May 26, 2025
Your employees may pose the greatest cybersecurity threat to your business, not solely due to their susceptibility to phishing emails or password reuse, but because they are utilizing applications that your IT department is unaware of.
This phenomenon is known as Shadow IT, and it represents one of the most rapidly expanding security threats for organizations today. Employees often download and use unauthorized applications, software, and cloud services with good intentions, but in doing so, they inadvertently create significant security vulnerabilities.
What Is Shadow IT?
Shadow IT encompasses any technology used within a company 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 subscribing to unauthorized project management tools like Trello, Asana, or Slack without IT oversight.
- Workers installing messaging applications such as WhatsApp or Telegram on company devices for communication outside official channels.
- Marketing teams employing 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 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: IT departments routinely update approved software to fix vulnerabilities, but unauthorized applications often remain unchecked, leaving systems vulnerable to hackers.
- Compliance Violations: For businesses subject to regulations like HIPAA, GDPR, or PCI-DSS, the use of unapproved applications can result in noncompliance, fines, and legal issues.
- Increased Phishing and Malware Risks: Employees may unknowingly download malicious applications that appear legitimate but contain malware or ransomware.
- Account Hijacking: Utilizing unauthorized tools without multifactor authentication can expose employee credentials, allowing hackers to access company systems.
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 masqueraded as useful tools but were designed to display intrusive ads and, in some instances, to phish for user credentials and credit card information. Once installed, they concealed their icons and inundated users with full-screen ads, making devices nearly unusable. This incident underscores how easily unauthorized applications can compromise security.
Employees may resort to unauthorized apps for several reasons:
- 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 obtaining IT approval takes too long, prompting them to take shortcuts.
Unfortunately, these shortcuts can lead to significant costs for your business in the event of a data breach.
How To Stop Shadow IT Before It Hurts Your Business
Addressing Shadow IT requires a proactive strategy. Here are steps to get started:
1. Create An Approved Software List
Collaborate with your IT team to develop a list of trusted, secure applications that employees can use, ensuring 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. They should be required to seek IT approval for any necessary tools.
3. Educate Employees About The Risks
Employees must understand that Shadow IT is not merely a productivity shortcut but a security risk. Regular training should be provided to explain how unauthorized applications can jeopardize the business.
4. Monitor Network Traffic For Unapproved Apps
IT teams should utilize network-monitoring tools to identify unauthorized software usage and flag potential security threats before they escalate.
5. Implement Strong Endpoint Security
Deploy endpoint detection and response solutions to track software usage, prevent unauthorized access, and detect suspicious activity in real time.
Don't Let Shadow IT Become A Security Nightmare
The most effective approach to combat Shadow IT is to proactively address it before it leads to a data breach or compliance issues.
Want to know what unauthorized apps your
employees are using right now? Start with a FREE Call With Our CEO. 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 929-523-2921 to schedule your FREE
Call With Our CEO today!
