How IT managers prevent shadow IT

Protect data more conveniently for the user
How IT managers prevent shadow IT

From Ari Albertini

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At first glance, applications, cloud services and accounts that are used without the consent of IT managers seem relatively harmless. They are often free and easier to use than corporate IT. However, this shadow IT carries risks that are often underestimated.

Many shadows, little light - the problem of corporate IT.
Many shadows, little light – the problem of corporate IT.

(Photo: © – Oleg –

For businesses, shadow tools pose serious security and compliance risks, and many IT managers are taking drastic measures to limit their use. Mostly not with the desired success.

It would make more sense to use enterprise software that, in addition to data security, is also very user-friendly. IT managers can reduce the use of illegal software and neutralize the emergence of shadow IT by offering employees the right solutions.

These measures successfully prevent the emergence of shadow IT:

1. Understand the needs of employees

Shadow IT occurs when employees don’t have the right solutions to do their jobs effectively. The use of unauthorized applications and services is also a sign that the current offering does not meet the requirements and needs of employees. Users then often switch to other tools because they are easier to use or better suit their needs. They usually don’t worry about the risks that arise: for example, who can access what data and whether security holes make the service a new gateway for cybercriminals.

But before taking measures against the spread of IT, those responsible for it must find out how it has spread in their company. An employee survey is an effective way to do this. Unknown tracking apps are also useful IP– Track addresses in the company network. Once those in charge understand this, they can better tailor their applications and service portfolio to employee needs that are clearly not being met. Ultimately, they will be able to replace unauthorized resources with on-demand, secure and intuitive solutions.

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2. Create a productive and safe work environment

Even the classic communication e-mail the post office does not always meet all practical needs. This happens, for example, when employees constantly have to send large amounts of data in a message, but are overwhelmed by e-mail. mail size limits or a mailbox that is too small fills up too quickly. A number of employees then switch to other postal service providers. This means that the transmission of messages is not controlled by central IT. Most of the proposed solutions transmit data unencrypted and often without special protection, offering cybercriminals an ideal attack target. Only completely secure e-mail. e-mail traffic—for example, using end-to-end encryption—can protect the information in the message stream to the point where employees themselves feel free to send sensitive, personal, or business-critical data. And if the IT administrator sets the maximum size of letters and mailboxes based on needs, employees remain loyal to this proposed e-mail.

Virtual browser data rooms are also an efficient way to share information and collaborate without compromising security. These specially protected resources not only protect personal and other sensitive data from unauthorized access, but also organize the access rights of individuals and groups. Employees can securely access data stored in data rooms from anywhere and risk-free exchange files of any size across company walls.

3. Automated workflows that ensure greater data security

IT managers can proactively equip their employees with tools to automate tedious tasks. Also because of this…

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