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Detect Shadow IT

The Context​

Thomas is the CISO at a 80-employee consulting firm. He suspects that some consultants are using unauthorized file sharing tools to exchange sensitive documents with their clients. But he has no visibility into these practices.

Shadow IT - the use of software not approved by the IT department - represents a major blind spot in security:

  • Thomas does not know which SaaS applications are actually being used
  • Client data potentially circulates on unsecured tools
  • Compliance with GDPR cannot be guaranteed without a comprehensive inventory
  • Security audits reveal vulnerabilities after the fact, never in real time

Step 1 - Activation of Detection​

The SmartLink browser extension, deployed on company devices, automatically detects the web applications used by employees. Thomas activates the Shadow IT feature from the administration panel.

Step 2 - Receiving Alerts​

Thomas's SmartLink inbox fills up with notifications: the extension has detected that 12 employees are using an unlisted file transfer service, and 5 others are using a personal project management tool.

Step 3 - Decision Making​

For each detected application, Thomas has the option to:

  • Approve the application and add it to the official SmartLink catalog
  • Block access if the application poses a risk
  • Investigate by contacting the users involved

Step 4 - Regularization​

After verifying its compliance, Thomas decides to add the file transfer service to the catalog. He creates a dedicated folder, configures access, and the relevant employees find the application directly in their SmartLink dashboard - this time in a secure and traceable manner.

Impact​

Without SmartLinkWith SmartLink
No visibility into actual usageReal-time automatic detection
Risks discovered during auditsProactive alerts
Unable to act quicklyDecision-making in a few clicks
Potentially exposed dataTraceability and access control

Features Used​