"Shadow IT" Risks: Identifying the Hidden Danger in Your Team’s Favorite Apps

Shadow IT usually starts with good intentions. A team adopts a tool that’s faster, easier, or better suited to the job, like file sharing, project tracking, browser extensions or even AI assistants.

The issue isn’t the tool. It’s the visibility.

That’s where shadow IT becomes a real risk. Suddenly, it’s hard to answer basic questions like who has access, where data lives, and what happens when someone leaves.

Shadow IT isn’t just “extra apps.” It’s unmanaged access to business data and that’s a risk worth uncovering early.

What is Shadow IT?

Shadow IT is any technology people use for work that sits beyond normal IT oversight. That can mean a brand-new app no one approved, or a “small” tool someone installed to solve a problem quickly.

As Cloudflare puts it: “Shadow IT occurs when employees access and share data across unsanctioned hardware or software without the IT department’s knowledge.”

It also includes situations where a tool might be common in the business, but it’s being used in an unofficial way. Cloudflare notes this can be either using an unapproved tool or accessing an approved tool in an unauthorized manner. 

In plain terms, shadow IT is less about “random apps” and more about unmanaged access. If IT can’t see it, secure it, or support it, that’s where shadow IT risk starts to grow.

Why Shadow IT Happens

Most teams adopt “extra” apps because the work still has to get done, even when the approved tools or processes don’t fit the moment. IBM notes that shadow IT often appears when employees adopt technology without IT’s knowledge or oversight in order to solve problems quickly. 

• People choose speed over process when approvals take too long. If a project is due tomorrow, waiting days or weeks for a new tool often feels unrealistic.

• Teams adopt tools that match how they actually work when the official options feel limiting. Collaboration and file-sharing tools are common examples, especially when teams need something that fits their workflow.

• Small tools feel harmless, so they get adopted casually. Browser extensions, free accounts, and “one-time” apps don’t always feel like IT decisions until they touch real business data.

• Remote work and client collaboration increase the temptation to use whatever works. When people need to share files, coordinate tasks, or communicate across organizations, they tend to gravitate to the fastest option available.

Mimecast also highlights a useful mindset for leaders: most employees aren’t trying to break rules, and many don’t realize what counts as shadow IT in the first place.

The Real Shadow IT Risks 

Shadow IT isn’t automatically “dangerous.” The risk comes from the gap between what’s being used and what’s being managed. When IT doesn’t know a tool exists, it can’t set standards, monitor usage, or respond quickly when something goes wrong. 

Data leakage and Shadow Storage

Work files often end up in personal drives, free sharing tools, or unmanaged workspaces. That makes it easy for sensitive data to be accessed, especially when employees use personal accounts inside tools that look “approved.” 

Mimecast describes how “mirror IT” can move data outside the organization’s monitored environment when staff use personal accounts or unofficial workspaces.

Account and Access Sprawl

Unapproved apps frequently lack consistent security settings. Some users may enable MFA, others won’t. Some teams may share links publicly, while others lock things down. 

Compliance and Audit Gaps

If you can’t reliably answer who accessed a file, when it was shared, or where it was stored, you’re exposed during audits, disputes, or incident response. 

Reduce Shadow IT Risks Without Slowing Anyone Down

Shadow IT is a sign that your team is trying to work efficiently. The risk appears when those tools operate outside visibility and consistent standards.

The goal isn’t to block everything your team likes. It’s to make smart, practical decisions: bring the right tools into the open, secure them properly, and replace the risky ones with alternatives that still let people move fast. That’s how you reduce shadow IT risk without turning work into red tape. 

Ready to find out what’s really in use and close the gaps? Reach out to BrainStomp. We’ll help you run a clear, non-blame shadow IT audit, prioritize the biggest risks first, and put guardrails in place so your team can keep working smoothly.

Article FAQ

What are the most common examples of shadow IT in small businesses?

Common examples include personal file-sharing accounts used for work, unapproved project management or chat apps, browser extensions that touch business data, and “quick” sign-ups for tools to send large files or collect forms. It can also show up inside approved platforms when employees use personal accounts or unofficial workspaces.

How do I run a shadow IT audit without upsetting my team?

Start with a non-blame approach and focus on workflow: “What tools help you get work done, and what problem are you solving?” Mimecast stresses that employees often aren’t trying to break rules and may not realize what counts as shadow IT, so an audit works best as discovery and improvement, not policing.

What should we do if we find high-risk apps already in use?

First, identify what data the app touches and who has access. Then decide whether to sanction it (bring it under IT control), secure it (tighten sharing, require MFA/SSO, limit integrations), replace it with a safer option that meets the same need, or block it if the risk is high and alternatives exist. 

How often should we review shadow IT?

A lightweight review every quarter is a practical baseline for most small businesses, especially for new apps, browser extensions, and integrations. Pair that with an easy request path so teams can get tools approved quickly, which reduces the incentive to “just sign up” on their own.

The Cost of "Good Enough": Is Your Technology Quietly Killing Your Productivity?

Most businesses don’t wake up one day and decide to run on outdated technology. It happens slowly: one postponed upgrade here, one “temporary” workaround there, and a handful of minor glitches everyone learns to live with.

That’s when the trouble starts. Because “good enough” doesn’t usually crash, it drags.

It turns simple tasks into slow tasks, adds extra steps to routine work, and chips away at focus with constant little interruptions. Before long, those everyday annoyances become IT productivity problems: work takes longer, mistakes creep in, and your team spends more time dealing with tools than using them.

If your office technology is quietly teaching your staff to expect friction, you’re not just losing time. You’re losing momentum.

Why “Good Enough” Creates IT Productivity Problems

“Good enough” tech is sneaky because it doesn’t break in a dramatic way. It degrades. It’s a little slower this month than last. A few more glitches after the latest update. Another “quick fix” layered on top of an old workaround.

The productivity hit comes from what those small issues force people to do. Every slowdown creates a decision point: Do I wait? Refresh? Reboot? Call someone? Try a workaround? 

That tiny moment of friction pulls someone out of focus, breaks their flow, and turns one task into three. Even when the system comes back, the person still has to reopen tabs, find their place, re-check what they saved, and remember what they were doing in the first place.

