Identify Unauthorized File Distribution
Many client reporting departments utilise spreadsheets as a tool for compiling, updating and distributing performance reports. The flexibility that makes spreadsheets so popular has enabled teams to service an increasing number of clients as their overall business has expanded.
Advanced spreadsheet users often automate the update and distribution of reports to clients with VBA code. This means that reports can be distributed to clients at the click of a button, rather than going through the manual process of updating, saving and emailing the report.
Employees can edit email distribution lists as clients demands change because clients need access to reports anywhere, anytime. All this flexibility and innovation can introduce data and security risks for an enterprise.
Over time, unauthorised email addresses make their way into the distribution list. Without an effective management control and review process to monitor client reports, sensitive information can make its way to people who are not authorised to receive it.
Spreadsheets were never designed to become a default, large scale reporting platform. Now their use has become so widespread, affording time to manage and constantly review the finer details of each report has become difficult for the end-user, and almost impossible for managers.
How HUB85 solves this use case
With HUB85, administrators will be able to see exactly which spreadsheets within the organisation have been automated to send emails to clients. Furthermore, HUB85 can interrogate hard coded email addresses and identify any spreadsheets that are referencing unauthorised email domains, e.g. personal email addresses.