Access review is an important process for verifying and validating access rights in an organization’s IT environment. It ensures that permissions align with business needs, security policies, and regulatory requirements.
This article explains everything about access review — from definition to regulatory implications — and will work as a go-to resource for you to rely on.
Introduction to Access Reviews
Access reviews are systematic assessments of user permissions and access privileges within an organization’s digital systems, applications, and sensitive data.
They guarantee that individuals have the necessary access levels for their roles and responsibilities.
For example, in a company, access reviews involve assessing who has access to which files, folders, or databases. The process helps identify any unauthorized access or excessive permissions provided to users.
Access reviews aim to achieve several objectives, such as:
Identification of Authorized Access Rights
Access reviews are designed to determine which access permissions have been approved and authorized for users within the organization.
For example, access reviews in a company’s financial department would ensure that only authorized staff, such as accountants and finance managers, have access to sensitive financial data and systems.
Any unauthorized access, such as a sales team member accessing financial documents, would be flagged during the review process.
Assessment of Access Levels
Access reviews involve evaluating the extent of access each user possesses to ensure it aligns with their job requirements.
For example, in an e-commerce company, access reviews would ensure that customer support professionals have access to customer purchase information and shipment details as needed for their duties.
However, if a customer service representative were granted access to financial records without a valid reason, it would be identified as a potential security risk during the access review.
Clarity Establishment
Access reviews aim to clarify who has access to specific resources inside the organization’s digital environment. Access reviews, for example, in a healthcare institution, would determine which medical staff members have access to patient records and sensitive health information.
This ensures that only authorized people, such as doctors and nurses who are directly involved in patient care, have access to patient data, preserving patient confidentiality and compliance with privacy regulations.
Access reviews are typically conducted by administrators of the IT department (also known as primary reviewers) who analyze data from various systems to understand the organization’s access landscape. They collaborate with department heads and stakeholders to review and adjust access rights as needed.
The Importance of Access Reviews in a Company
According to the 2023 Data Breach Investigations Report, 74% of all data breaches include the human element — with people being involved either via privilege escalation, use of stolen credentials, social engineering, or error.
This statistic underscores the critical importance of conducting user access reviews in safeguarding against data breaches and strengthening a company’s cybersecurity defenses.
Not conducting access review in a timely manner can have huge consequences. For example:
- Delayed user access reviews can result in unauthorized access to an organization’s data.
- After changing roles or being terminated, employees may retain unnecessary permissions.
- Compliance with regulatory regulations like GDPR or HIPAA may be compromised.
- Insider threats may go undetected without regular scrutiny of access privileges.
- Unchecked access rights increase the likelihood of data breaches and security issues.
- The company’s reputation and credibility may suffer due to lapses in data security measures.
The Access Review Process Explained
Here’s a step-by-step process to conduct access reviews within your organization:
Step 1: Identify System and Data
First, identify all the systems and databases in the organization that contain sensitive information. This could include HR databases, financial systems, or customer databases.
Step 2: Compile User Lists
Make a detailed list of all users with access to these systems and data. This list should include the organization’s employees, contractors, third-party vendors, and any other individuals with access permissions.
Step 3: Review Access Rights
Examine the access rights and permissions given to each user for the identified systems and data. This includes determining whether each user has read-only access, editing privileges, or administrative rights.
Step 4: Verify Necessity
Determine whether each user’s access rights are required for their role and duties in the organization and whether they adhere to the principle of least privilege. Consider whether the level of access granted aligns with their job duties and whether they need access to perform their tasks effectively.
Step 5: Remove Unnecessary Access
Revoke access permissions for any users who no longer need them or have changed roles within the organization. This step helps to minimize the risk of unauthorized access and ensures that only authorized personnel can access sensitive information.
Step 6: Grant Required Access
Grant access to new users or those whose roles require additional permissions. Ensure that access is allowed according to the concept of least privilege, which means that users only have access to the information and systems they need to execute their job tasks.
Step 7: Document Changes
Document all changes made during the access review process, including revocations and grants. Keeping detailed records promotes accountability and offers an audit trail for compliance purposes.
