8 Steps Along the Path

How to Bring Shadow IT to the Light

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A dynamic in which end users obtain IT solutions from cloud

service providers without informing Corporate IT.

What is Shadow IT?

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Why Does Shadow IT Exist?

• Flexible solutions• Faster delivery• Greater freedom

End Users Want...IT Leaders Want...

• Control of all computing assets and information to

- Protect data- Reduce business risk

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Both want what is best for the business

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Yet...

2014 State of the CIO Survey

(722 IT leaders surveyed)

IT leaders said they feel IT projects done without

IT involvement are creating problems.

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8 Steps to Bringing Shadow IT into the Light

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According to Gartner, 80-85% of most enterprise IT budgets are consumed just by “keeping the lights on.”

Because cloud delivers time and cost benefits, IT leaders must take a balanced view so as not to be seen as a barrier to innovation

Step 1. Take a Balanced View of Shadow IT

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Consider the ideal outcome

•Users= Cloud services with IT support, should issues arise

• IT = Minimal security risk; IT as a service broker

Business gets flexible, on-demand cloud services that adhere to IT’s high standards of security and data governance

Step 2. Define What It Means to Bring Shadow IT into the Light

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50%+

PWC Survey, 2011

Shadow IT is prevalent in most organizations

Step 3. Quantify the Shadow IT in Your Enterprise

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20%

CIO Estimates2013

35%

Gartner Predictsby 2015

40%

CEB Survey, 2013

Sources: ComputerWorld UK, Gartner, Forbes.com, ComputerWorld

The Size of Shadow IT – Four Estimates

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Step 3. Quantify the Shadow IT in Your Enterprise

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Easy tactics to evaluate your Shadow IT problem:

1. Review bills with the cooperation of your accounting department – Accounts Payable and expense reports will typically reveal ongoing cloud services charged to the company.

2. Use a network scanning and detection tool – Apps have been written expressly to help IT teams uncover shadow IT

3. Examine your actual outbound traffic reports – Look for large, frequent or unexplained interactions with off-premises services

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Step 4. Educate Teams About the Business Risks

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• Average cost of a data breach to a U.S. company was $188 per compromised database record

• Average cost of lost business to U.S. companies was over $3m per incident

2013 Cost of Data Breach Study

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Step 4. Educate Teams About the Business Risks

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Sample internal education efforts• Write and publish IT security warnings to company intranets• Compile threat statistics into charts and disseminate them at management meetings

• Most effective – An informal 1:1 IT?LOB meeting to explain the risks

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Step 5. Meet Individually With Each LOB Manager

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Meeting goal – Understand how IT can enable a group of business users to use the cloud safely

Sample 1:1 IT/LOB Meeting Agenda• We know some of your people are using cloud services without IT’s approval• Here is the risk to the company:

–A big part of IT’s job is to safeguard the data with which we’re entrusted

–We’d like to find a way to give your people what they need, while we do our job of protecting our data

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Step 6. Consider Data Security Options

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Establish a cloud governance framework to evaluate all prospective cloud providers

Only vendors that meet these published security standards can earn a spot on the list of company-approved cloud service providers (CSPs)

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Step 6. Consider Data Security Options

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Six common architectural elements proven effective in safeguarding sensitive data in the cloud:• Dedicated Firewall – First line of defense against external attack

• Intrusion Detection System – Real-time IT visibility into potential threats

• Vulnerability Assessment – Identifies exploitable weaknesses in the system

• Web Application Firewall – Blocks non-essential traffic from reaching application layer; protects apps from malicious code

• Load Balancers – By normalizing TCP traffic, lessens the vulnerability of any individual server; easier to detect evasion network attacks

• Log Management – Beyond audit and accountability, logs help IT respond to attacks and shorten recovery times

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Step 6. Consider Data Security Options

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More details available in white paper:

“Reference Architecture:

Enterprise Security in the Cloud.”

http://www.rackspace.com/blog/reference-architecture-enterprise-security-for-the-cloud/

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Step 7. Publish an Official Catalog of Supported Apps

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• Categorize catalog by department and cloud functions

• Provide clear, step-by-step instructions on how to provision a new instance

• Include list of managers with authority to purchase cloud services and assign permissions to users

• Make popular apps available through your enterprise portal or set up an enterprise/company app store

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Step 8. Keep Up the Momentum

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•Continue to meet with LOB managers to assess satisfaction with the selection of cloud services available in your catalog or portal

•Anticipate and pre-offer cloud services, based on the most-requested features

•Repeat steps 3, 4 and 5 quarterly

When You Bring Shadow IT into the Light

Greater agility and the confidence that acceptable standards of security and compliance are

maintained

IT Leaders Gain… End Users Gain...

Greater agility and the confidence that they can access the apps they

want and need on demand

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Need help bringing Shadow IT into the light?

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Next Steps...

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Rackspace consultants have years of experience helping CIOs get control of Shadow IT, while giving managers and end users the services they want.

Contact Rackspace or read more at:

How to Bring Shadow IT into the Light - White Paper

Call Rackspace at 800-961-2888 to get started today.

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