And because most people don’t stop working when tech lags, they switch tasks “temporarily.” They jump into email, start another job, or message a coworker. Then they lose time trying to pick up the original work again. 

That constant context switching is where minutes disappear, meetings run long, and small mistakes creep in. Over days and weeks, the business ends up paying for the same hour twice: once in salary, and again in lost momentum.

What makes it worse is the ripple effect. One small IT issue rarely stays small.

What’s the Real Cost of Downtime?

Downtime isn’t just the dramatic “everything is down” moment. It’s also the messy, everyday stuff. TeamViewer highlights that downtime isn’t always a total shutdown. Partial disruption can still create real productivity loss. 

The costs add up quickly. You are not only losing sales, you are also paying staff to wait, restart, rework, and recover.

Here’s how big the numbers can get:

• ITIC reports the average cost of a single hour of downtime now exceeds $300,000 for over 90% of mid-size and large enterprises.

• New Relic found high-impact outages carry a median cost of $2 million USD per hour (about $33,333 per minute systems stay down) and the annual median cost of high-impact IT outages for businesses surveyed is $76 million.

• Siemens’ downtime research estimates that the world’s 500 biggest companies lose $1.4 trillion annually to unplanned downtime, equivalent to 11% of revenues. And even after improvements, an average large plant still loses 27 hours a month to unplanned downtime.

Even when the outage is short, the knock-on costs can linger:

• Lost productive time 

• Recovery time (getting back to “normal” can take longer than expected, Siemens notes recovery time rising from 49 minutes to 81 minutes in its dataset)

• Rework and errors 

• Customer impact 

• Emergency fixes

Where IT Productivity Problems Hide Day-to-Day

Have you caught yourself or anyone in your team saying any of the following? 

“Everything Takes Longer Than it Should”

This is the most common kind of “quiet” productivity loss: nothing is fully broken, but everything has drag. A few extra seconds here and there doesn’t feel like much… until you multiply it across your whole team, every day. 

“Work Stops When One Thing Breaks”

Many environments have hidden choke points: one server, one ISP line, one aging firewall, one “mystery” desktop that runs the legacy app. When that single point falters, the whole workflow stalls. 

“We Spend More Time Reacting than Improving”

This is where the calendar quietly fills up with firefighting: chasing intermittent issues, reboots, patch fallout, emergency fixes, and “can you just take a quick look?” tickets. 

“Tech Debt Makes Every Change Feel Risky"

Tech debt isn’t just “old equipment.” It’s the pile-up of shortcuts, outdated systems, and workarounds that make simple changes feel dangerous. Updates get delayed because “last time it broke something.” New tools don’t integrate cleanly. Security improvements become harder to roll out.

Start Making Forward Progress

“Good enough” technology has a way of keeping you busy without letting you move forward. When your team is constantly waiting, restarting, troubleshooting, or working around the same recurring issues, you’re not just dealing with minor annoyances. 

You’re living with IT productivity problems that quietly tax every hour of the week.

Ready to stop the daily friction and start making real progress? Reach out to BrainStomp. We’ll help you pinpoint where productivity is leaking, prioritize what to fix first, and put a practical plan in place to keep your technology running smoothly.

Article FAQ

What are the most common IT productivity problems in small businesses?

The biggest IT productivity problems usually come from slow or aging devices, unstable Wi-Fi, recurring cloud app glitches, email or file access delays, and constant “quick fix” support issues like password lockouts. They don’t always stop work completely, but they interrupt it often enough to slow everything down.

Isn’t downtime only a problem for big companies?

No. Smaller businesses often feel it more, because they have less redundancy, fewer specialist resources, and tighter margins for error. Even short outages (or repeated “near outages”) can disrupt customer service, billing, and operations, especially when the same issues keep recurring.

What’s the difference between downtime and tech debt?

Downtime is the time systems are unavailable or severely impaired. Tech debt is the build-up of deferred fixes, shortcuts, and outdated systems that make downtime and disruption more likely. And makes change harder when you do need to improve or secure your environment.

What’s the fastest way to reduce downtime without a full replacement project?

Focus on high-impact basics: prioritize the top repeat issues, improve monitoring and patching, strengthen backups and recovery testing, remove obvious single points of failure, and standardize the most critical devices and apps.

Understanding Who Is Responsible for Cloud Security (and Why It’s Not Always the Provider)

More businesses are turning to cloud platforms like DigitalOcean, AWS, Microsoft Azure, and Google Cloud to scale faster and work more efficiently. By moving key operations to the cloud, organizations can streamline day-to-day tasks and keep their systems running smoothly from the start.

However, even with these benefits, security in the cloud is a shared responsibility. Providers handle the core infrastructure, but you’re still accountable for protecting your data and managing your configurations. Understanding where those boundaries lie is essential to avoiding security gaps and maximizing the value of your cloud investment.

Why Cloud Security Matters

Cloud environments play a crucial part in business operations. You can store large amounts of data or integrate tools like AI to improve productivity and decision-making. Unfortunately, hackers are well aware of this, which makes cloud environments a prime target for attacks. They may exploit misconfigured settings to steal credentials or take advantage of unpatched software. 

In fact, recent research highlights how common cloud security gaps still are. According to Wiz’s 2025 “Cloud Data Security Snapshot” more than half of cloud environments include unsecured servers or applications that store sensitive data. Many of these assets are internet-accessible, meaning even a minor misconfiguration can create an easy entry point for attackers.

The rapid shift to cloud services is also widening the attack surface faster than many teams can manage. A 2025 report by Palo Alto Networks notes that attackers actively search for cloud environments with misconfigurations or outdated software. In some cases, they can even leverage built-in cloud tools to move through systems and reach sensitive data.

Human error adds yet another layer of risk. According to the 2025 Cloud Security Alliance (CSA) most cloud breaches stem from identity and access issues, things like overly broad permissions, weak passwords, or missing multi-factor authentication. It’s a clear reminder that strong cloud security must remain a top priority.

Shared Cloud Security: What They Cover vs. What You Must Protect

Provider Responsibilities

Cloud providers ensure their platform is reliable and resistant to attacks. Their responsibilities include:

Securing Data Centers

Cloud providers protect their data centers by controlling digital access to systems and resources. They use measures such as multi-factor authentication, role-based access controls, strict login monitoring, and encryption for data in transit.

