Your employees might be the biggest
cybersecurity risk in your business - and not just because they're prone to
click phishing e-mails or reuse passwords. It's because they're using apps
your IT team doesn't even know about.
This is called Shadow IT, and
it's one of the fastest-growing security risks for businesses today. Employees download
and use unauthorized apps, software and cloud services - often with good
intentions - but in reality they're creating massive security vulnerabilities
without even realizing it.
What Is Shadow
IT?
Shadow IT refers to any technology
used within a business that hasn't been approved, vetted or secured by the IT
department. It can include things like:
●
Employees using personal Google
Drives or Dropbox accounts to store and share 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 to communicate outside of
official channels.
●
Marketing teams using AI content
generators or automation tools without verifying their security.
Why Is Shadow
IT So Dangerous?
Because IT teams have no visibility
or control over these tools, they can't secure them - which means
businesses are exposed to all kinds of threats.
●
Unsecured Data-Sharing - Employees
using personal cloud storage, e-mail accounts or messaging apps can accidentally leak sensitive company
information, making it easier for cybercriminals to intercept.
●
No Security
Updates - IT departments regularly update approved software to patch vulnerabilities, but unauthorized apps
often go unchecked, leaving systems
open to hackers.
●
Compliance Violations
- If your business falls under regulations like HIPAA, GDPR or PCI-DSS,
using unapproved apps can lead to noncompliance, fines and legal trouble.
●
Increased Phishing And Malware
Risks - Employees might unknowingly download malicious
apps that appear legitimate but contain malware or ransomware.
●
Account
Hijacking - Using unauthorized tools without
multifactor authentication (MFA) can expose employee credentials, allowing
hackers to gain access to company
systems.
Why Do
Employees Use Shadow IT?
Most of the time, it's not malicious.
Take, for example, the "Vapor" app scandal, an extensive ad fraud
scheme recently uncovered by security researchers IAS Threat Labs.
In March, over 300 malicious applications
were discovered on the Google Play Store, collectively downloaded more than 60
million times. These apps disguised themselves as utilities and health and
lifestyle tools but were designed to display intrusive ads and, in some cases,
phish for user credentials and credit card information. Once installed, they
hid their icons and bombarded users with full-screen ads, rendering devices
nearly inoperative. This incident highlights how easily unauthorized apps can
infiltrate devices and compromise security.
But employees can also use unauthorized apps because:
●
They find
company-approved tools frustrating or outdated.
●
They want to work faster and more efficiently.
●
They don't realize the security risks
involved.
●
They think IT
approval takes too long - so they take shortcuts.
Unfortunately, these
shortcuts can cost your business BIG when a data breach happens.
How To Stop
Shadow IT Before It Hurts Your Business
You can't stop what you can't see,
so tackling Shadow IT requires a proactive approach. Here's how to get
started:
1. Create An Approved Software List
Work with your IT team to establish a list of trusted, secure
applications employees can use. Make sure this list is regularly updated with
new, approved tools.
2. Restrict
Unauthorized App Downloads
Set
up device policies that prevent employees from installing unapproved software
on company devices. If they need a tool, they should request IT approval first.
3. Educate Employees About The Risks
Employees need to understand that Shadow IT isn't just a productivity
shortcut - it's a security risk. Regularly train your team on why unauthorized
apps can put the business at risk.
4. Monitor Network Traffic For
Unapproved Apps
IT teams should use network-monitoring tools to detect unauthorized
software use and flag potential security threats before they become a problem.
5. Implement
Strong Endpoint Security
Use
endpoint detection and response (EDR) solutions to track software usage,
prevent unauthorized access and detect any suspicious activity in real time.
Don't Let Shadow IT Become A
Security Nightmare
The best way to fight
Shadow IT is to get ahead of it
before it leads to a data breach or
compliance disaster.
Want to know what unauthorized apps your
employees are using right now? Start with a FREE Network Security
Assessment. We'll identify vulnerabilities, flag security risks and help
you lock down your business before it's too late.