May 26, 2025
Your employees may pose the greatest cybersecurity threat to your business, not only due to their tendency to click on phishing emails or reuse passwords but also because they are using applications that your IT team is unaware of.
This phenomenon is known as Shadow IT, and it represents one of the most rapidly increasing security threats for organizations today. Employees often download and utilize unauthorized applications, software, and cloud services with good intentions, yet they inadvertently create significant security vulnerabilities.
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 scenarios such as employees using personal Google Drives or Dropbox accounts for work documents, teams signing up for unapproved project management tools like Trello, Asana, or Slack without IT oversight, workers installing messaging apps like WhatsApp or Telegram on company devices for external communication, and marketing teams employing AI content generators or automation tools without verifying their security.
Why Is Shadow IT So Dangerous?
The lack of visibility and control that IT teams have over these tools means they cannot secure them, exposing businesses to various threats. Unsecured data-sharing can occur when employees use personal cloud storage or messaging apps, potentially leaking sensitive company information. Unauthorized apps often go unchecked for security updates, leaving systems vulnerable to hackers. Compliance violations may arise if your business is subject to regulations like HIPAA, GDPR, or PCI-DSS, as unapproved apps can lead to noncompliance and legal issues. Additionally, employees might inadvertently download malicious apps disguised as legitimate software, increasing the risk of phishing and malware attacks. Using unauthorized tools without multifactor authentication can also lead to account hijacking, exposing employee credentials to hackers.
Why Do Employees Use Shadow IT?
In many cases, the use of Shadow IT is not driven by malicious intent. For instance, the "Vapor" app scandal involved over 300 malicious applications discovered on the Google Play Store, which were downloaded more than 60 million times. These apps, posing as utilities and health tools, were designed to display intrusive ads and phish for user credentials. Once installed, they concealed their icons and inundated users with ads, severely impacting device functionality. Employees may also resort to unauthorized apps because they find approved tools frustrating, seek to enhance efficiency, are unaware of security risks, or believe that obtaining IT approval takes too long.
How To Stop Shadow IT Before It Hurts Your Business
Addressing Shadow IT requires a proactive strategy since you cannot manage what you cannot see. Here are some steps to take:
1. Create an Approved Software List
Collaborate with your IT team to compile a list of trusted applications that employees can use, ensuring the list is regularly updated.
2. Restrict Unauthorized App Downloads
Implement device policies that prevent the installation of unapproved software on company devices, requiring employees to seek IT approval for new tools.
3. Educate Employees About The Risks
It is crucial for employees to understand that Shadow IT poses security risks, not just productivity advantages. Regular training should be conducted to inform them of the dangers associated with unauthorized apps.
4. Monitor Network Traffic For Unapproved Apps
IT teams should utilize network-monitoring tools to identify unauthorized software use and address potential security threats proactively.
5. Implement Strong Endpoint Security
Employ endpoint detection and response solutions to monitor software usage, prevent unauthorized access, and detect suspicious activity in real time.
Don't Let Shadow IT Become A Security Nightmare
Proactively addressing Shadow IT is essential to prevent it from resulting in a data breach or compliance issues.Want to know what unauthorized apps your employees are using right now? Speak to an Expert to get started. We'll identify vulnerabilities, flag security risks and help you lock down your business before it's too late.
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