Network and Platform Security

Providers secure the cloud network against cyber threats by implementing multiple security measures, including:

• Firewalls

• Intrusion detection and prevention systems

• Network segmentation

• DDoS mitigation

• Traffic monitoring. 

These protections help prevent large-scale attacks and unauthorized access, ensuring that the cloud infrastructure remains secure.

Virtualization Security

Cloud providers secure the systems that run virtual machines and serverless applications. They check for vulnerabilities and keep workloads separate, so a problem in one cannot affect others.

Infrastructure Updates

Providers are responsible for keeping their hardware and software up to date. They handle updates, patches, and system maintenance to ensure the infrastructure remains secure and resilient. 

Redundancy and Disaster Recovery

Cloud providers maintain redundant systems to prevent disruptions and protect data. This includes replicating data across multiple servers and geographic regions, implementing failover systems, and having disaster recovery plans in place. These measures ensure that even if one component fails, operations continue smoothly and data remains protected.

Customer Responsibilities

Even on a secure cloud platform, your organization is responsible for actively managing its own security. Key responsibilities include:

Service Setup

Cloud users must configure applications and cloud services correctly. Misconfigurations such as weak password policies and overly permissive network rules can cause data breaches and lead to unauthorized access or service interruptions.

Data Protection

Encrypt your data both in transit and at rest, classify information by sensitivity, and maintain regular backups of critical files. These steps help ensure that even if a breach occurs, your data stays protected and can be quickly recovered.

Identity and Access Management (IAM)

Implement strong IAM practices by enforcing multi-factor authentication and limiting access to reduce the risk of insider threats.

System Monitoring

Set up activity logs and alerts to track unusual behavior or unauthorized access. Continuous monitoring allows your team to detect and respond to threats quickly, minimizing potential damage.

Patch Management and Updates

Regularly update applications and configurations. This will help close vulnerabilities before attackers can exploit them.

Staff Training

Security training helps prevent mistakes that can lead to misconfigurations or accidental exposure of sensitive data. The training should include:

• Identifying phishing or social engineering attacks

• Proper configuration of databases and applications

• Managing user accounts and permissions safely

• Responding to security alerts and incidents

Let Us Help You Build a Secure Cloud Environment 

Cloud security can feel overwhelming, especially as threats become more advanced and cloud environments grow more complex. And if not managed well, businesses face risks such as data breaches, downtime, and financial loss. 

At BrainStomp we make this process simpler. Our team supports you with ongoing security assessments, configuration reviews, identity and access management, and continuous monitoring to keep your cloud environment strong and secure. If you want a cloud environment that is safe and aligned with your business goals, contact us today.

Article FAQ

How often should we review our cloud security settings?

Cloud security settings should be reviewed on a regular basis, particularly after adding new users or updating workflows. For most organizations, quarterly reviews are recommended, while high-risk environments may require more frequent checks.

What happens if a cloud provider suffers an outage or attack?

Cloud providers have strong redundancy and disaster recovery measures to keep their services running even during outages or cyberattacks. They often distribute data across multiple regions and use automated failover systems to quickly restore operations.

Can cloud security tools detect insider threats?

Yes. Many cloud providers include monitoring tools that flag unusual or high-risk activity, like repeated failed logins or unexpected changes to security settings. These tools help spot both internal and external threats early, before they can cause significant damage.

Do I need separate security tools if I’m already using a cloud provider?

It depends on your organization’s needs. While cloud providers include built-in security tools, many businesses supplement them with additional solutions for enhanced monitoring, threat detection, compliance tracking, or data loss prevention. Using both can provide a stronger, more comprehensive defense.

A Guide to Secure Holiday Shopping and Gift Card Use

The holiday season is here. You are probably planning to hunt for deals and grab a few gift cards to make your gifts memorable. After all, who doesn’t want the freedom to choose what they want without worrying about cash? Unfortunately, this is also the time of year when it’s easy to get caught up in tempting promotions and the pressure to grab trendy items. Scammers are always watching for these moments, waiting for shoppers to lower their defenses. 

Scammers can launch fake shopping sites overnight, send convincing phishing emails, tamper with gift cards, run fraudulent social media ads, or trick buyers with fake customer service numbers. Falling for these tricks can mean sharing personal information or paying for items that never arrive. Knowing how to protect yourself can make a big difference. This guide walks you through the steps you need to take to shop safely and keep your business and personal information secure.

Why Online Shopping Security Matters During Holidays 

In the U.S., TransUnion reported that during the 2024 “Cyber Five” period, from Thanksgiving through Cyber Monday, around 4.2% of attempted online purchases were flagged as suspected digital fraud. In Canada, a similar analysis found 2.6% of attempted e-commerce transactions during the same period were suspected of being fraudulent, a jump from 1.7% the previous year. 

The most concerning part is that these scams are becoming increasingly sophisticated. According to McAfee’s 2024 report, one in three Americans said they fell victim to an online scam during the holiday season. Among those who lost money, nearly one in ten lost more than $1,000. Scammers are exploiting fake websites, phishing emails, deepfakes, impersonation ads, and social media to deceive shoppers. According to AARP, many buyers report receiving fake order-delay or payment-issue notices, just when they are expecting legitimate delivery updates.

With everyone rushing to snag deals and complete purchases quickly during the holidays, payment details and gift-card balances face greater risk than usual. A single careless click or missed warning can turn a holiday buy into an expensive error.

Safe Shopping and Gift Card Tips for the Holiday Season

Purchase Gift Cards Exclusively from Trusted Sources

Always purchase gift cards directly from authorized retailers or reputable online platforms. Avoid third-party marketplaces or individual sellers on social media and auction sites, since these are common hotspots for counterfeit or drained cards. Watch for secure website indicators before completing your purchase.

Key things to check:

• Look for HTTPS in the URL

• Confirm the site displays verified payment security badges

• Avoid unusually discounted gift cards, which are often used in scams

Inspect Cards Before Buying

If you’re purchasing in-store, carefully examine the card and its packaging. Any signs of tampering mean you should choose a different card and notify a store associate.

