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Technology

Shadow IT: The Risks You Didn’t Know Were Lurking in Your Business

Your employees mean well. They want to get things done quickly—sometimes that means using tools and apps you haven’t approved or even heard of.

That’s Shadow IT: any device, software, or service used without the knowledge or approval of your IT team. While it often starts with good intentions, it can quietly expose your business to major security and compliance risks.


What Is Shadow IT?

Shadow IT includes:

  • Employees using personal email to share files
  • Unapproved cloud storage like Dropbox or Google Drive
  • Messaging apps like WhatsApp or Slack for sensitive discussions
  • Free tools downloaded from the web without vetting

These tools often slip under the radar—and that’s exactly why they’re dangerous.


The Risks You Need to Know

  1. Data Breaches
    Unapproved apps don’t follow your security policies, making it easier for cybercriminals to steal data.
  2. Compliance Violations
    If you’re in a regulated industry, storing or transmitting data through unauthorized channels could lead to fines.
  3. Data Loss
    When employees leave, critical files saved in personal accounts often disappear with them.
  4. No Backups
    Shadow IT tools typically aren’t included in your official backup strategy. If they fail or are compromised, your data could be lost forever.

How to Get Shadow IT Under Control

  • Educate Your Team
    Make sure employees understand why approved tools matter and what’s at stake.
  • Implement Clear Policies
    Define which apps are allowed—and which aren’t. Make policies easy to access and understand.
  • Offer Secure Alternatives
    If employees are turning to outside tools, it may be because your current solutions aren’t meeting their needs.
  • Monitor and Audit Usage
    Regularly review network logs to identify unapproved services.

Always Back Up Your Data

Even with policies in place, some Shadow IT will slip through. That’s why it’s critical to maintain reliable backups.

Remember: No matter how many precautions you take, if your data isn’t backed up, you’re always one mistake away from losing it. Benson Communications offers automated backup solutions to safeguard your information—even when it’s stored in unexpected places.


Final Thought

Shadow IT isn’t always malicious—but it can be disastrous if ignored. The good news is, with the right policies, education, and a solid backup plan, you can keep your data protected and your business compliant.

Need help identifying Shadow IT risks or implementing secure solutions? We’re ready to assist.

Author

Tech Bench