New software tools pop up constantly, and many of them are genuinely useful. A new project management app. A better way to handle scheduling. An integration that connects two systems you use every day.
The temptation is to sign up, click “Install,” and figure out the rest later. But each new SaaS integration creates a connection between your data and someone else’s systems. That’s worth a moment of thought before you click.
Here’s a practical checklist for evaluating new tools—not to slow you down, but to make sure you’re not creating problems you’ll have to clean up later.
Why This Matters
Every SaaS tool in your ecosystem is a potential entry point. If a vendor has weak security practices, their problem can become your problem. And in interconnected systems, a vulnerability in one place can cascade to others.
The good news: a simple vetting process—asking a few key questions before you connect—goes a long way toward reducing this risk.
1. Check the Vendor’s Security Posture
Before you get excited about features, take a look at the company behind the product:
- Do they have a SOC 2 Type II report? This is an independent audit that verifies their security controls are actually working. Most reputable SaaS vendors will have one and share it on request.
- What’s their track record? Have they had breaches? How did they respond?
- Are they transparent about security? Look for a security page on their website, responsible disclosure policies, and clear communication about how they handle vulnerabilities.
A vendor that’s cagey about security is a red flag.
2. Understand What Data the Tool Will Access
When you connect a new integration, you’re usually granting it permissions to access your data. Before you do:
- Review the permissions it requests. Be wary of tools asking for broad “read and write” access when they only need to do something specific.
- Apply least privilege. Grant only the access needed for the tool to do its job.
- Map the data flow. Where does your data go? Where is it stored? How is it transmitted? A reputable vendor will encrypt data in transit and at rest, and be clear about which data centers they use.
If you can’t get clear answers to these questions, that’s worth pausing over.
3. Review Compliance and Legal Agreements
If your business is subject to regulations like HIPAA or GDPR, your vendors need to be compliant too. Check:
- Terms of service and privacy policy. Understand their role as a data processor and what obligations they accept.
- Data Processing Addendum (DPA). If required by regulation, confirm they’ll sign one.
- Data residency. Where is your data stored? Some regulations require data to stay in certain jurisdictions.
This is the fine print that matters if something goes wrong.
4. Look at Authentication and Access Control
How does the tool connect to your systems?
- Prefer OAuth 2.0 or similar. These protocols let services connect without sharing passwords.
- Check for admin controls. Can you grant and revoke access easily? Do they offer audit logs?
- Avoid shared credentials. If the only option is entering your login credentials, think twice.
Good authentication practices make it easier to manage access and respond if something changes.
5. Plan for the End of the Relationship
Every tool you adopt might someday need to be replaced. Before you commit, understand:
- How do you export your data? Is it in a standard, usable format?
- How do they handle offboarding? Will they delete your data from their systems?
- What’s the timeline? How long do they retain data after you cancel?
A clear exit process prevents data from being orphaned in systems you no longer use.
Making It Practical
This checklist doesn’t need to be a formal review board for every tool. For low-risk integrations with non-sensitive data, a quick mental run-through is enough. For tools that will access client information, financial data, or core business systems, take the time to get proper answers.
The goal is to build a habit of asking these questions, so vetting becomes a natural part of how you evaluate new technology.
Want a second opinion on a tool you’re considering? We’re happy to help you think through the security and integration implications. Reach out anytime.
Easier IT, Happier Employees.