What to look for:

• Scratched or exposed PINs

• Broken seals or damaged packaging

• Missing security stickers

Keep Codes and Receipts Safe 

Once a gift card is purchased, keep your receipt. More importantly, treat the card like cash, because once money is loaded, it’s very difficult to recover if it’s lost, stolen, or used fraudulently. Keeping the receipt provides proof of purchase and can help if there are any activation issues, but it won’t guarantee a refund or replacement for the card’s balance.

Verify Before Redeeming

Before using a gift card online, check the balance on the retailer’s official website or by calling their verified customer service line. This will confirm that the card is valid and loaded with the correct amount before you attempt to redeem it. Verifying the balance upfront also helps you spot any issues early, such as drained or inactive cards, so you can report them immediately.

Be Wary of Unsolicited Requests

Scammers often request gift card numbers to steal your funds. If you receive a suspicious phone call, message, or email, disconnect or delete it immediately.

Moreover, do not enter the card on third-party or suspicious websites claiming to “unlock,” “verify,” or “boost” the card’s value, as these sites are always scams designed to steal your balance. You should also avoid any platform that asks for additional payment to “activate” or “upgrade” a gift card. Legitimate retailers never require extra fees for activation, verification, or balance checks.

Avoid Public Wi-Fi for Transactions

Public Wi-Fi networks put your personal and payment information at risk. Cybercriminals can intercept unencrypted data, including gift card numbers and online shopping details.

Safer options include:

• Using a private, secure home network

• Connecting through a trusted mobile hotspot

• Using a reputable VPN to encrypt your connection

Enjoy a Stress-Free Shopping Season

The holiday season is meant to be joyful, but it also brings heightened risks of online scams and gift card fraud. Cybercriminals exploit busy shoppers, fake websites, phishing messages, and tampered gift cards to steal money and personal information.

At BrainStomp, we help you shop safely by providing security guidance and resources to protect your personal and payment information. Our team will guide you in spotting scams, verifying gift cards, securing your online transactions, and using tools like password managers, antivirus programs, and secure VPNs. Get in touch with us today and enjoy a worry-free holiday shopping experience!

Article FAQ

How can I tell if a gift card is legitimate?

Look for intact packaging, security stickers, and no scratches or tampering. Whenever possible, have the staff activate the card in front of you. A genuine card should show no signs of damage or alteration and be properly activated at the point of sale.

What should I do if I suspect a gift card is fraudulent?

Do not use or discard the card. Keep the receipt and any packaging as proof of purchase and report the suspected fraud to the company that issued the gift card. If the card was purchased online, contact your payment provider to see if they offer fraud protection. Consider contacting your local police department to file a report. While police might not investigate the case in depth, a police report can be necessary for documentation, especially if your bank or the gift card issuer requires proof of a crime.

How do I verify a gift card balance safely?

Check the balance on the retailer’s official website or by calling their verified customer service number. Avoid third-party websites claiming to “verify” or “unlock” cards, as these are scams. Verifying directly with the retailer helps you spot issues before using the card and prevents potential fraud.

What should I do if I receive a suspicious email about a gift card?

Do not click any links or share any card details. Delete or report the email immediately. Phishing emails often impersonate retailers and try to steal your balance through fake verification requests.

The Hidden Danger in ‘Do This Now’: Protect Your Business from Emotionally Charged Scams

That sudden, sinking feeling when you see an email titled “URGENT: Your account will be deleted!” isn’t accidental. That panic is exactly what scammers rely on. Cybercriminals use emotional triggers and time pressures to short-circuit your critical thinking, prompting impulsive actions.

When a message threatens legal action or claims a past-due balance, your brain may shift into fight-or-flight mode. This emotional surge is exactly what scammers count on; it clouds your judgment and forces you to focus on the supposed threat rather than thinking rationally.

The instinctive reaction is often to respond immediately instead of pausing to verify the request. By manipulating urgency and fear, these attacks put your emotions before your reasoning, and that’s what makes them so effective.

Decoding the Scammer’s Playbook: Common Urgency Tactics

Scammers following these tactics rely on a predictable script. While the details may change, the core strategy stays the same. Your first line of defense is learning to recognize that script. Here are the main tactics they use:

The “Account Suspension” Threat

You get a message claiming your account will be suspended or deleted unless you immediately “verify” your credentials by clicking a link. Often, these messages mimic trusted sites like Microsoft or your bank. 

The threat of losing access to a vital service can trigger instant panic. Legitimate businesses almost never, if ever, send out notifications about an account deletion without warning. This is a classic phishing tactic designed to steal your login information.

The “Legal Action” Intimidation

A robocall, letter, or email may claim you owe money to a government agency, such as the IRS, and threaten an arrest warrant. The message pressures you to pay immediately using unusual methods like wire transfers or gift cards to resolve the issue. 

Government agencies do not operate this way. They use formal mail for serious communications and will never demand immediate payment over the phone or via gift cards.

The “Too-Good-To-Be-True” Opportunity

Sometimes urgency is dressed up as a limited-time opportunity. You might be told you’ve won a prize but must pay fees immediately, or are offered a deal that expires “today.” Excitement and FOMO can cloud judgment just as easily as fear. When an offer seems too good to be true, especially one with pressure to act fast, pause, step back, and analyze it carefully before taking any action.

Beyond the Obvious: Other Urgency Red Flags

While fake account suspensions and legal threats are common, cybercriminals may also exploit your company’s operational vulnerabilities with urgent demands.

The Fake Voicemail Scam

For convenience, many businesses use voicemail-to-email services. Scammers take advantage of this by sending fake voicemail notifications with subject lines such as “Missed Call: Listen to your voicemail” or “You have a new voicemail from [unknown number].” 

These emails frequently include .ZIP attachments or links to fake login pages designed to deliver malware like Agent Tesla or QBot, or to steal login credentials. They’re especially dangerous because they look internal and routine, making employees less likely to scrutinize them carefully.

The “Ghost” Accounts in Your Systems

Although not caused by an external scammer, “ghost accounts” still pose a significant risk. These dormant accounts can pose urgent risks if overlooked. A recent report shows that 61% of attacks target sensitive accounts, and 40% involve lateral movement, where a hacker uses one compromised account to access others and spread across the network.

