Shadow IT rarely announces itself. There’s no alarm bell, no flashing warning. Instead, it quietly grows across your organisation as individual employees sign up to cloud-based applications, use personal accounts, or share files through tools the IT department doesn’t know about.
It’s almost never malicious. In fact, most examples of shadow IT exist for perfectly sensible business purposes – people just want to get their job done faster. But when unauthorised tools creep into your IT infrastructure, they can introduce serious security risks, compliance issues, and long-term system inefficiencies.
And the uncomfortable truth? Shadow IT usually exists because traditional processes can’t keep up with demand.
What is shadow IT?
Shadow IT refers to IT applications, cloud services, hardware, or productivity apps used without formal IT approval. These tools often sit outside approved IT services, meaning the IT team has no visibility, no control, and no way to secure them properly.
Common examples of shadow IT include:
- Staff using Google Drive, Google Docs, or other cloud storage tools for file sharing
- Teams adopting communication tools or messaging apps without approval
- Employees accessing shadow cloud services via personal devices or mobile devices
- Departments paying for new cloud services through informal procurement processes
- Using collaboration tools linked to personal accounts rather than sanctioned apps
Each of these creates network-accessed shadow that sits quietly inside your enterprise network.
Why shadow IT is so common
Shadow IT exploded alongside cloud-based services. Today, anyone can spin up powerful cloud resources in minutes – no purchase order, no risk assessment, no security review.
Historically, IT leaders were seen as blockers rather than enablers. Requests for new tools could take months. In response, teams found shortcuts.
But shadow IT isn’t just an IT problem – it’s a business alignment issue.
Common causes include:
- Slow or unclear approval processes
- Poor communication between the board, security teams, and operational staff
- A lack of modern approved tools that meet real user needs
- Pressure on teams to move quickly and stay productive
Without clear accountability and modern access management, shadow IT fills the gap.
The real risks of shadow IT
The biggest danger is what you can’t see. When tools operate outside your information technology systems, they create security gaps that attackers love to exploit.
Key risks of shadow IT include:
- Data breaches caused by weak access controls
- Data leaks through uncontrolled file sharing
- Data loss when data is stored in unknown locations
- Data theft via compromised personal accounts
- Cyber attacks targeting poorly secured apps
- Potential compliance violations under:
- General Data Protection Regulation (GDPR)
- Health Insurance Portability and Accountability Act
- Other industry-specific regulations
In many cases, company data ends up stored in regions that breach regulatory requirements, leading to data compromise and reputational damage.
How to identify and control shadow IT
Trying to block everything doesn’t work. People will always find a workaround. Instead, organisations need to maintain visibility, reduce risk, and guide behaviour.
Here’s a practical approach Zenzero recommends:
1. Identify shadow IT
Use monitoring tools to detect existing instances, unknown assets, and network accessed shadow across your corporate network and IT assets.
2. Assess security and compliance risks
Focus on where sensitive data is accessed, shared, or stored. Pay attention to cloud storage, communication tools, and collaboration tools.
3. Shut down high-risk activity
Immediately block tools that introduce critical security risks, violate security policies, or breach regulations.
4. Offer a short amnesty
Give teams time to declare unapproved tools and explain why they’re needed. This helps reduce resistance and builds trust.
5. Replace with approved services
Where possible, migrate teams to sanctioned apps, secure cloud-based applications, and approved tools that meet the same needs.
6. Create clear policies
Clear guidance, regular training, and well-communicated security measures help prevent shadow IT from returning.
7. Invest in ongoing visibility
Technologies like cloud access security brokers, single sign-on, and continuous monitoring allow security teams to prevent shadow IT without blocking productivity.
Shadow IT isn’t going away – but it can be controlled
Shadow IT is a symptom of modern working, not a failure. But left unmanaged, it can expose your IT infrastructure, increase potential risks, and undermine trust.
With the right mix of cloud security, visibility, and business-led policies, shadow IT can be transformed from a threat into an opportunity.
At Zenzero, we help organisations take control of their IT services – without killing innovation.
Talk to Zenzero today about preventing shadow IT, improving cloud security, and protecting your data.