Security

Shadow IT Discovery Template

This template helps IT and security teams discover, assess, and manage shadow IT in their organization. From discovery methods to policy creation, create a structured approach to unauthorized SaaS usage.

What's Included

1. Discovery Methods

  • Review expense reports for software charges
  • Analyze SSO login data for unknown apps
  • Check browser extension usage
  • Survey teams about unapproved tools
  • Review network traffic for SaaS domains

2. Risk Assessment

  • Data sensitivity classification
  • Authentication method (SSO, password, none)
  • Data storage location and residency
  • Vendor security certifications
  • Number of users and data volume

3. Categorization

  • Approve and integrate into IT portfolio
  • Replace with approved alternative
  • Tolerate with monitoring
  • Block immediately (high risk)
  • Evaluate further before decision

4. Policy Development

  • Create SaaS request and approval process
  • Publish approved tool catalog
  • Define acceptable use guidelines
  • Establish review cadence for new requests
  • Communicate policy to all employees

How to Use This Template

Start with the discovery methods to identify unapproved tools. Assess each tool for risk, then categorize as approve, replace, tolerate, or block. Use the findings to develop a practical SaaS governance policy.

Why You Need This

Shadow IT is a major security and compliance risk. Unapproved tools may store sensitive data without encryption, lack proper access controls, or violate data residency requirements. Discovery is the first step to management.

Shadow IT Discovery Template FAQ

Shadow IT refers to SaaS tools, apps, and services used by employees without IT approval. Common examples include personal Dropbox accounts for work files, unapproved project management tools, and AI tools used for work tasks.
Very common. Studies show that the average company has 3-4x more SaaS applications than IT is aware of. For a company using 100 approved tools, there may be 300-400 total tools in actual use.
No. Blocking everything frustrates employees and drives tools further underground. Instead, create a fast approval process, provide approved alternatives, and only block tools that pose genuine security risks.

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