If a hacker takes control of a forgotten ghost account, they can move freely within your systems. This hidden threat demands constant monitoring of user access lists to prevent a full-scale breach.

Building Your Human Firewall: Practical Defense Strategies

Once you understand the nature of these threats, the next step is to actively counter them. Recognize that these are psychological attacks, and prepare a clear, actionable plan to respond.

First, take a moment to pause and breathe. Whenever a message triggers excitement or fear, stop and give yourself a chance to re-engage your logical thinking. Calm your nervous system, acknowledge the feeling, and don’t let it dictate your next move.

Second, always verify through trusted channels. Never use the contact information provided in a suspicious message. If an email claims to be from your bank, don’t call the number listed in the email. Instead, use the official phone number on the back of your card or on the bank’s website. This simple step alone can stop most phishing attempts.

Third, implement strong technical controls. Technology can serve as a vital safety net. Start by enabling Multi-Factor Authentication (MFA) on every application that supports it, industry research shows MFA can block up to 99.9% of account compromises. Additionally, eliminate ghost accounts by establishing a formal deprovisioning process that automatically revokes access when employees leave.

Finally, build a culture of security awareness. Train your team to spot warning signs and give them the confidence to push back on high-pressure requests. When an employee encounters a suspicious request, they should reach out to a manager or coworker and ask, ‘Does this look right to you?’ Getting a second opinion can help cut through the panic and prevent mistakes.

A Culture of Caution Over Convenience

A split-second decision online can turn into a serious security breach. Emotionally charged scams exploit urgency and fear, so teams must always approach requests with caution.

At BrainStomp, we help you ensure that you are safe from possible cyberattacks. Contact BrainStomp today and take proactive measures to secure your company.

The Multi-Million Dollar Heist in Your Speaker: How AI Deepfake Voices Are Targeting Businesses

Imagine receiving a call from your CEO or a trusted client. Their voice is unmistakable, with the same tone, the same cadence you’ve heard a hundred times. They give you urgent instructions to wire funds for a critical business deal. You comply, only to discover later that you were talking to an AI fake. This isn’t a scene from a sci-fi movie. It’s a real-world case that cost a company $25 million.

In this sophisticated scam, an employee in the finance department of a multinational company in Hong Kong participated a video call with someone he believed was the company’s CFO. The video was so convincing that it triggered a series of transfers totaling $25 million. He had no reason to suspect that the CFO’s image had been cloned from publicly available video using “deepfake” technology. 

Audio and visual deepfakes represent a fascinating development of 21st century technology, yet they pose a potential danger to data, money, and businesses by exposing them to possible threats. Currently, malicious actors are shifting expertise and resources into using the latest technology to manipulate people who are innocently unaware of deepfake technology.

What Exactly is AI Voice Cloning?

AI voice cloning uses artificial intelligence to produce a synthetic rendition of a person’s speech. By examining previously recorded audio samples of the target voice, the AI can mimic their voice. The technology is able to learn a target person’s unique characteristics, such as pitch, tone, rhythm, and even emotional inflections. Once trained, the model can mimic the target person’s speech and say anything the fraudster types.

Thanks to the efforts of several tech startups, AI voice technologies are becoming more widely available. In fact, full service voice cloning packages are now being sold for less than $500 on dark web marketplaces. Even though the technology brings clear advantages to fields like film and education, it also opens the door to serious misuse.

The Hidden Risks Behind the Big-Story Scandals

While multi-million-dollar thefts grab headlines, the threats to everyday businesses are more varied and insidious. Here are some examples that have happened in the real world:

Financial Fraud and CEO Impersonation

Criminals impersonate executives to authorize illegitimate wire transfers. The employees are pressured to bypass standard verification procedures. It’s a high-tech version of business email compromise, but far more convincing because it uses a familiar voice.

Reputational Damage and Legal Trouble

If a deepfake audio of a company’s senior executive goes viral, restoring shareholder confidence and brand trust could take years. Such incidents can disrupt internal directives and undermine client communications.

Deepfakes also introduce new challenges in legal settings, undermining the reliability of authentic audio and complicating court proceedings. Fortunately, states like Pennsylvania and Washington State have recently enacted laws that make it a crime to use deepfakes or synthetic audio to deceive, harass, or threaten others. For example, under Pennsylvania law, forging a digital likeness with intent to defraud is punishable by severe fines and even jail time.

These state laws are a component of a larger national movement. Other states like Tennessee have passed the “ELVIS Act” to protect people’s voices from unapproved AI mimicry, and the federal government recently signed the “TAKE IT DOWN ACT” into law. Although these laws give prosecutors new tools, they frequently respond to crimes only after the fact.

Building Your Human Firewall: Practical Defenses

Technology created this problem, but a combination of technology and human vigilance is the only effective solution. A “human firewall” that can resist these sophisticated attacks is needed to protect your business.

Implement Strict Verification Protocols

The golden rule: every financial or sensitive request over the phone must follow a strict multi-step verification process. This isn’t about trust, it’s about having smart, secure procedures in place.

• Confirm through another channel: If someone claiming to be your CEO calls requesting a transfer, hang up and call them back on a verified number. You can also confirm via a secure company chat.

• Use a unique safe word or passwords: Establish a code or phrase for executives to use whenever approving sensitive actions by phone.

• Educate employees to double-check: Employees should never rely solely on a voiced directive. Always verify requests before taking action. Treat voice requests as unverified until confirmed.

Empower Your Team Through Ongoing Training

Your team is your strongest defense. Consistent, hands-on training isn’t optional, it’s essential.

• Conduct Deepfake Drills: Include fake attack scenarios in yearly security training. Show staff how to spot tell-tale signs like urgency, secrecy, or pressure.

• Encourage employees to be curious and cautious: Teach employees to question unusual requests confidently. Make it standard to respond, ‘Let me verify this through our official channel.’

• Leverage Technical Safeguards: Integrate identity verification solutions that use liveness detection and biometric checks into your high-risk processes. These systems are designed to spot synthetic media and prevent impersonation.

