User change requests are common practice in corporations with a large number of employees. For small to medium businesses, this level of user scrutiny is often viewed as unnecessary or laborious. However, there are several reasons that every business should consider tightening up access to IT systems that have nothing to do with the size of the company.
Protecting Business Data
The data you keep about your business can become a valuable asset to competitors. When continued survival relies on repeat customers or lucrative deals with suppliers, that information should be closely guarded.
Allowing easy access to business data is not generally good practice. Disgruntled employees or direct competitors do not always play fair. Using a change request system for system or password access will ensure that business data is protected from prying eyes.
Protecting Customer Data
Your customer data may be subject to compliance laws and regulations. It is therefore essential to keep this information protected. Not knowing who has access to sensitive customer data and when is a breach of compliance law in many cases.
Change request procedures that allow you to control access to multiple systems are a crucial component of compliance. These requests are typically designed to work at industry, departmental and employee levels. Some businesses may need to create further processes to allow for temporary access from third parties such as tradespeople or vendors.
Adding New Users
Adding new user access to your IT systems is made easier with change request procedures. The structure of the process can be outlined according to role, security authorization, custom needs or any other applicable parameters.
Access requests for new users also help to streamline admin processes, by ensuring that new employees and applicable third parties can quickly take up their role. Businesses who adopt change request policies are therefore likely to experience better productivity.
Managing Current Users
Keeping your current IT users organized helps when it comes to role changes. For instance, a user may already have access to systems that he or she never uses. By keeping accurate records through an access request system, adding or removing users from specific systems is more effective.
When employees request a password change, it helps to have this information recorded for future reference. Businesses can use the resulting data to improve productivity through downtime analysis and the introduction of better access protocols.
As businesses begin to upscale, communications between individuals and departments become more distant. In a small office with a handful of employees, it’s relatively easy to keep track of who has access to what – even if this approach isn’t necessarily secure. However, larger businesses may struggle when it comes to managing IT system processes.
Keeping a record of IT system access by employee and department can help with the development and maintenance of other business processes. A key example of this benefit is defining key roles in accordance with the systems and processes that each employee can access or control.
Keeping User Databases Clean
Perhaps most importantly, user request procedures generally keep your business IT databases clean and organized. The adding and removing of employees is faster and more secure, and any changes are recorded to improve data retention. These principles apply at all levels of business and in every type of industry. Clean databases are also less of a drain on IT resources. If your business fails to remove obsolete data, it can result in clogging up and wasting storage capacity.
To learn how to better manage your user access processes, get in touch with ClubDrive today. We provide IT management solutions to suit every business need.