Artificial intelligence tools are becoming increasingly common in the workplace. Employees may use AI applications to summarize documents, generate content, analyze data, write code, or automate repetitive tasks. While these tools can improve productivity, they can also create security concerns when they are adopted without approval from IT or cybersecurity teams.
This unauthorized use, often called shadow AI, can make it difficult for businesses to understand where sensitive information is being processed and stored. For organizations in Chapel Hill and throughout North Carolina, an IT security audit, ongoing cybersecurity services, and a comprehensive cybersecurity risk assessment can help identify unauthorized AI activity and establish stronger controls around emerging technology.
Identify AI Activity Across Your Technology Environment
The first challenge with unauthorized AI is visibility. Employees may access public AI platforms through web browsers, install AI-powered applications, add browser extensions, or connect third-party tools to company cloud accounts without realizing they are creating additional security risks.
Businesses can improve visibility by reviewing activity across company-managed networks, endpoints, cloud platforms, and user accounts. Depending on the organization's technology environment, IT teams may evaluate:
- Network and web traffic
- Installed software and browser extensions
- Cloud application usage
- User authentication activity
- Third-party application permissions
- Endpoint and security logs
- Software-as-a-service integrations
An IT security audit can help establish a clearer inventory of the applications operating within the business environment. This process may uncover tools that were never formally reviewed or approved.
However, detection should not focus only on applications labeled as AI products. Many existing business platforms are adding AI capabilities, meaning previously approved software may introduce new features that change how company information is processed. Regular technology reviews are necessary to maintain visibility as these tools evolve.
Evaluate the Cybersecurity Risks Behind Unauthorized Tools
Discovering an unapproved AI application is only the beginning. Businesses also need to determine what risk the tool creates.
Employees may unintentionally enter customer records, financial information, intellectual property, internal communications, source code, or other confidential data into external AI systems. Depending on the provider and account configuration, the organization may have limited control over how that information is retained or processed.
A cybersecurity risk assessment can evaluate factors such as the type of information being shared, the AI provider's security practices, account permissions, available privacy controls, and integration with other business systems.
Organizations should also consider regulatory and contractual requirements. Businesses in healthcare, legal, financial, and other regulated industries may have specific obligations governing how sensitive information is handled.
Professional cybersecurity services can help organizations classify unauthorized tools based on their level of risk rather than treating every application the same way. A low-risk productivity tool may require different controls than an AI platform connected directly to sensitive company data.
This risk-based approach allows IT teams to prioritize the applications and behaviors that require the most immediate attention.
Prevent Shadow AI With Policies and Technical Controls
Detecting unauthorized AI should not be a one-time project. Businesses need ongoing controls that reduce the likelihood of new shadow AI applications appearing unnoticed.
Start by establishing an acceptable-use policy that clearly defines which AI platforms are approved, what information employees may enter, and how new tools should be requested. Employees should also understand why these requirements exist and receive training on the risks of sharing sensitive information with external AI systems.
Technical controls can reinforce those policies. Depending on the organization, this might include application allowlists, web filtering, endpoint management, identity controls, cloud access policies, and restrictions on unauthorized integrations.
Periodic IT security audit activities can then verify whether those controls are working as intended. An updated cybersecurity risk assessment can also help organizations respond as AI technology, business operations, and regulatory requirements change.
The objective is not necessarily to prevent employees from using AI. Instead, businesses should create an environment where useful AI tools can be evaluated, approved, and managed appropriately.
Unauthorized AI tools can create security gaps that are difficult to manage when IT teams lack visibility into how employees are using emerging technology. Proactive monitoring, clear policies, employee education, and technical safeguards can help organizations reduce those risks without unnecessarily limiting productivity. Progressive Computer Systems helps businesses in Chapel Hill and throughout North Carolina strengthen their technology environments through professional cybersecurity services. From conducting an IT security audit to completing a comprehensive cybersecurity risk assessment, our team can help identify technology risks and develop practical controls for AI and other evolving workplace tools. Contact us today to discuss your cybersecurity needs and build a safer approach to workplace AI.