Don’t Become the Next Case Study

The $25 million theft we referenced at the beginning of this blog served as a warning of how deepfake voice technology is getting more affordable, widely available, and realistic. Ordinary criminals can now access what was previously a tool only for state-sponsored actors. 

Complacency is no longer an option. Businesses must adopt proactive defenses to safeguard both their operations and finances. Don’t wait for an AI deepfake attack to target your company, review and strengthen your financial transaction verification procedures today.

BrainStomp helps businesses implement practical, layered security strategies designed to defend against sophisticated AI-powered threats. Contact BrainStomp today for a consultation and start building a plan that protects your business, your assets, and the trust of your clients.

The 5-Point Checklist for Securely Procuring New Laptops and PCs for Your Team

The procurement process of new laptops and PCs for your team can be difficult. Budget, performance, and security must all be balanced while trying to avoid costly mistakes. A single mistake in the procurement process can introduce expensive risks, from data breaches to compliance violations. 

Getting it right from the beginning keeps future troubleshooting and emergency patches to a minimum. This five-point checklist gives you a simple framework to follow.

1. Align the Purchase with Business Needs and Security from the Start

Before reviewing any product specifications, you need to understand the “why” behind your purchase. Modern IT procurement is a strategic function, not just a back-office task. Every purchase should directly enable your team to innovate and perform at their best.

Start by defining goals. Is this for a new remote team that needs high portability and long battery life? Or do you require a PC with a powerful graphics card for the design department? Work closely with the hiring manager or department head to outline the specific software, tools, and performance requirements for the role. 

This collaboration prevents you from buying underpowered machines that hinder productivity, or overspending on expensive features that will never get used. You are not just buying hardware, you are investing in a tool that enables your business to function.

2. Vet Vendors and Establish Secure Configurations

Choosing the right vendor involves more than just getting the lowest price. Your organization’s security is only as strong as your weakest vendor. Data breaches caused by third-party vendors can be costly and damaging, so it’s crucial to vet each integration carefully. That’s a risk you don’t want to take lightly.

A vendor evaluation checklist must be considered to ensure safety. Look into:

• Security Certifications: Look for vendors that adhere to recognized standards like ISO/IEC 27001.

• Data Protection Practices: Understand how they handle your data and the security safeguards they have in place.

• Reliability and Support: Check that their customer service is prompt and reliable.

Once you’ve selected a vendor, the next step is securing the device. New devices often come with pre-installed software, or “bloatware,” which can reduce performance and introduce security risks. Your first move should be to remove it. For enterprise fleets, the most effective approach is deploying a company-approved OS image with preconfigured security settings and essential applications.

3. Implement Core Security and Management Tools Immediately

A new computer remains vulnerable until its core defenses are activated. Implementing essential security measures before the device reaches your employee is critical.

A multi-layered security approach should be built into every setup:

• Endpoint Protection: Protect devices with enterprise-grade antivirus, managed centrally for maximum effectiveness.

• Firewall Enforcement: Keep firewalls active and apply company-specific rules.

• Access Control: Enable MFA and role-based access.

• Device Management: Use MDM tools to secure, monitor, and manage all company devices, especially those in remote setups.

4. Integrate Compliance and Data Protection Policies

Your new hardware must meet industry regulations from the start. Integrating these requirements into your procurement and setup process is far easier than trying to achieve compliance after the fact.

Identify which frameworks govern your data. Companies handling credit card information must apply the Payment Card Industry Data Security Standard (PCI DSS). Similarly, data privacy laws such as the CCPA and GDPR set high standards for how personal data is handled and protected.

As part of effective data management, conduct a thorough risk assessment. Identify where and how confidential data is stored and processed, then use these insights to create clear data handling policies and implement technical controls, such as encryption for data both in transit and at rest on new devices.

5. Plan for the Full Asset and Employee Lifecycle

Secure procurement takes into account the entire lifecycle of each asset, giving equal attention to both people and technology. Since 95% of cybersecurity attacks occur due to human error, systematic training is imperative. An effective lifecycle consideration should address these two things.

Asset Lifecycle Management

• Deployment: Install required business applications automatically for consistency and ease.

• Backup: Use cloud or on-premise backups ahead of time to safeguard data and ensure business continuity.

• Recovery: Build an OS recovery drive for instant system recovery following catastrophic failures.

• End-of-Life: Enforce safe data wiping and environmentally responsible hardware disposal procedures.

Employee Onboarding and Training

A new employee should receive their laptop only if it is preconfigured with all necessary security and software. Additionally, they should receive training on essential security protocols on their first day.

Training shouldn’t be a boring one-time lecture. It should be engaging and ongoing. It should cover your company’s security policies, phishing attempt recognition, and proper data management practices. 

Let BrainStomp Be Your Guide to Secure Technology

If managing procurement feels overwhelming, you don’t have to tackle it alone. BrainStomp is here to guide you through the entire process, helping you build a modern office IT foundation that makes secure procurement and device setup seamless and repeatable.

Ready to eliminate IT insecurity? Contact BrainStomp today and start the conversation about strengthening your technology procurement process from start to finish.

How to Find and Delete Forgotten “Ghost” Accounts in Your Business Apps

Every business has them, ghost accounts. These are user accounts left behind by former employees or contractors, or even outdated system processes that remain active. While they may seem harmless, ghost accounts can pose serious security risks. Often still holding access to your business apps and sensitive data, they create hidden entry points that cybercriminals can exploit. sometimes without even needing a password. 

Finding and eliminating these accounts is a critical step in ensuring your digital space is safe. Every forgotten account is like a key left in the wrong hands, a key from a former employee you never got back. It’s time to reclaim those keys and lock down your systems.

The Phantom Threat: Why You Need to Hunt Ghost Accounts

Ghost accounts pose a significant security risk. These unmonitored identities in your system aren’t linked to active users, so any activity on them should be treated as suspicious and thoroughly investigated.

An attacker who gains control of a ghost account can operate inside your network with a shocking degree of freedom. Microsoft reports that 61% of attacks target sensitive accounts, and 40% involve lateral movement, meaning hackers can quickly spread from one compromised account to take over an entire network.

