As the 2020s progress, more organizations of all sizes are implementing hybrid network architectures that combine on-premises and cloud-based assets. Businesses are embracing the flexibility of cloud services, allowing employees to manage workflows through web applications and use online AI tools to enhance efficiency and functionality.
This changing digital environment has introduced many new security risks, one of the most prominent being Shadow IT. According to CrowdStrike, Shadow IT is the unauthorized use of any digital service or device that is not formally approved and supported by the IT department. The majority of businesses issue their employees with online accounts that allow them to sign into company applications. However, in the haste of a workday, employees may sign up for other web applications and services that they believe are better suited for their needs. Now their company account is attached to an unvetted third-party application, and management isn’t even aware. This is very risky, as sensitive company data is now being attached to third parties without any oversight or due diligence on the entity’s security practices.
Shadow IT has become a major pain for organizations to manage, but it is an issue that needs to be nipped early on. There are a variety of ways to uncover it. You could conduct one-on-one sessions with your employees at their workstations and ask them to describe/show all of the online services they use in their daily workflows. If your business currently uses a professional Identity & Access Management platform, you can often review data from its Continuous Monitoring/Cloud Posture assessment tools (if they are present and enabled). If you use a uniform email platform in your business and have a means to review employee inboxes, you could scan them and weed out any communications with unsanctioned services.
To prevent future proliferation of Shadow IT, you will need to implement sufficient security policies, controls, and training, all of which will be covered later in this framework. However, identifying Shadow IT is the necessary starting point, and you should ensure that all uncovered Shadow IT services are documented and reviewed with appropriate security personnel. To keep your business environment healthy and efficient, you should consider running these uncovered services through a formal vetting process and possibly procuring them for official deployment if they pass. This would allow employees to use the services they are most comfortable with and pleased with without introducing unneeded risk.