--- title: "Unauthorised Changes: How Your CMDB Catches What Change Missed" description: An unrecorded change is invisible to change management. Compare what Discovery sees with what change approved, and the CMDB finds it for you. image: https://www.apexconfiguration.com/hubfs/AI-Generated%20Media/Images/Engineer%20Troubleshooting%20Robot%20Arms%20On%20Modern%20Car%20Assembly%20Line.png --- [![APEX CONFIGURATION GROUP](https://www.apexconfiguration.com/hs-fs/hubfs/Act3%20child/images/ACG-logo.png?width=135&height=93&name=ACG-logo.png "APEX CONFIGURATION GROUP")](https://www.apexconfiguration.com/) [![APEX CONFIGURATION GROUP](https://www.apexconfiguration.com/hs-fs/hubfs/Act3%20child/images/ACG-logo.png?width=135&height=93&name=ACG-logo.png "APEX CONFIGURATION GROUP")](https://www.apexconfiguration.com/) - [Home](https://www.apexconfiguration.com) - ServiceNow - [ServiceNow CMDB](https://www.apexconfiguration.com/servicenow-cmdb) - [CMDB Health Check](https://www.apexconfiguration.com/cmdb-health-check) - [CMDB Design & Implementation](https://www.apexconfiguration.com/cmdb-design-implementation) - [Managed Service](https://www.apexconfiguration.com/managed-cmdb-services) - [Automation & Optimisation](https://www.apexconfiguration.com/cmdb-automation-tools) - Maximising ServiceNow - [CMDB Health Dashboard](https://www.apexconfiguration.com/cmdb-health-dashboard-servicenow) - [CMDB Dependency Mapping](https://www.apexconfiguration.com/cmdb-relationship-table) - [CMDB Configuration Items](https://www.apexconfiguration.com/cmdb-configuration-items) - [CMDB Workspace](https://www.apexconfiguration.com/cmdb-workspace-servicenow) - [CMDB Best Practice](https://www.apexconfiguration.com/cmdb-best-practices) - [ServiceNow Discovery](https://www.apexconfiguration.com/servicenow-discovery-setup) - [Service Mapping](https://www.apexconfiguration.com/servicenow-service-mapping) - About - [How We Help](https://www.apexconfiguration.com/about-apex) - [What is a CMDB?](https://www.apexconfiguration.com/what-is-cmdb) - [Benefits](https://www.apexconfiguration.com/benefits-of-cmdb) - Resources - [Blog](https://www.apexconfiguration.com/blog) - [Contact Us](https://www.apexconfiguration.com/contact-us) [Contact Us](https://www.apexconfiguration.com/contact-us) [Contact Us](https://www.apexconfiguration.com/contact-us) - [Home](https://www.apexconfiguration.com) - ServiceNow - [ServiceNow CMDB](https://www.apexconfiguration.com/servicenow-cmdb) - [CMDB Health Check](https://www.apexconfiguration.com/cmdb-health-check) - [CMDB Design & Implementation](https://www.apexconfiguration.com/cmdb-design-implementation) - [Managed Service](https://www.apexconfiguration.com/managed-cmdb-services) - [Automation & Optimisation](https://www.apexconfiguration.com/cmdb-automation-tools) - Maximising ServiceNow - [CMDB Health Dashboard](https://www.apexconfiguration.com/cmdb-health-dashboard-servicenow) - [CMDB Dependency Mapping](https://www.apexconfiguration.com/cmdb-relationship-table) - [CMDB Configuration Items](https://www.apexconfiguration.com/cmdb-configuration-items) - [CMDB Workspace](https://www.apexconfiguration.com/cmdb-workspace-servicenow) - [CMDB Best Practice](https://www.apexconfiguration.com/cmdb-best-practices) - [ServiceNow Discovery](https://www.apexconfiguration.com/servicenow-discovery-setup) - [Service Mapping](https://www.apexconfiguration.com/servicenow-service-mapping) - About - [How We Help](https://www.apexconfiguration.com/about-apex) - [What is a CMDB?](https://www.apexconfiguration.com/what-is-cmdb) - [Benefits](https://www.apexconfiguration.com/benefits-of-cmdb) - Resources - [Blog](https://www.apexconfiguration.com/blog) - [Contact Us](https://www.apexconfiguration.com/contact-us) [Contact Us](https://www.apexconfiguration.com/contact-us) [tel:+442080588135](tel:+442080588135)[mailto:contact@apexconfiguration.com](mailto:contact@apexconfiguration.com) [CMDB](https://www.apexconfiguration.com/blog/tag/cmdb)[ServiceNow](https://www.apexconfiguration.com/blog/tag/servicenow) [Manufacturing](https://www.apexconfiguration.com/blog/tag/manufacturing)[Change Management](https://www.apexconfiguration.com/blog/tag/change-management) # Unauthorised Changes: How Your CMDB Catches What Change Missed [![Krzysztof Chrzanowski](https://www.apexconfiguration.com/hs-fs/hubfs/krzysztof-chrzanowski.webp?width=40&height=40&name=krzysztof-chrzanowski.webp)](https://www.apexconfiguration.com/blog/author/krzysztof-chrzanowski) by [Krzysztof Chrzanowski](https://www.apexconfiguration.com/blog/author/krzysztof-chrzanowski) 