Shadow IT means technology used for work without IT’s knowledge or approval. It usually starts with good intentions: someone needs to get something done faster.

Common examples

– Personal file-sharing accounts used for client documents

– Free AI tools used with company data

– Messaging apps for work conversations

– Project tools signed up for with a corporate email address

– Browser extensions with broad permissions

– Personal email forwarding

Why it’s risky

– Data leaves your control and may be impossible to recover or delete

– No security oversight: no MFA, no logging, no offboarding

– Compliance exposure, including privacy laws and contractual obligations

– Duplicate costs and wasted spending

– Integration problems and data silos

Why it happens

Official tools may be slow, hard to use, or missing features. Approval processes may be unclear. Employees want to be productive.

How to find it

– Review sign-ins and app consent in Entra ID or Google Workspace

– Check network and DNS logs for cloud services

– Review expense reports and credit card statements

– Use cloud app discovery tools (such as Microsoft Defender for Cloud Apps)

– Simply ask: run an amnesty survey

How to manage it

1. Don’t just ban. Find out the need behind each tool.

2. Offer approved alternatives that are easy to use.

3. Create a fast approval process for new tools.

4. Restrict risky apps and require admin approval for app permissions.

5. Educate staff on why it matters.

6. Review regularly.

The goal

Visibility and safe choices, not control for its own sake.

DBR Soft can run a shadow IT discovery and help you build a practical approval process. Contact us for more information.