This uncertainty can put your business at risk, increasing the chance of unauthorized access or data leaks. An outdated laptop or a forgotten app containing sensitive information can become an entry point for cybercriminals or inadvertently expose your data, or that of your clients.
To safeguard information and maintain full control over your digital environment, you need to know where your data is stored and who or what can access it. This means auditing every device, account, and application connected to your systems to ensure they are secure and up to date.
Why a Digital Inventory Audit Is Essential
A lack of visibility into all endpoints increases the risk of data breaches because hidden devices or apps often lack updated security features, making them vulnerable to attack. A digital inventory audit can help you identify every device and access point that touches your data, thereby reducing blind spots.
An inventory audit also supports greater efficiency and cost management. According to the 2024 SaaS Management Index from Zylo, companies waste an average of $18 million annually on unused SaaS subscriptions, with only 49% of provisioned licenses actually in use. By maintaining a proper inventory, you can identify redundant licences or unused software, helping to reduce waste and improve the accuracy of your financial planning.
Moreover, maintaining governance and regulatory compliance becomes far easier when you have an up-to-date and streamlined inventory. In Canada, organizations must comply with PIPEDA, while in the United States, businesses handling health information may need to follow HIPAA requirements. Both regulations require demonstrating control over systems that manage sensitive data. Conducting an audit provides documented oversight of all devices and applications that access client information, as well as those that remain active, helping you avoid compliance issues and potential fines.
How to Audit Devices and Apps Accessing your Client’s Data
A digital inventory audit can be carried out manually or with the help of specialized tools. Even one overlooked device or forgotten app can create a significant vulnerability, so it’s important not to leave anything to chance. Use this step‑by‑step guide to perform a thorough and effective audit.
List All Tech Assets
Create a comprehensive list of all devices and applications in use. This includes corporate laptops, desktops, mobile devices, cloud apps, SaaS platforms, and collaboration tools. You can use your mobile device management (MDM) system, endpoint detection solutions, IT asset databases, or SaaS admin dashboards to identify your tools. Be sure to also gather information from employees about any personal devices or apps they use for work.
Categorize Data and Document Workflows
Identify the type of data each device or application handles or transmits. Map how data flows between systems and highlight sensitive touchpoints. This process helps you pinpoint areas of highest risk and prioritise protections for your most critical information.
Map User Accounts and Permissions
For every device and application, determine which users, service accounts, or third parties have access to your client data. This helps you track data flows in the event of a breach or security incident. Mapping access in this way also improves accountability, reducing the risk of misuse or accidental exposure.
Assess Risks
Evaluate each device and application for vulnerabilities and then focus your security efforts on high-risk areas. For example, outdated systems or apps with unrestricted access should be treated as high‑priority risks, while lower‑risk items can be addressed during routine maintenance.
Remediate Issues
You should keep all operating systems and applications up to date with the latest patches to close potential security gaps. Afterward, remove inactive accounts and outdated software, enforce stronger authentication, and limit excessive permissions. When needed, replace insecure tools with approved alternatives to strengthen the security of your entire system.
You should also update policies around device usage and software procurement. In addition, enforce security reviews before adopting new applications, and train your staff to report unknown tools or suspicious devices.
Document Your Inventory
Maintain an up-to-date record of all devices, applications, data types, owners, and remediation status. This not only makes future audits easier but also demonstrates accountability and compliance.
Regular Monitoring
A single audit is never enough to maintain a secure digital environment. Continuously monitor new devices, applications, and permission changes to ensure every system and user is accounted for, keeping your audit current and reliable.
Need Help Auditing Your Digital Inventory?
A digital audit can be time-consuming and challenging, particularly without the right tools and personnel. Even a single gap in your inventory can leave sensitive client data exposed and increase your risk of cyberattacks.
At Data First Solutions, our team of IT experts is ready to help you take control of your digital environment. We can perform audits to identify every device, application, and access point that interacts with your data. In addition, we offer cybersecurity solutions and data backup and recovery services to keep your systems secure and compliant. Contact us today to schedule your consultation and take the first step toward a fully secure, streamlined, and well-managed digital environment for your business.
