Shadow IT refers to the unauthorised use of IT devices, software, or services without the prior approval of the IT department. This includes employees using their personal laptops to access work applications, downloading software without permission, or storing work data on personal cloud accounts without consulting IT. While a small amount of shadow IT may be expected, larger amounts can create challenges for organisations in understanding their risk landscape and protecting themselves from cyber threats. The problem lies in the fact that these "unknown assets" are not accounted for in asset management or aligned with IT security policies and processes, leaving organisations vulnerable to data breaches, non-compliance issues, and other cyber threats.
Typically, shadow IT is not a deliberate act of rule-breaking by employees. Instead, they are simply looking for more efficient ways to accomplish their tasks without realizing that their actions can put the organization at risk. To address this risk, organizations should consider implementing the following strategies:
1. Avoid unnecessary restrictions on enterprise IT: It is important to provide employees with the necessary tools to perform their jobs effectively. For example, if employees do not have an instant messaging platform, they may resort to downloading software on their own to collaborate with colleagues. To prevent this, organizations should proactively anticipate the needs of their users and ensure that they have access to the appropriate devices, software, and tools to complete their work duties.
2. Implement a user-friendly request system: Make it easy for employees to request technology solutions for their work requirements. By providing a simple and accessible process for requesting IT resources, employees will be less inclined to try to solve problems on their own.
3. Foster a culture of cybersecurity: Emphasize the importance of open communication when it comes to IT and security issues. Make it clear to employees that they will not be penalized for raising security concerns, including instances of shadow IT.
4. Implement technical controls: Consider implementing technical measures such as strong network access controls to prevent employees from connecting unauthorized devices. Additionally, network scanners can be used to identify devices and compare them to known assets, ensuring that all devices are accounted for.
When organisations' IT departments are unaware of the services and applications being used, serious security gaps can arise. Therefore, it is crucial for all organisations to consider the risk of shadow IT and implement appropriate strategies to mitigate these risks and strengthen their security efforts.
If you need additional cybersecurity resources, please don't hesitate to contact us today.