Private cloud services and file sharing solutions that are used without the knowledge of the IT department have long been a reality in many companies. Such "shadow IT" solutions often arise from the desire for uncomplicated and fast collaboration. But this is exactly where the dangers lurk. How can you prevent uncontrolled tools from becoming a security vulnerability?
Why shadow IT is dangerous and what risks it harbors
Convenience and speed are usually the reasons why employees use cloud services on their own initiative. It is easy to lose sight of key aspects such as data protection, information security and transparency.
- Data protection and compliance violations:
Data in private clouds is often not sufficiently protected or stored in a transparent and traceable manner. This increases the risk of GDPR-violations or breaches of industry-specific compliance requirements. - Security risks and data loss:
A lack of encryption, unclear access rights and uncontrolled data movements make confidential information vulnerable to external attacks. The IT baseline protection compendium of the BSI offers comprehensive guidelines for securing IT systems. - Lack of control and transparency:
Without a central overview of stored data, you lack the ability to design processes securely and efficiently and ensure the integrity of your data. A Information Security Management System (ISMS) according to ISO/IEC 27001 helps to systematically manage information security.
Five measures against shadow IT
These five concrete measures will help your company to counter the risks of private cloud solutions:
1. offer a central and user-friendly data platform
Offer your team a convenient and intuitive alternative to private tools. In this way, you create real added value and reduce the temptation to use your own solutions.
2. implement clear access and authorization concepts
Ensure that every person can access exactly the data they need. Simple, secure and traceable.
3. guarantee safety standards at company level
Rely on end-to-end encryption, audit-proof archiving and clearly defined Security mechanisms. This protects your sensitive data better than any private cloud.
4. create transparency through version management and auditing
With traceable version histories and centralized data management, you always have an overview of data movements and can easily meet compliance requirements.
5. offer regular training for your team
Inform your team about the risks of private cloud services and show them attractive alternatives. This is the only way to raise awareness of secure collaboration in the long term.
Conclusion: Attractive alternatives instead of bans
Shadow IT cannot be combated by bans. You will be successful if you provide smart, secure and user-friendly solutions that your team enjoys using.
A tip for you: The doubleSlash Business Filemanager offers you exactly the secure and structured data platform that your team needs for efficient collaboration. The product comes from a company that is both ISO 27001 and TISAX certified - guaranteeing the highest standards of information security. Of course, the Business Filemanager is also used internally at doubleSlash and proves its practicality there.
You can find out more here: doubleSlash Business Filemanager
