Access Management Policy: Why It’s Essential and How to Create One

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Who has access to what in your organization? If you can’t answer that instantly, there’s a problem. Enterprises that lack a clear access management policy are more susceptible to security risks, compliance violations, and unnecessary costs.

CSIS revealed that more than 35% of cyberattacks are extremely severe. So, now is the time to review your access management policy or create one and enforce it with robust controls.

It’s more than just a set of rules; it’s a proactive strategy to safeguard your systems. So, what exactly does an access management policy entail? Let’s take a look!

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TL;DR

• Enterprises without a clear access management policy are at high risk of data breaches, insider threats, and compliance violations, leading to financial losses and reputational damage.
• Poor access controls result in overprivileged users, inactive accounts retaining access, and shadow IT, making it easier for cybercriminals to exploit vulnerabilities.
• Manual provisioning and deprovisioning processes lead to errors and delays, leaving companies exposed to unauthorized access and operational inefficiencies.
• AI-driven solutions like CloudEagle.ai automate identity governance by managing user permissions, enforcing least privilege access, and revoking access when necessary.
• With increasing regulatory requirements, automated access management ensures compliance with SOC 2, ISO 27001, and GDPR while improving security and reducing human errors.

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What is an Access Management Policy?

An Access Management Policy serves as a framework for defining how individuals and systems are granted access to your enterprise’s critical resources. These resources can include SaaS apps, sensitive data, and even physical infrastructure.

The overarching goal of creating a well-define access control policy is to ensure that access is strictly limited to authorized users, effectively preventing unauthorized activity while also detecting and addressing any breaches.

This policy typically focuses on guidelines for assigning user roles, implementing permissions, and creating security protocols like authentication and authorization. It also ensures access is managed throughout a user’s lifecycle, from onboarding to offboarding.

But what makes implementing such a policy so important?

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Why Every Organization Needs an Access Management Policy

Identity and access management policies help both users and IT teams. For users, these policies provide straightforward instructions on how to securely access a company’s applications, data, and systems.

At the same time, IT and security teams benefit from a structured framework that simplifies the process of managing user access and ensures consistency across the board. Here's why implementing an access management policy is non-negotiable:

• Protect Sensitive Information: Safeguard customer data, intellectual property, and other critical assets from unauthorized access.
• Prevent Insider Threats: Limit access to only what users need, minimizing risks from accidental or malicious insider actions.
• Streamline User Access: Define clear guidelines for onboarding, offboarding, and role changes to avoid outdated or excessive permissions.
• Achieve Compliance: Meet industry-specific regulatory standards such as GDPR, HIPAA, or SOC 2 by enforcing access controls.
• Improve Audit Readiness: Maintain detailed records of access activities to simplify audits and detect suspicious behavior.

An access management policy creates a clear framework to determine who should access resources and when you need to adjust the permissions. This structured approach minimizes the likelihood of overlooked vulnerabilities.

Poor access management policies can expose your company to severe security risks, including data breaches, insider threats, and unauthorized access to critical systems. Weak policies will allow threat actors to exploit overprivileged accounts.

In January 2008, Russian hackers exploited a vulnerability in a web form on Heartland's website to inject malware, leading to the compromise of 130 million credit and debit card numbers.  

The attackers leveraged an SQL injection attack to infiltrate the company's privileged accounts. For nearly six months, they persistently attempted to access systems handling credit card transactions.

If they had robust access management policies, they could have avoided such an attack.

At the time of the incident, Heartland was compliant with PCI DSS; however, compliance alone was not sufficient to prevent the breach.

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Key Components of an Effective Access Management Policy

1. Access Control Principles

A strong access management policy is about who can access what, when, and why. Without clear principles guiding these decisions, your enterprise risks granting excessive permissions or leaving critical resources vulnerable to misuse.

One example of poor deprovision is Cash App. In April 2022, a former disgruntled employee of Cash App accessed and downloaded personal data belonging to its users. The employee had access to privileged accounts during their tenure. However, due to poor deprovisioning, the employee was able to misuse the data even after leaving the company, leading to a data breach.

To ensure more robust access control, you need to consider PoLP and RBAC. These two concepts—when implemented thoughtfully—can transform your access management framework.

