An employee downloads a free app to streamline their workflow. Sounds harmless, right? Welcome to the world of Shadow IT, where well-meaning employees inadvertently expose your business to significant cybersecurity risks. This isn’t done maliciously; it’s happening when employees want to do their job better but misunderstand the risks of adding apps without proper verification.
What is Shadow IT?
Shadow IT refers to the use of unauthorized IT Services, hardware, or cloud services by employees without the knowledge or approval of your IT department. Common examples include:
File-sharing apps like Dropbox or Google Drive.
Messaging apps like WhatsApp or Slack.
Unvetted SaaS (Software as a Service) tools for project management or scheduling.
While these tools can improve productivity, they often bypass important security protocols put in place by IT.
Why is Shadow IT a Risk to Your Company?
IT isn’t just being overly rigid when they say they don’t want Shadow IT in the company. Nor are they simply trying to justify their jobs when they say they need to vet these applications first. There are reasons from cybersecurity all the way to cost as to why Shadow IT is a risk to your organization.
Cybersecurity Vulnerabilities
Shadow IT introduces unknown variables into your network. Unapproved tools may lack proper encryption or have vulnerabilities that hackers can exploit, increasing your exposure to threats like ransomware.
Data Compliance Issues
Unauthorized tools can result in non-compliance with data protection laws, such as Canada’s PIPEDA. Shadow IT usage can lead to accidental data breaches or loss, resulting in heavy fines or legal consequences.
Lack of Support
When employees rely on unsanctioned tools, your IT team’s help desk may not be able to provide proper support. This could lead to system downtime or inefficiencies, undermining the reliability of your IT infrastructure.
Increased IT Costs
Shadow IT can create hidden costs, such as additional licensing fees, redundancies, or the need to clean up after a security breach.
How Can You Address Shadow IT?
But wait, what if your organization already has several tools and apps set up by well-meaning employees over the years? Here’s a list of things you can do to start getting a handle on your business’s Shadow IT.
Conduct Regular IT Audits
Identify any unauthorized tools or systems currently in use. An MSP like ours in Kelowna can help by performing a comprehensive IT Risk Assessment to uncover these hidden risks.
Implement Access Controls
Restrict permissions to ensure employees can only download approved software. Tools like multi-factor authentication (MFA) and endpoint protection can further reduce risks.
Educate Employees
Train your staff on the risks of Shadow IT and encourage them to use approved tools. Create a culture of cybersecurity awareness across your organization.
Provide Alternatives
Offer vetted, secure tools that meet employee needs. When staff have access to reliable IT solutions, they’re less likely to seek out their own.
Partner with an IT Company
An experienced Managed IT Company like SFY, can proactively monitor your network, identify potential vulnerabilities, and implement robust security measures to protect your business.
Why Should You Act Now?
Ignoring Shadow IT is like ignoring a small leak in your roof, it may not seem urgent, but over time, it can lead to catastrophic damage. Proactive steps to address Shadow IT can:
Prevent costly data breaches and ransomware attacks.
Protect your company’s reputation.
Improve compliance with industry regulations.
Ensure your IT Support and Infrastructure environment runs smoothly and efficiently.
Shadow IT might seem like a small problem, but it can have big consequences. With the right strategies, your company can reduce risks, improve security, and foster a safer IT environment. Need help identifying and managing Shadow IT?
Protect your business from Shadow IT and other cybersecurity threats. Contact Solutions For You today to schedule your IT Risk Assessment. Let’s secure your IT infrastructure and help you focus on what you do best instead of ghost hunting for Shadow IT.