Ultimate Shadow IT Security Checklist for IT Teams

As an IT leader, are you frequently dealing with Shadow IT-related risks and penalties?

Without a clear Shadow IT security checklist, unauthorized app adoption can escalate into a major security & compliance threat to your organization.

This blog post breaks down the ultimate Shadow IT checklist and how you can take control of Shadow IT using our SaaS & AI app management software, CloudFuze Manage.

Key Takeaways:
1. Shadow IT has grown due to SaaS & AI sprawl and remote work in recent years.
2. A clear IT checklist helps you control and govern Shadow IT.
3. Our platform, CloudFuze Manage, automates Shadow IT discovery and monitoring.

What Is Shadow IT and Why Is It a Concern for IT Teams?

Shadow IT refers to all apps, cloud services, and devices your employees use without your company’s IT approval.

These Shadow IT risks arise due to:

  • Unauthorized cloud apps accessing your sensitive business data.
  • Unsecured file-sharing platforms expand your organization’s attack surface for cybercriminals.
  • Limited visibility into app usage and user behaviour, which in turn fuels the expansion of SaaS and AI sprawl.

    • Therefore, a Shadow IT security checklist is crucial for IT teams to deploy preventive measures and ensure long-term app governance in your organization.

    Why Shadow IT Has Increased in Recent Years

    The major drivers of Shadow IT in recent years are:
    1. Increased adoption of freemium SaaS & AI apps among your company’s employees.
    2. Rise of remote & hybrid work models led to the use of personal devices and unapproved tools among your teammates to stay productive.
    3. Slower and decentralized IT procurement processes leading to SaaS & AI sprawl. These 3 trends reinforce the need for strong Shadow IT governance and discovery in every organization.

    Shadow IT Security Checklist for IT Teams

    Below is a comprehensive Shadow IT security checklist designed to help your IT teams regain 100% visibility into Shadow IT, control Shadow IT risks, and optimize SaaS & AI app usage.

    1. Conduct Shadow IT App Discovery

    Identify all unsanctioned usage, including:

  • Unapproved SaaS & AI apps.
  • Risky browser extensions.
  • Personal devices used by your employees to access company data.

    • 2. Evaluate Shadow IT Risks

    Assess each discovered Shadow IT tool for:

  • Data sensitivity issues.
  • App Compliance concerns.
  • Tool Integration gaps.
  • User access and identity risks.

    • 3. Strengthen Shadow IT Controls

    Establish preventive measures like:

  • MFA and Zero Trust user access.
  • User network monitoring.
  • Enforce app firewalls and domain restrictions.
  • Maintain approved application catalogs.

    • 4. Implement Shadow IT Governance Policies

    Define clear Shadow IT rules around:

  • Approved SaaS & AI tools.
  • App request workflows.
  • Data-sharing security policies.
  • Consequences of using non-compliant tools with teams.

    • 5. Manage & Eliminate Unauthorized SaaS & AI Apps

    Use Shadow IT risk insights to decide which apps to:

  • Approve.
  • Replace with secure alternative apps.
  • Block or remove the app entirely.

    • 6. Continuously Monitor Shadow IT Activity

    Shadow IT activity is never static. So, enable:

  • Real-time app discovery, including Shadow IT discovery & management.
  • 24/7 app usage analytics monitoring.
  • Automated Shadow IT alerts.
  • Regular app audits.

    • By using our SaaS & AI app management platform, CloudFuze Manage, SMBs and large enterprises can fully eliminate Shadow IT when they follow this Shadow IT checklist.

    How IT Teams Can Implement the Shadow IT Checklist Effectively

    Once after implementing this Shadow IT checklist, IT teams must follow these tips:

  • Make sure to choose a SaaS & AI app management service like CloudFuze Manage to automate SaaS & AI app monitoring.
  • Create a frictionless user approval workflow for essential apps throughout your company.
  • Train your employees to use only IT-approved tools for complete Shadow IT prevention.

    • How CloudFuze Manage Simplifies Shadow IT Management

    Our SaaS & AI app management platform, CloudFuze Manage, supports SMBs and large enterprises to take full control of their Shadow IT management in a single dashboard. Our platform’s standout features:

    a. Automated Shadow IT Discovery & Shadow IT Risk Management

    Our platform scans your IT environment 24/7 and immediately uncovers every unauthorized app your employees access, including Shadow IT.

    Our Chrome extension, CloudFuze Manage Extension, offers a user-level browser activity monitoring feature. This feature helps IT teams to track their employee’s Shadow IT activities 24/7 and fix shadow IT issues before they become a major security risk.

    b. Centralized Shadow IT Visibility

    IT teams will get a unified dashboard where they can assess every SaaS & AI app, classify their risk levels, and monitor their user behaviour in real time.

    c. Instant Alerts on Shadow IT Apps

    Whenever an employee installs or accesses an unapproved tool, you’ll receive immediate notifications using our platform, so your IT admins can take relevant action.

    d. Intelligent User Access Controls

    IT admins can revoke user access to any app with a click, enforce least-privilege app permissions, and fully eliminate risky apps from their tech environment with CloudFuze Manage.

    e. App Compliance and Governance Support

    We help small, mid-sized, and large businesses meet GDPR, SOC 2 Type II, ISO 27001, and other regulatory requirements through smart audit trails and continuous app usage monitoring.

    Prevent Shadow IT Risks with CloudFuze Manage

    When you follow this clear Shadow IT security checklist and implement our powerful Shadow IT management tool, CloudFuze Manage, you can eliminate Shadow IT, protect your business data, and prevent unauthorized SaaS & AI apps from slipping into your business workflow.

    Book your free demo now to see how the Shadow IT feature works inside CloudFuze Manage!

    Frequently Asked Questions

    1. How does CloudFuze Manage protect against Shadow IT?

    Our platform, CloudFuze Manage, protects you by automatically detecting unauthorized apps, monitoring user activity 24/7, issuing instant alerts, and enabling quick actions to eliminate risky Shadow IT.

    2. How to implement the CloudFuze Manage Chrome extension for Shadow IT monitoring?

    You can install our CloudFuze Manage Chrome extension from the Chrome Web Store to track user browser activity, detect unapproved app usage in real time, and resolve Shadow IT issues before they escalate into a major risk.

    3. Can I get a demo of popular Shadow IT security management products?

    Yes, you can request a free demo of CloudFuze Manage to see real-time Shadow IT discovery, risk app monitoring, and app governance features in action.