Run Shadow IT Application Discovery Review — Free

Review Scope and Discovery Inputs

Review period documented

Record the start and end dates for the discovery review window.

Business units or departments in scope identified

Select all business units included in this review.

Discovery sources reviewed critical (required)

Select all sources used to identify potential shadow IT applications.

Review owner assigned critical (required)

Document the person or team responsible for triage and follow-up.

Approved application inventory available for comparison critical (required)

Confirm that a current sanctioned-app inventory was used to compare discovered applications.

Yes No N/A

Exceptions or known pilot tools documented

Confirm whether approved exceptions, pilots, or temporary tools were excluded from escalation.

Yes No N/A

Application Discovery and Triage

Potential unsanctioned applications listed critical (required)

Enter the number of unique applications identified as potential shadow IT.

Note (optional)

Duplicate app entries removed or merged critical (required)

Confirm that duplicate entries, aliases, and subdomains were consolidated into a single application record.

Yes No N/A

Applications matched against sanctioned inventory critical (required)

Confirm each discovered app was checked against the approved application list.

Yes No N/A

Business owner or sponsor identified for each high-risk app

Confirm that a business owner was identified for applications handling sensitive data or used by multiple users.

Yes No N/A

Application purpose documented

Confirm the business purpose or workflow supported by each discovered application was recorded.

Yes No N/A

Triage outcome assigned critical (required)

Select the current disposition for the application.

Security and Compliance Risk Review

Sensitive data exposure assessed critical (required)

Identify whether the application may store, process, or transmit sensitive data.

SSO or MFA controls in place critical (required)

Confirm whether the application is protected by SSO and MFA where supported.

Yes No N/A

Vendor security review completed or initiated critical (required)

Confirm that a security questionnaire, risk review, or equivalent vendor assessment has been completed or opened.

Yes No N/A

Data retention and deletion terms reviewed

Confirm the application’s retention, deletion, and export terms were reviewed for compliance impact.

Yes No N/A

Contract or DPA required

Indicate whether a contract, DPA, or other legal review is required before continued use.

Yes No N/A

Risk rating assigned

Rate the overall risk of the application based on data sensitivity, access controls, and vendor posture.

Consolidation, Remediation, and Offboarding

Consolidation candidate identified

Confirm whether the application can be replaced by an approved enterprise tool.

Yes No N/A

Access removal or deprovisioning required critical (required)

Confirm whether user access must be removed pending review or retirement.

Yes No N/A

Corrective action owner assigned critical (required)

Document the person responsible for remediation, consolidation, or offboarding.

Target completion date documented critical (required)

Record the due date for remediation or closure.

Exception approval path documented

Confirm that any approved exception has an owner, expiration date, and review cadence.

Yes No N/A

Review Closeout

Evidence retained for review critical (required)

Confirm that source evidence, screenshots, exports, or reports were retained according to policy.

Yes No N/A

Open findings summarized

Summarize unresolved findings, escalations, and follow-up actions.

Review status critical (required)

Select the final status of the discovery review.

Inspector sign-off critical (required)

Inspector signature confirming the review was completed accurately.

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Run: Shadow IT Application Discovery Review

Review Scope and Discovery Inputs

Application Discovery and Triage

Security and Compliance Risk Review

Consolidation, Remediation, and Offboarding

Review Closeout

Get your results