The principle of least privilege (PoLP) is a security concept that limits user access to the minimum permissions needed to perform their job tasks.

Similarly, Role-Based Access Control (RBAC) provides an organized way to manage permissions by assigning access based on job functions. Instead of handling individual user permissions, you group users into predefined roles. This approach streamlines administration and maintains consistency, especially as team members join, leave, or change roles.

2. Authentication Requirements

Authentication requirements serve as the first line of defense in ensuring that only verified users gain access to your systems. A strong authentication framework not only protects sensitive data but also builds trust across your enterprise.

One example of poor authentication is Tesla. In May 2023, two former Tesla employees stole confidential company data and leaked it to the German news outlet Handelsblatt.

This is where multi-factor authentication comes into the picture. Markets and Markets revealed that the global MFA market will reach $34.8 billion by 2028.

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MFA requires users to provide two or more verification factors—such as a password combined with a fingerprint or a one-time code. This approach is especially vital for safeguarding sensitive systems and remote access points, where the chances of compromise are higher.

However, However, traditional MFA methods relying on OTPs or SMS codes can still be vulnerable to MitM attacks. Attackers can intercept OTPs or trick users into providing authentication codes on malicious websites, bypassing MFA defenses.

To address these risks, modern authentication standards like FIDO2 offer a stronger, phishing-resistant alternative. FIDO2 replaces passwords and OTPs with public-key cryptography. Thus, you do not need to worry about the risk of credential theft via MitM attacks.

Password policies are equally important. Setting guidelines for minimum password complexity, length, and prohibiting commonly used passwords helps mitigate brute-force attacks. Regular password resets in between 90 days further enhance security by limiting the exposure time of compromised credentials.

3. User Lifecycle Management

User lifecycle management plays a key role when an employee joins, leaves, or transitions within your company. Clear guidelines for onboarding, offboarding, and role changes ensure access rights are consistently aligned with a user's current status. So, no need to worry about outdated access.

During onboarding, it's essential to grant new employees access only to the systems and resources required for their roles. Implementing this guideline helps streamline the integration process while avoiding unnecessary exposure to sensitive data.

As employees transition between roles, it’s vital to promptly adjust access rights. Failure to do so can result in both excessive permissions and the potential for data leaks. If an employee moves from marketing to sales, you need to update their access.

Offboarding is equally crucial, as it ensures that when an employee leaves the company, all access is revoked promptly and systematically. This involves disabling accounts, recovering company-issued devices, and ensuring that any data access is securely transferred or archived.

4. Monitoring and Auditing

Ongoing monitoring and auditing ensure compliance and identify potential security risks before they can escalate. Regular access reviews and real-time anomaly detection make access control more effective, helping you stay ahead of potential threats.

For starters, regular access reviews ensure that only authorized individuals retain access to critical systems and resources. These reviews help identify and correct any discrepancies before they can lead to unauthorized actions.

In addition to routine access reviews, anomaly detection plays a crucial role in identifying suspicious behavior. Monitoring patterns such as unusual login times, unexpected locations, or changes in access frequency can help you spot anomalies faster.

5. Incident Response

In case of unauthorized access or a security breach, having a well-defined incident response plan is crucial.

“A breach alone is not a disaster, but mishandling it is.” — Serene Davis, Global Head of Cyber - QBE Insuranc

Here are the steps you need to take to minimize damage and restore security:

• Detect and Confirm the Incident: Immediately identify and confirm unauthorized access through anomaly detection or alerts from monitoring systems.
• Contain the Breach: Quickly isolate the affected systems or accounts to prevent further unauthorized access or data compromise.
• Notify Stakeholders: Inform relevant internal teams, such as IT, security, and compliance officers, to ensure the right resources are allocated for investigation.
• Assess the Impact: Conduct a thorough analysis to determine what data or systems were affected and the potential scope of the breach.
• Remediate and Recover: Take steps to resolve the breach by resetting compromised credentials, patching vulnerabilities, and restoring any affected systems.
• Communicate with External Parties: If required, notify external parties such as customers, regulators, or third-party vendors in compliance with legal or regulatory requirements.
• Document and Review: Record all details of the incident, including how it was detected, contained, and resolved, then conduct a post-incident review to improve future response plans.