The consequences extend beyond immediate security. Strict access controls are a requirement for regulatory compliance frameworks like GDPR for data privacy and HIPAA for healthcare. Ghost accounts accessing protected information can lead to audit failures, heavy fines, and a loss of trust with your clients. 

A Step-by-Step Guide to Finding Ghost Accounts

Exposing these hidden threats isn’t as simple as glancing at a single report. A thorough cleanup means digging into multiple sources, cross-checking data, and making sure no risky accounts slip through the cracks.

Conduct Regular Access Reviews and Audits

Department managers and data owners should plan quarterly or semi-annual access reviews to confirm that all users in their system still require the permissions they were given. Apart from assisting in detecting ghost accounts, the procedure addresses the “entitlement creep,” the gradual accumulation of unnecessary permissions that users pick up as they move between roles.

Scrutinize Individual Application Logs

The critical pitfall many businesses fall into is relying entirely on their central Identity Provider (IdP) dashboard, like Okta or Entra ID. Doing so creates a risk if a sophisticated attacker, or even a savvy former employee, sets up a “ghost login” that creates an alternative local username and password that bypasses the single sign-on (SSO) you worked so hard to implement.

Your security team must log into the admin dashboards of individual SaaS applications and look for local accounts, API keys, or other login methods that exist outside the SSO system. Compare these user lists directly against your official HR records.

Compare Active User Lists with HR Records

This is your most direct weapon. Create a master list of every active user in your main business applications once a month. Any name on the application list missing on the HR roster should be considered a candidate for a ghost account. Make sure any generic accounts such as “admin,” “test,” and “support” are necessary and have their access controlled.

How to Delete and Secure Accounts

After identifying ghost accounts, it’s essential to handle them carefully. Deleting accounts hastily can disrupt services, so a simple, secure process is key.

Implement a Formal Deprovisioning Process

Collaborate with HR to tackle the issue at its source by implementing an automated de-provisioning process that immediately revokes all access as soon as an employee’s status is updated to 'terminated' in the HR system.

Remove Alternative Login Methods

Take action on any ghost logins discovered in specific applications. Where possible, disable local username/password logins and other non-SSO authentication methods once SSO is active. For essential service accounts that require API keys or local logins, make sure they are fully documented and assigned to the appropriate department.

Prioritize and Triage Your Findings

After the audit process, prioritize according to risk. Do this by considering:

• Ghost Accounts: Delete or disable the ones linked to former staff.

• Excessive Permissions: Reduce access to what is needed only.

• Ghost Logins: Strengthen security by adding MFA, updating passwords or API keys, and removing unused access.

Preventing the Return of Ghosts

A one-time cleanup is great, but for a resilient security posture, you need to build systems that prevent ghost accounts from recurring. Shift your business from a reactive to a proactive stance.

Enforce Strong, Modern Authentication

Your number one technical defense is implementing Multi-Factor Authentication (MFA) across every application that supports it. MFA reduces the risk of a compromised password leading to a full account takeover. 

Furthermore, advocate for the use of a company-approved password manager to reduce the dangerous practice of password reuse, a key factor in credential stuffing attacks.

Adopt an Access Governance Framework

Adopt a Policy-Based Identity Lifecycle Management framework on top of ad hoc reviews. Automating user access and ensuring they adhere to established policies from the moment of onboarding until their termination keeps you safe.

Leverage Specialized Tools

Consider investing in tools designed for the specific problem. Through SaaS security management platforms, you can identify and manage application logins that you were not aware existed. 

Promote Ongoing Employee Training

Finally, educate your employees on the risks of adopting applications without IT approval. If employees understand the “why” behind the policies, they are more willing to be participants in your security instead of being rule-followers.

Clean Up Ghost Accounts with BrainStomp

Eliminating ghost accounts may seem like a challenging task, but the benefits of reduced risk and a stronger security posture are enormous. 

You don’t need to tackle everything at once. At BrainStomp, we help you prioritize your most critical apps, like email, customer databases, and financial systems. Don’t leave your digital environment to chance, check out BrainStomp’s solutions today and start protecting your business from ghost account risks.

Why You Should Avoid Opening Voicemail Emails from Your Company’s Phone System

Convenience has become the norm when it comes to workplace technology. One of the more recent developments has been the voicemail-to-email feature, which allows users to receive voicemails in text form directly in their inbox. While this has provided an efficient method of receiving messages, there is a dark side to this technology: it has become a prime target for phishing attacks, posing significant threats to organizations and their IT infrastructure.

One of the most notable incidents of this type occurred during an AT&T data breach. Unfortunately, these attacks are growing in both frequency and sophistication. At BrainStomp, we can provide guidance on how to better use this technology while still guarding your network against potential threats.

Convenience vs. Risk

Modern enterprise phone systems often include voicemail transcription services, which deliver a text or sound file version of messages via email. These usually arrive as an attachment or a .zip file. Opening such files, however, can create an opportunity for attackers to exploit vulnerabilities.

• Email attachments are commonly used by cybercriminals to disguise malicious content.

• Voicemail notifications closely resemble other internal emails, making it difficult to distinguish legitimate alerts from fake ones.

• Spoofing tactics are constantly evolving, with attackers mimicking well-known phone service providers such as Microsoft Teams, Cisco, and RingCentral.

• Many users fail to verify the legitimacy of voicemail alerts, often opening or downloading fake voicemails without realizing they are executing dangerous programs.

Exploiting Transcription Services

Cybersecurity researchers have identified various phishing methods that trick users into divulging their credentials or downloading malware. The emails typically include subject lines like this:

• “You have a new voicemail from 212-555-0182”

• “Missed Call: Listen to your voicemail”

• “Voice Message Attached (1 New Message)”

When recipients click on the link, they are redirected to a spoofed Microsoft 365 login page or prompted to download malware, such as QBot, Agent Tesla, or DarkGate. Hackers typically target large organizations where voicemail traffic is extremely high and employees routinely open emails like this with regularity. That way, they are less likely to scrutinize every message.

The AT&T Data Breach

In 2024, AT&T confirmed a data breach affecting over 70 million customers. Compromised data included names, account numbers, and email addresses; in some cases, customers even had their passwords and Social Security numbers exposed.

