Not every security risk starts with a hacker.
Sometimes, it starts with a well-meaning employee just trying to get their work done — sending a file through a personal Dropbox account, spinning up a free online app they used at a previous job, or downloading something that “just makes things easier.”
That’s what we call Shadow IT: any tool, app, or device your team uses without approval or oversight. And while it’s usually done with good intentions, it can quietly open your business up to big risks — the kind that aren’t obvious until something goes wrong.
Why Shadow IT Is a Problem
Let’s say an employee uses their personal Google Drive to store customer documents. They’re doing it to be helpful — to stay organized or collaborate more easily. But now those files are living somewhere outside your backups, outside your security controls, and outside of your visibility.
If that employee leaves the company, or worse, gets let go on bad terms? They could take that data with them, lock you out of it, or delete it entirely. And you may have no way to get it back.
Even when it’s not malicious, there are still real risks. We once worked with a client who was using a free Gmail account to run her business. One day she got locked out of her account. Even with her recovery information, she couldn’t get back in. Google Support couldn’t help. Not because they didn’t want to — they literally couldn’t. With free accounts, there’s no customer service. No escalation path. No human support. That Gmail account, and all the documents stored in the connected Google Drive, were just... gone.
You get the support you pay for. And when your business depends on a free tool someone set up on a whim, there’s no safety net.
What’s Really at Stake
Shadow IT isn’t just a file here or a side app there. It can also include hardware and devices that completely bypass your company’s protections, like rogue wireless access points or personal phones and laptops connecting to the business network.
We’ve seen employees plug in their own Wi-Fi routers to get better signal at their desks, not realizing they’ve just opened an unsecured doorway into the network. These rogue access points often have weak or no passwords, no firewall, and no monitoring.
Or someone connects their personal phone to Wi-Fi to send a document, but that phone is running outdated software, has no screen lock, or is already infected with something nasty. Suddenly, your business devices are exposed, just because someone tried to make life easier.
The bottom line: If it’s unmanaged, it’s a risk.
So What Can You Do About It?
This isn’t something you fix with a memo or a stern email. And you don’t want to chase people down every time they use a new app or plug in a device.
What you do need is structure — a way to support productivity while making sure your data stays protected.
That’s where we come in.
At B’more Secure IT, we help small businesses spot where Shadow IT is creeping in and put real solutions in place to handle it. That includes:
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Identifying tools and devices being used without approval
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Helping you secure your network against rogue Wi-Fi and unauthorized devices
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Offering safe, supported alternatives so employees don’t need to go rogue
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Ensuring that mobile access (when appropriate) is protected with things like encryption, remote wipe, and access control
We’re not here to slow your team down. We’re here to make sure you’re not one unexpected logout, one employee departure, or one rogue device away from a serious problem.
You Don’t Need to Lock Things Down — Just Lock Them Right
Shadow IT doesn’t always look like a security threat. But whether it’s a free app, a personal email account, or a wireless device plugged in under someone’s desk, the risks are real — and they’re growing.
If you’re not sure what’s running on your network or where your data is actually being stored, let’s talk.
At B’more Secure IT, we’ll help you bring things back under control — without sacrificing the flexibility your team needs to work.