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Steps to Create an Access Management Policy

1. Assess Current Access Practices

The first critical step in creating an effective access management policy is to assess current access practices within your enterprise. Conducting an access audit helps identify gaps, risks, and areas for improvement in your existing access control systems. Here’s how you can do it:

• Review User Access: Analyze who has access to what systems, applications, and data, and check if these permissions align with their job responsibilities.
• Identify Excessive Permissions: Look for instances where employees have more access than necessary for their roles.
• Check for Outdated Access: Ensure that former employees or those who’ve changed roles no longer have access to systems that are no longer relevant to them.
• Evaluate Access Controls on Critical Systems: Make sure that sensitive systems and data are protected with appropriate access management protocols, such as multi-factor authentication (MFA) or encryption.

Once the audit is complete, you’ll have a clear picture of where your company’s access controls are lacking or misaligned. This insight will be instrumental in shaping a policy that addresses security risks while maintaining operational efficiency. A PwC study revealed that 47% of businesses face problems addressing security risks.

2. Define Roles and Permissions

The next step is to define and manage roles and permissions within your company. Mapping out roles and their corresponding access needs ensures that every user has the right level of access based on their job function, minimizing both risk and inefficiency.

The process typically has these key steps:

• Identify Job Roles: List all distinct job roles within the enterprise, from entry-level employees to executives.
• Determine Access Needs: For each role, determine which systems, applications, and data are necessary for performing job duties.
• Avoid Overlapping Permissions: Ensure that roles are clearly defined, and that users are not granted unnecessary access to systems or data unrelated to their responsibilities.
• Consider Future Growth: As your company grows, anticipate potential changes in roles and the access requirements that may arise from these changes.

These steps will provide you with a structured framework that helps avoid excess access and ensures users only have the resources they need to perform their tasks securely. This structure also makes it easier to manage access as new roles are introduced or employees change positions.

3. Establish Authentication Standards

There are only two types of companies in the world: those that have been breached and know it and those that have been breached and don’t know it.” – Ted Schlein, Venture Capilatist

You need to establish authentication standards that define how users will be verified before gaining access to systems. Strong authentication measures protect your company’s resources from unauthorized access, ultimately preventing severe data breaches.

Here are the implementation steps you must follow:

• Implement Multi-Factor Authentication (MFA): Require users to provide two or more forms of identification, such as a password plus a fingerprint scan or a one-time code sent to their phone, to access critical systems.
• Set Password Requirements: Define the minimum standards for creating strong passwords. This might include requirements such as length (e.g., at least 12 characters), complexity (e.g., a mix of upper and lowercase letters, numbers, and symbols), and password expiration (e.g., every 90 days).
• Enforce Password Reset Policies: Make sure that passwords are periodically updated and that users can’t reuse old passwords or easily guessable combinations.
• Consider Additional Authentication Methods: Depending on your enterprise’s needs, you may also explore biometrics, hardware tokens, or single sign-on (SSO) as additional layers of security.

With these measures in place, you can greatly reduce the risk of unauthorized access and ensure users are who they say they are.

4. Document Policies Clearly

An effective access management policy is incomplete without documenting the policies clearly. This ensures that all users understand the rules and guidelines governing access to systems and data.

Clear documentation also helps to maintain consistency across the company and facilitates compliance during audits or reviews. Follow these strategies to document the policies:

• Use Simple Language: Avoid technical terms that may confuse non-technical users. The goal is for anyone to understand the policy, regardless of their technical background.
• Be Specific and Detailed: Outline exactly who has access to what, how they can access it, and under what circumstances. Include instructions for logging in, password management, and reporting issues.
• Include Visual Aids: Where possible, incorporate charts or diagrams to help illustrate complex processes such as access levels or workflows.
• Ensure Policy Accessibility: Store the policy in a central, easily accessible location so all employees can review it as needed.

As a result, you can create a resource that employees can reference whenever necessary, helping ensure consistent adherence to security practices.

5. Train Employees

Even the best-designed policies can fail if users are not fully aware of them or do not understand how to follow them. Effective training ensures that all users comprehend their responsibilities when it comes to managing and securing access to systems and data.