Step 8: Review Regularly
Conduct access reviews at regular intervals to ensure ongoing security and compliance. Regular reviews help to identify any changes in access needs or potential security risks, allowing organizations to maintain a strong security posture over time.
There are two methods for conducting access reviews: manual and automatic. Each method offers distinct advantages and challenges in terms of performance and efficiency.
Manual Access Review:
Manual access reviews require human administrators or designated people to manually review user access permissions. This method normally involves:
- Identification of Users
- Verification of Access Rights
- Documentation and Reporting
This process, since done by humans, is prone to errors and brings several challenges, such as:
- Manual access reviews can be time-consuming due to labor-intensive processes, particularly in large organizations.
- The manual nature raises the possibility of human error, such as overlooking access disparities.
- Delays in reviews can pose a risk to compliance as unauthorized access may go undetected for extended periods.
However, automatic access review comes with various benefits; let’s understand them.
Automatic Access Review:
Automatic user access review software, such as Identity and Access Management (IAM) solutions or Privileged Access Management (PAM) platforms, to automate the access review process.
Seamless integration with identity management systems is key for user access review software to effectively manage user privileges across an organization.
Mikkel P, Head of Global Sales Enablement, Heimdal®
The key elements of automated access reviews are:
- Continuous Monitoring
- Policy-Based Evaluation
- Risk-Based Prioritization
- Remediation Workflow
Its benefits include:
- Automatic access reviews save time and effort compared to manual processes, allowing for more frequent and efficient reviews.
- They reduce the compliance risks associated with unauthorized access or prolonged review cycles.
- Automation enhances accuracy by reducing human error in assessing user access rights.
- Automatic solutions are highly scalable and adaptable, suitable for large enterprises with complex IT environments.
Automation plays a pivotal role in streamlining the user access review process, reducing manual efforts and enhancing efficiency.
Mikkel P, Head of Global Sales Enablement, Heimdal®
Overall, automatic access reviews are more efficient and effective than manual methods. By leveraging automation, organizations can conduct access reviews regularly and proactively, ensuring timely detection and remediation of access-related risks.
Furthermore, automatic access reviews help to ensure regulatory compliance and improve overall security posture by monitoring and enforcing access controls continuously.
The Benefits of Access Reviews
Here’s why conducting access reviews is important for a company’s cybersecurity posture:
Preventing Unauthorized Access
Access reviews are a proactive measure for identifying and preventing unauthorized access to sensitive data.
For example, suppose an employee who recently left the company still retains access to confidential files. Regular user access reviews would flag this discrepancy, prompting immediate action to revoke their access credentials and prevent potential data breaches.
Compliance with Regulations
GDPR, HIPAA, and PCI DSS require strong data protection procedures, including regular user access reviews. Failure to comply with these regulations can result in serious penalties and reputational harm.
By conducting access reviews, organizations demonstrate their commitment to compliance and reduce the risk of regulatory fines.
For example, a healthcare organization regularly reviews access permissions to patient records to ensure compliance with HIPAA regulations.
Adapting to Employee Roles
As employees change roles within an organization, their access requirements evolve accordingly. Access reviews allow companies to adjust permissions to individuals’ existing access rights based on their roles, reducing the risk of unwanted access or data exposure.
For example, when an employee moves from sales to marketing, effective user access reviews ensure that they no longer have access to sales-related databases or customer data.
Enhancing Operational Efficiency
Streamlining user access management processes through periodic reviews improves both security and operational efficiency. Organizations can decrease administrative costs and improve resource utilization by deleting unneeded access rights and reallocating resources.
For example, a manufacturing company conducts access reviews to revoke access for contractors upon project completion, ensuring that resources are allocated effectively and securely.
Access Review Best Practices
Here are 8 best practices you can use to perform access reviews within your organization efficiently (Hint: you can also use it as a user access review checklist):
1. Regularly Scheduled Reviews
- Conduct access reviews (manual or automatic) on a regular basis, such as quarterly or annually, to ensure continuous security and compliance.
- Set specific dates for reviews and adhere to the schedule to maintain consistency.
