3 Simple Access Control Tips Every Small Business Owner Needs

As an IT expert, I've seen firsthand how crucial good access control is for businesses of all sizes. But for small business owners, it can often feel like a daunting task. You're juggling a million things, and cybersecurity might not always be at the top of the list. However, a breach due to poor access control can be devastating.

So, I'm here to break down my top three, easy-to-implement access control tips that every small business owner should adopt. These aren't just technical jargon; they're practical steps to protect your valuable data and give you peace of mind.

The Principle of Least Privilege 

Give 'Em What They Need, Nothing More.

This is the golden rule of access control, and it's simpler than it sounds. Imagine you run a bakery. Do you give the person who cleans the floors the keys to the safe where you keep your daily earnings? Probably not. The same logic applies to your digital assets.

Users (employees, contractors, even yourself) should only have access to the specific systems, data, or applications they absolutely need to do their job, and nothing more. If your marketing assistant needs access to your social media management tool, they don't need access to your accounting software. If a new intern needs to update the company website, they shouldn't have administrative privileges that allow them to delete the entire site.

• It reduces the attack surface - If a malicious actor compromises an account with limited privileges, the damage they can do is also limited.
• It minimizes human error - Accidental deletions or modifications are less likely when employees can only access relevant files.
• Simplifies auditing - It's easier to track who did what when access is clearly defined.

How to Implement It:

Categorize your data: Figure out what data is sensitive and who needs to access it.

• Create user roles - Define roles (e.g., "Sales Associate," "HR Manager," "IT Support") and assign specific permissions to each role.
• Regularly review access - As employees change roles or leave the company, their access needs to be updated or revoked immediately.

Think of it like this: Each employee gets a custom-made keycard that only opens the doors they are authorized to enter.

Implement Multi-Factor Authentication (MFA) Everywhere Possible

If I could shout one cybersecurity tip from the rooftops, it would be this one! Passwords, even strong ones, are simply not enough. They can be guessed, stolen, or phished. Multi-Factor Authentication (MFA) adds an extra layer of security, making it exponentially harder for unauthorized users to gain access.

MFA requires users to provide two or more verification factors to gain access to an account or system. These factors typically fall into three categories:

• Something you know: (e.g., a password or PIN)
• Something you have: (e.g., a smartphone receiving a code, a physical security key)
• Something you are: (e.g., a fingerprint or facial scan)

So, instead of just entering a password, a user might also have to enter a code sent to their phone or tap a notification on their mobile device.

Why It's Important:

• Massively enhances security - Even if a hacker steals a password, they won't be able to log in without the second factor.
• Protects against phishing - Many phishing attempts aim to steal credentials. MFA makes these attempts far less effective.
• Increasingly expected - Many compliance frameworks and insurance providers now recommend or require MFA.

How To Implement It:

Enable MFA on critical accounts first: Start with email, banking, cloud storage, and administrative accounts.

• Educate your employees - Explain what MFA is, why it's important, and how to use it.
• Choose user-friendly options - Many services offer app-based MFA (like Google Authenticator or Microsoft Authenticator) or push notifications, which are generally easy for employees to use.

Think of MFA as a security system that requires more than just a single key to unlock your digital front door.

Have a Robust Offboarding Process for Departing Employees

This is often overlooked, especially in small businesses where relationships can be more personal. However, failing to properly revoke access for departing employees is a massive security risk. Whether an employee leaves on good terms or not, their access to your systems should be cut off immediately upon their departure.

When an employee leaves your company, you need a clear, documented process to ensure all their digital access is terminated. 

This includes:

• Revoking access to all company software and cloud services.
• Disabling their email account and forwarding emails if necessary.
• Changing passwords for shared accounts they had access to.
• Collecting company-owned endpoints and removing company data from personal devices if applicable.
• Removing them from internal communication platforms.

Why it's Important:

• Prevents malicious acts - A disgruntled former employee could potentially steal data, sabotage systems, or leak sensitive information.
• Avoids accidental data exposure - Even without malicious intent, an active account could inadvertently expose data if it falls into the wrong hands.
• Maintains compliance - Many regulatory requirements demand strict control over who has access to sensitive information.

How to Implement It:

• Create an offboarding checklist - You should document every system and account an employee has access to, and ensure each item is checked off when they leave.
• Involve IT immediately - Make sure IT is notified as soon as an employee's departure is confirmed.
• Test your process - Periodically review your offboarding process to ensure it's effective and comprehensive.

Imagine the chaos if a former employee still had keys to your physical office! The digital equivalent is just as dangerous.

If you would like help outlining your organization’s access control, with strategies, systems, and support, give the IT experts a call today at (240) 226-7055.