Episode 29 — Safeguard 6.1 – Access authorization processes
Welcome to Episode 29, Control 5 — Overview and Outcomes, where we introduce the discipline of account management and its role in securing digital identities across the enterprise. This control defines how accounts are created, used, reviewed, and retired. Strong account management underpins nearly every other safeguard because unauthorized or unmanaged accounts are the easiest doorway for attackers. By enforcing identity governance, organizations ensure that every login, token, and credential represents a known, approved individual or process. Our goal in this episode is to explain how Control 5 reduces risk through structure, traceability, and continuous oversight, setting the foundation for advanced access control measures in future lessons.
Account management reduces risk by closing the gap between identity and accountability. When every account has a verified owner, defined purpose, and appropriate access, the chances of misuse drop sharply. Attackers rely on forgotten accounts, weak credentials, and shared logins to move unnoticed through systems. Effective account management removes that advantage. It also supports compliance requirements that demand proof of who has access to what, and why. By systematically managing account life cycles—creation, modification, and deletion—enterprises maintain security continuity even during staff changes, mergers, or reorganizations. In essence, good account management transforms user identity from a loose collection of credentials into a controlled and auditable asset.
The scope of this control extends beyond basic user accounts. It covers every identity capable of accessing enterprise systems, including administrators, service accounts, shared functional logins, and machine identities used by applications. Users may be employees, contractors, or third-party partners. Administrators require elevated permissions to maintain infrastructure, while service accounts run automated processes. Shared accounts, when absolutely necessary, must be tightly governed. Each of these categories carries distinct risks and must follow tailored management rules. A comprehensive scope ensures that no credential—human or nonhuman—exists outside the organization’s oversight.
Authoritative systems and source records form the backbone of account governance. These are the directories or identity management platforms that serve as the single source of truth for all valid accounts. Examples include enterprise directories, cloud identity providers, and HR systems that feed identity data into provisioning workflows. Using authoritative sources prevents discrepancies between departments or platforms and eliminates duplicate or orphaned accounts. Every access decision should trace back to these records, ensuring that if an identity is deactivated in the source system, its corresponding accounts across all environments are automatically revoked. This synchronization between business and technology maintains consistent security posture across the enterprise.
Provisioning accounts begins with formal approval and identity proofing. No account should exist without documented authorization and verification of the requester’s identity. Approval workflows should capture who requested the account, who approved it, and what level of access was granted. Identity proofing may involve confirming employment status, verifying personal identification, or validating contractual agreements. Automated provisioning tools integrated with HR or ticketing systems help enforce these rules consistently. When provisioning is both verified and documented, it becomes impossible for rogue or shadow accounts to appear unnoticed within the environment.
Dormant account detection and handling are crucial for maintaining hygiene. Accounts that remain inactive for extended periods should be automatically disabled and later removed if no legitimate use is identified. Attackers often target these forgotten accounts because they usually escape password resets and policy updates. Automated reports can flag accounts unused for ninety days or more, triggering alerts for review. When deactivated, their associated privileges and credentials must also be revoked. This process ensures that only active, legitimate identities persist within the system, keeping the environment lean and auditable.
Temporary access and time-limited grants address the need for flexibility without sacrificing control. Contractors, auditors, or project specialists often require short-term access to systems. These accounts should have predefined expiration dates, automatically disabling access when the engagement ends. Systems should prevent manual extensions without managerial approval. Time-bound access enforces the idea that privileges must be intentionally renewed, not left open indefinitely. Combining temporary credentials with multifactor authentication and strong logging provides visibility and protection while still supporting legitimate business needs.
Privileged access oversight and separation safeguard the most powerful accounts within the enterprise. Administrative users must operate under separate credentials for routine work and privileged tasks, reducing the risk of accidental misuse or exposure. Centralized privileged access management tools can issue temporary, monitored sessions with strong authentication. These systems record administrative actions, allowing auditors to trace changes back to individuals. Separation of duties ensures that no single administrator controls all aspects of a system. By structuring authority, organizations prevent both internal abuse and external escalation through compromised admin credentials.
Emergency or “break glass” accounts serve as contingency tools for critical incidents when normal access systems fail. These accounts should remain disabled under normal conditions and be stored securely, such as within an encrypted vault requiring dual authorization to unlock. Every use must be logged, reviewed, and justified after the event. Break glass procedures exist to ensure continuity during emergencies without creating permanent backdoors. Proper governance ensures that their existence enhances resilience rather than undermining control.
Evidence for account management often includes exports from identity systems, workflow logs, and ticket records showing creation or removal events. Reports from privileged access management platforms, approval emails, and policy attestations provide additional support. Reviewers may request screenshots of directory settings, examples of access review reports, or audit trails of deactivated accounts. Consistent evidence shows that processes are not theoretical but operating in practice. Automated exports with digital signatures provide the strongest credibility, ensuring that proof cannot be fabricated or edited after the fact.
Common pitfalls in account management tend to revolve around inconsistency and neglect. These include failing to remove accounts when staff depart, sharing administrative credentials, leaving service accounts with never-expiring passwords, or approving exceptions without expiration dates. Other errors involve relying on manual spreadsheets to track access instead of automated systems. The path to remediation lies in policy standardization, integrated tooling, and periodic reviews that catch anomalies early. Training administrators and managers to recognize these weaknesses creates a culture of accountability that sustains improvement beyond compliance cycles.