• Conduct Regular Training Sessions: Hold onboarding sessions for new hires and regular refresher courses for existing employees to ensure they understand the latest access management protocols.
• Provide Scenario-Based Learning: Use real-world examples or simulations to show how employees should handle access requests, password changes, and security alerts.
• Emphasize the Importance of Security: Explain the risks of weak access controls and the consequences of non-compliance, helping employees understand the significance of following the policy.
• Offer Ongoing Support: Ensure employees know who to contact if they have questions or need assistance regarding access or security issues.

When staff members understand the policies, they are more likely to adhere to the guidelines, reducing the likelihood of security breaches.

Pegasus Airlines serves as a key example of how untrained employees can lead to cybersecurity incidents. In June 2022, the airline identified a misconfiguration in one of its databases, which was traced back to an employee's error in security settings.

As a result, 6.5 terabytes of sensitive company data were exposed. Proper training could have prevented this mistake and safeguarded the airline’s critical information.

6. Regularly Review and Update

Finally, it is important to regularly review and update your access management policy. As new tools, roles, or risks emerge, your company’s needs and security requirements may change, and your access policy should reflect these changes to remain effective.

Here’s how to review and update the policy:

• Monitor Emerging Threats: Keep up-to-date with new cybersecurity risks and incorporate relevant countermeasures into your policy.
• Adapt to Technological Changes: As new technologies, platforms, or software tools are adopted, update the policy to ensure that they are covered by appropriate access control measures.
• Review Changes: When roles or team structures change, reassess user access levels to ensure they are still appropriate.
• Solicit Feedback: Regularly ask stakeholders, including IT teams and department heads, for feedback on the policy’s effectiveness and any areas for improvement

Without regular reviews, you may fail to keep your access management policies updated. So, make sure you pay close attention to this step.

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Common Mistakes to Avoid in Access Management Policies

Your IT team will face several challenges related to identity and access management. To help navigate these, here's a breakdown of the risks along with strategies to mitigate them.

Granting Excessive Permissions Without Regular Reviews

Over-assigning permissions to users, especially when roles evolve or change, can create unnecessary security risks. It's essential to conduct regular access reviews to ensure users only have the permissions they need for their current responsibilities.

Ignoring Inactive Accounts That Still Have Access

Leaving accounts active after employees leave or change roles poses a significant security threat. Inactive accounts should be promptly deactivated or removed from systems to prevent unauthorized access.

Overlooking Third-Party Access in the Policy

Third-party vendors, contractors, or partners often need access to your systems, but their access should be carefully controlled. Failing to account for and monitor third-party access can expose your enterprise to vulnerabilities.

Failing to Document and Enforce the Policy Effectively

Ensure the policy is clearly documented and communicated to all employees. Use training programs to reinforce adherence to the policy and set up monitoring systems to ensure compliance.

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Types of Access Management Policies Existing in Enterprises

1. Role-Based Access Control (RBAC) Policy

RBAC policy assigns access rights based on predefined roles within your enterprise. Each role is linked to specific permissions, ensuring users can only access data and resources relevant to their responsibilities.

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For example, an IT administrator might have full system access, while an HR professional is limited to employee records. This approach minimizes the risk of unauthorized access and simplifies permission management by grouping users with similar responsibilities. Common use cases include:

• IT teams managing network infrastructure and tools.
• HR systems handling sensitive employee information.
• Finance departments processing payroll or accounting data.

A study by Grand View Reseach revealed that RBAC is expected to grow at a compound annual growth rate of 12.4% between 2023 and 2030.

2. Zero Trust Access Policy

The Zero Trust Access Policy operates on a “never trust, always verify” principle. This model assumes that no user, device, or application is inherently trustworthy, even those already within the network. Access is granted only after verifying user identity, device security posture, location, and time of access.

“Zero Trust is not a technology; it’s a security philosophy that rewires how we think about access.” ― Neil MacDonald, EVP & senior distinguished analyst at Gartner

For example, an employee attempting to log in from an unfamiliar device or location might be required to complete multi-factor authentication. Even after gaining access, their activities could be monitored in real time to detect anomalies. Here are some common use cases:

• Remote Work and Hybrid Environments: Ensures secure access to company resources from anywhere, especially critical in distributed teams.
• High-Risk Applications: Protects sensitive systems like financial platforms, intellectual property repositories, or customer data hubs from unauthorized access.