5 min read Oct 7, 2026, 9:00:03 AM Last updated on 7 Oct 2026, 09:00:03 Change management only controls the changes it's told about. A firmware upgrade applied by a supplier, a setting changed during a support call, or a patch pushed outside the process never reaches the change advisory board. The configuration management database (CMDB) is how you catch them. If configuration items (CIs) are discovered regularly, and their key attributes are compared with what change management last approved, any difference without a change record behind it is an unauthorised change. That comparison is the control that proves change management is working, and it only works if the equipment is in the CMDB with an owner. ## Key Takeaways - Change management only controls the changes it's told about. Supplier firmware updates, quick fixes made during incidents and automated tools can all change a device without leaving a change record. - The CMDB catches them by comparing the values Discovery reports for monitored attributes with approved change records. A difference with no change behind it is an unauthorised change. - Detection needs the CI in the CMDB with an owner, a short list of monitored attributes per class, regular Discovery of those attributes and change records with the affected CIs filled in. - At an automotive manufacturer, an unrecorded and incompatible firmware update stopped three manufacturing plants for two hours. The production line machinery had been treated as out of scope and had no owner. - Keep the monitored attributes few, mainly firmware and software versions. Too many attributes create noise that people learn to ignore. - Route every exception to the CI owner, who either raises a retrospective change or corrects the record, so the CMDB and the change log end up agreeing. This article covers how drift between approved and actual state gets detected, a case where an unrecorded change stopped three factories, and the controls we set up so the CMDB flags changes that change management missed. For the building blocks behind this, our overview of [what a CMDB holds and why it matters](https://www.apexconfiguration.com/what-is-cmdb) is a useful primer. ## Why change management can't see every change Change management is a front door. It works well for the changes that come through it. Plenty don't. Vendors update firmware during maintenance visits. Engineers make a quick fix during an incident and forget to raise the retrospective change. Automated tools update software on their own schedule. Equipment that sits outside the scope of change management is changed however its owners see fit. None of these leave a trace in the change log. All of them leave a trace in the configuration of the device. That's the difference the CMDB can exploit. ## The firmware update nobody recorded We saw what an unrecorded change costs at an automotive manufacturer with an estate of around 12 million CIs. The machinery in the manufacturing plants was believed to be out of scope for the CMDB and for vulnerability management. On that basis, it didn't need an owner. The devices did exist as CIs, but ServiceNow wasn't used to control or manage the production line, so almost none of their attributes were populated. A small but critical component received a firmware upgrade that was incompatible with another device on the line. There was no end-to-end view of the production line in the CMDB, so the conflict wasn't picked up until it was too late. Three manufacturing plants stopped for two hours. When the firmware had to be rolled back across all three, there was no owner to act as the single point of contact and coordinate it. We documented the equipment in each plant, then worked with the organisation to bring the production line under change management, using ServiceNow and the CMDB. The machinery should always have been in scope. ## How the CMDB detects an unauthorised change Detection is a comparison between two states. It needs four things in place. | What you need | What it gives you | | --- | --- | | The CI in the CMDB, with an owner | Something to compare, and someone to act on the result | | A small set of monitored attributes per class | Firmware version, operating system version, installed software, key settings | | Regular Discovery of those attributes | The actual state, refreshed on a known cycle | | Change records with affected CIs filled in | The approved state, and when it was approved | When Discovery reports a new value for a monitored attribute, the CI's audit history records it. If no approved change names that CI in the window before the new value appeared, the difference is unexplained. That's your unauthorised change, found without anyone having to confess to it. ## Setting up drift detection These controls make the comparison routine rather than forensic. 