Why An Access Management System is Critical
Why An Access Management System is Critical to Your Company’s Building, Office and Data Security
As a business owner, healthcare facilities manager or college campus safety administrator, would you provide every employee or student equal access to your buildings, offices or system applications? Of course not. But how are you sure you’re not doing just that?
What security measures do you have in place in order to monitor individual employee or student access to your organization’s secure areas and data? Believe it or not, many organizations have minimal access management controls in place to limit areas that individual staff members can access, or have a false sense of security about how they are managing access by overlooking certain measures. Without a proper access management system like Veristream’s iSiteAccess and iVisitor Management in place, security risks heighten since it is easy lose track of who has access to what. This leaves your buildings and data vulnerable to theft and your staff vulnerable to crimes.
Some of the common issues that organizations experience without adequate access management include employees accessing departments and buildings they should not have access to in order to steal data or equipment, former employees retaining their ability to access buildings or data, and poor audit trails that could lead to compliance breaches.
Access to secure areas and buildings
Without proper access management in place, it can be difficult – if not impossible – to control who has access to your company’s buildings or facilities. While a main focus in many organizations is protecting the network and sensitive data from outside hackers, many security breaches come from the organization’s employees who are able to access secure areas. This is why it is important to ensure that all employees only have access to the buildings and departments necessary to perform a job or function. Certain organizations deal with highly sensitive company and client data, which makes this need for access control even more important.
Even when the appropriate access rights are set for an employee, there can still be issues during their employment. Even if there is a plan in place for appropriate access rights to be set for a new employee, rights can often be changed during their employment, and a plan should be in place to reassess the rights passed on to them during the employee’s tenure.
Removing data access rights
Another common access management issue is neglecting or forgetting to disable an employee’s access rights to data after a project they were working on is completed. Most often, employees share their own access with coworkers, and those rights are never removed when the employee has been fired or has resigned from the organization. The objective is to protect your business from a disgruntled former employee who may decide to access your company data in order to steal information or destroy files.
Audits and compliance issues
Without appropriate access management in place, your organization will not be able to meet government standards or audit rules. When audit time arrives, the work involved in gathering pertinent information to comply with audit reporting can be costly and time consuming. Audits and compliance laws are in place for a reason; allowing all employees access to all the company’s systems and applications could constitute a serious breach of security protocols.
An appropriate access management system
Ignoring your company’s need to maintain an appropriate access management system can lead to a multitude of security problems and put your organization’s network and sensitive data at risk.
At the minimum, an effective access management system should include a process for creating and managing individual user access rights to buildings, offices and data applications, both on premises and in the cloud. This access should be standardized for employees according to their position, title and location, granting them individual access to only those applications and areas necessary to perform their job.
You may also want to research and implement available products for identity and access governance (IAG) that can be adapted to make the system even more efficient. Veristream offers solutions that perform automated account management protocols, which simplify and ensure accuracy of access control designations, making the task of granting and removing access fast, simple and accurate. For example, when an employee leaves the organization, a manager can easily disable access from one place in the employee’s profile via the source system, and all access is immediately and uniformly revoked.
Implementing a role-based access control (RBAC) matrix will ensure that the correct rights are assigned to individual employees going forward, and allows the organization to easily report access rights to have a clear overview of everyone’s current standing within the company. Any errors can be immediately corrected regarding existing employees’ access rights based on the established norm. This feature is also useful when any audit issues arise, since the organization has a permanent record of who has (or had) access to secure information.
For organizations that send employees to corporate locations in other states and countries, an iSiteAccess card can be issued using their designated access control settings at their home office, which will allow them access into any of the company’s network branches upon arrival, as well as access data they need while there. If an iSiteAccess key is lost or stolen, it can be canceled immediately to avoid misuse.