3. Time-Based or Temporary Access Policy

This policy grants access to users for a specific time frame, ensuring that permissions automatically expire once the designated period ends. It’s particularly useful for contractors, interns, or external vendors who require temporary access to specific resources during the course of a project.

For example, a vendor working on a software deployment might be granted access to your company’s systems only during the implementation phase. After the project ends, their access is automatically revoked, minimizing the risk of lingering permissions being misused. Some use cases are:

• Contractors and Freelancers: Ensures temporary workers can perform their roles without posing long-term security risks.
• Interns: Provides limited access for the duration of their internship.

4. Privileged Access Management (PAM) Policy

The Privileged Access Management policy is designed to manage, secure, and monitor elevated access given to users. Privileged accounts typically have far-reaching control, making them prime targets for cyberattacks. A PAM policy mitigates this risk by implementing strict controls around these accounts.

For instance, an IT admin accessing critical infrastructure might need to authenticate through multi-factor authentication (MFA). Additionally, their activities are logged and monitored to ensure accountability and detect unusual behaviors. Here are some common use cases:

• IT Admin Access: Controls permissions for administrators managing servers, databases, or cloud infrastructure.
• Executive-Level Accounts: Protects sensitive data and communications of senior leadership.
• Critical Systems Management: Ensures secure access to financial systems, intellectual property, or other high-value assets.

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How CloudEagle Supports Access Management Policies

CloudEagle.ai is a SaaS management and procurement platform designed to help you discover, govern, renew, and optimize SaaS licenses.  

With robust identity and access management features, it offers a centralized dashboard to manage user permissions, roles, and access effortlessly.  

With over 500 integrations—including finance, SSO, and HRIS systems—CloudEagle.ai simplifies managing your tech stack by enabling granular access control and providing deep insights into user activity, all from one platform.

Just-in-Time Access

CloudEagle.ai enables time-based access to critical systems, automatically revoking permissions once the task is complete. This minimizes the risk of unauthorized access by ensuring access isn’t active longer than necessary.  

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This feature is perfect for managing contractors, freelancers, or temporary workers, providing tailored permissions while maintaining strong security without the need for manual intervention.

Automated App Access Reviews

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CloudEagle.ai automates SOC 2 and ISO 27001 access reviews, eliminating the need to manually check each app or scramble to provide deprovisioning proof. With all the necessary tools consolidated into a single, streamlined dashboard, CloudEagle.ai simplifies compliance, making it efficient and stress-free.

Access Control

CloudEagle.ai offers complete visibility into who accesses your applications, why they have access, and how they use them. With centralized access control, it manages the entire access lifecycle—from intake to provisioning and deprovisioning—through one platform.

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The platform also streamlines compliance and security audits by providing quick access to application logs. Detailed access records can be exported directly, making audit preparation effortless.

Privileged Access Management

CloudEagle.ai simplifies privileged account management by automating the assignment of elevated access, ensuring only authorized users can access critical systems like AWS and NetSuite. This reduces the risk of unauthorized activity.  

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With continuous monitoring and automated management, the platform enhances security and compliance while reducing administrative burdens and minimizing human error.

Employee Onboarding and Offboarding

CloudEagle.ai simplifies access management with auto-provisioning workflows, automatically assigning application access to new users based on their roles and departments. This ensures employees are equipped with the tools they need from day one, boosting productivity.

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To enhance security, the platform automates user offboarding, revoking access for inactive accounts after a set period and reducing risks tied to manual processes. For example, Remediant utilized CloudEagle.ai to automate provisioning and deprovisioning, significantly improving their operational efficiency.

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Compliance Management

Failing to comply with modern security regulations can lead to hefty penalties and significant data breaches. Ensuring SaaS compliance is critical, but managing it manually can be daunting. CloudEagle.ai streamlines this process by automating data collection and compliance management, making it easier to stay secure and compliant.

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Conclusion

Developing and implementing an access management policy is essential for organizations aiming to maintain a secure and well-regulated access framework.  

Whether you create a custom policy or adopt established models like RBAC, PoLP, or JIT, you can enhance your protection against unauthorized access, data breaches, and compliance challenges.

You can use platforms like CloudEagle.ai to ensure proper management of your company’s access. So, make sure you schedule a demo with the experts today.

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