Rather, the question is how many ghost SaaS applications are in use in your organisation?
This may seem like a simple question. Few companies really know.
One of the big problems in IT is what is known as Shadow IT. Shadow IT refers to applications that are not authorised by the company. These are also sometimes referred to as “ghost applications”. Although they are not authorised by the company, they are used by its employees. The problem has existed for over 30 years. Especially since in the early days of corporate computerisation, there was little governance, and it was easy for employees to install software without a license.
Today, and it’s no secret, a lot of software is available in SaaS mode. So, the ease of installing pirated software is replaced by a subscription to an SaaS application available with no installation required on the computer.
Why is this a problem?
What is not known cannot be controlled.
Ghost SaaS applications, or unauthorised SaaS applications, can lead to uncontrolled data dispersal or even a personal data confidentiality breach. This observation is even more pertinent given that some software uses artificial intelligence with machine learning techniques whose relevance is enhanced by … content.
Increased risk of security incidents or breaches of confidentiality
When users transfer or store data on applications, even well-known applications, or when employees use free translation or free PDF management applications, this also falls under the heading of ghost applications if they are not officially approved.
Loss of cost control
Uncontrolled use of SaaS applications can lead to increased costs for the company due to redundant subscriptions with hidden costs often hidden in expense reports.
Fortunately, there are solutions to manage this
– Establishing clear data governance policies specifying which SaaS applications are approved for use and how sensitive data should be handled.
– Raising employee awareness of the importance of using approved applications and the potential security risks associated with Shadow IT.
– Centralise purchasing processes to obtain better visibility and control over SaaS spending.
– Carry out regular audits to identify and consolidate redundant SaaS subscriptions, optimising costs without sacrificing functionality.
– And fortunately, there are affordable security technologies to detect and prevent unauthorised SaaS use.