What every small to mid-sized organization should know about Shadow IT

 

 

Shadow IT is an invisible yet widespread threat faced by many small to midsized organizations and local government offices.

This under-the-radar threat has the potential to wreak havoc on your organization’s cybersecurity, finances, and reputation.

As experts in Managed IT and Shadow IT, we aim to help you understand and address this critical issue.

In this article, we will dive into the core aspects of Shadow IT, offering unique insights into the challenges that organizations and local government offices must confront to protect their digital assets.

We will explore the top concerns and provide practical strategies to tackle this growing problem effectively.

In this article, we’ll discuss what shadow IT is and how it will inhibit your compliance and security efforts, which can be a huge danger and drain for our organization.

 

Understanding Shadow IT

 

Picture this: your employees, eager to make a difference, secretly rely on apps, tools, or services, unaware they are unauthorized and a potentially huge risk.

This seemingly harmless behavior forms the basis of Shadow IT – using unapproved or non-sanctioned technology within an organization.

At first glance, it may appear innocuous. However, the implications of Shadow IT can be far-reaching and detrimental to your organization’s security and compliance.

 

 

What is Shadow IT?

Shadow IT refers to using unauthorized or non-sanctioned technology, applications, and services within an organization. They are often driven by employees’ desire for increased productivity or familiarity with specific tools.

Shadow IT can seem harmless at first glance.

However, it can lead to significant security weaknesses, unauthorized access to sensitive data, and even legal repercussions for businesses and local government offices.

Recognizing and addressing the driving forces behind Shadow IT is crucial for keeping your organization cyber-secure.

 

 

Types of Shadow IT

In today’s connected world, businesses must consider the implications of employees using their personal laptops, tablets, and smartphones. These devices’ prevalence and ability to connect to company networks through Wi-Fi present potential security risks.

Even when not connected to the network, sensitive corporate data may be stored on these devices, which are prone to lose or theft. This could lead to critical data falling into the wrong hands, and if IT teams are unaware of these devices, the damage may be irreversible by the time they discover the issue.

Additionally, the internet has made installing new software incredibly simple, whether desktop programs or mobile apps. However, unsupported software can create complications due to incompatibilities with existing applications, particularly if the software is from an untrustworthy source.

Employees who install pirated software may put their company at risk of legal consequences.

Furthermore, team members’ accidental installation of malware, such as viruses or ransomware, can have devastating financial impacts, particularly for small businesses dealing with downtime and recovery costs.

While IT departments or providers can prevent users from installing unsupported software or connecting personal devices to the workplace Wi-Fi, the challenge of shadow IT extends beyond these measures.

USB drives and online storage services like Google Drive and Dropbox contribute to the shadow IT phenomenon and can create business complications.

 

 

Shadow IT is more prevalent than people think

A staggering 83% of employees admit to using unsanctioned applications at work, according to a study by Frost & Sullivan. This widespread occurrence can lead to increased security exposures, unauthorized access to company information, and even legal ramifications.

 

What causes employees to embrace Shadow IT?

The reasons are usually rooted in good intentions.

Often, employees seek out alternative tools to overcome approved software limitations or streamline their workflow. Sometimes, it’s simply a matter of personal preference, as individuals gravitate towards familiar applications or services.

Regardless of the motives, the consequences of Shadow IT can be severe for your organization.

 

 

The key takeaway? Recognizing and understanding the driving forces behind Shadow IT is crucial to mitigate its potentially disastrous effects on your organization. By doing so, you’ll be better prepared to address this growing issue head-on and maintain a secure, compliant IT environment.

 

 

The Dark Side of Shadow IT

Imagine a seemingly innocent decision to use your favorite file-sharing app at work, only to discover that it has opened the floodgates for a cyber-attack.

Welcome to the dark side of Shadow IT.

Let’s dive into the potential dangers lurking in the shadows, from security risks and data loss to compliance nightmares.

