May 26, 2025
Your employees could be your greatest cybersecurity vulnerability, not just because they might click on phishing emails or reuse passwords, but also because they are using applications that your IT department is unaware of.
This phenomenon is known as Shadow IT, and it is rapidly becoming one of the most pressing security challenges for businesses today. Employees often download and use unauthorized applications, software, and cloud services, typically with good intentions, but this behavior can create substantial security risks without their knowledge.
What Is Shadow IT?
Shadow IT encompasses any technology utilized within a business that has not been approved, vetted, or secured by the IT department. This can include:
- Employees utilizing personal Google Drive or Dropbox accounts for storing and sharing work documents.
- Teams signing up for unapproved project management tools such as Trello, Asana, or Slack without oversight from IT.
- Workers installing messaging applications like WhatsApp or Telegram on company devices to communicate outside official channels.
- Marketing teams using AI content generators or automation tools without confirming their security.
Why Is Shadow IT So Dangerous?
The lack of visibility and control that IT teams have over these unauthorized tools means they cannot secure them, exposing businesses to various threats.
- Unsecured Data Sharing: Employees using personal cloud storage, email accounts, or messaging apps may inadvertently leak sensitive company information, making it easier for cybercriminals to intercept.
- No Security Updates: While IT departments regularly update approved software to fix vulnerabilities, unauthorized applications often remain unchecked, leaving systems vulnerable to hackers.
- Compliance Violations: For businesses subject to regulations like HIPAA, GDPR, or PCI-DSS, utilizing unapproved applications can result in noncompliance, leading to fines and legal issues.
- Increased Phishing and Malware Risks: Employees may unknowingly download harmful applications that appear legitimate but contain malware or ransomware.
- Account Hijacking: Using unauthorized tools without multifactor authentication can expose employee credentials, allowing hackers to access company systems.
Why Do Employees Use Shadow IT?
In most cases, employees do not act with malicious intent. For instance, the "Vapor" app scandal revealed a widespread ad fraud scheme recently uncovered by security researchers.
In March, over 300 malicious applications were found on the Google Play Store, collectively downloaded more than 60 million times. These apps masqueraded as utilities and health tools but were designed to generate intrusive ads and, in some cases, steal user credentials and credit card information. Once installed, they concealed their icons and inundated users with full-screen ads, rendering devices nearly unusable. This incident underscores how easily unauthorized applications can compromise security.
Employees may also resort to unauthorized apps because:
- They find company-approved tools frustrating or outdated.
- They seek to work more quickly and efficiently.
- They are unaware of the associated security risks.
- They believe that IT approval takes too long, leading them to take shortcuts.
Unfortunately, these shortcuts can result in significant costs for your business in the event of a data breach.
How To Stop Shadow IT Before It Hurts Your Business
To address Shadow IT effectively, you need a proactive strategy since you can't manage what you can't see. Here are some steps to take:
1. Create An Approved Software List
Collaborate with your IT team to develop a list of trusted, secure applications that employees can use. Ensure this list is regularly updated with new, approved tools.
2. Restrict Unauthorized App Downloads
Establish device policies that prevent employees from installing unapproved software on company devices. If they require a tool, they should seek IT approval first.
3. Educate Employees About The Risks
Employees must recognize that Shadow IT is not merely a productivity hack; it poses a security threat. Conduct regular training to inform your team about the risks associated with unauthorized applications.
4. Monitor Network Traffic For Unapproved Apps
IT teams should employ network-monitoring tools to identify unauthorized software usage and flag potential security threats before they escalate.
5. Implement Strong Endpoint Security
Utilize endpoint detection and response solutions to monitor software usage, prevent unauthorized access, and detect any suspicious activity in real time.
Don't Let Shadow IT Become A Security Nightmare
The most effective way to combat Shadow IT is to address it proactively, preventing it from leading to a data breach or compliance failure.
Want to know what unauthorized apps your
employees are using right now? Start with a FREE 15-Minute Discovery Call. We'll identify vulnerabilities, flag security risks and help
you lock down your business before it's too late.
Click
here or give us a call at 316-867-4566 to schedule your FREE
15-Minute Discovery Call today!
