Shadow IT—unsanctioned technology usage by employees—has long been a thorn in the side of IT departments. Now, there’s a new player in town that’s set to complicate things further—Shadow AI (Artificial Intelligence). In an age where AI is recognized for its potential to enhance productivity and reduce workloads, employees are increasingly turning to AI tools that their companies haven’t officially approved. This phenomenon is growing rapidly, and it’s time for IT professionals to understand its implications.
What Is Shadow AI?
Shadow AI, or BYOAI (Bring Your Own AI), refers to the use of artificial intelligence tools and solutions by employees without the knowledge or approval of the IT department. Similar to Shadow IT, these AI tools are often adopted to fill gaps in productivity, streamline tasks, and enhance overall efficiency. However, the unsanctioned use of these tools can lead to significant security risks and operational inefficiencies.
Employees Are Turning To Shadow AI
Without viable options from their companies, employees often turn to unapproved AI tools out of a desire to enhance their productivity and efficiency. They are usually seeking quick solutions to pressing problems and may not be fully aware of the company’s approval processes or the associated risks. Many employees believe that downloading a free version of an AI tool is harmless and don’t realize the potential consequences. They assume that since the tool is free and not adding a direct financial burden to the company, it is acceptable to use.
However, this lack of awareness can lead to significant security and compliance issues. Unapproved AI tools can pose risks such as data breaches, malware infections, and non-compliance with regulatory standards. Many employees might not have the necessary knowledge to recognize these dangers, leading them to inadvertently expose the organization to threats. To address this, IT leaders must manage shadow AI using a multifaceted approach to prevent incidents from occurring in the first place.
3 Steps To Combat Shadow AI In Your Organization
1. Establish Clear Policies and Guidelines
Creating clear, comprehensive policies and guidelines around AI usage is crucial. These policies should outline the approved AI tools and platforms, data security requirements, and compliance standards. Communicating these guidelines effectively ensures that all employees are aware of the expectations and the potential consequences of using unapproved AI solutions.
2. Invest in Advanced Web Filtering
IT leaders can effectively address Shadow AI by investing in robust web filtering solutions. Implementing web filtering helps prevent the download or use of unauthorized AI tools, thereby enhancing security and compliance. It also reduces the risk of malware and data breaches associated with accessing unreliable online resources. Regularly updating the filtering rules and categories ensures that the system remains effective against emerging threats and newly categorized sites.
3. Implement Managed Application Controls
A proactive way to control shadow AI is to implement managed application controls. This system uses multiple layers of controls: application whitelisting, blacklisting, and monitoring. It can detect and block any unauthorized software installation or execution in real-time. This reduces the chances of data breaches, compliance issues, and operational problems caused by unapproved AI tools. It also ensures that only safe and aligned AI tools are used within the organization. Periodic audits and updates to the approved application list are necessary to keep up with changing technology and business needs.
The rise of Shadow AI underscores the urgent need for organizations to adapt to the rapid advancements in technology. Employees are eager to leverage AI to reduce workloads and increase productivity, and they won’t wait for companies to catch up. By understanding the drivers behind Shadow AI and proactively addressing the challenges it presents, IT professionals can turn potential risks into opportunities for innovation and growth.
