In today’s world, technology is integral to the operations of every organization, making the adoption of innovative tools essential for growth and staying competitive. However, with this reliance on technology comes a significant threat—Shadow IT.
Shadow IT refers to the unauthorized use of software, tools, or cloud services by employees without the knowledge or approval of the IT department. Essentially, it occurs when employees seek quick solutions to problems without fully understanding the potential risks to the organization’s security and compliance.
Once a rare occurrence, Shadow IT now poses serious security challenges, particularly in terms of data leaks and breaches. A recent amendment to Israel’s Privacy Protection Act, passed by the Knesset, introduces tougher regulations. Among the changes, the law expands the definition of private information, aligning it with European standards and imposing heavy penalties on companies that violate data privacy and security guidelines.
The rise of Shadow IT, coupled with these stricter regulations, underscores the need for organizations to prioritize the control and management of their information systems. Failure to do so could result in costly legal and financial consequences.
One technology that has gained widespread usage within organizations is ChatGPT, which enables employees to perform tasks like coding or content creation without seeking formal approval. While the use of ChatGPT itself isn’t inherently risky, the lack of oversight by IT departments can expose the organization to significant security vulnerabilities.
Another example of Shadow IT includes “dormant” servers—systems connected to the network but not actively maintained. These neglected servers create weak spots that cybercriminals can exploit, opening doors for attacks.
Additionally, when employees install software without the IT department’s consent, it can cause disruptions, invite cyberattacks, or compromise sensitive information. The core risks in these scenarios are data leaks and compromised information security. For instance, when employees use ChatGPT for coding or data analysis, they might unknowingly input sensitive data, such as customer details or financial information. If these tools lack sufficient protection, the data becomes vulnerable to unauthorized access and leaks.
A common issue is the use of ChatGPT for writing SQL queries or scanning databases. If these queries pass through unprotected external services, they can result in severe data leaks and all the accompanying consequences.
Rather than banning the use of new technologies outright, the solution lies in crafting a flexible policy that permits employees to use advanced tools within a secure, controlled environment.
Organizations should ensure employees are educated about the risks of using external tools without approval and emphasize the importance of maintaining information security. Proactive monitoring of IT systems, combined with advanced technological solutions, is essential to safeguarding against Shadow IT.
A critical step in this process is implementing technologies that enable automated mapping and monitoring of all systems and servers within the organization, including those not directly managed by IT. These tools offer a comprehensive view of the organization’s digital assets, helping to quickly identify unauthorized services and address potential security threats in real time.
By using advanced mapping and monitoring technologies, organizations can ensure that sensitive information is handled in compliance with security policies and regulations. This approach provides full transparency on external tool usage, effectively reducing the risks posed by Shadow IT.