And first of all, why list the applications?
Even if the answer is obvious, we are entitled to ask the question: what is the point of listing the IT resources used by my users? And how to do it with Youzer?
Security issues are obviously at the heart of this need for inventory.
If the very existence of certain systems is ignored, the data is not controlled.
A manager who creates a Pipedrive account to improve their team's sales performance has no idea of the "data" stakes of this application. They are rarely aware that the data they edit in this system belongs to their company and must be treated with all necessary confidentiality.
For example, if a member of the sales team leaves the company, the manager – focused on recruiting a replacement – will not think to close the departed user's account.
If this user leaves for the competition, all the prospecting data ends up in the wrong hands.
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Methods for detecting shadow IT applications
To reference the applications used, the first step is to register them in a single repository. This allows you to add the information collected as you go.
Initially, registering these resources only requires memory.
Next, the users need to be engaged: each department of the company will generally be cooperative in building the repository by manually indicating the applications used.
Finally, you will need to pay close attention to any information concerning new applications being used: it is often during a steering committee or a management meeting that you learn that such and such a system has been set up in a team.
Finally, to complete this list, it may be useful to look at the list of recurring payments: new SaaS applications can be easily identified in this way.
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What is the ultimate purpose of all this?
Specifically, it is used to know your IS in the broad sense: the « legacy » but also the « shadow it » which should not be considered as an enemy but as a parameter to take into account.
This is the best way to protect company data.
With Youzer, you can list all the resources used by employees and external service providers on an extranet.