 

Cybersecurity Risks

Unregulated technology is a cybercriminal’s playground.

Employees who use unauthorized tools unknowingly expose your organization to increased security threats. These unvetted applications may need proper encryption, opening the door to potential data breaches.

Data Breaches

Beyond the security risks, Shadow IT also increases the likelihood of data loss. Picture this: an employee accidentally deletes a critical file shared through an unsanctioned app, leaving no trace behind.

As Gartner reports, 99% of cloud services don’t provide comprehensive data protection features, making a recovery near impossible in such scenarios.

 

Compliance Nightmares

Unauthorized technology can lead to compliance nightmares. Non-compliance with industry regulations and data privacy laws can result in hefty fines and reputational damage. For instance,  a global investment bank was fined $37 million for using unapproved messaging apps to conduct business, highlighting the importance of strict IT governance.

 

Increased vulnerability to attacks

Unauthorized software and applications may have unpatched security vulnerabilities, exposing the entire network to cyber attacks such as malware or ransomware.

 

Loss of data control

Shadow IT can lead to uncontrolled access and sharing of sensitive data. This increases the risk of data leakage, both internally and externally.

 

Limited incident response

When security incidents occur, IT teams may have difficulty responding effectively if they are unaware of the unauthorized systems in use. This can prolong the time it takes to detect and remediate issues.

 

Compatibility and integration issues

 

Shadow IT systems may need to be compatible or properly integrated with existing IT infrastructure, leading to operational inefficiencies and potential security vulnerabilities.

 

 

Lack of support and maintenance

Unauthorized software may not receive regular updates or support from vendors, increasing the risk of software failure or security vulnerabilities.

 

The key takeaway?

Shadow IT’s dark side should be considered.

Recognizing and addressing potential hazards proactively is essential for protecting your organization and maintaining a secure, compliant IT environment.

By shedding light on these issues, you can take the necessary steps to safeguard your organization from the hidden dangers of Shadow IT.

 

 

The Unseen Consequences

Shadow IT doesn’t just pose security risks and compliance challenges; it can also lead to a ripple effect of unseen consequences.

From decreased productivity to misallocating resources and erosion of trust, let’s explore the hidden impact of unauthorized technology use.

 

Decreased Productivity

Imagine two teams within your organization unknowingly using different project management tools. This disjointed approach can create a chaotic work environment, resulting in inefficiencies and redundancies.

When employees work in silos, vital information gets lost in the cracks, causing frustration and delays. A McKinsey report found that employees spend 20% of their time searching for internal information, illustrating the productivity drain caused by uncoordinated technology usage.

 

Misallocation of Resources

 

When employees use unauthorized tools, your IT budget and time can be well-spent on incompatible or duplicate services.

Research by Everest Group reveals that businesses overspend by 15-20% on their cloud services due to Shadow IT.

By not closely monitoring these hidden expenses, your organization risks squandering valuable resources that could be better allocated elsewhere.

 

 

 

Erosion of Trust

Lastly, Shadow IT can have a detrimental effect on the employee-management relationship.

When employees feel the need to bypass IT processes, it signals a lack of trust in the organization’s ability to provide the necessary tools and support. Conversely, management may view these actions as insubordination, leading to a breakdown in communication and teamwork.

 

 

Tackling Shadow IT Head-On

While Shadow IT can be a distressing issue for small to mid-sized organizations and local government offices, there are proactive measures that can be taken.

By focusing on awareness and education, fostering communication, and implementing clear IT policies, your organization can effectively tackle Shadow IT head-on.

 

Awareness and Education

Cybersecurity awareness training is paramount in combating the dangers of Shadow IT. Employees can better understand the potential risks associated with unauthorized technology usage through engaging and informative sessions.

The SANS Institute emphasizes that continuous cybersecurity training can reduce the risk of a security breach by up to 70%. In addition, by empowering your team with knowledge, they’ll be better equipped to make informed decisions and adhere to IT best practices.

