How CIOs can save businesses from falling into Shadow IT trap

Worried about Shadow IT in your company? It is more common than you think. Many companies underestimate the amount of unauthorised software and applications used internally. Most business units generally use Shadow IT because their IT team takes too long to respond.

The usage of Shadow IT offers many risks for your business. If you were the CIO, here is how you could make your company Shadow IT-free.

Be open to feedback

First, figure out why your employees are using Shadow IT. It could be due to red tapism ortoo many rigid rules. Employees may think it easier to buy and use an application rather than approach the IT team. Maybe there are other reasons too, butonce you know the cause, finding asolutionbecomes easier.

Reduce turn-around time(TAT)

Employees often bypass the IT team to procure unauthorized software because of time constraints. From the moment a request is made until approving and procuring the technology, business units lose the time in hand. The IT department must consider the level of urgency when evaluating a request. Reducing TAT for approval of a request can reducethe use of Shadow IT significantly.

Using Shadow IT discovery tools

You know that Shadow IT exists within the company. So, install tools to find out where and what is being used. Find out who is using it. Monitor your network to trace the source. Is this an existing device or an unknown one? Include monitoring for Shadow IT in your regular vulnerability testing. This will help you stay updated about the activity and take the measuresif required.

Optimal data security measures

Protection of valuable data is in your hands. You must employ futuristic security measures to protect the privacy of data. Develop a robust security model.This will help you prepare for vulnerabilities arising out of using unauthorized programs. Stay updated about the latest advancements in technology and applications. With careful analysis, the IT team can find potential loopholes and be ready.

Setting up a self-served cloud

There is always the possibility of corporate data being shared on an external cloud. This cloud could be unsecure. To avoid this risk, setup a cloud in-house.Allocate a part of your IT budget to procurement and maintenance of a cloud. A self-served cloud with requisite security measures allows control over the exchange of data. This may not be possible in case of an external cloud.The developers would have their own private, secure cloud for development or testing.

Revamp the IT policy

Develop an IT policy that accommodates the need of different divisions. The IT policy must allow business unitsto buy software as needed without compromising security. It must not create obstacles for innovations or business plans. It should clearly outline the potential threats and remedies.

The IT policy should clarify how to make procurement decisions so that no compatibility issues arise. It should also highlight the list of don’ts and the possible actions against rule-breaking.

Being proactive is of utmost importance here. Keep an eye on recent developments in the techindustry. Find out about applications that may be relevant to your business. Analysethe pros and cons of the application beforehand.That prepares you totackle its vulnerabilities. Finally, update your systems and policy, and reduce the TAT. This will help you to avoid Shadow IT in your business.