The issue of cloud sprawl is becoming a common problem in higher education institutions. This occurs when different departments within a university start using various cloud services independently without central coordination. As Justin Hurst, CTO for the Asia-Pacific region at Extreme Networks in Tokyo, explains, this can lead to a tangled web of cloud services that are difficult to manage, secure, and optimize.
Cloud sprawl encompasses everything from enterprise apps like Microsoft 365 to personal storage apps like Dropbox and Infrastructure as a Service platforms like Azure. The variety of cloud solutions available can make it challenging for non-tech-savvy users to distinguish between different types of services. This confusion can result in higher costs and potential security risks as services pile up without proper oversight.
Strategies to Address Cloud Sprawl in Higher Education
While cloud sprawl is a reality for many universities, it can be mitigated with the right tools and strategies. Justin Wagner, a CDW SaaS solutions consultant, suggests that organizations need to be mindful of the resources they are creating and ensure that they are necessary in the long term.
Identifying cloud sprawl within higher education institutions starts with understanding the human aspect of cloud usage. Gathering information through surveys, interviews, and regular meetings can help IT departments uncover shadow IT — the unauthorized use of cloud services by employees. By creating a culture of open communication and collaboration, universities can prevent the rise of shadow IT and subsequent cloud sprawl.
Advanced methods, such as using Microsoft Defender for Cloud Apps, can help limit access to shadow IT by alerting IT departments to unauthorized usage. However, fostering a culture of preventive measures and open communication is essential. Encouraging users not to engage in shadow IT and establishing clear communication channels can help build a strong IT culture within universities.
By addressing cloud sprawl through proactive measures and fostering collaboration between departments and IT, higher education institutions can effectively manage their cloud services and ensure optimal efficiency and security.