Since the data breach, multiple threat intelligence firms have reported a notable increase in phishing emails targeting AT&T customers. With the stolen information, attackers are creating convincing communications that include personalized details.

Key impacts of this breach include:

• More credible phishing emails leveraging stolen account information, including names, emails, and account numbers.

• Spoofed voicemail emails mimicking services such as Microsoft Teams, Zoom Phone, and Avaya, enabling attackers to harvest system credentials and deliver malware.

• A rise in malicious voicemails sent from seemingly legitimate corporate accounts.

How to Spot a Malicious Voicemail Email

At BrainStomp, we recognize voicemail phishing as a growing threat and provide resources to help organizations reduce risk.

Protecting against these attacks requires training employees and IT teams to identify suspicious messages. Warning signs include:

• Typos in company names and email domains.

• The .ZIP or .EXE files in attachments.

• Urgent calls to action such as “listen to the message before it expires.”

• Poor grammar or unusual formatting.

• Requests for login credentials.

Best Practices for Organizations

There are several proactive steps organizations can take to guard against these types of attacks.  To mitigate risks, consider implementing the following measures:

• Disable voicemail-to-email features entirely.

• Implement advanced email filtering.

• Enforce zero-trust device authentication and multi-factor authentication (MFA).

• Provide ongoing employee security training and awareness programs.

• Standardize legitimate voicemail emails so any email that isn’t formatted the same way is flagged as suspicious.

Caution Over Convenience

Convenience is a great draw for users in a large organization because it lowers the demands on IT staff and streamlines processes. However, it is becoming increasingly apparent that convenience often comes at a price. 

When a technology becomes a favorite target for attackers, organizations must reassess its value. In today’s threat landscape, where data breaches are increasingly common, caution should take priority over convenience.

Reach out today to BrainStomp for a consultation to evaluate the security of your voicemail-to-email system.

Scammers Exploiting Recent News via Phishing and Network Infiltration

As our technical capabilities continue to grow, systems are becoming increasingly interconnected and reliant on one another. While this has simplified the exchange of everything from email to money, it has also opened the door for cybercriminals to exploit these links. They have become incredibly adept at social engineering, to the point where they can manipulate human behavior to gain access to systems once thought to be secure, including those containing sensitive information from a vast number of companies.

At BrainStomp, we have the technical expertise to safeguard your systems against such attacks.

The sophistication of these attacks has grown significantly over the last decade, driven in part by the rise of AI-enhanced threats. Addressing these threats is critical to properly protecting your computer infrastructure and data.

Data Breaches Fuel Phishing

Significant data breaches generate waves of concern, creating fertile ground for phishing attacks. Scammers capitalize on a heightened sense of urgency. Users, rushing to verify their accounts, may inadvertently compromise networks.

Cybercriminals have also become more skilled at making their phishing messages look legitimate, making it increasingly difficult for users to distinguish between genuine communication and threats.

Notable examples:

• Following the 2015 Office of Personnel Management breach, a barrage of phishing attempts exploiting government-related messaging was launched.

• During the COVID-19 relief period, phishing grew by 220% with attackers impersonating official government sites offering stimulus payments.

Phishing Escalation

As phishing attacks grow in volume and complexity, the cost of defending against them has also skyrocketed. 

• The number of phishing attacks has tripled since 2020.

• Since the launch of ChatGPT in 2022, reports of AI-driven phishing campaigns have risen by an astonishing 4,151% according to SlashNext.

• The rising number of phishing incidents has driven breach-related costs to nearly $5 million annually for organizations.

AI Enhancement in Attacks

While AI has made many aspects of life easier, it has also made it easier for cyber attackers to tailor their phishing campaigns. In 2025, an estimated 3.4 billion phishing emails are sent daily, most of them AI-generated. Alarmingly, AI-generated phishing emails boast a 54% click rate, compared to 12% for human-written messages.

As more companies use QR codes to relay information, phishing attempts have risen in that arena, too.

Brand Impersonation

No brand is immune to phishing impersonation. Recent data shows a surge in phishing attacks posing as communications from major companies like Amazon and Microsoft, as well as various government agencies.

News-Driven Phishing Campaigns

Several recent events have highlighted how scammers exploit trending news stories to gain access. 

Gmail Data Breach

When Gmail suffered a massive data breach affecting 2.5 billion email accounts, a huge wave of phishing messages spread across the Internet. Many messages used the US “650” area code and urged users to ‘verify’ their accounts by entering log-in credentials.

Proofpoint and Lovable Website Builder

Investigations revealed that over 5,000 organizations had been hit by messages hosted from Proofpoint’s Lovable website builder program. It resulted in social media impersonations, phishing campaigns, and deepfakes.

How Recent News Improves Phishing Effectiveness

News of data breaches spreads quickly, and as coverage intensifies, individuals become increasingly concerned that their own accounts may be at risk. Cybercriminals exploit this heightened emotional response and human vulnerability to make their attacks more effective.

Emotional Leverage

When a breach is reported at a company a user relies on, emotions run high. Scammers exploit this fear by creating phishing emails featuring company logos, domains, and even personalized details. This manufactured urgency makes people less skeptical and more likely to fall for scams.

Exploiting Trust

It’s easy for users to assume emails associated with a company that has recently been breached are real. They expect the company to contact them to either notify them that their account has been compromised or that their information is safe and secure. This expectation makes it easier for attackers to pass off fake emails as real notifications, prompting victims to click malicious links or provide credentials.

AI-Personalization

With AI modeling, it’s easier than ever for scammers to gain access to personal and organizational information, enabling them to craft highly detailed and realistic communications.

Incident Preparedness

Developing a comprehensive incident response plan is essential for defending against phishing and other cyberattacks. At BrainStomp, we help organizations build robust defenses, including:

• Real-time threat assessment with phishing domain filters and AI-generated content detection.

• A robust incident response plan with clear guidance for containment and communication rules.

Phishing has evolved dramatically over the last decade, from email scams to advanced AI-powered threats. Data breaches and sensationalized news coverage serve as fuel for launching phishing campaigns. 

If your organization is concerned about protecting its digital environment, contact BrainStomp today. We have the expertise, insight, and tools needed to secure your systems against modern threats.