Role of DMARC in detecting and preventing shadow IT 

Have you wondered why some organizations have stringent policies that prevent them from using certain apps and devices to get work done while others are pretty open with no such restrictions? In the latter situation, the employees certainly have more flexibility and convenience, but this openness can introduce significant security risks. 

This phenomenon, known as shadow IT, refers to the use of unauthorized technology within an organization. Without due vigilance, these tools are sure to open doors to security breaches, data leaks, or compliance issues. So, does this mean that organizations that offer flexibility are doomed to face these risks? Not really. 

As far as finding this balance between security and operational freedom goes, DMARC (Domain-based Message Authentication, Reporting & Conformance) is an important step.

In this article, we will dig deeper into what shadow IT is and how DMARC detects and prevents security risks associated with it.

Understanding shadow IT

Shadow IT refers to the use of unauthorized hardware, software, or cloud services for official purposes without the due approval/knowledge of the IT team of your organization. There are a number of factors that motivate employees to rely on shadow IT to get work done. This includes remote working, which, in many cases, involves using personal devices and apps that have not been approved by the department. Apart from this, if the IT team is slow to respond to trouble reports or refuses to update outdated systems, employees may seek faster, alternative solutions.

Considering these situations, no doubt, shadow IT enhances productivity and innovation but also introduces significant security and compliance risks. This is because such unauthorized tools do not guarantee security like an approved system within the organization, exposing the organization to data breaches and many other cyber issues.

The risks of shadow IT 

With the rise of remote working, the ease of convenience that cloud services offer, and the proliferation of email communication, shadow IT has become a thing of concern for many organizations, particularly their IT and security teams. 

Looking beyond the immediate benefits, there are several serious risks of shadow IT that you should know about. Let us take a look at some of them:

Risk of security breaches 

Most unsanctioned tools and applications lack strong security features, making them a haven for cyberattacks. In most cases, these tools bypass certain protocols set forth by the organization, leaving them vulnerable to exploitation. What’s worse, hackers identify these loopholes and strategically target them to get through the network, steal sensitive data, and cause significant disruptions. 

That is to say, if you do not keep an eye on your shadow IT landscape, you are letting the organization’s attack surface expand and increase the risk of malware infections, data breaches, and other cyber threats. 

Inefficient data governance

With shadow IT, comes the possibility of storing and processing data in unauthorized applications, which inevitably leads to inefficient data governance. This lack of centralization in control and oversight further makes it challenging to enforce data management policies while ensuring data integrity. Such a scattered approach may further result in inconsistencies, data loss, or problems with retrieving the same.

Not to mention, if your data is all over the place across different unauthorized platforms, it becomes quite complex and difficult to ensure compliance with data protection regulations, perform audits, or effectively monitor the use of data. 

Increased email security risks 

It is no doubt that email is one of the most critical aspects of business communication, but it is as vulnerable as it is vital. So, introducing email services and tools used in shadow IT only increases its susceptibility to cyber threats, especially because they lack essential security features such as encryption, spam filtering, and phishing detection.  

Attackers try to make the most of this opportunity to distribute malware, launch phishing attacks, and impersonate company personnel.

Inability to properly patch

Here’s something you should know: no system or network is immune to malicious attacks.  Patching is considered to be an integral aspect of any reliable security strategy. However, when it comes to patching (updating systems and devices with the latest security fixes), the unsanctioned systems and tools often miss out on important updates. This makes them vulnerable to attacks, causing potential crashes and performance issues. If patches are misapplied or done at the wrong time, it can lead to even more problems.

Enhancing security with DMARC 

DMARC is an often-talked-about protocol in the cybersecurity landscape, and for good reason. It helps reduce the volume of spam and other malicious emails by protecting against unauthorized use of your email domain through the enforcement of rigid policies and ensuring that only authorized servers deliver emails from that domain.

Let us take a look at how DMARC detects and prevents risks that come with shadow IT.

Preventing shadow IT with DMARC

• Authentication enforcement: DMARC verifies that emails are sent from authorized servers, preventing unauthorized use of your domain.
• Policy specification: DMARC allows you to keep a tab on the emails that fail SPF and DKIM checks by specifying DMARC policies to none, reject, or quarantine, thereby managing unauthorized email use that happens through shadow IT infrastructure. 

Detecting Shadow IT with DMARC

• Aggregate reports: DMARC generates reports that provide insights into all email traffic using your domain. These reports help identify unauthorized or suspicious email activity, indicating potential shadow IT use.
• Forensic reports: Forensic reports offer detailed information on emails that fail DMARC checks, highlighting attempts to use unauthorized technology for malicious purposes.

DMARCReport is here to help you bolster your defenses

If your organization offers the flexibility to use third-party resources, managing and preventing shadow IT shouldn’t be an issue anymore. Thanks to DMARC, you can now secure your email communications and maintain control over your domain’s email usage. With DMARC by your side, you gain visibility into your email traffic, identify unauthorized platforms, and enforce security policies effectively. Struggling to find the right balance between flexibility and security? Request a demo today to learn how your organization can stay protected from email-based threats.