Access control is a set of rules that defines who has access to what in an organization.
It’s a fundamental aspect of cybersecurity organizations use to control access to specific applications, features, data and resources.
Two common use cases include blocking a contractor’s access to admin features and blocking a former employee’s access to the organization’s network.
Access control can be applied to multiple entities within your organization as well as specific applications.
In this post, I cover what access control is, why it’s important, different types of access control and more.
What is Access Control? A Summary
Access control, also known as identity and access management (IAM), is a crucial level of security designed to keep bad actors and even hackers from accessing applications, files and features only admin-level employees should have access to.
Without it, any employee could access sensitive material within your network, such as confidential files.
Even worst, a hacker could access them by hacking into an employee’s account, which might not have the same protection as admin-level accounts.
Access control is also important for keeping lower-level employees from performing certain actions, such as deleting pages on your website or making unauthorized purchases using authorized payment accounts.
Related: Top Encryption Software Solutions to Safeguard Your Data
How Does Access Control Work?
Access control works by identifying a user based on their credentials, and then allowing or disallowing access based on those credentials.
For instance, if a particular feature, app or file is only accessible by admin accounts, the system will make sure the user has an admin account before giving access.
A solid security system should also authenticate users to truly ensure they have access.
Multifactor authentication (MFA) is a common way to authenticate users, requiring users to enter a password, pin or security token or even pass a biometric scan.
Related: Complete Guide to Strong Passwords and Authentication
The way an organization sets up access control is dependent on what the organization needs to block access to.
If your organization needs to block access to apps and files within your network, you’d use a dedicated access control solution.
If you need to block access to certain parts of an application, you’d use that application’s built-in IAM settings.
The Stages of Access Control
When a user attempts to log into or access certain parts of your network, their user account moves through four stages of access control that are designed to identify authorized users and log their activity in your network.
Those stages are:
- Identification
- Authentication
- Authorization
- Accountability
During the identification stage, the user initiates the login process by entering a username, email address or ID.
This is followed by the authentication stage, which guides the user through your organization’s multifactor authentication process. This might mean entering a password or passkey, entering a temporary security code and even passing a biometric scan.
The authorization stage is where your IAM settings take effect. The system checks your predefined rules to determine what an authenticated user has access to. It then allows or disallows access based on those rules.
The accountability stage tracks and logs user activity. While access control is designed to make your network more secure, no system is immune to failure. By logging user activity, you’re able to keep an eye on unauthorized or unusual activity occurring on authorized accounts.
Why Access Control is Crucial for Cybersecurity
Access control’s ultimate purpose is to prevent your organization’s data and systems from being accessed by bad actors.
Without identity and access management (IAM) systems in place, hackers have fewer walls to break through, giving them an easier path to stealing your data or worst, taking control of your entire network and locking you out instead.
In short, access control allows you to:
- Safeguard data
- Protect accounts
- Safeguard finances
- Stabilize software use
- Maintain compliance with HIPAA and other laws and regulations
Types of Access Control
There are five primary types of access control:
- Role-based access control (RBAC)
- Attribute-based access control (ABAC)
- Discretionary access control (DAC)
- Mandatory access control (MAC)
- Rule-based access control (RuBAC)
With role-based access control, access is granted based on the role an account has in your organization, such as admin, user or contributor.
With attribute-based access control, access is granted based on attributes like time or location.
With discretionary-based access control, each object gets assigned an owner who is in charge of deciding who gets access to their object.
With mandatory-based access control, access is based on security clearances and different access levels. It’s popular among military and government organizations but may also be used by healthcare and finance organizations.
With rule-based access control, access is based on a set of predefined rules or conditions rather than specific roles or attributes.
How to Implement Access Control in Your Organization
- Define the goals you want to accomplish with access control to help you determine the IAM solutions your business needs
- Determine if any of your existing apps have access control features built in. These will likely be called “permissions”
- Choose an access control solution
- Configure the IAM rules and conditions that will help your business accomplish its goals
- Follow best practices for access control
1. Define Your Goals
Start by figuring out what you want to accomplish by implementing access control.
Avoid vague goals like “better security” or “data protection.” This won’t help you make decisions about which IAM solutions and strategies your business needs.
Determine exactly what needs to be protected in your business instead, such as:
- Sensitive files
- Project files
- Accounts
- Devices
- Software
- Specific features in software
Your goals might also include having a defined process for signing in that all employees must follow or having defined rules and conditions that differ by account level.
2. Identify Apps That Have Access Control Built in
Go through all of the apps your employees log into for work. You might find that some of them have permission settings that allow you to control which features different account levels have access to.
A big example is WordPress. WordPress is a content management system (CMS) that has different user roles, such as Admin, Editor, Author and Subscriber.
Admins have access to everything, editors can edit and delete all posts, authors can publish and edit their own posts, and subscribers can access only specific parts of the admin area you allow them to access.
See if any of the apps you use have a similar feature.
3. Choose an Access Control Solution
Also known as an “identity and access management solution,” an access control solution helps you define and implement rules and conditions employees must follow in order to access and use different systems in your organization.
Some solutions even have automated systems that add and remove access as employees get hired, promoted and removed.
But before you decide on a solution, decide whether or not you need one. A dedicated IAM solution might be overkill if you have fewer than 100 people in your organization, don’t work with contractors, or have low hire and turnover rates.
In this case, you’re likely better off coming up with a process for granting and removing access manually.
Also, if you already have an HR software, see if it has IAM features built in.
If you do need a dedicated IAM solution, check out these options:
- Rippling: HR software with IAM features built in.
- SailPoint: Dedicated IAM software with automated features.
- Microsoft Entra: IAM software with multiple pricing tiers to pick from. Great option if you also use Microsoft 365 for business.
- Okta: Great for securing identities across numerous apps and websites.
4. Choose Rules and Conditions to Follow
Once you decide which type of access control you want to use as well as a solution to use, determine rules and conditions to follow to limit access.
A common principle companies use is something known as “least privilege access.” In this type of system, users are only given access to the parts of your network they need in order to perform their duties.
This could be specific folders, files and even applications.
This principle is especially effective at stopping hackers in their tracks. If an attacker gains access to a lower-tier account, they won’t be able to access other parts of your network without initiating further attacks.
5. Follow Best Practices for Access Control
To ensure your access control system operates as efficiently as possible, follow best practices including:
- Implementing multifactor authentication for user accounts. This includes using passwords alongside text codes, passkeys, authenticator apps and/or biometric scans
- Training employees on how to use multifactor authentication and other access control principles you implement in your network. Emphasize their importance as well as the consequences for not following protocol
- Creating and tracking access logs so you always know who’s accessing your network and which parts they’re accessing
- Adding reviewing your access control system and processes to your security audit, which you should be conducting at least once a year
Common Issues with Access Control
A few issues you might run into and mistakes you might make when implementing access control in your network include:
- Not removing users who longer work for your organization
- Users not following access control policies
- Users getting confused when they can’t access the same files, applications or application features as their coworkers
- Not fully understanding how to use the access control solution you chose
- Overpaying for an access control solution that’s overkill for the size of your organization
Related: The Essential Checklist for Securing Company Laptops at Home
