Nowadays, access to technology is becoming easier and faster. Many employees are using apps, software, or services cloud without the knowledge or permission of the company'S IT department.
This phenomenon is known as “Shadow IT“. Shadow IT refers to the use of technology that is not officially approved by the IT team, but is actively used by employees to support their work.
This phenomenon arises in response to the need for efficiency, flexibility of work and the desire to speed up business processes.
While sometimes providing a quick solution, the use of these unofficial technologies also carries great risks to data security and regulatory compliance.
Therefore, it is important for companies to conduct Shadow IT audits in order to supervise and control the unauthorized use of technology.
Apa Itu Shadow IT?
Shadow IT is the use of digital systems, applications, hardware, or services that do not get approval from the IT department.
For example, employees use Google Drive, Dropbox, or personal Slack to store and share company data.
This phenomenon develops because employees often feel that it approval processes are slow and inflexible.
They prefer to use technology that is familiar and immediately usable. On the other hand, IT teams often do not know these tools are used, so they cannot guarantee security or integration with the company's systems.
Positive and negative effects of Shadow IT
Positive impact:
- Increase productivity by providing faster solutions.
- Provide flexibility and comfort for employees.
- Encourage innovation in the use of technology.
Negative impact:
- Data security risks increase due to lack of control.
- Potential non-compliance with company policies and external regulations.
- Non-integration of systems leads to operational inefficiencies.
Shadow IT risks to Enterprise Security
1. Data Security Threats
The use of unauthorized technology has the potential to cause data leakage because it does not go through the company's security system. Without proper encryption and authentication, sensitive data can be exposed to irresponsible parties.
2. Compliance and regulation
Unsupervised use of technology may violate regulations such as GDPR, ISO 27001, HIPAA, and others. This violation can lead to legal sanctions and large fines.
3. Lack Of System Integration
Unauthorized devices or services are often not integrated with a company's core systems, hampering workflows and creating data silos.
4. Potential Cyber Attack
Unverified software can be a gateway malware, ransomwareor other cyber attack. Unauthorized use of technology magnifies attack surfaces that are difficult for security teams to monitor.
Read Also: Endpoint Security: Device Protection Strategy Audit
Langkah-langkah Audit Shadow IT
1. Identifying the Shadow
The Audit begins by identifying devices and services that are being used without permission:
- Conduct an internal survey to ask what software is used by employees.
- Use network monitoring tools to detect suspicious traffic or unregistered applications.
2. Risk and Impact Evaluation
Once the Shadow IT device is identified, evaluate the risks:
- Does the app store sensitive data?
- Who has access?
- What are the consequences if the data is leaked?
- Also analyze the financial impact in the event of a security incident.
3. Shadow IT policy making
It is important for companies to make clear policies:
- Determine what applications are allowed.
- Educate employees about the risks of Shadow IT.
- Encourage open communication between employees and the IT team.
- Provide a flow of application for the use of new technologies.
4. Provides a safe alternative
Instead of banning it completely, the IT team should provide an official solution:
- Offer an already approved and secure application.
- Create system approval fast and unbureaucratic.
- Evaluate the needs of each department for appropriate solutions.
5. Continuous Monitoring and supervision
Audit of the use of unofficial Technologies does not stop at one time:
- Use monitoring tools to detect Shadow IT operated.
- Conduct periodic audits of device and app usage.
- Update IT policies according to technological developments.
Read Also: Zero Trust Security: definition, principles, and how is it implemented?
Brief case study: the effect of Shadow IT on companies
A medium-sized technology company found that 40% of its employees use storage applications cloud personal to corporate projects.
After a Shadow IT audit, it was revealed that some sensitive documents had been shared publicly without being noticed.
The company then took mitigation steps by educating employees, adding monitoring tools, and offering a more secure official cloud solution.
As a result, within six months the use of unauthorized applications decreased by 60%, and no more incidents of data leakage were found.
Strategi Pencegahan Shadow IT
- Employee Training: Teach the importance of digital security and the risks of Shadow IT.
- It Process Improvement: Simplify the process of applying for the use of technology.
- It and business collaboration: Encourage active communication between the IT team and other divisions.
- The Culture Of Open Technology: Create an environment that supports innovation but remains safe.
Read Also: Performance Audit: Definition, Implementation, and Examples
Technological innovation to deal with Shadow IT
Technological progress is not only a source of problems, but also a solution in managing Shadow IT. Currently, there are various tools and platforms that are able to detect and control unauthorized applications.
For example, some tools Security Information and Event Management (SIEM) can identify unnatural activity on corporate networks. In addition, the solution Cloud Access Security Broker (CASB) is able to provide visibility to the application cloud used by employees, and set data access policies centrally.
Platform based AI and machine learning also began to be used to recognize patterns of behavior that deviate from normal habits. This technology can trigger early warning of potential Shadow IT risks even before an incident occurs.
The use of this technology, when accompanied by a thorough audit and training strategy, is able to create a balance between security control and freedom to innovate in the modern work environment.
The important role of corporate culture in reducing Shadow IT
In addition to technology policies and tools, corporate culture also plays an important role in managing Shadow IT.
Companies that foster trust and transparency between employees and IT teams tend to be more successful in preventing unauthorized use of technology.
When employees feel supported and valued in their proposed technological innovations, they will be more open to consulting with the IT team before trying alternative solutions on their own.
Read Also: Internal Control: Definition, Purpose, Types, & Components
Conclusion
Shadow IT can increase work flexibility, but it also carries security risks that cannot be ignored.
For this reason, companies need to conduct a thorough Shadow IT audit to identify devices or applications that are used without permission.
Through a structured approach, ranging from identification, risk evaluation, policy making, providing alternatives, to continuous monitoring, companies can control Shadow IT without hampering employee productivity.
Establishing a flexible and secure technology policy is an important step in shaping a modern IT infrastructure that is resilient to threats and still facilitates business growth.
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