Don’t lose your business’s crown jewels because of bad cyber hygiene.
Everything now lives in the cloud, from your customer data to operational systems, access to that data is power. But with that power comes risk, especially when access control is treated as an afterthought.
Business leaders and compliance officers often focus on the big-picture strategy, but a weak access management foundation can quietly undermine everything you’re building.
At ITS, we’ve helped organizations recover from avoidable mistakes, and we’ve seen what can go wrong when access isn’t taken seriously.
In this article, we spoke with Francois Goosen, Centralized Services Lead at Intelligent Technical Solutions (ITS) to walk us through:
What Is Access Control, and Why Should It Be a Top Priority?
Access control governs who can access your systems, when, how, and at what level. It includes user permissions, admin privileges, account provisioning, and the security around each login.
Most business leaders assume that if a system is protected by a password or uses two-factor authentication, it's secure enough. True access control is about granular visibility and governance, knowing who has access to what, and why.
Access control spans across:
- Cloud platforms (Microsoft 365, Google Workspace, Azure, AWS)
- Business-critical apps (CRM, ERP, financial systems)
- Internal tools (file servers, ticketing platforms, backup systems)
- Administrative layers (domain registrars, licensing portals, DNS)
If any of these systems fall into the wrong hands, or lose their original owner, you risk losing access permanently or leaving sensitive data exposed.
Francois explains the underlying challenge: “When these systems don’t have a named admin or proper documentation, it becomes nearly impossible to recover them during a crisis, or even to just make a change.”
The Real Risks of Poor Access Controls
Here are the real-world risks of keeping poor data access hygiene:
1. Data Loss
You don’t need a hacker to lose everything. You just need a poorly documented system with no clear owner.
Consider what might be at stake:
- A sales director leaves and takes the only admin login to your CRM.
- Your marketing team sets up Google Analytics under a personal Gmail account.
- Your financial system’s billing notifications go to an inbox no one checks.
Any of these scenarios could result in lost data, disrupted operations, or unrecoverable credentials. And when the provider can’t verify ownership, access restoration can take weeks, or may never happen.
2. A Wide-Open Door for Attackers
Many breaches don’t start with sophisticated code, they start with human error and mismanaged accounts. Shared passwords, excessive permissions, and abandoned logins create easy entry points for attackers.
Studies show that over 80% of breaches involve credential misuse. If a single compromised account has unrestricted access, attackers don’t just get in, they gain control.
This is especially dangerous with third-party vendors or temporary contractors. If accounts aren’t revoked promptly or access is too broad, you’re unknowingly expanding your attack surface.
3. Compliance Failures That Cost You More Than Money
Regulations like HIPAA, SOC 2, PCI DSS, and CMMC require strict user access controls. That means:
- Unique logins for every user
- Least-privilege access enforcement
- Role separation for duties (e.g., billing vs. technical)
- Audit trails showing who did what and when they did it
Without these, your organization could face audit failures, fines, or loss of certification. Worse, it could damage your reputation with customers who trust you to protect their data.
What are the Common Signs of Weak Access Control?
Not sure if your business has an access control problem? Here are red flags to look for:
- Admin accounts tied to generic emails like info@ or admin@yourcompany.com
- Shared logins used across departments or entire teams
- No offboarding process for removing ex-employees or vendors from systems
- Tools without a clearly assigned owner, making updates or changes difficult
- Lack of centralized documentation for account credentials, privileges, or license owners
- Multi-Factor Authentication (MFA) is optional or disabled on critical platforms
Any one of these signals a potential vulnerability. Taken together, they suggest you’re one password away from a disaster.
5 Best Practices for Effective Access Management
Here are some best practices you need to follow for an effective access management protocol:
1. Use Named, Individual Accounts
Every user should log in with their own credentials, never shared logins. This creates an auditable trail of actions and limits the damage if one account is compromised.
“We don’t want users’ personal logins for admin work. It’s safer to have dedicated accounts. That way, we can track who did what, when,” Francois explained.
2. Apply the Principle of Least Privilege
Only give users access to what they absolutely need for their role. This minimizes damage from mistakes or internal threats. Reserve admin privileges for a small number of trusted individuals.
Also, avoid using admin accounts for day-to-day work. Admin privileges should be used intentionally, not by default.
3. Require Multi-Factor Authentication (MFA)
Every critical system, from email, cloud storage, backup, or finance, should be protected by MFA. Even if a password is stolen, MFA adds an essential second layer that often stops attackers cold.
READ: eBook - Everything You Need to Know about Multi-Factor Authentication
4. Centralize Access Documentation
Use a secure platform like IT Glue to store:
- Login credentials
- Licensing information
- Account ownership
- Privilege levels
- Password reset procedures
Without this, you’re one unexpected exit away from a system you can’t access or manage.
5. Review and Audit Regularly
Establish a quarterly cadence to:
- Review who has access to what systems
- Deactivate accounts that are no longer in use
- Revalidate roles and permissions
- Update documentation
Your environment evolves constantly; your access control processes must keep pace.
Why Business Leaders Must Take Ownership
Access control can’t be left solely to the IT department. It’s a leadership-level responsibility because the risks go far beyond technical mishaps, they threaten business continuity, legal standing, and brand trust.
As a CEO or compliance leader, you should ask:
- Who owns each of our business-critical platforms?
- What happens if that person leaves?
- Can we lock out an account immediately if needed?
- Are we ready to pass an audit if one were triggered tomorrow?
If the answers aren’t clear, it’s time to take action.
Need Help Improving Your Data Access Control?
Poor access control isn’t just an IT issue, it’s a business risk with financial, operational, and legal consequences.
At ITS, we’ve seen firsthand how the smallest gaps in access management can lead to massive disruptions. That’s why we make secure, documented, and controlled access a non-negotiable part of every client's cybersecurity strategy.
Our team helps businesses strengthen their defenses, tighten access, and prepare for audits with confidence. If you’re not 100% sure who has access to your systems, or how to take control, it’s time to talk.
Schedule a meeting with our security experts to identify your weak spots and take immediate steps to reduce your risk.
You can also check out the following resources for more info on how to protect your data:
- 3 Data Security Best Practices Your Business Must Implement
- 10 Tips to Protect Sensitive Business Data [Updated in 2023]
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