 

Communication

Opening the lines of communication between employees and IT teams can help address the root causes of Shadow IT.

By encouraging a transparent dialogue, IT teams can better understand the needs of employees and provide appropriate solutions. In turn, employees will feel more comfortable discussing their technological challenges, reducing the likelihood of seeking unauthorized tools.

Establishing a culture of collaboration and trust is key to keeping Shadow IT at bay.

 

Policy Implementation

Developing clear and comprehensive IT policies is essential in tackling Shadow IT. These policies should outline acceptable technology usage, approval processes for new tools, and consequences for non-compliance.

Furthermore, organizations should regularly review and update these policies to keep pace with the ever-evolving tech landscape. Finally, by providing a well-defined framework, employees will better understand expectations and boundaries, reducing the appeal of Shadow IT.

 

The Role of Managed Service Providers (MSPs)

Managed Service Providers (MSPs) like to Imagine IT plays a crucial role in addressing Shadow IT concerns, providing ongoing support, and implementing successful strategies for small to midsize businesses and local government offices.

With expert knowledge, continuous monitoring, and a track record of success, partnering with an MSP can help organizations tackle the challenges of Shadow IT head-on.

 

 

Expertise

Managed IT Service Providers possess the expertise to identify, assess, and mitigate the risks associated with Shadow IT.

They understand the intricacies of the tech landscape and can provide tailored solutions to your organization’s unique needs. In addition, by leveraging their knowledge and experience, MSPs can help develop comprehensive IT policies. As well as provide cybersecurity training, and help you implement the right tools to minimize the dangers of unauthorized technology use.

 

Ongoing Support

Partnering with a Managed Service Provider ensures continuous monitoring and improvement of your organization’s IT infrastructure.

This includes regular assessments of software and hardware usage, network security, and compliance with industry regulations. MSPs can also help streamline your organization’s technology stack, ensuring all tools are authorized, secure, and efficient.

The ongoing support provided by Managed IT Providers enables businesses to stay ahead of potential threats and maintain a robust cybersecurity posture.

 

 

Uncovering some hidden aspects of Shadow IT

 

1. Shadow IT can hinder innovation and digital transformation

While Shadow IT often emerges from employees’ desire to boost efficiency and innovation, it can have the opposite effect in the long run.

As unauthorized tools and services proliferate, IT teams may need help to keep up with the organization’s digital transformation needs.

By diverting resources to manage the chaos created by Shadow IT, IT departments could miss out on implementing new technologies that would genuinely drive innovation and improve overall business operations.

 

2. Shadow IT exposes organizations to legal risks beyond compliance

Apart from the compliance issues related to industry regulations and data privacy laws. Shadow IT can expose organizations to other legal troubles.

For instance, employees might unknowingly use unlicensed software, copyrighted material, or patented technology, leading to costly legal battles and reputational damage.

Organizations must be aware of these risks and implement measures to prevent the unauthorized use of such materials or tools.

 

3. The hidden costs of Shadow IT can lead to budget overruns

The financial implications of Shadow IT are wider than wasted IT budgets and misallocated resources.

Shadow IT can also result in budget overruns due to unexpected costs like emergency IT support, software licensing fees, or penalties for non-compliance.

Additionally, should a security breach occur due to Shadow IT, remediation costs, legal fees, and potential fines can significantly impact a small to mid-sized organization.

 

 

Conclusion: Facing the Hidden Dangers of Shadow IT

 

As we’ve delved into the murky world of Shadow IT, we’ve uncovered its numerous hidden dangers, which pose significant risks to small to midsize businesses and local government offices.

From security vulnerabilities and data loss to compliance nightmares, the consequences of unregulated technology use cannot be ignored.

Addressing this issue head-on is paramount, and Managed Service Providers (MSPs) like to Imagine IT plays an essential role in finding tailored solutions. Their expertise, ongoing support, and success stories serve as a testament to the value they bring in combating Shadow IT.