- Create a review calendar to keep track of upcoming reviews and ensure their timely completion.
Continuous monitoring is essential in user access review, ensuring that any unauthorized access is promptly detected and addressed.
Mikkel P, Head of Global Sales Enablement, Heimdal®
2. Clear Scope Definition
- Clarify the scope of access reviews, including which resources, applications, and user groups are included.
- To avoid confusion, clearly describe the objectives and expectations of the user access review process.
- Document the scope definition as a reference for reviewers and stakeholders.
3. Automate Where Possible
- Utilize automation tools to streamline the access review process, reducing manual effort and improving efficiency.
- Set up automatic workflows for notifications, reminders, and escalations to ensure that reviews are completed on time.
- Use automation to create reports and track progress, enabling better visibility and accountability.
4. Define Roles and Responsibilities
- Clearly identify who is in charge of doing access reviews, who approves access modifications, and who escalates difficulties.
- Assign specific roles to participants in the user access review process, such as reviewers, approvers, and administrators.
- Document the responsibilities of each role for clarity and responsibility.
5. Involve Stakeholders
- Involve important stakeholders from different departments, including IT, security, and business units, to ensure comprehensive reviews.
- Solicit feedback from stakeholders for a better understanding of their specific needs and viewpoints.
- Collaborate with stakeholders to address any concerns or issues that arise during the user access review process.
6. Implement Segregation of Duties
- Implement segregation of duties to ensure that no one has excessive access privileges.
- Determine important duties and tasks inside the organization and delegate them to specific individuals or teams.
- Regularly review and update access restrictions to ensure effective segregation of user roles and prevent unauthorized activities.
7. Utilize Role-Based Access Control (RBAC)
- Implement Role-Based Access Control (RBAC) to assign access permissions based on job roles, ensuring that users have access only to the resources necessary for their responsibilities.
- Define user roles with specific sets of permissions and assign users to these roles based on their job functions.
- Regularly review and update role assignments to align with changes in organizational structure or job roles.
8. Document Review Findings
- Document the results of the access review, including any detected access issues, actions done, and reasons for access adjustments.
- Maintain detailed records of access review activities to assist with audit and compliance requirements.
- Use standardized templates or forms to consistently capture review findings across different reviews.
The Challenges Behind Access Reviews
Access reviews are crucial for managing security and compliance within an organization, but they also come with their fair share of challenges. Here are the top five complexities involved in access reviews:
1. Scope and Scale:
Access reviews cover a broad range of users, systems, and permissions. Managing the sheer scope and complexity of access assessments can be difficult, especially in large firms with many employees and sophisticated IT infrastructures.
Identifying all relevant people and their permissions across multiple platforms can be a daunting task.
2. Timeliness and Frequency:
Regular and timely access reviews are required to ensure staff members have the necessary access to resources and data.
However, scheduling and carrying out these reviews at the appropriate frequency without disrupting regular operations might be difficult. Balancing the need for thoroughness with the need for efficiency is often a delicate task.
3. Resource Constraints:
Access reviews require significant human resources to conduct effectively. This includes not only the personnel responsible for reviewing access permissions but also the IT staff, who must implement any necessary changes identified during the review process.
Limited resources, both in terms of staff and time, can hinder the thoroughness and effectiveness of access assessments.
4. The Complexity of IT Environments:
Modern IT infrastructures are becoming more complicated, with numerous interconnected systems, applications, and data repositories. Managing access permissions can be difficult, especially when different systems have their own unique permission structures and interfaces.
Ensuring uniformity and accuracy in access reviews across multiple IT environments necessitates careful planning and coordination.
5. Regulatory Compliance and Auditing:
Many industries are subject to strict regulatory requirements regarding access control and data privacy. Ensuring compliance with these requirements through extensive access reviews is critical, but it can be difficult due to the changing nature of regulations and the complexity of interpreting and implementing them.
Additionally, the need to maintain detailed audit trails of access review activities adds another layer of complexity to the process.
Access Reviews and Compliance Standards
Access reviews are crucial for ensuring data security and compliance with various standards. By regularly reviewing and validating user access permissions, organizations can mitigate the risk of unauthorized access, data breaches, and fines for non-compliance.
