When employees find workarounds to get their jobs done faster, it's often a sign of inefficiencies in the approved tech stack. However, in government contracting environments, these workarounds—known as shadow IT—can open serious security and compliance gaps.
Why Shadow IT Happens
In high-pressure defense projects, users may:
Share files via personal email when SharePoint isn’t optimized
Use unsanctioned collaboration tools when Teams isn’t configured
Store data locally due to limited access controls or VPN delays
These seemingly harmless actions can expose Controlled Unclassified Information (CUI), violate DFARS or ITAR regulations, and create audit blind spots.
The Invisible Threat
Unlike external breaches, shadow IT isn’t always immediately visible. You won’t see alerts or access logs if an employee uses Dropbox to send a file to a contractor. These hidden activities increase the risk of:
Data loss or leakage
Compliance violations
Failed CMMC assessments
Contract penalties or disqualification
Addressing the Root Cause
The best way to combat shadow IT is to understand why users feel the need to go around your systems in the first place. Typically, it's a sign that the current tools are either too slow, too confusing, or too restricted.
Rather than clamp down with more restrictions, consider optimizing the tools you provide—particularly those designed for secure collaboration in regulated environments.
Building a Trusted Workspace
Implementing Microsoft 365 in GCC High provides a controlled, compliant alternative that aligns with government data handling requirements. With proper configuration and user training, it reduces the friction that causes shadow IT in the first place.
If shadow IT is showing up in your audits or user behavior, it may be time to explore GCC High migration services as part of a broader strategy for CUI protection.