1. **Bring the forgotten estate into scope.** List the equipment classes currently excluded from the CMDB or from change, such as production line machinery, broadcast equipment or building systems. For each, decide whether an unrecorded change there could stop the business. If it could, it's in scope. 2. **Choose the monitored attributes per class.** Keep the list short. Firmware and software versions catch most unrecorded changes. Too many attributes create noise that people learn to ignore. 3. **Compare audit history with change records.** Schedule a weekly report of monitored attribute changes with no matching approved change against the same CI. Route each one to the CI owner as a task. 4. **Require a retrospective change for every exception.** The owner either raises the missing change record or explains why the value is wrong. Either way, the CMDB and the change log end up agreeing. 5. **Link dependent devices.** The firmware conflict above was only preventable if the CMDB knew which devices had to work together. Record those relationships for critical chains, so a change to one flags the others for compatibility checks. 6. **Automate the routing.** Once the report is trusted, turn it into automatically created tasks with escalation to the owner's manager. Our page on [CMDB automation](https://www.apexconfiguration.com/cmdb-automation-tools) covers how that workflow is built. Ownership is what makes every step work. Without it, the exceptions have nowhere to go. We cover what happens when owners leave in [what happens when CI owners leave](https://www.apexconfiguration.com/blog/succession-planning-for-ci-ownership-what-happens-when-owners-leave). ## Measuring whether change management is complete Track these as key performance indicators (KPIs) and report them to the change advisory board: - Monitored attribute changes with no matching change record - Exceptions closed with a retrospective change, against those still open - Equipment classes excluded from change management, reviewed quarterly - CIs in monitored classes with no owner The first measure is the honest test of change management. A process that approves every change it sees and misses a steady stream it doesn't see is only partly working. Our article on [change impact analysis](https://www.apexconfiguration.com/blog/change-impact-analysis-cmdb) covers the other half of the relationship, where the CMDB tells change what a change will affect. ## How Apex helps Our discovery and integration coverage review establishes what's missing from your estate view, where it's missing, and what that absence costs you during an incident, including equipment that has been left out of scope. It's scoped at an initial consultation against your estate and requirements. Our two-week CMDB health baseline then scores which of your CIs are trustworthy and which are guesses, including ownership and the attributes drift detection depends on, in a report you can take to your change advisory board. [Book a CMDB diagnostic call](https://www.apexconfiguration.com/cmdb-diagnostic-call) or [arrange a meeting with one of our consultants](https://www.apexconfiguration.com/book-a-meeting). ## Frequently asked questions ### How can a CMDB detect unauthorised changes? By comparing discovered attribute values with approved change records. If a monitored attribute such as a firmware version changes and no approved change covers that CI, the change was unauthorised or unrecorded. ### Which attributes should we monitor for drift? Start with firmware, operating system and software versions for critical classes. A short list catches most unrecorded changes without creating noise. ### Should operational technology such as production line equipment be in the CMDB? If an unrecorded change to it could stop the business, yes. Out-of-scope equipment still gets changed. It just gets changed without an owner or a record. ### What happens when an unauthorised change is found? The CI owner gets a task to raise a retrospective change or correct the record. 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Before co-founding Apex, Krzysztof worked as a Senior Configuration Manager (CMDB) at Warner Bros. 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