Here’s how access reviews help in fulfilling compliance standards:
Principle of Least Privilege:
Granting only the minimum access required for specific roles adheres to the principle of least privilege, which is incorporated in several standards. Reviews ensure this principle is followed, protecting critical data.
Data Security Controls:
Implementing access restrictions is a major requirement of many standards. Regular reviews ensure its effectiveness by identifying and rectifying any weaknesses in user permissions.
Accountability and Audibility:
Compliance mandates frequently require complete audit trails and accountability for access. Reviews establish a clear picture of who has access to what, aiding in accountability and facilitating audits.
Risk Management:
Proactive reviews of access permissions helps identify and address potential security risks, a key component of many compliance regimes.
There are multiple standards that require access reviews; some prominent examples are:
General Data Protection Regulation harmonizes data privacy rules across the European Union (EU). According to it, organizations must establish adequate technical and organizational measures to protect personal data, including access controls. Compliance with these procedures is ensured by regular reviews.
PCI DSS demands strong access controls for cardholder data, with periodic reviews of user access being a mandatory requirement.
It requires healthcare organizations to implement reasonable and appropriate safeguards to protect patient health information. Access reviews play a vital role in fulfilling this obligation.
This information security standard requires access control methods, such as periodic reviews of user access permissions.
Access reviews are necessary to demonstrate sufficient internal controls over financial reporting. Reviews should include all users who have access to financial systems and data, with proper segregation of roles in place.
NIST standards provide a more flexible approach, allowing organizations to modify user access review methods to their unique risk profile and security requirements. However, adhering to the best practices specified in NIST SP 800-53 is highly recommended.
Now, it’s important to understand how different standards impact access reviews.
Different compliance standards may have specific requirements and guidelines regarding the frequency, scope, and methodology of access reviews. For example:
- Some standards, such as HIPAA and PCI DSS, impose specific rules for reviewing access to sensitive data types, whereas ISO 27001 offers a more general framework.
- The frequency of necessary reviews can vary significantly. GDPR recommends risk-based assessments, while PCI DSS demands annual reviews.
- The documentation requirements for access reviews may change between standards. HIPAA, for example, demands detailed records of review processes and outcomes.
How Can Heimdal® Help You?
As I mentioned earlier in the article, an automated solution will be your best ally in managing access across all your organization more efficiently. One such solution is Heimdal®’s Privilege Elevation and Delegation Management & Application Control, which will help you with access reviews and even more.
Heimdal®’s solution will enable you to:
- Manage requests for escalations and check user access rights in just one click;
- Define rules and de-escalate rights automatically on threat detection with the Auto-Approval flow;
- Define and control rule-based systems;
- See what apps users have executed in Passive, Allowed, or Blocked mode;
- Define individual rights per AD group.
and more, all within a single, easy-to-use interface that is infinitely customizable and fully modular.
Do you want to take the solution for a spin? Book a demo with us, to see if Heimdal® suits you and to get more information from our experts.
Heimdal® Privileged Access Management
- Automate the elevation of admin rights on request;
- Approve or reject escalations with one click;
- Provide a full audit trail into user behavior;
- Automatically de-escalate on infection;
Wrap Up
Access control is a fundamental aspect of security and compliance in IT environments. This includes managing who has permission to use specific resources within a system or network.
Its significance lies in maintaining security compliance within your organization, which involves regularly reviewing that access rights are correctly assigned according to role and necessity — which access reviews can help you with.
This article has provided you with all the required information you need to conduct access reviews effectively within your organization, thereby streamlining processes, reducing time investment, and mitigating the risk of errors.
FAQs
What is user access review in IAM?
The user access review stands as a pivotal component within any organization’s Identity and Access Management (IAM) strategy. Serving as a cornerstone control function, it holds significant importance as companies endeavor to safeguard logical user access rights effectively.
What is an IAM security tool?
Identity and Access Management (IAM) constitutes a comprehensive framework encompassing access policies, processes, and technologies essential for organizations to effectively oversee digital identities and regulate user access to vital corporate information.