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Shielding Your Enterprise from Shadow IT Risks

Learn how to effectively protect your company from shadow IT and ensure the security of your IT infrastructure. Use secure messaging solutions like Teamwire to avoid uncontrolled applications.

Teamwire, Jul 25 2024
Content
  1. Definition: what is Shadow IT?
  2. Why is Shadow IT a Problem?
  3. Risks of Shadow IT
  4. WhatsApp and Shadow IT
  5. Measures to Prevent Shadow IT
  6. Teamwire as a Solution Against Shadow IT in Messaging
  7. Checklist for Identifying and Preventing Shadow IT
  8. Conclusion

Definition: what is Shadow IT?

Shadow IT refers to the use of IT systems, devices, software, and applications within a company that operate without approval and outside the control of the IT department. Examples include using Dropbox, WhatsApp, or Telegram for business purposes without official authorization. These uncontrolled applications can pose significant security risks and impact the efficiency of IT infrastructure.

 

Why is Shadow IT a Problem?

Shadow IT presents a significant risk to your company’s data security and compliance. Uncontrolled applications may have security vulnerabilities and be susceptible to cyberattacks. Moreover, using unauthorized software can lead to violations of data protection regulations, especially if sensitive data is processed or distributed without adequate security measures. These unsupervised applications may miss updates or security patches that should be managed by the IT department.

 

Risks of Shadow IT

Security Vulnerabilities

Uncontrolled software and devices offer potential entry points for cyberattacks. These can be exploited by malicious actors to steal or manipulate sensitive data.

 

Reputational Damage

If a cyberattack becomes public knowledge, companies face not only a security problem but also a loss of reputation. Existing customers may learn of the incident and lose trust in the company, potentially leading to significant revenue losses.

 

Data Protection Violations

Using unauthorized applications can lead to data being processed and distributed outside the company’s secure and compliant IT environment. This can result in significant data protection violations, especially concerning GDPR.

 

Inefficiencies and Higher Costs

Shadow IT can lead to redundant systems and inefficient workflows. This can strain IT budgets and reduce employee productivity.

 

WhatsApp and Shadow IT

A common example of Shadow IT is the use of WhatsApp for business communication. Although WhatsApp is a popular and user-friendly application, it poses significant risks for companies:

  • Data Privacy Risks: WhatsApp stores data on servers outside the EU, potentially leading to data privacy issues. The processed data is primarily outside the company’s control.
  • Lack of Control: The IT department has no central management of the app and its data. This creates security gaps (e.g., in the event of device loss) and prevents the protection of confidential information.
  • Insufficient Compliance: WhatsApp often does not meet the strict data security and sovereignty requirements necessary in many industries.

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Measures to Prevent Shadow IT

Raise Awareness

Regularly train your employees about the risks and consequences of shadow IT. Make them aware of the importance of using only approved IT resources.

 

Implement Strict Policies

Implement clear policies and procedures (e.g., MDM/UEM solutions) that govern the use of IT resources. Ensure that all employees are aware of and understand these policies.

 

IT Inventory

Conduct regular IT audits to identify unauthorized applications and devices. Maintain an accurate list of all approved IT resources.

 

Use Secure Messaging Solutions

Avoid the risks of uncontrolled messaging applications by using secure communication solutions like Teamwire. Teamwire offers complete data sovereignty and GDPR compliance, providing a user-friendly platform specifically designed for the needs of modern businesses.

 

Teamwire as a Solution Against Shadow IT in Messaging

Teamwire offers a secure communication solution that can be hosted both on-premises and in the cloud. Key benefits of Teamwire include:

  • High Security Standards: The IONOS cloud used by Teamwire is ISO27001 certified, meeting the highest security requirements.
  • GDPR Compliance: Teamwire ensures that all data is processed following EU data protection regulations.
  • User-Friendliness: The solution is intuitive, supporting effective communication within your company.
  • Enhanced Productivity: Unique business features improve collaboration efficiency and increase productivity.
  • Controlled Environment: Using Teamwire helps avoid the risks associated with shadow IT in the messaging domain.
  • Complete Encryption: Teamwire ensures that all messages are fully encrypted, further enhancing security.
  • Centralized Administration: The IT department can centrally control and monitor the use and management of Teamwire, offering additional security and control.
  • Integration: Teamwire integrates seamlessly into existing IT infrastructures and supports a wide range of business requirements.

 

Checklist for Identifying and Preventing Shadow IT

1. Raise Awareness and Educate

  • Training: Regular training for employees on the risks and consequences of shadow IT.
  • Awareness: Emphasize the importance of using only approved IT resources.

 

2. Implement Strict Policies

  • Policies: Introduce clear policies and procedures for the use of IT resources.
  • Understanding: Ensure that all employees are aware of and understand these policies.

 

3. Regular IT Inventory

  • Software Inventory: Create a complete list of all officially approved software and applications.
  • Hardware Inventory: Document all official devices such as computers, mobile devices, servers, and network equipment.

 

4. Monitoring and Auditing

  • Network Monitoring: Monitor network traffic for unusual connections and data transfers.
  • Log Analysis: Review logs for unusual activities or access attempts.
  • Monitoring Tools: Use tools to monitor software installations and usage.

 

5. Employee Surveys and Training

  • Surveys: Conduct surveys to identify the use of additional software or devices.
  • Awareness: Regular training on the risks and policies related to shadow IT.

 

6. Review the Application of Security Policies

  • Cloud Services: Review the use of unauthorized cloud services or storage solutions.
  • Access Rights: Ensure appropriate access rights to applications and data.
  • Mobile Devices: Register and secure all mobile devices that access company data.

 

7. Selection and Use of Secure Messaging Solutions

  • Avoiding Risks: Use controlled and secure communication solutions like Teamwire.
  • Privacy and Security: Ensure that the solutions used comply with data protection standards such as GDPR and the security requirements of the organization.

 

8. Technical Measures and Tools

  • Firewalls and Proxy Servers: Implement firewalls and proxy servers to control unauthorized access.
  • Endpoint Management: Use endpoint management tools to control devices and software.
  • Data Loss Prevention (DLP): Implement DLP solutions to monitor and control sensitive data.

 

9. Continuous Monitoring and Adaptation

  • Regular Audits: Conduct regular audits and reviews of the IT infrastructure.
  • Policy Updates: Update IT policies to reflect new technologies and threats.
  • Feedback Mechanisms: Implement mechanisms for reporting insecure or unusual IT usage.

 

10. Ensuring Legal Compliance

  • Compliance Review: Ensure that all IT systems and processes comply with legal requirements.
  • Documentation and Reporting: Thorough documentation of all systems, processes, and audits, with regular reporting to management.

 

11. Summary and Action Plan

  • Identification: List all identified shadow IT systems.
  • Risk Assessment: Evaluate the potential risks posed by these systems.
  • Countermeasures: Develop a plan to integrate, secure, or remove shadow IT.

This checklist is intended to help identify and manage shadow IT within the company, minimizing security risks and ensuring compliance.

 

Conclusion

Securing your company against shadow IT requires clear policies, regular IT audits, and the use of secure and approved software solutions. With Teamwire, you can minimize risks in the messaging area while ensuring simple, efficient, and secure communication. Choose the solution that best supports your IT infrastructure and protects your data.

 

If you want to learn more about the benefits of Teamwire or book a demo, please contact us!

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