve the immediate problem, but nobody has reviewed the software, its publisher, or what else was included with the installation.
This is one reason administrator access should be limited on company computers. Requiring IT approval before software is installed creates an opportunity to make sure the program is legitimate, supported, and appropriate for business use.
Don’t forget the web browser
Not everything employees use appears in the Windows list of installed programs. Browser extensions have become applications of their own. Employees may add extensions for screenshots, grammar checking, productivity, document handling, or dozens of other purposes.
Depending on the permissions granted, an extension may be able to read information displayed in the browser or access information employees enter online.
Many extensions are legitimate and useful. Businesses should still know which ones are being used and remove those that aren’t necessary or approved.
Remote access deserves special attention
IT providers and software vendors frequently use remote access tools for legitimate support. Employees may also install their own remote access application so they can reach a work computer from home.
The problem comes when nobody knows those programs are there.
Old remote support applications can remain installed long after a vendor relationship has ended. Your IT provider should know which remote access tools are installed, who uses them, and why they are needed.
Start with an inventory
Modern IT management tools can collect an inventory of installed applications across company computers. That information can then be reviewed for software that is outdated, unnecessary, unauthorized, or no longer supported.
Pay particular attention to remote access programs, old versions of common applications, software from unknown publishers, and applications installed by former employees.
The goal isn’t to strip every computer down to the bare essentials. Employees need tools to do their jobs.
The goal is to know what’s there.
Once you have an inventory, establish a simple process for approving new software and periodically reviewing what’s installed.
Your computers shouldn’t accumulate software forever. If nobody knows what a program does, who installed it, or whether it’s still needed, that’s a good reason to take a closer look.
Ask your IT provider to review the software installed across your company computers. You may be surprised by what’s been quietly collecting there.