Your employees might never click phising emails or reuse passwords and yet still be a big security risk — just by using apps your IT team doesn’t know about.
Even with the best of intentions, downloading and using unauthorized apps, software and cloud services can unwittingly create massive security vulnerabilities.
What is Shadow IT?
Shadow IT is one of the fastest-growing security risks for businesses today. It refers to the use of any technology that hasn’t been approved, vetted or secured by the IT department. Some common examples:
- Personal Google Drives or Dropbox accounts for work documents
- Project management tools like Trello, Asana or Slack without IT oversight
- Messaging apps like WhatsApp or Telegram to communicate outside of official channels
- AI content generators or automation tools
Why is Shadow IT so Dangerous?
It might not seem bad, but if IT teams have no visibility or control over these tools, they can’t secure them. Businesses are exposed to all kinds of threats.
Unsecured Data-Sharing — Employees 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 go unchecked, leaving them open to hackers.
Compliance Violations — If your business falls under regulations like HIPAA, GDPR or PCI-DSS, using apps can lead to noncompliance, fines and legal trouble.
Increased Phishing and Malware Risks — Employees might download 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 Employee Use Shadow IT?
Most of the time, employees are not acting maliciously. Usually, they have no idea about security risks involved and they’re frustrated with company-approved tools or approval processes, and simply want to work more efficiently. But risks are real, and it’s shocking how easily unauthorized apps can infiltrate devices.
In March, over 300 malicious apps were discovered on the Google Play Store. Disguised as utilities and health and lifestyle tools, they had more than 60 million downloads and were designed to display intrusive ads and, in some cases, phish for user credentials and credit card information—a big worry if one of those apps was on a device that an employee used for work.
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:
- Create an Approved Software List — Establish a list of trusted, applications employees can use. Regularly update the list with new, approved tools.
- Restrict Unauthorized App Downloads —Set up device policies that prevent employees from installing unapproved software on company devices. Requests must get IT approval first.
- Educate Employees About the Risks — Employees need to understand that their productivity shortcuts put the business at risk. Incorporate this into regular security training.
- Monitor Network Traffic for Unapproved Apps — Use tools to detect unauthorized software use and flag potential threats.
- Implement Strong Endpoint Security — Track software usage, prevent unauthorized access and detect 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.
A good place to start is a Network Security Assessment to identify vulnerabilities and help you lock down your business before it’s too late.