Businesses often focus on protecting their systems from outside threats, but access inside the organization deserves just as much attention.
Employees, contractors, vendors, and former team members may have access to applications, files, systems, and data they no longer need. Over time, these permissions can become difficult to track.
A regular access audit helps businesses understand who can access what and whether they still need that access.
1. Create an Access Inventory
Start by listing the systems your business uses.
This may include:
- Email and Microsoft 365
- Cloud storage
- CRM and business applications
- Accounting systems
- Internal databases
- Network devices
- Remote access tools
- HR and payroll systems
- Third-party platforms
You cannot properly review access if you do not know which systems exist.
2. Review Every User Account
For each system, review who has an active account and what level of access they have.
Look for:
- Current employees
- Former employees
- Contractors
- Temporary users
- Shared accounts
- Service accounts
- External users
Former employee accounts are particularly important because they may still provide access after someone leaves the company.
3. Check Whether Permissions Match Job Roles
Employees should generally have access based on what they need to do their jobs.
For example, someone in sales may need access to the CRM but not payroll information. Someone in accounting may need financial systems but not administrative access to every IT platform.
This principle of least privilege helps limit unnecessary access.
4. Pay Attention to Admin Accounts
Administrative access deserves extra attention.
Admin accounts can often make major changes to systems, users, security settings, and data.
Review who has administrative privileges and ask whether each person still needs them.
Where possible, use separate accounts for everyday work and administrative tasks.
5. Review External and Vendor Access
Third-party companies may have access to your systems for support, maintenance, or other services.
Review these accounts regularly and remove access that is no longer required.
Vendor access should also be limited to the systems and information necessary for the work being performed.
6. Check Shared Accounts
Shared usernames and passwords can make accountability difficult.
If multiple people use the same account, it may be impossible to determine who performed a specific action.
Where possible, use individual accounts and appropriate role-based permissions instead of shared credentials.
7. Review Access After Employee Changes
Access reviews should not happen only once a year.
They should also happen when employees:
- Leave the company
- Change departments
- Take on new responsibilities
- Move into management
- Stop working with a specific system
A role change can mean someone has more access than they actually need.
8. Document What You Find
An access audit should result in a clear record.
Document the system, user, access level, business reason, and any changes made.
This makes future reviews easier and gives your team a clearer picture of your overall access environment.
Make Access Reviews Part of Your IT Strategy
Access management is an ongoing process. Regular reviews can help businesses reduce unnecessary permissions, improve accountability, and limit the potential impact of a compromised account.
A good starting point is to review your most sensitive systems first, then work through the rest of your technology environment.
Keep Access Under Control With I.T. For Less
I.T. For Less helps businesses manage user access, security controls, Microsoft 365 environments, systems, and IT infrastructure.
Knowing who has access to your systems is one of the simplest steps you can take toward a stronger security posture.