Common Poor Access Management Risks and How They Cause Data Breaches

What is Access Management

At its core, access management is the process of ensuring that the right individuals have the appropriate level of access to the resources they need to do their jobs. Think of it as a series of locked doors in a high-security building. Each door represents a resource—files, applications, databases—while the keys are the credentials and permissions granted to employees. Proper access management ensures that only authorized individuals can open specific doors, and even then, they can only perform actions relevant to their role.

However, this process is more than just handing out keys. It involves an intricate dance of identity verification, role assignments, permission settings, and ongoing monitoring. Access management should evolve as your business does, with permissions being granted, adjusted, or revoked in real time based on changes in roles or personnel. Without this dynamic approach, organizations risk exposing themselves to a variety of threats.

Common Risks Associated with Poor Access Management

Effective access management is challenging to implement and easy to get wrong. Below are some common pitfalls that organizations encounter:

1. Over-Permissioned Accounts

This is a widespread issue where employees are granted more access rights than necessary. For instance, a junior accountant might be given administrative access to financial systems when they only need to run reports. This excessive permissioning often occurs because it’s easier to give broad access than to meticulously tailor permissions. Unfortunately, it’s also a recipe for disaster. If that account is compromised, the attacker suddenly has wide-ranging access to sensitive data, making the impact of a breach much worse.

2. Stale Accounts

When employees leave or change roles, their old accounts often linger in the system, forgotten but still active. These “stale” accounts are low-hanging fruit for attackers. Because they aren’t actively monitored, these accounts can serve as a gateway to sensitive data without raising any red flags. In some cases, these accounts may even retain higher privileges, making them even more valuable to cybercriminals.

3. Poorly Defined Role-Based Access Control (RBAC)

RBAC is a cornerstone of effective access management, allowing organizations to assign permissions based on job roles rather than individuals. However, if roles aren’t well-defined, or if users are assigned to inappropriate roles, the entire system breaks down. For example, if a contractor is mistakenly assigned the same access as a full-time employee, they might access sensitive information that they should never see. Mismanaged RBAC can lead to over-permissioning on a massive scale, making it difficult to manage and monitor access effectively.

4. Lack of Regular Access Reviews

In the absence of regular access reviews, organizations have no clear picture of who has access to what. This results in a stagnant environment where access rights accumulate over time without being reevaluated. For example, an employee who moves from sales to marketing may retain access to sensitive sales data long after they’ve changed roles. This oversight creates unnecessary risk by exposing more data to possible threats than is necessary.

5. Shared Credentials

Despite repeated warnings from cybersecurity experts, shared credentials remain a common practice in many organizations. Whether it’s convenience or necessity, the sharing of logins between multiple users creates a significant security hole. It’s not just a violation of security best practices—it’s also a challenge for accountability. If a data breach occurs, tracking the source becomes nearly impossible, leaving organizations vulnerable to further exploitation.

How Poor Access Management Causes Data Breaches

The risks outlined above may seem like minor oversights, but in the context of a cyberattack, they become significant vulnerabilities. Let’s explore how these common pitfalls can lead to catastrophic data breaches:

1. Unauthorized Data Access

Over-permission accounts and stale credentials are essentially open invitations for cybercriminals. A hacker who gains access to an employee’s credentials can use these vulnerabilities to navigate through the system without detection. With access to high-privilege accounts, they can extract sensitive data, deploy malware, or even create backdoors for future attacks. These breaches often go unnoticed for extended periods, exacerbating the damage.

2. Insider Threats

Insider threats are particularly insidious because they originate within the organization. Employees with excessive permissions or those assigned to incorrect roles can unintentionally—or intentionally—leak sensitive data. A disgruntled employee with access to financial records, intellectual property, or customer data can cause irreparable harm. Even well-meaning employees can become insider threats if their permissions exceed their current needs, leading to accidental data exposure.

3. Delayed Detection of Breaches

The complexity and volume of data in modern enterprises make it challenging to detect breaches quickly. When access rights are too broad or roles are improperly managed, spotting unusual activities becomes harder. For example, if an attacker uses an over-permissioned account, their actions may blend in with normal operations, delaying detection. The longer a breach goes unnoticed, the more damage it can cause—both financially and reputationally.

4. Compromised Shared Credentials

When credentials are shared, and an attacker gains access, the consequences can be disastrous. Because multiple users rely on the same credentials, it becomes nearly impossible to identify who performed specific actions. This lack of accountability not only makes it harder to investigate breaches but also provides cover for malicious insiders or external attackers to escalate their activities without being detected.

How to Prevent Poor Access Management from Causing Data Breaches

The consequences of poor access management are severe, but they’re also preventable. Here’s how to address these vulnerabilities before they lead to a breach:

1. Implement the Principle of Least Privilege

The principle of least privilege (PoLP) is the gold standard for access management. Under PoLP, users are granted the minimum permissions they need to perform their job functions. This reduces the attack surface by limiting the number of people who can access sensitive information. Regularly review and adjust permissions as roles change, ensuring that employees only have access to the data they currently need.

2. Automate Access Reviews

Access reviews are critical, but they’re often time-consuming and prone to human error. Automating this process ensures that access rights are regularly reviewed and updated. Automated tools can flag discrepancies, such as users with excessive permissions or accounts that haven’t been used in months. By proactively addressing these issues, you can prevent them from becoming security risks.

3. Strengthen Role-Based Access Control (RBAC)

RBAC is only effective if roles are clearly defined and accurately assigned. Take the time to develop a comprehensive RBAC strategy that reflects the specific needs and hierarchy of your organization. Periodically audit these roles to ensure they remain relevant and that employees are correctly assigned. Avoid role creep, where users accumulate permissions over time, by conducting regular audits and reviews.

4. Audit Access Continuously

Continuous monitoring is essential for identifying unusual or unauthorized access attempts in real-time. Use monitoring tools to track user behavior, set up alerts for suspicious activities, and maintain a detailed audit trail. For instance, if an account suddenly begins accessing sensitive files outside of normal business hours, an alert can prompt immediate investigation, potentially stopping a breach before it happens.

5. Eliminate Shared Credentials

Shared credentials pose an unacceptable security risk. Instead of sharing logins, implement single sign-on (SSO) solutions or use privileged access management (PAM) tools that control and monitor high-level access. Multi-factor authentication (MFA) should also be mandatory, adding an extra layer of security that can thwart attempts to misuse stolen credentials.

How Lepide Can Help

Managing access in a complex IT environment can be overwhelming, but Lepide’s Data Access Governance solution simplifies the process. Lepide provides real-time visibility into access rights across your organization, helping you to identify and remediate risks before they lead to breaches. Our solution automates access reviews, tracks permissions changes, and offers detailed audit trails, ensuring that your organization remains compliant and secure.

With Lepide, you can enforce the principle of least privilege, eliminate stale accounts, and implement a strong RBAC strategy—all while gaining the visibility and control you need to prevent data breaches. By integrating Lepide into your access management strategy, you’re not just protecting your data; you’re securing the future of your business.