Sofia Spatola
Posted by Computer Solutions on May 26, 2025
Your team might be one of your greatest strengths — but when it comes to cybersecurity, they could also be your biggest vulnerability. It’s not just because they might click a phishing email or reuse a weak password, It’s because they may be using apps your IT team doesn’t even know exist.
This is known as Shadow IT, and it’s becoming a major security risk for veterinary practices across the country.
What Is Shadow IT?
Shadow IT refers to any app, service, or software used in your clinic without approval or oversight from your IT provider. It usually starts with good intentions — but it creates big problems.
Some common examples include:
- A team member using their personal Google Drive or Dropbox to store patient records or vendor documents
- A manager signing up for a project management tool like Trello or Asana without IT input
- Staff installing messaging apps like WhatsApp or Telegram to communicate about appointments or cases
- Marketing teams using AI content generators or automation tools without verifying their security
Why Is Shadow IT Dangerous?
When apps fly under the radar, they aren’t monitored, updated, or secured — which leaves your clinic open to real risks:
Unsecured File Sharing
Using personal cloud accounts or messaging apps can unintentionally expose sensitive data, such as client information or internal documents.
Missing Security Updates
Authorized software gets patched regularly. Shadow IT tools? Not so much. Outdated apps can become an open door for hackers.
Compliance Violations
If your practice handles regulated data (HIPAA, PCI), unauthorized tools can put you out of compliance — leading to fines or legal action.
Phishing and Malware Threats
Employees may unknowingly download apps that appear legitimate but contain malicious code.
Account Hijacking
Apps without multi-factor authentication (MFA) can lead to stolen credentials and unauthorized access to company systems.
Why Do Veterinary Teams Use Shadow IT?
Usually, it’s not malicious. People often just want to work faster or use tools they’re familiar with. They may:
- Feel company tools are outdated or clunky
- Want to boost productivity or collaboration
- Not understand the security risks
- Believe getting IT approval takes too long
The problem? These quick fixes can lead to major headaches when data breaches, malware, or compliance issues follow.
How to Prevent Shadow IT in Your Practice
You can’t fix what you don’t know about — so staying ahead of Shadow IT takes a proactive approach:
1. Maintain an Approved Software List
Work with your IT provider to create a list of secure, trusted applications your team is allowed to use — and update it regularly.
2. Restrict Unauthorized Downloads
Set device policies that prevent staff from installing unapproved tools on clinic computers or mobile devices.
3. Educate Your Team
Explain why Shadow IT is risky. Make sure everyone understands that convenience isn’t worth compromising client trust or security.
4. Monitor Network Traffic
Your IT team should use monitoring tools to spot unfamiliar apps on your network — and act quickly to investigate.
5. Strengthen Endpoint Security
Use endpoint detection and response (EDR) tools to track device activity, block threats, and catch unusual behavior before it escalates.
Stop Shadow IT Before It Becomes a Real Problem
Shadow IT is easy to overlook — and that’s exactly why it’s so dangerous.
Want to know what tools your team may be using without your knowledge?
Start with a FREE Network Security Assessment from Computer Solutions. We’ll scan for hidden risks, flag unauthorized apps, and help your clinic stay safe, secure, and compliant.
Visit welinku.com to schedule your FREE assessment today.
Want to read more about veterinary IT and cybersecurity? Read last week’s blog here!
