Shadow IT In Remote Work

Uploaded on 2025-03-14 in TECHNOLOGY--Resilience, FREE TO VIEW, BUSINESS-Services-IT & Telecoms

Remote and hybrid working have brought major benefits to businesses, but they have also opened the door to one of the most persistent security challenges - shadow IT. Employees regularly use unauthorised devices and applications to access, store, and transfer corporate data, often bypassing security policies in the process.

This introduces risks that IT teams struggle to control, particularly when it comes to removable storage devices such as USB sticks.

Securing portable storage and enforcing stricter device controls must be a priority. Without clear policies and robust security measures, businesses risk data breaches, regulatory non-compliance, and reputational damage.

The Hidden Risks Of Shadow IT

Shadow IT occurs when employees use personal devices or unapproved software to carry out work-related tasks. Often, this isn’t malicious, staff may turn to familiar tools for convenience or efficiency. However, these unauthorised actions create security gaps that traditional IT frameworks may fail to detect.

A major issue is the use of personal USB sticks, external hard drives, and other portable storage devices. These devices can easily be lost or stolen, putting sensitive corporate data at risk. Worse still, they can introduce malware into an organisation’s network, bypassing existing security defences.

Apricorn’s latest research highlights that 74% of surveyed IT decision makers said that their organisation’s mobile/remote workers are willing to comply with security measures, but they don’t have the necessary skills or technology to keep data safe and 60% expect their mobile/remote workers to expose them to the risk of a data breach. Securing corporate data is an ongoing challenge, and with remote work now standard practice, it is becoming harder for IT teams to monitor how and where data is being stored and transferred.

Why Securing Portable Storage Is Critical

Organisations cannot afford to ignore the risks posed by unmanaged storage devices. Recent high-profile data breaches have demonstrated just how damaging the loss of sensitive information can be. Financial penalties for non-compliance with data protection regulations such as GDPR can be severe, and the reputational fallout can be even more costly.

Blocking the use of all portable storage devices isn’t a practical solution. Employees need secure ways to move and store data, particularly when working remotely or travelling.

Companies must implement strict policies that allow only corporately issued, hardware-encrypted USB devices to connect to company systems. These devices provide a controlled environment, preventing unauthorised access and ensuring that all stored data remains protected. Positively, a staggering 96% of organisations now enforce a policy that mandates encryption for all data held on removable media, according to Apricorn’s latest research.

Locking down USB ports to accept only approved devices is another crucial step and a good addition to eliminate the risks associated with personal storage use.

Enforcing Security Policies In Remote Environments

Even with secure storage in place, policies must be actively enforced. Businesses need to establish clear guidelines on device usage, making it explicit that personal USB sticks and external drives are not permitted. These policies should be supported by technical controls that prevent unauthorised devices from connecting to corporate networks.

Endpoint Detection and Response (EDR) solutions can play a key role here, helping IT teams monitor which devices are being used and flagging any unauthorised access attempts. Real-time tracking and automated alerts ensure that any suspicious activity is quickly identified and dealt with before it can escalate into a security incident.

Education is equally important. Employees must understand the risks of shadow IT and the role they play in protecting company data. Regular security training should include best practices for handling sensitive information, recognising potential threats, and securely using authorised storage devices.

Balancing Security With Usability

Businesses need to strike a balance between security and usability. If security measures are too restrictive, employees may try to bypass them. The key is to provide approved alternatives that are both secure and convenient.

Mandating the use of encrypted USB devices and locking down ports is not about limiting productivity, it’s about ensuring that sensitive data stays within a controlled environment. By giving employees the right tools, businesses can reduce reliance on shadow IT without disrupting workflow and productivity.

Businesses that fail to address shadow IT risk losing control of their sensitive data, putting themselves at greater risk of breaches and compliance failures.

By securing portable storage, enforcing strict device policies, and educating employees on best practices, organisations can significantly reduce their exposure to security threats.

Jon Fielding is Managing Director, EMEA at Apricorn

Image: Pixabay

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